Children's Waiting Room Services

Agency: Superior Court of California County of Alameda
State: California
Type of Government: State & Local
NAICS Category:
  • 337127 - Institutional Furniture Manufacturing
Posted Date: Jan 20, 2022
Due Date: Feb 9, 2022
Solicitation No: RFP SC 5555.2022.1
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RFP SC 5555.2022.1
Children's Waiting Room Services
Request for Proposal
Attachment 1 - Administrative Rules Non-IT Services
Attachment 2 - Standard terms and Conditions
Attachment 3 - Acceptance of Terms and Conditions
Attachment 4 - General Certification Form
Attachment 5 - Darfur Certification
Attachment 6 - Payee Data Record
Attachment 7 - Unruh Civil Rights Act
Attachment 8 - Bidders Declaration
Attachment 9 - DVBE Declaration

Attachment Preview

RFP Title: Children’s Waiting Room Services
RFP Number: SC 5555.2022.1
REQUEST FOR
PROPOSALS
SUPERIOR COURT OF CALIFORNIA, COUNTY OF
ALAMEDA
REGARDING:
Children’s Waiting Room Services
RFP SC 5555.2022.1
PROPOSALS DUE:
February 9, 2022 NO LATER THAN 3:00 P.M. PACIFIC TIME
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RFP Title: Children’s Waiting Room Services
RFP Number: SC 5555.2022.1
1.0 BACKGROUND INFORMATION
1.1 The Superior Court of California, County of Alameda, “Court” seeks one or more
vendors to provide childcare services for the Court’s children’s waiting rooms
(CWR) at the following court location:
Hayward Hall of Justice (HHJ)
24405 Amador Street, Hayward, CA 94544
1.2 The initial contract will be for one (1) year, starting March 1, 2022 (estimated
date), and will be renewable at the option of the Court for up to four (4) additional
one (1) year periods.
1.3 CWR services are provided on a drop-in basis to parents and guardians having
business in the Court, are available for children up to the age of 16 and operate
without charge to the public. Currently the Court operates CWR in Hayward, but
have additional CWR locations in Oakland, Dublin, and San Leandro.
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
2.1 The Court seeks the services of a person or entity with expertise in childcare
services for the Court’s children’s waiting room.
A. Contractor will provide childcare services at the time and location specified
in their proposal 52 weeks per year during specified operating hours, as noted
below, excluding Court holidays. Service may change upon 45 days’ notice
and hours of operation may be adjusted occasionally to better serve the needs
of the public and the Court.
B. The minimum number of staff required to be present is indicated in
parentheses below.
Courthouse
Hayward Hall of Justice
Days
Monday to Friday
Hours of Operation
8:30 AM to 12:30 PM (3)
1:30 PM to 4:30 PM (3)
C. All the Contractor’s staff for the CWR will have passed the Court mandated
background check; screening for substance abuse and a history of child abuse.
D. If necessary, for caregivers to be absent, whether planned or unplanned, or
due to a staff emergency, Contractor shall secure a substitute for the absent
caregiver with staff that have passed the Court’s mandated background check.
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RFP Title: Children’s Waiting Room Services
RFP Number: SC 5555.2022.1
E. CWR staff must comply with the Court’s Professional Appearance Policy.
Exception: CWR staff may wear jeans so long as they do not violate other
provisions of the Court’s Professional Appearance Policy.
F. CWR staff, including substitute caregivers, are required to be fully vaccinated
against COVID-19 as a condition of working in the CWR.
i. The bidder will provide the organization’s protocols for reporting
COVID-19 exposures.
ii. Proof of COVID-19 vaccination of all CWR staff will be required to
be submitted to the Court’s Human Resources office, upon execution
of a contract.
G. Follow established safety and security procedures that strictly control access
to CWRs, and effectively respond to legal and physical custodial
arrangements for children, emergency situations, the remand of parents into
custody by the Court, and failure of parents to reclaim their children from the
CWR at the appropriate time, all in a manner that minimizes anxiety, fear, and
disruption for the child.
H. The childcare services provided in the Children’s Waiting Rooms shall
include age-appropriate activities & curriculum to meet the emotional, social,
developmental, and physical needs of all children who may use the waiting
room.
i. CWR staff shall ensure all toys and equipment are safe and do not
pose choking or other hazards.
ii. CWR staff shall ensure that educational and play materials contained
in the waiting room reflect a range of racial, ethnic, linguistic, and
family structures.
iii. CWR staff shall provide nutritious snacks to children on a flexible
schedule that meets the needs of children who arrive at any time
during the day.
iv. CWR staff shall utilize procedures and practices for appropriately and
thoughtfully dealing with departures, arrivals, separations between
children and their families, toileting, napping, and other transitions.
v. Non punitive child-centered rules regarding children’s behavior and
respectful supportive management of that behavior shall be utilized.
vi. CWR staff shall maintain a neat, attractive space that encourages
confidence in parents deciding to leave their children in the CWR.
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RFP Title: Children’s Waiting Room Services
RFP Number: SC 5555.2022.1
vii. Contractor is responsible for the service and maintenance costs for all
appliances used to maintain the CWR services both Court and
Contractor owned.
I. Use child safety, infection control, facility cleaning, and maintenance
procedures that protect children from hazards and harm and reduce the
incidence of illness or injury among staff and visitors.
J. On a form provided by the Courts, keep accurate monthly statistics regarding
number of children and families served, and any additional data required to
meet federal reporting requirements.
K. Prior to admittance, a Child Registration Form must be completed, including
such items as:
i. Date
ii. Child’s name
iii. Child’s age
iv. Address
v. Telephone number
vi. Arrival time
vii. Courtroom or location to which parent or guardian is assigned
viii. Expected departure time
ix. Parent or guardian signature
x. Special instructions for the care of the child
L. The parent or guardian and child will be provided with a form of matching
identification.
M. The parent or guardian is to be provided with a Parent Information Sheet
which they are instructed to read carefully. The childcare specialist or
equivalent reviews the form with the parent or guardian to ensure that the
parent or guardian understands his/her responsibilities.
N. Departure Procedures: Before releasing any child to the parent or guardian,
staff must:
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RFP Title: Children’s Waiting Room Services
RFP Number: SC 5555.2022.1
i. Verify that the parent or guardian picking up the child satisfies the
identification protocol in place which identifies the child to the
parent or guardian.
ii. Complete the registration process to include:
iii. Departure time
iv. The parent or guardian’s signature
O. Parent/Guardian Responsibilities: Each parent or guardian who requests
that a child be cared for in the Children’s Waiting Room will be informed of
their obligation to comply with the following rules and responsibilities:
i. Registration forms must be complete and signed
ii. Photo identification must be provided upon request
iii. No sick children will be admitted. If it is determined that the child is
sick (i.e., lice, chicken pox, fever, etc.) after the parent or guardian
leaves, the adult will be contacted and requested to pick-up the child
immediately
iv. Children will be released only to the parent or guardian satisfying the
identification protocol in place. No exceptions will be made unless
ordered by a judge or commissioner
v. Parent or guardian must inform the Children’s Waiting Room of the
courtroom in which their proceeding will take place and in the event
of a courtroom change
vi. Parent or guardian may not leave the courthouse while the child is in
the waiting room. No exceptions
vii. If a child is not picked up on time, the Children’s Waiting Room
staff may call the Sheriff’s Department to take the child into
protective custody
viii. No inappropriate language or behavior will be tolerated by adults or
children visiting the Children’s Waiting Room
ix. Children must be picked up no later than closing time as indicated in
the Hours of Operation in this Scope of Work. If a child is not picked
up on time, the Sheriff’s Department will be contacted, and the child
will be taken into protective custody.
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