Project Information

Bid Title

TO PROVIDE SENSORY ROOMS FOR CHILDREN AND YOUTH

Issuing Agency

Erie County

Location

New York

Published Date

Apr 27, 2026

Closing Date

May 15, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
HEALTH	TO PROVIDE SENSORY ROOMS FOR CHILDREN AND YOUTH	Friday, May 15, 2026	2026-036vf-schedule-a.docx , 2026-036vf-rfp-budget-form.docx , 2026-036vf-erie-county-rfp-coversheet.docx

Attachment Preview

ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE

SENSORY ROOMS FOR CHILDREN AND YOUTH

RFP # 2026-036VF

April 27, 2026

Gale R. Burstein, MD, MPH, FAAP, Commissioner

Department of Health

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

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TABLE OF CONTENTS

I. BACKGROUND …………………………………………………………………………………….…………….. 3

II. FUNDING AND BUDGET ………………………………………………………………………………….…… 3

III. PROPOSAL TIMEFRAMES ………………………………………………………………..………….………. 3

IV. GENERAL REQUIREMENTS ……………………………………………………………..………………….. 4

V. SCOPE OF PROFESSIONAL SERVICES REQUIRED ………………………….…………………..…….. 5

- Introduction ………………………………………………………………………………………………. 5

- Program Information ………………………………………………………………………….………… 6

- Scope of Work ……………………………………………………………………………...…………… 7

- Eligibility ………………………………………………………………………….………………………. 8

- Application ………………………………………………………………………………..……………… 8

VI. STATEMENT OF RIGHTS ……………………………………………………………….…………………… 9

- Understandings ……………………………………………………………………………...………….. 9

- Evaluation ……………………………………………………………………………………………….. 10

- Evaluation Process …………………………………………………………………………………….. 10

- Scoring Rubric ………………………………………………………………………………………..… 10

- Contract …………………………………………………………………………………………………..11

- Indemnification and Insurance ………………………………………………………………...……… 11

- Intellectual Property Rights ………………………………………………………………….………… 12

- Non-Collusion …………………………………………………………………………….…………….. 12

- Conflict of Interest ……………………………………………………………………………………… 12

- Compliance with Laws ……………………………………………………………………..………….. 12

- Contents of Proposal …………………………………………………………………….…………….. 13

- Effective Period of Proposals ………………………………………………………………….……… 13

ERIE COUNTY EQUAL PAY CERTIFICATION ………………………………………………………………. 14

INSTRUCTIONS FOR COUNTY OF ERIE STANDARD INSURANCE CERTIFICATE………….……….. 15

PROPOSAL CONTENT ………………………………………………………………………………………….. 16

- Proposal Checklist ………………………………………………………………………….………….. 16

- RFP Cover Sheet …………………………………………………………………………..………….. 17

- Budget Form ………………………………………………………………………………..………...,,. 18

- Schedule A Proposer Certification……………………………………………………………………. 19

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COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSALS (“RFP”) #2026-036VF

TO PROVIDE SENSORY ROOMS FOR CHILDREN AND YOUTH

I. BACKGROUND

The County of Erie, New York (the “County”) is currently seeking proposals from qualified not-for-profit agencies

(“Proposer”) interested in providing sensory rooms for children and youth with special health care needs

(“CYSHCN”). Proposers with the capacity to create and furnish a sensory room space for CYSHCN are invited

to respond to this request. Preference will be given to community-based organizations who currently serve

marginalized, minority, and underserved communities in Erie County, including but not limited to racial and ethnic

minority communities, LGBTQIA+ communities, and rural communities.

It is the County's intent to select the Proposer(s) that provides the best solution for the County's needs.

The County reserves the right to amend this RFP, reject any or all of the proposals, or any part thereof, submitted

in response to this RFP, and reserves the right to waive any irregularities or informalities, if such action is deemed

to be in the best interest of the County. The County reserves the right to request additional information from any

Proposer, and to award negotiated contracts to one or more Proposers.

This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in connection

with any proposal or to procure or contract with any firm.

The County will only contract with firms that do not discriminate against employees or applicants for employment

because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship

status or any other status protected by New York State and Federal laws.

II. FUNDING AND BUDGET

This is a reimbursement funding opportunity. Reimbursement claims are submitted on a monthly basis by

submitting a set of claim forms. The County reserves the right to make multiple awards to Proposers whose

proposals meet the criteria stated in this RFP. Funding amounts may range from $10,000-$31,000. All funds

must be spent by September 30, 2026. The start date of the project must fall after the funding decisions are

announced. These funds are for a one-time grant and will not be sustained for future years. All contract

appropriations are subject to Legislative approval.

Note: By Executive Order from the NYS Governor and the Erie County Executive, administrative costs may not exceed 15% of

the requested funds.

III. PROPOSAL TIMEFRAMES

The following schedule is for informational purposes only. The County reserves the right to amend this schedule

at any time.

Issue RFP:

April 27, 2026

RFP Informational Meeting:

Join the meeting link

May 7, 2026, at 11:00am via Webex

https://erie.webex.com/erie/j.php?MTID=m0b216b0a2e371b99c34c04beecb9b3f3

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Join by meeting number

Meeting number (access code): 2495 500 6195

Meeting password: BfiZQ3mtC37

Tap to join from a mobile device (attendees only)

+1716-858-2250,,24955006195## United States Toll (Buffalo)

+1-415-655-0003,,24955006195## United States Toll

Join by phone

+1 716-858-2250 United States Toll (Buffalo)

+1-415-655-0003 United States Toll

Global call-in numbers

Join from a video system or application

Dial 24955006195@webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Proposals Due:

Selection Made by:

Contract Signed:

May 15, 2026 at 4pm

June 15, 2026

Following all necessary County approvals.

IV. GENERAL REQUIREMENTS

1. Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional

materials beyond what is sufficient to provide a complete, accurate and reliable presentation.

2. Submission of the proposals shall be emailed to Evanna Ramos at HealthEquity@erie.gov

3. If unable to email the proposal, a printed submission may be submitted to: Erie County Office of Health

Equity, Attn: Evanna Ramos, 95 Franklin Street, 9th Floor, Buffalo, NY 14202.

4. All proposals must be delivered to the above office on or before May 15, 2026, at 4:00 p.m. Proposals

received after the above date and time will not be considered. The County is under no obligation to return

proposals.

5. Requests for clarification of this RFP must be written and submitted to Evanna Ramos at the above

address, or at HealthEquity@erie.gov no later than 4:00 pm on May 6, 2026. A list of questions and

answers will be posted on the County website by May 11, 2026. No communication of any kind will be

binding against the county, except for the formal written responses to any request for clarification.

6. Proposers may be required to give an oral presentation and/or additional information to the County to

clarify or elaborate on the written proposal. Those Proposers will be notified to arrange specific times.

7. No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon

any debt or in default of any obligation owed to the County. Additionally, no agreement will be awarded

to any Proposer that has failed to satisfactorily perform pursuant to any prior agreement with the County.

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8. Information on the Standard Insurance Provisions required by agencies selected as a contractor for this

service is included in this RFP. This document is for informational purposes only and is not to be

submitted by the Proposer for the purposes of this RFP.

9. All potential contract-holders with Erie County shall agree to comply with Executive Order 13 (2014), and

the Agency shall make such records available, upon request, to the County’s Division of Equal

Employment Opportunity for review. All contract holders will be required to sign the Erie County Equal

Pay Certification (attached). The County shall have the right, upon reasonable notice and at reasonable

times, to inspect the books and records of the Agency, its offices and facilities, for the purpose of verifying

information supplied in the Erie County Equal Pay Certification and for any other purpose reasonably

related to confirming the Agency’s compliance with Erie County Executive Order No. 13 (2014). Violation

of the provisions of Executive Order 13 (2014), which is attached hereto and made a part hereto and

made a part hereof, can constitute grounds for the immediate termination of a contract, and may

constitute grounds for determining that a bidder is not qualified to participate in future county contracts.

10. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers should

include the Erie County MBE/WBE Certification letter with their proposal.

11. A business that is a certified Service-Disabled Veteran Owned Business (SDVOB) under the New York

State Service-Disabled Veteran-Owned Business Act should include the letter indicating their company

is 51% or more veteran-owned with their proposal.

12. All proposers must disclose the name, title, and department of any employee or officer who was an

employee or officer of Erie County within the 12 months immediately prior to the proposal.

13. If requested, proposers must provide a list of at least three references from community partners and

collaborators or an individual with knowledge of and experience with the specific services being offered.

14. All proposers must provide a list of all prime contractors and subcontractors that their agency does

business with related to the service in this RFP.

V. SCOPE OF PROFESSIONAL SERVICES REQUIRED

A. Introduction

The Erie County Office of Health Equity (“ECOHE”) was established in compliance with the Erie County Health

Equity Act of 2021. The ECOHE’s mission is to evaluate a wide variety of specific health outcomes among

diverse populations to fully understand the depth and scope of health disparities in Erie County and to partner

with community members, health care providers, faith and philanthropic leaders, and organizations to enact

programs that help disadvantaged, marginalized and diverse populations in Erie County achieve maximum

health and wellness. The vision of the ECOHE is for all disadvantaged, marginalized, and diverse populations in

Erie County to achieve maximum health and wellness.

The Erie County Children and Youth with Special Healthcare Needs (“CYSHCN”) Program seeks to improve the

coordination of care for children and youth who have special health care needs. This program serves families

with infants, children, and youth from birth to 21 years old who have serious or chronic medical, physical,

behavioral, emotional, or developmental conditions. A diagnosis is not required for enrollment in the Erie County

CYSHCN Program. The CYSHCN Program matches families with community resources and provides referrals

to community programs. The CYSHCN Program can also help by providing advocacy with health care providers

and school districts, linkage with medical providers and specialists, and assistance with health insurance. The

CYSHCN Program can assist with linkage to special education services, support groups, play groups,

educational resources, and job and vocational counseling. The CYSHCN Program can also assist older youth

with the transition from pediatric to adult services.

CYSHCN programs are administered by local health departments across New York State. Because of its unique

location within the ECOHE, Erie County’s CYSHCN Program is setting the standard for navigating special health

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Commodity Codes

• NAICS 611710Educational Support Services
• NAICS 624110Child and Youth Services
• NAICS 721110Hotels (except Casino Hotels) and Motels

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