OCA-DGCP-068 Research and Technical Assistance Services for NYS Court Personnel Training

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’s Office for Justice Initiatives (“OJI”) mission is to ensure equal access to justice for those passing through the doors of every New York State civil, criminal, and family court – regardless of income, background or ability. OJI promotes its mission through innovative programs, ongoing training of legal/judicial stakeholders and active research on relevant topics. The UCS Office of Court Administration’s (“OCA”) Division of Grants, Contracts & Procurement (“DGCP”) is soliciting proposals via this Request for Proposals (“RFP”) for the purpose of providing research and technical assistance to support and implement trainings for NYS Court Personnel statewide as described in Article II, Project Information. II. PROJECT INFORMATION The UCS is the recipient of a New York State Council on Developmental Disabilities (“CDD”) grant (the “Grant Award”) through the Developmental Disabilities Assistance and Bill of Rights Act (42 U.S.C. § 15001, et. seq.; “ACT”)) and the New York State Office for People with Developmental Disabilities (“OPWDD”) and the U.S. Department of Health and Human Services. The CDD (the “Grantor”) has been authorized to make sub grants to public and private non- profit agencies to establish model programs, to demonstrate innovative habilitation techniques, and to train professional and paraprofessional personnel with respect to providing services to persons with developmental disabilities. The DGCP, on behalf of the OJI, is issuing this RFP to solicit proposals from qualified applicants to provide research and technical assistance in support of the development and implementation of a coordinated and targeted training program (the “Project”). The Project will train Family Court judges,court attorneys, court officers, court clerks, and probation officers statewide on current best practices for engaging with individuals with Intellectual and Developmental Disabilities (“ID/DD”) and facilitating access to services for ID/DD individuals within a court setting. The Project will be implemented over approximately three years. During Year One, the awarded contractor will conduct research and analysis. In Year Two, trainings will be delivered to judges, judicial officers, and other court personnel within each of the four Judicial Departments. In Year Three, regional trainings will be provided for probation officers. To ensure broad accessibility, trainings will be offered in each of the four Judicial Departments, with sessions held in Brooklyn, Kings County; Manhattan, New York County; Albany, Albany County; and Rochester, Monroe County. Pursuant to the terms of the Grant Award, $360,000 is the maximum available funding for Project Services (as set forth in Article V below) performed during May 15, 2026 – December 31, 2028,provided, however, that such period may be extended upon mutual agreement of the Grantor and UCS (the “Project Term”). UCS anticipates that the selected applicant(s) will be designated a “contractor” rather than a “subrecipient” for purposes of federal requirements of the Grant Award. UCS reserves the right to request a no-cost extension of the Project Term from the Grantor. Key Bid Dates (Note: OCA reserves the right to modify any Key Bid Date as it may deem appropriate.) Bid Issue Date: Tuesday, March 31, 2026 Question Due Date: Tuesday, April 14, 2026 at 2:00PM Bid Submission Deadline Date: Tuesday, May 5, 2026 at 2:00PM Estimated Contract Start Date: Friday, May 15, 2026 Note: Throughout this RFP, the terms bidder, proposer, vendor and applicant are used interchangeably,as are RFP, bid and solicitation. III. AWARD UCS intends to award a single contract for a term commencing on or about May 15, 2026 and terminating on or about December 31, 2028 (“Contract Term”). Awarded contractor shall be contractually obligated to provide the Project Services (as described below)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. This RFP seeks research and technical assistance support to support the goals outlined in the grant related to NYS Court Personnel training statewide, as described in the grant chart above. 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. Qualified applicant must demonstrate knowledge of evidence-based practices in the needs of people with ID/DD and have experience in providing training and technical assistance in related subject areas or settings concerning individuals with ID/DD involved in the justice system. Qualified applicants must have the capacity to provide Project Services (as set forth in Article V,below). Please note: Individuals or organizations listed as ineligible on the federal System for Award Management due to suspension or debarment or that have had a contract with the State of New York terminated for cause within the past three (3) years are ineligible for a contract award. 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: Needs Assessment and Evaluation Assist OJI in the development of structured self-awareness assessment and evaluation tools;collect, analyze and synthesize responses for Family Court Judges, court attorneys, court clerks, court officers and probation officers. Draft online survey questions, in consultation with the Project Advisory Committee, and distribute to the targeted cohorts via their administering agencies.  Targeted cohorts include Family Court, OCA Department of Public Safety, and the NYS Division of Criminal Justice Services, Office of Probation and Correctional Alternatives. Analyze survey results and report findings to the Project Advisory Committee. Develop, promulgate, collect and analyze the results of survey instruments (i.e., online surveys and focus groups) to assess and evaluate processes and outcomes Conduct research on specific issues as required by the Office for Justice Initiatives. Advisory Committee and Focus Group Support Assist OJI in developing methodologies for selecting Project Advisory Committee Members,which is comprised of representatives from each cohort to be trained as well as individuals with ID/DD identified through agencies providing services and advocacy throughout the state. Assist OJI in the development and composition of focus groups in consultation with the Project Advisory Committee Facilitate focus group sessions and assist OJI in note-taking and synthesizing discussion points for distribution to the Committee.  UCS anticipates at least one focus group session per Appellate Division, totaling four sessions at a minimum. Program Development and Publications Assist OJI in developing specifications for evidence-based programming to be implemented in local courts Assist OJI in preparing white papers, reports and other publications, including writing,editing, graphic design and printing Assist OJI with identifying national stakeholders and networks for potential program expansion Assist OJI in identifying potential funders to diversify the project’s funding streams Training Program Logistics - Virtual Provide administrative support to OJI in developing curricula and agendas. Assist in selecting and engaging appropriate expert presenters for target audiences, including those with lived experience Create, manage, and administer online event registrations Administer video conferencing platforms to deliver training programs Secure professional credentialing logistics, manage logistics, and deliver certifications to participants and presenters Manage all presenter logistics Develop compile, and analyze post-training evaluation instruments The results of the needs assessment and the input from the Advisory Committee will inform the number of virtual training programs developed. Training Program Logistics – In-Person Provide administrative support to OJI staff in developing curricula and agendas Assist OJI in selecting and engaging appropriate expert presenters for target audiences,including experts with lived experience Coordinate training program event space, including negotiating and contracting with venues Manage on-site logistics, including communication with venues and participant registration Secure Continuing Legal Education (“CLE”) and Social Work Continuing Education Units (“CEU”) materials, manage credentialing logistics, and deliver certifications to participants and presenters Manage all presenter logistics including travel reimbursement Develop, compile, and analyze post-training evaluation instruments Provide appropriate supervision and oversight for any staff included in this project The Anticipated number of in-person training programs are as follows: Year One: Planning Meetings consisting of ten (10) individuals Year Two: Thirty-five (35) Judges trained Year Three: Five (5) training sessions consisting of seven (7) Probation Officers trained per site Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None