RFP# P&CS-137: Orange County Family Court Children¡¯s Center

Agency: New York State Unified Court System
State: New York
Type of Government: State & Local
Posted Date: Oct 4, 2023
Due Date: Oct 12, 2023
Bid Source: Please Login to View Page
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rfb/rfp description pre-bid conference bids due addenda

RFP# P&CS-137:
Orange County Family Court Children’s Center

Thursday 09/21/2023 10:30 AM EDT

Thursday 10/12/2023 3:00 PM EDT

Required Budget Form

Attachment I

Attachment III

Attachment IV

Initial Q&A

Q&A from PreBid Conference

Attachment Preview

RFP # P&CS - 137
Issued Wednesday, September 6, 2023
Orange County Family Court Children’s Center
Due Thursday, October 12, 2023, at 3:00 PM
NEW YORK STATE UNIFIED COURT SYSTEM
Request for Proposals # 137
OCA / Professional and Court Services
Family Court Children’s Center
Orange County, New York
RFP # P&CS - 137
Issued Wednesday, September 6, 2023
Orange County Family Court Children’s Center
Due Thursday, October 12, 2023, at 3:00 PM
Contents
Reading this Request for Proposals ........................................................................................................ 1
RFP Articles
I. Background Information and Key Bid Dates.............................................................................2
II. Project Information ....................................................................................................................3
III. Award.........................................................................................................................................3
IV. Minimum Qualifications ............................................................................................................4
V. Project Services..........................................................................................................................4
VI. Insurance Requirements.............................................................................................................5
VII. Award Selection Criteria and Method of Award .......................................................................5
VIII. Required Documents..................................................................................................................6
IX. Submission of Proposal............................................................................................................10
X. Questions..................................................................................................................................11
XI. Pre-Bid Conference..................................................................................................................11
XII. General Specifications .............................................................................................................12
Attachments*
Attachment I - Standard Request for Bid Clauses & Forms
Attachment III - Vendor Responsibility: Acknowledgment Form and VR Questionnaire
Attachment IV - Procurement Lobbying forms
* Attachments are available for download from the Unified Court System’s Current Solicitation webpage:
http://ww2.nycourts.gov/admin/bids/currentsolicitations.shtml
Exhibits
Exhibit 1:
Exhibit 2:
Exhibit 3:
Exhibit 4:
Exhibit 5:
Exhibit 6:
Exhibit 7:
Exhibit 8:
Document Enclosure Checklist..............................................................................19
Proposal Cover Sheet .............................................................................................21
Insurance Requirements.........................................................................................22
Proposal Rating Tool .............................................................................................25
Appendix B: Materials Produced Under the Agreement .......................................37
Children’s Center Staffing Plan .............................................................................39
Children’s Center Advisory Committee Membership Roster................................40
Operational Standards for Children’s Centers .......................................................42
i
RFP # P&CS - 137
Issued Wednesday, September 6, 2023
Orange County Family Court Children’s Center
Due Thursday, October 12, 2023, at 3:00 PM
Reading this Request for Proposals
This Request for Proposals (RFP) comprises the Articles, Attachments, and Exhibits described below.
There are twelve (12) Articles in this main document:
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
XI.
XII.
Background Information and Instructions
Project Information
Award
Minimum Qualifications
Project Services
Insurance Requirements
Award Selection Criteria and Method of Award
Required Documents
Submission of Proposal
Questions
Pre-Bid Conference
General Specifications
In addition, there are three (3) standard Attachments: Attachments I, III, and IV. Note that Attachment II is deliberately not
included in this RFP. The three Attachments that are included in this RFP are available for download from the table on the
Unified Court System’s Current Solicitation webpage (http://ww2.nycourts.gov/admin/bids/currentsolicitations.shtml). The
attachments are available in the row corresponding to this RFP and in the “Addenda” column. If this RFP requires vendors to
submit a “required budget form,” that form is available for download in the same row and column as the Attachments.
Lastly, there are Exhibits that are published in this main document following Article XII. Vendors are strongly encouraged
to follow the checklist in Exhibit 1 when assembling their proposal.
Note: Throughout this RFP, the terms, proposer, vendor, and applicant are used interchangeably, as are RFP, bid and
solicitation.
❖❖❖
For information about why the Unified Court System has issued this RFP, please consult Articles I, II, and V.
If you want to know whether you or your organization qualifies to submit a proposal, please consult Articles IV and VI as
well as Attachment III and Exhibit 3.
For information about how and when to submit any questions, please consult Article X. If you want to know whether a pre-
bid conference will be held, please consult Article XI.
For guidance about how to submit your proposal, including formatting requirements, please review Articles VIII and IX as
well as Exhibits 1 and 2.
For details about how your proposal will be evaluated, please read Articles IV, VII, VIII, and XII as well as the Proposal
Rating Tool in Exhibit 4.
Finally, the number of available awards and the duration of the resultant contract can be found in Article III. This RFP
includes the standard “Appendix B” that will be incorporated into any resultant contract (see Exhibit 5).
1
RFP # P&CS - 137
Issued Wednesday, September 6, 2023
Orange County Family Court Children’s Center
Due Thursday, October 12, 2023, at 3:00 PM
I. BACKGROUND INFORMATION
The mission of the New York State Unified Court System (UCS) is to deliver equal justice under the law
and to achieve the just, fair and timely resolution of all matters that come before our courts. In the service
of our mission, the UCS is committed to operating with integrity and transparency, and to ensuring that
all who enter or serve in our courts are treated with respect, dignity, and professionalism. We affirm our
responsibility to promote a court system free from any and all forms of bias and discrimination and to
promote a judiciary and workforce that reflect the rich diversity of New York State. More information
about the UCS is available at https://www.nycourts.gov.
The UCS Office of Court Administration’s (OCA) Division of Professional and Court Services (DPCS)
is soliciting proposals via this Request for Proposals (RFP) for the purpose of establishing a contract to
operate the existing, furnished Children’s Center in the Orange County Family Court. This Children’s
Center has a maximum service capacity of eight children at a time.
Children’s Centers provide a separate, safe, and supervised environment for children who must be in court
in connection with matters involving them or their parents, guardians, or other individuals responsible for
the care of a child (“caregivers”). They also provide an opportunity to link some of the states neediest
children and families to vital services and programs they are entitled to but not receiving, including, but
not limited to, the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC), the
Supplemental Nutrition Assistance Program (SNAP), Head Start, local child care resource and referral
agencies, local child care programs, the Early Intervention Program (EIP), and Supplemental Security
Insurance (SSI).
The Statewide Children’s Center Program (SCCP) was developed to address the needs of children
spending time waiting in courthouses. The Children’s Centers not only promote more efficient court
operations, but also achieve two important objectives for children and their families. First, the centers
assure caregivers that they can fully participate in court proceedings. Second, the centers ensure that the
time children spend in court is safe and productive.
Key Bid Dates (Note: OCA reserves the right to modify any Key Bid Date as it may deem appropriate.)
EVENT
RFP Issue Date
Deadline to Submit Written Questions
Deadline to Register for Pre-Bid Conference
Pre-Bid Conference
Deadline to Submit Proposal
Estimated Contract Start Date
DATE
September 6, 2023
September 13, 2023 at 5:00 PM EDT
September 19, 2023 at 2:00 PM EDT
September 21, 2023 at 10:30 AM EDT
October 12, 2023 at 3:00 PM EDT
December 1, 2023
2
RFP # P&CS - 137
Issued Wednesday, September 6, 2023
Orange County Family Court Children’s Center
Due Thursday, October 12, 2023, at 3:00 PM
II. PROJECT INFORMATION
DPCS is issuing this RFP to identify a responsible and qualified organization to operate a Children’s
Center in the Orange County Family Court. The funding for the proposed contract term set forth in Article
III (Award) below is estimated at $332,350. It is anticipated that awarded funding will support an initial
four-month start-up period for the Awarded Contractor, as defined in Article III (Award) below, to hire
and train assigned staff, purchase needed equipment and supplies, establish relationships with court
personnel and local agencies, and develop approved policies and procedures. The anticipated funding for
the start-up period is estimated at $75,866.
UCS anticipates that the Orange County Children’s Center will begin delivering services to children and
families on or about mid-February 2024 (“Service Commencement Date”), and that the Children’s Center
will serve approximately 1,500 children per calendar year after operations commence. Children and their
caregivers are expected to receive childcare and referral assistance as described more fully in Article V
(Project Services) below.
III. AWARD
A single contract (“Contract”) will be awarded to the successful bidder (“Awarded Contractor”) for an
Initial Term of twenty-eight (28) months (“Initial Term”). The Contract is expected to commence on or
about December 1, 2023 and to terminate on or about March 31, 2026 (“Contract Term”). OCA reserves
the right to renew such Contract for two (2) additional one (1) year periods (each, a “Renewal Term”)
upon the same terms and conditions excluding pricing.
OCA 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 are subject to the approval of the NYS Attorney General and the New York State Office of the
State Comptroller (“OSC”).
As indicated in the table below, UCS has designated amounts of funding available for each period
(“Budget Period”) within the Contract Term:
Budget
Period
1
2
3
Dates
December 1, 2023 March 31, 2024
April 1, 2024 March 31, 2025
April 1, 2025 March 31, 2026
Total by Category
Anticipated
Funding for
Start-up Costs
$35,000
$0
$0
$35,000
Anticipated
Funding for
Operating
Costs
$40,886
$126,337
$130,127
$297,350
Total
Anticipated
Available
Funding
$75,886
$126,337
$130,127
$332,350
3

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