OCA-DPCS-003: Community Dispute Resolution Centers Program, St. Lawrence and Franklin...

Agency:	New York State Unified Court System
State:	New York
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Mar 5, 2024
Due Date:	Apr 4, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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RFP OCA-DPCS-003 Community Dispute Resolution Centers Program, St. Lawrence and Franklin Counties

Issued Thursday, February 8, 2024

Due Thursday, March 21, 2024 at 2:00 PM

NEW YORK STATE UNIFIED COURT SYSTEM

Office of Court Administration,

Division of Professional and Court Services

Request for Proposals # OCA-DPCS-003

Community Dispute Resolution Centers Program

St. Lawrence and Franklin Counties, New York

RFP OCA-DPCS-003 Community Dispute Resolution Centers Program, St. Lawrence and Franklin Counties

Issued Thursday, February 8, 2024

Due Thursday, March 21, 2024 at 2:00 PM

Proposal Cover Sheet: Community Dispute Resolution Centers Program,

St. Lawrence and Franklin Counties

Legal Name of Applicant

Executive Director/CEO

Address

Phone

Fax

Website Address (if applicable)

Federal Tax Identification No. (TIN)

New York State Charities Registration Number

(If exempt, please explain)

Years in Operation

Vendor’s Primary Contact for Proposal Matters:

NAME:

STREET:

CITY:

STATE: ZIP:

TELEPHONE NUMBER:

EMAIL:

Verification:

Authorized representative of Vendor must complete and sign below to verify that each copy

of the submitted proposal includes all documents required per the Document Enclosure

Checklist (Exhibit 1):

COMPANY NAME:

AUTHORIZED OFFICER’S NAME AND TITLE:

SIGNATURE:

DATE:

*****************************************************

Note: Applicants must submit this Proposal Cover sheet together with all documents listed

in the Document Enclosure Checklist attached as Exhibit 1 to this Request For Proposal

****************************************************

RFP OCA-DPCS-003 Community Dispute Resolution Centers Program, St. Lawrence and Franklin Counties

Issued Thursday, February 8, 2024

Due Thursday, March 21, 2024 at 2:00 PM

Contents

Proposal Cover Sheet

RFP Contents

I. Background Information and Instructions

II. Project Information

III. Award

IV. Minimum Qualifications

V. Project Services

VI. Insurance Requirements

VII. Award Selection Criteria and Method of Award

VIII. Required Documents

IX. Submission of Proposal

X. Questions

XI. General Specifications

Attachments

Attachment I - Standard Request for Bid Clauses & Forms

Attachment III - Vendor Responsibility: Acknowledgment Form and VR Questionnaire

Attachment IV - Procurement Lobbying forms

Exhibits

Exhibit 1:

Exhibit 2:

Exhibit 3:

Exhibit 4:

Exhibit 5:

Exhibit 6:

Exhibit 7:

Exhibit 8:

Exhibit 9:

Exhibit 10:

Exhibit 11:

Document Enclosure Checklist

Insurance Requirements

Proposal Rating Tool

Appendix B: Materials Produced Under the Agreement

Applicable laws, regulations and program policies as outlined in the CDRCP

Program Manual, which is available for download at the following link:

http://www.nycourts.gov/ip/adr/Info_for_Programs.shtml

Demographic information by county, which is available for download at the

following link:

https://www.census.gov/quickfacts/fact/table/franklincountynewyork,stlawrencec

ountynewyork/PST045222

List of CDRCs statewide, which is available for download at the following link:

http://ww2.nycourts.gov/ip/adr/ProgramList.shtml

General Guidelines for Proposal Writing

Definitions of ADR Processes

General Definitions

Vendor Assurance and Conflict-of-Interest Disclosure

Note: Exhibits 5, 6, and 7 are not reproduced in this RFP and are instead available at the URLs above.

RFP OCA-DPCS-003 Community Dispute Resolution Centers Program, St. Lawrence and Franklin Counties

Issued Thursday, February 8, 2024

Due Thursday, March 21, 2024 at 2:00 PM

I. BACKGROUND INFORMATION

In 1981, the State of New York enacted Article 21-A of the Judiciary Law and created the Community

Dispute Resolution Centers Program (CDRCP). This initiative provides community-based forums for

the resolution of civil and minor criminal disputes through dispute resolution processes other than

litigation. Pursuant to this legislation, the New York State Unified Court System, Office of Alternative

Dispute Resolution Programs, contracts with and provides funding to not-for-profit centers that provide

dispute resolution services. The Community Dispute Resolution Centers (CDRCs or centers) serve

several vital functions. First, the centers empower clients to play a greater role in deciding the

procedural and substantive outcomes of their disputes. Second, the centers help courts streamline their

dockets by providing dispute resolution services to those people who are able and willing to resolve their

conflict without the assistance of a Judge. Third, the centers collaborate with other human services

organizations in their communities and connect clients with available services and resources. Finally,

centers serve as promoters of peaceful communities and help individuals become more effective

communicators and negotiators, not only through direct delivery of services, but also through ongoing

training and community outreach efforts.

The Office of Alternative Dispute Resolution Programs strongly encourages centers to utilize volunteers

for two primary reasons: first, an active volunteer pool often infuses the center with a level of

enthusiasm and diversity of life experience that is seldom attainable solely with paid staff; second, use

of volunteers allows paid staff to focus on outreach and case development, volunteer recruitment and

management, and ongoing program monitoring

II. PROJECT INFORMATION

The available funding for this program during the Initial Budget Period (hereinafter defined)

commencing on or about April 1, 2024 and ending on or about March 31, 2025 is $195,000.

The New York State Unified Court System (“UCS”) is particularly interested in applications that use

creative methods to leverage community resources to the maximum extent feasible to enhance services

provided to disputants in the CDRCs. Pursuant to Judiciary Law § 849-d (2), the UCS may award up to

$40,000.00 per county served in unmatched grant funding. Any additional UCS CDRCP funding above

the $40,000 per county served by the center must be matched on an equal basis (pro rata) by local

revenue. Applicants must submit a program narrative and budget in accordance with the requirements

set forth in this Request for Proposals (“RFP”).

Note: Throughout this RFP, the terms bidder, proposer, vendor and applicant are used interchangeably,

as are RFP, bid and solicitation.

III. AWARD

A single contract (“Contract”) will be awarded to the successful bidder (“Awarded Contractor”) for an

initial term of two (2) years commencing on or about April 1, 2024 and terminating on or about March

31, 2026 (“Initial Term”). UCS reserves the right to renew such Contract for up to three (3) additional

one (1) year periods (each, a “Renewal Term”) upon the same terms and conditions, excluding pricing.

RFP OCA-DPCS-003 Community Dispute Resolution Centers Program, St. Lawrence and Franklin Counties

Issued Thursday, February 8, 2024

Due Thursday, March 21, 2024 at 2:00 PM

UCS further reserves the right to extend the Contract for a period not to exceed six (6) months

(“Extension Term”), upon written notification to Awarded Contractor prior to the expiration date of the

Initial Term or a Renewal Term, on the same terms and conditions, including pricing, as the preceding

term; provided, the maximum term of the awarded contract will be five (5) years. The Contract,

renewals, and extension thereof (collectively, “Contract Term”) are subject to the approval of the NYS

Office of the Attorney General and the NYS Office of the State Comptroller.

IV. MINIMUM QUALIFICATIONS

Pursuant to Judiciary Law § 849-a (3), the UCS may only consider applications submitted by nonprofit

organizations that are organized for the resolution of disputes or for religious, charitable or educational

purposes. Applicants must also operate within New York State.

The Awarded Contractor will be required to report on the use of the awarded funds. The due dates,

format and specific information to be contained in the reports will be determined by UCS.

Grant recipients must be able to comply with the terms of the UCS Financial Planning and Control

Manual, Part IX, Chapter 2.000: Contracts with Not-For-Profit Providers, available at:

https://ww2.nycourts.gov/admin/financialops/FPCM.shtml

V. PROJECT SERVICES

UCS seeks proposals for the performance of the services listed below (“Project Services”) in St.

Lawrence and Franklin Counties, New York. The Awarded Contractor shall be required to provide the

Project Services.

 Provide a wide range of free and low-cost dispute resolution services including mediation,

arbitration, restorative practices, conflict coaching, and facilitation;

 Provide case intake, management, and domestic violence screening services that inform parties

about services, prepare them to participate, and screen out inappropriate matters;

 Provide mediation services to city, town, village, and family courts;

 Conduct outreach to local communities and other referral sources;

 Collect data as well as analyze and report on case outcomes;

 Recruit, train, and manage a diverse roster of volunteers who act as the primary dispute

resolution service providers; and

 Secure local matching revenue by engaging with local funders, county agencies, individuals, and

businesses for grants, contracts, and fee-based services.

VI. INSURANCE REQUIREMENTS

Awarded Contractor shall be required to maintain the insurance specified in Exhibit 2 hereto (Insurance

Requirements), at their own cost and expense throughout the Contract Term.

OCA-DPCS-003: Community Dispute Resolution Centers Program, St. Lawrence and Franklin Counties Amendment 1

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