UCO-1010 Emergency Operations Center Design Services

[COVER PAGE PLACEHOLDER]

[Grab your reader’s attention with a great quote from the document or use this space to emphasize a key point.

To place this text box anywhere on the page, just drag it.]

REQUEST FOR PROPOSALS

* Only add this “ISSUED ON BEHALF OF” line if RFP is NOT being issued by CUNY Central, and then include name of College. Add option to extend to other CUNY colleges if solicitation is not by CUNY Central

Insert Subject Matter in Footer

UCO-1010 Emergency Operations Center Design Services

Issue Date: July 9, 2026

Proposal Submission Due: 08/14/26, 4:00 PM

Designated Contact:

[Insert name, title, address and email]

* Only add this “ISSUED ON BEHALF OF” line if RFP is NOT being issued by CUNY Central, and then include name of College. Add option to extend to other CUNY colleges if solicitation is

Designated Contact:

Adam Schwartz, Purchasing Manager 230 West 42nd Street, 5th Floor

New York NY 10036

Table of Contents

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

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

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

Provisions

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

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

Part 6: Proposal Scoring Criteria and Weights

Part 7: Terms and Conditions of Contract ................................................................ Error! Bookmark not defined.

Part 8: Service Level Agreement (if applicable) ...................................................... Error! Bookmark not defined.

Part 9: Supplier Diversity Provisions

Part 10: Important Notices to Proposers ................................................................... Error! Bookmark not defined.

FORMS THAT MUST BE SUBMITTED WITH THE PROPOSAL

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

Confidential Information; Signed RFP Addenda; and References

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

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

Form 4: Diversity Practices Questionnaire

Form 5: Supplier Diversity (M/WBE/SDVOB) Utilization Plan and/or Supplier Diversity (MWBE/SDVOB)

Request for Waiver Form. Also see Supplier Diversity Provisions in Part 9.

Form 6: RFP Checklist

Form 20: NYS Finance Law § 139-m Gender Based Violence and the Workplace Certification

FORMS THAT CUNY MAY REQUIRE FROM THE PRESUMPTIVE AWARDEE

If required by CUNY, the Presumptive Awardee selected as a result of this solicitation (the “Presumptive

Awardee”) shall complete, sign, and submit the following forms and certifications as described in Section 2.3.5 through 2.3.12 of Part 10 of this RFP.

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

Employment Opportunity Policy Statement

Form 8: Evidence in form and substance satisfactory to the University that the Consultant maintains workers’ compensation coverage and disability insurance coverage as required by the New York State Workers’

Compensation Law, or is exempt from this requirement

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

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

FORMS THAT THE Consultant MUST SUBMIT UPON REQUEST BY CUNY BEFORE, DURING AND

AFTER THE PROPOSED CONTRACT TERM

Form 11: CUNY Substitute W-9 Form

Form 12: Workforce Utilization Report

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

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

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

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

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

Form 18: Certified Weekly Payroll Report

Form 19: Consultant’s Safety Protocols

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

Key Events and Dates

Action Date

CUNY issues RFP for EOC Design July 9, 2026

Procurement Lobbying Law Restrictions Begin July 9, 2026

Submission of Written Questions Due Date 1 July 17, 2026 4:00 PM EST

Submission of Written Questions Due Date 2 July 31, 2026 4:00 PM EST

Proposal Submission Due Date and Time August 14, 2026, 4:00 PM EST

*If the Pre-Proposal Conference is mandatory, a Proposer’s failure to attend will render their Proposal non-responsive.

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

I. Designated Contact(s):

In compliance with the Procurement Lobbying Law, the individual(s) identified below are the

Designated Contact(s) for this Request for Proposals solicitation and may be contacted for all inquiries regarding this solicitation:

The City University of New York

205 East 42nd Street

New York NY 10017

Attention: Adam Schwartz, Purchasing Manager

E-mail: Adam.Schwartz@cuny.edu

New York State Procurement Lobbying Law permits rejection of a Proposal if a Proposer has made any unauthorized contact during the Restricted Period (as defined in the Procurement Lobbying

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

II. Proposal Due Location:

CUNY is not responsible for the delivery or submission of Proposals. Only Proposals that are sent to and received by the Designated Contact, shall be accepted. CUNY is not responsible for Proposals received after the deadline, regardless of the reason for lateness.

On a case-by-case basis, CUNY may deem it acceptable for Proposals to be submitted via e-mail. For this solicitation, CUNY will be accepting proposals via email.

• Proposals submitted via e-mail must include scans of original (wet) signatures and notarizations to be considered a valid Proposal.

mailto:Adam.Schwartz@cuny.edu

• Proposals (including any Excel spreadsheets) must be clearly labeled with three (3) separate pdf attachments clearly named for Volume I (Forms), Volume II (Technical

Proposal), and Volume III (Price Proposal).

• Proposals submitted via e-mail must be clearly labeled with Proposer’s name and the

RFP’s Project name by including the following subject line:

[Company’s Name] – UCO-1010 Emergency Operations Center Design Proposal

III. Anticipated Number of Contracts

CUNY anticipates awarding up to one contract(s) based on an evaluation of best value, as further described in Part 6 of this RFP.

IV. Anticipated Contract Term:

The Contract Term will be 1 year, commencing on the date that the Contract is approved by the

Attorney General and the New York State or New York City Comptroller. CUNY estimates that the start date will be approximately September 1, 2026, however CUNY makes no representation that the

Contract will commence on or near that date.

[INTENTIONALLY LEFT BLANK]

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

Paragraph I: Minimum Proposer Qualifications:

CUNY is seeking (an) appropriately qualified firm(s) with experience in providing these Services. To be considered for Contract award, the Proposer and any Subcontractor(s) must meet the following minimum qualifications:

a. Proposer must have at least five (5) years of experience in providing similar services comparable in size, scope, and complexity to those required by the contract that results from this solicitation, for the design of a Centralized

Emergency Operations Center (EOC).

b. Proposer must have a verifiable operating history of at least five years with at least five (5) clients that are similar to the needs of this RFP.

• Minimum 5 years of demonstrated experience in planning, designing, and integrating complex

Emergency Operations Center (EOC) systems.

• Consultant must be able to design and integrate complex IT systems, including cameras, networks, smart classroom systems, conferencing platforms, dispatch consoles, and backup power solutions (UPS and generators).

• Demonstrated expertise in advanced AV systems and video wall technologies for real-time monitoring and visualization.

• Proven capability to implement secure communications systems (e.g., radio, VoIP, satellite) ensuring continuity during emergencies.

• Demonstrated experience designing resilient IT infrastructure, including server rooms, network architecture, and with redundant power systems (UPS and backup generators) to maintain continuous and hybrid operations.

• Ability to configure and support hybrid operational environments, integrating seamless in-person and remote participation through properly designed and implemented conferencing, collaboration, and control systems, ensuring continuity of operations under a variety of scenarios. Emphasis should be placed on future-ready solutions that leverage emerging technologies while maintaining reliability and ease of use.

• All designs must follow cybersecurity-aware principles to safeguard systems against evolving threats.

• Consultant must have demonstrated experience working in academic environments, providing IT services to schools or higher education institutions. Possessing strong understanding of applicable compliance frameworks and accessibility standards relevant to public and institutional facilities. This includes familiarity with federal, state, and local regulations, particularly those specific to New York City and New York State, as well as experience working with regulatory agencies. This includes the ability to coordinate across multiple departments and stakeholders, often at an organization-wide level.

• The consultant should also demonstrate the ability to effectively navigate and collaborate within a multi-faceted university system, such as City University of New York, including coordination with central administrative offices like the Office of Environmental Health, Safety, and Risk

Management, as well as John Jay College of Criminal Justice.

• The consultant shall provide integration into diverse technologies into a unified, functional system. This includes designing solutions that are scalable and adaptable to future growth, allowing the EOC to evolve as operational needs change. The ability to recommend and implement flexible, modular equipment and infrastructure is highly desirable.

Proposer’s Subcontractors must be approved by CUNY in writing. All Subcontractors must also possess appropriate qualifications and an acceptable level of experience, as determined by CUNY in its sole discretion.

Paragraph II: Non-Mandatory Proposer Qualifications:

Paragraph III: Supplier Diversity Participation Goals

▪ CUNY has established a 30% participation goal (based on the current availability of qualified MWBEs) in the aggregate for New York State certified Minority-Owned Business Enterprise ("MBE") and Women-Owned

Business Enterprises ("WBE", and, together with MBE, "MWBEs") and a 6% participation goal (based on the current availability of qualified SDVOBs) for New York State certified Service-Disabled Veteran-Owned

Businesses ("SDVOB"), to be part of the proposed team to provide the Services as subcontractor(s) or suppliers

(the "Subcontractor(s)"). The Consultant shall be required to use good faith efforts to meet these participation goals.

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

https://ny.newnycontracts.com/

▪ Proposers may identify potential SDVOB Subcontractor(s) by, among other means, referencing the list of

New York State certified SDVOBs found at the following internet address: https://ogs.ny.gov/veterans.

As part of the proposer's response, a Supplier Diversity — MWBE/SDVOB Utilization Plan or a Request for

Waiver form that is accompanied by supporting documentation must be submitted in order for the proposal to be considered responsive. The selected Consultant will be required to complete a Quarterly Consultant Compliance

& Payment Report accompanied by proof of payment to MWBE/SDVOB Subcontractor(s), in such format as shall be required by CUNY on a quarterly basis during the term of the contract. Sample CUNY Supplier Diversity forms and reports may be found at https://www1.cuny.edu/sites/selltocuny/.

https://ny.newnycontracts.com/ https://ogs.ny.gov/veterans https://www1.cuny.edu/sites/selltocuny/

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

and Contract-Specific Provisions

3. Project Objectives and Scope:

I. Summary Background

The City University of New York is seeking consulting services from a qualified Consultant (the

“Consultant”) to provide professional assessment and design services for the development of a

Centralized Emergency Operations Center (EOC) at John Jay College of Criminal Justice.

The selected Consultant shall evaluate existing conditions, define operational requirements, and produce conceptual and detailed design plans for the EOC. The scope of work is limited strictly to planning and design, and does not include construction, implementation, procurement, or operational deployment.

As part of the design deliverables, the Consultant shall provide a comprehensive and detailed equipment list, including specifications and recommended configurations necessary to support the EOC’s intended functions. The Consultant shall also produce complete design documentation, including architectural and technical blueprints, as well as presentation-ready materials and handouts that clearly illustrate the layout, systems, and functionality of the proposed space.

The proposed EOC is intended to serve as the University’s centralized command and control facility for emergency preparedness, incident management, disaster response, and continuity of operations across all phases of an emergency.

The selected Consultant shall be strictly ineligible to compete for, or be awarded, any subsequent contract during the construction/buildout phase. The Consultant (including its officers and employees) shall not participate as a subcontractor or team member on any subsequent solicitation for the construction of the EOC.

II. Professional Services Include/ Consultant Requirements

Qualifications and Experience:

The Consultant shall conduct a comprehensive assessment and provide recommendations for the design and engineering of a Centralized Emergency Operations Center (EOC). The Consultant will evaluate existing infrastructure, identify system and operational requirements, and develop conceptual and detailed design solutions. The Consultant shall also provide planning-level cost estimates and design strategies to support a state-of-the-art EOC. The scope of work is limited strictly to assessment, planning, and design, and does not include construction, procurement, installation, or operational implementation. Unless otherwise approved by CUNY in writing, all design deliverables shall be completed within 8 weeks.

Key Deliverables

• Thorough on-site assessment of existing conditions, infrastructure, and spatial constraints

• Development of a backup power and electrical load analysis, including a report to support design recommendations that will be later distributed to John Jay College

• Delivery of a full design package, including architectural and technical blueprints, a comprehensive and detailed equipment list with specifications and estimated lead times, and a conceptual equipment procurement plan (for planning purposes only)

In addition to the requirements set forth above in Part 2, the Consultant must meet the following qualifications:

III. Requirements:

A mandatory pre-proposal conference and site visit will be scheduled by CUNY and will be held at John

Jay College of Criminal Justice. Respondents must attend the entire meeting and sign the attendance sheet. Failure to comply with this requirement shall constitute grounds for rejection of a submission.

Respondents must register for this mandatory conference by sending an email to adam.schwartz@cuny.edu.

The Consultant shall provide comprehensive professional services including, but not limited to, the following:

A. Site Assessment & Evaluation

The Consultant shall:

• Conduct a comprehensive assessment of the designated space on a date that will be later scheduled.

• Coordinate with the campus Facilities Department

• Coordinate with the campus IT Department

• Evaluate structural, mechanical, electrical, and telecommunications infrastructure

• Assess existing backup power capabilities

• Perform detailed electrical load calculations for current and proposed systems

• Identify infrastructure limitations, scalability constraints, and expansion opportunities

• Provide a written Site Assessment Report consistent with industry best practices with recommendations

• The Site Assessment Report must be certified by one of the following NYS-licensed professionals: Licensed architect and/or licensed engineer.

• Designate a point of contact that will work directly with CUNY Central Office of

Environmental, Health, Safety and Risk Management

B. Functional Design & Space Planning

The Consultant shall develop complete architectural and engineering design documents including:

1. Detailed drawings for:

• Activated EOC configuration

• Training/meeting room configuration (non-activated mode)

2. Layout design that:

• Supports Unified Command models

• Aligns with Incident Command System (ICS) principles

• Provides clear sightlines to display walls and situation boards

• Enables efficient operational flow

3. Incorporation of:

• Modular and reconfigurable furniture systems

• Flexible wall systems (if appropriate)

• Raised flooring systems (if appropriate)

• ADA-compliant design standards

Design flexibility must allow rapid transition between operational modes and scalability based on incident size.

All design documents must be signed and sealed where required by professionals licensed in the State of

New York. The Consultant shall ensure that all architectural services are performed by, or under the direct supervision of, a New York State Registered Architect (RA). All engineering services shall be performed by, or under the direct supervision of, New York State Licensed Professional Engineers (PEs) in the appropriate disciplines, which may include but are not limited to:

• Electrical Engineering (power distribution, backup power, and low-voltage systems)

• Mechanical Engineering (HVAC and environmental controls)

• Structural Engineering (if structural modifications are required)

• Fire Protection Engineering (life safety and fire alarm systems, if applicable)

All licenses must be active, in good standing, and be compliant with the requirements of the New York

State Education Department Office of the Professions, and available for review. If directed by CUNY, the

Consultant shall make copies of any and all requested professional licenses available for CUNY’s review within two (2) business days of CUNY’s request. Where applicable, design documents shall also comply with permitting and filing requirements of the New York City Department of Buildings.

C. Furniture, Fixtures & Equipment (FF&E)

The Consultant shall provide detailed specifications for:

• Modular command tables

• Ergonomic seating

• Dispatch consoles

• Storage and secure cabinets

• Training room configurations

• ADA-compliant furnishings

Furniture systems must support rapid conversion between training and activated EOC modes.

D. Build-Out & Implementation Plan

The Consultant shall provide:

• Complete comprehensive architectural and technical blueprints and drawings

• A detailed construction schedule with phasing (for planning purposes only)

Including:

• Raised flooring (if applicable)

• Flexible wall systems (if applicable)

• Electrical and data infrastructure

• Technology systems

• Media center setup, including multi-display/monitor systems

• Dispatch consoles

• Testing, integration, and commissioning of all systems

• Commissioning plans and testing protocols (design documents only; no field testing or system commissioning is required).

All deliverables shall include comprehensive architectural and technical blueprints and drawings illustrating the proposed build-out, system layouts, and infrastructure integration. Drawings shall be of sufficient detail to support future construction, coordination, and cost estimation efforts, but are provided for design and planning purposes only.

All work must comply with applicable building codes, safety regulations, and University standards.

E. Hybrid & Virtual EOC Capability

The EOC designs shall account for and support the potential for:

• Fully in-person mode

• Hybrid coordination mode

• Fully virtual command mode. Functionality must include:

• Secure remote participation that will align with both John Jay and CUNY Central IT cybersecurity Standards.

• Integration of external stakeholders and agencies

• Continuity of operations if physical access is restricted

• Scalable virtual expansion beyond physical space limitations

IV. Consultant Specific Deliverable Requirements:

The selected Consultant shall provide:

• Site Assessment Report

• Engineered Power Output and Load Report

• Detailed architectural and engineering drawings

• Technology specification documentation https://www.jjay.cuny.edu/about/senior-leadership/finance-administration/information-technology/computer-security https://www.cuny.edu/about/administration/offices/cis/information-security/security-policies-procedures/

• Furniture specification documentation

• Cabling and electrical requirements documentation

• Installation and build-out plan

• Commissioning and testing report

• As-built drawings

• EOC operational and training documentation

All deliverables shall be subject to review and evaluation by both CUNY Central and John Jay College of Criminal Justice. Formal written approval from CUNY Central is required prior to acceptance of any deliverable. If a deliverable is not approved, the Consultant shall revise and resubmit the deliverable at no additional cost, in accordance with the comments, requirements, and specifications provided by CUNY

Central and/or John Jay personnel. Unless otherwise modified by CUNY in writing, the Consultant shall resubmit the deliverable within two (2) weeks of CUNY’s determination that a deliverable is not approved.

V. Project Outcome

The final deliverable shall be a plan to build a secure, adaptable, technology-driven Emergency

Operations Center that serves as:

• The University’s central coordination hub during emergencies

• A strategic command center for crisis management

• A resilient and scalable operational environment

• A dual-use training and preparedness facility

VI. Scalability & Future-Proofing Requirements

The EOC design shall incorporate:

• Infrastructure capacity for technology expansion

• Additional workstation integration capability

• Expandable display systems

• Future communications system upgrades

• Flexible infrastructure adaptable to emerging technologies

VII. Contract Requirements

Proposers shall include:

• Proposed contract term and recommended duration

• Warranty information for equipment

• Service Level Agreements (SLAs)

• Estimated project timeline

• Detailed cost breakdown (design, equipment, labor, contingency, etc.)

Throughout the duration of the contract, the consultant will maintain consistent and proactive communication with the CUNY Central Office of Environmental, Health, Safety and Risk Management, to ensure the timely completion of the project as well as the development of site assessment reports and documentation. The consultant will remain responsive and adaptable, incorporating feedback as needed and adjusting recommendations based on evolving needs and insights from ongoing discussions.

Advisory Services

If directed by CUNY, in its sole discretion, the Consultant shall provide additional advisory services during the construction phase. These services may include, but is not limited to: reviewing shop drawings, revising designs based on feedback, analyzing submittals, reviewing materials, reviewing construction vendor questions, and performing site visits. The Consultant shall provide other support and guidance as

CUNY may require during the construction of the EOC.

VIII. Dates:

CUNY anticipates that the design consulting services will be completed within 8 weeks from CUNY’s issuance of a Purchase Order to the Consultant.

IX. Payment Terms:

For the design of the EOC, CUNY will pay Consultant upon completion of the work and delivery of consulting services mentioned above based on the Consultant’s hourly rate and actual number of hours of service.

CUNY will pay Consultant for additional advisory services based on the Consultant’s entered hourly rate for advisory services and the actual number of hours of services provided.

3.1 Detailed Specifications and Deliverables:

Consultant shall conduct the following tasks and provide the listed Deliverables:

Emergency Operation Center Milestone Narrative

The Consultant shall perform a thorough on-site assessment of existing conditions, infrastructure, and spatial constraints. Based on these findings, the Consultant shall deliver a full design package in September 2026 that includes architectural and technical drawings, a comprehensive equipment list with specifications and estimated lead times, and a conceptual equipment procurement plan for planning purposes.

Based on the proposed design and detailed equipment list, the Consultant shall develop a backup power and electrical load analysis, including a report to support design recommendations, to be completed in July 2026 that will be later distributed to John Jay College of Criminal Justice.

3.2 Contract-Specific Provisions

Consultant Responsibilities – General

3.2.1 Subcontracting.

Consultant shall not subcontract any part or the entire Contract without the prior written consent of

CUNY, which may be withheld, conditioned or rescinded at CUNY’s sole and absolute discretion. CUNY may request information concerning the qualifications and experience of the proposed subcontractor, and

Consultant shall provide such information promptly upon CUNY’s request. CUNY reserves the right to require that any previously approved subcontractor be removed from the Project, and Consultant shall remove any such subcontractor following notice from CUNY by the deadline specified by CUNY in such notice.

3.2.2 Location of Services.

Consultant shall perform the Services at the campuses and buildings of CUNY Colleges and Central

Office as required. Consultant shall provide and use its own equipment for its onsite staff providing the

Services.

3.2.3 Project Team

3.2.3.1 Consultant shall provide documentation with respect to all proposed initial and replacement Key Team Members of the Consultant Project Team showing that these individuals meet the qualifications required to perform the Services.

3.2.3.2 All designated individuals and their replacements, if any, of the Consultant Project Team and Key Team Members are subject to CUNY’s prior written approval.

3.2.3.3 Consultant shall make best efforts to maintain continuity of the Consultant Project Team and Key Team Members. Consultant shall notify CUNY in writing prior to any replacement of Key Team Members. CUNY reserves the right to approve or reject any employees proposed to replace Consultant Project Team employees.

3.2.3.4 Consultant shall designate a senior manager of Consultant as the Contract project manager for this project (“Senior Manager”). The Senior Manager shall:

a. maintain control over the work duties, schedule, and performance of the Consultant

Project Team and serve as principal liaison between CUNY and Consultant for purposes of administration of the Contract;

b. be employed by the Consultant; and

c. have full decision-making authority on behalf of Consultant and the authority to obligate Consultant.

3.2.3.5 For a mid-term change of Senior Manager, or during the absence of the Senior Manager, for any reason, Consultant shall promptly provide a detailed continuity plan for CUNY’s review and shall obtain prior written approval for same.

3.2.3.6 Consultant shall ensure that CUNY shall have access at all times to an individual with full authority to make decisions on behalf of Consultant. Nothing in this section shall be deemed to preclude CUNY from discussing any matters relating to Contract with any other members of Consultant’s organization.

3.2.4 Communications

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

3.2.5 Document Delivery

3.2.5.1 Consultant shall provide all draft versions of the Deliverables (as described below) to

CUNY in sufficient time for CUNY review, including time to make modifications and to provide final approval.

3.2.5.2 Consultant shall transmit each Deliverable to CUNY with a dated and signed transmittal letter.

3.2.6 Return of CUNY Information at Termination

Within ten (10) calendar days of termination of Services for any reason, Consultant shall, with respect to all

CUNY documents and data, in whatever media, whether originally provided or created during performance of the Services:

a. return them to CUNY; and

b. destroy data and provide independent certification of destruction of all copies.

3.2.7 Invoices

3.2.7.1 Consultant shall submit invoices to College’s Accounts Payable Department at a time interval and in a format approved by College.

3.2.7.2 Consultant shall provide sufficient and appropriate documentation with invoices. CUNY reserves the right to request additional information at any time.

3.2.7.3 Consultant acknowledges and agrees that CUNY will pay Consultant only upon acceptance of properly prepared invoices with sufficient supporting documentation.

3.2.7.4 CUNY will not pay Consultant for work performed beyond the scope of this Project or for any change order not duly authorized.

3.2.7.5 Report preparation, including editing, printing and delivery to the University and

Colleges shall be the sole responsibility of the Consultant and shall not be reimbursable as a direct cost. If unusual circumstances are encountered that make it necessary for the

Consultant to do additional work, Consultant shall report such conditions to College and the Related Entities. No additional work may be performed unless authorized by CUNY in writing in advance.

3.2.8 Miscellaneous

3.2.8.1 Note: College will identify a Contract Manager to act as the liaison with the Consultant.

College will provide Consultant with College holiday schedules.

3.2.8.2 Consultant acknowledges and agrees that College will not provide clerical support.

3.2.8.3 Consultant acknowledges and agrees that Consultant will not be provided computer time or the use of computer hardware and software.

3.2.8.4 Access to reasonable work area, a telephone, a fax machine and photocopying of records will be made available to the Consultant at the College for the purposes of performing on site work/paperwork.

3.2.8.5 Before performing any work under the Contract, Consultant shall procure and maintain with companies satisfactory to CUNY, the types of insurance in the amounts outlined in Part 7.

Consultant shall maintain said insurance during the term of the Contract up and to the date of the final acceptance of the work, or termination of the Contract, whichever occurs later.

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

Proposer shall provide a brief history and description of: Proposer’s business organization (with copies of organizational documents); its expertise and experience as it relates to the requirements discussed in the scope of work and specifications described in Part 3; its understanding of and approach to the Project; its process and timeline for rendering the Services; and plans for maintenance and support, to the extent applicable. The information should not exceed 20 pages and should include, but not be limited to:

Proposer’s Background:

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

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

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

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

• Documentation of Proposer’s organizational structure.

• The Proposer shall include a clear description of its firm, including a brief company history and overview of relevant capabilities as they relate to the scope of this project. This shall include a proposed project team listing key personnel, their roles and responsibilities, and primary points of contact for the duration of the engagement.

The submission shall also include an organizational chart illustrating the firm’s structure and hierarchy, identifying key leadership, management, and technical personnel, and showing reporting relationships for staff assigned to this project. Detailed role descriptions shall be provided for all individuals proposed to participate in the engagement, with particular emphasis on those directly responsible for performing the work.

Finally, the Proposer shall provide descriptions of relevant past projects, including scope, responsibilities, and measurable outcomes. Special emphasis shall be placed on projects completed for the City University of New York (CUNY), as well as comparable work within large academic environments, to demonstrate relevant experience and capability.

Proposer’s Experience:

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

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

• Each Proposer shall submit copies of all applicable licenses, permits, and/or certifications for its professional staff.

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

• Proposed staffing plan for rendering the Services required by this RFP (including if plan to use any former CUNY employees triggering JCOPE filing requirement)

Understanding and Approach to Rendering the Services; Schedule for Implementation:

• Describe Proposer’s understanding of the overall goals and requirements of the Project.

• Describe Proposer’s approach to meeting the goals and requirements of the Project.

• Describe the basis and evidence supporting Proposer’s ability to provide the Services required by this

Contract.

• Describe the process and timeline for rendering the Services (including, as relevant, implementation, end-user training and operationalizing any systems).

• Describe the processes used for both maintenance and support of any systems and the process for improving and updating systems

• Describe and provide plans for training and training for product changes and enhancements.

• Describe and provide plans for advising CUNY on any relevant issue that may arise during the construction of the EOC.

• Value Added: Discuss any additional value, expertise, processes, technology, solutions, and the like to further the goals of the Project that Proposer can provide.

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

Proposers must complete ALL line items in order for the Price Proposal to be deemed responsive. Failure to do so will result in the rejection of your Proposal. If there is no charge for a specific service, then state “$0” for that service. Each Service is deemed separate and must be priced separately.

Proposers shall provide one all-inclusive hourly rate for design services. The hourly rate shall include all labor, project management, overhead, travel, meetings, documentation, and deliverables required under the Scope of

Work. No additional services, markups, or separate line items shall be proposed. Construction, installation, procurement, and operational services are expressly excluded.

1. EOC Design Price: (Complete the table below, as applicable. If any price is included in any other service, indicate such for the respective service. )

Labor Category Description Estimated Hours Hourly Rate ($) Subtotal $

Professional

Services – EOC

Design

Design &

Consulting

250 $________

2. Advisory Services

Labor Category Description Estimated Hours Hourly Rate ($) Subtotal $

Professional

Services –

Advisory Services

Advisory Services 250 $________

Total Proposal Price (Total cost for services): $___________________

Write Total Proposal Price in Words: ________________________________

Part 7 – Terms and Conditions of Contract

Revised February 2026

Part 6: Proposal Scoring Criteria and Weights

Step 1: Administrative Review

CUNY will conduct an administrative review of each Proposal to ensure that all content has been submitted in accordance with this RFP (including a completed Form 1 signed by an authorized representative of Proposer and completed Forms 2 and 3) and that Proposers meet the Minimum

Qualifications set forth in this RFP. Proposals that do not include all required content will be deemed non-responsive and will not be granted any further consideration, unless CUNY deems such omissions non-material. Proposers are not permitted to alter or amend their Proposals after the Proposal Submission Due Date and Time. After a firm has been identified for award, all

Proposers will be notified.

Step 2: Scoring of Diversity Practices Questionnaire (5 Points)

Upon completion of its Administrative Review above, the University’s/College’s Procurement

Department will score the Diversity Practices Questionnaire. The Diversity Practices

Questionnaire will be scored on the points system as indicated on the questionnaire. The total score received for each Diversity Practices Questionnaire will be proportionally converted for a maximum of up to five (5) points. The scores for Proposers’ Diversity Practices Questionnaires will not be disclosed to CUNY’s Technical Evaluation Committee (“Committee”) prior to their completion of their evaluation and scoring of Proposers’ Technical Proposals.

Step 3: Scoring of Volume II: Technical and Management Proposal (55 Points)

Members of the Committee will preliminarily score each Technical Proposal individually and then meet as a group to discuss and give final scores to the Technical Proposals. The preliminary

Technical Score for each Proposal will consist of the sum of the scores given to the Technical

Proposal by each of the Committee members, divided by the number of Committee members with a maximum score indicated in this section, and will be provided to the University’s or College’s

Procurement Office. Then the members of the Committee will meet as a group to discuss the

Technical and Management Proposals. After such group discussion, the Committee members will provide their individual final Technical Scores, which may or may not be the same as their preliminary Technical Scores, to the Procurement Office.

Step 4: Scoring of Volume III: Price Proposal (30 Points)

The University’s/College’s Procurement Department will score the Price Proposals. Only the

University or College Procurement Office will be privy to pricing information until the

Committee members have completed and submitted all final scoring, including for Technical and

Management Proposals and for the Oral Presentations and Product Demonstrations (if applicable) for the RFP. The Proposer with the lowest proposed price, will receive a total of thirty (30) points, and higher proposed prices will receive proportionately lower points.

Step 5: Short-Listing Proposers

The University’s or College’s Procurement Office will add the Diversity Practices Questionnaire

Score, the Technical Score and the Price Proposal Score to calculate each Proposer’s Initial

Score. Initial Scores will be used to create a short-list of proposers. The University’s or College’s

Procurement Office will inform the Committee members of the total scores of the Proposals

Short-Listed Proposers for this solicitation will consist of the three Proposers with the highest

Initial Scores and any Proposers that are within ten (10) points of the highest score.

CUNY, in its sole discretion, reserves the right to select the Proposer(s) the highest Initial

Score(s) without requiring Oral Presentations.

Step 6: Oral Presentation and Product Demonstration for Short-Listed Proposers, if required (10 points)

The Short-Listed Proposers shall provide an Oral Presentation to the Committee in the form and manner requested by CUNY. The Committee will evaluate a Short-Listed Proposer’s Oral

Presentation and award a score with a maximum of ten (10) points based on the following criteria:

• Product meets the requirements stated in the RFP

• The capabilities of the Proposer’s staff that will lead the engagement

• Discussion on examples of previous projects of a similar nature and resulting outcome

• Ability to answer questions regarding their proposal

Step 7: Calculation of Short-Listed Proposer’s Final Proposal Score

The Final Proposal Score is the sum of the Short-Listed Proposer’s Diversity Practices

Questionnaire, Technical, Price and Oral Presentation (if required) Scores for a possible maximum Final Proposal Score of one hundred (100) points.

CUNY reserves the right to request Best and Final Offers (“BAFOs”) from those Proposals receiving an Oral Presentation, solely with respect to cost. Should CUNY exercise this right, CUNY will request a BAFO from each Short-Listed Proposer. A BAFO must be a lower price than the initial Proposal price. The cost score for the Short-Listed Proposers will be adjusted accordingly to determine the Proposer’s final score.

Step 8: Selection of Proposer

The Proposer with the highest Total Score, as calculated above, for a maximum of 100 points may be recommended by the Committee to the University for Contract award, if at all.

Table 1 Proposal Scoring Criteria and Weights

Title Scoring

Method

Item

Weight

Section

Score

Points out of

Minimum Proposer Requirements

(See Part 2-Paragraph I)

Pass/Fail N/A

Diversity Practices

Questionnaire (for procurements with estimated value of $250,000 or greater)

Scored 5

Technical and Management

Proposal

Scored 55

Proposer’s background 10

Key Team Members (contact person)

Related experience 20

Understanding our specific needs 10

Knowledge of Emergency operations

Price Proposal Scored 30

Oral Presentation /Product

Demonstration by Short-Listed

Proposers, if required

Scored 10

Possible

Score

Part 7 – Terms and Conditions of Contract Definitions

The following words and expressions used in this Contract shall be construed to mean as follows:

1.1 "approved", "directed", "required", "specified", unless specifically stated otherwise, to mean approved, directed, required, or specified, as the case may be, by the University through its representative, the Business Manager

1.2 "Business Days" - Mondays through Fridays (excluding Saturdays and Sundays), excluding holidays on which the College is officially closed

1.3 "Business Manager" - the business manager of the College acting either directly or through his/her designated representative in any matter. If this is a University-wide contract, or one in which the Work is performed for more than one College or University unit, then references to the "Business Manager" shall be deemed to signify that person or persons designated by the University in writing

1.4 "City" - the City of New York

1.5 "College" - the College or the University’s Office of University Controller - University Contracting, as named above, on behalf the constituent member of the University

1.6 "Comptroller" - the Comptroller of the City or State of New York, as applicable

1.7 "Contract" - see Section 2.1. below

1.8 "Contractor" - the second party named above

1.9 "Contract Price" - the price for which Contractor will deliver the Goods and perform the Services as set forth on the Contract Signature Page

1.10 "Days" or "days" - calendar days

1.11 "Goods" - any goods, work products, supplies, materials, equipment, or processes to be furnished to University under this Contract

1.12 "Laws" - all applicable laws, regulations, rules, orders, requirements, and the like, of federal, state, and local governments, courts, governmental authorities, legislative bodies, boards, agencies, commissions, and the like

1.13 "Other Contractor(s)" - any vendor or contractor (other than Contractor) who has a contract with the University or a university affiliated entity, or who has other authority to work on the Site

1.14 "OUC" - Office of University Controller - University Contracting

1.15 "Purchasing Office" - the Purchasing Office of the College or the University’s Office of Controller - University Contracting

1.16 "Services" - the labor to be performed under this Contract

1.17 "Site" - the physical area where Goods and Services are to be provided and where Contractor may provide any Work under this Contract

1.18 "State" - the State of New York

1.19 "University" - The City University of New York

1.20 "Work" - the Goods to be furnished and the Services to be performed pursuant to this Contract.

Section 2 - Contract Documents

2.1 This Contract includes the following documents: (1) these Terms and Conditions, the specifications, exhibits, drawings, schedules, and appendices; (2) the Information from Contractor provided by Contractor pursuant to Proposal Format and Contents requirements of the RFP; (3) questionnaires, amendments, addenda and representations and affirmations of Contractor; (4) samples and any other information submitted by Contractor; (5) insurance documents; (6) bonds, if any; (7) New York State Appendix A - Standard Clauses for All New York State Contracts, and all New York City, and New York State requirements included in the Attachments to the RFP; (8) the advertisement(s); (9) notice of award; and (10) all other terms and conditions of the RFP, including, without limitation, all attachments thereto.

2.2 The matters and items comprising this Contract, as set forth in Section 2.1 above, are intended to mutually explain and complement one another. Subject to Section 2.3, any conflict between or among the separate elements, any errors or omissions, or any doubt as to the requirements of the Contract, shall be resolved or corrected reasonably by the University in writing.

Contractor shall have no unilateral power to make any such resolutions or corrections.

2.3 In cases of conflict between or among Contract Documents, the order of precedence shall be as follows:

1. NYS Appendix A

2. Executed Contract with Contractor, including these Terms and Conditions

3. The RFP

4. Other documents and information issued by University

5. Contractor’s Proposal

6. Any additional documents listed above in Section 2.1

Section 3 - Contractor’s Responsibilities

3.1 Contractor has carefully examined the Contract, including, but not limited to, the terms and conditions of the agreement and the specifications, and will perform the Contract faithfully following all the terms and conditions thereof.

3.2 Contractor certifies, under penalty of perjury, to the best of its knowledge and belief that this Contract and the representations contained herein, have been properly authorized by its governing body and such authorization shall be deemed to include the signing and submission of the Contract and that Contractor is of lawful age and the only one interested in this Contract and no person, partnership, corporation, or limited liability company other than Contractor has any interest in this Contract.

3.3 Contractor hereby represents and warrants that the Contract Price was arrived at independently and is: (a) in all respects fair; (b) made without collusion or fraud; (c) to Contractor’s knowledge, no public officer or employee, University officer or employee, or person whose salary is payable in whole or in part, directly or indirectly, from the City Treasury or State Treasury, or a city-affiliated or state-affiliated entity, is directly or indirectly interested in the Contract or in the Goods or Services to which it relates or in any portion of the profits thereof.

3.4 Contractor expressly undertakes, and agrees to fully comply with any and all laws, orders, or regulations of any federal, state, or local authority or agency insofar as any of the same affect the execution, and performance of this Contract and to notify the College promptly in writing of any such law, order, or regulation that may be promulgated at any time during the course of the performance of this Contract that may affect the Contract.

3.5 Contractor certifies that the prices quoted herein are net and are exclusive of all federal, state, and local sales or use taxes.

3.6 Contractor hereby represents and warrants that it has completed and submitted all required information and documents and that all such information and documents in connection with this Contract, is true, accurate, not misleading, and complete, including the information and documents in connection with:

1. The Office of State Comptroller’s State of New York Vendor Responsibility Questionnaire.

2. State Tax Law 5-a (Form ST-220-CA and…