- Title
- TO PROVIDE RENTAL SUPPLEMENTS AND CASE MANAGEMENT
- Bid Type
- RFP
- Pdf Text
- ERIE COUNTY
REQUEST FOR PROPOSAL (RFP)
TO PROVIDE RENTAL SUPPLEMENTS AND
CASE MANAGEMENT
RFP # 2026-054VF
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”) # 2026-054VF
TO PROVIDE RENTAL SUPPLEMENTS AND CASE MANAGEMENT
Contents
I. INTRODUCTION ..................................................................................................................................................................................... 3
II. FUNDING AND BUDGET............................................................................................................................................................... 3
III. PROPOSAL TIMEFRAMES ........................................................................................................................................................... 4
IV. GENERAL REQUIREMENTS ........................................................................................................................................................ 5
V. SCOPE OF PROFESSIONAL SERVICES REQUIRED .......................................................................................................... 6
INTRODUCTION ..................................................................................................................................................................................... 6
HISTORY AND CONTEXT.................................................................................................................................................................... 7
SCOPE OF WORK.................................................................................................................................................................................. 7
GENERAL REQUIREMENTS:.............................................................................................................................................................. 8
COMPENSATION.................................................................................................................................................................................... 8
VENDOR EXPERIENCE AND QUALIFICATIONS.......................................................................................................................... 8
PERFORMANCE MEASURES AND DATA COLLECTION .......................................................................................................... 9
VI. STATEMENT OF RIGHTS.............................................................................................................................................................. 9
UNDERSTANDINGS .................................................................................................................................................................................. 9
EVALUATION .............................................................................................................................................................................................10
EVALUATION PROCESS .......................................................................................................................................................................10
CONTRACT ................................................................................................................................................................................................11
INDEMNIFICATION AND INSURANCE...............................................................................................................................................11
INTELLECTUAL PROPERTY RIGHTS................................................................................................................................................12
NON-COLLUSION.....................................................................................................................................................................................12
CONFLICT OF INTEREST......................................................................................................................................................................12
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 .................................................................................................................................................................................................24
RFP APPENDIX B: Fiscal ............................................................................................................................................................................25
RFP APPENDIX C: Supplemental Information.......................................................................................................................................32
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I. INTRODUCTION
The County of Erie, New York (the “County”) is currently seeking proposals from qualified agencies
(“Proposer”) with a local presence interested in providing Rental Supplements and in-person case
management. Erie County Department of Social Services (ECDSS) utilizes a Solutions Focused
Principles-Trauma Informed Care system of care framework 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
Rental Supplement Program awards are contingent upon approved/allocated state funding. Erie County is
allocated $3,874,568 for PY 2026-27. Administration of the program is capped at 15% of the allocation.
Erie County will reserve 2% of the allocation for internal administration expenses. Total funding available to
the vendor is $3,797,076.
Contracting is contingent upon the approval of the NYS application. 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 New York State 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 the ECDSS requirements.
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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: October 5, 2026
RFP Informational Meeting: October 15, 2026 at 1:00 p.m. EST via Webex
Join from the meeting link
https://erie.webex.com/erie/j.php?MTID=m66a930ba0bdb5f9a1fd46e2ee09ec782
Join by meeting number
Meeting number (access code): 2495 268 4265
Meeting password: UvURMpVg247
Tap to join from a mobile device (attendees only)
+1716-858-2250,,24952684265## United States Toll (Buffalo)
+1-415-655-0003,,24952684265## 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 24952684265@webex.com
You can also dial 173.243.2.68 and enter your meeting number.
Register for the Informational Meeting
by contacting: Carrie.Godfrey@erie.gov by October 14, 2026.
Proposals Due: November 5, 2026 by 4:00 p.m. EST
Selection Made by: January 2027
Contract Signed: Following all necessary County approvals.
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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
• 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.
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.
5. All proposals must be submitted on or before November 5, 2026 at 4:00 p.m. EST, 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.
6. 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 October 14, 2026. A list of questions
and answers will be posted on the County website by October 16, 2026, if applicable. No
communication of any kind will be binding against the county, except for the formal written responses to
any request for clarification.
7. 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.
8. 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.
9. 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.
10. 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.
11. All potential contract-holders with Erie County shall agree that administrative costs may not exceed
15% of the total Direct Service Program Budget.
12. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers sh all
include the Erie County MBE/WBE Certification letter with their proposal.
13. 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.
14. 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.
15. 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.
16. 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.
17. All proposers must include the name of their Language Access Coordinator. A copy of your Language
Access Policy is required at contracting (Executive Order 13166) Guidance at www.lep.gov.
18. 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 (Title II – 28 CFR 35) Guidance at www.ada.gov.
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 recognizes the impact of trauma and
incorporates principles of collaboration, safety, trustworthiness, empowerment, and choice throughout its
services to promote resilience and healing. ECDSS also seeks to embrace and respect individual’s
differences and cultivate a diverse and inclusive environment to encourage all individuals with unique
characteristics to contribute to their full potential. 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.
The New York State Rental Supplement Program (RSP) provides vital rental assistance to individuals and
families, regardless of immigration status, who are experiencing homelessness or are facing an imminent
loss of housing. Erie County Department of Social Services is seeking a public agency to determine
eligibility, substantiate claims, provide supportive Case Management and issue supplements for referred
eligible individuals and families effective April 1, 2027.
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HISTORY AND CONTEXT
There is currently one provider for RSP serving almost 300 individuals and families who are experiencing
homelessness or facing an imminent loss of housing.
SCOPE OF WORK
The Rental Supplement Program helps meet the needs of underserved populations. Department staff will
identify applicants that appear eligible based on preliminary information and refer individuals and families to
the selected agency. Approximately 300 households are expected to be served annually
Eligible participants will consist of:
• Currently in a shelter, recertified annually
• SSI/SSD recipients and adults age 60 or older, recertified annually
• Renters in receipt of Temporary Assistance (TA) for more than 1 year and have earned income in
their TA budget, recertified annually
• Other groups as needs arise or presented to the program administrators
Eligibility criteria include:
• Households must earn no more than 50% of area median income (AMI) at the time of application
(using current monthly income for the household and excluding earned income of a minor child;
adoption/foster care payments; one-time loans, gifts, lump sum payments or other non-recurring
income; and childcare subsidy payments) based on location and household size, with initial priority
given to households who earn no more than 30% of AMI;
• A household’s financial contribution will be limited to 30% of their households’ total earned and/or
unearned income; and
• Supplements are to be provided until the household’s income reaches 30% or more of their monthly
rent, at which point the housing will be considered affordable for the individual/family and the
supplement will end.
Agencies must propose and provide all of the following:
• Determine eligibility within 30 days of referral
• Notify applicants of determinations
• Substantiate claims
• Issue supplement payments to the landlords
• Provide case management locally to assist individuals with the application process
• Provide ongoing case management thereafter. Tasks may include but are not limited to assisting
clients in obtaining necessary documentation, uploading documents, coordination with landlords,
helping individuals successfully maintain housing and forming a long-term housing plan.
• Help clients to work toward self-sustaining permanent housing and create healthy turnover within
the RSP program
• Staffing plan should reflect an ongoing caseload to support clients.
o Retain all notifications regarding eligibility determinations for a minimum of six years
following submission of the final expenditure report and have available for OTDA and
ECDSS as needed.
o Complete and provide NYS OTDA quarterly reports related to payments made through the
RSP (e.g., dates issued, periods covered, households on behalf of which payments are
made, payees, supplement amounts, local contribution to the subsidy (where applicable),
etc.) Reports are submitted to the assigned OTDA staff member and to ECDSS staff, First
Deputy Commissioner of Family Independence and Executive Director of Family
Independence.
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GENERAL REQUIREMENTS:
• 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
• Promote equitable opportunities for the underserved and foster a supportive environment for all,
regardless of race, religion, ethnicity, gender identity, physical abilities, neurodivergence,
socioeconomic class, etc.
• 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.
• Conduct a criminal history check for all prospective employees/volunteers as a condition of
employment and at minimum yearly subsequently.
• Verify the credentials and licensing of staff and employees as contained in county, state, and
federal requirements.
• Maintain regular communication with ECDSS in a timely manner.
• 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.
• 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 to claim reimbursement for services.
• Provide OTDA or its designees access to the program records during the project and cooperate
with OTDA monitoring and case reviews.
• Ensure the confidentiality of records concerning project participants.
COMPENSATION
• Unit of service: Households served
• Funding source: NYS Office of Temporary and Disability Assistance
• An advance of approximately 25 percent of the contracted amount will be issued to support ongoing
supplement payments. The remaining 75 percent will be reimbursed monthly based on submitted
invoices. Invoices are due to the County by the 10th of each month. Reimbursement for program
oversight will be performance-based, and rental supplements will be reimbursed as they are
incurred and properly justified.
VENDOR EXPERIENCE AND QUALIFICATIONS
• Experience preferred; others will be considered if capacity and related experiences are described.
Proposal shall detail experience, with years documented.
• 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.
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PERFORMANCE MEASURES AND DATA COLLECTION
Data and benchmarks to be tracked by the vendor include dates issued, periods covered, households on
behalf of which payments are made, payees, supplement amounts, local contribution to the subsidy (where
applicable), etc.), the number of households served.
Data and benchmarks to be tracked by ECDSS include demographic information including receipt of TA,
household size and composition, number of contributing household members, household income levels,
shelter or homelessness status at the time of application, priority group identification (if applicable) and TA
case number (if applicable).
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:
• 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,
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• 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.
• 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 to clearly articulate the services provided to someone not familiar with service
delivery.
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The proposals will be scored based on the evaluation categories below as well as compliance with fiscal
requirements and cost effectiveness.
Evaluation Category Maximum Points
Overall proposal meets requirements and qualifications 12
Target population served and goals 4
Cultural competency and prioritizes measurable change in underserved
populations
4
Program plan (Design, Availability, Location, Process, Safety, Collaboration,
Differences)
16
Performance measurement 4
Trauma informed principles 4
Program staffing 4
Accessibility plans (Language Access and ADA) 4
Infrastructure to begin service with limited start-up time 12
Collaboration – Established local partnerships to facilitate collaboration 12
Experience performing requested service 16
MWBE/SDVOB participation 4
Compliance with RFP requirements 4
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
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:
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(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.
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
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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
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.
14
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.
15
(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 the Equal Pay Act of 1963, Title VII of the Civil Rights Act of 1964, and New York
State Labor Law Section 194 (together “Equal Pay Law”). We understand that this certification is a material
component of this contract. Violation of the provisions of Executive Order 13, which is attached hereto and made
a part hereof, can constitute grounds for the immediate termination of this con tract and may constitute grounds
for determining that a bidder is not qualified to participate in future county contracts.
We have evaluated wages and benefits to ensure compliance with the Equal Pay Law. We certify that we have
not been the subject of an adverse finding under the Equal Pay Law within the previous five years and, in the
alternative, if we were the subject of an adverse finding under the Equal Pay Law within the previous five years,
we
- Page Type
- rfps
- Bid Number
- RFP-purchasing-sites-www3.erie.gov.purchasing-files-2026-10-2026-054vf-rental-supplement-program-rfp
- Department
- SOCIAL SERVICES
- Opening Date
- Thursday, November 5, 2026
- Pdf Enriched
- Yes
SOCIAL SERVICESIssuing agency·Buffalo, NY·via the Erie County NY Purchasing Department