Geriatric Technical Assistance Center Request for Proposals


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Geriatric Technical Assistance Center (GTAC) Request for Proposals
Release date: June 2022
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Table of Contents
1. Introduction and Background ..............................................................................3 1.1 Purpose of the Request for Proposal.........................................................3 1.2 Target Population/Eligibility Criteria ........................................................... 3
2. Proposal Submissions .........................................................................................3 2.1 Designated Contact/Issuing Officer ........................................................... 3 2.2 Letter of Intent ..........................................................................................4 2.3 Key Events/Timeline .................................................................................4 2.4 Disposition of Proposals...........................................................................4 2.5 Eligible Organizations ...............................................................................4 2.6 RFP Questions and Clarifications..............................................................5 2.7 Addenda to Request for Proposals............................................................5 2.8 Disqualification Factors .............................................................................5 2.9 Grants Gateway Requirement .................................................................. 5 2.10 Instructions for Bid Submission and Required Format……………………..6 2.11 Instructions for Completing the Workplan and Objectives in NYS Grants Gateway ..................................................................................................8
3. Administrative Information ..................................................................................9 3.1 Reserved Rights.......................................................................................9 3.2 Debriefing ............................................................................................... 10 3.3 Protests Related to the Solicitation Process ............................................ 10 3.4 Term of Contracts...................................................................................10 3.5 Minority and Women Owned Business Enterprises................................. 11 3.6 Participation Opportunities for New York State Certified Service-Disabled Veteran Owned Businesses ................................................................... 12 3.7 Equal Opportunity Employment .............................................................. 13 3.8 Sexual Harrassment Prevention Certification .......................................... 14 3.9 Bid Response ......................................................................................... 14 3.10 Acceptance of Terms and Conditions ..................................................... 14 3.11 Freedom of Information Requirements....................................................14 3.12 NYS and OMH Policies .......................................................................... 15
4. Evaluation Factors for Awards...........................................................................15 4.1 Evaluation Criteria .................................................................................. 15 4.2 Method for Evaluating Proposals.............................................................15 4.3 Process for Awarding Contracts .............................................................. 16 4.3.1 Initial Awards and Allocations ................................................................. 16 4.3.2 Contract Termination and Reassignment ................................................ 16 4.4 Award Notification...................................................................................16
5. Scope of Work .................................................................................................... 17 5.1 Introduction.............................................................................................17 5.2 Objectives and Responsibilities ............................................................... 17 5.3 Requirements for Submission…………………………………………….....19 5.3A Proposal Narrative………………………………………………………...….19 5.3.1 Qualifications…………………………………………………………………..19 5.3.2 Content Areas…………………………………………………………………19 5.3.3 Technical Assistance………………………………...……………………….20 5.3.4 Diversity and Inclusion………………………….…………………………....20 5.3 B Budget Form and Budget Narrative…..……….…………………………… 21 5.3.5 Operating Budget Form and Budget Narrative…………………………… 21
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1. Introduction and Background
1.1 Purpose of the Request for Proposal The New York State Office of Mental Health announces the availability of funds for a Geriatric Technical Assistance Center (GTAC) to support and improve the service delivery of geriatric service demonstration programs through the “Partnership to Support Aging in Place in Communities Severely Impacted by COVID-19” (PSAP). These programs will create a partnership of Office of Mental Health (OMH), Office of Addiction Services and Supports (OASAS) and NY State Office for the Aging (NYSOFA) licensed providers to identify, support and serve older adults with unmet needs for those services to successfully age in place in the communities of their choice. The GTAC will be responsible for training and technical assistance focused on programmatic and fiscal strategies to support the planning, implementation, operation, and evaluation of the service demonstration programs as detailed in Section 5.2 (page 17) Up to $200,000 will be awarded annually to one eligible applicant for a total period of four (4) years, dependent upon appropriated funding.
1.2 Target Population Older adults (age 55 and older) whose community tenure is at risk due to unmet needs for behavioral health and aging services. The “Partnership to Support Aging in Place in Communities Severely Impacted by COVID19” will work to support individuals to provide outreach and in-community services to improve access to services, improve health outcomes and reduce disparities experienced by racial, ethnic, disability and disadvantaged groups by providing support for individuals to age in place in the communities of their choice.
2. Proposal Submissions
2.1 Designated Contact/Issuing Officer
OMH has assigned an Issuing Officer for this project. The Issuing Officer 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 Conditional Award. To avoid being deemed non-responsive, an applicant is restricted from making contact with any other personnel of OMH regarding the RFP. Certain findings of non-responsibility can result in rejection for a contract award. The Issuing Officer for this RFP is:
Carol Swiderski Contract Management Specialist 2 New York State Office of Mental Health Contracts and Claims 44 Holland Avenue, 7th Floor Albany, NY 12229 [email protected]
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2.2 Letter of Intent
Organizations interested in responding to this Request for Proposal must submit a Letter of Intent to Bid to the OMH Issuing Officer by 8/16/2022. The Letter of Intent to Bid shall be non-binding.
Please e-mail (only) the letter of intent to the Issuing Officer: Carol Swiderski Contract Management Specialist 2 New York State Office of Mental Health Contracts and Claims Attention: Letter of Intent 44 Holland Avenue, 7th Floor Albany, NY 12229 [email protected]
Please put in the Subject Line – “Geriatric Technical Assistance Center RFP”.

2.3 Key Events/Timeline

RFP Release Date

6/23/22

Questions Due

7/19/22

Questions and Answers Posted on Website 8/9/22

Letter of Intent to Bid Due

8/16/22

Proposals Due by 1:00 PM EST

8/24/22

Anticipated Award Notification

9/20/22

Anticipated Contract Start Date

1/1/23

2.4 Disposition of Proposals
All proposals received by the due date become the property of OMH and shall not be returned. Any proposals received after the due date will be returned to the applicant unopened.
2.5 Eligible Organizations
Eligible applicants are 501(c) (3) organizations with experience providing technical assistance, training, and support to providers of services to older adults with aging services needs, serious mental illness and/or addiction services needs. If unsure if your organization is an eligible applicant, contact the Issuing Officer identified in Section 2.1.
Please note that any/all questions posed regarding Eligibility will be answered through the official Question and Answer process. No questions regarding Eligibility will be responded to individually.
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2.6 RFP Questions and Clarifications
All questions or requests for clarification concerning the RFP shall be submitted in writing to the Issuing Officer by e-mail to [email protected] by 4:00 PM EST on the “Questions Due” date indicated in section 2.3 and will be limited to addressing only those questions submitted by the deadline. No questions can be submitted or will be answered after this date. No questions will be answered by telephone or in person.
The questions and official answers will be posted on the OMH website by 8/9/22.
2.7 Addenda to Request for Proposals
In the event that it becomes necessary to revise any part of the RFP during the application submission period, any addenda will be posted on the OMH website, the Grants Gateway and the NYS Contract Reporter.
It is the applicant’s responsibility to periodically review the OMH website, the NYS Contract Reporter and Grants Gateway to learn of revisions or addenda to this RFP. No other notification will be given.
2.8 Disqualification Factors
Following the opening of bids, a preliminary review of all proposals will be conducted by the Issuing Officer or a designee to review each proposal’s submission for completeness and verify that all eligibility criteria have been met. Additionally, during the proposal evaluation process, evaluators will also be reviewing eligibility criteria and confirming that they have been met. During the course of either of these review processes, proposals that do not meet basic participation standards will be disqualified, specifically:
 Proposals from applicants that do not meet the eligibility criteria as outlined in 2.5; or
 Proposals that do not comply with bid submission and/or required format instructions as specified in 2.10 and 2.11 or
 Proposals from eligible applicants who have not completed Vendor Prequalification, as described in 2.11, by the proposal due date of 1:00 PM EST on 8/24/23.
2.9 Grants Gateway Requirement
Pursuant to the New York State Division of Budget Bulletin H-1032, dated June 7, 2013, New York State has instituted key reform initiatives to the grant contract process which require not-for-profits to register in the Grants Gateway and complete the Vendor Prequalification process
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in order for proposals to be evaluated and any resulting contracts executed. Proposals received from eligible not-for-profit applicants who have not been Prequalified by the proposal due date of 1:00 PM EST on 8/24/23 cannot be evaluated; therefore, such proposals will be disqualified from further consideration. Please do not delay in beginning and completing the prequalification process. The State reserves five (5) days to review submitted prequalification applications. Prequalification applications submitted to the State for review less than 5 days prior to the RFP due date and time may not be considered. Applicants should not assume their prequalification information will be reviewed if they do not adhere to this timeframe.
2.10 Instructions for Bid Submission and Required Format
Each proposal submission through the Grants Gateway is required to contain:
• Operating Budget (Appendix B) • Budget Narrative (Appendix B1)
All applicants must be registered with the New York State Grants Gateway System (GGS) and all Not-for-Profit agencies must be prequalified prior to proposal submission.
If you are not already registered in the GGS:
Registration forms are available at the GGS website: https://grantsmanagement.ny.gov/register-your-organization
Include your SFS Vendor ID on the form; if you are a new vendor and do not have a SFS Vendor ID, include a Substitute for W-9 with your signed, notarized registration (also available from the website). All registration must include an Organization Chart in order to be processed. When you receive your login information, log in and change your password.
If you are an applicant, and have problems complying with this provision, please contact the GGS help desk via email: [email protected] -- OR -- by telephone: 1-518-474-5595.
How to Submit a Proposal Proposals must be submitted online via the Grants Gateway by the date and time posted on the cover of this RFP. Tutorials (training videos) for use of the Grants Gateway are available upon user log in.
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To apply, log into the Grants Gateway as a Grantee, Grantee Contract Signatory or Grantee System Administrator and click on the View Opportunities button under View Available Opportunities. To get started, in the Search Criteria, enter the Grant Opportunity name provided on the cover page of this RFP, select the Office of Mental Health as the Funding Agency, and hit the Search button. Click on the name of the Grant Opportunity from the search results grid and then click on the APPLY FOR GRANT OPPORTUNITY button located at the bottom left of the Main page of the Grant Opportunity.
In order to access the online proposal and other required documents such as the attachments, you MUST be registered and logged into the NYS Grants Gateway system in the user role of either a “Grantee” or a “Grantee Contract Signatory” or a “Grantee System Administrator”.
The ‘Grantee’ role may ONLY Initiate and Save changes to the application such as add/update information to forms, upload documents while the user logged in as a ‘Grantee Contract Signatory’ or a ‘Grantee System Administrator’ role can perform all the tasks of Grantee role and in addition, can SUBMIT the application to the State. When the application is ready for submission, click the ‘Status Changes’ tab, then click the ‘Apply Status’ button under “APPLICATION SUBMITTED” before the due date and time.
For further information on how to apply, and other information, please refer to the Vendor User Manual. https://grantsmanagement.ny.gov/system/files/documents/2020/05/vend or-user-manual-3.2-5.7.20.pdf
Reference materials and videos are available for Grantees applying to funding opportunities on the NYS Grants Gateway. Please visit the Grantee Documents section on Grants Management website.
Late proposals will not be accepted. Proposals will not be accepted via fax, e-mail, hard copy, or hand delivery. Proposals will only be accepted via Grants Gateway submission.
Helpful Links Some helpful links for questions of a technical nature are below.
Grants Reform Videos (includes a document vault tutorial and an application tutorial) on YouTube: http://www.youtube.com/channel/UCYnWskVc7B3ajjOVfOHL6UA
(Technical questions) Grants Team Email (Proposal Completion, Policy and Registration questions): [email protected] or by phone at 518-474-5595.
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2.11 Instructions for completing the Workplan and Objectives in NYS Grants Gateway
The online Workplan is essentially an outline/summary of the work associated with the Project(s) described in the sections below. Please note that if an application is selected for award, the Workplan will be subject to change and can be updated during the contract development/negotiation process.
The Workplan Overview Form will be used to create the Work Plan portion of the contract. Some of the information requested will be duplicative of information provided earlier in the application. Be sure to follow the guidance provided below.
The Work Plan Period should reflect the anticipated contract period. Contracts will be approved for a four-year term.
The Project Summary section should include a high-level overview of the project as instructed.
The Organizational Capacity section should include the information requested regarding staffing and relevant experience of staff and any applicable consultants to be involved in undertaking the proposed project.
The Objectives and Tasks section should identify grantee-defined objectives and tasks that are relevant to the completion of the proposed project. To get started, add your first Objective Name and Description, and then click the [SAVE] button at the top of the page. After hitting Save, a field for the Task Name and Task Description will show under the Objective box. Complete both fields and hit the [SAVE] button at the top of the page. After entering the Task information and clicking [SAVE], you will now see a box for the Performance Measure information and a box to enter a second Task. Enter a Performance Measure Name and select the Performance Measure Data Capture Type from the dropdown box. The type you choose from the dropdown will show on the screen for you to complete. Once you’ve entered the name, data capture type and the text/integer/or date as applicable, click the [SAVE] button at the top of the page. For Performance Measure Name: restate the Objective then enter the narrative requested in the box below. Performance Measures are also grantee-defined and should reflect some measurable benchmark(s) in order to demonstrate adequate progress within 18 months of the award date, as required by the RFP. Once entered, click [SAVE]. You may continue to add Objectives, Tasks and Performance Measures up to and including the max amount allowed by the state.
Applicants should refer to Section 5.2.4 “Workplan” of the Vendor User Guide’ (Click here for Grants Gateway: Vendor User Guide) for detailed instructions on how to complete the Workplan.
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You must use Microsoft Edge to access the Grants Gateway. Using Chrome or Firefox causes errors in the Work Plan section of the application.
3. Administrative Information
3.1 Reserved Rights
OMH reserves the right to:
• Reject any or all proposals received in response to the RFP that are deemed non-responsive or do not meet the minimum requirements or are determined to be otherwise unacceptable, in the agency’s sole discretion;
• Withdraw the RFP at any time, at the agency’s sole discretion; • Make an award under the RFP in whole or in part; • Disqualify any applicant whose conduct and/or proposal fails to
conform to the requirements of the RFP; • Seek clarifications and revisions of proposals for the purposes of
assuring a full understanding of the responsiveness to these solicitation requirements; • Use proposal information obtained through the state’s investigation of an applicant’s qualifications, experience, ability or financial standing, and any material or information submitted by the applicant in response to the agency’s request for clarifying information in the course of evaluation and/or selection under the RFP; • Prior to the bid opening, direct applicants to submit proposal modifications addressing subsequent RFP amendments; • Prior to the bid opening, amend the RFP specifications to correct errors or oversight, supply additional information, or extend any of the scheduled dates or requirements and provide notification to potential bidders via the OMH website, Grants Gateway, and the New York State (NYS) Contract Reporter; • Eliminate any non-material specifications that cannot be complied with by all of the prospective applicants; • Waive any requirements that are not material; • Negotiate any aspect of the proposal with the successful applicant in order to ensure that the final agreement meets OMH objectives and is in the best interests of the State; • Conduct contract negotiations with the next responsible applicant, should the agency be unsuccessful in negotiating with the selected applicant; • Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of an applicant’s proposal and/or to determine an applicant’s compliance with the requirements of the solicitation;
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• Cancel or modify contracts due to insufficiency of appropriations, cause, convenience, mutual consent, non-responsibility, or a “force majeure”.
3.2 Debriefing
OMH will issue award and non-award notifications to all applicants. Nonawarded applicants may request a debriefing in writing requesting feedback on their own proposal, within 15 business days of the OMH dated letter. OMH will not offer debriefing to providers who are awarded a contract. OMH will not offer ranking, statistical, or cost information of other proposals until after the NYS Office of the State Comptroller has approved all awards under this RFP. Written debriefing requests may be sent to the Designated Contact, as defined in Section 2.1.
3.3 Protests Related to the Solicitation Process
Protests based on errors or omissions in the solicitation process, which are or should have been apparent prior to the deadline for receipt of all written questions for this RFP, must be filed prior to the deadline for questions. In the event an applicant files a timely protest based on error or omission in the solicitation process, the Commissioner of OMH or their designee will review such protest and may, as appropriate, issue a written response or addendum to the RFP to be posted on the OMH website in the RFP section. Protests of an award decision must be filed within fifteen (15) business days after the notice of conditional award or five (5) business days from the date of the debriefing. The Commissioner or their designee will review the matter and issue a written decision within twenty (20) business days of receipt of protest.
All protests must be in writing and must clearly and fully state the legal and factual grounds for the protest and include all relevant documentation. The written documentation should clearly state reference to the RFP title and due date. Such protests must be submitted to:
New York State Office of Mental Health Commissioner Ann Marie T. Sullivan, M.D. 44 Holland Ave Albany, NY 12229
3.4 Term of Contracts
The contracts awarded in response to this RFP will be for a four-year term. Selected applicants awarded a contract under this RFP will be required to adhere to all terms and conditions in OMH’s Master Grant Contract.
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Geriatric Technical Assistance Center Request for Proposals