- Title
- TO PROVIDE EMERGENCY SHELTER AND SUPPORTIVE SERVICES FOR THE HOMELESS DURING CODE BLUE ACTIVATION
- Bid Type
- RFP
- Pdf Text
- ERIE COUNTY
REQUEST FOR PROPOSAL (RFP)
TO PROVIDE EMERGENCY SHELTER AND
SUPPORTIVE SERVICES FOR THE HOMELESS
DURING CODE BLUE ACTIVATION
RFP # 2026-053VF
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”) # 2026-053VF
TO PROVIDE EMERGENCY SHELTER AND SUPPORTIVE SERVICES FOR THE
HOMELESS DURING CODE BLUE ACTIVATION
Contents
I. INTRODUCTION ..................................................................................................................................................................................... 3
II. FUNDING AND BUDGET............................................................................................................................................................... 3
III. PROPOSAL TIMEFRAMES ........................................................................................................................................................... 4
IV. GENERAL REQUIREMENTS ........................................................................................................................................................ 5
V. SCOPE OF PROFESSIONAL SERVICES REQUIRED .......................................................................................................... 7
INTRODUCTION ..................................................................................................................................................................................... 7
HISTORY AND CONTEXT.................................................................................................................................................................... 7
SCOPE OF WORK.................................................................................................................................................................................. 7
GENERAL REQUIREMENTS:.............................................................................................................................................................. 8
COMPENSATION.................................................................................................................................................................................... 9
VENDOR EXPERIENCE AND QUALIFICATIONS.......................................................................................................................... 9
PERFORMANCE MEASURES AND DATA COLLECTION .......................................................................................................... 9
VI. STATEMENT OF RIGHTS.............................................................................................................................................................. 9
UNDERSTANDINGS .................................................................................................................................................................................. 9
EVALUATION .............................................................................................................................................................................................10
EVALUATION PROCESS .......................................................................................................................................................................11
CONTRACT ................................................................................................................................................................................................11
INDEMNIFICATION AND INSURANCE...............................................................................................................................................12
INTELLECTUAL PROPERTY RIGHTS................................................................................................................................................12
NON-COLLUSION.....................................................................................................................................................................................13
CONFLICT OF INTEREST......................................................................................................................................................................13
COMPLIANCE WITH LAWS ...................................................................................................................................................................13
CONTENTS OF PROPOSAL .................................................................................................................................................................13
EFFECTIVE PERIOD OF PROPOSALS .............................................................................................................................................14
ERIE COUNTY EQUAL PAY CERTIFICATION .....................................................................................................................................15
GUIDELINES FOR STANDARD INSURANCE PROVISIONS REQUIRED ....................................................................................16
PROPOSAL REQUIREMENTS ..................................................................................................................................................................17
RFP APPENDIX A: Proposal to Provide Service ...................................................................................................................................19
SCHEDULE A .................................................................................................................................................................................................23
RFP APPENDIX B: Fiscal ............................................................................................................................................................................24
RFP APPENDIX C: Supplemental Information.......................................................................................................................................31
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I. INTRODUCTION
The County of Erie, New York (the “County”) is currently seeking proposals from qualified agencies
(“Proposer”) interested in providing Emergency Shelter and Supportive Services for the Homeless during
the cold weather season throughout Erie County for Erie County Department of Social Services (ECDSS).
ECDSS utilizes a Solutions Focused Principles-Trauma Informed Care system of care framework and
incorporates the principles of Diversity, Equity, and Inclusion (DEI) into its practices and procedures.
Proposers interested in providing this service are invited to respond to this request.
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, and thus, be assured fair and objective treatment
in the ECDSS review and evaluation process. 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
Emergency Shelter and Supportive Services for the Homeless During the cold weather season awards are
contingent upon approved/allocated state and local funding.
The award is subject to annual contract renewal, contingent upon the Proposer’s successful performance
of project objectives and the continued need and desire for such services as articulated by Erie County
DSS. Initial award and renewals are subject to inclusion of funding in the County Executive
Recommended Budget and as adopted by the Erie County Legislature, as well as contingent upon
availability of funds appropriated for this purpose. All contract appropriations are subject to Legislative
approval.
Future awards will be dependent on available funds and subject to the demonstrated fiscal and
programmatic stability of the applicant agency, as well as their meeting all Erie County Department of
Social Services requirements. More than one provider may be selected for funding.
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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: September 28, 2026
RFP Informational Meeting: October 1, 2026 at 11:00 a.m.
Join from the meeting link
https://erie.webex.com/erie/j.php?MTID=mb98cf7a2bc3ca3919de5bbd7bc70a508
Join by meeting number
Meeting number (access code): 2493 475 5577
Meeting password: sdQrk5F4T2C
Tap to join from a mobile device (attendees only)
+1716-858-2250,,24934755577## United States Toll (Buffalo)
+1-415-655-0003,,24934755577## 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
Register for the Informational Meeting by contacting: Carrie.Godfrey@erie.gov
Proposals Due: October 12, 2026 by 4:00 p.m.
Selection Made by: October 16, 2026
Contract Signed: Following all necessary County approvals.
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IV. GENERAL REQUIREMENTS
1. Each proposal should 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
• For agencies not currently contracted with ECDSS to provide the requested service:
References and data from similar work
Appendix B
• Signed Fiscal Form
• Budget Forms
Appendix C
• Most recent Audit report prepared by an independent CPA
• Most recent Management Letter
• Listing of Officers and Board of Directors
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. 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.
5. 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.
6. All proposals must be submitted on or before October 12, 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.
7. Requests for clarification of this RFP must be written and submitted to Carrie Godfrey at the above
address, or at Carrie.Godfrey@erie.gov no later than 4:00 pm on September 30, 2026. A list of
questions and answers will be posted on the County website by October 1, 2026, if applicable. No
communications of any kind will be binding against the county, except for the formal written responses
to any request for clarification.
8. 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.
9. 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.
10. Information 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.
11. 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
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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.
12. All potential contract-holders with Erie County shall agree that administrative costs may not exceed
15% of the requested funds.
13. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers sh all
include the Erie County MBE/WBE Certification letter with their proposal.
14. A business that is a certified 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.
15. All proposers must disclose the name, title, and department of any employee or officer who is or was an
employee or officer of Erie County within the 12 months immediately prior to the proposal.
16. 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.
17. 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.
18. All proposers must include the name of their Language Access Coordinator. A copy of your Language
Access Policy is required at contracting.
19. All proposers must include the name of their Americans with Disabilities Act (ADA) Coordinator. A copy
of a written ADA policy is required at contracting.
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V. SCOPE OF PROFESSIONAL SERVICES REQUIRED
INTRODUCTION
Erie County Department of Social Services is an outcomes-based organization. All contracted services are
required to support the Department’s mission to engage people in need and provide a broad range of
efficient and effective assistance and services with community partners to facilitate a brighter future for
the people of Erie County. As a trauma-informed agency, ECDSS incorporates principles of collaboration,
safety, trustworthiness, empowerment, and choice throughout its services to promote resilience and
healing. Any proposer chosen to partner with ECDSS in service provision must demonstrate their
alignment with these principles in their overall project design, and in all aspects of its implementation.
Erie County is subject to inclement winter weather that poses an imminent danger to public health and
safety. To provide aid, care and support of persons in need and to protect and promote the health of its
citizens, Erie County Department of Social Services takes all necessary steps to identify individuals
reasonably believed to be homeless and unwilling or unable to find the shelter necessary for safety and
health in inclement winter weather and move such individuals to appropriate sheltered facilities. Emergency
Shelter and Supportive Services for the Homeless are a collaboration of community providers, 211 and City
of Buffalo. The selected provider(s) will be the lead agency(ies). Services are to be provided October
2026 - May 2027 in accordance with ECDSS’ plan submitted annually to New York State Office of
Temporary and Disability Assistance (OTDA).
HISTORY AND CONTEXT
Historically one or two providers served the city and rural areas.
Per 18 NYCRR § 304.1, a Code Blue alert must be called when temperatures are expected to fall below
32˚F with wind chill for at least two consecutive hours, based on the local forecast issued by the National
Weather Service (http://forecast.weather.gov/) f or the city, town or village within the district that is known to
have the largest population of unsheltered homeless persons. Code Blue reimbursement is for essential,
additional costs that are directly related to the requirements of the Code Blue regulation to provide shelter
during inclement weather and are not already funded in any other way. Shelter services will be provided
throughout the cold weather season, regardless of temperature. Only days and night meeting Code Blue
criteria will be reimbursed by OTDA. Local funds will cover the costs of days and nights above 32 degrees.
Erie County is committed to providing Emergency Shelter and Supportive Services for the Homeless
shelter throughout the cold weather season. As such, a low barrier shelter will remain open for the duration
of the winter season, beginning on or about November 1st through April 30th or until deemed otherwise by
the Department of Social Services.
SCOPE OF WORK
Provide a warming center(s), light refreshments and appropriate case management services to individuals
of the homeless population during the cold weather season. Services to be provided for all homeless in
Erie County, both in the city of Buffalo and in rural areas.
Provider is to:
• Provide safe, clean, and well-maintained and supervised shelter as required by state and local laws,
regulations, administrative directives, and guidelines including local building and fire codes.
o The location will be provided and maintained by Erie County with Code Blue and local funds.
o Structured staffing support and site management is provided by Erie County’s Subject Matter
Expert
• Extend shelter hours to allow individuals experiencing homelessness to remain indoors.
• Provide daytime warming at the same or different location when temperatures are below 32 degrees.
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o Daytime warming may be done in partnership with collaborating agencies.
• Work with local police and other relevant personnel in relation to transport of individuals who refuse to
go inside and who appear mentally ill and at risk for cold-related injuries to appropriate facilities for
assessment.
• Work with police to ensure individuals facing homelessness receive assistance as needed to protect
their health and safety.
• Work with all individuals to limit their time in shelter and obtain permanent housing
• Track length of stays and Case Management work completed
• Enter client data into Homeless Management Information System (HMIS)
GENERAL REQUIREMENTS:
• Must have the staffing capacity to serve potentially large numbers of guests overnight.
o Code Blue historically serves a total of approximately 150-180 clients on an identified night.
o The cold weather season extends from November 1st to April 30th; 181 days/nights with about
150 Code Blue nights per season.
o Guests are provided with cots and bedding.
• Manage and retain a skilled and appropriately educated workforce .
o Past practices indicate 2 onsite staff are needed per night; 1 manager is needed to direct
operations.
o Site description is available and may increase the staffing need. The site will include 2-3 floors
effectively doubling the historical staff requirements on any given night.
o Security officer(s) are needed.
• Operate the overnight shelter from approximately 8:00pm to 8:00am.
• Provide some laundry services, primarily bedding.
• Provide meals in conjunction with the Code Blue Collaborative and community partners
• Some supplies are available such as cots, bedding, etc.; some will need to be budgeted.
• Maintain regular communication with ECDSS in a timely manner.
• Collaborate with the Code Blue Collaborative to provide services in accordance with best practice.
• Collaborate with the Homeless Alliance of WNY.
• Collaborate with Erie County Department of Mental Health Single Point of Access (SPOA)
• Engagement with Coordinated Entry is required.
• Use culturally sensitive practices, trauma-informed principles, and solution focused techniques when
working with ECDSS clients, incorporating the five principles of collaboration, safety, trustworthiness,
empowerment, and choice throughout services to promote resilience and healing.
Resources:
o Trauma-Informed Care Resources Guide
o How to Implement Trauma-informed Care to Build Resilience to Childhood Trauma
• Demonstrate that diversity, equity and inclusion are embraced in processes, policies and practices to
improve outcomes for everyone, prioritizing measurable change in the lives of people of color to
eliminate racial disparities and promote racial equity.
• Provide culturally appropriate services to individuals with special needs, i.e. disabilities, language and
cultural barriers, etc., including language translation services, which can be included in budgeted direct
operating costs.
• Manage and retain a skilled and appropriately educated workforce. Staff are required to be employed
as part time staff, not consultants or contractors.
• Verify the credentials and licensing of staff and employees as contained in county, state, and federal
requirements.
• Adhere to documentation standards as set forth by Federal and State regulation, as well as ECDSS
policies.
• Abide by Federal and State confidentiality statutes and regulations.
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• Retain case files in accordance with Federal, State and Local laws and regulations.
• Provide staff training and internal quality assurance audits on a regular basis (Program area should
specify if there is a mandated amount.)
• 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.
BEST PRACTICE CONSIDERATIONS:
• Laundering some client clothing as needed.
• Provide snack/ light refreshments/ coffee.
o Meals have been provided in the past, but collaboration with community partners is welcomed.
• Outreach and transportation to and from high homeless usage areas such as the bus station.
• Long stays are not encouraged and need to be addressed via community resources, outreach teams
and collaboration.
COMPENSATION
• Unit of service: Code Blue activated night and non-Code Blue activated night
• Records and invoicing must reflect whether the night is a Code Blue night or non-Code Blue night.
• Funding sources: NY State approved budget and local funding is available to cover non-Code Blue
nights and costs in excess of the Code Blue Allocation.
• Available funding to the provider is $585,000.
o Additional funds may become available, contingent upon approved/allocated state funding.
• Reimbursement method: fee for service.
o Provider will be reimbursed for payments made. Invoicing is required monthly and by the 10th
of the month following services.
o An advance will be paid for program startup.
• The budget is to reflect a per night cost. The per night cost is applied to both Code Blue and non-Code
Blue nights.
•
The City of Buffalo may also have funds available - budget may include both sources.
VENDOR EXPERIENCE AND QUALIFICATIONS
• Have significant experience in providing human services.
• Trained in Solution Focused principles and Trauma Informed Care.
• Demonstrate knowledge, experience and understanding of the needs, risks, challenges and
opportunities faced by the target population, as well as demonstrate experience in effectively
implementing programs that promote positive client outcomes.
PERFORMANCE MEASURES AND DATA COLLECTION
• Performance Measures that will be used to capture information related to program success include
providing appropriate shelter and services to homeless individuals in need.
• Collaboration with the Homeless Alliance of Western New York (HAWNY) is required via data entry into
The Homeless Management Information System (HMIS). Access and training will be provided.
• Weekly reports are required to be provided to DSS.
VI. STATEMENT OF RIGHTS
UNDERST ANDINGS
Please take notice, by submission of a proposal in response to this request for proposals, the Proposer
agrees to and understands:
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• that any proposal, attachments, additional information, etc. submitted pursuant to this Request for
Proposals constitute merely a suggestion to negotiate with the County and is not a bid under
Section 103 of the New York State General Municipal Law.
• submission of a proposal, attachments, and additional information shall not entitle the Proposer to
enter into an agreement with the County for the required services.
• by submitting a proposal, the Proposer agrees and understands that the County is not obligated to
respond to the proposal, nor is it legally bound in any manner whatsoever by submission of same.
• that any and all counter-proposals, negotiations or any communications received by a proposing
entity, its officers, employees or agents from the County, its elected officials, officers, employees or
agents, shall not be binding against the County, its elected officials, officers, employees or agents
unless and until a formal written agreement for the services sought by this RFP is duly executed by
both parties and approved by the Erie County Legislature and the Office of the Erie County
Attorney.
In addition to the foregoing, by submitting a proposal, the Proposer also understands and agrees that the
County reserves the right, and may at its sole discretion, to exercise the following rights and options with
respect to this Request for Proposals:
• To reject any or all proposals.
• To issue amendments to this RFP.
• To issue additional solicitations for proposals.
• To waive any irregularities or informalities in proposals received after notification to Proposers
affected.
• To select any proposal as the basis for negotiations of a contract, and to negotiate with one or more
of the Proposers for amendments or other modifications to their proposals.
• To conduct investigations with respect to the qualifications of each Proposer.
• To exercise its discretion and apply its judgment with respect to any aspect of this RFP, the
evaluation of proposals, and the negotiations and award of any contract.
• To enter into an agreement for only portions (or not to enter into an agreement for any) of the
services contemplated by the proposals with one or more of the Proposers.
• To select the proposal that best satisfies the interests of the County and not necessarily on the
basis of price or any other single factor.
• To interview the Proposer(s).
• To request or obtain additional information the County deems necessary to determine the ability of
the Proposer.
• To modify dates.
• All proposals prepared in response to this RFP are at the sole expense of the Proposer, and with
the express understanding that there will be no claim, whatsoever, for reimbursement from the
County for the expenses of preparation. The County assumes no responsibility or liability of any
kind for costs incurred in the preparation or submission of any proposal.
• While this is an RFP and not a bid, the County reserves the right to apply the case law under
General Municipal Law § 103 regarding bidder responsibility in determining whether a Proposer is a
responsible vendor for the purpose of this RFP process.
• The County is not responsible for any internal or external delivery delays , which may cause any
proposal to arrive beyond the stated deadline. To be considered, proposals MUST arrive at the
place specified herein and be time-stamped before the deadline.
EVALUAT ION
The following criteria, not necessarily listed in order of importance, will be used to review the proposals.
The County reserves the right to weigh its evaluation criteria in any manner it deems appropriate:
• A determination that the Proposer has submitted a complete and responsive proposal as required
by this RFP.
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• Proposers MUST sign the Proposal Certification attached hereto as Schedule “A”. Unsigned
proposals will be rejected.
• The Proposer’s demonstrated capability to provide the services.
• Evaluation of the professional qualifications and experience of program staff .
• The Proposer’s experience in performing the proposed services.
• The Proposer’s financial ability to provide the services.
• Evaluation of the Proposer’s fee submission. It should be noted that while price is not the only
consideration, it is an important one.
• An evaluation of the Proposer’s projected approach and plans to meet the requirements of this
RFP.
• Proposers may be required to give an oral presentation to the County to clarify or elaborate on the
written proposal. Any information shared by the Proposer’s presentation will be considered while
scoring.
• 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.
EVALUAT ION PROCESS
Each proposal will undergo an initial administrative review for completeness. In order for a proposal to be
evaluated, it must include all required documents. Upon completion of the administrative review, and at the
sole discretion of the Commissioner, the Department will request any missing documentation from the
Proposer and will review all documents for completeness upon receipt of the missing documents. All
required documents for a complete proposal, as set forth in this RFP, must be submitted and be completed
to the satisfaction of the Department within forty-eight (48) hours of request in order for the proposal to be
deemed responsive and eligible for Contract award.
Complete proposals will be judged by a scoring committee. The scoring committee will consist of
Department of Social Services employees and experienced individuals from outside the Department. The
proposal should be written so as to clearly articulate the services provided to someone not familiar with
service delivery.
The proposals will be scored based on the overall proposal, target population and goals, cultural
competency and racial equity, program plan, performance measurement, trauma informed, program
staffing, accessibility plans, infrastructure, collaboration, experience, MWBE/SDVOB participation,
compliance with RFP requirements and fiscal components.
CONT RACT
After selection of the successful Proposer, a formal written contract will be prepared by the County and will
not be binding until signed by both parties and, if necessary, approved by the Erie County Legislature, the
Erie County Fiscal Stability Authority and the Office of the County Attorney. NO RIGHTS SHALL ACCRUE
TO ANY PROPOSER BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE COUNTY
FOR SUBMISSION TO THE ERIE COUNTY LEGISLATURE AND/OR IF NECESSARY, THE ERIE
COUNTY FISCAL STABILITY AUTHORITY FOR APPROVAL. THE APPROVAL OF SAID LEGISLATURE
AND/OR AUTHORITY MAY BE NECESSARY BEFORE A VALID AND BINDING CONTRACT MAY BE
EXECUTED BY THE COUNTY.
The contract will include the submitted proposal and any subsequent agreement with the Department to
service provision. The award period will be for a one-year term, with the option to renew for additional
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terms, subject to annual contract renewal, contingent upon the Proposer’s successful implementation of the
program, data collection, monitoring, goal attainment, and compliance with required reporting. Initial award
and renewals are subject to inclusion of funding in the County Executive Recommended Budget and as
adopted by the Erie County Legislature, as well as, contingent upon availability of New York State funds
appropriated for this purpose.
INDEMNIFICAT ION AND INSURANCE
The Proposer accepts and agrees that language in substantially the following form will be included in the
contract between the Proposer and the County:
“In addition to, and not in limitation of the insurance requirements contained herein the Proposer
agrees:
(a) that except for the amount, if any, of damage contributed to, caused by or resulting from the
negligence of the County, the Proposer shall indemnify and hold harmless the County, its officers,
employees and agents from and against any and all liability, damage, claims, demands, costs,
judgments, fees, attorneys' fees or loss arising directly or indirectly out of the acts or omissions
hereunder by the Proposer or third parties under the direction or control of the Proposer; and
(b) to provide defense for and defend, at its sole expense, any and all claims, demands or causes
of action directly or indirectly arising out of this Agreement and to bear all other costs and
expenses related thereto.
Upon execution of any contract between the Proposer and the County, the Proposer will be required to
provide proof of the applicable insurance coverage.
Insurance coverage in amount and form shall not be deemed acceptable until approved by the County
Attorney.
INT ELLECT UAL PROPERT Y RIGHT S
The Proposer accepts and agrees that language in substantially the following form will be included in the
contract between the Proposer and the County:
All deliverables created under this Agreement by the Proposer are to be considered “works made for
hire”. If any of the deliverables do not qualify as “works made for hire”, the Proposer hereby assigns to
the County all right, title and interest (including ownership of copyright) in such deliverables and such
assignment allows the County to obtain in its name copyrights, registrations and similar protections
which may be available. The Proposer agrees to assist the County, if required, in perfecting these
rights. The Proposer shall provide the County with at least one copy of each deliverable.
The Proposer agrees to defend, indemnify, and hold harmless the County for all damages, liabilities,
losses and expenses arising out of any claim that a deliverable infringes upon an intellectual property
right of a third party. If such a claim is made, or appears likely to be made, the Proposer agrees to
enable the County’s continued use of the deliverable, or to modify or replace it. If the County
determines that none of these alternatives is reasonably available, the deliverable will be returned.
All records compiled by the Proposer in completing the work described in this Agreement, including but
not limited to written reports, source codes, studies, drawings, blueprints, negatives of photographs,
computer printouts, graphs, charts, plans, specifications and all other similar recorded data, shall
become and remain the property of the County. The Proposer may retain copies of such records for its
own use.
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NOTE: All contracts executed by the Erie County Department of Social Services will be posted
electronically on the County’s website.
NON-COLLUSION
The Proposer, by signing the proposal, does hereby warrant and represent that any ensuing agreement
has not been solicited, secured or prepared directly or indirectly, in a manner contrary to the laws of the
State of New York and the County of Erie, and that said laws have not been violated and shall not be
violated as they relate to the procurement or the performance of the agreement by any conduct, including
the paying or the giving of any fee, commission, compensation, gift, gratuity or consideration of any kind,
directly or indirectly, to any County employee, officer or official.
CONFLICT OF INT EREST
All Proposers must disclose with their proposals the name of any officer, director or agent who is also an
employee of the County. Further, all Proposers must disclose the name of any County employee who
owns, directly or indirectly, an interest of ten percent (10%) or more in the firm or any of its subsidiaries or
affiliates.
There shall be no conflicts in existence during the term of any contract with the County. The existence of a
conflict shall be grounds for termination of a contract.
COMPLIANCE WIT H LAWS
By submitting a proposal, the Proposer represents and warrants that it is familiar with all federal, state and
local laws and regulations and will conform to said laws and regulations. The preparation of proposals,
selection of Proposers and the award of contracts are subject to provisions of all Federal, State and County
laws, rules and regulations.
CONT ENT S OF PROPOSAL
The New York State Freedom of Information Law as set forth in Public Officers Law, Article 6, Sections 84
et seq., mandates public access to government records. However, proposals submitted in response to this
RFP may contain technical, financial background or other data, public disclosure of which could cause
substantial injury to the Proposer's competitive position or constitute a trade secret. Proposers who have a
good faith belief that information submitted in their proposals is protected from disclosu re under the New
York Freedom of Information Law shall:
a) insert the following notice in the front of its proposal:
“NOTICE
The data on pages ___ of this proposal identified by an asterisk (*) contains
technical or financial information constituting trade secrets or information
the disclosure of which would result in substantial injury to the Proposer’s
competitive position.
The Proposer requests that such information be used only for the
evaluation of the proposal but understands that any disclosure will be
limited to the extent that the County considers proper under the law. If the
County enters into an agreement with this Proposer, the County shall have
the right to use or disclose such information as provided in the agreement,
unless otherwise obligated by law.”
and
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b) clearly identify the pages of the proposals containing such information by typing in bold face on the
top of each page " * THE PROPOSER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM
DISCLOSURE UNDER THE STATE FREEDOM OF INFORMATION LAW."
The County assumes no liability for disclosure of information so identified, provided that the County has
made a good faith legal determination that the information is not protected from disclosure under
applicable law or where disclosure is required to comply with an order or judgment of a court of competent
jurisdiction.
The contents of the proposal, which is accepted by the County, except portions "Protected from
Disclosure", may become part of any agreement resulting from this RFP.
EFFECT IVE PERIOD OF PROPOSALS
All proposals must state the period for which the proposal shall remain in effect (i.e. how much time does the
County have to accept or reject the proposal under the terms proposed). Such period shall not be less than
one hundred eighty (180) days from the proposal date.
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(For Informational Purposes Only)
ERIE COUNTY EQUAL PAY CERTIFICATION
In order to comply with Executive Order 13 dated November 6, 2014, we hereby certify that we are in compliance
with federal law, including
- Page Type
- rfps
- Bid Number
- RFP-purchasing-sites-www3.erie.gov.purchasing-files-2026-09-2026-053vf-emergency-shelter-and-supportive-services-for-the-homeless-during-code-blue-activation
- Department
- SOCIAL SERVICES
- Opening Date
- Monday, October 12, 2026
- Pdf Enriched
- Yes
SOCIAL SERVICESIssuing agency·Buffalo, NY·via the Erie County NY Purchasing Department