OCA-DGCP-047 Children's Centers in Albany Broome and Monroe Counties

I. PROJECT INFORMATION

Purpose and Scope

The New York State Unified Court System (“UCS”), Division of Grants, Contracts & Procurement (“DGCP”) is soliciting sealed proposals for the purpose of providing childcare and family services, including referral services, in three (3) existing, fully-furnished Children’s Centers located in Albany County, Broome County, and Monroe County in courthouses of New York State. The maximum service capacity of each Children’s Center varies by location. Please see Exhibits 7 through 9 and Article V (Project Services) for details.

UCS anticipates that Awarded Contractors will be set up in their respective awarded Children’s Center location(s) in order to begin providing services to the public on or about July 1, 2025.

II. BACKGROUND INFORMATION

The Statewide Children’s Center Program (“SCCP”) was developed to 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”). The SCCP was designed to promote more efficient court operations, by assuring caregivers that they can fully participate in court proceedings with assurances that the time their children spend in court is safe and productive.

The Children’s Centers provide an opportunity to link some of the State’s neediest children and families to vital services and programs they are entitled to but may not be 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 fiscal year 2025-2026 budget allocates $5.3 million in the aggregate to continue the SCCP, with maximum annual funding by county/site as specified in Exhibit 8.

III. AWARD

Term of Award

One or more contract(s) (“Contract”) will be awarded to successful bidders (“Awarded Contractor(s)”) for an Initial Term of sixty (60) months (“Initial Term”). The Contract is expected to commence on or about July 1, 2025, and terminate on or about June 30, 2030 (“Contract Term”). The initial budget period of the Contract will be for nine (9) months, from July 1, 2025, through March 31, 2026. The maximum available funding listed in Exhibit 8 will be prorated during the nine-month initial budget period, equating to 75% of the amounts articulated in Exhibit 8. 

Any Contract resulting from this solicitation is subject to the approval of the NYS Attorney General and Office of the State Comptroller. 

Method of Award

 UCS will make awards to multiple bidders for one or more sites as listed in Exhibit 7.

The Awarded Contractor must:

1. Meet the minimum qualifications outlined in Article IV below;

2. Be a responsible applicant as determined in accordance with the criteria set forth below the heading “Responsible Bidder” in Article XI (General Specifications);

3. Receive a score in excess of the minimum score, as determined by the selection criteria set forth herein.

Proposals will be reviewed and rated by a team composed of qualified UCS staff and will be scored for each site the bidder is proposing to serve as follows:

Detailed criteria are contained in the Evaluation Rating Tool attached as Exhibit 5 hereto. In the event of a tie score, UCS will select the winning bidder in its sole discretion.

Note: A minimum score of 70 (average of all evaluators) for each site the bidder is proposing to serve is required for an award to be made.

IV. MINIMUM QUALIFICATIONS

UCS will consider proposals submitted by public organizations and nonprofit organizations1. The proposer must have at least three (3) years’ experience delivering childcare services or human services (i.e., programming or facilities that improve the quality of life for one or more service populations, such as people who are poor, sick, young, or elderly).

V. PROJECT SERVICES

UCS seeks proposals describing how the applicant will provide the services listed below (“Project Services”).

The Awarded Contractor must operate the Children’s Center in compliance with the requirements of the Operational Standards for Children’s Centers as set forth in Exhibit 10 attached hereto and made a part hereof. The Operational Standards include, but are not limited to, the following requirements:

• Provide a separate, safe, supervised, and enclosed environment for children who must in court in connection with matters involving them or their caregivers.
• Serve children from six (6) weeks old through twelve (12) years of age.
  
• Operate the center when court is open for general daytime court hours, and staff the center with at least two adequately trained and supervised persons who are paid employees or volunteers.
• Ensure that the Children’s Center is maintained in good repair and kept clean.
• Ensure that the Children’s Center and its toys, furnishings, and equipment are safe, clean, and age-appropriate for children.
• Designate an area of the Children’s Center, when feasible, for infants and toddlers so that they may be separated from older children for safe floor play. Establish an area designed to be welcoming to older children through the use of decorating, furniture, and the activities offered.
• Complete the SCCP intake form for each visit a caregiver makes to the Center according to SCCP instructions ensuring that only one caregiver—or a person designated by the caregiver or a court order as an alternative to pick up the child(ren)—is allowed in the Center during intake and sign out procedures.
• Complete “Incident/Accident Reports” on forms to be provided by the SCCP for any injury or illness that occurs in the Children’s Center which requires first aid or medical attention or for an incident that requires the involvement or notification of court officers, security personnel, a provider agency, court staff, law enforcement, or Child Protective Services.
• Maintain the confidentiality of all information relating to an individual child or caregiver and refrain from disclosing that information without the written permission of the child’s caregiver except as set forth in Exhibit 10.
• Implement the Children’s Center consistent with current standards for developmentally appropriate practice as established by the National Association for the Education of Young Children.
• Ensure that Children’s Center staff prepare developmentally appropriate activities and ensure a sufficient quantity and variety of furniture, toys, books, and materials. Toys, books, and materials must be selected to promote positive images of different ethnic, racial, cultural, gender, and ability groups and families.
• Establish a community outreach program; disciplinary guidelines; a staffing plan in compliance with Section Q Exhibit 10, Operational Standard (“Required Staffing”); a policy for substitute staffing; procedures for cleaning, sanitizing, and disinfecting toys and other items; and procedures for questions or concerns regarding Center operations.
• Establish an advisory committee comprised of, but not limited to representation from the following list of stakeholders:
  • Provider Agency
  • Court
  • Court Security
  • Lawyer or Attorney for the child
  • Department of Social Services
  • Department of Health or health care professional
  • Department of Mental Health or mental health professional
  • Head Start of Child Care Resource & Referral
  • Parent

• Ensure that snacks are prepared and stored in a safe and clean manner and that they are made available to all children utilizing the Center.
• Connect children and families to available local, state, and federal service programs and entitlements.
• Submit attendance, service connections, and other reports as required by SCCP and transmit such data to SCCP

Key Bid Dates (Note: OCA reserves the right to modify any Key Bid Date as it may deem appropriate.)

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