AFTER HOURS EMERGENCY FOSTER CARE SERVICES

ERIE COUNTY
REQUEST FOR PROPOSAL (RFP)
TO PROVIDE
AFTER HOURS EMERGENCY FOSTER CARE
SERVICES
RFP # 2026-026VF
Erie County Department of Social Services
EDWARD A. RATH COUNTY OFFICE BUILDING
95 FRANKLIN STREET
BUFFALO, NEW YORK 14202

COUNTY OF ERIE, NEW YORK
REQUEST FOR PROPOSALS ("RFP") # 2026-026VF
TO PROVIDE AFTER HOURS EMERGENCY FOSTER CARE SERVICES
Contents
I. INTRODUCTION .....................................................................................................................................................................................3
II. FUNDING AND BUDGET ...............................................................................................................................................................3
III. PROPOSAL TIMEFRAMES ...........................................................................................................................................................4
IV. GENERAL REQUIREMENTS ........................................................................................................................................................5
V. SCOPE OF PROFESSIONAL SERVICES REQUIRED ..........................................................................................................7
INTRODUCTION .....................................................................................................................................................................................7
HISTORY AND CONTEXT....................................................................................................................................................................7
SCOPE OF WORK..................................................................................................................................................................................7
GENERAL REQUIREMENTS:..............................................................................................................................................................7
COMPENSATION....................................................................................................................................................................................8
VENDOR EXPERIENCE AND QUALIFICATIONS..........................................................................................................................8
PERFORMANCE MEASURES AND DATA COLLECTION ..........................................................................................................8
VI. STATEMENT OF RIGHTS..............................................................................................................................................................8
UNDERSTANDINGS ..................................................................................................................................................................................8
EVALUATION ...............................................................................................................................................................................................9
EVALUATION PROCESS .......................................................................................................................................................................10
CONTRACT ................................................................................................................................................................................................10
INDEMNIFICATION AND INSURANCE...............................................................................................................................................10
INTELLECTUAL PROPERTY RIGHTS................................................................................................................................................11
NON-COLLUSION.....................................................................................................................................................................................11
CONFLICT OF INTEREST......................................................................................................................................................................11
COMPLIANCE WITH LAWS ...................................................................................................................................................................11
CONTENTS OF PROPOSAL .................................................................................................................................................................12
EFFECTIVE PERIOD OF PROPOSALS .............................................................................................................................................12
ERIE COUNTY EQUAL PAY CERTIFICATION .....................................................................................................................................13
GUIDELINES FOR STANDARD INSURANCE PROVISIONS REQUIRED ....................................................................................14
PROPOSAL REQUIREMENTS ..................................................................................................................................................................15
RFP APPENDIX A: Proposal to Provide Service ...................................................................................................................................17
SCHEDULE A .................................................................................................................................................................................................21
RFP APPENDIX B: Fiscal ............................................................................................................................................................................22
RFP APPENDIX C: Supplemental Information .......................................................................................................................................29
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I. INTRODUCTION
The County of Erie, New York (the "County") is currently seeking proposals from qualified, non-
profit agencies ("Proposer") interested in providing After Hours Emergency Foster Care Services
services. ECDSS utilizes a Solutions Focused Principles-Trauma Informed Care system of care
framework. Proposers interested in providing this service are invited to respond to this request.
In responding to this RFP, Proposers must follow the prescribed format as outlined. By so doing, each
Proposer will be providing the ECDSS comparable data, and thus, be assured fair and objective
treatment in the ECDSS review and evaluation process. It is the ECDSS' intent to select the Proposer
that provides the best solution for the ECDSS' needs.
The County reserves the right to amend this RFP, reject any or all of the proposals, or any part thereof,
submitted in response to this RFP, and reserves the right to waive any irregularities or informalities, if
such action is deemed to be in the best interest of the County. The County reserves the right to request
additional information from any Proposer, and to award negotiated contracts to one or more Proposers.
This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in
connection with any proposal or to procure or contract with any firm.
The County will only contract with firms that do not discriminate against employees or applicants
for employment because of race, creed, color, national origin, sex, age, disability, marital status,
sexual orientation, citizenship status or any other status protected by New York State and Federal laws.
.
II. FUNDING AND BUDGET
A total of $124,500 is potentially available for the requested After Hours Emergency Foster Care Services
for 2027.
The award is subject to annual contract renewal, contingent upon the Proposer's successful performance of
project objectives and the continued need and desire for such services as articulated by Erie County
DSS. Initial award and renewals are subject to inclusion of funding in the County Executive Recommended
Budget and as adopted by the Erie County Legislature, as well as, contingent upon availability of New
York State funds appropriated for this purpose. All contract appropriations are subject to Legislative
approval. Future awards will be dependent on available funds and subject to the demonstrated fiscal and
programmatic stability of the applicant agency, as well as their meeting all of the Erie County Department of
Social Services (ECDSS) requirements. More than one provider may be selected for funding for 2027.
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III. PROPOSAL TIMEFRAMES
The following schedule is for informational purposes only. The County reserves the right to amend this
schedule at any time.
Issue RFP: 03/27/2026
RFP Informational Meeting: 04/07/2026 at 1:00 pm via Webex
Proposals Due: 04/24/2026
Selection Made by: Summer 2026
Contract Signed: Following all necessary County approvals.
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IV. GENERAL REQUIREMENTS
1. Each proposal shall be prepared simply and economically avoiding the use of elaborate promotional
materials beyond what is sufficient to provide a complete, accurate and reliable presentation.
2. Your proposal must be comprised of 3 sections:
Appendix A
* Proposal to Provide Service
* Signed Schedule A
* For agencies not currently contracted with ECDSS to provide the requested service: References
and data from similar work
Appendix B
* Signed Fiscal Form
* Budget Forms
Appendix C
* Most recent Audit report prepared by an independent CPA
* Most recent Management Letter
* Listing of Officers and Board of Directors
* Proof of non-profit status
Failure to follow the prescribed format for responses may result in disqualification:
3. Proposals MUST be signed using the attached Schedule A: Proposer Certification. Unsigned
proposals will be rejected.
4. Submission of the proposals shall be uploaded as three separate documents (Appendix A, B and C) to:
OnBase Unity Form. You will receive an email confirming if it has been submitted.
If unable to upload the proposal, a printed submission may be submitted to: Erie County Department of
Social Services, Attn:, 95 Franklin Street Room 804, Buffalo, NY 14202. Note: paper proposals must
be on 8.5x11 paper, one-sided and no staples.
5. All proposals must be submitted on or before 04/24/2026 at 4:00 p.m. Regardless of cause, proposals
received after the above date and time will not be considered. Requests for extension will not be
granted. The County is under no obligation to return proposals.
6. Requests for clarification of this RFP must be written and submitted to Judith Kolmetz at
Judith.Kolmetz@erie.gov no later than 4:00 pm on 04/10/2026. A list of questions and answers will be
posted on the County website by 04/15/2026, if applicable. No communications of any kind will be binding
against the county, except for the formal written responses to any request for clarification.
7. Proposers may be required to give an oral presentation to the County to clarify or elaborate on the written
proposal. Those Proposers will be notified to arrange specific times.
8. No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon
any debt or in default of any obligation owed to the County. Additionally, no agreement will be awarded
to any Proposer that has failed to satisfactorily perform pursuant to any prior agreement with the County.
9. Information on the Standard Insurance Provisions required of agencies selected as a contractor of this
service is included in this RFP. This document is for informational purposes only, and is not to be
submitted by the Proposer for the purposes of this RFP.
10.All potential contract-holders with Erie County shall agree to comply with Executive Order 13 (2014), and
the Agency shall make such records available, upon request, to the County's Division of Equal
Employment Opportunity for review. (A copy of Executive Order 13 is available here: Executive Order
13). All contract holders will be required to sign the Erie County Equal Pay Certification (attached). The
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County shall have the right, upon reasonable notice and at reasonable times, to inspect the books and
records of the Agency, its offices and facilities, for the purpose of verifying information supplied in the
Erie County Equal Pay Certification and for any other purpose reasonably related to confirming the
Agency's compliance with Erie County Executive Order No. 13 (2014). Violation of the provisions of
Executive Order 13 (2014), which is attached hereto and made a part hereto and made a part hereof,
can constitute grounds for the immediate termination of a contract, and may constitute grounds for
determining that a bidder is not qualified to participate in future county contracts.
11.All potential contract-holders with Erie County shall agree that administrative costs may not exceed 15%
of the requested funds.
12.Certified Minority Business Enterprise/ Women's Business Enterprise (MBE/WBE) proposers shall
include the Erie County MBE/WBE Certification letter with their proposal.
13.A business that is a certified Service-Disabled Veteran Owned Business (SDVOB) under the New York
State Service-Disabled Veteran-Owned Business Act shall include the letter indicating their company is
51% or more veteran-owned with their proposal.
14.All proposers must disclose the name, title, and department of any employee or officer who is or was an
employee or officer of Erie County within the 12 months immediately prior to the proposal.
15.If requested, proposers must provide a list of at least three references from community partners and
collaborators or an individual with knowledge of and experience with the specific services being offered.
16.All proposers must provide a list of all prime contractors and subcontractors that their agency does
business with related to the service in this RFP.
17.All proposers must include the name of their Language Access Coordinator. A copy of your Language
Access Policy is required at contracting.
18.All proposers must include the name of their Americans with Disabilities Act (ADA) Coordinator. A copy
of a written ADA policy is required at contracting.
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V. SCOPE OF PROFESSIONAL SERVICES REQUIRED
INTRODUCTION
Erid County Department of Social Services is seeking a provider for After Hours Emergency Foster Care
Services as of January 1, 2027. Emergency foster care is a short-term care solution for infants and children
in need. Services would provide placement options for children from birth to 21 years of age in a quality foster
care home when children are removed from their homes outside regular ECDSS business hours. As a
trauma-informed agency, ECDSS incorporates principles of collaboration, safety, trustworthiness,
empowerment, and choice throughout its services to promote resilience and healing. Any proposer chosen
to partner with ECDSS in service provision must demonstrate their alignment with these principles in their
overall project design, and in all aspects of its implementation.
HISTORY AND CONTEXT
After Hours Emergency Foster Care Services are currently provided by one agency.
SCOPE OF WORK
After Hours Emergency Foster Care Services will ensure that a certified foster home is available for
placements needed after hours. The successful bidder will recruit, train, and provide support for emergency
foster homes. The agency will have a bedtracker system to identify available certified foster homes to assist
ECDSS is placing children, as well as a liaison accessible to ECDSS 24/7 if needed in coordinating a
placement.
ECDSS will identify alternate placements as soon as possible so that emergency foster homes may remain
vacant.
GENERAL REQUIREMENTS:
* Use culturally sensitive practices, trauma-informed principles, and solution focused techniques when
working with ECDSS clients, incorporating the five principles of collaboration, safety, trustworthiness,
empowerment, and choice throughout services to promote resilience and healing.
Resources:
Trauma-Informed Care Resources Guide
How to Implement Trauma-informed Care to Build Resilience to Childhood
Trauma
* Provide culturally appropriate services to individuals with special needs; i.e. disabilities, language
and cultural barriers, etc., including language translation services, which can be included in
budgeted direct operating costs.
* Conduct a criminal history check for all prospective employees/volunteers as a condition of
employment and at minimum yearly subsequently.
* Be licensed by OCFS
* Verify the credentials and licensing of staff and employees as contained in county, state, and
federal requirements.
* Maintain regular communication with ECDSS in a timely manner.
* Adhere to documentation standards as set forth by Federal and State regulation, as well as ECDSS
policies.
* Abide by Federal and State confidentiality statutes and regulations.
* Retain case files in accordance with Federal, State and Local laws and regulations.
* Provide staff training and internal quality assurance audits on a regular basis (Program area should
specify if there is a mandated amount.)
* Manage funds from a government funding source and maintain billing systems.
* Submit required data and abide by designated documentation regulations in a timely manner, as
instructed by County in order to claim reimbursement for services.
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COMPENSATION
* Funding source: NYS OCFS
* Reimbursement method: Monthly as billed
VENDOR EXPERIENCE AND QUALIFICATIONS
* Provide a Solution Focused Trauma Informed Care environment incorporating the five principles of
collaboration, safety, trustworthiness, empowerment, and choice throughout services to promote
resilience and healing.
* Ensure policies, practices, systems, and structures improve outcomes for everyone, prioritizing
measurable change in the lives of people of color to eliminate racial disparities and promote racial
equity.
* Demonstrate knowledge, experience and understanding of the needs, risks, challenges and
opportunities faced by the target population, as well as demonstrate experience in effectively
implementing programs that promote positive client outcomes.
PERFORMANCE MEASURES AND DATA COLLECTION
The following metrics must be reported each quarter:
* The number of children placed in the quarter
* Number of sibling groups place in the quarter
* Total average length of stay per child
* Number of children discharged to Family / Relative Resource
* Number of children discharged to Foster Care Placements
* Number of children discharged to Residential Placements
VI. STATEMENT OF RIGHTS
UNDERSTANDINGS
Please take notice, by submission of a proposal in response to this request for proposals, the Proposer
agrees to and understands:
* that any proposal, attachments, additional information, etc. submitted pursuant to this Request for
Proposals constitute merely a suggestion to negotiate with the County and is not a bid under
Section 103 of the New York State General Municipal Law;
* submission of a proposal, attachments, and additional information shall not entitle the Proposer to
enter into an agreement with the County for the required services;
* by submitting a proposal, the Proposer agrees and understands that the County is not obligated to
respond to the proposal, nor is it legally bound in any manner whatsoever by submission of same;
* that any and all counter-proposals, negotiations or any communications received by a proposing
entity, its officers, employees or agents from the County, its elected officials, officers, employees or
agents, shall not be binding against the County, its elected officials, officers, employees or agents
unless and until a formal written agreement for the services sought by this RFP is duly executed by
both parties and approved by the Erie County Legislature and the Office of the Erie County
Attorney.
In addition to the foregoing, by submitting a proposal, the Proposer also understands and agrees that the
County reserves the right, and may at its sole discretion, to exercise the following rights and options with
respect to this Request for Proposals:
* To reject any or all proposals;
* To issue amendments to this RFP;
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* To issue additional solicitations for proposals;
* To waive any irregularities or informalities in proposals received after notification to Proposers
affected;
* To select any proposal as the basis for negotiations of a contract, and to negotiate with one or more
of the Proposers for amendments or other modifications to their proposals;
* To conduct investigations with respect to the qualifications of each Proposer;
* To exercise its discretion and apply its judgment with respect to any aspect of this RFP, the
evaluation of proposals, and the negotiations and award of any contract;
* To enter into an agreement for only portions (or not to enter into an agreement for any) of the
services contemplated by the proposals with one or more of the Proposers;
* To select the proposal that best satisfies the interests of the County and not necessarily on the
basis of price or any other single factor;
* To interview the Proposer(s);
* To request or obtain additional information the County deems necessary to determine the ability of
the Proposer;
* To modify dates;
* All proposals prepared in response to this RFP are at the sole expense of the Proposer, and with
the express understanding that there will be no claim, whatsoever, for reimbursement from the
County for the expenses of preparation. The County assumes no responsibility or liability of any
kind for costs incurred in the preparation or submission of any proposal;
* While this is an RFP and not a bid, the County reserves the right to apply the case law under
General Municipal Law 103 regarding bidder responsibility in determining whether a Proposer is a
responsible vendor for the purpose of this RFP process;
* The County is not responsible for any internal or external delivery delays, which may cause any
proposal to arrive beyond the stated deadline. To be considered, proposals MUST arrive at the
place specified herein and be time-stamped before the deadline.
EVALUATION
The following criteria, not necessarily listed in order of importance, will be used to review the proposals.
The County reserves the right to weigh its evaluation criteria in any manner it deems appropriate:
* A determination that the Proposer has submitted a complete and responsive proposal as required
by this RFP.
* Proposers MUST sign the Proposal Certification attached hereto as Schedule "A". Unsigned
proposals will be rejected.
* The Proposer's demonstrated capability to provide the services.
* Evaluation of the professional qualifications and experience of program staff.
* The Proposer's experience in performing the proposed services.
* The Proposer's financial ability to provide the services.
* Evaluation of the Proposer's fee submission. It should be noted that while price is not the only
consideration, it is an important one.
* An evaluation of the Proposer's projected approach and plans to meet the requirements of this
RFP.
* Proposers may be required to give an oral presentation to the County to clarify or elaborate on the
written proposal. Any information shared by the Proposer's presentation will be considered while
scoring.
* No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears
upon any debt or in default of any obligation owed to the County. Additionally, no agreement will be
awarded to any Proposer that has failed to satisfactorily perform pursuant to any prior agreement
with the County.
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EVALUATION PROCESS
Each proposal will undergo an initial administrative review for completeness. In order for a proposal to be
evaluated, it must include all required documents. Upon completion of the administrative review, and at the
sole discretion of the Commissioner, the Department will request any missing documentation from the
Proposer, and will review all documents for completeness upon receipt of the missing documents. All
required documents for a complete proposal, as set forth in this RFP, must be submitted and be completed
to the satisfaction of the Department within forty-eight (48) hours of request in order for the proposal to be
deemed responsive and eligible for Contract award.
Complete proposals will be judged by a scoring committee. The scoring committee will consist of
Department of Social Services employees and experienced individuals from outside the Department. The
proposal should be written so as to clearly articulate the services provided to someone not familiar with
service delivery.
The proposals will be scored based on the overall proposal, population and goals, program plan,
performance measurement, trauma informed, program staffing, accessibility plans, infrastructure,
collaboration, experience, MWBE utilization, compliance with RFP requirements and fiscal components.
CONTRACT
After selection of the successful Proposer, a formal written contract will be prepared by the County and will
not be binding until signed by both parties and, if necessary, approved by the Erie County Legislature, the
Erie County Fiscal Stability Authority and the Office of the County Attorney. NO RIGHTS SHALL ACCRUE
TO ANY PROPOSER BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE COUNTY
FOR SUBMISSION TO THE ERIE COUNTY LEGISLATURE AND/OR IF NECESSARY THE ERIE
COUNTY FISCAL STABILITY AUTHORITY FOR APPROVAL. THE APPROVAL OF SAID LEGISLATURE
AND/OR AUTHORITY MAY BE NECESSARY BEFORE A VALID AND BINDING CONTRACT MAY BE
EXECUTED BY THE COUNTY.
The contract will include the submitted proposal and any subsequent agreement with the Department to
service provision. The award period will be for a one-year term, with the option to renew for additional
terms, subject to annual contract renewal, contingent upon the Proposer's successful implementation of the
program, data collection, monitoring, goal attainment, and compliance with required reporting. Initial award
and renewals are subject to inclusion of funding in the County Executive Recommended Budget and as
adopted by the Erie County Legislature, as well as, contingent upon availability of New York State funds
appropriated for this purpose.
INDEMNIFICATION AND INSURANCE
The Proposer accepts and agrees that language in substantially the following form will be included in the
contract between the Proposer and the County:
"In addition to, and not in limitation of the insurance requirements contained herein the Proposer
agrees:
(a) that except for the amount, if any, of damage contributed to, caused by or resulting from the
negligence of the County, the Proposer shall indemnify and hold harmless the County, its officers,
employees and agents from and against any and all liability, damage, claims, demands, costs,
judgments, fees, attorneys' fees or loss arising directly or indirectly out of the acts or omissions
hereunder by the Proposer or third parties under the direction or control of the Proposer; and
(b) to provide defense for and defend, at its sole expense, any and all claims, demands or causes
of action directly or indirectly arising out of this Agreement and to bear all other costs and
expenses related thereto.
Upon execution of any contract between the Proposer and the County, the Proposer will be
required to provide proof of the applicable insurance coverage.
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