Non-Medical Transportation – SETT 26024

1. Background and Purpose The New York State Office of Addiction Services and Supports (OASAS), through the Division of Grants Management and Special Projects and the Division of Harm Reduction and Recovery, is seeking applications from qualified nonprofit organizations to develop and coordinate a regional non-medical transportation program. The program will serve individuals who are enrolled in or seeking substance use disorder prevention, treatment, recovery, or harm reduction services. The initiative will address transportation barriers that interfere with access to services and individualized recovery goals. The selected applicant will oversee and coordinate transportation partners in one or more of the following counties: Erie, Niagara, Chautauqua, Cattaraugus, Allegany, Orleans, Genesee, and Wyoming. OASAS prefers coverage of all eight counties; however, proposals serving fewer counties will be considered. Applicants must identify their proposed service area and explain how their approach will address transportation needs within it. Transportation assistance is intended to be short-term and must include planning to help individuals achieve long-term transportation independence. 2. Target Audience The program will serve individuals in the eight-county service region who use substances or are recovering from a substance use disorder and lack stable, reliable transportation or the skills and resources needed to use available transportation options. Services must support the individual’s identified needs and recovery goals. 3. Budget and Award OASAS anticipates making one award of up to $300,000 per year for calendar years 2027 and 2028, for a total of up to $600,000 over the two-year contract term. The anticipated term is January 1, 2027, through December 31, 2028. Applicants may allocate up to $75,000 of the first-year award to one-time startup vehicle purchases. These costs are included within the $300,000 available for 2027 and do not provide additional funding. Applicants must complete Attachment 3, the required budget form, including the Personal Services, Fringe Benefits, Other Than Personal Services, and startup cost categories. The budget must include all costs necessary to operate the program. Vehicle startup costs must be included in the 2027 budget and within the $300,000 available for that year. 4. Funding Restrictions A. Funds may not supplant existing funded services or staff. Funds may support new services, enhancements to existing services, or continuation of services for which funding is about to expire. Applicants must explain how proposed costs meet this restriction. B. Agency administration costs may not exceed 20 percent of total Personal Services, Fringe Benefits, and Other Than Personal Services costs reported in Attachment 3. C. Reimbursement for vehicle purchases at startup is limited to $75,000 in total and must be included in the first-year 2027 budget in Attachment 3. Vehicle costs are included within the $300,000 first-year award and do not provide additional funding. Applicants must identify estimated costs in the application and supply three bids at the time of purchase, unless OASAS approves another purchasing method. All vehicle purchases are subject to OASAS approval. D. Reporting on vehicles purchased with award funds will continue beyond the contract term. Vehicles must continue to be used for the intended program purpose. Failure to do so may result in loss of the vehicles, subject to the final contract terms and OASAS direction. 5. Minimum Eligibility Requirements Minimum eligibility will be reviewed on a pass or fail basis before substantive application evaluation. An applicant must demonstrate that it meets each of the following requirements: A. Nonprofit Status – Be a nonprofit organization with charitable organization and tax-exempt status. B. Statewide Financial System – Be registered and prequalified in the Statewide Financial System (SFS). C. Department of State Registration – Be registered with the New York State Department of State. D. Local Governmental Unit Notification – Submit copies of notifications sent to the Director of Community Services for each county in the proposed service area, with proof of mailing or copies of sent emails. An LGU response or endorsement is not required. Preference may be given to OASAS-funded or certified providers; organizations located within or near the service region; organizations with experience providing non-medical transportation using vehicles or rideshare programs; and organizations with experience working in and with providers in the identified counties. 6. Timeline of Key Events Event Date Issue date November 10, 2026 Application due date December 3, 2026, at 4:00 p.m. Eastern Time Anticipated award notification To be determined by OASAS Anticipated contract start January 1, 2027 Anticipated contract end December 31, 2028 OASAS reserves the right to modify this schedule. The anticipated contract start is subject to confirmation of the award and contract approval schedule. 7. Questions and Responses Applicants may submit written questions by email to contact@example.gov. Questions and responses that clarify or affect application requirements will be made available to all prospective applicants. 8. Submission Instructions Applications must be submitted electronically to contact@example.gov and received no later than December 1, 2026, at 4:00 p.m. Eastern Time. The email subject line must state: Non-Medical Transportation Application “Provider Name”. Include all required documents identified in Section 10.1 and the narrative responses required by Section 10.2. Applicants are responsible for ensuring that their complete application is received by the deadline. Applications received after the deadline will not be considered. 9. Scope of Work and Deliverables 9.1 Problem Statement Transportation is a key resource for individuals in recovery from a substance use disorder to remain actively engaged in supportive services. Transportation is also needed to fulfill social and civic responsibilities. Existing resources like Medicaid-funded transportation are specifically to connect individuals with medical and clinical treatment services. However, non-medical transportation is also needed to connect to critical services and supports, and for individuals to more fully integrate into their community. When transportation is not available, individuals risk losing connections to critical resources and supports. 9.2 Goals of the Project Where transportation costs, availability, and access are barriers for individuals in recovery, the non-medical transportation initiative aims to address short-term transportation needs and assist individuals to develop long-term, sustainable transportation independence. 9.3 Objectives/Deliverables Non-Medical Transportation Overall Objective – address individuals’ transportation needs to access support services that include social, emotional, civic, and recovery support services, and may include medical services when not supported by other means or are emergent and in alignment with individual recovery goals. This framework emphasizes that transportation is a capacity-building service with a clear expectation of transitioning individuals to transportation independence within 120 days. A. Objective 1 – provide transportation to address identified need of the individual. I. Deliverable: Transport options provided for individual to reach destination. B. Objective 2 – support individuals to develop sustainable transportation resources to meet individual and family responsibilities and support engagement in recovery and community activities. I. Task: assess the transportation needs of each individual seeking recurring services as emergent transportation or long-term needs. II. Deliverable: Complete a brief transportation assessment with each individual requesting recurring transportation services to measure their transportation independence. III. Deliverable: Complete a transportation plan for individuals with recurring needs that moves the individual from this service over to long-term, sustainable resources and transportation independence. 9.4 Administration A. Primary Contractor Responsibilities The Primary Contractor shall remain fully responsible for all work performed under this Agreement, whether such work is carried out directly by the Primary Contractor or through any subcontractor and/or partner in alignment with the Non-Medical Transportation Guidance documents. Subcontractors are referred to as transportation management services delivered by third-party vendors or agencies contracted by the Primary Contractor. Partners are organizations that have access to the transportation-related services under the initiative goals for the population served. Oversight of subcontractors and partners should include routine meetings to review service delivery, monitor service volume, review data and provide technical assistance. The Primary Contractor shall disclose all subcontractors and partners to OASAS. The Primary Contractor shall make OASAS aware if and when there is a change to subcontractors and partners. The Primary Contractor must notify OASAS of any disruption in services within 24 hours of occurrence. The Primary Contractor must attend regular project management meetings with OASAS and all provider project meetings when scheduled. B. Subcontractor and Partner Agreement Requirements The Primary Contractor shall maintain a written agreement with any subcontractor that performs work under this Agreement. All subcontracting is subject to the State of New York Contract for Grants, Section III, B-2. Partner agreements must include programmatic roles and expectations for non-medical transportation services, peer engagement, data reporting, invoicing, and performance monitoring. Upon request, the Primary Contractor will provide copies of all partner agreements. 9.5 Reporting Requirements The Primary Contractor will report individual and program-level data as required by OASAS and ensure the accuracy of the information provided, including subcontractor data where applicable. 9.6 Timeline Audience Deliverable Timeline Service Recipients Provide transportation services Within 48 hours of request Staff Trained in crisis intervention, overdose prevention, naloxone administration Within 30 days of operation Trained in Red Cross basic first aid, Mental Health First Aid, and motivational interviewing Within 90-120 days of operation All trainings noted above for new staff Within 90 days, as trainings become available Administrative: Contractor and Partners Meetings held by Contractor with all partners and subcontractors Monthly Administrative: Contractor and Partners Understand and implement the deliverables in the Guidance Document Annually Administrative: meetings with OASAS Meetings held between OASAS and Primary Contractor, to include 1:1 meetings and all-provider meetings Regularly as required per OASAS Administrative: data Submit data reports to OASAS Monthly or as specified based on data collection tools Administrative: OASAS and Contractor On a schedule determined by OASAS participate in an in-person site-review. Twice each year 10. Proposal Requirements Submit the required documents below and concise responses to the six narrative questions. Responses should provide sufficient detail to demonstrate the applicant’s ability to operate the program; a lengthy proposal is not necessary. 10.1 Required Documents A. Proposal Cover Letter – A cover letter will transmit the application to OASAS. It should include: a. Your entity’s Legal Name b. Your entity’s SFS Supplier ID c. The physical address where the services will be provided from d. Contact information e. All counties to be served f. Any subcontractors receiving $100,000 or more for the life of the contract B. Attachment 3 Budget – Complete the required budget form for both years, including Personal Services, Fringe Benefits, Other Than Personal Services, and startup costs. Identify vehicle startup purchases in 2027 (if required). C. Budget Narrative – Explain major costs, allocation methods, assumptions, and calculations supporting Attachment 3. For personnel, identify positions, hours per week, salary allocations, FICA, and fringe benefits. For vehicle purchases, identify estimated costs, makes, and models. Explain administrative costs and compliance with the cap. D. LGU Notifications – Provide the notification sent to the Director of Community Services for each county in the proposed service area. Include a description and location of services, data supporting need, the estimated number of individuals served annually, applicant contact information, and an invitation to discuss the proposal. Attach proof of delivery for mailed letters or sent emails showing the date and sender and recipient addresses. No LGU response or approval is required. E. Applicants must meet the minimum eligibility requirements, including SFS registration and prequalification. Identify the applicant’s legal name, contact person, and SFS vendor ID. OASAS will verify nonprofit and tax-exempt status, Department of State registration, and SFS registration and prequalification using available databases. Separate supporting documents for those items are not required with the application unless requested by OASAS. 10.2 Narrative Questions Applicants must fully answer each of the six questions below, including all requested components, in the order presented. Number and label each response to correspond to the question. Describe the proposed approach and how it will meet the Scope of Work and Deliverables; general statements of agreement or compliance are not sufficient. If a component does not apply, state that and briefly explain why. The combined narrative responses may not exceed seven pages in total. Use an easily readable font of at least 11 points, single spacing or greater, margins of at least one inch, and consecutive page numbers on standard 8½-by-11-inch pages. Tables, charts, and graphics included in the narrative count toward the seven-page limit. Attachment 3, the budget narrative, and required LGU notifications and proof of delivery are excluded from this limit. Provide all information needed to evaluate the narrative within the seven-page response. Do not use supplemental attachments or external links to extend the narrative. OASAS will not review narrative content beyond the seven-page limit. Incomplete responses may affect OASAS’s assessment of the application. A. Organization and Experience – Briefly describe your organization’s relevant experience, administrative capacity, experience providing transportation or similar services, and relationships with providers in the region. Identify any OASAS funding or certification. B. Service Area and Transportation Approach – Which counties will you serve, and what transportation needs will you address? Describe partners, referral and outreach methods, transportation modes, anticipated individuals served and trip volume, and delivery within 48 hours of a request. Explain how destinations will support individual recovery goals, how recurring needs will be assessed, and how individual transportation plans will support transition to sustainable transportation independence within 120 days. Describe how any medical trips will meet the conditions in the Scope of Work and Deliverables. C. Staffing and Training – Describe staffing and partner roles, driver eligibility and background checks, and when a clinical staff member or peer will accompany an individual. Explain how staff and new hires will complete training within the timeframes in the scope’s Timeline table and how you will oversee contracted transportation providers and rideshare arrangements. D. Safety and Operating Policies – Summarize your approach to safe travel, minors, individual risk and safety planning, crisis and incident response, cancellations and missed trips, complaints, grievances, and service documentation. E. Vehicles Equipment and Access – Describe existing and proposed vehicles, including make, model, mileage for existing vehicles, estimated purchase costs, and warranties. Explain maintenance, backup transportation, scheduling and cancellation access, other equipment needs, disability access, and language access. F. Implementation and Monitoring – Provide a brief startup timeline and explain how you will manage services and partners throughout both years. Describe written subcontractor and partner agreements, disclosure of partners and changes to OASAS, monthly oversight meetings, and notification of service disruptions within 24 hours. Explain data collection and accuracy, monthly or otherwise specified reporting, expenditure records, quality improvement, participation in OASAS meetings and site reviews, and completion of the scope’s deliverables. 11. Proposal Evaluation OASAS will review applications in two stages and select one eligible applicant whose proposal provides the best value to the State. This discretionary procurement will not use a formal numerical scoring or ranking process. A. Stage 1 – Minimum Eligibility Review: Determine whether the applicant has demonstrated all minimum eligibility requirements. Applications that do not pass will not proceed to substantive evaluation. B. Stage 2 – Best-Value Review: OASAS will consider organizational capacity and relevant experience; regional need and proposed geographic coverage; the quality and feasibility of the service model; individual planning; staffing and safety; partner oversight; startup readiness; performance monitoring; and budget reasonableness. Coverage of all eight counties is preferred, but applications serving fewer counties remain eligible. OASAS may also consider the preferences identified under Minimum Eligibility Requirements. No single factor, including cost or geographic coverage, will alone determine the award. OASAS reserves the right to request clarification or additional information, reject any or all applications, or make no award if an award would not be in the State’s best interests. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: RFA SETT-23015 Non-Medical Transportation Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%