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
Category:	Z - Maintenance, Repair or Alteration of Real Property
Posted:	Sep 6, 2023
Due:	Oct 12, 2023
Publication URL:	To access bid details, please log in.

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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

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:

II.

III.

IV.

VI.

VII.

VIII.

IX.

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).

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 state’s 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

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

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

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

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

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