Project Information

Bid Title

FOR HOMELESS SHELTER CERTIFICATION SUPPORT

Issuing Agency

Erie County

Location

New York

Published Date

Jan 5, 2026

Closing Date

Jan 22, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
SOCIAL SERVICES	FOR HOMELESS SHELTER CERTIFICATION SUPPORT	Thursday, January 22, 2026	homeless-shelter-certification-support-appendix-a-1.docx

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ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

FOR HOMELESS SHELTER CERTIFICATION

SUPPORT

RFP # 2025-052VF

Erie County Department of Social Services

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSALS (“RFP”) # 2025-052VF

HOMELESS SHELTER CERTIFICATION SUPPORT

Contents

I. INTRODUCTION.......................................................................................................................................................................3

II.

FUNDING AND BUDGET.................................................................................................................................................3

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

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

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

INTRODUCTION.......................................................................................................................................................................5

HISTORY AND CONTEXT.....................................................................................................................................................5

SCOPE OF WORK...................................................................................................................................................................5

GENERAL REQUIREMENTS:...............................................................................................................................................5

COMPENSATION.....................................................................................................................................................................6

VENDOR EXPERIENCE AND QUALIFICATIONS...........................................................................................................6

VI. STATEMENT OF RIGHTS...............................................................................................................................................6

UNDERSTANDINGS....................................................................................................................................................................6

EVALUATION ................................................................................................................................................................................7

EVALUATION PROCESS...........................................................................................................................................................7

CONTRACT....................................................................................................................................................................................8

INDEMNIFICATION AND INSURANCE..................................................................................................................................8

INTELLECTUAL PROPERTY RIGHTS ...................................................................................................................................8

NON-COLLUSION........................................................................................................................................................................9

CONFLICT OF INTEREST.........................................................................................................................................................9

COMPLIANCE WITH LAWS ......................................................................................................................................................9

CONTENTS OF PROPOSAL.....................................................................................................................................................9

EFFECTIVE PERIOD OF PROPOSALS.............................................................................................................................. 10

ERIE COUNTY EQUAL PAY CERTIFICATION...................................................................................................................... 11

GUIDELINES FOR STANDARD INSURANCE PROVISIONS REQUIRED..................................................................... 12

PROPOSAL REQUIREMENTS .................................................................................................................................................. 13

RFP APPENDIX A: Proposal to Provide Service.................................................................................................................... 14

SCHEDULE A ................................................................................................................................................................................. 19

I. INTRODUCTION

The County of Erie, New York (the “County”) is making funding available to support existing local

Homeless Shelters in expanding capacity and meeting certification requirements for the Office of

Temporary and Disability Assistance (OTDA).

In responding to this RFP, Proposers must follow the prescribed format as outlined. By so doing,

each Proposer will be providing the ECDSS comparable data submitted by other Proposers, and

thus, be assured a fair and objective treatment in the ECDSS review and evaluation process as it is

the ECDSS’ intent to select the Proposer that provides the best solution for the ECDSS’ 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

A total of $347,410 is potentially available for one-time grants to support shelters’ physical plant

improvements and/or one-time capital expenditures needed in order increase the number of

homeless shelter beds and become certified. Funding is available for current ECDSS vendors and

new partners. Agencies must show commitment to the projects by providing a minimum of 15% of

the cost with internal funding for each project. More than one agency may be selected.

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:

December 23, 2025

Proposals Due:

January 22, 2026

Selection Made:

March 2026

Contract Signed:

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. Your proposal must be comprised of 3 sections:

Appendix A

• Proposal to Provide Service

• Signed Schedule A

• If utilizing a leased space, verify that the lease is in place for at least five years from

project completion date.

Appendix B

• Copies of estimates

Appendix C

• Proof of Contractors’ licenses and insurance

Failure to follow the prescribed format for responses may result in disqualification.

3. Proposals MUST be signed using the attached Schedule A: Proposer Certification. Unsigned

proposals will be rejected.

4. All proposals must be submitted on or before January 22, 2026 at 4:00 p.m. Regardless of

cause, proposals received after the above date and time will not be considered. Requests for

extension will not be granted. The County is under no obligation to return proposals.

5. Submission of the proposals shall be uploaded as three separate documents (Appendix A, B

and C) to: OnBase Unity Form. You will receive an email confirming if it has been submitted.

6. If unable to upload the proposal, a printed submission may be submitted to: Erie County

Department of Social Services, Attn: Carrie Godfrey, 95 Franklin Street Room 804, Buffalo, NY

14202. Note: must be on 8.5x11 paper, one-sided and no staples.

7. The County is under no obligation to return proposals.

8. Requests for clarification of this RFP must be written and submitted to Carrie Godfrey at the

above address, or at Carrie.Godfrey@erie.gov by January 15, 2026. A list of questions and

answers will be posted on the County website, if applicable. No communications of any kind will

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

clarif ication.

9. Proposers may be required to give an oral presentation to the County to clarify or elaborate on

the written proposal. Those Proposers will be notified to arrange specific times.

10. No proposal will be accepted f rom 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 p erform pursuant to

any prior agreement with the County.

11. Inf ormation on the Standard Insurance Provisions required of agencies selected as a contractor

of 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.

12. 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. (A copy of Executive Order 13 is available

here: Executive Order 13). 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, f or

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.

13. All potential contract-holders with Erie County shall agree that administrative costs may not

exceed 15% of the requested funds.

14. Certif ied Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers

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

15. A business that is a certif ied Service-Disabled Veteran Owned Business (SDVOB) under the

New York State Service-Disabled Veteran-Owned Business Act shall include the letter

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

16. All proposers must disclose the name, title, and department of any employee or of ficer who is or

was an employee or officer of Erie County within the 12 months immediately prior to the

proposal.

17. 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.

18. 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

INT RODUCT ION

The Erie County Department of Social Services supports Erie County Homeless Shelters in the

effort to become certified by OTDA. The Department has funding available to support existing

shelters’ physical plant improvements to increase program capacity.

HISTORY AND CONTEXT

Certification of homeless shelters is a requirement of shelters to receive county funds, 18 NYCRR

Part 491 and 900. The Division of Shelter Oversight and Compliance (DSOC) is responsible for the

certification and inspection of publicly funded homeless shelters for families and adults throughout

New York State. For additional information see: Shelter Oversight and Compliance | OTDA

(ny.gov).

SCOPE OF WORK

Applications are being accepted from existing local shelters for one-time funding to support physical

plant improvements to homeless shelters to address OTDA inspection concerns. Three estimates

from licensed contractors are required for each proposed improvement. Contractors must also

provide proof of license, insurance, and invoice for work completed.

GENERAL REQUIREMENTS:

• Demonstrate the ability to navigate and utilize the OTDA’s Shelter Management System (SMS)

and/or other required reporting platforms in a timely manner prior to funding.

• Manage funds from a government funding source and maintain billing systems.

• Submit required data and abide by designated documentation regulations in a timely manner, as

instructed, by County in order to claim reimbursement for services.

• If utilizing a leased space, verify that the lease is in place for at least five years from project

completion date.

• Funding is to support shelters in becoming certified by OTDA. Failure to achieve certification

will result in a repayment agreement.

• All award recipients must provide homeless services for 5 years under contract with the

Department- Failure to do so will result in a repayment requirement.

Commodity Codes

• NAICS 624221Temporary Shelters

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