I. PROJECT INFORMATION
Purpose and Scope
The New York State Unified Court System (“UCS”), Division of Professional and Court Services (“DPCS”) is soliciting sealed proposals for the purpose of providing childcare and family services, including referral services, in 28 existing, fully-furnished Children’s Centers located in county courthouses throughout 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:
Category
Maximum Points
Organizational Capacity
25
Appropriateness and Quality of the Proposed Program Plan
25
Appropriateness of Staffing Plan
25
Reasonableness of Cost
25
Maximum Technical Criteria Points
100
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 organizations. 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). Qualified applicants must have the capacity to provide Project Services (as set forth in Article V, below), including the Required Staffing to support the proposed Project Services.
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 be 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.
EVENT
DATE
Bid Issue Date
December 12, 2024
Initial Question Due Date
December 30, 2024, at 2:00pm Eastern
Follow-up Question Due Date
January 10, 2025, at 2:00pm Eastern
Bid Submission Deadline Date
January 30, 2025, at 2:00pm Eastern
Estimated Contract Start Date
July 1, 2025
Service-Disabled Veteran-Owned Set Aside: No
Due date:01/30/2025 2:00 PM
Contract term: 7/1/2025-6/30/2030
County(ies): All NYS counties
Location: New York State Business entities awarded an identical or substantially similar procurement contract within the past five years: Albany County Opportunity, Chautauqua Opportunities, Child and Family Resources, EAC, Family Enrichment, Family Services, Inc., North Shore Child and Family Guidance Association, Opportunities for Otsego, Rockland County YMCA, Safe Horizon, Sullivan, County Head Start, Inc., The Neighborhood Center, Inc., The Salvation Army, Unity House, University of Rochester, YWCA of Genesee County, YWCA of Ulster County, YWCA of Western New York, YWCA of White Plains, YWCA of Yonkers
