29-25 Specs - FINAL.pdf

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ATTENTION VENDORS

If you find that you are not interested in bidding/quoting this particular project, please fill in this sheet and e-mail it to:

PURCHASING@DUTCHESSNY.GOV

We are very interested in learning why you do not bid.

PROPOSAL #: RFP-DCP-29-25

TITLE: COACHED VISITATION SERVICES

VENDOR NAME ___________________________________________________________

CONTACT ___________________________________________________________

ADDRESS ___________________________________________________________

PHONE _______________________________

E-MAIL ______________________________

For purposes of facilitating your firm’s response to our bid the County of Dutchess is interested in hearing reasons for failure to respond. If your firm is not responding, please indicate the reason by checking all appropriate items below and returning this form to the address above.

WE ARE NOT RESPONDING BECAUSE:

_____ Items and/or materials requested are not manufactured by us or are not available to our company.

_____ Our items and/or materials do not meet your specifications

_____ Specifications are not clearly understood or applicable _____ too vague _____ too rigid

_____ Quantities too small

_____ Other mailto:PURCHASING@DUTCHESSNY.GOV

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COACHED VISITATION SERVICES

REQUEST FOR PROPOSALS

RFP-DCP-29-25

Proposals Due

AUGUST 21, 2025

2:00 pm

PHONE (845) 486-3670

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INSTRUCTIONS AND INFORMATION

Read all documents contained in the proposal specifications.

• Specifications and proposal forms are attached hereto.

• The County of Dutchess official bid documents are obtained from the Empire State Purchasing Group’s

Regional Bid Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or, if applicable, the

Department of Public Works. Copies of bidding documents obtained from any other source are not considered official copies. In addition to obtaining the official bid documents, any and all addendum pertaining to a particular bid or RFP are posted on the same website that the official bid documents are obtained: www.bidnetdirect.com/new-york/county-of-dutchess. It is incumbent upon all potential bidders to view all posted addenda prior to the bid close date. If you have obtained this document from a source other than the County of Dutchess Purchasing Office, Department of Public Works or the Empire State Regional

Bid Notification System, it is recommended that you obtain an official copy. You may obtain an official copy by registering on the Empire State Regional Bid Notification System at www.bidnetdirect.com/new-york/county-of-dutchess or by using the link provided at www.dutchessny.gov , selecting “Government”, then selecting “Bidding and RFP Opportunities”.

• Proposals must be submitted electronically through the Empire State Purchasing Group’s Regional Bid

Notification System (BidNet Direct) Portal on or before 2:00 p.m., AUGUST 21, 2025. Please refer to the instructions published with this RFP titled: Electronic Proposal Submittal Procedures for instructions on submitting your proposal electronically.

When submitting (uploading) a proposal electronically through the Empire State Purchasing Group’s

Regional Bid Notification System (BidNet Direct) Portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system. No proposals will be accepted after the designated time or date indicated in the proposal specifications.

• The following forms are necessary to be submitted as a proposal, as well as any additional forms requested in the detailed specifications:

1. CS-1 - Proposal form/price pages(s) Note: some bids may include a separate Bid Proposal

Form. Such exceptions will be noted in the proposal specification, AND/OR

2. CS-1 – Proposer Information/Acknowledgement Form, completed, signed and dated.

3. CS-2 - Non-Collusion Affidavit, completed, signed and dated.

It is not necessary to submit your copy of the technical specifications with the proposal. They should be retained by the proposer for their records.

• No proposer may withdraw a proposal within one hundred and twenty (120) days after the actual date proposals are due.

• Should the proposer find discrepancies or omissions in the specifications, he/she will notify the Purchasing

Agent, at once. The Purchasing Agent will not assume responsibility for any oral instructions, or interpretations of meaning of the specifications or other contract documents to any proposer by any person or persons.

http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.bidnetdirect.com/new-york/county-of-dutchess http://www.dutchessny.gov/

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INSTRUCTIONS AND INFORMATION (Cont’d)

• The Purchasing Agent, and/or his/her designee, will be the only one authorized to make changes or alterations to anything contained in these specifications. Such changes will be posted as an addendum on the following website: www.bidnetdirect.com/new-york/county-of-dutchess.

• Written questions and inquiries concerning this Request for Proposals will be submitted to Jennifer Vigars-

North at jnorth@dutchessny.gov with a copy to Sarah Andrews at sandrews@dutchessny.gov on or before the date and time stated in the bid documents. Verbal questions will not be entertained.

• References in the specifications to a particular trade name, manufacturer’s catalog or model number are made for descriptive purposes to guide the bidder in interpreting the type and quality of materials or supplies or nature of work desired. Such descriptions should not be construed as excluding bids on other types of materials and supplies or for performing the work in a manner other than specified, providing that the materials and supplies and manner of performing the work offered are of equal quality to that specified and equally acceptable to the County of Dutchess for its purposes. Exceptions will be clearly stated. The

Purchasing Director will determine equal products or services.

• The County of Dutchess guarantees no minimum or maximum purchase.

• Proposers who are required to adhere to the prevailing wage schedule will obtain and maintain a current schedule from the New York State Department of Labor for the entire term of the contract. The County may audit adherence to this schedule at any time during or after the contract period. All contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of

Labor (NYSDOL) under Labor Law Section 220-i.

• The Purchasing Agent reserves the right to reject all proposals, parts of all proposals, or all proposals for any one or more supplies or contractual services included in the proposed contract, when such rejection is in the best interest of the County.

• The County of Dutchess reserves the right to award to single or multiple vendors, in whole or in part, by item, by class, by category, or to establish primary/secondary contracts, whichever the County deems to be in the best interest of the County of Dutchess.

• The contract will be awarded to the RESPONSIBLE PROPOSER best meeting the needs of the County, based on, but not limited to:

a. Approach to the project.

b. Experience in meeting the needs of the project (examples should be submitted with the proposal).

c. Experience working with other entities (references will include client name, contact person, phone number and description of project).

d. Ability to provide services in a timely manner, meeting established project deadlines, including a strategy of key activities and ability to meet target schedule.

e. Proposed cost.

And who has demonstrated judgment and integrity, is of good reputation, experienced in his work, whose record of past performance in the trade is established as satisfactory, and whose financial status is such to provide no risk to the County of Dutchess in its contractual relations.

• The County reserves the right to require supplementary financial or other information from all bidders to assist in determining the qualifications of bidders.

http://www.bidnetdirect.com/new-york/county-of-dutchess mailto:jnorth@dutchessny.gov mailto:sandrews@dutchessny.gov

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• Upon acceptance of any proposal, the successful proposer will execute a contract, if applicable, in accordance with the specifications, with the County of Dutchess, State of New York.

• A contract will not be assignable by the contractor in whole or in part without the written consent of the

County of Dutchess.

• All or any Dutchess County department may participate in the resulting contract(s). Each ordering agency will be invoiced directly for their orders and will receive shipments at their designated locations.

• The County of Dutchess reserves the right to allow other governmental entities, to purchase any goods and/or services awarded as a result of this proposal. However, it is understood that the extension of such contracts is at the discretion of the vendor and the vendor is only bound to any contract between the County of Dutchess and the vendor. Dutchess County will have no responsibility in the dealings between the vendor and any other governmental entity other than Dutchess County.

• Prior to any vendor receiving payment for goods and/or services rendered, the County of Dutchess requires that all vendors have a current completed IRS form W-9 on file with the County of Dutchess finance department.

• A contract will be deemed in force only to the extent of appropriations available to each department for the purchase of such articles or services. The County’s extended obligations on those contracts that envision extended funding through successive fiscal periods will be contingent upon actual appropriations for the following years.

• By submission of this proposal, each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each proposer is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law

• Dutchess County encourages submission of Proposals by certified Minority and/or Women-Owned Business

Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

• The County is encouraging the use of electronic payment (via ACH) to entities that it does business with.

Any awarded vendor will be requested to receive payments through an ACH.

• CONFIDENTIAL/TRADE SECRET INFORMATION

The County of Dutchess is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFP, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you will ensure that such information is clearly identified and marked as such. Identification will be specific by item or paragraph.

Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request or make representation explaining why the information should not be disclosed.

http://web2.westlaw.com/find/default.wl?mt=NewYork&db=1000138&rs=WLW12.04&docname=NYSFS165-A&rp=%2ffind%2fdefault.wl&findtype=L&ordoc=989815866&tc=-1&vr=2.0&fn=_top&sv=Split&tf=-1&referencepositiontype=T&pbc=AF0B0C7B&referenceposition=SP%3b236f00000e5f2&utid=1

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• GRIEVANCE AND PROTEST PROCEDURES:

1. Any protest to the Division of Central Services’ consideration of any bid must be submitted in writing to the address listed below and received by the Director of Central Services no later than five (5) calendar days after the bid award. A written reply to the protest will be sent to the protesting bidder by the Director of Central Services.

Address:

Richard W. Mayfield

Director, County of Dutchess Office of Central and Information Services

Division of Central Services

378 Violet Avenue, Suite 2

Poughkeepsie, NY 12601

2. The protest will contain:

▪ Identification of the statute or procedure that is alleged to have been violated;

▪ A precise statement of the relevant facts;

▪ Identification of the issues to be resolved;

▪ Aggrieved party’s argument and support documentation.

Any notice of protest received after the deadline will not be considered.

• NOTE: VARIATIONS AS STATED IN THE BID SPECIFICATIONS TAKE PRECEDENCE

OVER THIS INSTRUCTIONS AND INFORMATION SECTION.

Date: JULY 24, 2025

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SECTION A.

INTRODUCTION, PROGRAM DESCRIPTION AND RFP REQUIREMENTS

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REQUEST FOR PROPOSALS

COACHED VISITATION SERVICES

1. INTRODUCTION

Dutchess County has a tradition of excellence with its human service departments sharing the following principles/values about human services:

• We have a commitment to a continuum of quality services that improves the well-being and health for all residents, protects our most vulnerable populations, and promotes public safety, self-sufficiency for individuals and families, and accountability to the taxpayer.

• We value cost effective services that are delivered in the most appropriate setting and focus on strengths of individuals and families with culturally sensitive, courteous, and respectful treatment for all involved.

• We make decisions based on local needs assessment, data analysis, evaluation, and research. We promote effective services and strategies based on current research and that demonstrate outcomes.

• We believe that an investment in prevention is the long-term, cost-effective strategy for any system.

• We are committed to using technology to improve services and decision-making.

• We are recognized beyond the County for our leadership, innovative solutions, and our collaboration across departments, in public/private partnerships, with residents or consumers as active participants.”

1.1. BACKGROUND

Child Welfare Preventive services strengthen families; they help parents and caregivers provide an environment where children can thrive. Like preventive health care, these services address early symptoms of family problems that, if left untreated, may result in a breakdown of the family unit. New

York State Social Services Law (SSL §409) defines preventive services as supportive and rehabilitative services that are provided to children and their families for the purpose of:

• Averting an impairment or disruption of a family which will or could result in the placement of a child in foster care;

• Enabling a child who has been placed in foster care to return to his family at an earlier time than would otherwise be possible; or

• Reducing the likelihood that a child who has been discharged from foster care would return to such care.

Preventive services may be provided directly by the local social services district or by another agency that is authorized and approved to provide a program of preventive services [NYCRR 423.2(a). A preventive services agency means an authorized agency as defined in paragraphs (a) and (b) of subdivision 10 of section 371 of the Social Services Law, or a not-for-profit corporation as defined in paragraph 5 of subdivision (a) of section 102 of the Not-for-Profit Corporation Law, or a public agency that receives prior approval from the department, that provides a program of preventive services as defined herein. Historically, the Dutchess County Department of Community and Family Services

(hereinafter "DCDCFS”) has contracted with local non-profit providers for Parenting Services providers.

1.2. PURPOSE

Dutchess County Department of Community and Family Services (hereinafter "DC DCFS”) announces a funding opportunity for Coached Visitation Services. The County is seeking a program that will build nurturing parenting skills as an alternative to abusive or neglectful parenting to prevent recidivism in families receiving child welfare services.

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The goal of this RFP is to coach parents toward being able to parent safely and meet the developmental needs of their children so that DC DCFS can safely return children home from foster care.

Dutchess County and New York State Office of Children and Family Services supports the following practice principles:

Strength-based – services are based on family strengths; family decisions and family input strongly influence their interventions.

Race Equity and Gender Identity – proposed interventions have proven effective with minority populations and meet the needs of children and families of color.

Culturally competent – services reflect an understanding of the family’s culture, ethnicity, social and economic context and families feel respected.

Trauma Informed- services are provided “under and organizational structure and treatment framework that involves understanding, recognizing, and responding to the effects of trauma and in accordance with recognized principles of trauma-informed approach and trauma specific interventions to address trauma’s consequences and facilitate healing.”

Community-based – services are strategically located to be readily accessible to the target populations.

Comprehensive – programs provide an array of engagement and retention strategies and services that address the unique and multitude of challenges faced by families.

Continuous quality improvement - through customer feedback surveys, input from the community and other stakeholders and measured outcomes; data is analyzed and incorporated in the program design to produce the best outcomes.

1.3. PRESENTATION AND CLARIFICATION OF THE COUNTY’S INTENTIONS

DC DCFS intends to establish a contract with a qualified organization (hereinafter referred to as Applicant or Proposer) that can demonstrate best practices in providing these services. DC DCFS has the discretion to change program requirements based on the environment and needs of the families in the county.

The County has allocated approximately $75,000 annually for these services.

Sub-Sections 2.2 – 2.10 contain the specific program requirements for these services.

2. SPECIFICATIONS/SCOPE OF SERVICES

The awarded Contractor would be required to fulfill the below services and requirements

2.1 REGULATORY AND LEGAL FRAMEWORK

Legal and regulatory references are listed below:

Social Services Law 409, 409-a and 409-g;

18 NYCRR Parts 423 and 430 Preventive Service Regulations, which can be accessed online at http://www.dos.state.ny.us/info/nycrr.html. The mandated preventive services provided shall be in accordance with 18 NYCRR 423 and 430 and Title 4 of the Laws of the State of New York.

Americans with Disabilities (ADA) Requirements: Program facilities and services must be easily accessible for people with disabilities and meet all requirements of the ADA.

Language Access Policy: New York State Governor’s Order Number 26 dated October 6, 2011, Statewide Language Access Policy Proposers must also make reasonable language accommodations for non-English speaking individuals.

http://www.dos.state.ny.us/info/nycrr.html

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Assistance Listing Number (formerly known as Catalog of Federal Domestic Assistance

CFDA): The funding source for this RFP includes the federal Promoting Safe and Stable Families program, numbered 93.556 and the federal Social Services Block Grant numbered 93.667.

New York State Social Services Law [SSL 409-a (1)] addresses when preventive services are mandated.

Mandatory preventive services are designed for families who are either required to participate in services as a result of a CPS investigation and subsequent family court involvement, or families who agree to receive services based upon significant risk factors for child abuse / neglect as determined by DCDCFS Child

Welfare Staff. A child or family is eligible for mandated preventive services when the risk of placement is immediate or imminent.

Work performed by the Provider must be in accordance with the applicable Federal and State statutes and regulations.

2.2 PROGRAM BACKGROUND

2.2.1 Target Population

The program must serve male and female parents of children aged 0-17. The County expects the

Proposer to serve up to 15 parents at a time.

The Awarded Contractor must provide services throughout the County of Dutchess.

2.3 PROGRAM SERVICES

2.3.0 General Provisions

For DC DCFS clients the specific goals of a coached visitation program are to:

Supervise and support parents as they visit their children, Assist parents in developing behavior specific goals, and

Improve parenting skills.

2.3.1 Addressing and Accommodating Special Needs

The Program must provide services to all referred families and their family members and, therefore, ensure that every person involved in the program is able to participate fully. Services must be made accessible to all clients, regardless of any physical or cognitive disability. This includes but is not limited to providing written material in large print and offering TDD services. Assistance may also be necessary in cases of non-English speaking family members. Each family shall be provided with access to an interpreter on an as needed basis, to assist with impairments that interfere with communication. The Proposer must establish contracts for the provision of ASL (American Sign

Language) to serve individuals who are hearing impaired.

The Awarded Contractor must provide coached visitation services to families in Dutchess County, NY. These services are to provide strength-based coaching for parents/caregivers who are having supervised visitation for their children in placement. Rather than acting as a disconnected observer just watching the family, the visitation coach must engage with the family during the visit to assist the parent, for example in playing with the child, or responding to a child’s emotional distress.

The principles of Coached Visitation are:

Empowerment – building on the family’s strengths, Empathy – supporting families to meet unique needs of their children, Responsiveness – assisting and providing guidance to families to manage the conflict between adult and child needs, RFP-DCP-29-25 Page 11 of 70

Monitoring- parental response to crisis and follow up on previously provided assistance and guidance, and

Active Parenting – assisting families to learn how their child’s behavior is shaped by the adult’s words, actions, and attitudes.

2.4 PROGRAM OPERATION

2.4.1 Hours of Service

The Program must operate with a flexible schedule, with visits conducted during evenings and on weekends when needed. For visits during nontraditional hours, DC DCFS will set up scheduling, transportation, and coordination with the Program.

2.4.2 Visit Locations

Whenever possible the Awarded Contractor will help parents plan for meaningful visits in a natural and community-based environment. Coached Visitation can take place in the following locations:

at the Proposer’s Dutchess County office/s, in the community at a location such as a park, the Children’s Museum, etc. to be jointly determined by the parent, DC DCFS, and the Proposer, and in the parent’s home as the child(ren) get closer to the trial discharge and reunification.

2.4.3 Addressing Barriers to Participation

Assistance may also be necessary in cases of non-English speaking family members. Each family with limited English proficiency shall be provided with access to an interpreter on an as needed basis, to assist with communication. The Program will work through the local community college or other local resources or volunteers for interpreter services when needed. The Proposer must establish contracts with professional translators for languages expected to be encountered by program staff.

For children and/or parents who are physically handicapped, all visitations must take place in an appropriate physical setting. A visit may be held at the Proposer’s offices if proper security is available

If needed, DC DCFS will pay for parents’ transportation to and from the parent’s own home to the program through the use of bus passes, mileage, taxi or other mode on a case-by-case basis. The

Proposer will coordinate transportation arrangements with the DC DCFS worker.

The Awarded Contractor must arrange for childcare on site during program sessions as needed by attendees.

2.4.4 Program Referrals

DC DCFS will refer families to the Program using a Visitation Request for Services Form

(Attachment A). All referrals will be submitted to the DC DCFS Quality Assurance Case Manager, who will then submit them to the Proposer for assignment to a Visitation Program Worker.

The Program must respond to referrals by reaching out to DC DCFS Foster Care within one business day to schedule the Service Initiation Meeting. For each case DC DCFS and the Proposer shall conduct a face-to-face Service Initiation meeting at DC DCFS within one (1) week of receipt of referral to the Program to clarify the goals set by DC DCFS and/or the Dutchess County Family

Court. Participants in the Service Initiation meeting will at a minimum include the Visitation Program

Worker, Program Manager, DC DCFS Quality Assurance (QA) Case Manager and DC DCFS foster care case manager and supervisor. DC DCFS shall provide all additional information needed to the

Awarded Contractor's Program staff at this time.

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The Awarded Contractor may decline to provide service to a specific family if it determines that the family is not appropriate and will document the reason therefore in writing to DC DCFS. If the

Awarded Contractor declines to provide services to a specific family, the proposer must notify DC

DCFS in writing within (1) one week of making this determination.

The Awarded Contractor will provide services to no more than 25 families throughout the contracted time period. The Awarded Contractor may not provide Coached Visitation services to any family receiving services through another DC DCFS funded parenting services program.

2.4.5 Visit Coaching

The essential components of Visit Coaching must include:

Conducting a Visit Plan Meeting (prior to starting Visit Coaching) to:

o Ensure that the parent takes ownership of their family time, o Draw their children’s needs out of the parent, o Validate the parent’s concerns and help the parent plan how to keep their worries from getting in the way of giving their full attention to their child.

Performing pre-visit Coaching (at the beginning of each visit). This should last from 15 to 30 minutes to:

o Remind the parent of each child’s needs to be met during the visit.

o Practice skills.

Coaching During the Visit by:

o Supporting the parent in being responsive to each child’s individual needs without directing parenting, o Supporting the parent in keeping their issues from getting in the way of being responsive to their children’s needs, o Supporting parents so they are emotionally able to return to the next visit, o Appreciating the family’s culture and unique ways of meeting their children’s needs, o Supporting co-parenting if more than one adult is visiting the child.

Conducting a Post-visit Debrief (at the end of each visit). This should last from 15 to 30 minutes to:

o Help the parent assess their responsiveness to each of their children’s needs in the visit, o Help the parent appreciate how they could more effectively meet their child’s needs.

o Plan the next visit.

Calling the foster parent after the visit.

o Provide evaluative notes on how the parent did in meeting the child’s needs during the visit, and this information should be provided regularly to other members of the team working with the child and family.

Partnering o Encourage communication between parent and foster parent/kin about child’s needs, o Encourage regular meetings of parent-caseworker-visit coach to review child’s needs and how parent is meeting them and ensure parent understanding of the importance of both visits that meet the child’s needs and lifestyle changes that will address the child’s unmet safety needs that brought them into care.

Reporting o Observing and recording all client and child(ren) visits, interactions and conversations during the supervised visit on a Visit Observation Form (Attachment B). The Proposer within one (1) week of the visit must send the Form electronically to the Quality

Assurance Case Manager, the assigned Case Manager and their Supervisor. DC

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DCFS will scan these forms directly into the Connections system as Progress Notes for each client.

Visitation Program Workers will supervise visits at least once per week with each family. The actual number of weekly supervised visits for a particular family will be determined by DC DCFS Foster

Care Case Manager and /or Supervisor. Each family visit should last from one to three hours. The recommended duration varies with the family but is generally from three to six months.

2.4.6 Visit Expectations

Visits will start and end on time.

Parent/s should arrive at least 15 minutes before the scheduled time to visit in order to prepare for the visit with the Visitation Worker.

The parent(s) must avoid discussing Family Court or DCFS issues with the child(ren).

Parent(s) must be advised to model respect in behavior and language for children.

Parent(s) must be advised that they may not be under the influence of drugs or alcohol during a visit. If a parent is under the influence, the visit will be cancelled for that day and there will be some discussion as to next steps.

Parent(s) must be advised that they may use cell phones only in case of emergency or to take pictures and/or video of the child. The Visitation Worker will be expected to directly oversee what is being shown to the child and to monitor for appropriateness.

Parent(s) must be advised that they must get prior approval from DC DCFS before bringing anyone else to the visit.

Parent(s) must be advised that if they need to cancel a visit, they must contact the DC DCFS case manager as soon as possible.

Parent(s) must be advised that they are expected to spend some time with the Visitation

Worker after each visit to talk about goals achieved and challenges, obtain information from the Visitation Worker, and set goals for the next visit.

The Visitation Worker is expected to engage the parent and encourage the parent to utilize skills and techniques learned in programs the parent is currently attending.

2.4.7 Visit Safety Issues/Critical Incident Reporting

The following is a list of behaviors that could lead to ending a visit:

Parents arriving more than 15 minutes late for a visit, Parents under the influence of drugs or alcohol, Physical discipline of a child, Foul or belligerent language in the presence of children, Inappropriate adult conversation, behavior or references, Parents who interfere with the Visit Worker’s ability to properly supervise the family, Any other behavior that interferes with the Visitation Program Worker's ability to keep children safe.

Following any abrupt ending of visitation or should a critical incident occur, the following procedure must be followed:

The Program Visitation Worker will first safeguard the children. In the event that a child cannot be located, is seriously injured or is in an unsafe situation, call 911.

The Program Visitation Worker will stay with the child(ren) until the child(ren) is actually picked up by the DC DCFS Case Manager, Case Aide or other designated person as deemed appropriate by DC DCFS.

The Program Visitation Worker will contact the DCFS case manager or supervisor at the DC

DCFS office phone number immediately following the incident, during business hours

Monday-Friday 9am-5pm, or after hours using the CPS on-call number 914-475-4314.

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The Program Visitation Worker will contact the Awarded Contractor’s Program Supervisor immediately following the incident.

The Awarded Contractor’s Program Supervisor will notify the Awarded Contractor’s

Director. When necessary, a call to the New York State Central Register (SCR) will be made, and if accepted, the Awarded Contractor’s Program Supervisor will complete the 2221A and

Incident Form, copies of which will both be provided to CPS/DCFS worker. The DCFS Case

Manager will be notified within 24 hours of a call accepted by the SCR.

In the event that a child is seriously injured or abducted AND it is after business o Hours or on the weekend, contact 911 immediately and then notify the CPS on-call number 914-475-4314. In the event that the prearranged transportation provider fails to pick up the child as scheduled to return to the placement location, and diligent efforts to contact the transportation provider and/or foster parent have failed, contact the DCFS Case Manager or after hours/weekends, contact the CPS on-call number

914-475-4314

The Program Visitation Worker will complete a Visitation Incident Report (Attachment C) and promptly send the Report electronically to the Quality Assurance Case Manager, the assigned Case Manager and their Supervisor.

The Program Visitation Worker, the Awarded Contractor’s Program Supervisor and DC

DCFS Case Manager and Supervisor will discuss and jointly determine future visitation and any modification to visitation following a critical incident or when a visit had to be ended early.

2.4.8 Visit Attendance Policy

Parents must attend every visit. If a parent cannot attend, s/he must notify DC DCFS first, then the

Awarded Contractor’s Program Manager. The Awarded Contractor shall track visit attendance. The

Visitation Program has the right to cancel a visit if the parent arrives under the influence, or is using inappropriate language, or other conditions that make it inadvisable to continue the scheduled visit.

There will be an agreement to this effect, signed by parents.

2.4.9 Court Testimony

When necessary, the Awarded Contractor’s Program Visitation Worker may be required to testify to their reports and observations.

2.4.10 Case Documentation/Reporting

The Awarded Contractor must maintain any documentation in a family specific case file. The individual records must include:

A copy of the referral from DC DCFS, All Visit Observation Forms, and

Any Visitation Incident Report Forms.

The Program Visitation Worker must provide all necessary case documentation as required by DC

DCFS for each coached visit.

At the time of case closing the Awarded Contractor shall provide DC DCFS with copies of all materials either developed or obtained from other sources and that were not already previously provided to DC DCFS.

2.4.11 Reports of Suspected Child Abuse

The Awarded Contractor must comply with all provisions contained in Chapter 513 of the Laws of

2007 as described in 07-OCFS-ADM-15 also named Xctasy’s Law. This law applies to all professional and para-professional staff who work for organizations or entities that have contracts with local social services districts to provide services related to foster care, adoption, or preventive services. All such individuals are required to make a report to the State Central Register whenever

RFP-DCP-29-25 Page 15 of 70 they have reasonable cause to suspect that a child has been abused or maltreated where any person comes before them in their professional or official capacity and states from personal knowledge, facts, conditions or circumstances which, if correct, would mean that a child has been abused or maltreated.

This Request for Proposal shall serve as notification from the DC DCFS Commissioner to the

Proposer’s professional and paraprofessional staff members of their obligation to comply with all provisions of Chapter 513 of the Laws of 2007.

The Awarded Contractor shall inform all mandated reporters within its organization of the requirements of Chapter 193 of the Laws of 2007 as described in 08-OCFS-INF-01. This law requires that all mandated reporters who have a reasonable cause to suspect that a child has been abused or maltreated personally make a report to the State Central Registry.

The Awarded Contractor will ensure that all employees working in the program receive Child

Protective Services Mandated Reporter training. This training is offered online by NYS OCFS at www.nysmandatedreporter.org or through the Center for the Prevention of Child Abuse https://www.thecpca.org/mandated-reporter-training/.

2.4.12 Program Monitoring and Evaluation

Program monitoring will include monthly program meetings, a schedule of reporting requirements that is followed, individual supervision by the Contractor’s Director with the Program Manager. The

Program Manager will supervise the Visitation Program Workers to ensure program fidelity; in addition, reviews will be regularly conducted concerning their individual families and how they are progressing toward meeting their mutually-agreed-upon goals during visits.

In addition, there will be monthly case reviews with the DC DCFS Contract Monitoring Case

Supervisor and Case Manager and weekly visit reports.

These various monitoring activities can be used to adjust or change either the program structure or a particular direction for an individual family e.g., changing the venue for visits a public venue to the parent's home or moving it from DC DCFS to a community setting, more comfortable and less stressful for the parent.

2.5 PROGRAM STAFFING REQUIREMENTS/RESPONSIBILITIES

2.5.1 General

The term Staff persons, as used herein, means the compensated employees and the volunteers of a program. Prior to assuming any responsibilities as a staff person of such program, each staff person must be provided with a copy of the person’s job description and must receive an orientation to the services provided by the program which includes discussion of confidentiality issues, child abuse reporting requirements, program policies and procedures and job responsibilities.

Any employee of the program who has regular and substantial contact with children must be cleared through the New York State Central Register of Child Abuse and Maltreatment to determine if the individual has been the subject of an indicated report of child abuse or maltreatment. If the Proposer hires an individual prior to receiving a response to the clearance the Proposer may not permit the individual to have unsupervised contact with children until the clearance report is received. If the clearance report states that the individual is the subject of a report of child abuse or maltreatment the individual may no longer be employed by the program.

Any staff person directly providing transportation services must have a valid New York State driver's license for the types of vehicles which that staff person will use.

https://www.thecpca.org/mandated-reporter-training/

RFP-DCP-29-25 Page 16 of 70

The Awarded Contractor must perform a background check/criminal background check on all employees of the program. Minimum checks include:

• Criminal Background check using fingerprints,

• Statewide Central Register Database, if your Agency is authorized to do this clearance,

• Vulnerable Persons Central Register maintained by the Justice Center for the Protection of

People with Special Needs, as required by section 495 Social Services Law and 18

NYCRR 402.2(e), and

• National and NYS Sex Offender Registries.

2.5.2 Program Manager

The Awarded Contractor must provide the services of a Program Manager Monday through Friday.

The specific duties are:

• Accept referrals,

• Supervise Visitation program Workers,

• ensure program is in compliance with the requirements outlined in the contract,

• maintain communication with DC DCFS,

• Train or refer to training Visitation Program Workers, and

• Oversee maintenance of client records

Minimum Qualifications of Program Manager

Bachelor’s degree (but preferably a Master's) in a relevant profession – social work, psychology, early childhood education, applied behavior analysis, and at least two (2) years of experience working with children and families.

2.5.3 Visitation Program Workers

The Awarded Contractor must provide the services of at least two (2) Visitation program Workers.

The specific duties are:

• Maintain child safety during supervised visits,

• Provide coaching feedback and support to parents before, during and after visits,

• Work collaboratively with DC DCFS,

• Maintain complete written records about each visit,

• Report any critical incidents or child abuse or neglect to the DC DCFS supervisor and appropriate authorities.

• Maintain a level of sensitivity and understanding of normal childhood behavior and those behaviors brought on as a result of childhood trauma.

Minimum Qualifications of Visitation Program Workers

• Must be age 21 or over,

• Receive at least 15 hours of visitation training prior to coaching visits,

• Consent to permit State Child Abuse Registry and criminal background checks conducted by the Proposer. Results of background checks will be shared with DC DCFS. If the criminal background check or State Central Register clearance reveals a criminal conviction or child abuse/neglect history, DC DCFS supervisory/administrative staff must give clearance prior to the Volunteer being used.

• Must be able to communicate clearly both in person and in writing,

• Must be knowledgeable not only about children’s needs, the developmental benefits of play, family dynamics, attachment, parenting skills, the variety of cognitive styles shown by parents, and cultural differences, RFP-DCP-29-25 Page 17 of 70

• Must be flexible and able to draw on a variety of intervention approaches to fit a particular visit,

• Must be deemed appropriately trained and ready to perform the duties of a Visitation

Worker,

• Must jointly supervise a visit with the Proposer’s Program Manager prior to supervising visits on his/her own, and

• Must receive ongoing supervision and guidance from the Proposer’s Program Manager.

2.5.4 Staff Training

The Awarded Contractor must ensure that all employees working in the program receive Child

Protective Services Mandated Reporter training.

The Awarded Contractor must provide a training program for Visitation Program Workers which includes how to build on the parents’ strengths, visit planning using the children’s needs, how to tailor coaching to fit the parent and children, how to avoid overshadowing the passive parent, and how to work with angry parents. Coaches must be ready to use modeling, instruction, and rehearsal, depending on the best fit with the family.

2.6 RECORDING REQUIREMENTS

2.6.1 Case Documentation

Individual case records must be maintained for each individual receiving services. The individual records must include:

• A copy of the referral from DC DCFS;

• All Visit Observation Forms,

• Any Visitation Incident Report Forms.

2.6.2 Program Personnel Records

Each program must maintain the following program policy and personnel records:

Individual personnel records must be maintained for each staff person responsible for providing services. Such records must include the following information:

• the name of the staff person;

• the names and addresses of the educational institutions the staff person attended, dates of graduation, degrees or certificates conferred, and information regarding any education and/or training received which will be used by the staff person as a substitute for the relevant work experience requirements for the position held by such staff person;

• all professional experience and previous employment, including the names and locations of previous employers and the dates of employment which will be used by the staff person to meet the relevant work experience requirements for the position held by such staff person; and,

• the New York or other state licensure or registration number, year of original issuance and expiration date of any relevant license or registration held by the staff person.

2.7 OUTCOMES

The outcome measures and the minimum level of performance are:

RFP-DCP-29-25 Page 18 of 70

Outcome Statement

*Target’s % of unduplicated customers that should achieve the outcome during a year of programming

Parents will demonstrate improved parenting skills relative to their individual goals as documented by their visitation worker on Visit Observation Forms

100%

Children will either return home or head toward reunification (unsupervised visits) within the first six months of Visitation Coaching

50%

Children will either return home or head toward reunification (unsupervised visits) within the twelve months of Visitation Coaching

70%

Following a “successful” discharge children will remain at home 3 months post discharge

100%

Parents who begin the program will be successfully discharged.

75%

2.8 REPORTING REQUIREMENTS

2.8.1 Data Collection

The Awarded Contractor will monitor the Program by keeping records and developing the statistical data. The Program data to be collected are:

• Number of unduplicated families in the program at beginning of reporting period,

• Number of new referrals received,

• Number of new Program enrollments,

• Number of visits conducted,

• Number Successfully discharged from Program,

• Number Terminated from Program,

• Number Participating in Program at end of reporting period,

• Total unduplicated number of families served for the Program year to date.

2.8.2. Program Reporting

The Awarded Contractor must provide:

• Names of clients who start in the Program each month, including the date enrolled;

• Notice of discharge from the Program, The Contractor will provide the quarterly Dutchess County Preventive Services Program Report

Form attached hereto and made a part hereof as Attachment D.

2.8.3 Outcome Reporting

The Awarded Contractor must electronically send the County reports on the outcomes of the program using the Dutchess County Program Progress Outcome Report Form (Attachment E). The Program

Outcome Reports must be submitted to Principal Program Assistant, Leah Bochar at leah.bochar@dfa.state.ny.us and copy to Kara Cerilli, Social Welfare Specialist at kara.cerilli@dfa.state.ny.us

The Proposer must also provide an electronic copy of its annual report and financial audit. The

Proposer must provide an updated listing of its Board of Directors, which includes addresses on the County Board List Form or its equivalent available at http://dutchessny.gov/CountyGov/Contracted-Services-and-Programs.htm .

mailto:leah.bochar@dfa.state.ny.us mailto:kara.cerilli@dfa.state.ny.us http://dutchessny.gov/CountyGov/Contracted-Services-and-Programs.htm

RFP-DCP-29-25 Page 19 of 70

2.8.4 Billing

The Awarded Contractor must submit payment requests using the Dutchess County Payment Request

Form available at http://dutchessny.gov/CountyGov/Contracted-Services-and-Programs.htm electronically to the Principal Program Assistant, Leah Bochar at leah.bochar@dfa.state.ny.us and copy to Kara Cerilli, Social Welfare Specialist at kara.cerilli@dfa.state.ny.us.

The Awarded Contractor must attach a Case Billing Roster to each Payment Request that includes the information below for each case:

Case Billing Roster

Submit with Monthly Vendor Payment Request

Month _________(date)

Client Name Start Date in

Program Referral

Name Visit Date Visit Location

2.8.5 Billing and Reporting Schedule

Payment Request Forms and Reports must be submitted on the following schedule:

Period Covered Report Type Due Date Submit To

Monthly Payment

Request, Case

Billing Roster

10th of the month Leah Bochar, Kara

Cerilli

First Quarter (January

1– March 31, 2026)

Preventive

Services

Program Report, Outcome Report

April 30, 2026 Leah Bochar, Kara

Cerilli

Second Quarter (April

1– June 30, 2026)

Preventive

Services

Program Report, Outcome Report

July 31, 2026 Leah Bochar, Kara

Cerilli

Third Quarter (July 1-

September 30, 2026)

Preventive

Services

Program Report, Outcome Report

October 31, 2026 Leah Bochar, Kara

Cerilli

Fourth Quarter

(October 1-December

31, 2026)

Preventive

Services

Program Report, Outcome Report

January 31, 2027 Leah Bochar, Kara

Cerilli

January 1, 2026 –

December 31, 2026

Agency Annual

Report, Financial

Audit, Board of

Directors Listing and Annual

Outcome Report

January 31, 2027 Leah Bochar, Kara

Cerilli http://dutchessny.gov/CountyGov/Contracted-Services-and-Programs.htm mailto:leah.bochar@dfa.state.ny.us mailto:kara.cerilli@dfa.state.ny.us

RFP-DCP-29-25 Page 20 of 70

If the Proposer fails to submit Reports as required, the County may withhold payment for claims.

2.9 QUALITY ASSURANCE MONITORING

The Awarded Contractor must cooperate in the collection and exchange of data to facilitate service planning. Program and fiscal monitoring will occur regularly throughout the length of the contract by local and possibly state staff. Programmatic and financial oversight activities will include announced and unannounced site visits, desk reviews and analyses of program and fiscal activities, administrative activities, records and reports. Further, the Proposer will be subject, random sampling of case file materials

(closed and open), phone and written surveys with consumers, and any other practice initiated by DC

DCFS for the purpose of insuring compliance and the delivery of quality services. Any subcontractors or collaborators of services with the Proposer will also be subject to the same practices.

The County’s goal in conducting these reviews is to assist Proposers in improving their programmatic and administrative operations while ensuring compliance with local, state and federal and regulations. On-site reviews will be pre-arranged with the Proposer. The purpose of on-site reviews will be to determine the quality of the services provided through observation and case record review, and compliance with fiscal rules and regulations. The Proposer is expected to fully cooperate with all monitoring activities.

2.10 OTHER REQUIREMENTS

Services must be provided in a manner that addresses the ethnic composition of the community being served.

3.0 CONTRACT TERMS AND INSURANCE REQUIREMENTS

The successful Proposer for Coached Visitation must execute contracts with the County of Dutchess in substantial conformance with the attached sample Dutchess County…