RFP 25-009 – Comprehensive Energy Efficiency Program Page 1 of 27

REQUEST FOR PROPOSAL

SOLICITATION NUMBER: RFP 25-009

FOR THE PROCUREMENT OF: Comprehensive Energy Efficiency

Program (CEEP)

SOLICITATION RELEASE DATE: 7/10/2026

RESPONSE DUE DATE: Thursday, August 20th, 2026 by 3PM ET

NYS OFFICE OF MENTAL HEALTH Comprehensive Energy Efficiency Program

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Table of Contents

Contents

1. INTRODUCTION

2. KEY DATES AND EVENTS

3. ISSUING OFFICE/DESIGNATED CONTACTS

4. TERMS & DEFINITIONS

5. SCOPE OF WORK

5.1. Overview and Background

5.2. CEEP Required Services

5.3. Staffing Plan

6. Vendor and Staff Roles & Responsibilities

6.1. Vendor Qualifications

6.2. Staff Qualifications and Requirements

6.3. Staff Disqualification

6.4. Specialized Subcontractors

6.5. OMH Responsibilities

7. SOLICITATION EVENTS

7.1. Intent to Bid

7.2. Question and Answer Period

7.3. Response Due Date

8. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

8.1. Proposal Format

8.2. Administrative Proposal

8.2.1. MWBE/EEO/SDVOB Requirements

8.2.2. Procurement Lobbying Requirements

8.2.3. Vendor Responsibility Questionnaire

8.2.4. Encouraging the Use of New York State Subcontractors and Suppliers

8.2.5. Freedom of Information Law – Proposal Redactions

8.2.6. Additional Forms

8.3. Technical Proposal

8.3.1. Cover Letter and Proposal Response Forms

8.3.2. Executive Summary

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8.3.3. CEEP Required Services

8.3.4. Staffing Plan

8.3.5. Vendor Qualifications

8.3.6. Staff Qualifications & Experiences

8.3.7. References

8.3.8. Supplier Diversity

8.4. Cost Proposal

8.4.1. Cost Proposal Summary

8.4.2. Cost Worksheet

8.5. Proposal Submission

9. EVALUATION AND AWARD

9.1. Determination/Method of Award

9.2. Evaluation Process and Criteria

9.2.1. Initial Screening – Administrative and Mandatory Requirement Assessment

(Pass/Fail – No Points)

9.2.2. Technical Proposal Evaluation (60 Points)

9.2.3. Cost Proposal Evaluation (30 Points)

9.2.4. Live Interview (10 Points)

10. ADMINISTRATIVE INFORMATION

10.1. Term of the Agreement

10.2. Debriefing

10.3. Protest Procedures

10.4. Consultant Disclosure Legislation

10.5. Right To Modify

10.6. Freedom of Information Requirements

10.7. Vendor Responsibility

10.8. Sales and Compensating Use Tax Certification (Tax Law, § 5-A)

10.9. Extraneous Terms

10.10. Clarification Process

10.11. Material Deviations

10.12. New Releases and Advertising

10.13. Executive Order No. 16: Prohibiting State Agencies and Authorities from

Contracting with Businesses Conducting Business in Russia

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10.14. Executive Summar No. 22: Leading By Example: Directing State Agencies to

Adopt a Sustainability and Decarbonization Program

11. INSURANCE REQUIREMENTS

11.1. Proof of Workers’ Compensation Coverage

11.2. Proof of Disability Benefits Coverage

11.3. Additional Insurance Information

12. OMH RESERVED RIGHTS

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1. INTRODUCTION

The Comprehensive Energy Efficiency Program (CEEP) was established in 1990 in response to the State’s

Executive Order No. 132 to achieve significant energy efficiency savings. Since that time, OMH has utilized the CEEP to assist in meeting all subsequent energy efficiency-focused Executive Orders, as well as implementing best practices in energy efficiency and operations and maintenance of the physical plant.

Due to changes in the Office of Mental Health’s energy priorities over the years, a new procurement for

CEEP is being pursued through this RFP. Under the new program, the types of assignments will vary and may include but not be limited to: energy master planning; energy and utility management; energy audits;

retro-commissioning; energy conservation measures; operations and maintenance support; research and development; implementation, prioritization and planning for capital projects; energy modeling; energy savings calculations associated with capital projects; and development of project scope and budget planning for construction projects associated with mechanical, electrical and plumbing systems; design review on mechanical, electrical and plumbing projects; and select professional services implementations as applicable.

Minority and Women-Owned Business Enterprise Goal (MWBE): 10%

Service-Disabled-Veteran Owned Business Enterprise Goal (SDVOB): 6%

Anticipate Contract Term: 1/1/2027-12/31/2031

The contract resulting from the RFP shall be awarded to the responsive and responsible Offeror whose proposal demonstrates the “Best Value” based on a formal evaluation process comprised of a combination of technical and financial factors as defined in this solicitation document. Please refer to Section 9.1, Determination/Method of Award for further details.

2. KEY DATES AND EVENTS

Event Date/Time

Solicitation Publication Date: Friday, July 10th, 2026

Intent to Participate Submission Date: Thursday, July 16th, 2026 by 3PM ET

Bidder/Offeror Question Submission Due Date: Thursday, July 23rd, 2026 by 3PM ET

Issuance Date of Responses to Questions: Thursday, August 6th, 2026 by 3PM ET

Response Due Date & Time: Thursday, August 20th, 2026 by 3PM ET

Award Protest Deadline No later than 7 business days after date on Award Notice or Non-select letter

Contract Approval/Award Notification Date: Upon OSC Approval

OMH reserves the right to change any of the dates stated in this solicitation. Such changes will be published as Addendums to the solicitation.

3. ISSUING OFFICE/DESIGNATED CONTACTS

The issuing Agency for this solicitation is the NYS Office of Mental Health (OMH). Pursuant to State Finance

Law §139-j and §139-k, this solicitation includes and imposes certain restrictions on communications between OMH and vendor during the procurement process. All inquiries/communications regarding this procurement must be addressed to the Designated Contacts listed below.

Purpose Designated Contact Designated Contact Email Address

Procurement/Solicitation 1 Dylan Brooks Dylan.Brooks@omh.ny.gov

Procurement/Solicitation 2 Ron Foster Ron.Foster@omh.ny.gov

Supplier Diversity Nancy Dougherty supplierdiversity@omh.ny.gov

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State Finance Law 139-j and 139-k imposes a “Restricted” Period for the duration of this procurement, which is defined as “The period of time commencing with the earliest written notice, advertisement, or solicitation intending to result in a procurement contract with OMH and ending with the final contract award

(if applicable) by the New York State Office of the State Comptroller (OSC).

During the Restricted Period, no vendor-initiated contact with an OMH Official shall be permitted regarding this procurement except as provided herein. This prohibition applies to any oral, written, or electronic communication under circumstances where a reasonable person would infer that the communication was intended to influence this procurement. Violation of any of the requirements described in this section may be grounds for a determination that the vendor is non-responsible and therefore illegible for contract award pursuant to this procurement. Two (2) violations within four (4) years of the rules against impermissible contacts during the restricted period may result in the violator being de-barred from participating in any

OMH procurement for a period of four (4) years from the date of debarment.

4. TERMS & DEFINITIONS

The terms “shall”, “must”, and “will” are used interchangeably to designate mandatory requirements and obligations.

The terms “should”, and “may” are used interchangeably to designate preferred but non-mandatory requirements and obligations.

The terms “bidder”, “offeror”, “vendor”, “proposer”, and “supplier” may be used interchangeably and shall have the same meaning.

The terms “OMH”, “Facility”, “Hospital(s)”, “PC”, and “Psychiatric Center” may be used interchangeably and shall have the same meaning unless otherwise defined.

5. SCOPE OF WORK

5.1. Overview and Background

In 1990, OMH established the Comprehensive Energy Efficiency Program (CEEP) to help reduce energy consumption and generate energy-related financial savings within the OMH State-operated hospital system. The program was launched in response to Executive Order 132, which required State agencies to implement energy conservation programs.

5.2. CEEP Required Services

Over the past 35 years, OMH’s CEEP program has evolved to encompass the following major tasks:

• An onsite energy engineer reporting to 29 OMH campuses on a rotating basis, or as needed.

Each campus would have a physical onsite engineering presence as needed, including multiple days per month.

• Management, tracking and forecasting for OMH’s utility consumption at all State operated campuses and leased sites. This includes monthly tracking through submeters, and Web Enabled

Asset Management (WEAM), identification of anomalies for senior management, and forecasting

OMH’s annual utility budget based on usage and rates.

• Track water consumption through monthly meter readings. Identify consumption variance from historical data.

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• Oversight and data management of OMH’s compliance with all Executive Orders and statewide initiatives pertaining to energy management and sustainability.

• Assist OMH in securing rebates (e.g. NYSERDA, utility companies, etc.) related to energy efficient products.

• Develop OMH’s 5-Year Capital Planning for Mechanical, Electrical and Plumbing systems based on age and condition of OMH buildings and systems.

• Manage the OMH Maintenance and Operations program, which develops the scope of work, and contractor oversight for 200 maintenance contracts covering boilers, chillers, air handler units, water treatment systems, generators and Building Management Systems at the 29 OMH State-operated sites.

• Track utility payments for tenants residing on OMH property.

Additional Details

RFP respondents must provide in-person coverage at 29 OMH State-operated sites. Program

Managers, Senior Engineers, and Field Engineers are expected to work 40 hours per week, Monday – Friday, and be physically working at the OMH hospitals, not teleworking. These titles are expected to be occasionally available on weekends or off-hours, in the event of an MEP-related emergency, or weather event.

Energy managers would:

• Identify, develop and provide operations and maintenance best practices and protocols for MEP systems.

• Provide support for the procurement of energy-efficient systems and equipment.

• Provide on-site primary systems management for central heating and chilling plants and related distribution systems, including ongoing analysis of each of the facility’s major energy-consuming systems. Identify areas for energy and energy-cost reductions by optimizing performance. OMH facilities may require a full-time specialist to manage and support central power plant and building mechanical/electrical systems operation.

• Provide oversight of preventive maintenance service contracts.

• As directed by OMH, provide design reviews of major capital construction projects at preliminary, 30%, 60%, 90% and final documents. This would include ensuring architects/engineers are designing MEP equipment that aligns with OMH standards.

• Evaluate and present various energy-saving technologies to determine if they have a viable return on investment and help reduce energy costs or enhance operations.

• Provide technical support and recommendations for OMH’s energy minor rehab program. This program is used to implement quick payback energy efficiency projects (at a lower dollar amount, normally below $20K investment) in areas of energy efficient lighting, steam trap replacements, variable speed drives, etc.

• Assist OMH in planning and implementation of updated Building Management System projects.

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• Develop and implement space consolidation plans, including efforts around building decommissioning to reduce energy costs/consumption.

• Provide technical assistance, and/or any training to OMH staff in operation and maintenance of mechanical equipment such as boilers and BMS.

• Other work as assigned.

Consultant management would also support:

• Executive-level meetings with OMH management, up to 1x monthly, onsite at the Capital District

Psychiatric Center, to discuss the CEEP’s program performance, critical projects, staffing issues, and other matters.

• Periodic reviews/updates of the OMH Engineering standards to incorporate lessons learned or other objectives, as directed by OMH.

• Annual reports summarizing the CEEP program’s performance against stated goals.

5.3. Staffing Plan

Full time management staff to provide strategic direction to field engineers, report to OMH senior management, supervise mid-level managers, pull together statewide reports such as the MEP facility master plan, report on EO compliance, utility usage, trend data, etc. The Vendor must supply the following titles and hours listed below:

• 1 Principal – 5 hours per week

• 1 Program Manager – 40 hours per week

• 2 Senior Engineers – 40 hours per week each o These 2 managers would also provide on-site support, in addition to their supervisory duties:

▪ 1 person to supervise Upstate field engineers

▪ 1 person to supervise the NYC/Long Island sites.

▪ One of the 2 managers would need to supervise the maintenance contract program. It is up to the selected vendor as to which of these 2 managers is to supervise the maintenance contract program.

• 9 Field Engineers – 40 hours per week each o The 9 Field Engineers are to be placed at OMH facilities according to the following:

▪ 1 Field Engineer for Pilgrim & Sagamore

▪ 1 Field Engineer for Creedmoor & Queens’ Kids

▪ 1 Field Engineer for Manhattan & NYPI

▪ 1 Field Engineer for Rockland, Rockland Kids, Mid-Hudson (Goshen)

▪ 2 Field Engineers for the rest of the downstate facilities split between

NYCCC Brooklyn, Bronx, NYCCC Bronx Kids, South Beach, Kingsboro

▪ 3 Field Engineers for remaining upstate facilities covering Buffalo/Western

Kids, Rochester, Elmira, Binghamton, Hutchings (Syracuse), St. Lawrence

(Ogdensburg), Central NY (Utica), Mohawk Valley (Utica), Capital District

(Albany), These 3 engineers would physically report to specific facilities as needed or directed by OMH.

• 1 Senior Data Analyst – 40 hours per week.

• 2 Data Analyst/Administrative Support - 40 hours per week each.

• 3 Interns - 20 hours per week each.

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6. Vendor and Staff Roles & Responsibilities

The selected Vendor must provide necessary staff to successfully perform all required tasks, produce all required deliverables, and provide the services required under this RFP. The Vendor is responsible for performing all the tasks described in this RFP. The Vendor cannot make assumptions which conflict with the requirements of this RFP. Any assumptions or descriptions regarding the roles and responsibilities of the OMH resources within the Vendor’s proposal shall not bind OMH during contract negotiations.

6.1. Vendor Qualifications

Vendor proposals must include documentation which satisfies all minimum and/or mandatory requirements. To ensure you are not unnecessarily disqualified from bid evaluation, thoroughly read all proposal requirements and provide complete responses. Vague, contradictory, or incomplete responses may result in a reduced technical score or disqualification from further consideration.

The Vendor selected under this series will be responsible for providing a comprehensive energy efficiency program to support the needs of the Agency. The Vendor should have experience providing and implementing energy conversation programs in a variety of healthcare settings, including mental health facilities and secure hospital environment.

That documentation should, at a minimum demonstrate the Vendor has:

• A minimum of five (5) years’ experience in the implementation and management of large-scale energy conservation programs of similar size to the needs outlined in this RFP.

• Firms must have experience in large-scale energy management for facilities or hospital systems that are 500,000 GSF or larger. This should include managerial oversight and knowledge of energy code, energy best practices and capital project planning for these buildings/hospitals.

• Firms must have staff with experience in data collection and projecting utility usage, including electric, fossil, fuel oil and water consumption.

• A thorough understanding of the state and federal regulations governing energy and utilities.

6.2. Staff Qualifications and Requirements

Management oversight with experience in energy management, utility data collection and supervision of operations and maintenance staff.

Staff with financial experience for data collection, including utility data, as well as experience with financial reporting.

Firms must have staff with experience in operations and maintenance of large-scale mechanical, electrical, and plumbing systems for buildings or hospitals that are 75,000 GSF or larger. The operations and maintenance staff would be expected to assist OMH in trouble-shooting maintenance issues and reviewing work performed by maintenance contractors to verify it aligns with industry standards.

6.3. Staff Disqualification

OMH shall have the right to require the Vendor to remove any individual or Subcontractor assigned to this project, at any time during the term of this contract, at OMH’s sole and absolute discretion. The

Vendor shall replace the individual with an individual with equivalent or higher skills and experience at

OMH’s discretion.

6.4. Specialized Subcontractors

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As needed, the selected Vendor may choose to hire specialized subcontractor for tasks such as energy audits, retro-commissioning, building system evaluation, or tasks such as but not limited to those referenced in the “Introduction” and “CEEP Required Services” sections of this RFP. OMH reserves the right to require the Vendor to remove any subcontractor assigned to this project.

6.5. OMH Responsibilities

OMH will meet with the Vendor monthly at the Capital District Psychiatric Center in Albany. This is typically an in-person meeting, scheduled for 90 minutes. Vendor is expected to prepare an agenda in advance and bring management staff and any relevant field personnel to the meeting. The objective of this meeting is for the vendor to highlight energy management field conditions, provide updates on utility data reporting, review the vendor’s operations and maintenance concerns; and identify other issues occurring at OMH facilities within the scope of this engagement.

Vendor will have a direct line of communication to the Director of OMH’s Administrative Support

Services Group, as well as other OMH staff.

OMH hospital personnel will provide access to vendor staff for the purpose of energy management, maintenance and operations, or any other item within the scope of this agreement.

Vendor must assign its field staff to an OMH hospital location as outlined in Section 5.3 Staffing Plan.

This will be the field staff’s “home office”, and OMH will provide space on campus for this purpose.

7. SOLICITATION EVENTS

7.1. Intent to Bid

Interested Offerors are requested to indicate their intent to bid by submitting their Attachment B via email to the Designated Contact(s), Dylan Brooks, and Ron Foster, listed in this solicitation document on or before Friday, July 17th, 2026 by 3PM ET. Submission of an Intent to Bid is discretionary unless otherwise explicitly stated within the solicitation.

If you cannot bid for this solicitation, please return Attachment B-2, No Bid Explanation Form, as per instructions no later than the bid due date and time.

7.2. Question and Answer Period

The Question and Answer period is an opportunity for interested Offerors to submit questions and requests for clarification with regards to this solicitation. All questions and requests for clarification should cite the associated section, paragraph, and page number where applicable. In order to receive an official response, all questions must be submitted in writing to the Designated Contact(s) by

Thursday, July 23rd, 2026 by 3PM ET. Questions received after the due date and time are not guaranteed a response.

A complete list of the submitted questions and OMH’s official responses will be posted to the NYS

Contract Reporter Ad as well as distributed via email to all interested and known potential Offerors by

OMH.

The Question and Answer document will not include the names of the entity that submitted the question.

Offerors will remain anonymous to the extent allowed by the law.

7.3. Response Due Date

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Electronic bids must be submitted to the Issuing Office via email by Thursday, August 20th, 2026 by

3PM ET. No facsimile or hard copy bids will be accepted. It is the Bidder’s responsibility to ensure that the Electronic bid is received by the Issuing Office by the due date and time.

Electronic bids received by the Issuing Office must conform with the information and submission formats requested herein, or attached hereto, under the terms and conditions of this solicitation.

Electronic bids received after the Proposal Submission date or time will be disqualified from consideration. Electronic bids will not be opened by the Issuing Office until after the Proposal

Submission due date and time.

The OMH will provide a confirmation email that the electronic bid has been received.

The email subject line must include the following information: The Solicitation Number and Vendor

Name. If the bid requires files be sent in multiple emails, indicate the email number, e.g. 1 of 2.

Electronic submissions must be emailed to: bids@omh.ny.gov

If you cannot bid for this solicitation, please return Attachment B-2, No Bid Explanation Form, as per instructions no later than the bid due date and time.

Bids or proposals that are illegible, incomplete, or that contain any omissions, erasures, alterations, additions or items not called for in the solicitation or that contain irregularities of any kind may be rejected. All costs associated with the preparation of a bid are the responsibility of the Offeror. Offerors may modify, in writing, the content of any bid at any time prior to the due date and time. Bids may also be withdrawn or canceled before the bid due date and time.

8. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

8.1. Proposal Format

The rules established for submission content and format will be enforced. Variations from the rules prescribed herein may subject the Vendor to outright disqualification.

All proposals must be in the possession of the OMH designated contact(s) Thursday, August 20th, 2026 by 3PM ET. It is the sole responsibility of the Vendor to ensure the proposal is received by the due date and time. No late submissions shall be accepted.

It shall be the responsibility of each Vendor to see that its material is appropriately contained in some accessible form that best guards against the loss of property in transmission or in handling by OMH once received.

The following sections describe the required format and information to be provided by each Vendor.

Vendors responding to this RFP must satisfy all requirements stated in this RFP. All Vendors are required to submit complete Administrative, Technical and Financial proposals. A proposal that is incomplete in any material respect may be rejected.

To expedite review of the proposals, Vendors are instructed to submit Administrative, Technical, and

Financial proposals in separate files, formatted with delineated responses to each section of each proposal. This separation of information will facilitate the review of the material requested. No information beyond that specifically requested is required, and Vendors are requested to keep their submissions to the shortest length, still ensuring a complete presentation of qualifications. Additional mailto:bids@omh.ny.gov

RFP 25-009 – Comprehensive Energy Efficiency Program Page 12 of 27 information, if submitted, should be in a separate package. Proposals must contain sufficient information to assure OMH of their accuracy.

Evaluation of the Administrative, Technical, and Financial Proposals received in response to this RFP will be conducted separately. Vendors are therefore cautioned not to include any Cost information in the Technical Proposal documents, or such Proposals may be rejected.

8.2. Administrative Proposal

All Administrative forms and requirements listed below and as presented in the Proposal Submission

Checklist should be included in the Vendor’s Administrative Proposal. A proposal that is incomplete in any material respect may be eliminated from consideration. The information requested should be provided in the prescribed format. Responses that do not follow the prescribed format may be eliminated from consideration. All responses to the RFP will be subject to verification for accuracy.

Please provide the forms in the same order in which they are requested. Referenced attachments may be located in the Library of Attachments published in conjunction with this RFP.

8.2.1. MWBE/EEO/SDVOB Requirements

Vendors are required to comply with Minority and Woman-owned Business Enterprises (MWBE) participation requirements as stated in this RFP. As part of your proposal, submit the following documents, as appropriate.

• Attachment I – MWBE/EEO Policy Statement

• Attachment I-1 – EEO Employment Opportunity Staffing Plan

• Attachment G – MWBE Utilization Plan

• Attachment G-1 – MWBE Application for Waiver: If MWBE participation goals have been established for this RFP and the Vendor is unable to meet them, this form must be completed and submitted with proposal.

• Attachment H – SDVOB Utilization Plan

• Attachment H-1 – SDVOB Application for Waiver: If SDVOB participation goals have been established for this RFP and the Vendor is unable to meet them, this form must be completed and submitted with proposal.

8.2.2. Procurement Lobbying Requirements

Vendors are required to comply with the Procurement Lobbying Guidelines as outlined in

Attachment J. of this RFP. As part of your proposal, submit the following documents:

• Attachment J-1 – Vendor’s Affirmation of Understanding of OMH Procurement Lobbying

Guidelines

• Attachment J-2 – Disclosure of Prior Non-Responsibility Determinations Non-Collusive

Bidding Certification

Vendors must complete and certify that the submission of a proposal complies with section 163-

D of the NYS State Finance Law. As part of your proposal, submit the following document:

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• Attachment E – Non-Collusive Bidding Certification

8.2.3. Vendor Responsibility Questionnaire

Vendors must complete, certify, and file a New York State Vendor Responsibility

Questionnaire. OMH 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 at:

http://www.osc.state.ny.us/vendrep/info_vrsystem.htm or go directly to the VendRep System online at: https://onlineservices.osc.state.ny.us/Enrollment/login?0

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 the OSC Help

Desk at 866- 370-4672 or 518-408-4672 or by email at ciohelpdesk@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 the Office of the State Comptroller’s Help Desk for a copy of the paper form.

8.2.4. Encouraging the Use of New York State Subcontractors and Suppliers

• Attachment M – Encouraging the Use of New York State Subcontractors and Suppliers

• Attachment N – New York State Business Usage Form

8.2.5. Freedom of Information Law – Proposal Redactions

Vendors must clearly and specifically identify any portion of the proposal that a Vendor believes constitutes proprietary information entitled to confidential handling as an exception to the Freedom of Information Law.

8.2.6. Additional Forms

• ST-220 CA, Sales and Compensating Use Tax Certification

• Submit proof of coverage for New York State Workers’ Compensation & Disability Benefits

Insurance as explained in Section 11, Insurance Requirements of this solicitation.

• Attachment A – Solicitation Cover Sheet

• Attachment D – OMH Consultant Disclosure Reporting – Form A

• Attachment F – Substitute W-9 if applicable

• Attachment P – Sexual Harassment Prevention Certification

• Attachment Q – Gender-Based Violence and the Workplace Certification

• Attachment R – Certification Regarding Executive Order 16

• If required, provide verification of being registered to conduct business in New York State or the applicable state in which the Offeror is incorporated. For NYS verification, go to NYS

Department of State at www.dos.ny.gov; for any other state, go to that state’s licensing http://www.osc.state.ny.us/vendrep/info_vrsystem.htm https://onlineservices.osc.state.ny.us/Enrollment/login?0 http://www.dos.ny.gov/

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8.3. Technical Proposal

The purpose of the Technical Proposal is to demonstrate the qualifications, competency, and capacity of the Offeror to perform the services described in this RFP. The Technical Proposal should demonstrate the qualifications of the Offeror and of the staff assigned to provide the service sought through the potential contract award(s).

Any assumptions or descriptions regarding the roles and responsibilities of the OMH resources within the Offeror’s proposal shall not bind OMH during contract negotiation.

Vendor proposals must completely address all minimum and/or mandatory requirements. To ensure you are not unnecessarily disqualified from evaluation, thoroughly read all proposal requirements, and provide complete responses. Vague, contradictory, or incomplete responses to requirements may result in a reduced technical score or may result in having the proposal deemed non-responsive and disqualified from further consideration.

Vendors must provide all information requested by OMH as part of their proposal(s). Vendors must also indicate any specific information that is considered proprietary and/or confidential. OMH will not enter into any additional nondisclosure agreements with Vendors to obtain information requested in the RFP.

All information identified by the Vendor as proprietary and/or confidential will be treated as such by

OMH. Failure to provide requested information may result in the Vendor’s proposal being deemed non-responsive and disqualified from any further consideration.

8.3.1. Cover Letter and Proposal Response Forms

As an introduction to the Vendor’s proposal, the Vendor shall provide, at a minimum, the following information:

• Title Page: The technical proposal should begin with a Title Page bearing the name and address of the vendor and the name and number of this RFP.

• Claim of Confidentiality: Any information that is claimed to be confidential is to be noted by reference and included after the Title Page and before the Table of Contents, and if applicable, also in the Vendor’s Financial Proposal. An explanation for each claim of confidentiality shall be included. The entire proposal cannot be given a blanket confidentiality designation. Any confidentiality designation must apply to specific sections, pages, or portions of pages of the proposal.

• Table of Contents: The Table of Contents shall follow the Claim of Confidentiality, if applicable, and the Title Page for the Technical Proposal, organized by section, subsection, and page number.

• Transmittal Letter: A Transmittal Letter shall accompany the Technical Proposal. The purpose of this letter is to transmit the proposal and acknowledge the receipt of any amendments. The Transmittal Letter should be brief and signed by an individual who is authorized to commit the Vendor to the services and requirements as stated in this RFP.

The Transmittal Letter should include the following:

• Name and address of the Vendor.

• Name, title, e-mail address, and telephone number of primary contact for the Vendor.

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• Solicitation Title, and Solicitation Number that the proposal is in response to.

• Signature, typed name, and title of an individual authorized to commit the Vendor to its proposal.

• Federal Employer Identification Number (FEIN) of the Vendor.

• Acceptance of all State RFP and contract terms and conditions; if any exceptions are taken, they are to be noted in the Executive Summary.

• Acknowledgement of all Addendums to the RFP

8.3.2. Executive Summary

The Vendor shall condense and highlight the contents of the Technical Proposal in the Executive

Summary. The summary must include high-level information related to the Vendor’s experience with implementing and providing services and solutions for clients of similar scope as those contemplated by this RFP. The summary must include a high-level discussion of the proposed solution’s fit against the OMH requirements, highlighting the efficiencies and advantages the solution provides to the agency.

The Executive Summary must also include any exceptions or assumptions the Offeror’s proposal is taking to the RFP’s scope of work and/or the terms and conditions presented in the OMH

Contract boilerplate. As stated elsewhere in the solicitation, Offeror’s must be willing to enter into a resulting contract substantially in accordance with the terms, conditions, and form presented in the OMH Contract Boilerplate. Submission of assumptions and exceptions within the Offeror’s proposal shall not bind OMH to acceptance of those terms during contract negotiation.

8.3.3. CEEP Required Services

The Vendor should describe in detail their firm’s plan on addressing the services contemplated by this RFP. Responses to this section should minimally address the following:

• Provide a narrative describing how your firm will meet the requirements in Section

5.2 Required CEEP Services.

8.3.4. Staffing Plan

The Vendor should describe in detail their firm’s plan on addressing a staffing plan that will meet the requirements put forth in this RFP. If known at time of proposal submission, the Vendor should describe in detail their firm’s plan for hiring Subconsultants, what services will be provided, and who will be hired. Responses to this section should minimally address the following:

• Provide a narrative describing how your firm will meet the requirements in Section

5.3 Staffing Plan.

8.3.5. Vendor Qualifications

The Vendor should describe in detail their firm’s qualifications and experience providing the services contemplated by this RFP. Responses to this section should minimally address the following:

• Provide a narrative describing how your firm will meet the requirements in Section

6.1 Vendor Qualifications.

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8.3.6. Staff Qualifications & Experiences

The Vendor should describe in detail their firm’s qualifications and experience providing the services contemplated by this RFP. Responses to this section should minimally address the following:

• Provide a narrative describing how your firm will meet the requirements in Section

6.2 Staff Qualifications & Experiences.

8.3.7. References

The Vendor should provide three relevant references and their contact information on Attachment

L, Business References in the Library of Attachments. During the evaluation phase, OMH will reach out to these identified references by email or phone to complete a reference check questionnaire. It is the Vendor’s responsibility to provide responsive references willing to participate in the questionnaire process.

8.3.8. Supplier Diversity

The Offeror must provide their Supplier Diversity practices on Attachment O, Supplier Diversity

Practices Questionnaire. Additional sheets should be attached, as necessary to fully describe the

Offeror’s Diversity Practices.

Pursuant to §310(22) of Article15A of New York State Executive Law, “Diversity Practices” shall mean the contractor’s practices and policies with respect to:

• Utilizing certified minority and women-owned business enterprises in contracts awarded by a state agency or other public corporation, as subcontractors and suppliers; and

• Entering into partnerships, joint ventures or other similar arrangements with certified minority and women-owned business enterprises as defined in this article or other applicable statute or regulation governing an entity’s utilization of minority or women-owned business enterprises.

Points will not be rewarded based on the Offeror’s status as a certified MWBE firm.

8.4. Cost Proposal

The purpose of this section is to prescribe the items that must be included in the Offeror’s Cost

Proposal. All proposed costs must be directly related to the services contemplated by this RFP. Cost

Proposals that do not conform to the format, organization, and instructions provided may be removed from consideration.

8.4.1. Cost Proposal Summary

The Cost Proposal must begin with an introduction and summary that provides an overview and description of the Vendor’s approach that was used to determine the overall costs of the services contemplated by this RFP. The summary should address how the firm aims to provide a fair and transparent pricing model that is competitive in the market, while ensuring quality products and services.

Vendors should provide detailed documentation and justification for their proposed costs, including any costs associated with administrative overhead, markup percentages, materials and supplies, training, reporting, compliance, and other expenses.

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The Cost Proposal Summary must include a signature from an authorized Vendor employee who has the authority to contractually agree to the costs provided in the Cost Proposal.

8.4.2. Cost Worksheet

Costs must be disclosed on Attachment C – Cost Worksheet. Failure to submit the Cost Proposal

Worksheet in accordance with the instructions provided therein, including any changes to form or data provided in the worksheet may result in the Vendor’s proposal being deemed non-responsive and result in elimination from further evaluation.

The Cost Proposal Worksheet must include pricing only for the products and services as presented. Optional pricing or services will not be taken into consideration. All costs must be inclusive of the firm’s administrative considerations including, but not limited to, overhead costs, materials, subcontractor fees, and other incidental costs.

For evaluation purposes, the lowest proposed Total Cost for the sum of the Cost Proposal

Worksheet will received the maximum points available, and all other proposals will receive points relative to the lowest cost based on the following formula:

(lowest cost/cost being evaluated) x maximum points

8.5. Proposal Submission

Electronic proposals must be emailed to: bids@omh.ny.gov

To be deemed responsive to this RFP, Vendors must meet all mandatory requirements and the written proposals must address all response criteria requested herein. Failure to comply with the requirements or provide all responses may result in the Vendor’s proposal being deemed non-responsive and removed from further consideration, or a reduced Technical score.

Electronic proposals must be submitted via email no later than Thursday, August 20th, 2026 by 3PM

ET. No facsimiles, hard copy proposals, or links to third-party cloud or other hosted solutions will be accepted. It is the Vendor’s responsibility to ensure that the proposal is submitted and received by the due date and time. Proposals received after the submission date and time will be disqualified from consideration.

The OMH will provide a confirmation email that the electronic proposal has been received. The email subject line must include the following information: The Solicitation Number and Vendor Name. If the proposal requires files be sent in multiple emails, indicate the email number, e.g. 1 of 2.

A complete Electronic Proposal should contain and be organized into the follow three volumes:

Volume 1 – Written Technical Proposal should include responses to all major sections identified in

Section 8.3, Technical Proposal and on the Proposal Submission Checklist contained in the associated Library of Attachments.

Volume 2 - Cost Proposal should be comprised of the signed Cost Proposal Summary and completed Attachment C - Cost Proposal Worksheet as defined in Section 8.4, Cost Proposal.

Volume 3 - Administrative Proposal should be comprised of one set of Administrative attachments as outlined in Sections 8.2, Administrative Proposal and on the Proposal Submission Checklist contained in the associated Library of Attachments.

Complete proposals must be received by Thursday, August 20th, 2026 by 3PM ET mailto:bids@omh.ny.gov

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Proposals that are illegible, incomplete, or that contain any omissions, erasures, alterations, additions, or items not called for in the solicitation or that contain irregularities of any kind may be rejected. All costs associated with the preparation of the proposal are the responsibility of the Offeror. Offerors may modify, in writing, the content of any proposal at any time prior to the proposal due date and time.

Any assumptions or descriptions regarding the roles and responsibilities of the OMH resources within the Vendor’s proposal shall not bind OMH during contract negotiations.

9. EVALUATION AND AWARD

9.1. Determination/Method of Award

The contract resulting from the RFP shall be awarded to the responsive and responsible Offeror whose proposal demonstrates the “Best Value” based on a formal evaluation process comprised of a combination of technical and financial factors as defined in this solicitation document. Best Value is defined as that proposal that meets the mandatory requirements and received the highest overall composite score based on a technical evaluation and financial evaluation. OMH reserves the right to seek clarifications, evaluate and/or reject all proposals in whole or in part, and to waive or modify technicalities, irregularities, and omissions or solicit new proposals if in the Agency’s sole judgement, the best interests of the State shall be served. Following contractor selection, and prior to contract signing, OMH reserves the right to further negotiate costs or other specifics with the tentative awardee.

In the event that two or more Offerors receive the same final composite score, OMH shall use the following tie-breaker mechanisms in the order listed below to determine final ranking:

• The Offeror with the highest Technical Score.

• The Offeror with the highest Financial Score.

• The Offeror with the highest Live Interview Score.

• The drawing by lot limited to those bidders. If time permits, the bidders involved shall be given an opportunity to attend the drawing. The drawing shall be witnessed by three persons and the contract file shall contain the names and contact information of the witnesses and the person supervising the drawing.

9.2. Evaluation Process and Criteria

All compliant proposals as described in Section 8, Proposal Preparation and Submission, accepted from qualified Vendors will be subject to an evaluation by OMH. OMH will establish separate Technical

Proposal and Cost Proposal Evaluation Committees.

The selection method will be based on a points system with the rating criteria weighted at:

• 60 points for Technical Proposal

• 30 points for Cost Proposal

• 10 points for Live Interview

The contract(s) resulting from this solicitation will be awarded to the Offeror(s) with the highest composite scores for all sections.

9.2.1. Initial Screening – Administrative and Mandatory Requirement Assessment

(Pass/Fail – No Points)

Vendor proposals must completely address all minimum and/mandatory requirements. To ensure you are not unnecessarily disqualified from evaluation, thoroughly read all proposal requirements

RFP 25-009 – Comprehensive Energy Efficiency Program Page 19 of 27 and provide complete responses. Vague, contradictory, or incomplete responses to requirements may result in a reduced Technical score or may be deemed non-responsive and disqualified from further consideration.

Only proposals passing the initial screen will be considered viable and subject to continued evaluation by OMH.

9.2.2. Technical Proposal Evaluation (60 Points)

The Technical Proposal Evaluation Committee will perform the technical proposal evaluation for all proposals which pass the Initial Screening phase. The technical evaluation will be based upon the requirements set forth in this RFP and the Vendor’s technical proposal responses as outlined in RFP Section 8.3 Technical Proposal and its subsections.

The points for this section will be allocated as follows:

• Cover Letter and Proposal Response Forms (Pass/Fail)

• Executive Summary (5 Points)

• CEEP Required Services (25 Points)

• Staffing Plan (10 Points)

• Vendor Qualifications (5 Points)

• Staff Qualifications (5 Points)

• References (5 Points)

• Supplier Diversity (5 Points)

9.2.3. Cost Proposal Evaluation (30 Points)

The Cost Proposal Evaluation Committee will evaluate the cost proposals independently from the technical proposal evaluation. Cost information will be held in confidence until the completion of the technical evaluation. The Cost Proposal evaluation will be based on the Vendor’s written response provided in Attachment C – Cost Worksheet, as outlined in Section 8.4. of this RFP.

9.2.4. Live Interview (10 Points)

Prior to advancing to the live interview evaluation, the written technical proposal scores and financial proposal scores for each Vendor will be aggregated. Only those Vendors whose combined written technical and financial proposal scores are susceptible to being awarded the contract will be considered “Finalists” and allowed to participate in the live interviews phase.

Finalists mean Vendors whose combined written technical and financial proposal scores place them within ten (10) points of the Vendor who scored the highest aggregated technical and financial score.

Finalists will be notified of the date, time, and place of the live interviews. Live interviews may be held remotely via WebEx, Microsoft Teams, Zoom, other generally accessible remote platforms, or in person.

The purpose of the live interviews will be for the Finalists to demonstrate their proposal’s strengths and functionality, substantiate their ability to provide the requested services, and to provide the details on how they will meet the RFP requirements using the live interview opportunity.

OMH reserves the right to include and evaluate the participants and any functionality presented during the live interview as part of the overall Technical Proposal.

Any assumptions or descriptions regarding the roles and responsibilities of the OMH resources within the Vendor’s proposal shall not bind OMH during contract negotiations.

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10. ADMINISTRATIVE INFORMATION

10.1. Term of the Agreement

The term of the agreement shall be five (5) years from the date of approval of the contract by the New

York State Office of the State Comptroller.

10.2. Debriefing

A debriefing is available to any entity that submitted a response to this solicitation. A debriefing must be requested in writing within seven (7) business days of OMH’s notification of selection or non-selection. On Offeror’s written request for a debriefing must be submitted to the Designated Contact(s) identified in this solicitation. The debriefing shall occur as soon as practicable upon OMH’s receipt of a written request for a debriefing.

10.3. Protest Procedures

An Offeror wishing to challenge the selection of a firm for contract award must submit a written Notice of Protest on Business Letterhead within seven (7) Business Days of OMH’s notification of selection and non-selection to the Designated Contact(s) identified in this solicitation. If a request for a debriefing is conducted as set forth in this solicitation, then a Notice of Protest is due within two (2) Business Days after the Debriefing has occurred.

The Notice of Protest must include, at a minimum, the following information: A) Solicitation Number and

Title; B) The specific factual and/or legal allegations setting forth the basis on which the protesting party challenges the selection, and C) a Contact Name, Address, Phone Number, and Email Address to which OMH shall send its Protest Determination.

OMH will review the Notice of Protest and within fifteen (15) Business Days notify the protesting party of its protest determination. If OMH requires additional time, the protesting party shall be notified in writing within the above state fifteen (15) Business Days. OMH may summarily deny a protest that fails to contain specific factual and/or legal allegations.

Upon receipt of OMH’s Protest Determination, the protesting party may file an appeal with the NYS

Office of the State Comptroller (OSC). The process for filing such an appeal is set forth at:

https://web.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XI/17.htm

10.4. Consultant Disclosure Legislation

In 2006 the NYS State Finance Law was amended to require State contractors who provide consulting services to disclose, by employment category, the number of persons employed to provide services under a contract for consulting services, the number of hours worked and the amount paid to the contractor by the State as compensation for work performed by these employees. This will include information on any persons working under any subcontracts with the State contractor.