REQUEST FOR PROPOSAL (RFP)

RFP# OCM-2026-09

PROGRAM ADMINISTRATOR FOR THE EQUITY

BUSINESS DEVELOPMENT GRANT

ISSUE DATE: WEDNESDAY, MAY 20, 2026

Designated Contact: Alternate Contact:

Amanda Shults Tiffany Buzzo

Phone: 518-486-4543 Phone: 518-457-6298

Email: Procurement@ocm.ny.gov Email: Procurement@ocm.ny.gov

RFP OCM-2026-09 Program Administrator for the Equity Business Development Grant

Contents

1. INTRODUCTION

1.1. Issuing Office

1.2. Background and Purpose

1.3. Key Events

1.4. Restricted Period

1.4.1. Prohibitions on Procurement Lobbying

1.4.2. Designated Contacts

1.4.3. RFP Questions and Clarifications

1.5. Announcements and Amendments to the RFP

1.6. Term of Contract

1.7. Conflicts of Interest

1.8. Minimum & Desirable Qualifications

1.8.1. Minimum Qualifications

1.8.2. Desirable Qualifications

1.9. Pre-Bid Conference

2. DETAILED SCOPE OF WORK/SERVICE REQUIREMENTS

2.1. Scope of Contract

2.2. Staffing Requirements

2.3. Deliverables

2.3.1. Kick Off Meeting and Meeting Schedule

2.3.2. Application Development

2.3.3. Technical Assistance

2.3.4. Hosting & Infrastructure

2.3.5. Grant Review and Administration

2.3.6. Reporting

2.5. Contractor’s Compensatory Liability

2.6. Information Technology

2.6.1. Acceptable use of AI Technologies

2.7. Proposal Requirements

2.7.1. Proposal Validity

2.7.2. Accuracy of Proposals

2.7.3. Extraneous Terms

RFP OCM-2026-09 Program Administrator

3. ADMINSTRATIVE PROPOSAL (PASS/FAIL)

3.1. Minimum Qualifications Submission

3.2. Required Forms and Attestations

3.2.1. Attestations/Checklist

3.2.2. Non-Collusive Bidding Certification

3.2.3. Vendor Responsibility Questionnaire

3.2.4. Procurement Lobbying Requirements

3.2.5. Diversity Requirements and Equal Employment Opportunities for Minorities and Women

3.2.6. NYS Service-Disabled Veteran-Owned Businesses

3.2.7. Encouraging the Use of New York Subcontractors and Suppliers and New York State Business Usage Form

3.2.8. Consultant Disclosure Legislation

3.2.9. Conflicts of Interest

3.2.10. Executive Order 177 Anti-Discrimination Certification

3.2.11. Sexual Harassment Prevention Policy Certification

3.2.12. New York State Tax Law Section 5-A

3.2.13. Executive Order No. 16 Prohibiting State Agencies and Authorities from Contracting with Businesses Conducting Business in Russia

3.2.14. New York State Vendor File Registration

3.2.15. Subcontractors

3. INSURANCE REQUIREMENTS

4.1. Proof of Workers’ Compensation Coverage

4.2. Proof of Disability Benefits Coverage

4.3. Additional Insurance Requirements

5. TECHNICAL PROPOSAL (80 POINTS)

5.1. Overall Experience and Key Personnel (20 points)

5.2. Technical Platform Flexibility and Performance (25 points)

5.3. Project Plan and Approach (25 points)

5.4. Diversity Practices and Cultural and Linguistic Competency (10 points)

6. COST PROPOSAL (20 POINTS)

6.1. Submission Documents

7. PROPOSAL SUBMISSION REQUIREMENTS

7.1. Proposal Format and Content

RFP OCM-2026-09 Program Administrator

7.2. Proposal Preparation

7.3. Packaging of RFP Response

7.4. Instructions for Proposal Submission

7.5. Required Submission Documents

8. AWARD

8.1. Method of Award

8.2. Administrative Proposal

8.3. Cost Evaluation (20 points)

8.4. Technical Proposal Evaluation (80 points)

8.5. Tiebreaker

8.6. Notification of Award

8.7. Form of Contractual Agreement

8.8. Debriefing

8.9. Bid Protest Policy

8.9.1. Formal Written Protests

8.9.2. Deadline for Submission of Formal Protests

8.9.3. Review and Final Determination of Protests

8.9.4. Appeals

8.9.5. Method of Payment

8.10. Electronic Payments

8.11. Exceptions and Extraneous Terms

8.12. Examination of Contract Documents

8.13. Prime Contractor Responsibilities

8.14. Rules of Construction

8.15. Procurement Rights

9. CONTRACT CLAUSES AND REQUIREMENTS

9.1. Appendix A / Order of Precedence

9.2. Past Practice

9.3. Procurement Lobbying Requirement

9.4. Confidentiality

9.5. Ethics Compliance

9.6. Freedom of Information Law / Trade Secrets

9.7. General Requirements

RFP OCM-2026-09 Program Administrator

9.8. Subcontractors

9.9. Extent of Services

9.10. Termination

9.10.1. Contract Clause / Termination Provision

9.11. NYS Vendor Responsibility Questionnaire

9.12. Employee Information to be Reported by Certain Consultant Contractors

9.13. Information Security Breach

RFP OCM-2026-09 Program Administrator

1. INTRODUCTION

1.1. Issuing Office

The New York State Office of Cannabis Management (“OCM” and/or the “Office”) was established upon passage of the Marijuana Regulation and Taxation Act (“MRTA”) in March 2021 to implement a regulatory framework for medical and adult-use cannabis and hemp in the state of New York. This includes, but is not limited to production, licensing, packaging, marketing and the sale of cannabis.

The MRTA sets out one of the nation's most comprehensive and progressive legal frameworks (the “Cannabis Law”) for the regulation of the adult-use, medical and hemp industries, with a focus on ensuring the greatest possible participation by communities historically impacted by prohibition. The Cannabis Law calls for a five-member board to oversee the creation and implementation of the OCM and the appointment of a Chief Equity Officer charged with developing a social equity plan designed to facilitate and support participation by social equity applicants.

II. GLOSSARY OF TERMS

• “OCM” shall mean The Office of Cannabis Management.

• “CAURD” shall mean Conditional Adult Use Retail Dispensary.

• “Request for Proposal” or “RFP” shall mean this document.

• “Vendor” shall mean a successful company awarded a contract pursuant to this IFB.

• “Subcontractor” shall mean a third-party contractor hired by the Vendor to perform services pursuant to this solicitation.

• “SaaS” shall mean “software as a service.”

• “PII” shall mean “personal and identifiable information.”

• “MWBE” shall mean “Minority and Women-Owned Business Enterprise.”

• “SEE” shall mean Social and Economic Equity

• “SDVOB” shall mean “Service-Disabled Veteran-Owned Business.”

1.2. Background and Purpose

OCM is seeking competitive proposals for a third-party grant administrator to facilitate The Equity Business Development Grant. This grant program will support active (approved) Conditional Adult Use Retail Dispensary (“CAURD”) licensees and Social and Economic Equity (“SEE”) licensees from across the supply chain with startup costs related to launching and operating in New York. The Program will provide grants to cover essential startup costs including but not limited to: commercial rent; capital improvements and space fit outs for licensed locations; inventory purchases; security equipment purchases and installation; agricultural systems; point of sale system purchases; inventory tracking systems, insurance costs; and more.

This initiative supports OCM’s broader equity and capital access goals by directly increasing access to capital for historically underserved and systemically excluded licensees. It reinforces OCM’s long-term

RFP OCM-2026-09 Program Administrator strategy to build a diverse, resilient cannabis industry by combining funding with education, technical assistance, and incubation, and demonstrates OCM’s commitment to equity in action paired with equity in policy — ensuring real dollars reach real operators on the ground. Microbusinesses and cultivators from Communities Disproportionally Impacted (“CDI”) are essential to ensuring that economic opportunities reach communities most impacted by cannabis prohibition, as is the case for service-disabled veterans, many of whom are also integral to the cannabis workforce. Additionally, distressed farmers—often small-scale or family-run operations—play a crucial role in the state's agricultural economy, yet continue to face barriers to accessing funding. By creating a second iteration of the Program, the Office aims to support these licensees in covering early stage operational costs, which will allow them to build capacity and thrive alongside other parts of the cannabis industry. This initiative reflects OCM’s responsibility to foster an equitable and sustainable cannabis ecosystem, ensuring that all sectors of the supply chain receive the support they need to succeed. While one off-grant programs will not always be a pillar of SEE programming, an expansion of this procurement will serve as a financial bridge that complements ongoing technical assistance, incubation, and educational programming developed by OCM, helping licensees stabilize during the vulnerable startup phase and freeing up time and energy to engage in business planning and operational scaling.

The Office of Cannabis Management will award one vendor a contract in response to this RFP who will be responsible for administering an electronic request for application (“RFA”), evaluating eligibility for award, and the distribution of funds. In order to efficiently allocate funds, the Vendor also will provide all infrastructure necessary to administer the Program grants, including but not limited to hardware, software, security, and communication platforms necessary to meet OCM requirements. The Vendor will adhere to the IT specifications as outlined Section 2.6. The Vendor will also provide real-time dashboard, monthly reporting, and post-grant reporting in a format acceptable to OCM.

The vendor must demonstrate the capacity and experience to deliver all services under this grant program in a culturally and linguistically competent manner that ensures equitable access to funding opportunities for all communities across New York State. This includes the ability to provide appropriate translation, interpretation, outreach, staffing, and evidence-based strategies necessary to reduce cultural and linguistic barriers to participation in all aspects of the administration of this grant program.

A comprehensive list of eligibility requirements for licensees and eligible expenses for each OCM license type will be finalized and shared after Grant Administrator applications are scored and a Vendor is selected for this procurement. These eligibility requirements will be detailed in the grant application portal hosted by the Vendor.

Grant amounts to be distributed by the selected Vendor (“Grant Administrator”) to eligible licensees will total between $10,000 - $30,000. Total funding for the Program is $6,000,000.00. Bidder cost proposals in response to this RFP shall not exceed five percent (5%) of the total grant funding amount.

Awards will be issued to eligible applicants by the selected Grant Administrator on a first-come, first-served basis until available funding has been depleted.

1.3. Key Events

The table below outlines the tentative schedule for important action dates.

RFP OCM-2026-09 Program Administrator

1.4. Restricted Period

1.4.1. Prohibitions on Procurement Lobbying

Pursuant to State Finance Law (SFL) §§ 139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between OCM and a Bidder during the procurement process. The restricted period begins at the moment of the earliest posting, on a governmental entity’s website, in a newspaper of general circulation, or in the procurement opportunities newsletter, of intent to solicit offers or bids, and it ends only after final award and approval of the Contract by OCM and, if applicable, the Office of the State Comptroller (“OSC”). Throughout this restricted period, Bidders are restricted from making contacts to staff other than those so designated (“Designated Contacts”), unless it is a contact that is included among certain statutory exceptions set forth in SFL § 139-j(3)(a). Designated Contacts, as of the date hereof, are identified in Section 1.4.2. OCM employees, are required to obtain certain information when contacted during the restricted period, and to make a determination of the responsibility of the Bidder pursuant to SFL §§ 139 j and 139 k. Certain findings of non-responsibility can result in rejection for Contract award. In the event of two such findings within a four-year period, the Bidder is debarred from obtaining governmental procurement contracts for four years. Further information about these requirements can be found on the Office of General Services website at https://ogs.ny.gov/acpl/.

1.4.2. Designated Contacts

Pursuant to SFL § 139-j(3)(a), OCM identifies the following allowable contacts for communications related to the submission of questions, letters of intent to bid, proposals, and requests for debriefings.

Amanda Shults Administrative Specialist II Office of Cannabis Management 1220 Washington Avenue - Bldg. 9 (4th Fl)

Action Date

NYS OCM issues RFP Wednesday, May 20th, Pre-Bid Conference Monday, June 8th, 2026 at 2:00pm

Deadline for Submission of Questions to NYS OCM Monday, June 15th, 2026

NYS OCM Issues a Response to Written Questions (estimated) Wednesday, July 1st , 2026

Proposal Due Date to NYS OCM Friday, July 17th, 2026 @ 4pm

Anticipated Tentative Award Date Friday, August 14th , 2026

Contract Start Date Upon OSC Approval

RFP OCM-2026-09 Program Administrator for the Equity Business Development Grant https://ogs.ny.gov/acpl/

Albany, NY 12226 518-486-4543 procurement@ocm.ny.gov

In the event the Designated Contact is not available; the alternate Designated Contact is:

Tiffany Buzzo Administrative Officer II Office of Cannabis Management 1220 Washington Avenue - Bldg. 9 (4th Fl) Albany, NY 12226 518-457-6298 procurement@ocm.ny.gov

1.4.3. RFP Questions and Clarifications

There will be an opportunity for submission of questions and/or requests for clarification. Questions and/or clarifications must be submitted via email to the Designated Contact listed in Section 1.4.2.

All questions must cite the particular page, section, and paragraph number, where applicable. Please submit questions as early as possible following receipt of the RFP. The final deadline for submission of any questions/clarifications regarding this RFP is listed in Section 1.3 Key Events. Questions received after the deadline may not be answered. OCM will post an addendum at: https://www.nyscr.ny.gov/ and https://cannabis.ny.gov/procurement with all questions and responses on or about the date listed in Section 1.3 Key Events. Any additional addenda will be posted to the same locations.

It is the responsibility of all bidders to review the website here: https://cannabis.ny.gov/procurement for any addendums prior to submission of their bid to ensure responsiveness to the most current information.

1.5. Announcements and Amendments to the RFP

OCM will utilize its procurement opportunities webpage and the NYSCR for the purpose of disseminating information relating to this procurement. OCM will post its official answers to the Bidder’s questions and any changes to the RFP resulting from such questions on these sites on or before the Issuance of Response to Questions date as indicated in the Calendar of Events. Bidders are encouraged to monitor these sites: https://cannabis.ny.gov/procurement and https://www.nyscr.ny.gov/.

OCM’s responses to questions and notification of amendments to the RFP, if any, will be in the form of a formal addendum that will be annexed to and become part of this RFP and any ensuing contract.

1.6. Term of Contract

This contract shall commence upon OSC approval and will be in effect for two (2) years from the effective date or until all grant funding has been administered.

RFP OCM-2026-09 Program Administrator for the Equity Business Development Grant mailto:procurement@ocm.ny.gov mailto:procurement@ocm.ny.gov https://www.nyscr.ny.gov/ https://cannabis.ny.gov/procurement https://cannabis.ny.gov/procurement https://cannabis.ny.gov/procurement https://www.nyscr.ny.gov/

1.7. Conflicts of Interest

Bidder must disclose actual and potential conflicts of interest in the “Administrative Proposal” (see Section 3). A “Conflict of Interest” is defined as any interest by the Bidder or staff, financial or otherwise, direct or indirect, or engagement in any business or transaction or professional activity or incurring any obligation of any nature, which is in substantial conflict with the proper discharge of the proposed contract work. This conflict provision applies not only to the bidding entity but also the foreseeable staff to participate in the contracted work. All Bidders must disclose any prior OCM employees expected to work on or participate in the project, regardless of when the former employee left the office. Bidders are expected to fully comply with Public Officers Law as well as SFL requirements.

If an organization or person is presently performing or previously performed any services for OCM, it may still submit a proposal in response to this RFP but must also disclose any such services and detail ways in which to cure the conflict of interest in order to have their proposal reviewed and considered.

After the RFP is awarded, if the awarded Bidder utilizes individuals or entities that violate these conflict-of-interest provisions, as noted above, the Bidder is subject to termination and reimbursement of contract funding to OCM. Once Bidder is awarded the RFP, the Bidder shall be identified as the “Contractor”.

1.8. Minimum & Desirable Qualifications

Bidders are advised that OCM’s intent is to ensure that only responsive, responsible, qualified, and reliable Bidders enter into a contract to perform the work as defined in this document.

OCM considers the minimum qualifications listed below to be a pre-requisite of the prime contractor in order to be considered as a qualified bidder for purposes of the solicitation. Bidders not meeting the minimum qualifications below will be disqualified. In addition to these mandatory minimum qualifications, we have also identified desirable qualifications listed below, which would further enhance the Bidder’s suitability. The Bidder shall identify one lead organization and subcontracting is allowed;

however, Bidders may not use a subcontractor’s or any other entity’s qualifications to meet the minimum qualification requirements.

1.8.1. Minimum Qualifications

The following minimum qualifications must be met by each Bidder:

• Demonstrate 5 years of experience with developing and managing grant and/or loan programs including, but not limited to: program and application development, outreach and marketing, translation/interpretation, validation, verification and approval processes, methods for securing PII, fraud prevention, disbursement, customer service, compliance and reporting; and

• The Bidder must have a SaaS solution that has already been built and can be used off the shelf with customization, as needed. The application portal and system should be able to:

o Handle over 300 grant applications o Have a high-level security to handle PII;

o Allow for documents and forms to be uploaded as required

RFP OCM-2026-09 Program Administrator

1.8.2. Desirable Qualifications

The following qualifications are highly desirable from the Bidder:

• The Bidder should have the processes to monitor and minimize fraud, waste and abuse.

• The Bidder should include details of its proposed fraud mitigation processes, including but not limited to, processes used in other grant administration and any additional methods specific to this Program.

• The Bidder should have a proven track record and extensive experience administering a grant program of this size, including to small business recipients, preferably within the cannabis industry or other highly regulated industries.

1.9. Pre-Bid Conference

OCM will host an optional pre-bid conference and virtual information session on Monday, June 8, at 2:00 p.m. ET. Prior to this session, vendors are strongly encouraged to read all associated documents contained within this RFP. Questions submitted prior to the pre-bid conference may be addressed if time allows. Please make sure to submit questions as specified in Section 1.4.

The webinar will be held via Webex and will be recorded for the procurement record. The webinar requires pre-registration, which can be accessed at the following link: https://meetny-gov.webex.com/weblink/register/raba810460d82afb2b7d942e2bc87479e

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK.

for the Equity Business Development Grant https://meetny-gov.webex.com/weblink/register/raba810460d82afb2b7d942e2bc87479e https://meetny-gov.webex.com/weblink/register/raba810460d82afb2b7d942e2bc87479e

2. DETAILED SCOPE OF WORK/SERVICE REQUIREMENTS

2.1. Scope of Contract

Similar to the Round One CAURD Grant Program Administered by the New York State Empire State Development Office, OCM seeks to procure a Grant Administrator that will work in consultation with OCM to develop an online application portal to accept and process applications from eligible SEE and CAURD businesses through a non-competitive process. The Administrator will review applications and invoices, and award grants from Program funds for expenses deemed eligible by OCM. Awards will be issued on a first come, first served basis until available funding has been depleted. Funds managed by the chosen administrator will be allocated towards the reimbursement of costs in a one-time ACH payment for approved expenses, with the submission of receipts by eligible applicants.

In addition to developing and hosting an application portal, the Administrator will be responsible for providing technical assistance, a webinar, and customer service to applicants to the Grant Program.

The Grant Administrator must review and award funding to all Tier 1 and Tier 2 applicants first, then with any remaining funds, review and fund Tier 3 applicants. The application window and funding allocation must align with OCM’s tier-based eligibility structure in order to ensure equitable access to limited grant funds and orderly program administration.

Tier 1: Supply Side Social Equity (SEE) Licensees (~ 85 applicants)

• Microbusinesses with CDI license designation

• Cultivators with CDI license designation

• Cultivators with Distressed Farmer license status

Tier 2: Service Disabled Veteran Owned Businesses (SDVOBs) - licensees with SDVOB status (~ 85 applicants)

Tier 3: CAURD licensees (~ 60 applicants)

• The CAURD licensees funded under this Program must be licensees who applied to the 2025 pilot CAURD grant (2025) and were denied due to lack of available funding

The Program Administrator shall provide bi-weekly reporting to OCM on Program progress and shall maintain a real-time online dashboard that provides live data to OCM in an acceptable format, detailed in Section 2.4.2.

2.2. Staffing Requirements

The key positions required for the project are a Project Manager and Technical Staff (“Key Personnel”).

A “Staffing and Organization Plan” must be provided by the Bidder that delineates titles and staff responsibilities for fulfilling the tasks described in the scope of work and demonstrates the Bidder intends to utilize management, key personnel, and other staff for the project. Applicants for Key Personnel shall provide the resume or the job description for each of the key personnel role. The Project Manager will serve as the primary point of contact under this contract.

RFP OCM-2026-09 Program Administrator for the Equity Business Development Grant https://forwardplatform.wpcomstaging.com/new-york-esd-caurd-grant-program/ https://forwardplatform.wpcomstaging.com/new-york-esd-caurd-grant-program/

2.3. Deliverables

2.3.1. Kick Off Meeting and Meeting Schedule

After the final contract award, OCM shall schedule a “Kickoff Meeting.” This Kickoff Meeting will be held within seven (7) business days of the final contract award, unless agreed upon in writing by both parties.

At the Kickoff Meeting, the Vendor will be expected to have the Project Manager present along with any technical staff necessary. OCM will include the relevant subject matter experts across OCM at the Kickoff Meeting and throughout the course of the project.

At the beginning of the project and throughout the customization of the application portal’s features to meet the specific needs of this grant program, OCM and the Vendor will meet on a weekly cadence with appropriate staff. The Project Manager will be required to attend meetings with OCM to discuss status of the portal, grant application system, the dashboard, and progress made with the contract deliverables and to provide an opportunity for OCM to ask and answer any questions.

Once the Application portal is launched, the Vendor shall reach out to OCM with questions about eligibility, expenses, license verification, or any other inquiry that may need clarification whenever necessary, and shall meet with OCM on a no later than bi-weekly cadence to give updates and ask any questions that may be helpful for customer service and application management.

2.3.2. Application Development

The Contractor shall develop and host an online application portal for Grant Program applicants that provides licensees with real-time access to application and award status updates. The Contractor must provide appropriate application data elements as outlined in RFP Appendix 1 - Required Data Elements Sheet to ensure appropriate information is collected to award the outlined grants. The portal shall include a homepage containing, at a minimum, a description of the grant program, eligibility requirements, frequently asked questions (FAQs), and contact information for technical assistance and support needs.

2.3.3. Technical Assistance

The Contractor shall provide a Pre-Bid Application Webinar for potential grantees to provide an overview of the application and process post-application submission, eligibility requirements, invoicing guidelines, and address questions from prospective applicants. The Contractor shall provide an opportunity for potential applicants to submit questions in advance of the webinar and, following the webinar, shall distribute all questions received along with corresponding responses. The webinar recording must remain available after the live session for applicants to review. In addition, the Contractor shall provide technical assistance to support between the hours of 9:00 AM ET and 5:00 PM ET. Support includes, but is not limited to assistance with logging into the application, completing the Grant Program application, requests for missing information and/or resolve outstanding application items.

RFP OCM-2026-09 Program Administrator

2.3.4. Hosting & Infrastructure

The application portal and related systems shall provide Grant Program applicants with real-time application status updates throughout the review and award process. The Contractor shall maintain efficient processes and systems to ensure grants are vetted and disbursed in a timely, accurate, and secure manner. The Contractor must have the application portal and associated processes fully developed and ready for launch within eight (8) weeks of the Contract execution date. In addition, the Contractor shall meet all deadlines outlined in this RFP and any subsequent agreement established between OCM and the selected Vendor.

The Contract must meet all ITS standards identified in Section 2.6 below.

2.3.5. Grant Review and Administration

The Contractor shall receive all Grant Program application materials submitted by grant applicants and review, validate, and vet application information to determine award eligibility or identify the need for additional information. Should the applicant be required to provide additional information, the Contractor shall provide a mechanism in the application portal to receive and review supplemental information submitted to finalize eligibility determinations. The Vendor must ensure the security and confidentiality of all sensitive information and Personal Identifiable Information (“PII”) collected during the application and grant administration process.

The Contractor shall allocate funding awards to qualified Program applicants. The Contractor shall also develop grant contracts to be full executed and signed the approved applicants, prior to any disbursement of Program funds. Once completed contract documentation is received and reviewed, the Contractor provide the Office with copies of the final grant awards and submit invoices to OCM to receive the funds for distribution to the awardees.

The application window and funding allocation must align with OCM’s tier-based eligibility structure in order to ensure equitable access to limited grant funds and orderly program administration.

2.3.6. Reporting

The Vendor shall provide bi-weekly reporting to OCM on Program progress for each deliverable noted above.

The Vendor will be responsible for a variety of reporting requirements including:

2.3.6.1. Comprehensive Reporting, Pre-Application Launch

Prior to the launch of the application portal by the awarded vendor, the vendor will be responsible for weekly reporting on the system development. Reporting must include, but is not limited to:

• Overall project status and progress toward implementation milestones;

• Status of grant application portal development, configuration, and testing;;

• Progress toward completion of required system functionalities and workflows;

RFP OCM-2026-09 Program Administrator

• Updates on project staffing and key personnel assigned to the Program;

• Summary of meetings with OCM, including outstanding action items for both OCM and the awarded vendor;

• Identification of project risks, delays, system issues, and mitigation strategies;

• Status of quality assurance, user testing, and incorporation of OCM feedback;

• Progress on development of applicant support materials, webinars, and technical assistance resources;

• Status of customer service, help desk, and applicant communication infrastructure readiness;

• Overall launch readiness, including anticipated timeline for portal deployment and application opening

2.3.6.2. Comprehensive Reporting, Post-Application Launch

Once the application system is live, the awarded vendor will be responsible for the continuation of bi-weekly reporting including, but not limited to, the number of applicants and their county and regional locations; the number of applicants approved and denied by the Program and their county and regional locations; the total amount of grants awarded, and the amount of each grant awarded in a format acceptable to OCM.

The Vendor shall maintain a real-time online dashboard that provides data to OCM in an acceptable format including, but not limited to the number of applicants and their county and regional locations;

applicant license type, the number of applicants approved by the program with their county and regional locations; the total amount of grants awarded, and the specific purchases being requested by each applicant, and the specific purchases being reimbursed by the Grant Program. Each grant applicant and grant awardee should be identifiable by CAURD or SEE final license number.

At the close of the Program, the Vendor shall create and share a presentation and data report summarizing the information provided in the bi-weekly reports, with additional takeaways, including but not limited to;

• Program metrics with month over month application volume;

• A demographic analysis of applicants and awardees;

• A geographic breakdown of applicants and awardees;

• Expenses invoiced by each applicant and awardee;

• Expenses funded for each awardee;

• Business type and size of applicant and awardee;

• Application dates, award decision dates, funding dates for each applicant and awardee;

• Licensee type for all applicants and awardees;

RFP OCM-2026-09 Program Administrator

• Number and date of communication touchpoints between Vendor and applicants/awardees of the Program;

• Denial reason for applicants not funded;

• Review of lessons learned with program recommendations for future funding rounds;

Vendor shall provide appropriate application data elements as outlined in RFP Appendix 1 - Required Data Elements Sheet, and those outlined in the bullets above.

At the time of completion of each deliverable described in Section 2 of this contract, the vendor shall make available to OCM all deliverable files (both physical and electronic) and media generated pursuant to the contract. Such materials at all times shall be the exclusive property of OCM.

Any and all deliverables described in Section 2 of this contract and/or other materials created pursuant to this contract, and any and all drafts and/or other preliminary materials, in any format related to such items produced pursuant to this contract, shall upon their creation become the exclusive property of

OCM.

Any and all deliverables shall be considered “work-made-for-hire” within the meaning and purview of Section 101 of the United States Copyright Act, 17 U.S.C. § 101, and OCM shall be the copyright owner thereof and of all aspects, elements, and components thereof in which copyright protection might exist.

To the extent that the deliverables do not qualify as “work-made-for-hire,” the vendor hereby irrevocably transfers, assigns and conveys exclusive copyright ownership in and to the deliverables, free and clear of any liens, claims, or other encumbrances to OCM upon contract expiration. The vendor shall retain no copyright or intellectual property interest in the deliverables. It is agreed that the vendor may maintain copies of all such deliverable files provided that the contractor obtains written permission from OCM before using any such deliverables generated pursuant to the contract. In the event the contract is terminated for any reason, within ten (10) calendar days after such termination, vendor shall turn over to OCM all the aforementioned files generated to date.

2.5. Contractor’s Compensatory Liability

Once the Bidder is awarded the RFP, the Bidder shall be identified as the “Contractor”. In the event that the Contractor fails to complete any of the specified services, within the timeframe required, OCM reserves the right to have such work completed either by another company or with in-house staff. In any such event, the Contractor shall be liable to reimburse OCM for all costs incurred to complete the work. OCM further reserves the right to collect such reimbursement from any outstanding payments due to the Contractor.

2.6. Information Technology

The application and all systems and components supporting it, including but not limited to any forms and databases that include Personal Health, Personal Identification or other New York State information, must comply with all NYS security policies and standards listed at http://its.ny.gov/tables/technologypolicyindex.htm.

RFP OCM-2026-09 Program Administrator for the Equity Business Development Grant http://its.ny.gov/tables/technologypolicyindex.htm

2.6.1. Acceptable use of AI Technologies

AI systems must comply with NYS-P03-002: Information Security Policy, NYS-P14-001 Acceptable Use of Information Technology Resources, and all associated standards which can be found at https://its.ny.gov/policies. Any additional controls required by applicable Federal or State law, rule, or regulation (e.g., IRS Publication 1075) must also be incorporated. AI systems must be developed and reviewed in alignment with NYS-S13-001: Secure Systems Development Lifecycle. In addition, State Entities must ensure there are adequate security controls including encryption and pseudonymization, where appropriate, depending on the risk throughout the data lifecycle.

2.7. Proposal Requirements

Proposals submitted in response to this RFP must be from single entities. In the case of collaborative ventures, one party must be put forth as the prime Contractor with any partners listed as subcontractors.

See Section 9.8 for subcontracting opportunities.

The bid submitted in response to this RFP must be comprised of three separate elements: an “Administrative Proposal”, a “Technical Proposal”, and a “Cost Proposal”, as described in Sections 3, 5, and 6 of this RFP.

2.7.1. Proposal Validity

Bids must remain open and valid for at least two hundred seventy (270) days from the proposal due date, unless the time for awarding the Contract is extended by mutual consent of OCM and the Bidder.

Following this two hundred seventy (270) day period, a Bid shall continue to remain an effective offer, firm and irrevocable, until OCM makes a tentative award of the Contract, or the Bidder withdraws the Bid in writing.

2.7.2. Accuracy of Proposals

Bidders are responsible for the accuracy of their proposals. All Bidders are directed to take extreme care in developing their proposals. Bidders are cautioned to review their proposals carefully prior to Bid submittal, as requests for Bid withdrawals of any type are not likely to be granted. If a Bidder submits a proposal ahead of the submission deadline, they may submit an amended proposal at any time prior to the proposal due date indicated in the Calendar of Events, Section 1.3.

2.7.3. Extraneous Terms

Proposals must conform to the terms set forth in the solicitation. Due to the requirement of uniformity of language in contracts with all Bidders, exceptions that materially alter the Terms and Conditions set forth in this RFP will be grounds for rejection of the proposal or disqualification of the Bidder. OCM reserves the right, at its sole discretion, to determine the materiality of the Bidder’s stated exception.

Acceptance and/or processing of a Bid shall not constitute acceptance of extraneous terms. OCM will not entertain any exceptions to Appendix A – Standard Clauses for New York State Contracts.

Any Bidder submissions on standard, preprinted forms, such as but not limited to product literature, order forms, license agreements, contracts, or other documents, that are attached or referenced with

RFP OCM-2026-09 Program Administrator submissions shall not be considered part of the Bid or resulting Contract but shall be deemed included for informational or promotional purposes only.

3. ADMINSTRATIVE PROPOSAL (PASS/FAIL)

3.1. Minimum Qualifications Submission

Bidders must submit information to confirm their ability to meet the minimum qualifications to provide services requested in this RFP as set forth in Section 1.8 – Minimum Qualifications. Information must be included on Attachment 18: Minimum Qualifications Summary.

Information provided must include:

• Description of Bidder’s three (5) years’ experience designing, developing and delivering online grant application portal(s) that can support at least 300 small business applicants. This should include a description of Bidder’s experience developing and managing grant and/or loan programs including, but not limited to, program and application development, outreach and marketing, translation/interpretation, validation, verification and approval processes, methods for securing PII, fraud prevention, disbursement, customer service, compliance, and reporting. Please provide a written response and include at least one client/project reference that can confirm this requirement.

(max 1200 words)

• Description of Bidder’s three (5) years’ experience and demonstrated success in the management of a SaaS solution that provided similar grant application, reporting, and grant management services to the scope of work outlined in this RFP. Please provide a written response and include at least one client/project reference that can confirm this requirement. (max 1200 words)

All reference information must include name, email, and phone number of reference contact.

3.2. Required Forms and Attestations

3.2.1. Attestations/Checklist

Bidders must meet the minimum qualifications in Section 1.8. The Bidder must outline the specific experience that meets these qualifications in their Administrative Proposal.

The Bidder must complete and submit the required attestations, agreements, warranties, and certifications contained in Attachment 1: Document Submission Checklist & Attestation, as part of the mandatory Administrative Proposal requirements. The attestation must be signed by an individual who is authorized to contractually bind the successful Bidder.

3.2.2. Non-Collusive Bidding Certification

In accordance with State Finance Law (SFL) § 139-d, if the contract is awarded based upon the submission of bids, the Bidder must warrant, under penalty of perjury, that their proposal was arrived at independently and without collusion aimed at restricting competition. Each Bidder must further warrant that, at the time the Bidder submitted their proposal, an authorized and responsible person executed and delivered to OCM a Non-Collusive Bidding Certification on the Bidder’s behalf.

Attachment 5: Non-Collusive Bidding Certification must be completed and submitted with the Administrative Proposal.

RFP OCM-2026-09 Program Administrator

3.2.3. Vendor Responsibility Questionnaire

SFL § 163 requires that contracts be awarded based on lowest price or best value to a responsive and responsible Bidder. New York State and the courts have determined that responsibility includes integrity, previous performance, legal authority to do business in New York State, and financial and organizational ability to perform the contract. As part of the procurement process, Bidders, affiliates, any business entity of which the Bidder is a subsidiary, and subcontractors (where the subcontractor is known at the time of the contract award, their qualifications are a material factor in the award, and the subcontract will equal or exceed $100,000 over the life of the contract) are required to complete the Vendor Responsibility Questionnaire.

Bidders are encouraged to complete the online form, which is available at:

https://www.osc.ny.gov/state-vendors/vendrep/file-your-vendor-responsibility-questionnaire. If the Bidder does not have an online questionnaire that is current and certified, the Bidder must complete a hard copy questionnaire. The Bidder acknowledges that OCM’s execution of the Contract will be contingent upon OCM’s determination that the Bidder is responsible, and that OCM will be relying in part upon the Bidder’s responses to the questionnaire in making that determination. See Attachment 7:

Vendor Responsibility Questionnaire Certification.

OCM shall conduct reviews of each Bidder for responsibility and responsiveness. OCM may, at OCM’s sole discretion, request additional information, including meeting with the Bidder.

If the Bidder is determined by OCM to be non-responsible, OCM shall inform the Bidder in writing, detailing the exact reasons for the determination. The Bidder shall have thirty (30) days from receipt of this notice to file a written appeal. OCM will promptly review the appeal and make a final determination.

If OCM’s finding of non-responsibility remains unchanged, the Bidder shall be removed from consideration for this Contract.

3.2.4. Procurement Lobbying Requirements

On August 23, 2005, Legislative Law and SFL were amended to include provisions for the regulation of attempts to influence New York State and other governmental entity procurement contracts. SFL Sections 139-j and 139-k impose procurement record requirements relating to lobbying on procurement contracts.

3.2.4.1. Contracts Subject to Procurement Lobbying Act Requirements

All procurement contracts resulting from procurement transactions initiated on or after January 1, 2006, are subject to the procurement lobbying requirements and additional procurement record requirements.

SFL defines a procurement contract as any contract or other agreement for an article of procurement involving an estimated annualized expenditure in excess of $15,000.

Subject to certain exceptions, an assignment, amendment, renewal, or extension of a procurement contract, or any material change in a procurement contract resulting in a financial benefit to the Bidder, is covered by the provisions of the Act. Backdrop contracts and any contracts resulting from Mini-Bids pursuant to the backdrop contracts are also subject to this law.

RFP OCM-2026-09 Program Administrator for the Equity Business Development Grant https://www.osc.ny.gov/state-vendors/vendrep/file-your-vendor-responsibility-questionnaire

This solicitation includes and imposes certain restrictions on communications between OCM and Bidders during the procurement process. From the issue date of this RFP until contracts are awarded and approved, Bidders and prospective Bidders are restricted from making any contact, as defined in SFL § 139-j (1) (c), relating to this procurement other than written contact (including email) with the OCM staff members named in Section 1.4.2 of this RFP, unless it is a contact that is included among exceptions set forth in SFL § 139-j (3) (a).

3.2.4.2. Procurement Lobbying Law Certification of Compliance

Attachment 10: Procurement Lobbying Law Certification of Compliance must be completed, signed by the Bidder, and included in the Administrative Proposal, providing the representations outlined below:

The procurement record for every contract must include a determination that the Bidder is responsible in accordance with Bidder responsibility requirements. In addition to the general responsibility determination, for all contracts subject to the New York State Comptroller’s approval the procuring entity must make a separate responsibility determination as to whether the Bidder has: (i) knowingly and willfully violated the prohibitions against impermissible contacts or certain ethics provisions, or failed to timely disclose accurate and complete information or otherwise failed to cooperate with the procuring entity, or (ii) failed to disclose prior determinations of non-responsibility by any governmental entity for any of the above reasons within the previous four years.

3.2.4.3. Bidder Certification / Complete Disclosure

Every procurement record must include a disclosure by Bidders regarding non-responsibility determinations within the past four years based on: (i) impermissible contacts or other violations of SFL § 139-j; or (ii) the intentional provision of false or incomplete information to a governmental entity. (Note:

To satisfy the requirement regarding Bidder disclosure, the governmental entity must specifically request information regarding prior findings of non-responsibility for violations of SFL § 139-j. A general request for prior findings of non-responsibility is not sufficient.) In addition, any procurement contract award shall contain a certification by the Bidder that the information provided to the procuring entity was complete, true, and accurate.

3.2.5. Diversity Requirements and Equal Employment Opportunities for Minorities and Women

By submission of a Bid in response to this solicitation, the Bidder agrees with all the terms and conditions set forth in contract boilerplate Appendix J: Supplier Diversity Requirements. Diversity practices are the efforts of contractors to include New York State-certified Minority- and Women-Owned Business Enterprises (“MWBEs”) in their business practices. Diversity practices may include past, present, or future actions and policies and include activities of vendors on contracts with nongovernmental entities and governmental units other than the State of New York. Assessing the diversity practices of contractors encourages contractors to engage in meaningful, capacity-building collaborations with MWBEs. OCM has determined, pursuant to New York State Executive Law Article 15-A, that the assessment of the diversity practices of Bidders to this procurement is feasible, practical, and appropriate.

RFP OCM-2026-09 Program Administrator

In accordance with Article 15-a of the New York State Executive Law and in conformance with the regulations promulgated by the Minority and Women’s Business Development Division of the New York State Department of Economic Development and set forth at 5 NYCRR Parts 140-144, the Bidder agrees to be bound by provisions to promote equality of economic opportunity for minority group members and women, and the facilitation of minority- and women-owned business enterprise participation.

The MWBE goal established under this RFP is 30% (15% MBE and 15% WBE).

3.2.6. NYS Service-Disabled Veteran-Owned Businesses

Article 17-B of the New York State Executive Law provides for more meaningful participation in public procurement by certified Service-Disabled Veteran-Owned Businesses (“SDVOB”), thereby further integrating such businesses into New York State’s economy. OCM recognizes the need to promote the employment of service-disabled veterans and to ensure that certified SDVOBs have opportunities for maximum feasible participation in the performance of OCM contracts.

In recognition of the service and sacrifices made by service-disabled veterans and in recognition of their economic activity in doing business in New York State, Bidders are expected to consider SDVOBs in the fulfillment of the requirements of the Contract. Such participation may be as subcontractors or suppliers, as protégés, or in other partnering or supporting roles.

The Bidder is encouraged to contact the Office of General Services’ Division of Service-Disabled Veterans’ Business Development at 518-474-2015 or VeteransDevelopment@ogs.ny.gov to discuss methods of maximizing participation by SDVOBs on the Contract.

The SDVOB goal established under this RFP is 6%.

3.2.7. Encouraging the Use of New York Subcontractors and Suppliers and New York State Business Usage Form

New York State businesses have a substantial presence in New York State contracts and strongly contribute to the economies of New York State and the nation. In recognition of their economic activity and leadership in doing business in New York State, Bidders for this contract for commodities, services or technology are strongly encouraged and expected to consider New York State businesses in the fulfillment of the requirements of the contract. Such partnering may be as subcontractors, suppliers, protégés or other supporting roles.

Bidders need to be aware that all authorized users of this contract will be strongly encouraged, to the maximum extent practical and consistent with legal requirements, to use responsible and responsive New York State businesses in purchasing commodities that are of equal quality and functionality and in utilizing services and technology.