Q and A - OCA-DGCP-073_FINAL.pdf

OCA-DGCP-073:

Manhattan Felony Alternative to Incarceration Court-Based Services

Request for Proposals Questions and Responses

The New York State Unified Court System (UCS) thanks the vendors that submitted the questions below concerning OCA-DGCP-073 Manhattan Felony Alternative to Incarceration

Court Based Services issued on Thursday, August 13, 2026.

Question #1:

The RFP states that the Program currently maintains an active caseload of approximately 350 cases. Will the Awarded Contractor assume responsibility for the existing active caseload upon commencement of the contract? If there is a current provider, will participant information, historical data, records, and other transition-related materials be transferred to the Awarded

Contractor?

UCS Response:

Yes, the Awarded Contractor would assume responsibility for the existing active caseload. UCS is currently in the process of migrating project data into the New York State Unified Court

System’s Universal Case Management System (UCMS) and anticipates completion of data migration prior to the start of services. The Awarded Contractor will have access to this information.

Question #2:

The RFP states that the Program maintains an active caseload of approximately 350 Participants and that each Social Worker and Case Manager shall maintain a caseload of no more than 30

Participants. Should applicants assume that every Participant is assigned to both a Social Worker and a Case Manager, requiring separate caseloads for each discipline? If not, please clarify the expected participant-to-staff assignment model and whether assignments may vary based on participant needs, risk level, or phase of participation. For proposal and budgeting purposes, what staffing model should applicants assume?

Assignments may vary based on participant needs, risk level, or phase. Each participant will be assigned to either a Social Worker or a Case Manager, not both. However, Social Workers and

Case Managers will work collaboratively to delivery program services.

Question #3:

Does UCS require Social Workers assigned to the Project to hold a specific New York State professional license or credential, such as LMSW or LCSW?

Social workers assigned to the project must possess the licensure required in New York State. In

NYS there are two types of licensures: Licensed Master Social Worker and Licensed Clinical

Social Worker.

Question #4:

The RFP references the use of validated risk-needs assessment tools. Does UCS require the use of a specific assessment instrument, or may proposers utilize validated tools of their choosing?

UCS utilizes either the NYS Drug Court Assessment Tool (DCAT) or the NYS Treatment

Screening Form. However, proposers may utilize validated tools of their choice in addition to these tools if desired.

Question #5:

Will UCS provide office space or workspace within New York County Supreme Court for

Awarded Contractor staff assigned to the Project?

At this time, we cannot guarantee that office space or workspace will be available within the

Supreme Court for contractor staff assigned to the project. We will evaluate the contractor’s needs and determine what accommodation, if any, can be made.

Question #6:

Will the Awarded Contractor receive access to UCS systems required for case management, documentation, and reporting? If UCS requires use of a designated system, may the Awarded

Contractor also maintain and utilize its own internal case management system for program operations and data management?

The contractor will be granted access and must utilize UCMS case management, documentation and reporting. The contractor may utilize its own internal system as a secondary tool if desired.

Question #7:

The RFP requires integration of peer mentor services but does not specify staffing expectations.

Does UCS have a recommended or required number of peer mentors, participant-to-peer mentor ratio, or expected level of peer mentor involvement?

Currently peer mentors are not responsible for any specific caseload but are available to participants on an as-needed basis. UCS recommends that the awarded contractor provide a minimum of 2-3 peer mentors to support the program. There is no specific participant-to-peer mentor ratio or required level of peer mentor involvement.

Question #8:

The RFP notes that subsequent yearly allocations are subject to available state appropriations.

Should applicants assume annual cost-of-living or inflationary increases during the five-year contract term, or should all future-year budgets be based on level funding?

Applicants should not assume annual cost-of-living or inflationary increases, nor budgets based on level funding for years 2-5. As required in Article VIII (d)(1) of the RFP, proposers should submit a line-item budget proposal for the initial twelve (12) month period of the Contract Term.

Question #9:

May a prime applicant name a New York State DMV-licensed driving school as a subcontractor to provide CDL Class A and/or Class B vocational training, including permit preparation, behind-the-wheel instruction, road-test preparation, road-test vehicle service and credential documentation, under Article V.4's educational and vocational-training referrals?

Yes, a prime applicant may propose a qualified New York State DMV-licensed driving school as a subcontractor to provide CDL Class A and/or Class B vocational training.

Question #10:

If these services (listed in question #9) are allowable, must the proposal include the proposed subcontractor's DMV license, FMCSA Training Provider Registry record, instructor credentials, vehicle documentation and insurance evidence, or may any portion of that documentation be provided during UCS subcontract approval?

No, subcontractor licenses and records are not required in proposals. It is sufficient to identify the proposed subcontractor and describe their qualifications and capability to provide the proposed services.

Question #11:

May approved participant permit, licensing and road-test fees be included in the subcontract budget when they are necessary for the vocational service and are not major capital expenditures?

Yes, reasonable and necessary participant permit, licensing, and road-test fees may be included in the subcontract budget when they are directly related to an approved vocational training service, are allowable under the RFP, and are included in the approved budget. Any such costs would remain subject to UCS review and approval and applicable federal and state requirements.

Question #12:

Article IV requires capacity to provide Project Services to participants within New York County.

May a participant referred and case-managed in New York County receive a specialized vocational-training service at a licensed facility in another New York City borough, provided the prime maintains all required coordination, documentation and court reporting?

Yes, subject to UCS approval, vocational training outside of New York County may be permitted if the following requirements are met: (1) The lead applicant must demonstrate its capacity to oversee and manage all program components; and (2)If partnering with other organizations, applicants should clearly describe the roles and responsibilities of each partner and demonstrate the lead applicant’s ability to coordinate, oversee, and ensure successful implementation of all grant-funded activities.

Question #13:

What is the expected staff to client ratio?

Per Article V of the RFP, each social worker and case manager shall maintain a caseload of no more than 30 participants.

Question #14:

The RFP says the program maintains an "active caseload of approximately 350 cases." Is that

350 intakes, or 350 participants served? Is this over the course of a single year?

On average, approximately 350 cases are active and being served on any given day.

Question #15:

Is there an age breakdown of the people served through this program in the last 2 years?

Current data shows the following approximation of age breakdown of individuals serviced:

• 18-25: 19%

• 26-35: 34%

• 36-45: 24%

• 46-55: 14%

• 56-65: 7%

• 65+: 2%

Question #16:

Are there more young people in this part compared to other court parts serving clients charged with a felony?

Yes. Individuals age 18-25 comprise approximately 19% of this part compared to 6% or less in the other specialized court parts serving clients charged with a felony.

Question #17

Please clarify whether organizations whose programs serve participants up to age 24 are eligible to apply, and if so, whether an awarded organization would be required to serve participants beyond that age range.

An organization will be required to serve all eligible participants, including those over 24 years of age.

Question #18:

The proposal indicates a large staffing structure, with requirements that those staff will be working out of the Manhattan courthouse. Additionally, capital expenses (e.g., securing or renovating an office space) are not allowed. Will awardees be given an in-kind designated office space for staff members at or around the Manhattan courthouse?

At this time, we cannot guarantee that designated office space for staff members at or around the

Manhattan courthouse will be available for contractor staff assigned to the project. We will evaluate the contractor’s needs and determine what accommodation, if any, can be made.

Question #19:

How should an applicant report other funding sources that also support and are essential to the services being provided?

Applicants should identify all other funding sources that support or are essential to the service proposed under this RFP in the narrative responses. The budget file should only include the funding requested under this RFP.

Question #20:

If peer roles are already integrated into the program model but funded through other sources, is that permissible?

Yes. Peers who are already integrated into the program model but funded through other sources is permissible. This should be clearly stated in the narrative responses.

Question #21:

Is it acceptable for case managers and social workers to have caseloads under 30 when different staff levels have varying responsibilities (such as supervision or oversight)?

Yes. Case managers and social workers may have caseloads below 30 based on their respective roles, responsibilities, and the needs of the participants they serve.