TO PROVIDE SENSORY ROOMS FOR CHILDREN AND YOUTH

ERIE COUNTY
REQUEST FOR PROPOSAL (RFP)
TO PROVIDE
SENSORY ROOMS FOR CHILDREN AND YOUTH
RFP # 2026-036VF
April 27, 2026
Gale R. Burstein, MD, MPH, FAAP, Commissioner
Department of Health
EDWARD A. RATH COUNTY OFFICE BUILDING
95 FRANKLIN STREET
BUFFALO, NEW YORK 14202
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TABLE OF CONTENTS
I. BACKGROUND .................................................................................................................. 3
II. FUNDING AND BUDGET .................................................................................................... 3
III. PROPOSAL TIMEFRAMES ................................................................................................. 3
IV. GENERAL REQUIREMENTS .............................................................................................. 4
V. SCOPE OF PROFESSIONAL SERVICES REQUIRED .............................................................. 5
- Introduction ............................................................................................................. 5
- Program Information ................................................................................................. 6
- Scope of Work ......................................................................................................... 7
- Eligibility ................................................................................................................. 8
- Application .............................................................................................................. 8
VI. STATEMENT OF RIGHTS ................................................................................................. 9
- Understandings ........................................................................................................ 9
- Evaluation .............................................................................................................. 10
- Evaluation Process .................................................................................................. 10
- Scoring Rubric ........................................................................................................ 10
- Contract .................................................................................................................11
- Indemnification and Insurance .................................................................................... 11
- Intellectual Property Rights ........................................................................................ 12
- Non-Collusion ......................................................................................................... 12
- Conflict of Interest ................................................................................................... 12
- Compliance with Laws .............................................................................................. 12
- Contents of Proposal ................................................................................................ 13
- Effective Period of Proposals ..................................................................................... 13
ERIE COUNTY EQUAL PAY CERTIFICATION ......................................................................... 14
INSTRUCTIONS FOR COUNTY OF ERIE STANDARD INSURANCE CERTIFICATE........................ 15
PROPOSAL CONTENT ........................................................................................................ 16
- Proposal Checklist ................................................................................................... 16
- RFP Cover Sheet .................................................................................................... 17
- Budget Form ........................................................................................................,,. 18
- Schedule A Proposer Certification............................................................................... 19
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COUNTY OF ERIE, NEW YORK
REQUEST FOR PROPOSALS ("RFP") #2026-036VF
TO PROVIDE SENSORY ROOMS FOR CHILDREN AND YOUTH
I. BACKGROUND
The County of Erie, New York (the "County") is currently seeking proposals from qualified not-for-profit agencies
("Proposer") interested in providing sensory rooms for children and youth with special health care needs
("CYSHCN"). Proposers with the capacity to create and furnish a sensory room space for CYSHCN are invited
to respond to this request. Preference will be given to community-based organizations who currently serve
marginalized, minority, and underserved communities in Erie County, including but not limited to racial and ethnic
minority communities, LGBTQIA+ communities, and rural communities.
It is the County's intent to select the Proposer(s) that provides the best solution for the County's 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
This is a reimbursement funding opportunity. Reimbursement claims are submitted on a monthly basis by
submitting a set of claim forms. The County reserves the right to make multiple awards to Proposers whose
proposals meet the criteria stated in this RFP. Funding amounts may range from $10,000-$31,000. All funds
must be spent by September 30, 2026. The start date of the project must fall after the funding decisions are
announced. These funds are for a one-time grant and will not be sustained for future years. All contract
appropriations are subject to Legislative approval.
Note: By Executive Order from the NYS Governor and the Erie County Executive, administrative costs may not exceed 15% of
the requested funds.
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: April 27, 2026
RFP Informational Meeting: May 7, 2026, at 11:00am via Webex
Join the meeting link
https://erie.webex.com/erie/j.php?MTID=m0b216b0a2e371b99c34c04beecb9b3f3
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Join by meeting number
Meeting number (access code): 2495 500 6195
Meeting password: BfiZQ3mtC37
Tap to join from a mobile device (attendees only)
+1716-858-2250,,24955006195## United States Toll (Buffalo)
+1-415-655-0003,,24955006195## 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 24955006195@webex.com
You can also dial 173.243.2.68 and enter your meeting number.
Proposals Due: May 15, 2026 at 4pm
Selection Made by: June 15, 2026
Contract Signed: Following all necessary County approvals.
IV. GENERAL REQUIREMENTS
1. Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional
materials beyond what is sufficient to provide a complete, accurate and reliable presentation.
2. Submission of the proposals shall be emailed to Evanna Ramos at HealthEquity@erie.gov
3. If unable to email the proposal, a printed submission may be submitted to: Erie County Office of Health
Equity, Attn: Evanna Ramos, 95 Franklin Street, 9th Floor, Buffalo, NY 14202.
4. All proposals must be delivered to the above office on or before May 15, 2026, at 4:00 p.m. Proposals
received after the above date and time will not be considered. The County is under no obligation to return
proposals.
5. Requests for clarification of this RFP must be written and submitted to Evanna Ramos at the above
address, or at HealthEquity@erie.gov no later than 4:00 pm on May 6, 2026. A list of questions and
answers will be posted on the County website by May 11, 2026. No communication of any kind will be
binding against the county, except for the formal written responses to any request for clarification.
6. Proposers may be required to give an oral presentation and/or additional information to the County to
clarify or elaborate on the written proposal. Those Proposers will be notified to arrange specific times.
7. 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.
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8. Information on the Standard Insurance Provisions required by agencies selected as a contractor for 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.
9. 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. All contract holders will be required to sign the Erie County Equal
Pay Certification (attached). The County shall have the right, upon reasonable notice and at reasonable
times, to inspect the books and records of the Agency, its offices and facilities, 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.
10. Certified Minority Business Enterprise/ Women's Business Enterprise (MBE/WBE) proposers should
include the Erie County MBE/WBE Certification letter with their proposal.
11. A business that is a certified Service-Disabled Veteran Owned Business (SDVOB) under the New York
State Service-Disabled Veteran-Owned Business Act should include the letter indicating their company
is 51% or more veteran-owned with their proposal.
12. All proposers must disclose the name, title, and department of any employee or officer who was an
employee or officer of Erie County within the 12 months immediately prior to the proposal.
13. 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.
14. All proposers must provide a list of all prime contractors and subcontractors that their agency does
business with related to the service in this RFP.
V. SCOPE OF PROFESSIONAL SERVICES REQUIRED
A. Introduction
The Erie County Office of Health Equity ("ECOHE") was established in compliance with the Erie County Health
Equity Act of 2021. The ECOHE's mission is to evaluate a wide variety of specific health outcomes among
diverse populations to fully understand the depth and scope of health disparities in Erie County and to partner
with community members, health care providers, faith and philanthropic leaders, and organizations to enact
programs that help disadvantaged, marginalized and diverse populations in Erie County achieve maximum
health and wellness. The vision of the ECOHE is for all disadvantaged, marginalized, and diverse populations in
Erie County to achieve maximum health and wellness.
The Erie County Children and Youth with Special Healthcare Needs ("CYSHCN") Program seeks to improve the
coordination of care for children and youth who have special health care needs. This program serves families
with infants, children, and youth from birth to 21 years old who have serious or chronic medical, physical,
behavioral, emotional, or developmental conditions. A diagnosis is not required for enrollment in the Erie County
CYSHCN Program. The CYSHCN Program matches families with community resources and provides referrals
to community programs. The CYSHCN Program can also help by providing advocacy with health care providers
and school districts, linkage with medical providers and specialists, and assistance with health insurance. The
CYSHCN Program can assist with linkage to special education services, support groups, play groups,
educational resources, and job and vocational counseling. The CYSHCN Program can also assist older youth
with the transition from pediatric to adult services.
CYSHCN programs are administered by local health departments across New York State. Because of its unique
location within the ECOHE, Erie County's CYSHCN Program is setting the standard for navigating special health
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care needs through an equity lens. This includes addressing the social determinants of health and structural
barriers such as racism and other forms of discrimination that affect CYSHCN and their families.
Community Accessibility and Inclusion ("CAI") projects for CYSHCN are funded by the New York State
Department of Health Bureau of Child Health Division of Family Health. CYSHCN CAI projects are implemented
by Local Health Departments (LHDs) and focus on one or both of the following:
* Enhancement of physical spaces to support CYSHCN and their families; and/or
* Creation of recreational or social support opportunities for CYSHCN.
B. Program Information
This initiative will use CAI funds to create sensory rooms throughout Erie County to support children and youth
who experience developmental, behavioral, emotional, and sensory challenges, with or without a diagnosis.
These rooms will be established in community spaces and family resource hubs to provide safe,
calming, and therapeutic environments that promote self-regulation, engagement, and inclusion.
A sensory room is a controlled and intentionally created space that provides multi-sensory resources to support
a child or youth's sensory needs. Sensory rooms are versatile spaces that can benefit a wide range of individuals,
including those with sensory processing challenges, disabilities, or specific therapeutic needs. Sensory rooms
have been shown to reduce anxiety and behavioral incidents, support early intervention and developmental
outcomes, increase participation in community services, and alleviate caregiver stress. Prioritizing high-
need and under-resourced areas, this equity-focused initiative will ensure broad access while incorporating
evidence-based design, staff training, and accessible, trauma-informed practices. Overall, the creation of
sensory rooms will enhance well-being and improve equitable access to supportive services for
CYSHCN and their families across Erie County.
Priority will be given to proposals from organizations located in or serving specific geographic areas and
communities of focus in alignment with the Erie County Health Equity Act of 2021, which emphasizes reducing
health disparities and investing in community-based organizations that already have trusted relationships with
historically underserved populations.
Prioritized geographic areas include:
* The East Side and West Side of Buffalo (ZIP codes: 14204, 14206, 14208, 14209, 14211, 14212, 14213,
14214, 14215)
* The City of Lackawanna (ZIP codes: 14218, 14219)
* Rural Erie County (ZIP codes: 14001, 14004, 14006,14013, 14025, 14030, 14033, 14034, 14037, 14047,
14055, 14057, 14069, 14070, 14080, 14081, 14085, 14091, 14102, 14111, 14134, 14139, 14141, 14145,
14170)
Prioritized communities of focus include:
* Racial and ethnic minority communities
* LGBTQIA+ communities
* Rural communities
Proposals may be prioritized based on:
* The proposer's established presence in high-need communities
* The proposer's geographic distribution relative to similar pre-existing resources to ensure equitable
access
* The proposer's demonstrated history of serving populations experiencing health disparities, including but
not limited to racial and ethnic minority communities, LGBTQIA+ communities, and rural communities in
Erie County
* The proposer's existing infrastructure and readiness to implement sensory spaces within the grant period
The intent is not simply to purchase equipment, but to partner with trusted organizations that already serve
identified communities of focus. By situating sensory rooms within established community organizations, the
ECOHE intends to utilize CAI funds to reduce barriers to access, particularly for children and individuals with
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sensory and developmental needs who may otherwise face transportation, stigma, or systemic access
challenges.
C. Scope of Work
Successful proposers will:
* Use funds to develop and furnish a sensory room to meet the below requirements, including costs for
labor and materials.
* Provide public access to the sensory room and not restrict access based on membership or program
enrollment.
* Provide space in the sensory room to display Erie County CYSHCN Program materials.
* Have a non-discrimination policy and not deny youth or families access to the sensory room based on
ethnicity/race, political affiliation, religion, sexual orientation, gender, gender identity, physical or other
disability, national origin, or any other protected characteristic under local, state, and federal law.
* Maintain regular communication with the ECOHE in a timely manner.
* Participate in a mandatory staff training included in the total proposed budget.
* Submit all proposed purchases and other expenses to the CYSHCN Project Coordinator for review and
written approval prior to purchasing.
* Submit detailed monthly status reports.
* Complete all spending and activities prior to September 30, 2026.
* Maintain sensory rooms for at least two (2) years after the funding period is completed.
* Allow the ECOHE to take photos or provide photos to the ECOHE of the sensory room.
* Allow the ECOHE to advertise, promote, other otherwise share information about the sensory room at
the ECOHE's discretion.
Proposers are encouraged to furnish sensory rooms to meet the unique needs of the children, youth, and
families they serve. Successful proposals will include at least one item from each of the following categories:
* Lighting (Visual):
Calming: Bubble Tubes, Jellyfish/lava lamps, fiber optic strands, projectors (stars/images),
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dimmable/colored lights, soft glow lights, blackout curtains/light covers.
Stimulating: Sensory tiles/Interactive floors
o
* Sound (Auditory):
Calming: White noise machines, nature sounds, soft music (classical, instrumental), noise-
o
canceling headphones.
Stimulating: Musical instruments, music puzzles, sound walls.
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* Touch (Tactile):
Calming: Weighted blankets/lap pads, textured pillows, soft rugs, beanbags, crash pads, sensory
o
dough (Play-Doh).
Stimulating: Sensory bins (rice, beans, pasta), textured balls, sequined items, fidget toys, therapy
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putty, water beads.
* Smell (Olfactory):
Essential oil diffusers (lavender, chamomile), scented playdough, scented kinetic sand.
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* Comfort & Space:
Quiet corners, soft furnishings, neutral wall colors (white, blues, greens), organized
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storage(bookcase), Calming posters, books, sensory walls/panels.
Successful proposals may also include at least one item from the following category (optional but strongly
encouraged):
* Movement (Vestibular/Proprioceptive)
Calming: Pod swings, hammocks, rocking chairs, crash pads (for deep pressure).
o
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D. Eligibility
To be eligible for this funding, your organization must:
* Be located in Erie County and/or provide in-person services to Erie County residents; AND
* Be a 501(c)(3) nonprofit organization, an education organization, or a public library; AND
* Currently provide services to families with children and youth ages 0-21.
E. Application
Submission of the proposals shall be sent via email to Evanna Ramos at HealthEquity@erie.gov.
Electronic versions of the RFP Coversheet, Schedule A, and Budget Form are available on the Erie
County Purchasing website at:
https://www3.erie.gov/purchasing/requests-proposals-construction-bids
PROPOSAL CONTENT
In order for Proposers to be considered for an award, the terms, conditions and instructions contained in this
RFP and attachments must be met. Any proposals which do not meet these criteria may be considered non-
responsive. All proposals must be limited to ten (10) pages, not including required schedules and
attachments.
Completed RFP Coversheet.

Organization's background. (1 page)

A summary of the organization's mission, goals, history, programs, populations served, major
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accomplishments, and challenges. Briefly describe your organization's current services and programs
for families with children and youth.
Give the name and title of person(s) authorized to bind the Proposer, e-mail address, the main
o
office address, and the telephone number (including area code).
Provide any other information that you feel would distinguish your organization's approach to the
o
delivery of the requested services, including any prior experiences and successes.
Project Description (2-3 pages)

Include a detailed description of the components of your proposed sensory room, including any
o
construction, equipment, furniture, lighting, and other supplies.
Describe how a sensory room would help your organization help the communities you serve. If
o
applicable, describe any features of your sensory room that are meant to meet your community's
unique needs.
Describe how this project will serve ECOHE communities of focus.
o
Outline your timeline for development and implementation of the project.
o
Explain your plan for how you will continue to maintain sensory room spaces after funding has ended.
o
Completed Budget Form.

Signed Schedule A - Proposer Certification.

List of Officers and Board of Directors.

Copy of most recent annual audit.

Recommended attachments (optional):

Photos of the proposed sensory room space.
o
Letters of support from community partners and/or community members.
o
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VI. STATEMENT OF RIGHTS
UNDERSTANDINGS
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, 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 it 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.
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* The County is not responsible for any internal or external delivery delays which may cause any proposal
to arrive beyond the deadline stated. To be considered, proposals MUST arrive at the place specified
herein and be time stamped prior to the deadline.
EVALUATION
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:
* The Proposer's demonstrated capability to provide the services.
* The Proposer's experience in performing the proposed services.
* The Proposer's financial ability to provide the services.
* Evaluation of the Proposer's proposed budget.
* A determination that the Proposer has submitted a complete and responsive proposal as required by this
RFP.
* An evaluation of the Proposer's projected approach and plans to meet the requirements of this RFP.
* The Proposer's presentation at and the overall results of any interview conducted with the Proposer.
* Proposers MUST sign the Proposal Certification attached hereto as Schedule "A". Unsigned proposals
will be rejected.
* Proposers may be required to give an oral presentation to the County to clarify or elaborate on the written
proposal.
* 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.
EVALUATION PROCESS
Each proposal will undergo an initial administrative review for completeness. 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 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
individuals from the Department of Health. The proposal should be written so as to clearly describe the
services provided to someone not familiar with service delivery.
The proposals will be scored based on the overall proposal (30%), population and goals (30%), program
plan and capacity (30%), and compliance with RFP requirements and fiscal components (10%).
SCORING RUBRIC
Your proposal will be scored based on:
* Overall proposal (30%)
* Project plan, including design, availability, and capacity to complete all spending and activities within the
funding period and maintain sensory rooms after the funding period is completed (40%)
* Population and goals, including location and population(s) served (30%)
* Compliance with RFP requirements and fiscal components
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