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SSN-RC-2019-012 - To provide Family Services Liaison Services in Rockland County - $58,440

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Basic Information

Reference Number

0000203797

Issuing Organization

County of Rockland

Owner Organization

Department of Social Services

Solicitation Type

SSN - Sole Source Notice (Formal)

Solicitation Number

SSN-RC-2019-012

Title

To provide Family Services Liaison Services in Rockland County - $58,440

Source ID

PU.AG.USA.1029.C3864101

Details

Location

United States, New York, Rockland County

Delivery Point

As Specified

Purchase Type

Term: 01/01/2019 12:00 AM EST - 12/31/2019 12:00 AM EST
Option: None

Piggyback Contract

No

Dates

Publication

12/05/2018 02:38 PM EST

Question Acceptance Deadline

12/12/2018 03:00 PM EST

Questions are submitted online

No

Closing Date

12/19/2018 03:00 PM EST

Contact Information

Ellery L. Hochman

845-364-2984

purchasing@co.rockland.ny.us

Description

PROPOSED SOLE SOURCE AWARD TO BIKUR CHOLIM, INC. TO PROVIDE FAMILY SERVICES LIAISON SERVICES IN ROCKLAND COUNTY - $58,440
 
The County of Rockland Department of Social Services is considering the issuance of a Sole Source award to Bikur Cholim, Inc. for the provision of Family Services Liaison Services to residents of Rockland County.
 
This award may be made on a sole source basis in accordance with the Rockland County Procurement Policy.
 
Program/Services –

  1. Case Management Services:
Family Services liaison shall work with DSS Family Services Unit to provide joint case management services pertaining to the Ultra-Orthodox and Hasidic Community to a minimum of 150 unduplicated (new) eligible individuals as follows:
  • Family Liaison Services in collaboration with Rockland County Department of Social Services (RCDSS) Child Welfare Casework staff in Ultra-Orthodox and Hasidic community.
  • Family Liaison Services to be provided by an individual with the following qualifications:
    • Bachelor’s Degree that included or was supplemented with at least 18 credits in social work, psychology, or comparable curriculum;  or
    • Bachelor’s Degree and one (1) year of social casework experience with an agency adhering to acceptable standards, and/or counseling experience; or
    • Master’s Degree in social work.
    • Demonstrated knowledge, understanding and experience working with families in the Ultra-Orthodox and Hasidic community.
    • Sensitivity to cultural needs of the Ultra-Orthodox and Hasidic community.
    • Be familiar with and have access to Ultra-Orthodox and Hasidic community leadership and systems.
    • Be familiar with and have access to Ultra-Orthodox and Hasidic education community.
    • Be familiar with and have access to clinical professionals working in the Ultra-Orthodox and Hasidic community.
    • Be familiar with and understand Department of Social Services Child Welfare regulations.
 
  • Provide linkage and connection between Ultra-Orthodox and Hasidic families needing support and advocacy and RCDSS Child Welfare services.
  • Collaborate with RCDSS Child Welfare services to facilitate ongoing intervention with at-risk families in the Ultra-Orthodox and Hasidic community.
  • Collaborate to build more open, trusting relationships between Ultra-Orthodox and Hasidic families and RCDSS Child Welfare Services.
  • Convey information and communication between RCDSS Child Welfare services, the Ultra-Orthodox and Hasidic community, and families in need of intervention.
  • Conduct specific outreach to families and provide education in the Ultra-Orthodox and Hasidic community by partnering with RCDSS Child Welfare services to disseminate information regarding RCDSS services including but not limited to family safety planning, individual and family counseling, case management, advocacy, etc.
  • Partner with the RCDSS School Liaison and STEPS Unit staff to identify needs and collaborate to prevent family situations in the Ultra-Orthodox and Hasidic community escalating, thereby avoiding the need for calls to the State Central Registry.
  • Collaborate with RCDSS Adult Services/Protective Services for Adults casework staff to provide safety planning for the elderly which includes individual and family counseling, case management, advocacy, referrals, etc.
 
Unit 2: Foster Care Outreach and Recruitment
  • Agency will perform Foster Care Recruitment by:
    • Conducting outreach in the Ultra-Orthodox and Hasidic community to at least 100* unduplicated families regarding becoming a Foster Parent. 
    • Holding quarterly informational meeting in the community per quarter in collaboration with RCDSS pertaining to the Foster Home certification process; minimum of one (1) informational meeting per quarter*.
      •   A record will be kept of individuals/families who inquired about becoming a Foster Parent and who complete the Foster Parent certification process. 
  • Agency must increase the number of certified Foster Families in the Ultra-Orthodox and Hasidic community to a minimum of five (5)*.
  • Methods of outreach for education services will include:  newsletter, flyers, etc. to be pre-approved by the Department of Social Services Planning Unit prior to distribution.
 
  • All printed information distributed by RODA regarding this program must be pre-approved by RCDSS.
  • Quarterly vouchers must include completed agreed upon reports including, but not limited to: a record of individuals/families who inquired about becoming a Foster Parent and who completed the Foster Parent certification process. 
 
*Minimum number to be served or services performed in 2019
 
If any of the above-referenced minimum required numbers are not met during the course of the contract term, the contract amount will be reduced proportionally.
* Eligibility to establish residence, household income and size shall be verified by submission of necessary documentation.
 
**Client eligibility criteria ensuring service to verified eligible, low-income individuals in the specified communities; Low Income standard is met when individuals are recipients of public assistance or at or below 200% of the Federal Poverty guidelines.  Low-income must be verified for individuals claimed under this contract and this verification must be included with supporting documentation. 
 
Unit 3: Meetings and Trainings :
Provider shall :
  • Conduct at least one (1) meeting quarterly* (total of 4) with RCDSS Child Welfare staff to discuss the status of the Family Services liaison including areas of strength and areas needing improvement.
  • Conduct joint family meetings with RCDSS Child Welfare Services staff twice per month* [at least 24/year]; at least one of these meetings will be in the home.
  • Collaborate with RCDSS Child Welfare Supervisors and staff to provide at least 2 (two)* cross-trainings [one about understanding and working with Ultra-Orthodox and Hasidic families, as well as information about services provided by RCDSS services, eligibility programs, and system mandates and protocols.
  • Provide a minimum of two (2) trainings to Adult Services and Protective Services for Adults staff at the Department of Social Services (One (1) training to be delivered by June 30, 2019; one training to be delivered by November 30, 2019)
 
*Minimum number of meetings and trainings to be held in 2019
If any of the above-referenced minimum required numbers are not met during the course of the contract term, the contract amount will be reduced proportionally.
 
 
  • Demonstrated Successful Experience providing the above services to eligible families in the Ultra-Orthodox and Hasidic community by records indicating Performance Target Outcomes have been met.
  • Provider will refer clients, as appropriate, to the New York State's MyBenefits website, to inform them about various assistance programs and supportive services.
  • Provider must include a written attestation that it will be delivering one or more of the following services to all of its clients, as applicable, under the resulting contract:
  • Child Preventive Services (referral, monitoring supportive and rehabilitative services provided to children under the age of 18 and their families to avert disruption of family unit)
  • Child Welfare Services (services to protect and promote the welfare and safety of all children, including individuals with disabilities; homeless, dependent or neglected children)
  • Family Preservation Services (services for children and families designed to prevent harm to children and help families at risk or in crisis)
  • Family Support Services (community-based services to promote the well-being of children and families designed to increase the strength and stability of families and enhance child development) 
Program Goals and Services include, but are not limited to:
 
  • Create written operating guidelines on the Family and Child Support Services program and collaboration with RCDSS to be reviewed and approved by RCDSS.
  • Strengthen and expand already existing successful collaboration between RCDSS/CPS/FAR and Bikur Cholim’s Community Support Liaison.
  • Transition appropriate cases handled by the existing collaboration between RCDSS/CPS/FAR and Bikur Cholim’s Community Support Liaison to ongoing intervention and services through the Family Services Liaison program with RCDSS Child Welfare Services.
  • Work collaboratively with RCDSS to identify and engage an anticipated 30 families in the Ultra-Orthodox and Hasidic community with Child Welfare risk assessment and prevention needs.
  • Promote the number of certified Foster Families in the Ultra-Orthodox and Hasidic community by five (5) by conducting a minimum of one (1) informational meeting in the community per quarter* in collaboration with RCDSS pertaining to the Foster Home certification process.
  • A record will be kept of individuals/families who inquired about becoming a Foster Parent and/or complete the Foster Parent certification process. 
  • A Referral Form will be used by Bikur Cholim with RCDSS for schools, etc. to refer families who are at-risk or in need of assistance. Bikur Cholim
will conduct a home visit to assess each referred family within three (3) days to assess family needs.  A minimum of fifty (50) families will be engaged by Bikur Cholim.
  • Coordinate four (4) quarterly meetings for RCDSS staff to cross-train with Bikur Cholim staff, Ultra-Orthodox and Hasidic community leaders, school personnel and/or service providers.
  • Co-facilitate one (1) cross-training with RCDSS Adult Services/Protective Services for Adults staff and Bikur Cholim staff.
  • Coordinate a minimum of one (1) training by RCDSS Child Welfare staff at a meeting of School Principals in the Ultra-Orthodox and Hasidic community.
  • Coordinate a minimum of one (1) training by RCDSS Child Welfare staff at a meeting of Rabbis in the Ultra-Orthodox and Hasidic community.
  • Coordinate two (2) trainings by RCDSS Child Welfare staff and Adult Services/Protective Services for Adults staff for EMS staff serving the Ultra-Orthodox and Hasidic community.
  • Work collaboratively with RCDSS Adult Services/Protective Services for Adults staff to engage with up to an anticipated 5 families in the Ultra-Orthodox and Hasidic community.
  • Meet with at least one (1) time by June 1, 2019 and one (1) time by August 1, 2019 with another Rockland County community agency in the Ultra Orthodox/Hasidic community contracted to provide Family and Child Support (Family Liaison) Services to the Department of Social Services Child and Family Services division.  Topics to be discussed include but are not limited to:
    • family safety planning
    • individual and family counseling
    • case management
    • advocacy
    • share written operating guidelines on the RODA Family and Child Support Services program and collaboration with RCDSS
  • Demonstrated Successful Experience providing the above services to eligible individuals and families.
  • Quarterly vouchers must include completed agreed upon reports including but not limited to:
    • a log of all family, school, etc. contacts/outreach
    • a record of all referrals received from schools, etc.
    • an up-to-date list of families that RODA is collaborating on with RCDSS
    • a log indicating contacts/case conferences with RCDSS caseworkers.  Contacts/case conferences should be a minimum of once per month regarding mutual cases.
    • A record of individuals/families who inquired about becoming a Foster Parent and/or complete the Foster Parent certification process. 
 
  • Provider must ensure that its information, and all updates, are provided to and contained on the “2-1-1- database system” ; [2-1-1 is a program of United Way in the Hudson Valley]. Within thirty (30) days of contract execution the Provider will complete and submit to Hudson211 the “211 Agency Profile Form”, which can be accessed via the following link: www.hudson211.org/cms/contact.
 
This notice is issued for informational purposes only and is NOT a request for competitive quotes.
 
Any non-profit agency that believes they are qualified to provide the services detailed above and is ready, willing and able to provide the services; shall respond to this notice no later than 3 PM on December 19, 2018 (14 days after advertisement of this announcement). The response should provide specific details regarding the agency’s interest in providing such services as well as their prior experience in providing the same or similar services.  In addition, the response should detail the agency’s connections to the Rockland County community. 
 
Responses to this notice must be sent via facsimile to 845-364-3809 or email to purchasing@co.rockland.ny.us. NO PHONE CALLS WILL BE ACCEPTED.
 
Organizations submitting a proposal must meet the following requirements:
  • Experienced in providing the same or equivalent services
  • Be a 501 (c)3
  • Be located in Rockland County
  • Evidence of Family Services Liaison’s criminal background history, State Central Registry, State Justice Center (VPCR) and checked references must be provided to RCDSS
  • Family Services Liaison must possess a valid motor vehicle license or accessibility to transportation to meet field work requirements in a timely and efficient manner.
  • Be governed by a Board of Directors
  • Be up-to-date with all IRS filings
  • Be up-to-date with all NYS filings
  • Have a 2019 budget with Board approval
  • Be fiscally sound
  • Have a Non-discrimination Policy
  • Have a Conflict of Interest Policy
  • Provide a copy of agency’s most recently filed 990 IRS Form
[*must be provided before any contract will be issued for 2019]
  • Maintain program records for the purpose of an audit and provide to the County all program-related information including proprietary materials, upon request
  • Submit quarterly vouchers and year end reports with data to be determined by RCDSS, including attendance lists for each group activity, and log sheets for clients served
  • Quarterly Vouchers, which may only include expenses for the respective quarter, that are not supported by the proper documentation and/or not provided to RCDSS within thirty (30) days of the end of each quarter, or within 14 (fourteen days) of request by RCDSS, will not be considered for payment by RCDSS.
  • Be available for on-site visits, announced and unannounced
*unduplicated = new clients / individuals or families (whichever is applicable) for the contract term.*
 
 
BUDGET / COST PER SERVICE UNIT
 
Unit 1: Case Management Liaison Services:
Total number of unduplicated individuals to be served                               150
  • Cost per service unit/per individual:
Per individual:            $ 233.76     [150 / $35,064 (60% of $58,440)]
                                            
Unit 2: Foster Care Outreach and Recruitment:
  • Community outreach Unduplicated number of families                                                        100
       [of which, at least 5 families must be certified]
  • Cost per service unit/per family:
Per family:          $146.10         [100 / $14,610 (25% of $58,440)]
 
Unit 3: Trainings and Meetings :
Total number of meetings or trainings to be provided/collaborated              32                Cost per service unit/per meeting/training
Per meeting/training             $ 273.94     [ 32/$8,766 (15% of $58,440)]
 
Total Contract Not to Exceed:                  $58,440
 
A determination by the County not to compete the proposed contract is solely within the discretion of the County. 
 

 

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Buyer’s Requirements

General Requirements

- Insurance Required

Award Requirements

- All or None Award

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Any non-profit agency that believes they are qualified to provide the services detailed above and is ready, willing and able to provide the services; shall respond to this notice no later than 3 PM on December 19, 2018 (14 days after advertisement of this announcement). The response should provide specific details regarding the agency’s interest in providing such services as well as their prior experience in providing the same or similar services.  In addition, the response should detail the agency’s connections to the Rockland County community. 
 
Responses to this notice must be sent via facsimile to 845-364-3809 or email to purchasing@co.rockland.ny.us. NO PHONE CALLS WILL BE ACCEPTED.
 

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Please note that solicitations issued prior to October 29, 2016 can be found here: http://legacy.empirestatebidsystem.com