RFA-25-OFNDS-44.pdf

New York State

Office of Faith and Nonprofit Development Services (OFNDS)

REQUEST FOR APPLICATIONS (RFA)

RFA # 25-OFNDS-44

OFNDS TECHNICAL ASSISTANCE

Important Dates:

RFA Release Date: June 9, 2026

Questions Due: July 8, 2026

RFA Q&A Updates Posted: July 22, 2026

Application Due Date: August 3, 2026 - 4:00 PM Eastern Time

General Program Information Inquiry: Application Submission:

New York State Office for Faith and Nonprofit Development Services 240 W 40th Street New York, NY 10018

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 mailto:dos.sm.procurement@dos.ny.gov

NYS DOS RFA #25-OFNDS-44

I. INTRODUCTION:

The purpose of this RFA is to offer grant funding to nonprofit organizations interested in providing Technical Assistance (TA) to strengthen the nonprofit sector’s organizational capacity, sustainability, and access to opportunities. Many nonprofit organizations face challenges in understanding and meeting New York State grant requirements related to for State and federal funding opportunities. This RFA will provide the support nonprofits need to enhance their operational effectiveness and secure the resources to carry out their vital work in their communities.

Since its creation in November of 2023, the New York State Office of Faith & Nonprofit Development Services (OFNDS) has stood as a beacon of support and resources for faith-based and nonprofit organizations across the State. At its core, OFNDS seeks to empower nonprofit organizations by providing essential information, facilitating access to State grants, and enhancing organizational capacities. In 2024, OFNDS completed a comprehensive 62-county listening tour across New York State to assess the challenges, needs, and concerns of nonprofit organizations. Feedback from these listening sessions consistently highlighted the need for increased funding to support grant readiness, including assistance with fiscal infrastructure, organizational and legal compliance, and grant writing.

These findings have shaped this solicitation.

This RFA seeks to award funding that will develop a program to provide free technical assistance to nonprofits across New York State. The program seeks to build organizational capacity, improve nonprofits' ability to maximize funding opportunities, expand programmatic impact, and ensure accountability to fiscal compliance standards necessary to do business with New York State.

II. APPLICANT ELIGIBILITY:

Minimum Requirements

Applicant(s) must be a domestic corporation:

• Pre-qualified within the Statewide Financial System (SFS) as of the application due date; and

• Currently have a physical location in one county within the application region.

Failure to meet these minimum requirements will result in the disqualification of the application.

Preference will be given to organizations with three or more years’ experience providing similar services to nonprofit organizations.

III. FUNDING AND PROJECT PERIOD:

Through this RFA, the New York State Department of State (DOS) OFNDS is making approximately $1.2 million available to fund up to two (2) Technical Assistance (TA) partners for one year, with the option for two one-year renewals. One award will be granted per region. See below for a list of regions and the counties that make up each region. Applicants are expected to provide services to organizations from these regions.

Applicants who wish to apply for both regions are required to submit separate applications. If an applicant submits one application covering both regions, the application will be considered for one region only. DOS will make the sole determination regarding the region for which the application will be considered in the best interests of the State. Awards will be granted to qualified nonprofit organizations according to the breakdown below.

Award Regions are as follows:

1. Region A, Downstate: $660,000

• New York City (Bronx, Brooklyn, Kings, New York, Queens, and Richmond Counties)

• Long Island (Nassau and Suffolk Counties)

• Westchester County; and

• Rockland County

2. Region B, Upstate: $540,000

• Capital Region (Albany, Columbia, Greene, Rensselaer, Saratoga, Schenectady, Warren, and Washington Counties)

• Central NY (Cayuga, Cortland, Madison, Onondaga, Oswego)

• Finger Lakes (Genesee, Livingston, Monroe, Ontario, Orleans, Seneca, Wayne, Wyoming, Yates)

• Mid-Hudson (Dutchess, Orange, Putnam, Rockland, Sullivan, Ulster)

• Mohawk Valley (Fulton, Herkimer, Montgomery, Oneida, Otsego, Schoharie)

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

• Southern Tier (Broome, Delaware, Chemung, Chenango, Schuyler, Steuben, Tioga, Tompkins); and

• Western NY (Allegany, Cattaraugus, Chautauqua, Erie, Niagara).

Matching funds are not required for this grant, and no preference will be given to organizations that provide matching funds.

IV. GENERAL PROGRAM SERVICES

Overview- Proposed Areas for Technical Assistance:

The purpose of this grant is to fund qualified nonprofit organizations to administer a no-cost Technical Assistance program for the nonprofit community in New York State. Under this grant, the Technical Assistance provider will assist nonprofit organizations with a presence in the assigned region with fiscal infrastructure planning and development, and organizational compliance required to do business in and with New York State, and resource development. These services will increase the nonprofits’ ability to secure, administer and sustain public funding opportunities for New York State grants, and community initiatives.

The Technical Assistance proposed should be practical and tailored to the needs and realities of smaller organizations with limited staff and resources. Successful applicants are required to provide Technical Assistance in a group setting or to individual organizations, as needed. Support should include but is not limited to:

Financial Infrastructure Assistance

Assistance to help nonprofits develop and monitor program budgets and create or update fiscal policies and procedures required for compliance with NYS grant programs. The assistance will be in one-on-one or group-based training modules. Required topics include, but are not limited to:

• Develop a grant readiness scorecard including coaching sessions for the high need organizations, and readiness summaries that include progress reports and corrective action planning.

• NYS Statewide Financial System support to attain Prequalification (ex. required financial documents, Charities Registration, Annual Audit Requirements).

• Financial systems set-up and Policy Review – Fiscal/Internal Controls Policy/Framework, record-keeping and documentation best practices.

• Budget management (ex. developing a program budget and scope, estimating costs, monitoring expenses) and financial reporting for NYS grant programs.

• Technical assistance to understand the grant process and need for alternative income streams to manage program implementation. (ex. support with bridge loans, lines of credit, and fiscal reporting to guide organizations in best practices to manage cash flow and other fiscal challenges during start-up.

Organizational and Legal Compliance:

Assist with compliance with State requirements related to fundraising and donations. Provide one-on-one or group-based training modules. Required topics include, but are not limited to:

• 501 (c)(3) registration and compliance review to maintain tax status.

• Support to navigate the NYS Attorney General’s Charities Bureau requirements.

Provide guidance on exempt status, charitable assets, and type of registration required for nonprofits.

• Board governance and bylaws development, review and alignment.

• General and Fiscal Policy development and review including Conflicts of Interest and Whistle Blower policy development, preparation for submission for NYS SFS Prequalification.

• NYS Vendor Responsibility preparation, guidance and support.

Grant Resource Development

Assist with grant readiness through need-based training in one-on-one or group-based training modules. Required topics are listed below:

• Grant writing basics, grant opportunity search.

• Budgeting basics, allowable vs. unallowable costs, cost projections, staff effort budgeting and reimbursement.

• Program evaluation, tracking, and reporting.

• Understanding funding agreements and award terms.

• Fiscal and legal compliance technical assistance.

• The application and prequalification process for New York State grants.

• Applicant may suggest additional topics.

V. REQUIRED ACTIVITIES

This section discusses required activities and contractual documentation requirements for the Technical Assistance grant program. The applicant should demonstrate the Technical Assistance services offered, how these services will be delivered and the proposed outcomes.

All services provided must be free of charge to clients. All programs and services funded must be non-sectarian in nature. Nonsectarian is defined, for the purposes of this RFA, as not being affiliated with or limited to a specific religious denomination. Services under this grant may be provided in-person or virtually. Services provided virtually must adhere to New York Office for Information Technology policies1 regarding accessibility of information and communication technology.

Travel by the Technical Assistance program staff may be necessary to meet the needs of nonprofit organizations throughout the assigned regions.

1. Recruit and hire or repurpose staff as a Project Manager for the Technical Assistance program: Each grantee will hire or repurpose a minimum of one (1) FTE Project Manager to supervise the program staff/volunteers and subcontractors to ensure contractual deliverables, program outcomes, and accurate data reporting schedules are met. The Project Manager should have the following qualifications: three or more years in program administration or nonprofit administration and three years of supervisory experience.

2. Recruit and hire or repurpose staff as Technical Assistance Specialists: Each grantee will hire or repurpose a minimum of three (3) FTE Technical Assistance Specialists to produce a substantive workshop and training series led by subject matter experts on relevant topics that will support the nonprofit community within the region. Areas of training include but are not limited to: Financial Infrastructure, Organization and Legal Compliance including the Statewide Financial System, and Grant Resource Development (refer to IV. General Program Services). A minimum of 20 virtual and/or in person workshops is required in Region A or 15 virtual and/or in person workshops for Region B. Each group workshop will host a minimum of 10 organizations per session. Grantees are expected to utilize staff with demonstrated experience to train program staff and volunteers. If grantees do not have the capacity to provide this service, they may subcontract a portion of this service to a qualified contractor to meet program deliverables.

3. Recruit and hire or repurpose staff as a Program Coordinator: Each Grantee will accept referrals from OFNDS to assess organizations for one-on-one engagement and

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

Technical Assistance support. Grantees will recruit a minimum of one (1) FTE Program Coordinator to manage the receipt and referral of Technical Assistance services for nonprofits. The Program Coordinator role will provide one-on-one coaching for a minimum of 40 organizations in Region A or 32 organizations in Region B. The Program Coordinator role will support the intake and delivery of services coordination across three key areas: Financial Infrastructure, Organizational and Legal Compliance, and Grant Development Support (refer to IV. General Program Services). They will create workflows to move nonprofits through the program and ensure receipt of Technical Assistance services. The Program Coordinator should have the following qualifications: three or more years in Program Administration, and three years of Case Management experience or the demonstrated equivalent of project management experience.

4. Program referrals: Grantees must accept and prioritize referrals directly from OFNDS and will accept requests directly from eligible organizations. Nonprofits will be screened for services. The grantee will ensure that those who are unable to receive services can obtain an up-to-date list of pro bono and other relevant resources available in the region.

5. Outreach and Community Engagement: The grantee is expected to conduct outreach and advertisement of the services offered by the Technical Assistance program; all materials should include the logo of the Office of Faith and Nonprofit Development Services and require prior approval by OFNDS. Materials should be submitted in advance with a reasonable timeframe to review. Outreach includes advertisements on digital platforms, as well as direct engagement with local institutions and the nonprofit community. Applicants should propose a language accessibility plan to ensure support is accessible throughout the nonprofit.

6. Group Technical Assistance services: The grantee is expected to provide a timeline of monthly sessions for hands-on Technical Assistance services in a group setting.

Examples include but are not limited to Budget Workshop, Policy and Development workshop, Develop a Grant Strategy Workshop. The services provided are listed in section IV: General Program Services.

7. One-on-one customized Technical Assistance services: The grantee will prioritize and accept referrals from OFNDS and requests directly from nonprofits that need one-on-one support in one or more of the following areas of Financial Infrastructure, Organizational and Legal Compliance, and Grant Resource Development. The grantee will provide an initial screening to coordinate with the Technical Assistance Specialists and/or contracted organizations, as needed. The services provided are listed in section IV: General Program Services.

VI. ELIGIBLE COSTS

Eligible Direct Grant Expenses:

Grantees will be reimbursed for expenses that directly support Technical Assistance activities. Direct costs can include:

1. Salaries and associated fringe for employees who provide Technical Assistance services described above and under the required activities in the workplan of the contract. For all employees charged under the grant, OFNDS will only reimburse for actual time spent and documented on grant activities. 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 directly benefiting the Technical Assistance activities of this grant, which includes travel to perform required activities within New York State, must be approved in the budget with reasonable justifications. If overnight travel is required to carry out the required services under the grant, the applicant must comply with travel rates noted in U.S. General Services administration guidelines https://www.gsa.gov/travel/plan-book/per-diem-rates and will be limited to New York State Travel Rules.

3. Supplies that directly benefit the required grant activities, including toner, paper, etc.

4. Costs to develop outreach materials and resources for use during grant-funded services to promote the availability of and access to the Technical Assistance grant services. (Note: These materials must be approved in writing by OFNDS before they are purchased.)

5. 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. Equipment is defined as any piece of equipment exceeding $500 and/or having a shelf life exceeding one year, The contractor may request an exception in subsequent years for newly created positions.

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

7. Interpretation/translation services are allowable when it is directly related to the required technical assistance service delivery.

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

All expensed grant funds must be documented, with receipts as eligible proof that funds are being used for grant-related activities and programs. Incidental costs or those submitted to expend remainder dollars that are not used in the direct delivery of services are ineligible.

Administrative Expenses:

OFNDS will allow an administrative cost rate of up to 10% of direct costs to be applied to this grant for both the prime grantee and any subcontractors under this grant. This will allow the grantee or subcontractor 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 grantee’s overall management and necessary overhead that cannot be attributed directly to the provision of program services. Please note that the grantee must retain backup documentation detailing how administrative funds were spent. This backup must be made available for review by Department of State personnel upon request. Ineligible expenses are not allowable within the Administrative Cost line. The Administrative rate cap is applied to each payment request.

Administrative costs in excess of 10% of the direct costs documented in a payment request will not be reimbursed.

Subcontracting:

Subcontracting is allowed under the grant for services supporting Technical Assistance operations. If subcontractors are used, the grantee will need to include a Memorandum of Understanding (MOU) with the application, which includes the names and contact information for any proposed subcontractor. The MOU is required to describe the services the subcontractor is expected to provide, the period of performance, and specify the total cost of those services. The lead applicant is required to perform the majority of the grant-funded work or more than 50% of the total costs. Subcontractor budgets must adhere to the eligible and ineligible costs outlined in Section VI - Eligible Costs and Section VII - Ineligible Costs.

The grantee will be responsible for the performance of any services provided by the subcontractor, as well as any employees, partners, consultants, or other organizations engaged or utilized by the grantee and any subcontractor and must coordinate how each participates.

Applicants are encouraged to partner with institutions with demonstrated capacity in nonprofit finance to meet these responsibilities.

VII. INELIGIBLE EXPENSES

The following costs are not allowable for reimbursement under this grant. Ineligible expenses will be removed from the budget, award amounts will be reduced proportionately:

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

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 fixed, major movable and adaptive equipment, and equipment that is expensed (rather than depreciated) in cost reports.

4. Any portion of the salaries and benefits of staff work not directly support the grant.

5. Contingency provisions.

6. Fines and penalties.

7. Bad debts.

8. Donations or contributions.

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

10. Idle facilities and idle capacity.

11. Interest expenses.

12. Lobbying expenses.

13. Losses on other sponsored agreements or contracts.

14. 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.

15. Travel expenses- out-of-state and foreign travel.

16. Costs prior to the contract start date.

17. Funding for proposal development.

18. 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.

19. Incentives for client and/or volunteer participation in the program.

20. Severance pay, bonuses, or other lump sum payments to staff. Paid time off, including extended absences, is not a direct cost for this grant opportunity, but may be allowable as part of Fringe Benefits.

VIII. APPLICATION PROCEDURES:

The Request for Application and associated forms are 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. Questions of an administrative nature can be directed to dos.sm.procurement@dos.ny.gov

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 page of this RFA. Questions that are received past the Questions Due date will not be answered. Questions should be sent via email addressed to dos.sm.procurement@dos.ny.gov. When corresponding by e-mail, clearly indicate the subject line as OFNDS Technical Assistance RFA #25-OFNDS-44

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 page of this RFA at the following URL address: https://dos.ny.gov/funding-bid-opportunities.

Application Submission:

Applications must be received by the Application Due date listed on the cover page of this RFA. Late applications will neither be accepted nor reviewed; however, DOS reserves the right to accept a late application if the applicant can demonstrate that it was submitted in a timely fashion. All applications must be complete to be considered for review. Applicants are responsible for ensuring submissions are complete and responsive. Incomplete applications may be disqualified. Applications may be submitted either electronically or by mail or hand delivery of a hard copy. Applications submitted electronically do not require a hard copy to be submitted by mail/hand delivery.

Electronic Applications:

https://dos.ny.gov/funding-bid-opportunities https://dos.ny.gov/funding-bid-opportunities https://dos.ny.gov/funding-bid-opportunities

Electronic application packages should all have required signed documents as well as an application narrative and be prepared for submission as 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 only to the DOS Procurement mailbox. 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 of technical difficulties with the submission. 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 of an electronic reproduction of their application, regardless of whether the original of said application is in existence.

Mailed or Hand Delivered Applications

If the application is not submitted electronically, one complete original application and three exact copies of each application must be submitted (for a total of four copies) to the address listed under Application Submission on the cover page 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.

IX. COMPLETING THE APPLICATION

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

A. Administrative Forms

1. All applicants are required to complete and submit the Contact Cover Page found in Appendix A indicating a contact person to whom correspondence regarding this application can be directed. Applicants should reference Section III 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 XVIII Minority and Women-Owned Business Enterprise Participation and Section XIX Equal Employment Opportunity Requirements of this RFA for additional information on this requirement.

3. Applicants are required to complete and submit EO 16 Certification Form found on the DOS website at https://dos.ny.gov/procurement-forms. This form should be submitted as Attachment 7: EO 16 Certification. Please refer to Section XXI 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 3: Gender-Based Violence and the Workplace Certification. Please refer to Section XXII of this RFA for additional information on this requirement.

The following components are required to be included in the application for the submission to be considered complete. Downloadable templates are available as noted and have been posted to the website for this RFA at http://dos.ny.gov/funding-bid-opportunities:

1. Attachment 1: Contact Cover Page (Template)

2. Attachment 2: MWBE Compliance Form

A downloadable form can be found at https://dos.ny.gov/supplier-diversity

3. Attachment 3: Gender-Based Violence and the Workplace Certification

A downloadable form can be found at https://dos.ny.gov/procurement-forms.

4. Attachment 4: Job Description

5. Attachment 5: Organizational Chart

6. Attachment 6: Budget Summary (Template)

7. Attachment 7: EO 16 Certification

A downloadable form can be found at https://dos.ny.gov/procurement-forms

8. Attachment 8: Technical Assistance Logic Model (Template)

Sections B through E are application narratives. There is no page limit. Applicants should submit an organized narrative referencing the activities in Section IV General Program Services and V Required activities and the plan to reach those targets by addressing the following:

B. Service Area and Organizational Capacity:

• Describe the technical assistance needs related to resource development and financial infrastructure of nonprofits in the region where the applicant proposes to provide Technical https://dos.ny.gov/procurement-forms https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdos.ny.gov%2Fprocurement-forms&data=05%7C02%7CLaura.Sprague%40dos.ny.gov%7Ccf61a1b4d99f4d06877e08de23a37275%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638987382242337971%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Ic2IeIcccXrm%2FoomOnB9NFHcwcZsHmrfWHVqOIB8Lw0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fdos.ny.gov%2Ffunding-bid-opportunities.&data=05%7C02%7CXamayla.Rose%40dos.ny.gov%7C577db7a481684b66015208dec3038a1c%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C639162617125137604%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=mOu9sAZPU05bgYf03FULiSLUBMG%2BYGWMycYQB3sQTCQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdos.ny.gov%2Fsupplier-diversity&data=05%7C02%7CXamayla.Rose%40dos.ny.gov%7C577db7a481684b66015208dec3038a1c%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C639162617125158847%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=pxd7d0YMc0EjI2um2U5qz3usGXnWmjiZPjcjfdB6f4E%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdos.ny.gov%2Fprocurement-forms&data=05%7C02%7CXamayla.Rose%40dos.ny.gov%7C577db7a481684b66015208dec3038a1c%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C639162617125176284%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=rnIf1KxQBvN7DRCtbKKnzCs9QrMVVLtJpD5k58jmrVE%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdos.ny.gov%2Fprocurement-forms&data=05%7C02%7CXamayla.Rose%40dos.ny.gov%7C577db7a481684b66015208dec3038a1c%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C639162617125193196%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=CitnCjcxpSkG1Hn3jdDsNzC%2FaX3zoilcqFIZqng%2F3GQ%3D&reserved=0

Assistance services.

• Describe the organization’s experience providing t h e services l i s t e d i n S e c t i o n I V : R e q u i r e d S e r v i c e s o v e r t h e p a s t thr e e y e a r s t o nonprofits in the geographic area for which Technical Assistance services are being proposed.

o Financial Infrastructure Assistance Assistance to help nonprofits develop and monitor program budgets, create or update fiscal policies and procedures required for compliance with NYS grant programs. The assistance will be in one-on-one or group-based training modules ο Organizational and Legal Compliance:

Assist with compliance with State requirements related to fundraising and donations. Provide in one-on-one or group-based training modules. .

o Grant Resource Development Assist with grant readiness through need-based training in one-on-one or group-based training modules. Grant writing basics, grant opportunity search.

• Describe the organization's existing leadership capacity for the services proposed within the region.

C. Organizational Experience:

Describe the organization’s experience in providing similar services, including:

• How the proposed Technical Assistance grant is related to the organizational mission and work;

• Experience with regional outreach and engagement within the nonprofit community;

• Experience delivering capacity building and technical assistance for nonprofits;

• Experience measuring programmatic outcomes;

• Experience including length of time providing similar direct services in the region.

P r e f e r e n c e w i l l b e g i v e n t o a p p l i c a n t s w i t h 3 o r m o r e y e a r s o f r e l e v a n t e x p e r i e n c e , a n d

• Provide an organizational chart as Attachment 5: Organizational Chart.

D. Program Proposal:

Describe the proposed Technical Assistance that will be provided, including but not limited to:

• The proposed staffing plan to implement services, including detailed descriptions of:(i) Staff functions, (ii) contractual services to support Technical Assistance operations, including facilitators. Job descriptions should be submitted as Attachment 4: Job Description for all positions.

• The proposed timeline for quick planning and implementation of Technical Assistance services.

• Describe technical assistance services (including workshops and 1:1). Please submit Attachment 8: Technical Assistance (TA) Plan - Logic Model to meet the metrics below:

• Region: A

Minimum of 200 nonprofits served, 20 minimum workshops held, 900 minimum hours of TA, 40 minimum individual coaching sessions.

• Region B:

Minimum of 160 nonprofits served, 15 minimum workshops held, 800 minimum hours of TA, 32 minimum individual coaching sessions.

• The engagement plan to publicize the resource to the nonprofit community.

• The proposed use of technology and equipment to implement the services regionally.

• The proposed methodology for intake, assessment, and recommendation of the Technical Assistance plan.

• The proposed language accessibility plan including outreach and community engagement.

• The proposed process for measuring program impact, including data collection on Technical Assistance utilization.

E. Budget:

A budget template will be provided. Completion of this template is required to document and categorize eligible costs under the grant. All applicants are required to submit their proposed budget as Attachment 6: Budget Summary using the budget template found in Appendix C.

The costs proposed in the budget should directly relate to project activities and costs outlined in the RFA and should not include any ineligible costs as described in Section VII. The following criteria should be met:

• Region A budget for the first year does not exceed $660,000

• Region B budget for the first year does not exceed $540,000

• A detailed description of allowable, reasonable, allocable, and necessary costs that directly support program activities

• Administrative costs do not exceed 10% of the total budget

X. EVALUATING THE APPLICATION

The evaluation criteria are designed to assess the quality of the proposed project and to determine the likelihood of success. The evaluation criteria are holistic in judging the overall quality of an application.

Points are awarded only to applications that respond to the evaluation criteria within the context of this RFA. The contract awards will be made to the applicants whose proposals are determined to best meet the criteria for proposal evaluation and selection set forth in this RFA.

Initial OFNDS Screening: Each application will be screened by DOS/OFNDS staff to determine whether it meets the minimum eligibility requirements and is complete. Those applications that do not meet the minimum eligibility requirements will be disqualified. 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., forms) is not submitted within the timeframe requested by DOS. Applicants will be notified of any disqualification.

Applications that exceed the funding limits described in this RFA will be scored as submitted but budgets will be reduced prior to contract award and execution.

Minimum Criteria (Pass/Fail): The following minimum criteria must be met for applications to qualify for review. Failure to meet the following criteria will result in the disqualification of the application:

1. Application was submitted on or before the due date and time listed on the cover page of this

RFA.

2. The applicant was prequalified in the Statewide Financial System (SFS) as of the application due date.

3. The applicant has a physical location in one county within the application region.

Review & Scoring: Applications that pass the initial screening will be evaluated by the DOS/OFNDS Review Team. Reviewers will use the evaluation criteria listed below to review and score applications.

The corresponding values indicate the importance that OFNDS places on each evaluation criterion.

Each reviewer will assign a score up to a maximum of 100 points to each application; individual scores will be averaged, carried out to two decimal places, to determine the applicant’s final score. To be considered as a passing application, the applicant must have a minimum score of 60.00 or higher.

Applications that receive less than the minimum score will not be funded. A separate application was submitted for each Region if the applicant wishes to apply for more than one Region. If an applicant submits one application covering both Regions, the application will be considered for one Region only.

DOS will make the sole determination regarding the Region for which the application will be evaluated in the best interests of the State.

Application Evaluation Criteria

A. Service Area and Organizational Capacity Description (20 points):

How well the applicant:

• Describes the technical assistance needs related to resource development and financial infrastructure of nonprofits in the region where the applicant proposes to provide Technical Assistance services.

• Describes the organization’s experience providing t h e services l i s t e d i n S e c t i o n V :

R e q u i r e d S e r v i c e s o v e r t h e p a s t t h r e e y e a r s t o nonprofits in the geographic area for which Technical Assistance services are being proposed.

o Financial Infrastructure Assistance Assistance to help nonprofits develop and monitor program budgets, create or update fiscal policies and procedures required for compliance with NYS grant programs. The assistance will be in one-on-one or group-based training modules.

o Organizational and Legal Compliance:

Assist with compliance with State requirements related to fundraising and donations.

Provide one-on-one or group-based training modules.

o Grant Resource Development Assist with grant readiness through need-based training in one-on-one or group-based training modules. Required topics are listed below: Grant writing basics, grant opportunity search

• Describe the organization's existing leadership capacity for the services proposed within the region.

B. O r g a n i z a t i o n a l Experience (30 points)

Described the organization’s experience in providing similar services, including:

1. Described how the proposed Technical Assistance (TA) grant is related to the organizational mission and work.

2. Described experience with regional outreach and engagement within the nonprofit community

3. Described experience delivering capacity building and technical assistance for nonprofits

4. Described experience measuring programmatic outcomes

5. Described length of time and experience providing similar direct services in the region.

P r e f e r e n c e w i l l b e g i v e n t o a p p l i c a n t s w i t h 3 o r m o r e y e a r s o f r e l e v a n t e x p e r i e n c e . Provide an organizational chart as Attachment 5:

Organizational Chart.

C. Program Proposal (30 Points)

Please reference Required Services in Section V:

The applicant described the proposed Technical Assistance that will be provided, including but not limited to:

1. Described staffing plan to implement services, including detailed descriptions of:(i) Staff functions, (ii) contractual services to support Technical Assistance operations including facilitators. Job Descriptions submitted as Attachment 4: Job Description for all positions.

2. Described proposed timeline for quick planning and implementation of Technical Assistance services

3. Described technical assistance services (including workshops and one-to-ones). Please submit Attachment 8: Technical Assistance (TA) Plan - Logic Model to meet the metrics below:

• Region: A Minimum of 200 nonprofits served, 20 minimum workshops held, 900 minimum hours of TA, 40 minimum individual coaching sessions.

• Region B:

Minimum of 160 nonprofits served, 15 minimum workshops held, 800 minimum hours of TA, 32 minimum individual coaching sessions.

4. Described engagement plan to publicize the resource to the nonprofit community.

5. Described use of technology and equipment to implement the services regionally.

6. Described methodology for intake, assessment, and recommendation of the Technical Assistance plan.

7. Described language accessibility plan including outreach and community engagement.

8. Described process for measuring program impact, including data collection on Technical Assistance utilization.

D. Budget Proposal (20 points)

1. The applicant submitted a budget as Attachment 6: Budget Summary with the following:

a. A detailed narrative and realistic total budget for the first year that

i. does not exceed the Region A amount found in Section III, or

ii. does not exceed the Region B amount found in Section III

b. A detailed description of allowable, reasonable, allocable, and necessary costs that directly support program activities

c. Administrative costs do not exceed 10% of the budget.

XI. METHOD OF AWARD

Under this RFA, two (2) grants, up to the amounts indicated in Section II, will be awarded. One award will be made in each of the two regions based on the rank order of final scores for each Region.

To be considered, an application must have a minimum score of 60.00. Applications that receive a score below the minimum will not be funded.

In the event that final scores for applications are tied, the tie will be broken by technical score, eliminating the Budget score. If the technical score is tied, the final criterion used will be the first received by the Bureau of Fiscal Management.

Awardees should be prepared to negotiate and execute subject contracts quickly. Work-related expenses incurred prior to contract execution are not authorized and may not be reimbursed if the awardee fails to negotiate a contract in good faith.

XII. CONTRACTING REQUIREMENTS

Standard Contract: Successful applicants must enter into a standard contract with DOS which includes, among other requirements, an approved budget and work plan, any attachments or exhibits, and compliance with Article 15-A of the New York Executive Law. The contract includes financial reporting requirements, including procurement procedures. The contract may be subject to approval by the Attorney General and OSC, require submission of final products in both hard copy and electronic form, and be subject to payment only upon proper documentation and compliance with payment procedures and all other contractual requirements. A copy of a sample standard contract can be found as Appendix C. Sample contracts should not be submitted with this proposal; successful applicants will receive a contract package to complete.

Project Period: The initial contract period under all parts of this RFA is anticipated to be one year.

Failure to incur all expenses or complete all identified outcomes in the stated period may result in loss or recapture of funds. Two annual renewals are anticipated.

Vendor Responsibility Questionnaire: DOS strongly recommends that vendors file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at Enroll in the VendRep System | Office of the New York State Comptroller (ny.gov) or go directly to the VendRep System online at New York State Comptroller - Online Services. Vendors must provide their New York State Vendor Identification Number when enrolling. To request assignment of a Vendor ID or for VendRep System assistance, contact OSC’s Help Desk at 866-370-4672 or 518-408-4672 or by email at itservicedesk@osc.state.ny.us Vendors opting to complete and submit a paper questionnaire can obtain the appropriate questionnaire from the VendRep website www.osc.state.ny.us/vendrep or may contact DOS or OSC’s Help Desk for a copy of the paper form

XIII. CONTRACT DEVELOPMENT PROCESS

Successful applicants will be notified of funding decisions through issuance of a Notice of Award document that sets forth the amount of funds granted and the terms and conditions of the grant award, which are subject to approval by the Office of the State Comptroller.

DOS/OFNDS will begin contract development with the successful applicants upon award announcement. Successful applicants may be asked to provide updated work plans and payment schedules specifying the services to be delivered, project goals, the claims process, and other information. The contract will include, but not be limited to, standard terms and conditions such as confidentiality of records, publications, and termination of the contract. The proposal of the successful applicant will serve as the basis for additional contract terms, which will be modified within the context of this RFA. The contract will constitute a legal agreement between the selected applicant and DOS/OFNDS and will be in force for the full period of the contract.

The initial term will be for one year. All plans and working documents prepared by the applicant(s) under the contract to be awarded will become the property of the State of New York.

Unsuccessful applicants may request the opportunity to be debriefed. Requests must be made in writing within 15 calendar days of receipt of the Notice of Non-award to the same address to which applications are submitted. In the event unsuccessful bidders wish to protest the award resulting from this RFA, bidders should follow the protest procedures established by the Office of the State Comptroller. These procedures can be found in Chapter XI Section 17 of the Guide to Financial Operations (GFO), available on-line at: http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

XIV. PAYMENT

The contractor, at the discretion of DOS, may receive an advance up to 25% of the initial contract amount upon request. Thereafter, each grantee will be reimbursed for expenses incurred pursuant to mailto:itservicedesk@osc.state.ny.us http://www.osc.state.ny.us/vendrep http://www.osc.state.ny.us/agencies/guide/MyWebHelp/ grant-related activities, including salary, benefits, travel, and related expenses. No payments will be made until the contract is fully executed and signed by the Office of the State Comptroller and, if applicable, the State Attorney General.

XV. PROGRAM ASSESSMENT AND MONITORING

RECORD KEEPING

The contractor must maintain current and accurate fiscal and accounting controls to support its claims for payment. Records must adequately identify revenue sources and expense items for all contracted activities. Accounting records must be supported by clear documentation for all funds received and disbursed. Records must be retained and be accessible for a period of six years from the end of the contract or last payment or last contract transaction, whichever is later. If any claim, audit, litigation, or State/Federal investigation is commenced before the expiration of the records retention period, the records must be retained by the contractor until all claims or findings regarding the records are finally resolved. DOS/OFNDS or its designee shall have access to any records relevant to the project (including books, documents, photographs, correspondence, and records), for audits, examinations, transcripts, and excerpts. If DOS/OFNDS determines that such records possess long-term or historic value, they must be transferred, upon request, to DOS/OFNDS. Failure to provide the requested documents could result in immediate termination of the contract.

MONITORING

OFNDS will monitor projects regularly throughout the life of the contract. Monitoring may include, but not be limited to, site visits, regular telephone contact, and/or discussions of progress reports. The goals of project monitoring are to ensure that the terms of the contract are being met and to provide technical assistance, where necessary, to help the contractor meet the terms of the contract.

XVI. AMENDMENTS TO THE CONTRACT

Amendments and modifications to executed contracts are sometimes necessary to accommodate the needs of both the contractor and DOS/OFNDS. These changes, which must be by mutual written agreement, may include modification to reimbursement schedules, time and money amendments, or no-cost extensions as necessary. Contract modifications, including amendments and no-cost time extensions, will be made at the discretion of DOS/OFNDS with the approval of the Office of the State Comptroller.

XVII. GENERAL TERMS AND CONDITIONS

This RFA and any contract resulting from this RFA are subject to all applicable laws, rules and regulations promulgated by any Federal and State authority having jurisdiction over the subject matter thereof. Any contract awarded pursuant to this RFA will be subject to DOS processing procedures for contracts of this type, including approval as to form by the State Attorney General, and as to award by the NYS Division of Budget and the Office of the State Comptroller. DOS/OFNDS reserves the right to terminate or modify the contract due to the unavailability of funds, unsatisfactory performance, in the best interests of the State, or as otherwise written in the contract. Pursuant to the New York State Procurement Guidelines, DOS reserves the right to:

1. Reject any or all applications received in response to the RFA;

2. Withdraw the RFA at any time, at DOS’s sole discretion;

3. Make an award under the RFA in whole or in part;

4. Disqualify any applicant whose conduct and/or application fails to conform to the requirements of this RFA;

5. Seek clarifications and revisions of applications;

6. Use application information obtained through site visits, management interviews and the state’s investigation of an applicant’s qualifications, experience, ability or financial standing, and any material or other information submitted by the…