RFP CSI-2606 Mental Health Counseling Experiential Learning Solution.pdf

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REQUEST FOR PROPOSALS

CSI-2606

Mental Health Counseling Experiential Learning Solution Issue Date: June 8, 2026 Proposal Submission Due: July 13, 2026

Designated Contact:

Marino Pawlowski 2800 Victory Boulevard, Building 3A Room 102 Staten Island, NY 10314 Marino.Pawlowski@csi.cuny.edu mailto:Marino.Pawlowski@csi.cuny.edu

Table of Contents

Part 1: Key Events and Dates; Designated Contacts; Proposal Due Location; Contract Term

Part 2: Proposer Qualifications and Requirements; and Diversity Participation Goals

Part 3: Project Objectives and Scope; Detailed Specifications and Deliverables; and Contract Specific Provisions

Attachment A: Technical Requirements Checklist

Part 4: Technical and Management Proposal Requirements (Proposal Volume II)

Part 5: Proposal Price Breakdown Pages (Proposal Volume III)

Part 6: Proposal Scoring Criteria and Weights

Part 7: Terms and Conditions of Contract

Appendix A: Standard Clauses for New York State Contracts

Appendix B: Information Security

Appendix C: Artificial Intelligence Clauses for New York State Contracts

Part 8: Information Technology Performance Requirements and Service Level Agreement

Part 9: Supplier Diversity Provisions

Part 10: RFP Requirements

Exhibit A: Gender-Based Violence and the Workplace Certification

FORMS THAT MUST BE SUBMITTED WITH THE PROPOSAL

� Form 1: Proper Information and Authorized Signature; Acceptance of Contract Terms; Proper Certifications;

Confidential Information; Signed RFP Addenda; and References

� Form 2: Offeror’s Affirmation of Understanding of And Agreement pursuant to State Finance Law § 139-j(3) and § 139-j(6)(b)

� Form 3: Offeror’s Disclosure of Prior Non-Responsibility Determinations and Certification of Compliance with State Finance Law § 139-j and § 139-k

� Form 4: Diversity Practices Questionnaire

� Form 5: Supplier Diversity (M/WBE/SDVOB) Utilization Plan and/or Supplier Diversity (MWBE/SDVOB) Request for Waiver Form (only for procurements with MWBE participation goals). Also see Supplier Diversity Provisions in Part 9.

� Form 6: RFP Checklist

FORMS THAT CUNY MAY REQUIRE FROM THE PRESUMPTIVE AWARDEE

If required by CUNY, the Presumptive Awardee selected as a result of this solicitation (the “Presumptive Awardee”) shall complete, sign, and submit the following forms and certifications as described in Section 2.3.5 through 2.3.12 of Part 10 of this RFP

� Form 7: Executive Law Article 15-A – Minority and Women-Owned Business Enterprises and Equal

Employment Opportunity Policy Statement

� Form 8: Evidence in form and substance satisfactory to the University that the Contractor maintains workers’ compensation coverage and disability insurance coverage as required by the New York State Workers’ Compensation Law, or is exempt from this requirement

� Form 9: New York State Vendor Responsibility Questionnaire (NYS VendRep)

� Form 10: New York City Vendor and Principal Questionnaire (NYC PASSPort)

FORMS THAT THE CONTRACTOR MUST SUBMIT UPON REQUEST BY CUNY

� Form 11: CUNY Substitute W-9 Form

� Form 12: Workforce Utilization Report

� Form 13: Supplier Diversity (MWBE/SDVOB) Quarterly Contractor Compliance &Payment Report

� Form 14: State Consultant Services – Contractor’s Planned Employment (Consultant Disclosure Form A)

� Form 15: State Consultant Services Contractor’s Annual Employment Report (Consultant Disclosure Form B)

� Form 16: Tax Law §5-a, Form ST-220-CA – Contractor Certification (Contractor to send to the University)

� Form 17: Tax Law §5-a, Form ST-220-TD – Contractor Certification (Contractor to send to the State)

� Form 18: Certified Weekly Payroll Report (for building services and public works contracts)

� Form 19: Contractor’s Safety Protocols (prepared by the Contractor)

� If requested by the University, an Accessibility Conformance Report (“ACR”) or a completed Voluntary

Product Accessibility Template (“VPAT”) (If requested by University, MUST be submitted by Proposer, reviewed, verified, and accepted by CUNY prior to award of Contract, and Proposer MUST provide test temporary credentials for the appropriate University staff person to perform a test of the Services to ensure the Services meet the requisite accessibility standards).

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Part 1: Key Events and Dates; Designated Contacts; Proposal Due Location; Contract Term

Key Events and Dates

Action Date CUNY issues RFP for Mental Health Counseling Experiential Learning Solution

June 8, 2026

Procurement Lobbying Law Restrictions Begin June 8, 2026 Submission of Written Questions Due Date 1 Pre-Proposal Conference Submission of Written Questions Due Date 2

June 22, 2026 N/A July 1, 2026

Proposal Submission Due Date and Time Proposal Due Location:

[see below]

July 13, 2026 at 12:00 pm Eastern Standard Time

Proposers are advised to read all sections of this RFP document carefully, with emphasis on all terms and conditions. By tendering a response to this solicitation, each Proposer agrees that it accepts all terms and conditions in the package without exception. If a Proposer requires clarification on, or seeks to propose an exception to, any of the terms and conditions contained in this RFP solicitation package, including to any of the terms and conditions to the form of contract in Part 7, then Proposer must make any and all such requests in writing as part of a submission of written questions prior to the Written Questions Due Dates listed above. Requests for revisions or exceptions will be evaluated on a case-by-case basis, and determinations will be published in an addendum to the RFP. Proposers are not to rely upon an exception agreed to for a prior contract award to govern the terms of this solicitation – all proposed exceptions must be introduced and incorporated via addendum issued specifically for this solicitation. A Proposer who submits requests for changes to the contract terms to the solicitation after the Written Questions Due Dates may result in the Proposer’s submittal being deemed non-responsive by the University and not considered for contract award. For the avoidance of doubt, the University will not consider any requests to revise the contract terms after the Proposal Submission Due Date, and the University will not consider any requests to revise the contract terms after tentative Contract Award.

CUNY reserves the right to amend any or all of the above dates and CUNY will issue such amendment in writing.

I. Designated Contact(s):

In compliance with the Procurement Lobbying Law, the individual(s) identified below are the Designated Contact(s) for this Request for Proposals solicitation (this “RFP”) and may be contacted by email for all inquiries regarding this solicitation:

The City University of New York – College of Staten Island 2800 Victory Boulevard Staten Island, NY 10314 Attention: Marino Pawlowski, Finance Procurement Director E-mail: Marino.Pawlowski@csi.cuny.edu

New York State Procurement Lobbying Law permits rejection of a Proposal if a Proposer has made mailto:Marino.Pawlowski@csi.cuny.edu any unauthorized contact during the Restricted Period (as defined in the Procurement Lobbying Law).

Multiple violations of procurement lobbying restrictions regarding permissible contacts may lead to a Proposer’s being debarred from participating in future New York State procurements.

II. Proposal Due Location:

The City University of New York – College of Staten Island 2800 Victory Boulevard Building 3A – Room 102 Staten Island, NY 10314 Attn: RFP CSI-2606 – Mental Health Counseling Experiential Learning Platform

The College is not responsible for the delivery or submission of responses to this RFP (“Proposals”).

To ensure proper sorting, please note that the package must list the RFP # and the Proposer’s name clearly on the outside of the package. Only Proposals that are sent, and accepted by the Designated Contact, shall be accepted. CUNY is not responsible for Proposals received after the deadline, regardless of the reason for lateness. The College is not responsible for the misidentification of packages.

III. Anticipated Number of Contracts & Method of Award

CUNY anticipates awarding up to one (1) contract as a result of this RFP (the “Contract”), which will be awarded, if at all, to the Proposer with the highest scoring Proposal (the “Contractor”) in accordance with the evaluation process outlined in Part 6 (such written determination by the University to a Proposer stating that the University has accepted a Proposal, a “Contract Award”).

The University reserves the right to determine the maximum amount of the Contract. provided that the rate(s) payable for the Services shall not exceed the rates established in the Contractor’s Proposal Price Breakdown (Part 5 of this RFP).

IV. Anticipated Contract Term:

The Contract will have an initial term of three (3) years (the “Initial Term”). The College, in its sole discretion, may extend the Contract for up to two (2) additional one-year terms (each, an “Additional Term”). The Initial Term, plus each Additional Term, if any, comprise the term of the Contract (the “Term”). The anticipated start date of the Term is anticipated to coincide with the first day of the College’s Fall 2027 semester, subject to review and approval by the Attorney General and the New York State or New York City Comptroller as applicable.

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Part 2: Proposer Qualifications and Requirements; and Diversity Participation Goals

Paragraph I: Minimum Proposer Qualifications:

The City University of New York (“CUNY” or the “University”) on behalf of the College of Staten Island (the “College”) is seeking an appropriately qualified firm with experience in providing the Services as described in Part 3 below (the “Project”). To be considered for Contract Award, the Proposer and any subcontractor(s) must meet the following minimum qualifications:

a. Proposer shall have at least three (3) years of verifiable experience in onboarding, implementing and supporting a mental health counseling platform for higher education institutions that are comparable in size and complexity to the College of Staten Island;

b. Within the past five (5) years, the Proposer shall have had at least three (3) contracts for this service with higher education or public sector customers that are comparable in size and complexity to the College of Staten Island;

c. Proposer’s solution shall comply with all mandatory requirements listed in Part 3. As such, the Proposer shall submit completed Part 3, Attachment A: Technical Requirements Checklist, and meet the requirements listed therein.

d. Proposers must be authorized to work in New York State.

e. Any subcontractors performing material portions of the Services must meet equivalent experience standards relevant to their scope of work and must also possess appropriate qualifications and an acceptable level of experience, as determined by CUNY in its sole discretion.

Paragraph II: Non-Mandatory Proposer Qualifications:

Not Applicable

Paragraph III: Diversity Participation Goals

CUNY has established a 0% participation goal (based on the current availability of qualified MWBEs) in the aggregate for New York State certified Minority-Owned Business Enterprise ("MBE") and Women- Owned Business Enterprises ("WBE", and, together with MBE, "MWBEs") and a 0% participation goal (based on the current availability of qualified SDVOBs) for New York State certified Service-Disabled Veteran-Owned Businesses ("SDVOB"), to be part of the proposed team to provide the services as subcontractor(s) or suppliers (the "Subcontractor(s)"). The Contractor shall be required to use good faith efforts to meet these participation goals.

Proposers may identify potential MWBE Subcontractor(s) by, among other means, referencing the directory of New York State certified MWBEs found at the following internet address:

https://ny.newnycontracts.com/

Proposers may identify potential SDVOB Subcontractor(s) by, among other means, referencing the list of New York State certified SDVOBs found at the following internet address: https://ogs.ny.gov/veterans.

As part of the proposer's response, a Supplier Diversity — MWBE/SDVOB Utilization Plan or a Request for Waiver form that is accompanied by supporting documentation must be submitted in order for the proposal to be considered responsive. The selected Contractor will be required to complete a Quarterly Contractor Compliance & Payment Report accompanied by proof of payment to MWBE/SDVOB Subcontractor(s), in such https://ny.newnycontracts.com/ https://ogs.ny.gov/veterans format as shall be required by CUNY on a quarterly basis during the term of the contract. Sample CUNY Supplier Diversity forms and reports may be found at https://www1.cuny.edu/sites/selltocuny/.

The Proposer, if any, who is selected for Contract Award will be required to sign the University’s independent contractor agreement in the form substantially as attached hereto (Part 7) and as may be revised as required by the New York State Attorney General and the Office of the New York State Comptroller. This RFP, including all attachments and exhibits incorporated herein, shall, together with the Contractor’s Proposal and its attachments, comprise the Contract between the University and Contractor. This resulting Contract, including all terms of this RFP, shall supersede any “click-through,” “click-wrap,” and all other electronically presented or posted End User License Agreements or other similar terms and conditions provided by Contractor or any parent or affiliate thereof. Furthermore, all such “click-through,” “click-wrap,” and all other electronically presented or posted End User License Agreements or other similar terms and conditions shall be void except to the extent included in Contractor’s Proposal in accordance with Part 4 of this RFP. The language of the RFP is directed at Contractor unless specifically stated otherwise. The RFP language and attachments are complementary, and what is called for by one shall be as binding as if called for by all. In the event of conflicting provisions within or among the specifications, and the terms and conditions, Contractor is obligated to seek clarification from University as soon as Contractor becomes aware of any conflicting provisions; in general, however, Contractor is obligated to provide the most expensive option, and the more specific provision will take precedence over the less specific; the more stringent will take precedence over the less stringent; and the more expensive item will take precedence over the less expensive item.

Contractor shall comply with all laws, regulations, rules, orders-including executive orders, requirements, and the like of federal, state, and local governments, courts, governmental authorities, legislative bodies, boards, agencies, commissions, and the like (“Law(s)”) with respect to this RFP and the resulting Contract. If there is a conflict between or among any laws and specific requirements of this RFP or Contract, then Contractor shall comply with the most stringent Law in each instance. By noting any specific Laws with particularity in this RFP or Contract or in any other prior or future communication, Contractor is not relieved of any obligation to comply with all Laws, and the University does not waive any rights it may have with respect to such compliance.

https://www1.cuny.edu/sites/selltocuny/

Part 3: Project Objectives and Scope; Detailed Specifications and Deliverables;

and Certain Contract-Specific Provisions

[See attached]

Part 3: Project Objectives and Scope; Detailed Specifications and Deliverables;

and Certain Contract-Specific Provisions

3.1 Project Objectives and Scope:

The College is soliciting proposals from vendors that can furnish a commercial off-the-shelf software solution (“Solution”) with optional customization if requested by the College, designed to support experiential learning, clinical skills development, and competency-based assessment for students enrolled in the Clinical Mental Health Counseling (CMHC) M.A. Program (the “Program”).

The Program is a cohort-based graduate program that prepares students for professional licensure as mental health counselors. The College anticipates admitting one cohort annually in the fall, with students progressing through a structured sequence of coursework, practicum, and internship over the duration of the 2.5 year program.

Access to the Solution shall be provided as students are enrolled in the following course sequence:

PSY 740 – Mental Health Counseling Practicum PSY 781 – Mental Health Counseling Internship I PSY 782 – Mental Health Counseling Internship II PSY 783 – Mental Health Counseling Internship III

The Contractor shall provide pricing on a per-student basis, and the College will calculate payment based on enrolled students at a designated census date each semester. The College will provide enrollment figures at the start of each term, including student withdrawals, and the College shall not be responsible for payment of any student beyond the period of active enrollment, including any withdrawals from a course within the first 30 days of the semester.

The College anticipates an initial term of three (3) years, with two additional one (1) year renewal options, for a term of up to five (5) years if all options are exercised.

In order to meet the requirements to provide a Solution as stated above, the College shall evaluate Proposals to determine the Proposal that provides the best value to the College in accordance with the scoring criteria set forth in Part 6 of this RFP, and enter into the Contract, if any, with the Contractor to:

(a) furnish a software Solution that complies with the requirements stated herein on a per-student basis, with access for up to six (6) faculty at no additional charge; (b) provide any requisite initial onboarding/provisioning of the software Solution; (c) provide ongoing technical support and maintenance; and (d) provide training on the system, if requested by CUNY (collectively, the “Services”).

The Contract will be comprised of this RFP, including all attachments and exhibits incorporated herein, together with the Contractor’s Proposal and its attachments. The Contract, including all terms of this RFP, shall supersede any “click-through,” “click-wrap,” and all other electronically presented or posted End User License Agreements or other similar terms and conditions provided by Contractor or any parent or affiliate thereof. Furthermore, all such “click-through,” “click-wrap,” and all other electronically presented or posted End User License Agreements or other similar terms and conditions shall be void except to the extent included in Contractor’s Proposal in accordance with Part 4 of this RFP.

3.2 Mandatory Requirements. Contractor shall provide a Solution that includes, at a minimum, all of the following capabilities:

3.2.1 – System Requirements

a. The Solution must be a web-based platform with a user interface accessible via standard web browsers, compatible with laptop/desktop computers;

i. Optional Requirement: The Proposer shall also indicate whether the Solution has a user interface that is accessible via tablet and mobile devices.

b. The Solution must provide secure user authentication and role-based access for various user types (student, instructor, administrator);

c. The Solution must meet the College’s data encryption standards, in transit and at rest, as set forth in the CUNY Service Provider Standard;

d. The Solution must have structured, measurable competency-based or rubric-based evaluation tools that can be adapted to the College’s CMHC course curriculum, and provide preparation for practicum and internship experiences;

e. The Solution must provide an interactive, scenario-based experiential learning environment that simulates counseling or helping-profession scenarios, allowing students to engage in applied decision-making within structured practice contexts;

f. The Solution must provide a faculty ‘dashboard’ or equivalent interface that allows faculty to assign simulations or modules relevant to student coursework, monitor progress, and evaluate/analyze student participation and performance within the Solution;

g. The Solution must be capable of recording student sessions/interactions, with faculty able to access the recordings and provide direct feedback within the Solution;

h. The Solution must include reporting features that generate insights into individual and cohort-level performance, including:

i. Tracking student progress over time and identify areas of strength and areas requiring additional development;

ii. Generation of individual student performance reports, as well as aggregate reporting for multiple students; and,

i. The Solution must be capable of exporting data for program evaluation accreditation reporting purposes.

3.2.2 – Content/Functional Requirements

a. The Solution must include orientation materials for first-time users of the Solution, inclusive of resources for both students and faculty;

b. The Solution must include a content library that includes structured learning modules/simulations or activities focused on clinical skill development appropriate for graduate-level counselor training, including content aligned to the Masters in Psychology and Counseling Accreditation Council (MPCAC) standards, including Standards B (Core Curriculum), C (Clinical Instruction), G (Program Evaluation) and New York State Education Law, Sec. 52.32. The case content library must reflect a broad range of clinical presentations and client populations, including exposure to psychiatric conditions and high-acuity scenarios that students may not consistently encounter in https://www.cuny.edu/wp-content/uploads/sites/4/page-assets/about/administration/offices/cis/information-security/security-policies-procedures/CUNY-Service-Provider-Standard.pdf field placements (e.g., active suicidality, psychotic episodes), as well as work with diverse populations across the lifespan (e.g., children, adolescents, and adults);

c. The Solution must include content and practice materials for students to engage in scenario-based or case-based learning that reflects diverse client populations and presenting concerns, and support the development of clinical competencies, including but not limited to:

i. foundational counseling skills,

ii. evidence-based counseling and psychotherapy, including relationship-building, case conceptualization, intervention, and crisis response,

iii. assessment and evaluation methods, including clinical interviewing and progress monitoring,

iv. ethical and professional practice and communication skills,

v. psychopathology and diagnosis, including application to case formulation and treatment planning,

vi. case conceptualization and treatment planning,

vii. ethical decision-making,

viii. culturally responsive and social justice counseling practice,

ix. crisis or risk scenarios, and

x. trauma-informed care;

d. The Solution must include built-in feedback mechanisms (in addition to instructor-provided feedback), that provide students with performance-based feedback, including identification of areas for improvement, and Include tools to support reflective learning, self-assessment, and ongoing skill development;

e. The Solution must simulate or approximate real-world counseling interactions or decision-making processes, be capable of allowing users to make decisions within simulated client or practice scenarios, and allow for repeated practice opportunities for skill development.

3.2.3 Custom Module Development

The Program may request that the Contractor design, develop, configure, test, and deliver custom practicum training modules for use within the Solution, to be requested at the Program’s sole discretion.

The Program is particularly interested in the ability to develop custom, interactive scenarios using live or simulated actors, tailored to instructional needs. These scenarios would allow faculty to design course-specific or assignment-specific learning experiences, including specialized client presentations, populations, or clinical situations that may not be available in the standard library.

Any custom module development shall be drawn from the Approved Task Order Implementation Allowance provided in the Proposal Price Breakdown Pages. The Contractor shall, as part of its Proposal response, provide list pricing for the necessary Discovery and Requirements Gathering Meetings and Draft Task Order Development, which are not to come out of the Approved Task Order Implementation Allowance.

Any Custom Module orders will be coordinated with the Contractor on a task order basis, as follows:

The College will schedule a Discovery and Requirements Gathering meeting with the Contractor to discuss objectives for the training module. The Contractor shall then develop a requirements specification and implementation roadmap, using pre-priced labor items from its Proposal (the “Draft Task Order”).

The Contractor shall provide the Draft Task Order to the Program within seven (7) business days from the initial meeting. The Draft Task Order must: (a) provide an overall dataset of the custom module, (a) describe how the proposed custom module will address the Program’s specified learning goals and clinical competencies; (c) provide a schedule and set of deliverable milestones for the completion of the work, including user acceptance testing by the Program; and (d) provide a not-to-exceed price for completion of the task.

The Program will either: (a) approve the Draft Task Order as provided; (b) request additional information on the Draft Task Order prior to making a determination; or (c) cancel the task order request.

The Contractor shall invoice the College for any Custom Module Development in accordance with Section 3.8.6 and 3.10.

3.2.4 Support Services

a. Contractor shall provide online technical services, minimally through online and chat, as well as course access assistance during business hours. This includes online interaction with both students and faculty regarding student access to and/or completion status of courses. No integration into CUNY’s Learning Management System (LMS) is required from the Contractor.

b. Contractor shall identify a liaison to communicate with faculty for support related to student access, completion certificates, or technical issues. CUNY will directly contact the liaison to provide student lists and seek clarifications on matters such as student access, course progression, and completion details.

3.3 Security and Technical Requirements

3.3.1 The Contractor shall provide a Solution that meets the following standards concerning data protection:

a. Includes a secure multi-level network and application infrastructure.

b. Provides regular updates on application security through vulnerability assessment and penetration testing tools.

c. Capability to assign a user ID by CUNY to each user with access to a computer and ensure passwords are complex and not easy to guess.

d. Restricts access to CUNY data based upon the individual's business need to know designation.

e. Maintains a security policy that applies to all personnel with access to CUNY data.

f. Encrypts transmission and storage of all non-public University information, including passwords accessible through a web application, email, bulk data transmission, and data storage at hosting onsite or offsite locations.

3.3.2 Contractor shall comply with all applicable CUNY IT policies and procedures. The Solution will be subject to an Information Security Review Questionnaire review and approval prior to award.

3.3.3 The Contractor’s Solution and user functionality must be fully responsive and accessible via multiple devices, including desktops and laptop computers. The Contractor shall not be responsible for providing such devices. The Solution must support the latest versions of major web browsers and operating systems.

3.4 Training Requirements

In addition to the orientation materials stated in Section 3.2.2, the Contractor shall develop a training plan, including any training materials, subject to review and approval by the College.

Training may be delivered remotely or via pre-recorded videos. The University anticipates holding one training session with 5-6 staff.

3.5 Project Team

The Contractor shall designate to CUNY a manager of the Contractor's firm as the Contractor's manager for this software subscription ("Manager"). The Manager shall:

a. serve as the principal liaison between CUNY and the Contractor for purposes of administration of the Contract;

b. be an employee of the Contractor (and not a consultant, contractor or subcontractor);

c. have full decision-making authority on behalf of the Contractor, including the authority to obligate the Contractor;

d. maintain control over the Solution;

e. conduct meetings and provide status reports as requested;

f. provide meeting summaries (minutes) within two (2) business days of meetings; and

g. resolve any CUNY questions and comments on the submitted deliverables.

In the event of a mid-term change of the Manager or during the Manager's absence, the Contractor shall promptly provide a detailed continuity plan for CUNY's approval.

The Contractor shall ensure that CUNY has access to an individual with full authority to make decisions on the Contractor's behalf at all times. Nothing in this section shall be deemed to preclude CUNY from discussing matters relating to the Contract with any other employees of the Contractor.

3.8 Contractor Responsibilities – General

3.8.1 Subcontracting.

See Part 7 of this RFP (Terms and Conditions).

3.8.2 Location of Services.

Contractor shall provide and use its own equipment for its staff providing the services. CUNY will determine whether any other Services at any given point in time will be provided in-person or remotely, and Contractor shall comply with CUNY’s instructions regarding work location. CUNY reserves the right to require all Services to be provided in-person, or to be provided remotely.

3.8.3 Communications

Contractor shall obtain CUNY’s prior written approval before Contractor, or any of its officers, employees, agents or subcontractor(s), makes any statement to the press or issues any communication or publication concerning, or related to, the Services.

3.8.4 Document Delivery

Not Applicable.

3.8.5. Return of CUNY Information at Termination

Within ten (10) calendar days of termination of the Contract for any reason, Contractor shall, with respect to all CUNY documents and data, in whatever media, whether originally provided or created during performance of the Services:

3.8.5.1 return them to CUNY; and

3.8.5.2 provide independent certification of destruction of all copies not returned to CUNY.

3.8.6 Invoices

3.8.6.1 Contractor shall submit invoices to the College’s Accounts Payable Department at a time interval and in a format approved by the Business Office with a copy to the Department Chair of the CMHC Program or their designee. Students will be enrolled in courses on a semesterly basis and billing shall reflect semesterly enrollment. Invoices shall indicate the price per student for the applicable billing period, as well as the number of enrolled students in each course during the billing period.

3.8.6.2 Contractor shall provide sufficient and appropriate documentation with invoices.

CUNY reserves the right to request additional information at any time.

3.8.6.3 Report preparation, including editing, printing and delivery to the University and Colleges, shall be the sole responsibility of the Contractor and shall not be reimbursable as a direct cost. If unusual circumstances are encountered that make it necessary for the Contractor to provide additional services, Contractor will be required to report such conditions to the College. No services outside the scope or beyond the stated term of the Contract may be performed unless authorized in writing by CUNY in advance.

3.9 CUNY Responsibilities and Exclusions

3.9.1 CUNY and will identify a College project manager to act as the liaison with the Contractor.

3.9.2 CUNY staff will be available to provide documentation and explanations as may be required, subject to reasonable scheduling restrictions.

3.9.3 CUNY will provide Contractor with CUNY holiday schedules.

3.9.4 CUNY will not provide clerical support.

3.9.5 CUNY will pay Contractor only upon acceptance of properly prepared invoices with sufficient supporting documentation. Further, CUNY reserves the right to specify the method of payment (i.e. wire or check or electronic funds transfer). CUNY reserves the right to request additional information at any time and CUNY may reject any invoice that does not contain the information that CUNY requires.

3.9.6 CUNY will not pay Contractor for work performed beyond the scope of the Contract or for any Services or change order not duly authorized.

3.9.7 CUNY will not provide Contractor with any computer hardware, software, or other equipment.

3.10 Invoicing and Payment for Services

CUNY agrees to pay, and the Contractor agrees to accept, the total amount indicated in the Proposal Price Breakdown (RFP Part 5) as the maximum payment for the Services provided under the Contract, unless amended in writing by both parties. The Contractor shall be paid for the Solution in accordance with the Unit Price indicated in the Proposal Price Breakdown, multiplied by the number of students enrolled during the billing period. If Custom Modules are requested during the term of the Contract, the prices shall not exceed the rates offered in the Contractor’s Proposal. There is no minimum guarantee of Services under the Contract and Contractor’s Proposal Price shall in no way be construed as a guaranteed payment.

3.10.1 Prices proposed by each Proposer shall be fully-loaded rates, inclusive of all costs and expenses necessary to complete the Services, including but not limited to labor, supplies, travel, insurance, and taxes. No other amounts shall be payable under the Contract.

3.10.2 Contractor shall submit invoices on a monthly basis (or such other frequency as designated by CUNY in writing), including supporting documentation as required by CUNY to verify the billings.

3.10.3 Proposal Price Breakdown. There are six (6) sections of the Proposal Price Breakdown:

3.10.3.1 The Year One section includes line items for Onboarding and Provisioning of

Software and Training on Use of Software, each of which, while a mandatory part of the Proposal Price Breakdown, will only be required at the College’s discretion. The Extended Price for those line items should represent all costs and expenses associated with onboarding and training, respectively. The Proposer should enter a Unit Price for the Fall 2026 and Spring 2027 line items that represents the cost of the Solution per student for that semester, and an Extended Price that represents the total cost of the Solution for that semester based on an estimated enrollment of 70 students.

3.10.3.2 In the Year Two, Year Three, Year Four, and Year Five sections, the Proposer should enter a Unit Price for each line item that represents the cost of the Solution per student for that semester, and an Extended Price that represents the total cost of the Solution for that semester based on an estimated enrollment of 70 students.

3.10.3.3 In the Custom Module Development section, the Proposer should enter a Unit Price for the Discovery and Requirements Gathering Meetings and the Draft Task Order Development line items that represents the cost of such meetings and task order development per task order, and an Extended Price that represents the total cost of such meetings and task order development based on an estimate of 5 task orders, if requested by the College in accordance with Section 3.2.3. The Approved Task Order Implementation Allowance of $50,000 has already been filled in, and all Custom Modules, if any, shall be paid for from that allowance. The Contractor shall provide list pricing for all labor elements that it will propose to complete these task orders as part of its Proposal response. Payments against the Task Order Implementation allowance shall only be issued if the Draft Task Order has been approved by the College. A Draft Task Order, as offered by the Contractor, shall be a not-to-exceed price, and the Contractor shall have no claim for additional payment once a Draft Task Order has been approved and accepted by the College.

3.11 Student Selection and Enrollment

3.11.1 At the start of each semester, the College will provide the Contractor with a list of students who are enrolled in the applicable Program(s) at the College and will require access (or continued access) to the Solution. Thirty (30) days after the first day of class for each cohort, the College will provide an updated list of students who are still enrolled, for billing purposes. Students that drop or withdraw from the course requiring access to the Solution within the first 30 days of each semester shall not be billed.

3.11.2 Contractor shall provide login credentials and access to the Solution for students identified by the College at the start of the semester.

3.12 Accessibility

3.12.1 The Contractor shall comply with all applicable federal and state laws and regulations regarding the accessibility of the Solution for those who are disabled. Any network-based information and applications development, or programming, including, but not limited to, websites delivered to or by the State of New York pursuant to this contract or procurement, will comply with Section 508 of the Rehabilitation Act of 1973, as amended, Executive Law Section 170-f, as amended, and be consistent with New York State Enterprise IT Policy NYS- P08-005, Accessibility of Information Communication Technology, as such policy may be amended, modified or superseded (the “Accessibility Policy”). The Accessibility Policy requires that State Entity Information Communication Technology shall be accessible to all users, including those with disabilities as determined by accessibility compliance testing.

Such accessibility compliance testing will be conducted by CUNY and any report on the results of such testing must be satisfactory to CUNY, as an explicit condition of being awarded the Contract.

3.12.2 In accordance with Section 170-f of the New York State Executive Law, Contractor represents and warrants that the Solution’s online content and functionality shall conform to the most current version of the Web Content Accessibility Guidelines adopted by the World Wide Web Consortium for accessibility (“WCAG Standards”), or any successor standards, which is incorporated herein by reference.

3.12.3 If requested by the College, Contractor shall provide, prior to Contract Award, an

Accessibility Conformance Report (“ACR”) or a completed Voluntary Product Accessibility Template (“VPAT”) that clearly indicates the Solution’s compliance with the WCAG Standards. Please note that this document need not be submitted with the Proposal but must be submitted as an explicit condition of being awarded the Contract, if requested by the College. If so requested, Contractor’s ACR or VPAT must be reviewed, verified, and accepted by the University prior to award of Contract. Proposer must provide test temporary credentials for the appropriate University staff person to perform a test of the Solution to ensure the Solution meets the requisite accessibility standards. The ACR or VPAT must reflect the Contractor’s current software release to CUNY. Contractor warrants that the Solution’s online content and functionality shall meet or exceed the accessibility standards specified in Contractor’s ACR or VPAT (if any) throughout the Term of the Contract.

3.12.4 If CUNY determines that a user of the Solution requires a special modification in order to make full use of the Solution, then CUNY shall promptly submit a written request to the Contractor for a modification to the software in writing, and Contractor shall use commercially reasonable efforts to provide such modification promptly. In the event that the requested modification requires more than commercially reasonable efforts, then the Contractor shall engage in good faith negotiations with CUNY to amend the Contract as necessary to provide for the requested modification of the Services. In the event that the Services cannot, following good faith negotiations by both parties, be modified in accordance with this section to enable the user to make full use of the Solution, then the University shall have the right to terminate the Contract upon thirty (30) days’ written notice.

3.12.5 The University will not award a Contract to any Proposer which: (a) fails to submit an ACR or completed VPAT (if requested) that clearly indicates the Solution’s compliance with the WCAG standards; (b) submits an ACR or completed VPAT that does not conform to the Solution’s accessibility features as verified and tested by the University; (c) proposes a Solution which, upon testing, the University determines do not meet the accessibility standards stated herein; or (d) does not provide the necessary credentials to allow the appropriate University staff person to test and verify the accessibility of the online content and functionality of the proposed Solution.

Attachment A

Technical Requirements Checklist

[See attached].

Attachment A: Technical Requirements Checklist.

CMHC Solution

Respondent’s Name ………………….

No Requirement Yes No

Mandatory System Requirements

1 Solution is a web-based platform accessible via standard web browsers, compatible with desktop computers.

2 Solution provides secure user authentication and role-based access for various user types (student, instructor, administrator)

3 Solution meets the College’s data encryption standards, in transit and at rest, as set forth in the CUNY Service Provider Standard

4 Solution has structured, measurable competency-based or rubric-based evaluation tools that can be adapted to the College’s CMHC course curriculum, and provide preparation for practicum and internship experiences

5 Solution provides an interactive, scenario-based experiential learning environment that simulates or approximates real-world counseling or helping-profession scenarios, allowing students to engage in applied decision-making within structured practice contexts. The Solution must be capable of allowing users to make decisions within simulated client or practice scenarios, and allow for repeated practice opportunities for skill development.

6. Solution provides a faculty ‘dashboard’ or equivalent interface that allows faculty to assign, monitor, and evaluate/analyze student participation and performance within the Solution

7 Solution must include reporting features that generate insights into individual and cohort-level performance, including: (a) tracking student progress over time and identify areas of strength and areas requiring additional development; and, (b) generation of individual student performance reports, as well as aggregate reporting for multiple students

8 Solution is capable to exporting data for program evaluation accreditation reporting purposes.

https://www.cuny.edu/wp-content/uploads/sites/4/page-assets/about/administration/offices/cis/information-security/security-policies-procedures/CUNY-Service-Provider-Standard.pdf

9 Solution activities into course instruction and align with program learning outcomes across the curriculum

Mandatory Content/Functional Requirements Yes No

10 Solution includes orientation materials for first-time users of the Solution, inclusive of resources for both students and faculty.

11 Solution includes structured learning modules or activities focused on clinical skill development appropriate for graduate-level counselor training, including content aligned to the Masters in Psychology and Counseling Accreditation Council (MPCAC) and New York State Education Law, Sec. 52.32.

12 Solution includes content and practice materials for students to engage in scenario-based or case-based learning that reflects diverse client populations and presenting concerns, and support the development of clinical competencies, including but not limited to foundational counseling skills, ethical and professional practice, communication skills, case conceptualization and treatment planning, ethical decision-making, and culturally responsive and social justice counseling practice, crisis or risk scenarios, and trauma-informed care.

13 Solution includes access to a library of learning resources, simulations, or case materials relevant to counseling practice.

14 Solution includes built-in feedback mechanisms, that provide students with performance-based feedback, including identification of areas for improvement, Include tools to support reflective learning, self-assessment, and ongoing skill development.

Signature Page Follows

Authorized Representative …………………………...

Signature …………………………...

Date …………………………...

Part 4: Technical and Management Proposal Requirements (Proposal Volume II)

Proposer shall provide a brief history and description of: Proposer’s business organization (with copies of organizational documents); its expertise and experience as it relates to the requirements discussed in the scope of work and specifications described in Part 3; its understanding of and approach to the Project; its process and timeline for rendering the Services; and plans for maintenance and support, to the extent applicable. The information should not exceed thirty (30) pages, and should include, but not be limited to:

4.1 Proposer Overview:

• Proposer’s name and address and, if applicable, EIN. Also indicate the type of entity, for example, a corporation, partnership, or public organization.

• name and title, address, email and telephone number of the person who receives correspondence and is authorized to make decisions or represent the Proposer. If these persons are different, include information for both.

• total number of years Proposer has been in its current business.

• brief history of Proposer’s operations to date, noting key milestones, challenges and successes, along with a statement and analysis of Proposer’s organization going forward, including its goals, strategic outlook, projected growth, etc.

• documentation of Proposer’s organizational structure.

4.2 Solution Capabilities, Onboarding Plan, and Custom Module Development Plan:

• Describe the functional and technical capabilities of the proposed Solution and include a completed copy of Part 3’s Attachment A, the Technical Requirements Checklist.

o The Proposer’s capabilities must include an overall outline of the Content/Functional

Requirements provided in the Solution as described in Section 3.2.2 of Part 3, as well as a listing of the simulated cases in the Proposer’s library, and at least three detailed examples of test cases that meet the Masters in Psychology and Counseling Accreditation Council (MPCAC) standards.

• Provide an Onboarding Plan detailing any required activities and timeline necessary to successfully complete installation of the Solution. The Onboarding Plan shall also include an outline of the training plan proposed for the Solution, as described in Section 3.4 of Part 3.

• Provide an outline of how the Proposer will handle Custom Module Development, as described in Section 3.2.3 of Part 3, including its process and means and methods for developing the content, and timelines for completion.

4.3 Experience and References:

• Provide a list of clients (at least three) that your firm and/or principals currently serve or have served within the last 5 years on a scope similar to this RFP.

• On Part 3, Attachment B, for each of the references, provide details for:

o Name and contact information of the client executive that your company worked. Please note CUNY will use this information to obtain a reference for the referenced products/services.

o Dates during which your products/services were used/provided o Description of the products/services o Describe the circumstances and status of any disciplinary action taken or pending against the Proposer and any subcontractor(s) during the past two (2) years o Additional information to support your firm’s experience (e.g. success criteria achieved, metrics, etc.)

4.4 Organizational Strength

• Provide the number of years Proposer has been providing the Services required by this RFP and description of operations, facilities and number of employees dedicated to the development of the Services required by this RFP.

• Provide a biography and/or resumé for each personnel who would have direct contact with or provide services to the University. Indicate the roles they would play and describe their experience in performing the Services. For each, please include length of tenure with Proposer’s organization.

• Provide the number of current customers using the Services solicited as part of this RFP; identify how many of such customers are higher education institutions.

• Provide a proposed staffing plan for rendering the Services required by this RFP (including if Proposer plans to use any former CUNY employees who may be required to file disclosures as required by the Commission on Ethics and Lobbying in Government[COELIG]).

4.5 License Agreement

• A Proposer may include its standard End User License Agreement or similar document (“EULA”) for the Solution, as part of its Technical and Management Proposal. If awarded the Contract, the EULA will be deemed part of the Proposal and will become part of the Contract. The University reserves the right to reject the Proposal if the University deems the terms of the EULA to be unacceptable, in the University’s sole discretion. The University further reserves the right to negotiate such terms with the vendor, provided that the final terms must be equally favorable or more favorable to the University than the EULA terms contained in the Proposal.

• A copy of any terms and conditions referenced in the EULA by hyperlink must be…