Governor Kathy Hochul Kristin Proud, Executive Director

Funding Announcement Notice of Availability of Federal Funds and Requests for Proposals (RFP) by the New York State Council on Developmental Disabilities (CDD) (Online Submission Required)

Supporting Aging Caregivers of Adults with Developmental Disabilities (DD)

(Statewide Financial System (SFS) Event ID# CDD-AGC-26)

To fund one grantee up to $250,000 per year for up to 5 years ($1,250,000 total, subject to availability of funding) to support an innovative and scalable model to help people with developmental disabilities and their aging caregivers to plan for long-term residential stability, safety, and well-being when their caregivers are no longer able to provide support.

Important Dates

Please note: All applicants must be a prequalified vendor in the Statewide Financial System (SFS) to apply.

RFP Release Date 9/1/2026 Closing Date for Questions 9/16/2026 Questions/Answers Posted By 9/21/2026 Changes to RFP Posted By 9/21/2026 Proposal Due Date (SFS submission required) 10/2/2026 Anticipated Award Announcement 10/30/2026 Anticipated Contract Start Date 1/1/2027

********** Please Read **********

New York State requires nonprofits to register in the Statewide Financial System (SFS) and complete the Vendor Prequalification process for proposals to be evaluated. SFS information can be found at https://grantsmanagement.ny.gov/get-prequalified

*Proposals received from eligible nonprofit applicants who have not been registered AND prequalified in the Statewide Financial System (SFS) by the Proposal Due Date of 11:59 pm ET on October 2, 2026, will not be evaluated; and therefore, will be disqualified from further consideration.

Note: Throughout this document, the terms proposals, bids/bid event, offers, and applications are used interchangeably, as are applicants, bidders and offerors.

Please note the issuance of this RFP does not obligate the CDD to award a grant(s).

https://grantsmanagement.ny.gov/get-prequalified

Contents

Overview of Grant Opportunity & Desired Outcomes

1.1 CDD Mission

1.2 Purpose and Funding Availability

1.3 Term of Contract

1.4 Project Background

1.5 Expected Key Deliverables

1.6 Desired Project Outcomes

General Information and Deadlines

2.1 Designated Contact / Issuing Officer

2.2 Questions about this RFP

2.3 RFP Amendments

2.4 Deadline for Submission of Proposals

Applying for this Grant Opportunity

3.1 Minimum Qualifications

3.2 SFS Registration and Prequalification Process

3.3 Application Overview

3.4 Finding this Grant Opportunity in the Statewide Financial System (SFS)

3.5 Completing Your Application in the Statewide Financial System (SFS)

3.6 Submitting the Application in SFS

3.7 Statewide Financial System (SFS) Helpful Links and Help Desk Information

Evaluation Process

4.1 Eligibility Review Process / Minimum Criteria

4.2 Programmatic Review Process

4.3 Scoring Rubric

General Terms & Conditions

5.1 CDD Administrative Information

5.2 Award Selection and Notification

5.3 General Information for Successful Bidders

5.4 CDD Reserved Rights

5.5 Obtaining Workers’ Compensation and Disability Benefits Certificates of Insurance

5.6 Vendor Responsibility Requirements

5.7 Sexual Harassment Prevention Certification

5.8 Business with Russia Prohibition Certification

Selected Applicants/Grant Award

6.1 State of New York Master Contract for Grants (MCG)

6.2 Grantee Reporting Requirements

6.3 Grantee Responsibilities: Publication Rights & Confidentiality of Information

6.4 Grantee Assurances

Appendices

Appendix A – Demographics of New York State Appendix B – Definitions of Terms

Overview of Grant Opportunity & Desired Outcomes

1.1 CDD Mission

The mission of the New York State Council on Developmental Disabilities (CDD) is to enhance the lives of New Yorkers with developmental disabilities (DD) and their families through programs that promote self-advocacy, participation, and inclusion in all facets of community life.

1.2 Purpose and Funding Availability

The CDD is seeking proposals to support an innovative and scalable model to help people with developmental disabilities and their aging caregivers to plan for long-term residential stability, safety, and well-being when their caregivers are no longer able to provide support. The available funding for this opportunity is up to $250,000 per year for up to 5 years (subject to availability of funding).

1.3 Term of Contract

The contract awarded in response to this RFP will be for up to 5 years (subject ot he availability of funding) with an anticipated start date of January 1, 2027, and an end date of December 31, 2031.

1.4 Project Background

Many adults with developmental disabilities (DD) in the United States live with family caregivers, many of whom are aging and increasingly unable to provide ongoing support. Nationally, an estimated 75% of adults with DD live with a parent or caregiver, and nearly one million households include an adult with DD supported by a caregiver over the age of 60. At the same time, people with DD are living longer, with life expectancy now approaching 70 years. As both people with DD and their caregivers age, the likelihood of caregiving disruption, housing instability, and crisis placement increases significantly.

In New York State, caregivers of adults with DD face similar challenges. Approximately 70% of people with DD live with a family caregiver. Among these caregivers, 25% are over the age of 60, with an additional 35% between the ages of 41 and 59. Of the approximately 130,000 individuals served through the New York State Office for People With Developmental Disabilities (OPWDD), approximately 35,000 reside in certified residential settings, while the majority, approximately 95,000 people, live with family, independently, or in other non-certified housing arrangements. This data emphasizes the extent to which the system relies on family caregivers to sustain housing and support.

State-level resources such as the NYS Office for the Aging’s Future Planning Guidebook for Older Caregivers of Adults with DD also highlight that aging caregivers often feel overwhelmed by the prospect of long-term planning and need guidance on housing, financial, and legal resources. This need was further reinforced by stakeholder engagement during the development of the CDD’s 2027- 2031 State Plan, where both people with DD and their families identified housing and future planning as top priorities, alongside limited awareness of available options and supports.

As caregivers age, they may become less able to provide intensive support, may experience sudden health care emergencies, or pass away. Without intentional planning, people with DD are at increased risk of experiencing service disruption, loss of housing, or emergency placement when their caregivers are no longer able to provide support. In many cases, siblings or extended family become the default or unexpected caregivers during these transitions, often assuming significant responsibility with little preparation or formal support.

This concern is particularly impactful for families supporting people with higher or more complex needs, as well as those living in non-certified settings where fewer structured supports, and planning pathways exist. The absence of coordinated and proactive support leaves many families unprepared for inevitable transitions.

Approach

The CDD will seek proposals which focus on supporting an innovative and scalable model to help people with developmental disabilities and their aging caregivers to plan for long-term residential stability, safety, and well-being when caregivers are no longer able to provide support. This should be done by developing actionable, person-centered solutions that reduce crisis placements and improve stability for people with DD. Proposals should focus on supporting families through education, direct support, planning and other opportunities. The prospective grantee should also identify strategies to convene key stakeholders to collaborate on solutions, with a focus on scaling and sustaining the work.

While proposals will be encouraged to prioritize caregivers over the age of 60 who support individuals with more complex needs, they should also aim to be inclusive of all families and family members who could benefit.

The prospective grantee would be expected to develop a project which integrates:

1. housing stability and innovative living arrangements,

2. financial and benefits planning,

3. preparation for future support and caregiving,

4. legal considerations and decision-making,

5. health care considerations, and

6. crisis prevention

Recognizing that navigating complex systems can be challenging for families, proposals should explore the development of enhanced support roles, such as future planning navigators, specialized coordinators, or enhanced brokerage models, that can help families turn plans into actionable steps.

Housing solutions should be a primary focus, exploring a variety of options including certified residential opportunities, aging in place, shared living arrangements, paid neighbors and natural supports, and other community-based solutions. While the prospective grantee will be encouraged to explore all housing options available to families, the approach to planning should be person-centered and explore both the benefits and risks of each housing model. The prospective grantee should work within the framework of the Home and Community Based Services (HCBS) Settings Rule, and consider safeguards and legal review to mitigate risk for the person with DD.

Education and capacity building should also be key components of this work, with a focus on long-term planning and financial and benefits literacy. Efforts should be directed not only toward caregivers, but also toward the full circle of support for the person with DD, including siblings, extended family members and other trusted supporters who may play a future role in care and decision-making.

Training opportunities should also engage professionals who support long-term planning, such as care managers, brokers, fiscal intermediaries, attorneys, and health care providers. Training topics should align with the key components of future planning outlined above, including financial and benefits training, legal decision-making, preparation for future caregiving roles, use of self-direction, and coordination of health and behavioral support.

The initiative should also encourage the integration of technology and health-related support into future planning efforts. This may include the use of digital tools to organize and communicate plans, as well as models that better address the increasing medical and behavioral complexities experienced by aging individuals with DD. Proposals that incorporate coordination beyond traditional service roles, particularly for people with co-occurring conditions or intensive support needs will be encouraged.

Additionally, this initiative should place a strong emphasis on crisis prevention and proactive planning.

Proposals should look to develop frameworks for proactive planning, clear transition timelines, and triggers that allow action before a crisis may occur, reducing the risk of emergency placements.

1.5 Expected Key Deliverables

The selected grantee will develop, implement and evaluate an initiative to support people with developmental disabilities and their aging caregivers. Key Deliverables include:

1. Develop an innovative and scalable model to help people with developmental disabilities and their aging caregivers to plan for long-term residential stability, safety, and well-being when caregivers are no longer able to provide support.

2. Provide direct assistance to families with priority given to caregivers aged 60 and older supporting individuals with complex support needs.

3. Convene and engage with stakeholders including people with developmental disabilities and their families throughout the project period to identify barriers, inform project activities, and develop recommendations for improving future planning.

4. Deliver training and educational opportunities for caregivers, siblings, self-advocates, professionals and other relevant stakeholders.

5. Collect participant and project data, evaluate implementation and outcomes and identify promising practices learned, and opportunities for replication and sustainability. Collected data will be provided to the CDD on a quarterly basis and should culminate into a final impact report, including recommendations on how New York State can meet this growing need.

1.6 Desired Project Outcomes

While the specific outcomes of the program will depend on the selected proposal, the CDD seeks projects that demonstrate progress towards the following outcomes:

Family Outcomes

1. Families demonstrate increased preparedness and confidence in navigating future support needs.

2. Greater housing stability and continuity of support for people with developmental disabilities.

3. Reduced reliance on emergency or crisis-driven placements.

4. Increased awareness and use of available benefits, services, and community resources.

Systems Outcomes

1. Identification and evaluation of promising practices that can inform future efforts.

2. Improved understanding of the needs of aging caregivers and the people they support.

3. Recommendations for policy and systems improvements that strengthen New York's long-term response to this growing issue.

General Information and Deadlines

2.1 Designated Contact / Issuing Officer

CDD has assigned a Program Planner as the Designated Contact / Issuing Officer for this project. The Program Planner or a designee shall be the sole point of contact regarding the RFP from the date of issuance of the RFP until the issuance of the Notice of Award letter. To avoid being deemed non-responsive, an applicant is restricted from contacting any other personnel of the CDD regarding the RFP. Certain findings of non-responsibility can result in rejection for a contract award. The Issuing Officer for this RFP is:

Program Planner Jacqueline Hayes New York State Council on Developmental Disabilities Phone: 518-486-7505 Email: jacqueline.hayes@cdd.ny.gov

2.2 Questions about this RFP

Questions regarding this specific RFP must be submitted no later than the Closing Date for Questions as indicated in the Important Dates table. All questions should be submitted through Qualtrics, using this link: Qualtrics Survey | Qualtrics Experience Management. A Questions and Answers (Q&A) Summary will be posted on our website: https://cdd.ny.gov/funding by the date indicated in the Questions Posted By date in the Important Dates table.

If the applicant discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, the applicant shall immediately notify the Designated Contact / Issuing Officer of such error in writing and request clarification or modification of this document.

If prior to the deadline of submission of written questions, an applicant fails to notify the CDD of a known error or omission from the RFP, or of any error or omission or prejudice in bid application or mailto:jacqueline.hayes@cdd.ny.gov https://nysddpc.qualtrics.com/jfe/form/SV_3sXf7DUL00aRdVI https://cdd.ny.gov/funding documents with the RFP that the applicant knew or should have known, the applicant agrees that it will assume such risk if awarded funds, and the applicant agrees that it is precluded from seeking further administrative relief or additional compensation under the contract by reason of such error, omission, or prejudice in bid specification or documents.

Specific questions about registering or getting prequalified in the Statewide Financial System (SFS) can be directed to the SFS Help desk:

Monday – Friday, 8:00 a.m. – 5:00 p.m.

helpdesk@sfs.ny.gov

(518) 457-7717

2.3 RFP Amendments

It is the applicant’s responsibility to check the CDD website periodically for any amendments to the RFP. All changes will be posted by the Changes to RFP Posted By date indicated in the Important Dates table. No other notification will be given.

2.4 Deadline for Submission of Proposals

All final grant applications must be received in the Statewide Financial System (SFS) by 11:59PM ET on Proposal Due Date indicated in Important Dates table. All deadlines for submission are in the Eastern Time (ET) zone, and SFS will be locked for submission after these deadlines. Late proposals will not be accepted.

Proposals will only be accepted in SFS. Proposals will not be accepted via fax, e-mail, hard copy or hand delivery.

Applying for this Grant Opportunity

This section provides information on how to apply for this grant opportunity. It includes an overview of minimum qualifications, required content, and instructions for completing and submitting the application in the Statewide Financial System (SFS).

3.1 Minimum Qualifications

Eligible applicants are any organizations that would be included in the following categories:

NOTE: Applicants are advised to submit their applications early to avoid the risk of ineligibility resulting from unanticipated delays or other computer or technical problems.

mailto:helpdesk@sfs.ny.gov

• Nonprofit organizations (Note: the lead applicant cannot be a for-profit organization; however, for-profit organizations may serve as subcontractors to the lead applicant.)

• Public or private institutions, such as universities, colleges, hospitals

• Disability-service organizations

• Community-based organizations

• Tribal organizations; and

• Consortia, groups or partnerships among organizations

• Vendor Prequalification is required for all nonprofit organizations seeking grant funding from

New York State. Please see Section 3.2 for additional Prequalification information.

Organizations whose staff were involved in the development of this grant project or Request for Proposal (RFP) are not eligible to directly apply or be included as a sub-contractor for another applicant.

If unsure if your agency is an eligible applicant, contact the Designated Contact / Issuing Officer identified in Section 2.1.

3.2 SFS Registration and Prequalification Process

New York State requires nonprofit organizations to register in the Statewide Financial System (SFS) and complete the Vendor Prequalification process, if interested in applying for state funding opportunities. Government entities are not required to prequalify in SFS but must register in SFS to apply.

For proposals to be evaluated, all nonprofit organizations applying for this grant opportunity MUST prequalify by the time and date of submission. Any applicant who submits a proposal that is not prequalified in SFS on the Proposal Due Date listed in the Important Dates table, will be disqualified from further consideration. Below are links where you can find more information on SFS registration and prequalification requirements.

Register with the Statewide Financial System How to Register:

https://www.sfs.ny.gov/index.php

Get Prequalified in the Statewide Financial System How to get Prequalified in SFS:

SFS Registration and Prequalification Questions Specific questions about registering in the Statewide Financial System (SFS) or getting prequalified in SFS can be directed to the SFS Help desk:

Monday – Friday, 8:00 a.m.– 5:00 p.m.

https://www.sfs.ny.gov/index.php

3.3 Application Overview

This section provides an overview of all the information that needs to be submitted into the Statewide Financial System (SFS) to submit a complete grant application. Applications that are not deemed to be complete will not be reviewed. Materials that need to be downloaded, completed, signed* and uploaded can be found in the Events Comments and Attachments section of the Grant Opportunity in SFS and on the CDD website here: https://cdd.ny.gov/funding.

1. Site/Project Address (enter into SFS)

2. Bidder Contact Information (enter into SFS)

3. Eligibility Questions (answer in SFS)

4. Program Specific Questions (download, complete, upload into SFS)

5. Work Plan (download, complete, and upload into SFS)

6. Budget (enter directly into SFS, Excel file provided to draft outside SFS)

7. Contract Documents- download, complete, sign, and upload all the contract documents below into SFS (a-g):

i. EO16 Certification (Business with Russia Disclosure)

ii. Sexual Harassment Prevention Certification

iii. Attestation of Compliance for Timeliness in Reporting

iv. Gender-Based Violence and the Workplace Certification

v. Worker’s Compensation Insurance Certification (See Section 5.5 for more information)

vi. Disability Insurance Certification (See Section 5.5 for more information)

vii. Vendor Responsibility Questionnaire (VRQ): Upload either a copy of the printed confirmation page from the VendRep On-Line System or a completed hardcopy of the Questionnaire (See Section 5.6 for more information).

8. Letters of Collaboration or Support (optional).

9. One example of materials, videos or resources relevant to the intended project (optional).

For tutorials (training videos) on using the Statewide Financial System (SFS), refer to:

https://grantsmanagement.ny.gov/resources-grant-applicants

*Applications submitted with incomplete and unsigned documents will be deemed ineligible for review.

3.4 Finding this Grant Opportunity in the Statewide Financial System

NOTE: Nonprofit vendors and organizations are strongly encouraged to begin this process as soon as possible to participate in this opportunity. New York State reserves 5-10 business days from the receipt of complete Prequalification applications to conduct its review. If supplementary information or updates are required, review times will be longer.

mailto:HelpDesk@sfs.ny.gov

(SFS)

This section provides directions on how to find this CDD grant opportunity in SFS and submit an application in SFS. Applicants can also use the SFS Grantee User Manual for comprehensive directions on navigating the Statewide Financial System (SFS) here:

https://upk.sfs.ny.gov/UPK/VEN101/FILES/Grantee_User_Manual.pdf

To find this Grant Opportunity in SFS, please follow these instructions:

1. Log into SFS to search for the Grant Opportunity:

https://esupplier.sfs.ny.gov/

2. On the SFS Public Portal Homepage, click the Grants Management tile on the Homepage.

(You can also find it from the NavBar (Menu → Manage Events and Place Bids → View Events and Place Bids).

3. Click on Bid Event Search tile.

4. Use the search fields to locate an opportunity. Below are some ways to search for this opportunity:

Event ID: Enter the Event ID found on p. 1 of this RFP OR Funding Agency: Council on Developmental Disabilities or CDD

5. Click the Search button.

6. Click the Bid Event ID to the far left to initiate grant application.

https://upk.sfs.ny.gov/UPK/VEN101/FILES/Grantee_User_Manual.pdf https://esupplier.sfs.ny.gov/

7. To start your application, click Bid on Event button in the top corner of the Event Details

The next section will walk applicants through completing the proposal application in the Statewide Financial System (SFS).

3.5 Completing Your Application in the Statewide Financial System (SFS)

The following subsections provide general information about each application section, SFS directions, and general guidance for applying for this grant opportunity.

3.5.1 Review Grant Opportunity Information and Access Application Documents

1. Review the grant opportunity information, known as the Event Details in SFS, including the event start, event end date, estimated award date, and anticipated contract date to get an overview of the grant opportunity timeline.

2. Access application documents by clicking on the Events Comments and Attachments link located at the bottom of the page.

You can also find all application documents on the CDD website here:

3. Download all attachments from this section and follow the instructional document posted in this section.

4. Once you have downloaded and saved application documents, click OK.

3.5.2 Bidder Contact Information, Site/Project Address, and Event Questions

1. Go to the Event Details page in SFS and complete the Answer General Event Questions section. Start by entering the Bidder Contact Information (required). You do not need to enter a DUNS Number; you can include your organization’s website, but it is not required.

2. Next Click the Site/Project Address and complete this section. Enter your organization’s address details, including Address Line 1, Address Line 2 (if applicable), city, postal code, and state.

3. Click OK.

3.5.3 Event Questions (Eligibility and Program Specific Questions):

CDD requires all applicants to answer a set of Event Questions, including Eligibility Questions and Program Specific Questions. The Eligibility Questions will determine if an applicant is eligible to apply for the grant opportunity. The Program Specific Questions seek to gather more detailed information about the applicants’ proposed project idea, scope of work, experience, evaluation plan, and

NOTE: You will not be able to SAVE your application until you have completed the Bidder Contact Information and Site/Project Address sections.

sustainability strategy.

1. The Event Questions can be found in the Event Details section of SFS (see screenshot below for reference). Please respond to the Eligibility Questions, then follow the directions within SFS to complete the Program Specific Questions. The Program Specific Questions will be in a Word document that applicants will need to download, complete, and upload into SFS.

2. When you have completed all fields on the page click the SAVE FOR LATER button. A popup box will ask you if you want to save for later, click OK to save your progress.

3.5.4 Project Work Plan

The CDD requires all applicants to complete a Work Plan, which will be evaluated and scored based on the criteria listed in Section 4.3 Scoring Rubric. The Work Plan outlines more detailed information about the applicants’ proposed Objectives, Tasks, and Performance Measures. The Work Plan will be used as the baseline to assess progress on meeting the project goals and intent throughout the life of the grant.

During grant implementation, grantees will be asked to report progress on a Quarterly basis on the Objectives, Tasks, and Performance Measures included in the Work Plan. For more information about Quarterly Reporting requirements see Section 6.2 Grantee Reporting Requirements.

The CDD will add additional Tasks and Performance Measures in the contracting phase for every contract based on federal requirements. For example, all grantees are required to collect demographic data and satisfaction surveys from grant participants.

3.5.5 Entering the Project Work Plan in SFS

The Project Work Plan is one of the Event Questions that you must complete. You will need to download the Word document, complete the objectives, tasks, and performance measures, and upload as a pdf to successfully submit your Work Plan.

1. You can find the Work Plan document in SFS in the Event Details Events Comments and

Attachments section (see Section 3.5.1 for screenshots) or on the CDD webpage for this funding announcement here: https://cdd.ny.gov/funding

2. Additionally, applicants will need to copy and paste the Project Summary of their Work Plan into SFS.

To access the Work Plan form to paste the summary into, in SFS:

1. Go to the Event Details page in SFS, scroll to the bottom of the page.

2. Under the Lines section, click the Period Details-1 link under the Period column to access the Work Plan page.

a. Click on Work Plan Properties (click twice if it does not open after one click).

b. Copy the text from the Project Summary section of your Project Work Plan document and paste it into the Project Summary section of SFS.

c. Click SAVE at the bottom of the page to save the Project Summary.

d. Applicants must also upload the Work Plan document into SFS.

3.5.6 Project Expenditure Budget

All applicants are required to submit a proposed budget in the Statewide Financial System (SFS). The proposed budget should reflect a 1-Year Budget. The budget for this project must comply with all applicable state and federal laws, rules, and regulations, and meet RFP guidelines, rules, and regulations. In addition to the 1-year Budget, applicants must provide a detailed, line-item justification for each expense identified in the proposed budget. Applicants will provide these justifications in the corresponding questions on the Program Specific Questions document.

An Excel Budget Template can be found in the Events Comments and Attachments section of SFS as well as on the CDD webpage for this funding announcement: https://cdd.ny.gov/funding. The Excel Budget Template is provided to applicants so they can draft outside of SFS. The completed Expenditure Budget is entered directly into the SFS.

Applicants are strongly encouraged to submit budgets that reflect realistic, reasonable, and necessary expenses that are sufficient to comply with RFP requirements. Budgets must include justifiable and allowable costs only. Refer to Allowable and Unallowable Expenses document in Events Comments and Attachments section or on the CDD webpage for this funding announcement:

CDD grant funds may not be used for activities that duplicate or supplant what is already available or required under existing laws.

The Expenditure Budget will be evaluated and scored based on the requirements listed above and the below noted criteria:

All expenses must be incurred within the contract period. All shared costs are prorated, and the basis of the proration should be explained. CDD Indirect Costs should not exceed 15% of the budgeted direct expenses. Additional Indirect Costs, subject to CDD review and approval, may be included in Match. Rent is an Indirect Cost. Ensure that the Total Grant Funds in the Expenditure Budget agree with the amount requested.

3.5.7 Entering the 1-Year Expenditure Budget in SFS

The completed Expenditure Budget is entered directly into SFS. An Excel Budget Template can be found in the Events Comments and Attachments section of the RFP in SFS as well as on the CDD webpage for this funding announcement here: https://cdd.ny.gov/funding. The Excel Budget Template is provided so applicants can draft the Budget outside of SFS before entering the final version into

SFS.

1. To access the budget form in SFS from go to the Event Details page in SFS, scroll to the bottom of the page. Under the Lines section, click the Period Details-1 link under the Period column to access the budget information.

NOTE: Do not complete the budget narrative in SFS. Please enter the budget narrative for each line item in each category as part of the program questions below, in Section 4.3 Scoring Rubric.

2. Click on Budget Properties.

3. Under the Period Budget Summary section click on the View All icon to show all the budget categories. You may need to scroll to view all of this section.

4. Click on the Category Details to view and enter information into each budget category line. If the Category Details cannot be clicked, it means that budget category is not available for this grant opportunity.

5. Enter each line of your Project Expenditure Budget into SFS. Accuracy and completeness are critical. The information that is requested is essential and including detailed information will help to expedite the contracting process if you are selected.

a. Type/Description: Add a short description of the expense. In Personal Services, this would include the name of the Staff or Position.

b. Grant Funds: Enter the amount of CDD Grant Funds

c. Match Funds: Enter the amount of Grantee Match that would be dedicated to this expense.

d. Narrative: Please describe and justify the expense in the Narrative box as described in the guidance below. If selected, grantees will be required to provide documentation for all expenses, including match, every Quarter.

e. Please note: Your 1-Year Expenditure Budget must include a minimum of 34% of Match funding over the total budget (not by each budget line).

Additional directions on how to complete each budget category line:

To add an additional line within any Budget Category, click on the Plus Sign (+) at the far right.

NOTE: We recommend applicants hit the Save button after information is entered into SFS to save progress. We also recommend that applicants use only use whole dollar amounts in their Expenditure Budget.

Guidance on Budget Categories

Salary

• Personal Services: List all positions that will be supported with grant funds. Each position should be entered on a separate screen.

o For each component task, pro rate each employee’s time devoted to the project according to the total annual salary for that employee.

For example, an employee who devotes 20% of their time to the project, has an annual (12-month) salary of $40,000 and will work on the project for 6 months, would charge $4,000 to the project. The percentage of time for the position cannot exceed 100%.

• Personal Services – Narrative: Give a brief description of the responsibilities and a justification of each staff position supported by the grant funds. There should be a separate Narrative for each position.

Fringe

• Fringe: Enter fringe benefits associated with each position. Fringe benefits should be budgeted in line with your organization’s policy.

• Fringe - Narrative: Provide a brief explanation and justification of the percentage and composition of your fringe benefit structure.

Contractual

• Contractual Services: This category includes costs for institutions, individuals, or organizations external to the agency.

• Contractual - Narrative: For each contractual service, briefly describe the extent and purpose of the contractual services.

Travel

• Travel: This category includes travel costs for personnel listed under Personal Services, participant travel and other travel expenses. Travel costs include the following: air, train, bus and taxi, personal auto, parking fees, tolls, lodging, and meals. This can also include conference fees or outside training costs for staff to attend that are an integral and essential part of this project. Reimbursement for travel, lodging and mileage costs must not exceed the New York State rates currently in effect. All out-of-state travel must be pre-approved by CDD.

• Travel - Narrative: For each expense, describe the purpose, destination, mode of travel and costs.

Equipment

• Equipment refers to tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the capitalization level established by the non-Federal entity for financial statement purposes, or $10,000. Unallowable expense examples include equipment to support entrepreneurship or given to launch a small business, motor vehicles, etc.

o For further guidance on equipment and technology purchases reference section 2 CFR 200.313(a)

• Equipment Narrative: Demonstrate need for equipment investment in this section. Please note that meeting the criteria outlined in the Allowable and Unallowable Expenses on the CDD website does not guarantee approval of proposed equipment expenditures. Equipment purchases are subject to CDD review and approval.

Space (Rent or Own) and Utilities:

• Do not include Space and Utilities if they are covered in your Indirect Rate under Operating

Expenses.

Operating Expenses

• Operating Expenses: Describe any other allowable operating expenses including administrative overhead (indirect cost). Rent is considered an indirect cost. See Allowable and Unallowable Expenses on the CDD website.

• Indirect Costs: The NYS CDD allows a 15% indirect rate on all grants that can count towards match. Some organizations have a higher approved federally negotiated Indirect Rate greater than 15%. In this case, the difference between the two rates can be used as match. However, grantees will need to provide documentation of the higher approved federally negotiated Indirect Rate.

• Supplies: Supplies are all tangible personal property other than those described in Equipment.

A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non-Federal entity for financial statement purposes, or $5,000, regardless of the length of its useful life. Supplies can be listed in either Operating Expenses or Other categories.

• Operating - Narrative: Use this section to provide narrative justification for the expenses listed as Operating Expenses.

Other

• Other Expenses: Describe any other allowable non‐personal services and costs. Other expenses are costs that do not fall under the previous budget categories. Examples are printing services, supplies (if not included in Operating Expenses), meeting costs, language translation https://www.ecfr.gov/current/title-2/part-200/section-200.313#p-200.313(a) and interpretation services for limited English proficient (LEP) participants, and other miscellaneous expenses. Each cost must be listed on its own screen.

• Volunteer Time (for Match only): Volunteer services may be counted as match under your budget’s Other category when volunteer services furnished by third-party professional and technical personnel, consultants, and other labor is necessary for the program. See 2 CFR 200.306(e). The general rule to follow when determining if contributed services meet the criteria for financial forms is to determine whether the organization would have purchased the services if they had not been donated. Determine the rates that support your claimed match amount from Independent Sector published each April during Volunteer Week. Scroll down their webpage to State-by-State Data since New York State’s rate is often greater than the average. The amount you can use is the rate used x the number of hours, for volunteers that will support the funded program only.

• Other - Narrative: Use this section to provide narrative justification for the expenses listed as Other expenses.

3.5.8 Match Guidance

Match Source Requirements

Federal funds may not be used as grantee match. Matching funds may be derived from state, local, agency, and/or private sources in the form of cash or in-kind contributions, such as staff time, fringe benefits, supplies, equipment, travel, indirect costs, or other project-related expenses.

Match funds must also be allowable costs only.

See the Allowable and Unallowable Expenses document in the Events Comments and Attachments section of SFS as well as on the CDD webpage for this funding announcement here:

https://cdd.ny.gov/funding.

Match Percentage Requirements

All CDD grants require a Match. Grantees must ensure a match of at least 34% of the grant amount.

See the Grant Match Calculation Table below for specific amounts.

Grant Match Calculation:

Based on 1-Year Award of $250,000

34% Match*

CDD Grant Award $250,000

Grantee Match $85,000 ($250,000*0.34)

Total Project Budget (CDD Award + Grantee Match) $335,000 https://www.ecfr.gov/current/title-2/part-200/section-200.306#p-200.306(e) https://www.ecfr.gov/current/title-2/part-200/section-200.306#p-200.306(e) https://independentsector.org/resource/value-of-volunteer-time/

3.6 Submitting the Application in SFS

1. After completing all sections of the grant application known as the Bid Event in SFS, return to the Bid Response page in SFS (see Section 3.3 Application Overview to ensure you have submitted all required materials).

2. Please enter the total amount of funds requested in the Your Unit Bid Price box. The amount entered into this field must equal the total Grant Funds Requested amount for the period, to submit a bid response.

3. When you are ready to submit your bid response in SFS, click the Submit Bid button.

4. A box will pop up and ask if you are ready to post this bid. Click Yes if you are ready and want to submit your bid response in SFS.

5. Once you have clicked Yes, you have successfully completed your bid response. You will not be able to edit or access a completed application.

If you need additional assistance, please see below, Section 3.7 Statewide Financial System (SFS) Helpful Links and Help Desk Information.

3.7 Statewide Financial System (SFS) Helpful Links and Help Desk

Information

Some helpful links are listed below. Questions regarding specific opportunities or proposals should be directed to the CDD contact listed in Section 2.1 Designated Contact / Issuing Officer.

• Please visit the Grants Management website and select the Vendor User Manual from the menu. This Vendor User Manual provides detailed instructions for all SFS functions and may be printed out and/or saved on your computer for reference.

• On the SFS website, there are reference materials and videos available for Grantees applying for funding opportunities.

• The Grants Management Team offers regular live webinars on the Prequalification process or submitting online applications. To learn more or view the times and dates for these webinars visit: https://grantsmanagement.ny.gov/live-webinars

• SFS Videos (includes Tutorials on the Document Vault and Application Process):

https://grantsmanagement.ny.gov/videos-grant-applicants

For assistance or technical questions about the Statewide Financial System (SFS):

Monday – Friday, 8:00 a.m. – 5:00 p.m.

Evaluation Process

This section provides information on the evaluation process for applications that are submitted in response to this opportunity.

Applicants must meet the Minimum Qualifications to submit a Proposal in accordance with Section 3.1 Minimum Qualifications and Section 3.2 Prequalification Process. Applicants who do not meet these requirements will be disqualified from further consideration.

Designated staff will review each proposal for completeness and verify that all eligibility criteria are met. A two-level review process will be conducted for all submitted proposals:

4.1 Eligibility Review Process / Minimum Criteria

The first level is a pass/fail CDD review of the submitted proposals to ensure that the application meets the Minimum Qualifications set forth in the RFP. The CDD will reject any applications that fail to meet any one of the following criteria:

• The applicant is an eligible entity as specified within the RFP.

https://grantsmanagement.ny.gov/grantee-documents https://grantsmanagement.ny.gov/live-webinars https://grantsmanagement.ny.gov/videos-grant-applicants mailto:HelpDesk@sfs.ny.gov

• The proposal is focused on the population and project specified within the RFP.

• The proposal was submitted within the designated timeframes.

• The applicant is Registered and Prequalified in SFS. (Government entities are not required to prequalify in SFS but must register in SFS to apply.)

• The applicant included a Work Plan, Expenditure Budget, and the required Uploads.

• The applicant provided a 1-Year Expenditure Budget that includes the minimum 34% match requirement.

• The applicant agreed to the CDD’s grantee reporting requirements.

• The applicant confirmed that they understand that the 34% match requirement must come from non-federal funding sources.

4.2 Programmatic Review Process

The second level consists of a thorough review of the submitted proposals including the project work plan, evaluation plan, organizational capability, commitment of partners, value of products and dissemination, overall strength of evaluation and sustainability plan, and the budget and corresponding budget narratives.

The proposal review and rating will be conducted using the criteria stated in this Funding Announcement (scoring is detailed in Section 4.3 Scoring Rubric) and the CDD reserves the right to conduct follow-up activities and discussions with applicants to clarify information in the submitted proposal.

The CDD Review Panel will typically consist of Council staff and members, and peer/field experts in the RFP topic area. The review panel will be a minimum of three trained reviewers. The CDD reserves the right to make changes to the Review Panel as necessary. No applicant with an average reviewer score of less than 80 points in the programmatic review will be considered for funding.

RFP funding will go to the highest scoring proposal. In case of a tie at the conclusion of the scoring process, the application that scored highest in the category of Plan of Action will receive the award. In the event of tied scores in the category of Plan of Action, the award will go to the agency with the highest score in the category of Evaluation, Dissemination and Sustainability.

The CDD reserves the right to adjust the funding amount requested based on program need and based on the total value of the application submitted.

4.3 Scoring Rubric

Below is a detailed overview of how each application section will be scored and evaluated.

No. Program Specific Questions (0 - 70 points)

Max Points

Provide a 5-year comprehensive plan of action with details on how your organization plans to develop and implement an innovative and scalable model to help people with developmental disabilities and their aging caregivers. Please describe your plans to support families through education, direct support, planning and other opportunities. Please refer to Section 1.4 of this RFP for further details on barriers to be addressed and suggested components for your planned approach.

2 Describe how you intend to provide direct assistance to families with priority given to caregivers aged 60 and older supporting individuals with complex support needs.

3 Describe how you will convene and engage with stakeholders including people with developmental disabilities and their families throughout the project period to identify barriers, inform project activities, and develop recommendations for improving future planning.

4 Describe your proposed efforts to ensure that the initiative is accessible and culturally competent. Include details about engaging underserved communities.

Definitions of cultural competency and underserved communities can be found in Attachment B of the RFP.

5 Describe how your organization will evaluate the extent to which the Desired Project Outcomes in Section 1.6 were achieved. What will you measure to show project effectiveness? What tools will be used to measure the data? How will demographic, satisfaction and systems change data be captured?

6 Please outline your proposed sustainability plan, which can be built upon throughout the term of the project, to ensure the continuation of the project after CDD funding ends.

7 Describe the capacity of your organization to carry out the proposed initiative. If using contracted services or subcontractors please describe their roles and responsibilities. Describe your organizational expertise, experience, and capacity working with people with DD and aging caregivers.

8 Identify and describe who will be the lead person responsible for project implementation, identifying the experience and expertise they bring to ensure the successful implementation of this initiative. Please also identify a back-up lead person and describe their experience or expertise, and any others who will be utilized for their expertise carrying out the grant deliverables.

9 Optional. Please upload one (1) example of materials, videos, or resources that you have created, which most closely reflects the intended products of this grant, Additional examples will be disregarded. These can be uploaded to the Events Comments and Attachments section on SFS.

10. Work Plan (0 - 10 points)

Max Points

NOTE: The Work Plan is not a Program Specific Question.

Applicants will complete a Work Plan document, including filling in objectives, tasks, and performance measures, for the entire duration of the grant, and upload the document into SFS. Applicants will NOT input the details of the Work Plan into SFS. See Section 3.5.4 for additional guidance on completing a Work Plan.

Use a single work plan template that spans the entire duration of the grant. At the proposal stage, your work plan should present a high-level outline and timeline of all major activities planned throughout the full life of the project.

Detailed, year-specific planning will be developed during each annual renewal.

The overall Work Plan will be evaluated based on the following criteria:

a) Scope of work: Strength of the Plan of Action to meet the Expected Grant Deliverables, with clear timelines.

b) Evaluation/Outcomes: Strength of evaluation strategy to measure the intended program outcomes.

c) Sustainability: Strength of the sustainability plan, with specific strategies to continue the work beyond CDD grant funding.

11.

Proposal Budget, Matching Funds and Administrative Costs (0 - 20 points)

Max Points

Grantees will complete a 1-Year Expenditure Budget within SFS including specific line items and dollar values. Do not fill in the narrative fields in the SFS budget; please provide the justifications for each line item in each category as part of the narrative questions identified in the Program-Specific Questions document.

Applicants will be scored on their overall 1-Year Budget, which will be evaluated based on the following criteria:

1. Demonstration of a clear relationship between funds requested, the program activities, and performance outcomes and the budget’s consistency with the intent of the RFP (0-10 Points).

2. Documentation that expenses are realistic, reasonable, necessary, allowable, and justified based on 1-year program plan (0-10 Points).

3. Describe what the expense is for and explain how you estimated the cost.

Be sure to include the calculations used to determine the total amount for each budget line item. Provide a justification of why such costs are considered reasonable. Describe steps taken to ensure the project’s budget makes the most efficient use of available resources. Ensure that all items covered by CDD funds are directly related to the deliverables identified in this RFP

4. Grantees are required to ensure an in-kind match of at least 34% of the grant amount from non-federal funding sources.

5. Grantees are required to ensure that all requested funds, including the match, are allowable and comply with RFP guidelines and requirements (see Allowable and Unallowable Expenses).

Please see Section 3.5.6 for more detailed information about the Budget Section.

General Terms & Conditions

5.1 CDD Administrative Information

After reviewing proposals…