Rochester Surviving and Finding Empowerment Court Evaluation Services

expired opportunity(Expired)
From: New York State Unified Court System(State)
RFP# DPCS 146

Basic Details

started - 06 Dec, 2023 (2 months ago)

Start Date

06 Dec, 2023 (2 months ago)
due - 21 Dec, 2023 (2 months ago)

Due Date

21 Dec, 2023 (2 months ago)
Bid Notification

Type

Bid Notification
RFP# DPCS 146

Identifier

RFP# DPCS 146
New York State Unified Court System

Customer / Agency

New York State Unified Court System
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PCS RFP 146 Rochester Surviving and Finding Empowerment Court Evaluation Services Issued Tuesday, November 21, 2023 Due Thursday, December 21, 2023 2 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 RFP for the purpose of providing evaluation services to the Rochester Surviving and Finding Empowerment Court (SAFE Court). UCS operates Human Trafficking Intervention Courts (HTIC) throughout the state. The HTICs connect criminal defendants who are victims of trafficking and commercial sexual exploitation with services and treatment in the community. HTIC participants are generally charged with a prostitution related offense or have prior arrests/convictions for a prostitution related offense. The HTICs work collaboratively with a team of trauma informed social service and treatment professionals in the local community that link participants to crucial services and treatment based on their individual needs. Coordination of participant court appearances and service/treatment appointments require a specialized combination of expertise with the criminal justice, substance and mental health treatment, and social services communities. II. PROJECT INFORMATION UCS is the recipient of an award (the “Grant Award”) by the U.S. Department of Justice, Bureau of Justice Assistance (BJA) (the “Grantor”) to provide evaluation services for the Rochester Surviving and Finding Empowerment Court in Monroe, New York (the “Project”). Pursuant to the terms of the Grant Award, $60,000 is the maximum available funding for Project Services (as set forth in Article V below) performed during January 16, 2024 – September 30, 2026, provided, however, that such period may be extended upon mutual agreement of Grantor and UCS (the “Project Term”). UCS reserves the right to request a no- cost extension of the Project Term from the Grantor. UCS anticipates that the selected applicant will be designated a “subrecipient” rather than a “contractor” for purposes of federal requirements of the Grant Award. https://www.nycourts.gov/ PCS RFP 146 Rochester Surviving and Finding Empowerment Court Evaluation Services Issued Tuesday, November 21, 2023 Due Thursday, December 21, 2023 3 III. AWARD UCS intends to award one contract for a term commencing on or about January 16, 2024, and terminating on or about September 30, 2026 (“Contract Term”). Notwithstanding the foregoing, the Contract Term of any contract resulting from this RFP may extend to a term not to exceed five (5) years in total, which contract shall terminate upon the earlier of: (i) five (5) years from the contract commencement date; or (ii) the complete expenditure of funding available for Project Services, whichever is earlier, unless otherwise terminated pursuant to the terms of said contract. Awarded contractor shall be contractually obligated to provide the Project Services for the Project Term, as it may be amended or extended. UCS and awarded contractor shall communicate regularly concerning the remaining amount of grant funds and the approximate timing of complete expenditure. IV. MINIMUM QUALIFICATIONS Proposals will be considered only from applicants who meet the following minimum qualifications: • Individuals or organizations with at least three (3) years of experience performing services relevant to those described herein. V. PROJECT SERVICES UCS seeks proposals describing how the applicant will provide the services listed below (“Project Services”). The selected applicant shall be required to: 1. Design a process and outcome evaluation plan in collaboration with the SAFE Court; 2. Develop evaluation instruments to ensure collection of all data required to monitor grant-related goals and objectives; 3. Review current databases to ensure all necessary quantitative and qualitative data is collected; GRANT CHART Grant Number Jurisdictions Project Goals Maximum Available Grant Term Funding 15PBJA-23- GG-01473- MENT Monroe County The Rochester SAFE Court will address the mental health, substance abuse, and trauma-related needs of defendants identified as a victim of human trafficking or an offender where the justice involvement stems from coercion and exploitation. $60,000 PCS RFP 146 Rochester Surviving and Finding Empowerment Court Evaluation Services Issued Tuesday, November 21, 2023 Due Thursday, December 21, 2023 4 4. Assist the SAFE Court in collecting and compiling data for continuous quality assurance improvement for the participant intake process, integration of substance use disorder counseling, service delivery, program completion rates, and effectiveness in reducing recidivism; 5. Ensure all necessary quantitative and qualitative data are collected for quarterly and annual evaluation reports and as required by the BJA for periodic reporting pursuant to the Government Performance and Results Act (GPRA). 6. Assist the SAFE Court on an ongoing basis to track participants to ensure GPRA court-client outcome data is being collected at the appropriate points in time as required by BJA. 7. Prepare quarterly and annual evaluation reports that include analyses of outcome and process findings and provide such reports to the project’s workgroup. 8. Complete monthly, quarterly, bi-annual and/or annual reports as required to BJA. 9. Provide feedback to the SAFE Court on an ongoing basis to promote continuous quality improvement and make recommendations for data-informed policy changes; and 10. Produce a final program evaluation report. VI. INSURANCE REQUIREMENTS Awarded applicant shall be required to maintain the insurance specified in Exhibit 4 hereto (Insurance Requirements) at its own cost and expense during the Contract Term and any renewal or extension thereof. VII. AWARD SELECTION CRITERIA AND METHOD OF AWARD A single award will be made pursuant to this RFP. The selected awardee must: (1) meet the minimum qualifications outlined in Article IV above; (2) be a responsible bidder as determined in accordance with the criteria in Article XII; and (3) receive the highest composite (technical + cost) score in excess of the minimum score as determined by the selection criteria set forth herein. Responsibility is determined in accordance with the criteria articulated in the “Responsible Bidder” paragraph set forth in Article XII (General Specifications). Proposals will be reviewed and rated by a team of qualified UCS staff. In the event of a tie composite score, the applicant with the higher cost score, i.e., lowest total cost, will prevail. Proposals will be scored as follows: PCS RFP 146 Rochester Surviving and Finding Empowerment Court Evaluation Services Issued Tuesday, November 21, 2023 Due Thursday, December 21, 2023 5 Technical Criteria (75%) Maximum Points Capacity 35 Proposed Service Delivery 40 Maximum Technical Points 75 Cost (25%) 25 Maximum Cost Points 25 MAXIMUM TOTAL POINTS 100 Organizational capacity and program and staffing plan criteria are contained in the Proposal Rating Tool attached as Exhibit 5 hereto. Cost submissions will be scored as follows: The proposal with the lowest cost will be awarded maximum cost points (25); each higher cost proposal will be awarded points according to the following formula: Lowest cost proposal ÷ Higher cost proposal × 25 For example: Assuming the lowest cost proposal is $100 and the next higher cost proposal is $125, the $100 cost proposal would be awarded 25 points and the $125 cost proposal 20 points based on the following computation: 100 ÷ 125 = (. 8) × 25 = 20 Note: A minimum Technical Criteria point score of 40 (average of all evaluators) is required for an award to be made. VIII. REQUIRED DOCUMENTS General Requirements All documentation must be submitted on prescribed forms, without alteration. Where no form is included or specified, submissions must be single-spaced with one-inch page margins (not including attachments or financial forms) using a 12-point font. Pages should be numbered. To facilitate photocopying, do not permanently bind documents. Applicants must submit every document listed below, as well as the documents listed in the Document Enclosure Checklist annexed as Exhibit 1 hereto. Failure to provide all documents in the manner required may result in disqualification of an applicant’s proposal. A complete set of the documents required below must be submitted. PCS RFP 146 Rochester Surviving and Finding Empowerment Court Evaluation Services Issued Tuesday, November 21, 2023 Due Thursday, December 21, 2023 6 a. Narrative Description - Organizational Capacity Applicants must submit a narrative description of no more than five (5) pages addressing all of the organizational capacity requirements listed below: 1. Briefly describe the proposer’s philosophy of, role in, and approach to evaluation services. 2. Briefly describe the proposer’s current principal activities. 3. Describe the organization’s experience, if any, with government-funded programs, including BJA- funded programs. 4. Describe the proposer’s prior experience providing evaluation services in a criminal justice setting. In particular, include a description of evaluation services (or other related services) provided in connection with BJA grants or similar programs, if any. Include the number of and duration of projects. 5. Provide a copy of an evaluation report completed by applicant in connection with the above- mentioned services. (Please redact any confidential, privileged, or proprietary information.) Provide a sample evaluation report if an actual report is not available. This sample evaluation report will not count toward the page limit for the narrative description addressing organizational capacity requirements. 6. Describe the proposer’s prior experience collecting or capacity to collect GPRA data. If applicant does not have prior experience, describe proposed plan. b. Project Resumes Submit resumes for all staff who will provide Project Services. For those positions currently vacant, submit detailed job descriptions. c. Project Description Applicants must submit a narrative description of no more than five (5) pages addressing all of the Project description requirements listed below. Applicant’s descriptions should take into account the specific program goals as listed in the Grant Chart in Section II above. 1. Describe the proposer’s staffing plan, including the responsibilities, qualifications, level of effort (percentage of time), and amount of time on-site allocated for each person who will provide services. 2. Describe the proposer’s plan to design a process and outcome evaluation plan in collaboration with the SAFE Court project team, including the manner of collaboration and the proposed design process. 3. Describe the proposer’s plan to develop evaluation instruments to ensure collection of all data required to monitor grant related goals and objectives. PCS RFP 146 Rochester Surviving and Finding Empowerment Court Evaluation Services Issued Tuesday, November 21, 2023 Due Thursday, December 21, 2023 7 4. Provide a detailed plan to collect quantitative and qualitative data, including types of data points and data sources. 5. Describe the proposer’s plan to work with the SAFE Court to collect GPRA court-client outcome data. 6. Describe how the proposer will provide feedback to the SAFE Court project team in an effective and ongoing basis. Include information about the frequency of on-site meetings, the timing and content of proposed feedback, and how the proposer will ensure that feedback is structured to promote data-informed policy changes. 7. Describe the proposer’s plan to deliver an interim and a final program evaluation report within the Project Term. Include the resources, if any, the proposer will need to access to successfully complete the reports. (Note: any such resources must be provided within the budget parameters set forth below.) d. Line-Item Budget Proposal Applicants must submit a line-item budget proposal indicating the total amount of funding requested for each period (“Budget Period”) described below within the Contract Term. The budget must be submitted on the Required Budget Form available at http://nycourts.gov/admin/bids/currentsolicitations.shtml. Proposals listing total budgeted costs in excess of the Maximum Available Grant Term Funding set forth in Article II above may be subject to disqualification. Proposals should include budgeted costs for on-site training, consultation, materials, and other expenses. Note that there shall be no other charge, cost, reimbursement, or expense of any kind payable by UCS in connection with or arising from the performance of the Project Services. Applicant shall be solely responsible for all costs and expenses incurred in connection with the performance of Project Services that are not expressly included in its budget. 1. The Budget Periods are as follows: 1. January 16, 2024 – September 30, 2024 (8.5 months) 2. October 1, 2024 – September 30, 2025 (12 months) 3. October 1, 2025 – September 30, 2026 (12 months) 2. The maximum budget for the Contract Term (January 16, 2024 – September 30, 2026) is $60,000. 3. Non-Allowable Costs/Expenses The following items may not be included in applicant’s budget: • Major capital expenditures http://nycourts.gov/admin/bids/currentsolicitations.shtml PCS RFP 146 Rochester Surviving and Finding Empowerment Court Evaluation Services Issued Tuesday, November 21, 2023 Due Thursday, December 21, 2023 8 • Interest costs • Fundraising costs • Advertising costs except for recruitment of Project Services personnel • Entertainment costs • Costs for dues, or attendance at conferences or meetings of professional organizations except that all budgets must include travel expenses for attendance by at least one (1) person(s) at one (1) mandatory grantee meeting per Budget Period. Historically, this grantee meeting has coincided with attendance at a four-day conference convened by the National Association of Drug Court Professionals, which has met in cities such as Anaheim, CA; Houston, TX; Nashville, TN; and Washington, DC. For more information about scheduled conferences, please visit: https://nadcpconference.org/questions/ e. Budget Narrative Applicant must submit a narrative of not more than three (3) pages that briefly describes the expenses included in each budget category of its budget proposal, and how they relate to the Project Services. The Personal Services description must include a brief description of responsibilities. The Non-Personal Services (NPS) description must include a brief description of how each expense category relates to the provision of Project Services. For travel expenses, if any, explain which staff will be traveling and the destination, purpose, and frequency of travel. f. Additional Documents In addition to the documents listed above, applicants must submit all documents listed in the Document Enclosure Checklist attached as Exhibit 1 hereto. IX. SUBMISSION OF PROPOSAL a. Proposal Delivery Applicants shall deliver ONE signed, hard copy original and ONE additional copy (two complete sets) of its application, with all required documents, to: Division of Professional and Court Services 2500 Pond View, Suite 104 Castleton-on-Hudson, New York 12033 ATTN: Kathleen Roberts All proposals must also be labeled with the following information on two sides: “Deliver immediately to Kathleen Roberts” “Sealed Application - Do not open” “DPCS 146 ROCHESTER SURVIVING ND FINDING EMPOWERMENT COURT EVALUATION SERVICES – Due December 21, 2023 at 3PM” Proposals will not be accepted electronically or by fax. https://nadcpconference.org/questions/

4 Empire State Plaza Suite 2001, 19th Flr Albany, NY 12223-1450Location

Address: 4 Empire State Plaza Suite 2001, 19th Flr Albany, NY 12223-1450

Country : United StatesState : New York

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