RFP-2025-044 - Healthy Families Broome County Home Visiting Program.pdf

REQUEST FOR PROPOSAL

HEALTHY FAMILIES BROOME COUNTY HOME

VISITING PROGRAM

RFP-2025-044

July 2, 2025

NEW YORK STATE, COUNTY OF BROOME

Jason T. Garnar, County Executive

BROOME COUNTY HEALTH DEPARTMENT

Lynette Bellmore, Interim Director

IMPORTANT NOTICE – RFP/RFQ DISTRIBUTION

The County of Broome officially distributes solicitation documents through the Empire State Purchasing Group https://www.bidnetdirect.com/new-york/broome-county Copies from any other source are not considered official copies. Only those proposers who obtain solicitation documents from the Empire State Purchasing Group are guaranteed to receive addendum information, if such information is issued.

If you have obtained this document from a source other than the Empire State Purchasing Group, it is recommended that you obtain an official copy by registering with this service.

1. Invitation - Broome County, New York is inviting sealed proposals from qualified individuals for Healthy Families Broome County detailed in the accompanying Request for Proposal (RFP). Proposals will be received until 2:00 p.m. local time on Wednesday, July 23, 2025. Any proposal received after the time and date specified will not be considered.

2. Submittal of Proposals – ONE (1) ORIGINAL, ONE (1) COPY, AND ONE (1) E L E C T R O N I C C O P Y O N U S B M E D I A of the proposal shall be delivered or mailed with any required data, in a SEALED ENVELOPE, which shall be properly identified with the following required information:

1. RESPONDENT'S FULL NAME & ADDRESS

2. THE RFP TITLE (SEE ABOVE)

3. RFP NUMBER (COVER SHEET)

Submit proposals to: BROOME COUNTY DEPARTMENT OF PURCHASING 60 HAWLEY STREET, 2nd FLOOR

EDWIN L. CRAWFORD COUNTY OFFICE BUILDING

BINGHAMTON, NEW YORK 13901

3. Inquiries – Any inquiries or requests for clarification regarding this RFP must be received by 4:00 p .m.

local time Friday, July 11 , 2025. No oral interpretation or clarifications will be given. Prospective proposers desiring further information or interpretations must make requests in writing by letter or e-mail. All inquiries together with Broome County’s response will be issued to all prospective proposers well in advance of the date for proposal submission. Requests for information should be addressed as follows:

To: Carol Peeling, Public Health Nurse/Program Manager bchealth@broomecountyny.gov Copy: Carolyn Secor, Broome County Division of Purchasing bcpurchasing@broomecountyny.gov

4. Form of Proposals - Proposals should be prepared in the format set forth in the accompanying documents, including a full description of the proposer’s plan of work, qualifications and resumes of key personnel. A non-responsive or incomplete proposal will be removed from consideration.

5. County’s Prerogatives - The county reserves the right to negotiate with any or all proposers; to reject any or all proposals, in whole or any part thereof; to re-solicit for proposals; and to waive any minor non-conformities in accordance with the county's determination of its own best interests.

6. Fees - The proposer’s response must clearly present the basis for the proposer’s compensation or fee structure for all services described in the proposal. If a particular service is “value added” the proposal shall so state. The fees shall include all ordinary operating expenses incurred by the firm. Extraordinary expenses incurred at the request of and with the consent of the county will be reimbursed.

INSTRUCTIONS TO RESPONDENTS

RFP-2025-044 Healthy Families Broome County Home Visiting Program 1 mailto:bchealth@broomecountyny.gov mailto:bcpurchasing@broomecountyny.gov

7. Tax Exempt Entity - The County of Broome is a tax-exempt municipality; taxes are not to be included in any fee calculations.

8. Proposal Longevity - A proposal may be withdrawn at any time prior to the date specified as the closing date for acceptance; however, no proposer may withdraw or cancel a proposal for a period of ninety (90) days following the closing date for acceptance, nor shall the successful proposer withdraw, cancel or modify the proposal, after having been notified that the proposal has been accepted by the County, except at the request of the County or with the County's written consent.

9. Evaluation of Proposals - Proposals will be judged upon the proposer’s ability to provide services, which meet the requirements set forth in the accompanying documents. The County reserves the right to make such investigations as it deems necessary to determine the ability of the proposer to provide services meeting a satisfactory level of performance in accordance with the County's requirements.

10. Interviews – Interviews or presentations by one, several or all the proposers may be requested by evaluators if deemed necessary to fully understand and compare the proposers' capabilities. Site visits by the evaluators may be conducted if deemed necessary by the County. Under Broome County rules and regulations, the County Board of Acquisition and Contract or the County Legislature may be the awarding authority for this type of service, depending on the amount of the accepted proposal:

BOARD OF ACQUISITION & CONTRACT - UP TO $14,999

COUNTY LEGISLATURE - $15,000 AND OVER

However, the Legislature may be utilized for consideration of an award under $15,000 if it is deemed in the best interests of the County. A presentation by the proposer to committees of the Legislature and/or selected County Officials may be required prior to the recommendation and consideration of an award.

11. Contract Terms - At the time of the award by the County, the apparent successful proposer(s) must agree to a contract memorializing the terms and conditions which will govern the relationship and establish the obligations of each party. All proposers shall be aware that the contents of a successful proposal will be construed in favor of Broome County and that the final contract between the successful proposer and Broome County may incorporate by reference the County's RFP documents and the successful proposals and supporting submittals.

12. Proposer’s Conditions - Any conditions or expectations on the part of the proposer for performance by the County must be set forth in the proposal. The County is not obliged to consider the proposer’s post-submittal terms and conditions. *** If any service is not included, or is available for an additional cost, the submittal shall clearly so state. ***

13. Choice of Law & Venue - The resulting agreement will contain language stating that the contract is performable in Broome County, New York, and shall be construed in accordance with the laws of the State of New York. If any legal action is brought in connection with the enforcement of the contract, exclusive venue shall lie in County of Broome, New York.

14. Proposer’s Preparation Costs - Any costs incurred by the proposer in responding to the RFP is at the proposer’s own risk and expense as a cost of doing business. All materials submitted with a proposal shall become property of Broome County and will not be returned to the proposer. The proposer is hereby notified that all submitted materials are subject to disclosure pursuant to the New York State Freedom of Information Law (New York Public Officer’s Law section 86 et seq.).

15. Deliverables – Although the specific deliverables are subject to negotiation the successful proposer will be expected to provide the required services as outlined in this proposal.

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16. Ex parte Contact – Proposer shall not contact any other county officials other than those referenced in this RFP or in accordance with the procedure outlined herein. Any proposer that violates the foregoing provision may be disqualified from consideration. Proposals shall be based solely on information provided in the RFP and any addenda thereto.

17. Minimum Qualifications - The County will not consider any proposals that do not meet the minimum qualifications defined in the specifications.

18. Standard Assurances - By submitting this proposal, the proposer agrees to comply with all of the Standard Assurances that may be attached.

19. Cancellation - (A) Broome County reserves the right to cancel the contract if the bidder fails to fully comply with all insurance requirements at any time. or (B) Broome County reserves the right to cancel the contract in the event the bidder fails to take adequate corrective action within fifteen (15) days after receiving notice of default in any of the obligations under the contract; including, but not limited to, the failure to deliver on specified delivery date(s) or the delivery of non-conforming goods or services. In the event of a default and cancellation of the contract, the bidder shall be responsible for payment to Broome County of a sum equal to the additional contract costs to the County. The user Broome County Department head will communicate with the vendor/contractor's management office to resolve problems throughout the contract term.

Cancellation Due to Non-Appropriation of Funds/Leases - Broome County reserves the right to cancel the contract in the event that the County Legislature, during the enactment of the County Budget, fails or declines to appropriate money for the continuation of the funds/lease(s).

20. Term of Contract – The term of contract shall commence upon approval by the Broome County Legislature, notification of award, mutual execution of an agreement, and receipt of a satisfactory certificate of insurance.

Renewal will be at the sole discretion of Broome County. It is Broome County’s intention to contract for an initial 9-month term with the potential of four (4) optional one (1) year renewals under the same terms and conditions with the potential to negotiate a mutually agreeable equitable adjustment in price.

21. Legal Compliance – Each proposer is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction.

22. Proposer’s Insurance – The contractor must provide and maintain in force at all times during the term of the services contemplated herein insurance as described in the attached contract insurance specifications.

Appropriate evidence of such coverage, other than any required endorsements, is to be submitted as part of the proposal and included in the Appendix. The successful proposer will have twenty (20) days from the date of the notice of award to supply proof of application for any necessary policy endorsements.

23. Auditable Records – The successful contractor shall maintain such accounts and records in connection with its performance of services for the County as may reasonably be required by the County. The contractor shall, at any reasonable time during the term and for a period of one year following the completion of work under the contract, afford the County’s agents and auditors reasonable facilities and access for the examination and audit of its records pertaining to its performance and shall, upon request by the County, produce and exhibit all such records.

24. Non-Discrimination – The contractor shall not discriminate or permit discrimination in its operations or employment practices against any person or group on the grounds of race, color, creed, national origin, gender or handicaps and shall furnish evidence of compliance with provision when so requested by the County.

25. Contribution Statement and Gift Statement

A. Election Law Signed Statements: The county shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the

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Broome County Charter or Local Law of Broome County that the professional business entity has not made a contribution within one calendar year immediately preceding the date of the contract or agreement which exceeded the permitted thresholds set forth in article 14 of the Election Law of the State of New York.

B. Gifts Signed Statement: The county shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the Broome County Charter or Local Law of Broome County that discloses all gifts given, if any, by the bidding professional business entity to any officer or employee of the County of Broome.

26. Iranian Energy Sector Divestment

1. Contractor/Proposer hereby represents that said Contractor/Proposer is in compliance with New York State General Municipal Law Section 103-g entitled “Iranian Energy Sector Divestment”, in that said Contractor/Proposer has not:

a. Provided goods or services of $20 Million or more in the energy sector of Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or

b. Acted as a financial institution and extended $20 Million or more in credit to another person for forty-five days or more, if that person’s intent was to use the credit to provide goods or ser-vices in the energy sector in Iran.

2. Any Contractor/Proposer who has undertaken any of the above and is identified on a list created pursuant to Section 165-a (3)(b) of the New York State Finance Law as a person engaging in investment activities in Iran, shall not be deemed a responsible bidder pursuant to Section 103 of the New York State General Municipal Law.

3. Except as otherwise specifically provided herein, every Contractor/Proposer submitting a bid/proposal in response to this Request for Bids/Request for Proposals must certify and affirm the following under penalties of perjury:

a. “By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief, that each bidder is not on the list created pursuant to NYS Finance Law Section 165-a (3)(b).”

Broome County will accept this statement electronically in accordance with the provisions of Section 103 of the General Municipal Law.

4. Except as otherwise specifically provided herein, any Bid/Proposal that is submitted without having complied with subdivision (a) above, shall not be considered for award. In any case where the Bidder/Proposer cannot make the certification as set forth in subdivision (a) above, the Bidder/Proposer shall so state and shall furnish with the bid a signed statement setting forth in detail the reasons therefore.

The County reserves its rights, in accordance with General Municipal Law Section 103-g to award the Bid/Proposal to any Bidder/Proposer who cannot make the certification, on a case-by-case basis under the following circumstances:

a. The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

b. The County of Broome has made a determination that the goods or services are necessary for the County to perform its functions and that, absent such an exemption, the County of Broome would be unable to obtain the goods or services for which the Bid/Proposal is offered. Such determination shall be made by the County in writing and shall be a public document.

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27. Executive Order 177 regarding Anti-Discriminatory Policies and Practices

The New York State Human Rights Law, Article 15 of the Executive Law, prohibits discrimination and harassment based on age, race, creed, color, national origin, sex, pregnancy or pregnancy-related conditions, sexual orientation, gender identity, disability, marital status, familial status, domestic violence victim status, prior arrest or conviction record, military status or predisposing genetic characteristics.

The Human Rights Law may also require reasonable accommodation for persons with disabilities and pregnancy-related conditions. A reasonable accommodation is an adjustment to a job or work environment that enables a person with a disability to perform the essential functions of a job in a reasonable manner. The Human Rights Law may also require reasonable accommodation in employment on the basis of Sabbath observance or religious practices.

Generally, the Human Rights Law applies to:

• all employers of four or more people, employment agencies, labor organizations and apprenticeship training programs in all instances of discrimination or harassment;

• employers with fewer than four employees in all cases involving sexual harassment; and,

• any employer of domestic workers in cases involving sexual harassment or harassment based on gender, race, religion or national origin.

In accordance with Executive Order No. 177, the Bidder hereby certifies that it does not have institutional policies or practices that fail to address the harassment and discrimination of individuals on the basis of their age, race, creed, color, national origin, sex, sexual orientation, gender identity, disability, marital status, military status, or other protected status under the Human Rights Law.

Executive Order No. 177 and this certification do not affect institutional policies or practices that are protected by existing law, including but not limited to the First Amendment of the United States Constitution, Article 1, Section 3 of the New York State Constitution, and Section 296(11) of the New York State Human Rights Law.

28. Required Documents - Proposals received that do not include the required documents signed and returned may be deemed non-responsive and removed from consideration to award.

ATTACHMENTS:

Insurance Requirements Proposal Specification Required Documents:

Proposal Sheet Compliance Statement Variation and Justification Sheet Non-Collusive Bidding Certificate Iranian Energy Divestment Certification Election Law Statement Gifts Statement Insurance Acknowledgment W-9 Respondent’s Check List Attachment B - Budget Summary Multi-Year Contract Budget Development Form

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Risk Management & Insurance Specifications Project Description or Contract Number

Awardee shall provide home visiting to eligible families in Broome County utilizing the HFB Signature & Child Welfare Protocol Models.

Awardee shall provide supervision of FSSs/FRSs supervisors & oversight of staff in accordance with HFB, HFNY, & HFA guidelines.

Awardee shall conduct program operations in accordance with HFB, HFNY, & HFA guidelines.

Date Issued April 16, 2025 Vendor name (“Contractor”) TBD County Department Health Carol Peeling x3909

Please read these specifications very carefully. These specifications are part of your contract with Broome County. It is advisable that you forward a copy of these specifications to your insurance agent. Broome County’s waiver of any requirement(s) set forth herein shall not constitute a waiver of any other contract provision.

Part I. General Provisions

1. The Contractor shall procure and maintain during the term of this contract, at the Contractor’s expense, the insurance policies listed in Part II with limits equal to or greater than the enumerated limits.

2. The contractor shall be solely responsible for any self-insured retention or deductible losses under each of the required policies.

3. Every required policy, including any required endorsements and any umbrella / excess policy, shall be primary insurance. Insurance carried by Broome County, its officers, or its employees, if any, shall be excess and not contributory insurance to that provided by the Contractor.

4. Every required coverage type shall be “occurrence basis”.

5. The Contractor may utilize umbrella/excess liability coverage to achieve the limits required hereunder;

such coverage must be at least as broad as the primary coverage (follow form).

6. All insurance certificates must be approved by the Office of Risk & Insurance Management. See section II for specific requirements regarding insurance proof.

7. The County reserves its right to request certified copies of any policy or endorsement thereto.

8. All insurance shall be provided by insurance carriers licensed & admitted to do business in the State of New York and must be rated “A−:VII” or better by A.M. Best (Current Rate Guide).

9. If the Contractor fails to procure and maintain the required coverage(s) and minimum limits such failure shall constitute a material breach of contract, whereupon Broome County may exercise any rights it has in law or equity, including but not limited to the following:

(a) immediate termination of the contract;

(b) withholding any / all payment(s) due under this contract or any other contract it has with the vendor (common law set-off); OR

(c) procuring or renewing any required coverage(s) or any extended reporting period thereto and paying any premiums in connection therewith. All monies so paid by Broome County shall be repaid upon demand, or at the County’s option, may be offset against any monies due to the Contractor.

10. Neither Party shall permit a subcontractor to enter upon or continue the performance of this Agreement unless such subcontractor is and remains insured in accordance with the requirements listed hereunder. Any such subcontracting Party shall indemnify the other Party for any loss suffered by the non-subcontracting Party for the failure of any subcontractor to so insured. The indemnity shall survive expiration or termination of the Agreement.

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Part II. Required Insurance – Minimum coverage types and amounts.

Coverage Type Minimum Limits Commercial General Liability (CGL) including:

Products & completed operations shall not be excluded.

Broome County shall be named additional insured. The additional insured endorsement for the insurance shall not contain any exclusion for bodily injury or property damage arising from completed operations.

Proof of additional insured coverage shall be evidenced through a carrier issued endorsement. (ISO CG 20 10 11 85 or equivalent)

$1,000,000 / $2,000,000 Per occurrence / minimum annual aggregate limit

Automobile Liability (Comprehensive Form) Must cover owned, non-owned and hired vehicles

$1,000,000 Combined Single Limit

Workers’ Compensation and Employer’s Liability See #2 If you have no employees (sole proprietor) you may provide an affidavit of exemption. (CE-200) if the box to the left is checked

Statutory amount / $100,000

Disability Insurance See #3 If you have no employees (sole proprietor) you may provide an affidavit of exemption. (CE-200) if the box to the left is checked

Statutory limits

Professional Liability

• “Claims made” coverage must be maintained continuously for a minimum of two (2) years after contract termination.

• Shall not contain restrictions for:

Contractual Liability Express warranties or guaranties Personal injury

Proof of additional insured coverage shall be evidenced through a carrier issued endorsement.

$1,000,000 / $3,000,000 Per occurrence / minimum Annual aggregate limit

1. The certificate face shall:

indicate coverage(s) (other than Workers’ Compensation & Disability) & minimum amounts required in part II.1 provide that the coverage(s) shall not be cancelled, terminated, or materially changed

(including an insurance limits reduction) unless thirty (30) days prior written notice has been given to the County Office of Risk & Insurance Management.

Disclose all policy exclusions Disclose the amount of self-insured retention or deductibles.

Show Products & completed operation

2. Proof of Workers’ Compensation Coverage must be provided on NYS issued WCB form C-105.2 or U-26.3. Exemption should be provided on CE-200

3. Proof of Disability Coverage must be provided on NYS issued WCB form DB-120.1 or DB820/829 or DB-155. Exemption should be provided on CE-200

4. The Additional Insured & Certificate Holder should read:

County of Broome Attn: Office of Risk & Insurance Management PO Box 1766 Binghamton, NY 13902-1766

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Part III Defense and Indemnification

The following provisions concerning indemnification shall not be construed to indemnify the County for damages arising from bodily injury to persons or property contributed to, caused by or resulting from the sole negligence of the County or its employees.

The Contractor agrees to indemnify and hold the County of Broome and any officer, employee and/or agent thereof free and harmless from any and all losse(s), penalty(ies), damages, settlement(s), cost(s), charge(s), professional fee(s) or other expense(s) or liability(ies) of every kind arising from or relating to any and all claim(s), lien(s), demand(s), obligation(s), action(s), proceedings or causes of action of any kind in connection with, or arising directly or indirectly from the negligent error(s) and/or omission(s) and/or act(s) of the Contractor (including Contractor’s employees, agents or and/or subcontractors) in the performance of this agreement.

Without limiting the generality of the preceding paragraphs, the following shall be included in the indemnity hereunder: any and all such claims, etc., relating to personal injury, death, damage to property, or any actual or alleged violation of any applicable statute (including specifically but not limited to New York State Labor Law §§ 200; 202; 240 & 241), ordinance, administrative order, executive order, rule or regulation, or decree of any court of competent jurisdiction in connection with, or arising directly or indirectly from, errors and/or negligent acts by the Contractor, as aforesaid,.

Part IV Safety

Broome County specifically reserves the right to suspend or terminate all work under this contract whenever Contractor and/or contractor’s employees or subcontractors are proceeding in a manner that threatens the life, health, or safety of any of contractor’s employees, subcontractor’s employees, county employees or member(s) of the general public on county property. This reservation of rights by Broome County in no way obligates Broome County to inspect the safety practices of the Contractor.

If Broome County exercises its rights pursuant to this part, the contractor shall be given three days to cure the defect, unless Broome County, in its sole and absolute discretion, determines that the service cannot be suspended for three days due to Broome County’s legal obligation to continuously provide contractor’s service to the public or Broome County’s immediate need for completion of the Contractor’s work. In such case, Contractor shall immediately cure the defect.

If the Contractor fails to cure the identified defect(s), Broome County shall have the right to immediately terminate this contract. In the event Broome County terminates this contract, any payments for work completed by the Contractor shall be reduced by the costs incurred by Broome County in re-bidding the work and /or by the increase in cost that results from using a different vendor.

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Healthy Families Broome County Home Visiting Program

I. Overview

Preventing adverse childhood experiences (ACEs) has positive life-long and generational impacts on health and wellness. ACEs are linked to chronic health problems, mental illness, and substance misuse in adulthood. ACEs can negatively impact education and job opportunities. Creating and sustaining safe, stable, nurturing relationships and environments for all children can prevent ACEs and help children reach their full health and life potential.

One way to support families and ensure a strong start for children is by offering voluntary evidenced based early childhood home visiting programs.

In 1972, Prevent Child Abuse America (PCA) was started by leaders who wanted to help end child abuse and neglect in their communities. In 1992, PCA launched their signature prevention program, Healthy Families America (HFA) home visiting program. HFA provides advocacy, the HFA Best Practice Standards, training, and accreditation for nearly

600 affiliates in 38 states, the District of Columbia, and US territories. HFA seeks to improve the health and well - being of infants and children through home-based services delivered by non-profit organizations in local communities. Healthy Families New York

(HFNY) was established in 1995 by New York State Office of Children and Family Services

(OCFS). Through a competitive and non-competitive grant process OCFS funds are provided locally to approximately 53 non-profit organizations that administer HFNY programs across

NYS. HFNY collaborates with Prevent Child Abuse New York (PCANY), Inc. for quality assurance, training, and staff development. HFNY also collaborates with the Center for

Human Services Research of the State University of New York at Albany for data collection, research, and evaluation to ensure evidenced-based services are provided to families.

Locally, the HFNY program, Healthy Families Broome (HFB) program was established in Broome County in 2001. The HFB program follows policies, guidelines, and the best practice standards of HFNY and HFA to ensure model fidelity. The Broome County Health

Department is lead agency for the HFB program for the funding period of October 1, 2025, through June 30, 2030.

II. Work Focus

Home visiting programs positively change the lives of children and their families. Research shows Healthy Families New York (HFNY) is effective for many families, from first time teen parents to parent/s with one or more children. Studies show that families that participated in HFNY have improved birth outcomes, prevents child abuse and neglect, promotes success in school, supports positive parenting, and saves money (due to positive and preventive outcomes).

The HFB subcontractor will focus on the well-being and safety of children, focusing on early child relational health-partnering with eligible families to help their child(ren) thrive. The HFB subcontractor will offer voluntary home visiting services to expectant parents or families with a child up to 3 months of age or 24 months of age when referred by Child Welfare

(Child Protective Services, Foster Care, or Preventative Services). Voluntary services are offered up to the target child’s turning five years old utilizing HFNY approved curricula. The subcontractor will adhere to HFNY polices and HFA Best Practice Standards.

The HFB subcontractor will employ a 9.4 FTE Family Resource Specialist (FRS)/Family

Support Specialists (FSS) who will be trained by PCANY to administer a Family Resilience for Opportunities for Growth (FROG) Scale with expectant, new parents with a child(ren)

RFP-2025-044 Healthy Families Broome County Home Visiting Program 9 under 3 months of age, and to parents with children under 24 months of age referred by

Child Welfare. The FRS/FSS utilizes the FROG Scale to learn about family strengths and needs that affects the family and setting the stage for the supportive, meaningful relationship as part of the Healthy Families program. After conducting the FROG Scale, the FRS/FSS offers personalized resources and referral information to the family based on the family’s goals and needs. The FRS/FSS team will also participate in community outreach to increase awareness and referrals to the HFB program.

The FRS/FSS will also be trained by PCANY in their FSS role. FSSs will work with families identified by the FRS/FSS offering home visiting and support to eligible families until the child enters formal education. Home visits with families follow the HFA Best

Practice Standards of frequency based on the target child’s age, accomplishments, and needs of the families. Home visits typically are offered on a weekly basis initially and decrease over time following the HFNY and HFA Best Practice Standards. Home visits typically last one hour. The FSS supports families by:

Connecting families with medical providers for prenatal/well-baby visit and immunizations.

Providing information on prenatal care, parenting, infant and child development and child health utilizing approved HFNY curricula.

Demonstrating activities for families to practice with their child to increase bonding and to stimulate cognitive and physical development.

Assessing the target child’s development milestones utilizing Ages and Stages

Questionnaires and Ages and Ages and Stages Social Emotional Questionnaire as well as providing referrals for early intervention if needed.

Helping families access community resources and service, such as job training, ESL classes, legal services, GED preparation classes and health care.

The subcontractor will utilize HFNY infant mental health approach that promotes parent-child attachment to achieve its mission of preventing child abuse, neglect, and other adverse childhood outcomes. HFNY strategies are relationship-based, culturally sensitive, family centered, strength-based (building on parental competencies) and grounded in the parallel process.

HFNY home visitors develop healthy relationships with families and partner with parents to support them in responding in a sensitive and nurturing manner to their children. The subcontractor will offer comprehensive support services designed to promote positive parent-child interaction, healthy child development, healthy relationships, family self- sufficiency, and connections to community resources when needed.

III. Requirements

• The subcontractor will develop and implement a state approved work plan each year in cooperation with the Broome County Health Department staff. This workplan will meet or exceed the criteria for all work plan deliverables itemized in the next section as established by the HFNY home visiting program.

• The subcontractor will collaborate with the BCHD in developing HFB polices which align with the HFNY, HFA Best Practice Standards, as well as the subcontractor’s agency policies.

• The subcontractor will provide information and agency policy and documentation needs for the HFB Site Self-Assessment in preparation for HFA accreditation. The subcontractor will participate in required HFA accreditation activities as well.

• The subcontractor will use the Healthy Families Broome an Affiliate of Healthy RFP-2025-044 Healthy Families Broome County Home Visiting Program 10

Families America logo on promotional materials and other documents and images shared publicly per the HFA Best Practice Standards.

• If requested by the contractor, the subcontractor will attend the HFNY

Statewide Leadership Meetings or HFNY Regional Meetings and report out to the contractor.

• The subcontractor will data enter HFNY required data in the HFNY Management Information System (MIS). The subcontractor will ensure all data is entered and approved regularly. All data from the prior month will be data entered and approved by the 5th of each month. If the 5th falls on a Sunday, data will be entered and approved by COB on the 6th.

• The subcontractor will report to and take direction from BCHD staff.

• The subcontractor will be required to participate in developing and implementing program evaluation activities as directed by HFNY Central Administration Partners, which is comprised of NYS OCFS, Prevent Child Abuse New York (PCANY), and Center for Human Services Research (CHSR).

• The subcontractor will be required to collaborate with the contractor in writing and providing program information for quarterly reports, Annual Service

Reviews, quality assurance visits, continuous quality improvement plans and program improvement plans.

• Monthly claims and supporting documentation for the previous month will be provided to the Brome County Health Department by the 24th each month except for the final June claim. The final June claim which will be provided to the Broome County Health Department by July 12, or a determined date set forth by the Broome County Health Department staff and m u s t include all expenses for the previous grant term 10/01/25-07/30/26 and then annually for the period between 07/01-06/30.

• The subcontractor will submit a Vendor Responsibility Questionnaire with the

Office of New York State Comptroller.

• The subcontractor, if applicable agrees to obtain a not-for profit status, a federal identification number, and a charities registration number (or a declaration of exemption). The subcontractor will remain in compliance with the NYS Office of Attorney General registration requirements throughout the term.

• The subcontractor will provide the BCHD with their Certificate of Insurance Coverage, Disability and Paid Family Leave Benefits. The subcontractor will provide the contractor documentation indicating Compliance with Workers’ Compensation

Law, documentation of insurance requirements set forth by the BCHD.

• The subcontractors’ team will meet with contractors’ team at a minimum of quarterly.

• The subcontractor will purchase and use HFNY approved curricula with families and follow guidelines for training required for curricula.

• The BCHD program manager and subcontracted supervisors will regularly meet on a weekly basis. Discussions will include but are not limited to program updates, staffing, trainings, capacity, program improvement plans.

• The subcontractor will abide by the NYS OCFS specified spending requirements.

This includes but is not limited to spending 30% of non-discretionary approved funds with a New York State Certified Minority and Women-Owned Business Enterprise

(MWBEs) annually. This also includes spending 6% or the specified grantor amount of non- discretionary funds with a New York State Certified Service-Disabled

Veterans’ Owned Business (SDV0B) annually.

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• The subcontractor is required to implement services in compliance with applicable State and Federal law.

• The subcontractor will comply with record retention requirements.

• Subcontractor’s administrative costs will be less than 15% of the subcontractor’s award.

• The subcontractor will perform work in accordance with the terms of the Master Contract with NYS OCFS, nothing contained in the subcontract shall impair the rights of the State under the Master Contract and that nothing contained in the subcontract, nor under the Master Contract, shall be deemed to create any contractual relationship between the subcontractor and the State. The subcontractor must abide by any other provisions which are set forth by NYS OCFS.

IV. Work Plan Deliverables

A. Outreach and community partnerships program:

The subcontractor funded under this RFP will work to promote the Healthy Families

Broome program and the HFNY program goals to the community. The HFNY program goals are:

• Support positive parent-child bonding and relationships.

• Promote optimal child and family health, development, and safety.

• Enhance family self-sufficiency.

• Prevent child abuse and neglect.

All staff on the project will inform families and local community members about the program at every opportunity. Staff will promote the HFB program and build community partnerships with individual families, during meetings, and community outreach events. Outreach initiatives and outcomes will be shared with the BCHD to be documented in the quarterly and Annual

Service Review reports. Increased awareness of the program services and home visiting will positively impact the programs capacity. Healthy Families New York requires funded programs to have a minimum of 85% families enrolled in the program.

B. Family Resilience and Opportunities for Growth (FROG) Scale Visit:

The FRS/FSS staff have an invaluable role in promoting the HFB program and contacting community agencies to increase awareness about the program and provide referrals. The FRS/

FSS staff are often the families’ first introduction to the program. FRS/FSS staff quickly build rapport with the family and offer them the FROG Scale Visit. FRS/FSS staff strive to include dads in this visit. The FRS/FSS staff use rapport building, active listening, reflection, reflective strategies, and strength identifying questions throughout their interactions with the family.

The FRS/FSS is integral in providing the family personalized resources and referral information to support the family with their goals and needs. When possible, the FRS/FSS who will work with the family long-term will complete the FROG scale visit. When this is not possible the goal will be for the staff person who will be assigned the family to attend the

FROG Scale visit. If both staff are not able to attend the visit, the FRS/FSS who conducts the FROG scale visit will provide the families information to their FRS/FSS colleague.

HFNY Contract Performance Indicators requires 50% of families enrolled in each performance period to be enrolled prenatally.

C. Home Visiting and Quarterly Performance Targets:

The FRS/FSS staff will provide direct long-term home visiting services up to 143 eligible enrolled families at any given time. Qualifications and staffing must be consistent with

HFA and HFNY requirement. The number of staff should be adequate to carry out the initiative.

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The FRS/FSS team works to outreach and enroll eligible and interested families in the program, with an emphasis on including dads. The FRS/FSS team builds rapport with families and actively engages them in the program, tailoring the program to the family based on their interests, goals, and needs. The FRS/FSS team will utilize HFNY approved curricula. The F RS / FSS team will align their work with the HFNY goals of supporting

Parent-child interactions, promoting optimal child and family health and development, and enhancing self-sufficiency. The FRS/FSS team will use HFA Cues, Holding, Expression, Empathy, Rhythm and Reciprocity, and Smiles (CHEERS) and the HFA Reflective

Strategies to support and address parent child interaction and bonding based on observations.

The FRS/FSS documents CHEERS and the reflective strategies in the HFNY MIS. The

FRS/FSS will use the CHEERS Check-In which is an observational rating scale for parent child interaction, based on the CHEERS observation. The observations will be discussed with families and during supervision for staff to fully support families in their parenting role.

During home visits the FRS/FSS will discuss health and development, parent child interactions, and family life course plans. The FRS/FSS supports the family in achieving the family’s goals outline on their family goal plans. This work will be structured around

HFNY’s Quarterly Performance targets. The subcontractor will strive to meet or exceed the

HFNY quarterly performance targets. See HFNY Performance Targets and Performance

Indicators 2025 document for details.

D. Supervision

The subcontractor will provide qualified FRS/FSS Supervisors to provide professional supervision of the home visiting staff in accordance the HFNY and HFA model requirements. The supervisors will provide staff with a minimum of 1.5 hours to 2 hours of supervision a week (Refer to HFA model requirements for weekly supervision for staff that is less than .75 FTE on the project.) Supervisors provide staff with administrative, reflective, and clinical supervision. Supervisors support staff in their work to develop realistic and effective plans for empowering families to meet their goals, understand why a family may have challenges with progress and how to work with the family more effectively.

Supervisors listen to staff express their concerns and celebrate successes. Supervisors use reflection and reflective strategies to support staff.

Supervisors are available to staff on a regular basis. See HFNY/HFA requirements for more details regarding supervisor’s role.

The subcontractor will appoint a staff person to provide regular, ongoing supervision of the

FRS/FSS supervisors to oversee the quality of their work and provide them with skill development and professional support. They will receive supervision based on model requirements and adherence to home visiting standards for HFA and HFNY as well as model fidelity will be assured.

E. Training

The organization funded for the project will adhere to HFNY and HFA training requirements. Staff will attend PCANY Core training for specified roles. Staff will also utilize the HFNY Transfer of Learning, the HFA Community, and the Human Services

Learning Center for required trainings. The subcontractor will also abide by HFNYs training requirements for orientation, shadowing, 3-month, 6-month, 12 month and wrap around training to ensure staff have the required training prior to their work with families and annually.

F. Signature and Child Welfare Protocol Models:

The subcontractor will administer the HFNY Signature Model along with the Child Welfare

Protocol (CWP) Model. The Signature Model is the traditional model enrolling eligible families

RFP-2025-044 Healthy Families Broome County Home Visiting Program 13 prior to the target child turning 3 months of age. The CWP allows the program to offer and enroll families with children up to 24 months of age when referred by Child Protective

Services and Families Services (Foster Care or Preventative). This requires staff to take additional training which includes but is not limited to the Child Welfare Overview, Motivational Interview Training, and supervisors attending the required advanced and reflective supervision sessions offered by PCANY. Subcontracted staff will also participate in monthly reflective consultation groups initially lead by the NYS Association of Infant

Mental Health (NYS-AIMH). The subcontractor will develop a plan with the contractor on providing staff certified by NYS-AIMH to offer the monthly reflective consultation groups in-house.

G. Performance Indicators:

Currently, HFNY measures 16 contract performance indicators for each HFNY funded program biannually. The HFNY Contract Performance Indicators offers programs an opportunity to celebrate program achievements as well as develop plans for improvement in identified indicators. Each HFNY program has the opportunity to reflect on their work locally and compare with statewide averages. The HFNY Contract Performance Indicators are vital in demonstrating the program deliverables, adhering to HFNY policies and HFA Best

Practice Standards. HFNY may link Contract Performance Indicators achievement to funding of local Programs. The organization funded for this work will strive to meet or exceed the

HFNY Contract Performance Indicators biannually in conjunction with the Broome County

Health Department Staff. See the HFNY See HFNY Performance Targets and

Performance Indicators 2025 document for details.

H. Continuous Quality Improvement (CQI):

It is the spirit of HFNY and HFA to pay close attention to CQI to ensure families are receiving the best services as well as HFA and HFNY model fidelity. HFNY maintains the

Management Information System (MIS) to assist in CQI and to assist in achieving the HFNY

22 performance targets and the 16 HFNY Contract Performance Indicators. The subcontractor will adhere to HFNY and HFA Best Practice Standards for CQI. The organization will also obtain informed consent from participating families and partner along with BCHD in providing information to NYSOCFS, PCANY, Center for Human Services

Research University at Albany, and Healthy Families America in this work.

V. Completing the Application

The applicant must address each of the questions listed below in the order which they appear.

The application must be single spaced using a normal 12-point font. The value assigned to each section is an indication of the relative weight that will be given when scoring your application. An office of the applicant/organization must be located in Broome County due to the nature of the home visiting services provided in Broome County.

A. Application

Content Section 1-

Executive Summary

One-page limit (5 points)

This is a brief overall summary of the entire proposal.

Describe the components of the application including organizational experience and capacity, HFNY activities proposed, results to be accomplished, anticipated impacts on enrolled families and staffing of the program.

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Section 2- Organizational Experience and Capacity

Seven-page limit (30 points)

This section describes the experience, expertise, and capacity of the applicant to coordinate with the BCHD and implement the HFNY evidence-based model along with integrating home visiting services into a comprehensive, coordinated system.

1. Briefly describer your agency, its mission, programs, and capacity, and how those are aligned with the goals of the HFNY model. Describe any organization history of providing services to improve the health and well-being of families with children prenatally up to kindergarten. Include evidence of ongoing collaboration with other community health and human services providers, social services agencies, home visiting programs, and community-based organizations.

2. Describe your agency’s experience implementing home visiting services including experience with the HFNY model. Identify populations targeted, numbers reached, and accomplishments in work with eligible families with infants and children. Include the number of years your agency has in providing home visiting services.

3. Describe the applicant’s capability and resources to ensure timely start-up of October 1, 2025, and implementation of the proposed project including implementation of CWP.

4. How will the agency ensure programmatic accountability? Describe the ability of the agency to manage budgets and submit monthly vouchers to expend grant funds for appropriate budget lines and justification.