2026-2027 Youth Sports Programming

PURCHASING DEPARTMENT
COUNTY OF STEUBEN
3 EAST PULTENEY SQUARE
BATH, NEW YORK 14810-1510
(607) 664-2484
LEGAL NOTICE
Notice is hereby given that the Human Services, Health, and Education Committee of
the Steuben County Legislature and the Coordinator of the Steuben County Youth
Bureau will receive sealed competitive proposals per specifications for 2026-2027 Youth
Sports Programming; document # GC-26-021-P.
Requests for proposal forms, scope of services and general provisions are available at
the Steuben County Purchasing Department, 3 E. Pulteney Square, Bath, N.Y. 14810.
These documents are also available on the Steuben County website,
www.steubencountyny.gov.
Interested parties assume all responsibility to acquire information and forms.
To be considered, proposals must be submitted on Steuben County forms and delivered
in a sealed opaque envelope. Proposals will be received at the Purchasing Department
until 1:30 P.M. local time on Wednesday, September 30, 2026; at which time proposals
will be opened and acknowledged as received.
Steuben County retains the right to reject any or all proposals and to withdraw this
solicitation at any time.
Dated: August 19, 2026
___________________
Jean A. Peterson
Director of Purchasing
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Request for Competitive Sealed Proposals:
2026-2027 Youth Sports Programming; document # GC-26-021-P.
1. General Provisions:
It is the intent of this request for proposals to obtain multiple qualified providers
across Steuben County to provide eligible youth programming to a broad range
of youth through one or more of two funding opportunities.
2. Project Manager:
Heather Sorge, Youth Programs Coordinator, 115 Liberty Street, Bath, N.Y.
14810. Telephone number: 607-664-2565.
3. Qualifications:
Steuben County will be free to make any inquiries deemed necessary to ascertain
the qualifications of the contractor and/or the accuracy of statements made by
the contractor as to its qualifications.
4. Contact Information and Requirements:
Along with its response, the submitter of the RFP shall include the following
information: name, address, telephone number and FAX number.
5. Proposal Cost; Budget Narrative and Justification:
The price shall be an in toto price, the aggregate of all costs billable to Steuben
County including but not limited to staffing, site/facilities, travel, freight, labor,
materials and equipment for the proposed scope of services to be delivered.
6. Selection of Contractors:
Selection shall only be made from proposals submitted by qualified, responsive
and responsible entities who sufficiently meet the terms, conditions and
specifications stated herein.
However, under all circumstances and all statements to the contrary not with-
standing, that Steuben County reserves as its right, the right to determine the
contractor in accordance with the best interest of Steuben County.
Determination is not made at the opening. All submitted proposals are subject
to final review and acceptance by the appropriate personnel or committee(s) of
the Steuben County Legislature before a determination is made.
Receipt of proposals by the County shall not be construed as authority to bind
the County.
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8. Submission of Proposals:
Those submitting proposals do so entirely at their expense. There is no express
or implied obligation by Steuben County to reimburse any firm or individual for
any costs incurred in preparing or submitting proposals, preparing or submitting
additional information requested by the County, or for participating in any
selection interviews.
9. Contract Award:
Award of contracts will be made following a review of the proposal by the Youth
Programs Coordinator and any additional County staff and/or volunteers as
deemed appropriate, and approval will be made by a designated committee.
Contractor will be indemnifying and insuring for cloud-based breaches not
caused by the fault of Steuben County.
10. Method of Award:
The award may be made to the most responsible contractors whose proposals
are determined to be in the best interest of Steuben County and who are deemed
the best fit to serve the County's requirements based upon criteria stated under
the Scope of this RFP, the evaluation of references, corporate qualifications and, if
deemed necessary, an interview with the contractor and the designated
committee.
Price will not necessarily be the determining factor in the award of the contracts.
All proposals will be evaluated to determine if they meet the required format and
are in compliance with all requirements of the Request for Proposals.
Incomplete or non-responsive proposals may be rejected at the discretion of
Steuben County.
11. Contract Term:
A contract to provide youth programming, if an award is made, will be effective
on the date the contract is signed by all required parties. A copy of the form
contract, along with its attached Appendix A (NYS Standard Contract
Clauses), Appendix B (Steuben County Insurance Requirements), and
Appendix C (Independent Contractors / Agents / Vendors
Acknowledgement Form), is attached.
All terms in the form contract and the appendices must be agreed to by
the Contractor and are part of this RFP. In addition, the Contractor
must agree to the specifics of the RFP as set forth in more detail below
Steuben County contemplates that the contract term will be from October 1,
2026 through September 30, 2027.
Steuben County shall have the sole option to renew the contract for two
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additional terms of twelve (12) months each, but is under no obligation to do so.
In no event shall the term of the contract, including renewals, exceed 36
months. Requests for service will not be placed against the contract prior to the
contract effective date or the beginning date of the contract term, whichever is
later.
12. Non-Collusive Bidding Clause and Certificate:
a) Clause -
"By submission of this bid, each contractor and each person signing on
behalf of any contractor certifies, and in the case of a joint bid, each party
thereto certifies as to its own organization, under penalty of perjury, that
to the best of knowledge and belief:
1) The prices in this bid have been arrived at independently without
collusion, consultation, communication or agreement, for the purpose
of restricting competition, as to any matter relating to such prices
with any other contractor or with any competitor;
2) Unless otherwise required by law, the prices which have been quoted
in this bid have not been knowingly disclosed by the contractor and
will not knowingly be disclosed by the contractor prior to opening,
directly or indirectly, to any other bidder or to any competitor; and
3) No attempt has been made or will be made by the contractor to
induce any other person, partnership or corporation to submit or not
to submit a bid for the purpose of restricting competition."
b. The contractor shall submit a signed and dated Non-Collusive Bidding
Certificate with its bid. Said certificate is mandated by Chapter 956 of the
Laws of New York State, pursuant to Section 103-D of the General
Municipal Law. Reference the "NON-COLLUSIVE BIDDING CERTIFICATE"
form included in this bid document.
13. Iranian Energy Sector Divestment Certification:
While set forth in the Appendix A to the Form Agreement, the Contractor hereby
represents that said contractor is in compliance with New York State General
Municipal Law Section 103-g entitled "Iranian Energy Sector Divestment".
By submission of this proposal, each contractor and each person signing on
behalf of any contractor certifies and in the case of a joint proposal, each party
thereto certifies as to its own organization, under penalty of perjury, that to the
best of its knowledge and belief, that each contractor is not on the list created
pursuant to NYS Finance Law Section 165-a(3)(b).
The contractor shall submit a signed, notarized and dated Iranian Energy Sector
Divestment Certification with its proposal.
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Said certificate is mandated by Section 103-g of the General Municipal Law.
Reference the Iranian Energy Sector Divestment Certificate form included in this
document.
14. Prevention of Sexual Harassment:
While set forth in the Form Agreement and Appendix A to the Form Agreement,
the contractor must state that it is compliance with New York State Labor Law
Section 201-g entitled "Prevention of Sexual Harassment".
Contractor offering to provide services pursuant to this contract, as a consultant,
joint venture consultant, subcontractor, attests that its performance of the
services outlined in this contract has a written policy addressing sexual
harassment prevention in the workplace and provides training, which meets the
New York State Department of Labor's model policy and training standards, to all
employees on an annual basis.
Furthermore, by submission of this Expression of Interest procurement
document, each contractor and each person signing on behalf of any contractor
certifies, and in the case of a joint submission each party thereto certifies its own
organization, under penalty of perjury, that the submitter has and has
implemented a written policy addressing sexual harassment prevention training
to all of its employees. Such policy shall at minimum meet the requirements of
Section Two Hundred One - g of the New York State Labor Law (NYS Labor Law
201-g).
15. Addendum/Addenda:
a) If an addendum has been issued prior to the County's receipt of proposals
Steuben County shall attempt to notify potential contractors known to
have received the proposal documents and whose contact information is
on file with the County.
Steuben County does not ensure the potential contractor receipt of
addendum. It shall be the responsibility of each contractor, prior to
submitting its proposal to contact the Director of Purchasing, 607-
664-2484 to determine if an addendum has been issued.
b) Addenda shall be available for review and/or copy at the Steuben County
Purchasing Department, Room #217, Steuben County Office Building, 3 E.
Pulteney Square, Bath, N.Y. It will also be available on the county web
site.
c) It is a requirement that the contractor sign, date and include the
addendum with its submission.
16. Submission of Proposals:
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a) The contractor shall submit one (1) set of its RFP; including all required
forms and documents (e.g. signed clauses, statements, forms, bonds,
insurance, manufacturer's specifications, etc.)
b) The RFP shall be submitted in a sealed opaque envelope marked on the
outside with the contractor's name and address and the designation:
"Sealed Proposal: Youth Programming".
c) The envelope shall be addressed to Jean A. Peterson, Director of
Purchasing, Steuben County Office Building, 3 E. Pulteney Square, Bath,
N.Y. 14810. To be deemed as received, all proposals must be received at
the Purchasing Department on or before Wednesday, September 30,
2026, 1:30 pm local time.
d) Facsimile, email or other electronically transmitted proposals are not
acceptable and shall be deemed to have been rejected.
e) Security procedures are in effect at the Steuben County Office Building.
Interested parties, especially respondents who intend to hand deliver bids
and/or conduct business with the Steuben County Purchasing Department
should allow sufficient time for any delay which may arise as a result of
security procedures. Steuben County is not responsible for any delays
caused by any mail, parcel or postal carrier. To be considered "delivered
on time," a submission must be received at the Purchasing Department on
or before Wednesday, September 30, 2026, 1:30 pm local time.
f) All proposals will become property of the County once the advertised date
and time of the proposal opening has arrived. The County will have the
right to disclose all or any part of a proposal to public inspection based on
its determination of what disclosure will serve the public interest.
Prospective offerors are further advised that, except for trade secrets and
certain personnel information (both of which the County has reserved the
right to disclose), all parts of proposals must be disclosed to those
members of the general public making inquiry under the New York State
Freedom of Information Law (NYS Public Officers Law, Article 6).
Should an offeror wish to request exemption from public access to
information contained in its proposal, the offeror must at the time of
submission of its offer, specifically, identify in their submission the
information and explain in detail why public access to the information
would be harmful to the offeror.
g) You must submit a separate RFP response for each different solution you
are proposing.
17. Late Proposals:
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Contractor shall bear sole responsibility for the delivery of their proposal in a
timely manner. Reliance upon the U.S. Postal Service or other carriers is at the
contractor's own risk. Late proposals shall not be considered and shall be
returned unopened.
18. Right of County to Seek Clarification, Accept or Reject Proposal(s), etc:
a) Steuben County reserves the right to require clarification from contractors
for the purpose of assuring a full understanding of the contractor's
responsiveness to the solicitation requirements.
b) Steuben County reserves the right to accept or reject any and all
proposals (or separable portions thereof), the right to waive irregularities
and technicalities, and the right to request resubmission.
19. Civil Rights:
The County of Steuben, in accordance with the provisions of Title VI of the Civil
Rights Act of 1964 and New York State Labor Law; Article 8 - Public Work,
Section 220e hereby notifies all contractors that it will affirmatively ensure that
any contract awarded as a result of this proposal solicitation will be awarded
without discrimination on the grounds of race, color, sex or national origin.
20. Information to be Included in the Proposal:
a) Title page: show the RFP subject, name of contractor's firm, local address,
telephone number, name of contact person and the date.
b) Program Narrative (max 2 pages) to include at least the following:
* Summary of the youth population to be served by the proposed
services, including geographic area, communities, or neighborhoods to
be served;
* Summary of the needs of the youth to be served;
* Service methods and activities proposed to address the identified
needs, including locations, dates, and times of operation if possible;
* Qualifications of agency, staff, and/or volunteers to implement the
proposed services;
* Statement to not deny youth services based on ethnicity/race, political
affiliation, religion, sexual orientation, gender, gender identity, physical
or other disability, national origin, or any protected characteristic under
local, state, and/or federal law;
c) Forms required by NYS OCFS:
i. OCFS-5001
ii. OCFS-5002
iii. OCFS-5003
iv. OCFS-5011
d) Supporting Materials
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i. Applying entity's child protection policy/procedure
ii. Applying entity's non-discrimination policy
iii. Applying entity's program budget
iv. Applying entities proposed line-item budget for the requested funds
v. Proof of non-profit status
21. Modification or Withdrawal of Proposals:
a) A proposal may be modified or withdrawn by an appropriate document
duly executed in the manner that a bid must be executed and delivered to
the place where proposals are to be submitted at any time prior to the
scheduled time for opening of proposals.
b) No proposal may be modified, withdrawn or canceled for a period of one
hundred twenty (120) days after the date of the proposal opening and all
proposals shall be subject to acceptance by the County during this period.
22. Responsibilities for Work:
The contractor assumes full responsibility for the acts and omissions of all his
employees and all sub-contractors, their agents and employees and all other
persons performing work under the contract.
23. Consideration of Proposal; Acceptance of Proposal (Award):
a) The award of contract will be made by written notice of award signed by a
duly authorized representative of the County and no other act of the
County shall constitute the acceptance of a bid.
b) The acceptance of the proposal shall bind the successful contractor to
execute a contract.
24. Execution of Contract/Certificate of Insurance:
The contractor to whom the award is made shall assist and cooperate with the
County as necessary in preparing the standard County agreement for execution.
25. Commencement of Work:
Notwithstanding any delay in the preparation and execution of the agreement,
the successful contractor shall be prepared, upon receipt of the notice of award,
to commence work within a time period mutually acceptable to contractor and
the County.
26. Supportive Specifications:
The contractor shall be responsible for obtaining all permits required to fulfill this
contract and shall comply with all laws, ordinances, rules and regulations of the
jurisdictions in which the work is performed.
27. Sales Tax Exemption:
The County is exempt from payment of sales and compensating use taxes of the
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State of New York and of cities and counties within the State of New York.
28. Protection from Claim Against "Or Equal":
In the event of any claim by an unsuccessful contractor concerning or relating to
the issue of "equal or better" or "or equal" the successful contractor agrees to
hold the County of Steuben free and harmless for any and all claims for loss or
damage arising out of this transaction for any reason whatsoever. The County is
to be free and harmless for any and all legal fees and court costs.
29. Evaluation Process:
a) After determining that a proposal satisfies the mandatory requirements
stated in the request for proposal, (see section-eligibility criteria) the
comparative assessment of the relative benefits and deficiencies of the
proposal in relationship to the published evaluation criteria shall be made
by using subjective judgment. The award of a contracts resulting from
this RFP shall be based on the lowest and best proposals received in
accordance with the evaluation criteria stated below.
1) Demonstration of successful similar projects, preferably in public
sector environments.
2) Qualifications of individuals assigned to the project.
3) Demonstration of clear understanding of the requirements of the
project.
4) Ability to deliver a high-quality service at a reasonable cost.
5) Proposal review criteria/application review process and scoring.
b) After an initial screening process, a technical question and answer
conference or interview may be conducted, if deemed necessary by the
County, to clarify or verify the contractor's proposal and to develop a
comprehensive assessment of the proposal.
c) Steuben County reserves the right to consider historic information and
fact, whether gained from the contractor's proposal, question and answer
conference, references or any other source, in the evaluation process.
d) It is the contractor's responsibility to submit information related to the
evaluation categories and that Steuben County is under no obligation to
solicit such information if it is not included with the contractor's proposal.
30. As a result of this RFP, Steuben County intends to enter into contracts with the
selected contractors to provide the services described in the scope of services
section. However, this intent does not commit the county to award a contract to
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any responding contractor. Steuben County and the Youth Programs Coordinator
reserve the right, with agreement by the applicant, to accept or reject in part or
in its entirety any proposal received as a result of this RFP if it is in the best
interest of the County to do so.
31. Questions:
Contractor's questions must be received by the end of business September 16,
2026 and shall be submitted in writing to Jean A. Peterson, Director of
Purchasing, Steuben County Purchasing Department, 3 E. Pulteney Square, Bath,
NY 14810 or to Jpeterson@steubencountyny.gov.
No questions will be accepted after the close of business on September
16, 2026.
Answers for substantive questions will be made available to all entities on the
Youth Bureau's webpage at www.steubencountyny.gov/youth on two different
dates. Answers for questions received by September 2 will be posted by
September 4. Answers for questions received by September 16 will be posted by
September 18.
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