New York State is committed to ensuring a complete count in the 2020 Census so New Yorkers receive the representation and resources they deserve. A $60 million statewide campaign was launched to ensure every New Yorker is counted.
The Department of State, the Department of Labor, and Empire State Development are jointly working with local governments on their outreach plans for hard-to-reach communities. We expect counties and the cities of Buffalo, Rochester, Syracuse, and Yonkers will in turn work with not-for-profits that are already connected with the hard-to-count populations. This page explains that process.
All not-for-profits (NFPs) interested in receiving funds for census efforts from the counties and select cities to work on census outreach for hard-to-reach communities, must be pre-qualified prior to partnering with any county or with the cities of Buffalo, Rochester, Syracuse, or Yonkers.
The pre-qualification process entails each NFP submitting an application through the Consolidated Funding Application (CFA) starting on January 23rd, 2020.
The NFP prequalification period will remain open throughout the process for eligible counties and cities to select from. The State will review each CFA as they are submitted and notify the contact person identified in the CFA with the determination of eligibility or any potential follow up questions.
Although there is no requirement to submit supporting documentation with the CFA, the State may contact the NFP for supporting documentation and in such cases, the NFP must do so promptly to continue the process for becoming eligible to participate. The State recommends all interested NFPs have supporting documentation ready to support each answer and avoid any delays if that information is requested.
Once the State has approved a CFA, the NFP will be notified and added to a list that the State is sharing with the counties. Participating counties and cities will be able to include any of the pre-qualified NFPs in their census outreach plans.
The following are factors the State will consider when pre-qualifying a NFP for the census initiative:
- Incorporation as a Not-for-Profit 501(c)(3) continuously for at least the last year
- Registration and up to date with all filings with the New York State Office of the Attorney General’s Charities Bureau
- Registration and up to date with the New York State Comptroller’s VendRep System
- No bar from contracting with the State of New York or the federal government during the last five years
- Member or active participant in local complete count committee, or other census related efforts
- Contracted with the State of New York within the past five years
- Contracted with the county where it proposes to provide census services within the past five years
- Provision of direct services in the communities where NFP expects to work on this initiative
- Cultural competency to have meaningful engagement with community where it expects to work on this initiative
- Previous engagement in census outreach services
- Ability to speak, read, and write in relevant languages
- Experience with other community engagement/volunteer-driven efforts
- Current work with hard-to-count populations
- Prequalification in Grants Gateway
- There is no limitation to the number of counties a NFP may work on and submit applications for, however it should be considered as part of their ability to provide effective service to hard-to-count populations in multiple areas.
- Please be advised, for those not currently pre-qualified in the Grants Gateway system, the State reserves the right to require registration and pre-qualification in the Grants Gateway System.
- NFPs that successfully complete pre-qualification for purposes of this initiative are not guaranteed to be selected by eligible counties and cities. NFPs should reach out to counties directly to express their interest in working on this initiative.
- Each county is free to select their NFP partners and determine funding level within the pre-determined allocation to the county. (See Census Outreach RFA for additional details on funding breakdown per county at the Census website).
- The State will review each CFA submission promptly and notify the applicant if they are approved, denied, or if they need to submit additional documentation.
- Please be advised that some information (in accordance with Personal Privacy Protection Laws) contained in your application may be shared with eligible counties and municipalities for the purposes of determining available services and location of services for census purposes only. This may include but is not limited to, basic contact information as well as questions related to designated service areas and competencies.
- Interested NFPs should keep in mind that the following expenses are not eligible under this initiative (See RFA for complete list on the Census website):
- the purchase, lease, or rental of any equipment or operational software
- political activities of any kind
- electoral activities of any kind
- the acquisition of voter registration data, voter profiles or similar programs or data commonly used in political campaigns
- awards of cash, gift cards, trophies or the like
- purchase, lease, and/or rental of, computers, mobile computing devices such as I-Pads, tablets etc., cellular telephones and related devices that exceed $500 per item and are more than $2,500 in aggregate
- audit services
- acquisition, construction, or renovation of buildings or other real estate
- Religious activity
- expenses incurred prior to March 10, 2020 or ESD Award letter date whichever sooner
- costs of organized fund raising
- interest, taxes and penalties
- Any other cost incurred in violation of the terms of the Grant Disbursement Agreement.
Timeline and Events
Timeline and Events
New York State will host two conferences, to walk NFPs through this process and answer questions.
January 23, 2020 Census Conference in NYC
January 28, 2020 Census Conference in Albany
February 11, 2020 Census Conference in Rochester
February 13, 2020 Census Conference in Smithtown
February 14, 2020 Census Conference in Syracuse
February 14, 2020 Census Conference in Buffalo
NFP Applicant Questionnaire available for submission: January 23, 2020
NFP Deadline: Ongoing
County and City Timeline (for informational purposes)
County/City Outreach Plan Application Release Date: January 23, 2020
Deadline for Respondents to Submit Questions: February 14, 2020
Date for Census Agencies to Respond to Questions: February 21, 2020
Application Due Date: Ongoing, no later than March 2, 2020 @ 5PM EST
Approval of Application/Funding Award: March 10, 2020
Eligible Cost Dates for Funding Awards: ESD Award Letter Date to September 30, 2020
Submission of Final Report Deadline: October 31, 2020