RFQ for Related Services RFQ No. 25/00002 Rev. 1/16/25; Law No. 25-HS-1195 Commodity Code: 948 Suffolk County Department of Health Services Advertised: 3/13/25

Request for Qualifications (RFQ) to provide Related Services for the Suffolk County Department of Health Services Division of Services for Children with Special Needs

Timeline

Technical Questions Due: Will be accepted in writing (fax/email acceptable) on a rolling basis until 3:30pm on December 31, 2029. The Department of Health Services anticipates issuing addendums as necessary to respond to such questions.

Response Due Date: Responses will be accepted and reviewed and Contractors selected on a rolling basis through 3:30pm on January 31, 2030.

Contact Information

Elyse Holts Telephone. (631) 854-0117 Department of Health Services Fax: (631) 854-0116 3500 Sunrise Highway, Suite 124 Email: elyse.holts@suffolkcountyny.gov PO Box 9006 Great River, NY 11739-9006

Response Package Requirements

• Submissions to be sent to Suffolk County Department of Health Services.

• Number of Copies: Original plus two (2) copies.

• The RFQ No. (located on upper right hand corner of this page) must be on:

o All outer mailing envelopes/package o Original Response and all copies on the binder/cover page

• Original must be labeled “ORIGINAL.”

• All copies must be complete copies of the Original.

• Responses should be submitted in a tabbed and labeled binder, not permanently bound.

• Transmittal letter should be placed in First Tab of Binder.

• Do NOT return RFQ document. This is for you to keep for reference.

Late Responses Will Be REJECTED

Table of Contents

Section I Administrative Information

1. Purpose of RFQ

2. Coordination

3. Background Information

4. Evaluation Committee and Award of Contract

5. Questions and Comments

6. Due Date for Responses

7. Number of Copies of Response

8. RFQ Policies and Procedures

9. RFQ Posted on County Website

10. Reservation of Rights

11. Response Format

12. Contract Terms and Conditions

13. Use of County Resources to Interfere with Collective Bargaining Activities Local Law No. 26-2003

14. Non-Responsible Bidder

15. NYS Freedom of Information Law (FOIL)

Section II Responder Profile

1. General Information

2. Responder’s History

3. Qualifications and Experience of Personnel

4. Indebtedness to County, Liens, and Litigation

5. Other Contracts with the County

6. Subcontractors

Section III Technical Services Requirements

1. RFQ for Related Services

2. Background Information and Overview

3. Minimum Requirements

4. Services Covered by this RFQ

5. Multiple Contractors

6. Contract Term

Attachment III-A

Provider Contract Application - Part I

Section IV Compensation

Section V Model Contract

Section I Administrative Information

1. Purpose of RFQ

The County of Suffolk (“County”), acting through its duly constituted Suffolk County Department of Health Services (“Department”) invites responses (“Responses”) from qualified responders (“Responders”) for the provision of “Related Services” to preschool children as set forth in the New York State Education Law and as further set forth in Section III of this RFQ, entitled “Technical Services Requirements” (the “Services”). For the purposes of this RFQ, the term “Related Services” shall have the same meaning as set forth in Section 4410 of the New York State Education Law, as may be amended.

The term Contractor (“Contractor”) shall mean the successful Responder(s) who may be awarded a contract pursuant to this RFQ.

2. Coordination

a. The Department is responsible for coordinating the issuance of this RFQ. The name of the Department’s primary contact for this RFQ is set forth on page one of this RFQ.

b. The Department is responsible for coordinating with the Suffolk County Attorney’s Office and

Contractor regarding the negotiation and execution of the contract.

c. The County will execute a contract with the Contractor based on the Model Contract included in this RFQ. Note that the Model Contract is subject to negotiation and revision based on the Department’s needs and the approval of the County Attorney’s Office.

d. The Department is responsible for administration of the contract.

3. Background Information

a. Suffolk County, with a population of 1.5 million, is Long Island’s eastern-most County. The County covers an area of approximately 1,000 square miles, 20 miles at its widest part and approximately 86 miles in length.

b. The County of Suffolk is a municipal corporation of the State of New York with an annual operating budget of approximately $2.6 billion. The County employs approximately 12,000 employees, with main offices located in Hauppauge, Yaphank, Riverhead, and several smaller locations.

4. Evaluation Committee and Award of Contract

The RFQ Evaluation Committee will include representatives of the Department. The Suffolk County Department of Law acts as counsel to the Evaluation Committee, but does not vote in the selection process.

The award of any contract will be made in the best interest of the County.

5. Questions and Comments

a. Administrative Questions

Administrative questions (e.g. procedural questions on how to respond to this RFQ) may be submitted by telephone or in writing (fax/e-mail acceptable) to the contact person listed on page one of this RFQ.

b. Technical Questions

Technical questions (questions which are specific to the service requested in this RFQ) will be accepted in writing (fax/email acceptable) on a rolling basis as stated on page one of this RFQ.

Responses to such technical questions will be developed by the Department and issued in the form of Addendums to this RFQ. The Department anticipates issuing addendums as may be necessary to respond to such technical questions.

c. No Direct Contact

No questions or comments should be directed to any County employee or any firm currently in contract with the County regarding this RFQ during the RFQ process, except as set forth in sub-paragraphs 5.a and 5.b above or as may be requested or permitted by the Department and/or the Suffolk County Department of Law. Failure to comply may result in disqualification.

6. Due Date for Responses

a. Responses must be submitted to the attention of the contact person listed on page one, by 3:30 pm on the date set forth on page one of this RFQ.

b. In the interest of fairness to all participants, no extensions or exceptions will be permitted, unless issued as an Addendum to this RFQ and applicable to all Responders.

7. Number of Copies of Response

One (1) original, plus such additional numbers of copies as set forth on page one of this RFQ of responses to each of the following:

a. Responder Profile Requirement (Section II of RFQ); and

b. Technical Services Requirements (Section III of the RFQ).

Do not submit Responses that are permanently bound.

8. RFQ Policies and Procedures

a. It is the County’s intent to select those qualified Responder(s) who shall satisfy the needs of the Department.

b. The contract will be in the general format set forth in Section V entitled “Model Contract,”

c. The County reserves the right to amend this RFQ. The County reserves the right to reject any or all of the Responses, or any part thereof, submitted in response to this RFQ, and reserves the right to waive formalities if such action is deemed to be in the best interest of the County. The County reserves the right to request additional information from any Responder. The County reserves the right to award negotiated contracts to one or more Responders.

d. This RFQ is not intended and shall not be construed to commit the County to pay any costs incurred in connection with any Response or to procure or contract for any services.

e. The decision to award a contract shall be based on the ability of the Responder to provide quality and needed services and to comply with all applicable laws, rules, and regulations.

f. The award of any contract will be made as judged to be in the best interest of the County.

g. Each Response will be examined to determine whether it is responsive to the requirements of this

RFQ. All Responses will be evaluated in accordance with the above criteria.

h. While the County is under no obligation to contact Responders for clarifications, it reserves the right to do so. Depending on the number and quality of the Responses submitted, the County, at the sole discretion of the Evaluation Committee, may elect to interview all or some of the Responders during the selection process and to request presentations.

i. RFQ Section II entitled “Responder Profile” will be used in the Department’s evaluation of the

Responder’s general qualifications.

9. RFQ Posted On County Websites

This RFQ is available on-line at: www.suffolkcountyny.gov: click on “Business and Commercial” and then “Bids and Proposals” and follow the instructions to register and download the documents. By registering on-line you will automatically be notified of all future addendums. If you should need assistance, please contact the Department’s primary contact set forth on page one of this RFQ.

Advertisement of this RFQ is available at the Department’s website: https://www.suffolkcountyny.gov/health

10. Reservation of Rights

The County expressly reserves the right to:

a. Reject or cancel any or all responses or any part thereof submitted in response to this RFQ;

b. Withdraw the RFQ at any time, at the County’s sole discretion;

c. Disqualify any Responder whose conduct and/or Response fails to conform to the requirements of the RFQ;

d. Use Response information obtained through site visits, management interviews, and the County’s investigation of a Responder’s qualifications, experience, ability or financial standing, and any material or information submitted by the Responder in response to the County request for clarifying information in the course of evaluation and/or selection under this RFQ;

e. Prior to Bid opening, amend the RFQ specifications to correct errors, or oversights, or to supply additional information as shall become available;

f. Prior to Bid opening, direct Responders to submit Response modifications addressing subsequent RFQ amendments;

g. Change any of the dates concerning the RFQ award schedule;

h. Eliminate any mandatory, not-material specification that cannot be complied with by all of the prospective Responders;

i. Waive any requirements that are not material;

j. Award negotiated contracts to one or more Responders;

k. Negotiate with the successful Responder(s) within the scope of the RFQ, in the best interest of the County;

l. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a Response and/or to determine a Responder’s compliance with the requirements of the RFQ.

11. Response Format

Responses must include the following:

a. Transmittal Letter (one original plus number of copies listed on page one)

A transmittal letter is a letter on the Responder’s stationery. A corporate officer or an authorized agent of the Responder must sign the transmittal letter. The transmittal letter must state the name of the contact person who will be responsible for answering all questions of the RFQ Evaluation Committee. Include the telephone number, fax number, and email address for such contact person.

http://www.suffolkcountyny.gov/ https://www.suffolkcountyny.gov/health

b. Local Preference Law

Local Preference Law - Section A4-13 of the Suffolk County Administrative Code establishes a preference program for Suffolk County consulting contracts. This preference program requires all contracts for professional consulting services (engineering, architectural, planning, legal, and accounting, etc.) to be awarded to firms located and doing business within Suffolk or Nassau County, except where no local consultant has the necessary expertise or credentials to provide the needed service, or where the local consultant's response to a Request for Proposals (RFP) exceeds the otherwise lowest response by more than 10%. The local law contains specific definitions and language relative to application of this law which interested parties should review.

The laws of Suffolk County are available free of charge at http:legis.suffolkcountyny.gov/ under the “Search the Laws of Suffolk County” tab.

If applicable, include a statement with the Proposal asserting the applicability of the Local Preference Law. The statement must include the reasons for assertion of the applicability of the Local Preference Law.

c. Responder Profile/Response to Questions set forth in the RFQ Section entitled “Responder Profile”

Responders’ responses will be used in the County’s evaluation of the Responder’s general qualifications.

d. Responder’s Proposed Technical Services to items set forth in the RFQ Section III, entitled

“Technical Services Requirements”

This section will be used in the Department’s evaluation of the Responder’s proposed technical services.

e. List (if applicable) of Subcontractors

i. Identify all subcontractors the Responder plans to use and the function for which such subcontractors will be responsible. Provide qualifications, including prior relevant experience, for all subcontractors anticipated to be used.

ii. Subcontractors must respond to all questions set forth in the RFQ section entitled “Responder Profile.”

iii. Subcontractors must respond to all requirements, to the extent such requirements are applicable to the services they will be providing, set forth in the RFQ Section entitled “Technical Services Requirements.”

iv. Failure to include this information in the Qualification may be grounds for disqualification.

f. Conflict of Interest and/or Potential Conflicts of Interest

i. Relationships with Third Parties

Any Responder to the County is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any companies or individuals with whom the County does business with respect to the services required by this RFQ. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

ii. Relationships with County Departments/Agencies/Employees Any Responder to the County of Suffolk is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or http://www.co.suffolk.ny.us/ previous, with any County department, agency or employee. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

12. Contract Terms and Conditions

a. Reference is made to the Model Contract set forth in Section V. The Model Contract is included to illustrate general terms and conditions, including indemnification and insurance, which will be included in the contract when executed.

b. If the Responder has a concern or question as regards any of the terms and conditions included in the Model Contract, the Responder should note such concerns or questions in their Response. The Response must identify any items relating to the Model Contract that the Responder requests be negotiated.

c. The Model Contract is subject to revision arising out of the terms and conditions imposed by law and/or deemed appropriate by the County Attorney’s Office.

d. Portions of the Response, as may be subsequently modified in negotiations with the County, may be included as exhibits in any contracts that the County may execute with the Responder.

e. The County will execute a contract with principal contractors only. Any arrangements, including fee arrangements, partnerships, or collaborations between the principal contractor and subcontractors that provide services as part of the Response, must be fully disclosed in the Response.

f. The Responder should not return the Model Contract with the Response.

13. Use of County Resources to Interfere with Collective Bargaining Activities

Local Law No. 26-2003

Responders are advised that the efficient, timely, and non-disruptive provision of goods and services is a paramount financial interest of the County and, as such, the County requires the potential Contractor to protect the County’s financial interest by adopting non-confrontational procedures for the orderly resolution of labor disputes, including but not limited to, neutrality agreements, majority authorization card agreements, binding arbitration agreements, fair communication agreements, non-intimidation agreements, and reasonable access agreements.

14. Non-Responsible Bidder

It shall be the duty of the Responder to read, become familiar with, and comply with the requirements of Article II of Chapter 189 of the Suffolk County Code.

The Responder certifies that it has complied with the disclosure requirements under section 189-7 of the Suffolk Code, it is in compliance with all applicable licensing laws, and that it either has not engaged in a prohibited act covered under section 189-5 of the Suffolk County Code or is otherwise exempt from the provisions of Article II of Chapter 189 of the Suffolk County Code under section 189-9.

This certification shall be set forth on the LL52-2012 Form “Disqualification of Non-Responsible Bidder.”

15. NYS Freedom of Information Law (FOIL)

All Responses for the County’s consideration will be held in confidence pending final execution of the contract(s) unless disclosure is required by law or judicial order. However, fully executed contracts are subject to the New York State Freedom of Information Law (“FOIL”), codified at Public Officers’ Law Article

6. Therefore, if a Responder believes that any information in its Response constitutes a trade secret or is otherwise information which, if disclosed, would cause substantial injury to the competitive position of the Responder’s enterprise, and the Responder wishes such information to be withheld if requested pursuant to FOIL, the Responder shall submit with its Response a separate letter addressed to the primary contact referenced in this RFQ, specifically identifying the page number(s), line(s) or other appropriate designation(s) of the Response containing such information, explaining in detail why such information is a trade secret or is other information, which if disclosed would cause substantial injury to the competitive position of the Responder’s enterprise, and formally requesting that such information be kept confidential.

Failure by a Responder to submit such a letter with its Response will constitute a waiver by the Respondent of any interest in seeking exemption of this information under Article 6 of the Public Officers’ Law relating to protection of trade secrets. The proprietary nature of the information designated confidential by the Responder may be subject to disclosure if it is requested and the County deems it subject to disclosure or if ordered by a court of competent jurisdiction. A request that an entire Response be kept confidential may not be considered reasonable since a Response cannot reasonably consist of all data exempt from FOIL.

End of Text for Section I

Section II Responder Profile

1. General Information

a. Full name and address.

b. Year founded and history, as applicable.

c. Total number of employees, as applicable.

d. Location(s) from which all services will be performed.

e. Describe the nature of your organization (e.g. municipal corporation, business corporation, not-for-profit corporation, proprietorship, etc.), as applicable.

f. Contact person and title, as applicable.

2. Responder’s History

a. Describe other projects involving similar services. Outline your experience and duration in the provision of such similar services, including the client population served and the length of time of providing such services.

b. Responders must demonstrate that they have the necessary expertise to provide the required services.

Each Responder should describe in detail the relevant expertise it has in providing the services required.

The description should include but need not be limited to:

i. a brief description of the program or programs it provides;

ii. the number of years it has provided the service;

3. References

From the list of individuals/entities provided in response to paragraph 2.c, above, provide three agency references for which you have provided services (current governmental or quasi-governmental agencies preferred). Provide name of the individual/entity, services, contact name and telephone number

4. Qualifications and Experience of Personnel

a. Provide resumes of the account manager and other key staff who will be assigned to this project.

b. For each professional listed above, describe his/her qualifications and provide information, as it relates to the Services, regarding:

i. Education;

ii. Professional licenses and other affiliations (copies of which shall be submitted with Responses);

iii. Number of years engaged in services related to the services requested in this RFQ;

iv. Other relevant work experience or qualifications;

v. The role each identified person would play.

c. Qualifications must include at a minimum, but are not limited to the following requirements:

i. Responders must complete a Provider Contract Application - Part I (attached to this RFQ and labeled Attachment III-A).

ii. Responders must submit copies of licenses/certifications and upon the Division’s request proof of:

A. Child Abuse Course Certification

B. PPD within one (1) year C. Annual physical D. Clearance from New York State Central Registry of Child Abuse and Maltreatment (SCR) E. Fingerprinting/criminal background check for all contractors and employees providing Related

Services

iii. Responders must submit three (3) reference letters, which have been written within the last two (2) years. Responders that are current contractors of the County for the provision of Related Services are exempt from this requirement.

d. Will temporary staff also be involved? If so, include details of their supervision and training.

In addition, Suffolk County may make such investigations as it deems necessary to determine the ability of the Responder to perform the work. The Responder shall furnish to the County, within five (5) business days of a request, all such information and data for this purpose as may be requested. The County reserves the right to reject any Response if the information submitted by, or investigation of such Responder fails to satisfy the County that such Responder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Responses will not be accepted.

5. Indebtedness to County, Liens, and Litigation

Submit a statement as to indebtedness, if any, to the County; and a listing of all outstanding liens, if any, against the Responder. Submit a summary of all litigation, if any, against the Responder and disposition or outcome of same.

6. Other Contracts with the County

Provide a list of all contracts with the County of Suffolk within the last five years (regardless of type of service) and the time period for those services.

7. Subcontractors

If you intend to use the services of a subcontractor, please provide all of the above in this Section for each subcontractor.

Note that the County must pre-approve the use of any subcontractors.

End of Text for Section II

Section III Technical Services Requirements

1. RFQ for Related Services

The County of Suffolk (“County”), acting through its duly constituted Suffolk County Department of Health Services (“Department”) invites Responses from qualified Responders interested in providing Related Services (“Services”).

2. Background Information and Overview

a. Department of Health Services

i. The mission of the Suffolk County Department of Health Services (“Department”) is to promote wellness and protect the public’s health and environment.

ii. The Department has a main office located at 3500 Sunrise Highway, Suite 124, Great River, New York 11739, and is comprised of six (6) divisions and an Office of Minority Health. The divisions include Public Health, Patient Care Services, Community Mental Hygiene Services, Environmental Quality, Preventive Medicine, and Services for Children with Special Needs.

iii. Through the various divisions and the Office of Minority Health, the Department delivers the following services: programs to eliminate health disparities among racial and ethnic minorities;

programs to promote access to primary care services including jail medical/behavioral healthcare;

public health protection and disease prevention programs; public health emergency preparedness;

comprehensive programs to protect and preserve the natural resources of Suffolk County and to protect County residents against adverse environmental factors; treatment for individuals with mental illness, developmental disabilities, and chemical dependency; early intervention, pre-school education, and children with special needs programs; health education programs, tobacco cessation classes, falls prevention programs for the elderly, and community-based projects promoting nutrition, physical activity and wellness; and oversight for the County’s emergency medical response system.

iv. The Department has a 2024 Operating Budget of over $400 million.

b. Department’s Division of Services for Children with Special Needs

i. The Department’s Division of Services for Children with Special Needs (“Division”) has programs that provide educational, therapeutic, and medical services for eligible children from birth until entry into school and provides medical services for children with covered conditions from birth to twenty-one (21) years of age through the Pre-School Program and the Children with Special Health Care Needs program. These programs provide related services and preschool 4410 provider and/or evaluation services.

ii. In accordance with Section 4410(9)(c) of the New York State Education Law, it is the responsibility of the County to contract with related services providers. Related Services is defined as developmental, corrective, and other supportive services as are required to assist a student with a disability and includes speech-language pathology, audiology services, psychological services, physical therapy, occupational therapy, counseling services, including certain rehabilitation counseling services, parent counseling and training, school health services, school social work, assistive technology services and other appropriate developmental or corrective support services as defined by 8 NYCRR Part 200.

3. Minimum Requirements

a. Responses from Qualified Individual Responders

Technical Responses must contain, at a minimum, the following information:

i. A fully detailed Technical Response, which addresses all requirements set forth in paragraph 4 of this Section III.

ii. Responders must include all required information listed in Sections I and II of this RFQ.

iii. Statement confirming the Responder’s willingness to complete the Department’s credentialing process.

iv. Statement representing and warranting that the Responder has and shall continue to possess the required education, knowledge, experience and character necessary to qualify them for the particular duties they perform; that the Responder meet all standards for providers of Services as may be specified by the NYSED; and that the Responder has and shall continue to have all required and up-to-date New York State approvals, authorization(s), certification(s), registration(s), license(s) or permit(s) required by the NYSED. Responders must confirm that documentation of compliance with this requirement will be maintained and make such documentation available for audit and inspection by NYSED, the Division, and/or the Board of Education of the district of a Child for whom Services are performed to.

v. Statement confirming that, in the event the Responder becomes aware that its New York State certification and/or License, Drug Enforcement Agency (“DEA”) registration, Medicare or Medicaid certification is restricted, suspended, temporarily and/or permanently revoked, or is under investigation by any regulatory authority, it will contact the Division in accordance with Division directives.

vi. Statement confirming that the Responder has documentation of completion of a child abuse course.

vii. Statement confirming that the Responder will submit an application to the Division for clearance through the New York State Child Abuse Registry and acknowledging that Services cannot be performed until clearance is received.

b. Responses from Qualified Agency Responders

Technical Responses must contain, at a minimum, the following information:

i. A fully detailed Technical Response, which addresses all requirements set forth in paragraph 4 of this Section III.

ii. Responders must include all required information listed in Sections I and II of this RFQ.

iii. Statement confirming the Responder’s willingness to complete the Department’s credentialing process.

iv. Statement representing and warranting that its employees, agents and subcontractors have and shall continue to possess the required education, knowledge, experience and character necessary to qualify them individually for the particular duties they perform; that its employees agents and subcontractors meet all standards for providers of Services as may be specified by the NYSED;

and that the Responder has and shall continue to have, and, to the extent applicable, its employees, agents and subcontractors have and shall continue to have, all required and up-to-date New York State approvals, authorization(s), certification(s), registration(s), license(s) or permit(s) required by the NYSED. Responders must confirm that documentation of compliance with this requirement will be maintained and make such documentation available for audit and inspection by NYSED, the Division, and/or the Board of Education of the district of a Child for whom Services are performed to.

v. Statement confirming that, in the event it becomes aware that the New York State certification and/or License, DEA registration, Medicare or Medicaid certification of any staff member, employed or contracted, is restricted, suspended, temporarily and/or permanently revoked, or is under investigation by any regulatory authority, it will contact the Division consistent with Division directives.

vi. Statement confirming that the Responder will verify that any agent, employee, or subcontractor has documentation of completion of a child abuse course.

vii. Statement confirming that it will utilize the New York State Child Abuse Register, with respect to all staff employed or contracted, when required by law, and when an authorization code is issued by the appropriate New York State agency.

4. Services Covered by this RFQ

Successful Responders will be expected to provide Related Services, as directed by an appropriate school district’s Committee on Preschool Education (“CPSE”). Services and requirements to perform Services may include, but not be limited to, the following:

a. Provision of Related Services as defined in Sections 4401 and 4410 of the New York State Education Law and the regulations of the New York State Commissioner of Education to a child between the ages of 3-5 eligible for Related Services as may be directed by the Division and in accordance with an Individualized Education Plan (“IEP”) approved by the CPSE or Board of Education of the appropriate school district pursuant to Section 4410 of the Education Law. For purposes of this RFQ, a “Child” means an Eligible Child, as defined in section 4410(1)(j) of Education Law, as may be amended.

i. Such Services must be of the type, duration, and frequency as are recommended by an individual Child’s CPSE and as approved by the applicable Board of Education and stated in such Child’s

IEP.

ii. By responding to this RFQ, Responder agrees to comply with the Department’s directives and procedures and with the most recent edition of the Related Services Policy and Procedures Manual, issued by the Division, as may be revised from time to time by the Division.

iii. The type, duration, frequency or location of any of the Services recommended by the approved Child’s IEP shall not be modified, revised, initiated, or terminated for any reason, unless such change is recommended by the appropriated CPSE, as the result of a review meeting, and approved by the applicable Board of Education.

iii. Prior to the delivery of Services, a prescription from a physician or other authorized professional for those Services requiring a prescription must be on file and the prescription must conform with the service delivery dates on the Child’s IEP. All prescriptions must conform to Medicaid School Supported Health requirements.

iv. The County and its contracted agencies and providers utilize the CPSE Portal, to notify agencies and providers as to what services are assigned to them. The agencies and providers will be expected to access the portal to register their activities associated with the assigned services and to use the portal to invoice the County for payment. Instructions for the Portal will be distributed to the agencies and providers who are granted contracts.

v. Prior to the delivery of services, a copy of the prescription and Medicaid consent must be entered into the CPSE Portal.

b. Compliance with the procedures established by the County consistent with the New York State Education Department’s (“NYSED”) policy for recommending Child-specific assistive technology equipment.

c. If Services will be performed at a facility, the facility must be a CPSE-approved facility and must have a physical plant that is appropriately equipped and supplied to meet the needs of the Child as determined by the CPSE Chairperson. Contractor must ensure that such facility:

i. Will comply with any and all federal, state and local building and/or safety codes, ordinances, and regulations; and

ii. Is safe and suitable for the care and comfort of Children, including all equipment and furnishings, and that such facility is maintained a good state of repair and sanitation; and

iii. Is kept free from dampness, odors, vermin, and accumulation of trash; and

iv. All rooms, equipment, surfaces and furnishings accessible to Children will be cleaned and disinfected as needed to protect the health and safety of Children.

d. Sending written notification immediately to the Child’s parent, the appropriate CPSE chairperson, and the

Division if at any time a Related Service as set forth in the Child’s IEP cannot be provided to a Child. For the purposes of this RFQ, a “Parent” is defined as the parent of a Child eligible for Related Service(s) or other person authorized to give parental consent. Such notification may include, but not be limited to, specifying the Related Service(s) that cannot be provided, the attempts taken to correct the situation, and the projected date of resumption of the provision of such Related Service, as applicable.

e. Attending meetings of the CPSE, upon request, without compensation, unless designated as a Coordinator of Services.

f. Conferring, by telephone or in person, with the district CPSE, the Parent, the Coordinator of Services (if applicable), and the Department regarding all aspects of the Services, as necessary and without additional compensation. For purposes of this RFQ, the “Coordinator of Services” is defined as a service provider that has been designated by the CPSE and approved by the applicable Board of Education to coordinate the provision of services to a child who’s IEP includes two or more related services. If the IEP includes special education itinerant services and one (1) or more related services, the SEIT provider is responsible for the coordination of services.

g. Maintaining accurate written records of the attendance and absence of each Child for whom Services are being provided. Such record shall be in such form as may be specified by the Division.

h. Reporting the absence of a Child, consistent with the Department’s directives.

i. Immediately reporting that a Child has moved from the district to the Division and the Child’s school district.

j. Submitting quarterly and annual progress reports as required by the NYSED and the Division. Annual progress reports must include assessments of the Child’s present levels of function towards the goals written in the Child’s IEP.

k. Providing Services as approved in the contract; additions to the Services must be approved by the County prior to the delivery of service.

l. Complying with the conditions and requirements of screening employees including fingerprinting and background investigations as may be promulgated by the County and/or the NYSED. Any violation of said conditions and requirements shall constitute a material breach of the contract sufficient to cause immediate termination of the contract by the County.

m. Running annual background checks on all employees and/or subcontractors through the New York State Division of Criminal Justice and the New York State Central Registry. Responder ensures that no employee or subcontractor will perform Services should such background check result in an adverse finding(s) against such employee or subcontractor.

n. Submitting an attestation, on a form provided by the Department, containing a list of contractors and employees on an annual basis and whenever new personnel are added.

o. Maintaining a primary file for each Child to whom Services are provided to. Documentation within the primary file shall include, but not be limited to, a complete and current record of the Services provided to each Child and will include the required documentation in accordance with the Division’s directives. Said file shall be available for review by representatives of the Department during working hours at the Contractor’s place of service, delivery or business, and if required, at a County facility. Such file shall be maintained pursuant to NYSED’s Schedule Ed of the State Archives Record Administration (“SARA”). By responding to this RFQ, Responder agrees that said files are confidential and will not be disseminated or released except in accordance with the County’s directives and state law and regulations.

p. Maintaining clinical and all other records related to the provision of Services. Such records shall be available at all reasonable times for inspection, review, evaluation and audit by properly authorized personnel of the County, the State and Federal government, subject to any limitations or restrictions imposed by any statutes, rules or regulations governing confidentiality of Child records, for a period not less than that required by applicable law, regulations or record retention schedules of the County, State or Federal government.

q. Participating, as needed, in impartial hearings or mediation without additional compensation.

r. Attending training sessions, as may be required by the Division. All direct service providers must complete and document 10 hours of continuing education per year.

s. Cooperating and participating in the implementation of quality assurance reviews conducted periodically, as determined by the Division or the NYSED.

t. Permitting the Department to conduct audits and periodic reviews consistent with applicable laws and regulations. An audit may include but not be limited to visiting the sites utilized for the provision of Services and observing the Contractor’s programs, functions and services as may be related to the contracted Services. It is understood by the Responder that the Department may conduct such audit at any time, upon prior notice by the Department, and such visits may take place whether or not its executive staff is present and available.

u. Cooperating with the Department in ascertaining whether a referred or eligible Child is eligible for, or enrolled in, a medical assistance program and to provide applicable documentation and information as requested by the Department.

Complying with, including but not limited to, New York State law, all rules and regulations of the NYSED Commissioner, Medicaid, HIPAA, and protocols and procedures issued by the Department

5. Multiple Contractors

The County reserves the right to award contracts to more than one (1) Responder deemed qualified in response to this RFQ.

6. Contract Term

The Department is seeking to enter into contracts with awarded Responders for the period of July 1, 2025 through June 30, 2030.

End of Text for Section III

Attachment III-A

PROVIDER CONTRACT APPLICATION - PART 1

Note: Although the New York State Department of Health has authorized you to provide Related Services, Suffolk County is not required to contract with all State-approved entities. Suffolk County has the right to evaluate the suitability of prospective providers to meet local geographic and service model needs, and their character and competence.

INSTRUCTIONS: Please type or print. Every question must either be answered or noted “N/A”. Use additional sheets if necessary. The Department reserves the right to verify from other sources any of the information herein.

INCOMPLETE APPLICATIONS WILL NOT BE REVIEWED.

Name: __________________________________________________________ Date: __________________________

Address: _________________________________________________________________________________________

Telephone No.: __________________________________ Fax No.: _________________________________________

Federal Taxpayer ID No./Social Security No. _____________________________________________________________

1. Do you now, or have in the past 10 years, used an EIN, SSN, name, trade name or abbreviation other than the name or number listed above? [ ] Yes [ ] No

If ‘yes’, provide details: _______________________________________________________________________

2. Did anyone other than the individual applicant help prepare this application or provide any assistance undertaken for the purpose of obtaining a contract? [ ] Yes [ ] No

If ‘Yes’, please explain and give names: __________________________________________________________

3. Do you currently provide or have you ever provided, Related Services in other counties in the State of New York?

[ ] Yes [ ] No

If so, please indicate which counties. If you are no longer in contract with these counties, please explain the reasons. ___________________________________________________________________________________

4. Have any parents, providers, or officials in other counties filed any systems complaint against you with State

Department of Health or State Department of Education? [ ] Yes [ ] No

If ‘Yes’, please explain and attach a copy of the State’s findings: _______________________________________

5. Have you been a subcontractor to any Related Service Provider Agencies?

[ ] Yes [ ] No

If ‘Yes’, provide details: _______________________________________________________________________

SECTION A

6. Has Suffolk County awarded any contracts to you within the past 10 years? [ ]Yes [ ]No

If ‘yes’, provide details: _______________________________________________________________________

7a. List all instances in the past five (5) years in which a government agency, including federal, state, or local agency, has audited, or caused to be audited, your books and records.

7b. Have any such audits revealed any deficiencies in either its system of internal operations or its compliance with contractual agreements or laws and regulations? [ ]Yes [ ]No

8. In the past five (5) years, have you been the subject of a criminal investigation and/or a civil antitrust investigation and/or any other type of investigation by any federal, state or local prosecuting or investigative agency including but not limited to federal, state and local regulatory agencies including Suffolk County? [ ]Yes [ ]No

If ‘yes’, provide details for each such investigation, naming the investigating agency, the reasons for the investigation, and the results of the investigation: ___________________________________________________

9. In the past five (5) years, have you had any judgment or injunction obtained against you in any judicial or administrative action or proceeding, and/or is any such action or proceeding now pending? [ ]Yes [ ]No

10. Have you been in default at any time in the past five (5) years on any obligation to, or subject to any unsatisfied judgment, injunction or lien including, but not limited to, judgments based on taxes owed and fines and penalties assessed by any government agency? [ ]Yes [ ]No

11. Have you ever had a contract, certification or license with any government agency suspended or terminated for cause prior to the expiration date of the contract, certification or license? [ ]Yes [ ]No

If ‘yes’, provide details: _______________________________________________________________________

12. Has a contract between you and any government agency not been renewed? [ ]Yes [ ]No

If ‘yes’, please explain: ________________________________________________________________________

13. Have you been the subject of any investigation by any government agency, including but not limited to federal, state and local regulatory agencies? [ ]Yes [ ]No

14. List all convictions and/or arrests (other than traffic violations) including date, charge, disposition, etc.

15. The undersigned proposer affirms and declares that, other than as detailed below, said proposer is not in arrears to Suffolk County or any agency or department thereof upon debt, contract or taxes; and is not a defaulter, as surety or otherwise, upon obligation the Suffolk County; and has not been declared not responsible, or disqualified, by any agency of Suffolk County; nor is there any proceeding pending by Suffolk County relating to the responsibility or qualification of the proposer to receive public contracts. The undersigned also affirms that he/she had read and understands the State Department of Health Early Intervention Regulations found at 10 NYCRR Subpart 69-4.

Name: ____________________________________________________________________________________

Signature: ____________________________________________________ Date: ________________________

SECTION B

1. Check the Related Services which the agency is applying to provide:

( ) Speech Therapy ( ) Visually Impaired Services ( ) Physical Therapy ( ) Certified Teacher Assistant ( ) Occupational Therapy ( ) Music Therapy ( ) Psychology Services ( ) Nursing Services ( ) Social Work Services ( ) Assistive Technology Services ( ) Audiology ( ) Orientation & Mobility Training ( ) Hearing Impaired Services

2. Will you focus on neighborhoods/geographic areas? If so, which ones? _________________________________

3. Where do you plan to provide services (e.g., daycare centers): ________________________________________

4. Do you plan to serve any special population(s)?

If so, which one(s)? (e.g., children with speech delays, hearing/visual impairments, motor delays, PDD):

5. Indicate the hours and days during which you will work: ______________________________________________

6. Additional comments: ________________________________________________________________________

SECTION B

CERTIFICATION

MATERIALLY FALSE STATEMENT WILLFULLY OR FRAUDULENTLY MADE IN CONNECTION WITH THIS APPLICATION MAY RESULT IN RENDERING THE SUBMITTING INDIVIDUAL NOT RESPONSIBLE WITH RESPECT TO THE PRESENT PROPOSAL OR FUTURE PROPOSALS, AND, IN ADDITION, MAY SUBJECT THE PERSON

MAKING THE FALSE STATEMENT TO CRIMINAL CHARGES.

I, ____________________________________________, being duly sworn, state that I have read and understand all the items contained in the foregoing ____ pages of the Provider Contract Application, Part 1 and the following attachments; that I supplied full and complete answers to each item therein to the best of my knowledge, information and belief; that I will notify the Department in writing of any change in circumstances occurring after the submission of this application and before the execution of any contract; and that all information supplied by me is true to the best of my knowledge, information and belief. Furthermore, I will notify the Department in writing of any changes in any responses to the application at any time before a contract is signed, and, if a contract is executed, during the time of that contract or any subsequent contracts.

State of New York (SS

County of ______________________)

Sworn before me on this

______ day of __________________ 20______

Notary Public (Note: Affix Notary Stamp)

End of Text for Section III, Attachment A

Section IV Compensation

1. The County’s intent is to pay the Contractor, in accordance with the below rate schedule. The Contractor shall make every effort to provide Services in thirty (30) minute increments. Revisions to the below rate schedule, including, but not limited to rate changes and additional types of Services and rates, are at the Department’s discretion and subject to NYSED approval.

Type of Related Service Code Individual ½ Hour Rate

Group ½ Hour Rate

Coordinator of Services

½ Hour Rate Speech Therapy *1 ST $50.00 $33.00 $50.00 Physical Therapy PT $50.00 $33.00 $50.00 Occupational Therapy OT $50.00 $33.00 $50.00 Psychology Services *2 PSY $50.00 $33.00 $50.00 Social Work Services SOC $27.50 $19.25 $27.50 Audiology AUD $33.00 $0.00 N/A Teacher of the Hearing Impaired *3 TDF $50.00 $33.00 $50.00 Teacher of the Visually Impaired *4 TVI $50.00 $33.00 $50.00 Certified Teacher Assistant *5 ASST $19.25 $0.00 N/A Music Therapy MUS $27.50 $19.25 $27.50 Nursing Services *6, *7, * NUR $30.25 $0.00 $30.25 Nutrition Therapy OTH $27.50 $0.00 $27.50 Orientation & Mobility Training OMT $50.00 $33.00 $50.00 Parent Training PNT $50.00 $33.00 N/A Assistive Technology Services ATS $50.00 $0.00 N/A Notes for Rate Schedule

*1 Contractor must be a certified Teacher of the Speech & Hearing Handicapped and a Licensed Speech Pathologist, except that a Teacher of the Speech & Hearing Handicapped who is not a Licensed Speech Pathologist may provide services as a salaried employee of a NYSED-approved 4410 center based program if that Teacher of the Speech & Hearing Handicapped provides services under the direction of a Licensed Speech Pathologist.

*2 Contractor must be a Licensed Psychologist, except that a certified…