OASAS 26023- Caring Adult Gambling Prevention for Youth Toolkit Development

OASAS 26023-Caring Adult Gambling Prevention for Youth Toolkit Development 1 Background and Purpose The New York State Office of Addiction Services and Supports (OASAS) is seeking proposals from qualified vendors to develop a comprehensive, engaging, culturally responsive, and accessible Caring Adult Gambling Prevention for Youth Toolkit. The Toolkit will be designed primarily for caring adults - including parents, legal guardians, caregivers, educators, community leaders, coaches, and mentors - who interact with youth ages 10 through 18. The Toolkit will help prevent youth gambling by increasing awareness of youth gambling and gambling-related harms and by giving caring adults practical tools to recognize, discuss, and address gambling-related behaviors among children and teens. The selected vendor will work with OASAS subject matter experts to develop a Toolkit that complements the existing OASAS branding, including the Take a Pause campaign, while providing engaging, practical, and evidence-informed resources for caring adults. Vendors should review the existing OASAS Take a Pause campaign at https://oasas.ny.gov/take-pause-campaign and the OASAS gambling homepage https://oasas.ny.gov/gambling⁠. The selected vendor will be expected to develop materials that complement the OASAS branding and existing visual identity, messaging, and tone as much as possible. OASAS may provide additional campaign materials and branding guidance following award. 2 Target Audience The primary audience is parents, legal guardians, caregivers, and other caring adults of youth ages 10 through 18. Secondary audiences may include educators, community leaders, parent organizations, youth advocates, coaches, prevention providers, and other community partners that may use the Toolkit in prevention and outreach activities. 3 Scope of Work The selected vendor shall work collaboratively with OASAS subject matter experts to develop, design, and deliver the Caring Adult Gambling Prevention for Youth Toolkit in print-ready and digital or interactive formats. The vendor will be responsible for content development, graphic design, copy editing, interactive activities, accessibility, English and Spanish versions, and final digital, print-ready, and editable source files. The vendor will be responsible for conducting a minimum of two focus groups, each with the primary and secondary targeted audiences to ensure the materials developed are user friendly. The project shall include, at a minimum, the following components: 1. Toolkit Content Development – Develop clear, engaging, evidence-informed content addressing youth gambling prevention. Content shall be developed in consultation with OASAS subject matter experts and shall include, but not be limited to: A. An overview of gambling and common gambling activities; B. Current gambling facts, data, and research; C. Risk-reduction strategies to help caring adults prevent or reduce gambling-related harms among youth; D. Warning signs and behaviors that may indicate gambling-related concerns; E. Conversation starters and strategies for discussing gambling with youth; F. Available resources and supports; and G. Other content identified in collaboration with OASAS. 2. Interactive Activities – Develop engaging activities that caring adults, prevention providers, educators, and community partners can use with youth or as part of prevention education. Activities may include, but are not limited to: A. Tic-tac-toe or similar educational games; B. A mock bedroom or environmental awareness activity; C. Matching or memory cards; D. Scenario cards; and E. Other interactive activities developed in consultation with OASAS. 3. Provider and Community Partner Guide – Develop a companion guide explaining the Toolkit's purpose, contents, intended audiences, and recommended ways that prevention providers and community partners may use the Toolkit and its activities in prevention and outreach efforts. 4. Graphic Design and Branding – Provide professional graphic design, layout, infographics, iconography, and other visual elements. The selected vendor shall work with OASAS to ensure that the Toolkit complements OASAS branding and the existing Take a Pause campaign. 5. Accessibility and Readability – Develop content that is accessible, easy to understand, and appropriate for the intended audiences. Written content should generally be at an eighth grade reading level. Digital materials must be compatible with screen readers and conform to applicable accessibility requirements identified by OASAS. 6. English and Spanish Materials – Provide final Toolkit content and materials in English and Spanish. The vendor will be responsible for translation and quality assurance of translated materials. 7. Digital and Print Formats – Provide materials suitable for electronic distribution and professional printing, including: A. Print-ready, high-resolution PDFs; B. Web-optimized, accessible PDFs; C. Interactive digital materials and activities, as applicable; D. Standalone digital assets, such as social media graphics or summary materials; and E. Editable source files. 8. Review and Revision – Participate in project meetings and complete a minimum of two rounds of review and revision based on feedback from OASAS and identified collaborators. 9. Ownership and Use of Materials – All final deliverables created specifically for this project, including content, designs, graphics, activities, digital assets, and editable source files, shall be owned by OASAS. OASAS will grant the selected vendor a perpetual, non-exclusive, worldwide, royalty-free license to use, reproduce, display, distribute, adapt, and create derivative works from the final deliverables, provided that such use does not disclose confidential information, imply OASAS endorsement, or include OASAS names, logos, or trademarks without prior written approval. Any materials owned by the vendor before this project shall remain the vendor’s property; however, the vendor shall grant OASAS a perpetual, non-exclusive, worldwide, royalty-free license to use, reproduce, modify, distribute, and display any such materials incorporated into the final deliverables. Vendors may identify additional features, activities, or approaches that would enhance the Toolkit and further OASAS's youth gambling prevention objectives. 4 Project Deliverables The anticipated project deliverables are: Deliverable 1 - Kickoff and Work Plan: Kickoff meeting; detailed project timeline; proposed stakeholder or provider interviews or engagement; project schedule; Toolkit framework; and preliminary content outline. Deliverable 2 - Draft Content and Copy: First complete draft of Toolkit content, including proposed handouts, activities, resources, and companion provider and community partner guidance. Deliverable 3 - Design Proof: Visual draft incorporating the proposed layout, graphics, interactive components, and other design elements. The vendor shall incorporate OASAS feedback and prepare materials for final review and approval. Deliverable 4 - Final Toolkit and Digital Assets: All approved Toolkit materials, including English and Spanish versions; print-ready files; web-optimized and interactive files; standalone digital assets; and editable source files, including applicable InDesign, Illustrator, Word, or comparable source files. The final project schedule and due dates for individual deliverables will be established in consultation with OASAS following award. 5 Budget and Award OASAS anticipates making one award as a result of this procurement. The maximum available funding is $150,000 for this one-time project. The proposed price must be inclusive of all costs necessary to complete the project, including project management, research and content development, graphic design, copy editing, translation, interactive materials, accessibility, meetings, revisions, digital and print-ready materials, and delivery of editable source files. Proposals exceeding $150,000 will not be considered. 6 Minimum Eligibility Requirements Minimum eligibility will be reviewed on a pass or fail basis before the substantive proposal evaluation. To proceed to proposal evaluation, a vendor must demonstrate that it meets all six requirements below: 1. Comparable Experience – Within the past five years, the vendor must have completed at least one project involving the development of an educational toolkit, curriculum, prevention resource, or comparable public-facing material related to public health, behavioral health, youth prevention, or a similar field. 2. Graphic Design and Copy Editing – The vendor must have qualified staff or identified subcontractors capable of providing professional graphic design and copy-editing services. 3. Project Management – The vendor must have a designated project manager with experience managing a comparable project and coordinating content development, review cycles, and final production. 4. English and Spanish Materials – The vendor must demonstrate the capacity to provide accurate English and Spanish materials and describe its translation and quality-assurance process. 5. Digital and Print Production – The vendor must demonstrate experience producing both professionally print-ready materials and accessible digital materials. 6. Interactive Content – The vendor must demonstrate experience developing interactive digital content or educational activities. Experience developing gambling prevention materials, youth gambling education, or similar gambling-related public health resources is preferred but is not a minimum eligibility requirement. The vendor must address each minimum eligibility requirement in the required Minimum Eligibility Cover Letter described below. A proposal that does not demonstrate all six requirements will not proceed to the substantive proposal evaluation. 7 Timeline of Key Events Event Date Release Date 10/16/2026 Proposal Due Date 11/9/2026 at 5pm. Anticipated Award 11/23/2026 Anticipated Project Start Date 2/1/2027 Anticipated Final Completion Date 1/31/2028 OASAS reserves the right to modify this schedule as necessary. 8 Proposal Requirements Proposals must be concise but include enough information for OASAS to evaluate the vendor's eligibility and ability to complete the project. At a minimum, proposals must include the following: 1. Minimum Eligibility Cover Letter – A cover letter of no more than two pages that briefly describes the vendor and directly addresses each of the six minimum eligibility requirements in the same numbered order used above. A. For each requirement, identify the specific experience, staff, subcontractor, process, or capability that demonstrates compliance. B. For the comparable-experience requirement, identify at least one qualifying project, including the client or organization, year completed, a brief description of the work, and the vendor's role. C. General statements that the vendor meets all requirements, without supporting information, are insufficient. D. OASAS may not consider information elsewhere in the proposal that supports the cover letter. 2. Vendor Qualifications and Experience – Describe the vendor's qualifications and relevant experience developing comparable educational materials, toolkits, prevention resources, curricula, or public health communications. Identify any experience related to gambling prevention or youth gambling. 3. Proposed Approach – Describe the proposed approach to developing the Toolkit, including content development, collaboration with OASAS subject matter experts, focus groups, design, interactive activities, accessibility, and production of final materials. 4. Project Team – Identify key staff and any subcontractors that will work on the project and describe their qualifications, responsibilities, and availability. 5. Design Capabilities and Work Samples – Provide up to three (3) examples of comparable toolkits, educational materials, public health campaigns, interactive materials, or other relevant work. Links may be provided when appropriate. 6. Project Management and Timeline – Provide a proposed work plan and timeline demonstrating the vendor's ability to complete all deliverables within the anticipated project period. The timeline should show all work completed within the first 9 months. OASAS will issue a 12-month contract to allow for unforeseen delays to the project. 7. Translation and Accessibility – Describe the approach to Spanish translation, translation quality assurance, readability, digital accessibility, and accessibility testing. 8. Cost Proposal – Provide a detailed cost proposal identifying the total proposed cost and major cost components. The total proposed cost may not exceed $150,000. 9. Additional Services or Approaches – Identify any additional ideas, activities, capabilities, or approaches that would strengthen the Toolkit or further OASAS's youth gambling prevention objectives. 9 Proposal Evaluation OASAS will evaluate proposals in two stages: 1. Stage 1 - Minimum Eligibility Review: OASAS will determine whether the vendor has demonstrated all six minimum eligibility requirements. This review is pass or fail. Proposals that do not pass will not be evaluated further. 2. Stage 2 - Best-Value Evaluation: OASAS will evaluate proposals that pass Stage 1 and intends to make an award to the responsive and responsible vendor whose proposal provides the best value to the State. During the best-value evaluation, OASAS may consider factors including, but not limited to: 1. Vendor qualifications and relevant experience; 2. Quality and suitability of the proposed approach; 3. Quality and relevance of prior work and design samples; 4. Ability to develop engaging and interactive materials appropriate for the intended audiences; 5. Graphic design, digital production, accessibility, and translation capabilities; 6. Project management approach and ability to meet required timelines; 7. Understanding of the project's objectives and target audiences; 8. Experience related to gambling prevention or youth gambling, where applicable; and 9. Cost. OASAS reserves the right to request additional information, clarification, interviews, presentations, or demonstrations as part of its evaluation. 10 Questions and Responses There will be no formal question-and-answer period. Vendors may submit questions by email to OASASProcurements@oasas.ny.gov. Please include “OASAS 26023- Caring Adult Gambling Prevention for Youth Toolkit Development” in the subject line. OASAS will make reasonable efforts to respond within two business days. If OASAS determines that a question and response would benefit all potential vendors, OASAS may post the question and response on the New York State Contract Reporter. 11 Submission Instructions Proposals must be submitted electronically to OASASProcurements@oasas.ny.gov no later than 5pm 11/9/2026. Please include “OASAS 26023- Caring Adult Gambling Prevention for Youth Toolkit Development” in the subject line. Late proposals will not be considered. OASAS reserves the right to reject any or all proposals, request clarification or additional information, and make no award if an award would not be in the best interests of the State. Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) Total MWBE Goals: 30.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%