RFQ 25-00001 for CPSE Svcs.pdf

RFQ for Committee on Preschool Special Education Consultant Services RFQ No. 25/00001 Rev. 2/15/25; Law No. 25-HS-1202 Commodity Code: 948 Suffolk County Department of Health Services Advertised: 04/17/2025

Request for Qualifications (RFQ) to provide Committee on Preschool Special Education Consultant Services for the Suffolk County Department of Health Services’ Division of Services for Children with Special Needs

Timeline

Technical Questions Due: Will be accepted in writing (email acceptable) on a rolling basis until 3:30pm on December 31, 2029. The Department of Health Services anticipates issuing addendums as necessary to respond to such questions

Response Due Date: Responses will be accepted and reviewed and Contractors selected on a rolling basis starting April 17, 2025 through 3:30pm on January 31, 2030.

Contact Information

Elyse Holts Direct Tel. (631) 854-0117 Department of Health Services Fax: (631) 854-0116 3500 Sunrise Highway, Suite 124 Email: elyse.holts@suffolkcountyny.gov PO Box 9006 Great River, NY 11739-9006

Response Package Requirements

• Submissions to be sent to Suffolk County Department of Health Services

• Number of Copies: Original plus two (2) copies

• The RFQ No. (located on upper right hand corner of this page) must be on:

o All outer mailing envelopes/package o Original Response and all copies on the binder/cover page

• Original must be labeled “ORIGINAL”

• All copies must be complete copies of the Original

• Responses should be submitted tabbed and labeled, not permanently bound.

• Transmittal letter should be placed in First Tab of Binder.

• Do NOT return RFQ document. This is for you to keep for reference.

Table of Contents

Section I Administrative Information

1. Purpose of RFQ

2. Coordination

3. Background Information

4. Evaluation Committee and Award of Contract

5. Questions and Comments

6. Due Date for Responses

7. Number of Copies of Response

8. RFQ Policies and Procedures

9. RFQ Posted on County Websites

10. Reservation of Rights

11. Response Format

12. Contract Terms and Conditions

13. Use of County Resources to Interfere with Collective Bargaining Activities

Local Law No. 26-2003

14. Non-Responsible Bidder

15. NYS Freedom of Information Law (FOIL)

Section II Responder Profile

1. General Information

2. Responders’ History

3. Qualifications and Experience of Personnel

4. Indebtedness to County, Liens, and Litigation

5. Other Contracts with the County

6. Subcontractors

Section III Technical Services Requirements

1. RFQ for Committee on Preschool Special Education Consultant Services

2. Background Information and Overview

3. Minimum Response Requirements

4. Services Covered by this RFQ

5. Minimum Qualifications

6. Multiple Contractors

7. Contract Term

Section IV Compensation

Section V Model Contract

Section I Administrative Information

1. Purpose of RFQ

The County of Suffolk (“County”), on behalf of Suffolk County Department of Health Services (“Department”) invites responses (“Responses”) from qualified responders (“Responders”) for Committee on Preschool Special Education (“CPSE”) Consultant Services (“Services”), as described in Section III, entitled “Technical Services Requirements”.

The term Contractor (“Contractor”) shall mean the successful Responder(s) who may be awarded a contract pursuant to this RFQ.

2. Coordination

a. The Department is responsible for coordinating the issuance of this RFQ. The name of the Department’s primary contact for this RFQ is set forth on page one of this RFQ.

b. The Department is responsible for coordinating with the Suffolk County Attorney’s Office and Contractor regarding the negotiation and execution of the contract.

c. The County will execute a contract with the Contractor(s) based on the Model Contract included in this RFQ. Note that the Model Contract is subject to negotiation and revision based on the Department’s needs and the approval of the County Attorney’s Office.

d. The Department is responsible for administration of the contract.

3. Background Information

a. Suffolk County, with a population of 1.5 million, is Long Island’s eastern-most County. The County covers an area of approximately 900 square miles, 20 miles at its widest part and approximately 86 miles in length.

b. The County of Suffolk is a municipal corporation of the State of New York with an annual operating budget of approximately $3.9 billion. The County employs approximately 9,000 employees, with main offices located in Hauppauge, Yaphank, Riverhead, and several smaller locations.

4. Evaluation Committee and Award of Contract

The RFQ Evaluation Committee will include representatives of the Department. The Suffolk County Department of Law acts as counsel to the Evaluation Committee, but does not vote in the selection process.

The award of any contract will be made in the best interest of the County.

5. Questions and Comments

a. Administrative Questions

Administrative questions (e.g. procedural questions on how to respond to this RFQ) may be submitted by telephone or in writing (e-mail acceptable) to the contact person listed on page one of this RFQ.

b. Technical Questions

Technical questions (questions which are specific to the service requested in this RFQ) must be submitted in writing (email acceptable) on or before the date set forth on page one of this RFQ, to the attention of the contact person listed on page one of this RFQ. Responses to such technical questions will be developed by the Department and issued in the form of an Addendum to this RFQ.

c. No Direct Contact

No questions or comments should be directed to any County employee or any firm currently in contract with the County regarding this RFQ during the RFQ process, except as set forth in sub-paragraphs 5.a and 5.b above or as may be requested or permitted by the Department and/or the Suffolk County Department of Law. Failure to comply may result in disqualification.

6. Due Date for Responses

a. Responses must be submitted to the attention of the contact person listed on page one, by the date set forth on page one of this RFQ.

b. In the interest of fairness to all participants, no extensions or exceptions will be permitted, unless issued as an Addendum to this RFQ and applicable to all Responders, except that the Department, in its sole discretion, may thereafter solicit and accept responses from additional professionals as needed.

7. Number of Copies of Response

One (1) original, plus such additional numbers of copies as set forth on page one of this RFQ of responses to each of the following:

a. Responder Profile Requirement (Section II of RFQ); and

b. Technical Services Requirements (Section III of the RFQ).

Do not submit Responses that are permanently bound.

8. RFQ Policies and Procedures

a. It is the County’s intent to select those qualified Responder(s) who shall satisfy the needs of the Department.

b. The contract will be in the general format set forth in Section V entitled “Model Contract,”

c. The County reserves the right to amend this RFQ. The County reserves the right to reject any or all of the Responses, or any part thereof, submitted in response to this RFQ, and reserves the right to waive formalities if such action is deemed to be in the best interest of the County. The County reserves the right to request additional information from any Responder. The County reserves the right to award negotiated contracts to one or more Responders.

d. This RFQ is not intended and shall not be construed to commit the County to pay any costs incurred in connection with any Response or to procure or contract for any services.

e. The decision to award a contract shall be based on the ability of the Responder to provide quality and needed services and to comply with all applicable laws, rules, and regulations.

f. The award of any contract will be made as judged to be in the best interest of the County.

g. Each Response will be examined to determine whether it is responsive to the requirements of this RFQ. All Responses will be evaluated in accordance with the above criteria.

h. While the County is under no obligation to contact Responders for clarifications, it reserves the right to do so. Depending on the number and quality of the Responses submitted, the County, at the sole discretion of the Evaluation Committee, may elect to interview all or some of the Responders during the selection process and to request presentations.

i. RFQ Section II entitled “Responder Profile” will be used in the Department’s evaluation of the Responder’s general qualifications.

9. RFQ Posted On County Websites

This RFQ is available on-line at: www.suffolkcountyny.gov: click on “Business and Commercial” and then “Bids and Proposals” and follow the instructions to register and download the documents. By registering on-line, you will automatically be notified of all future addendums. If you should need assistance, please contact the Department’s primary contact set forth on page one of this RFQ.

10. Reservation of Rights The County expressly reserves the right to:

a. Reject or cancel any or all responses or any part thereof submitted in response to this RFQ;

b. Withdraw the RFQ at any time, at the County’s sole discretion;

c. Disqualify any Responder whose conduct and/or Response fails to conform to the requirements of the RFQ;

d. Use Response information obtained through site visits, management interviews, and the County’s investigation of a Responder’s qualifications, experience, ability or financial standing, and any material or information submitted by the Responder in response to the County request for clarifying information in the course of evaluation and/or selection under this RFQ;

e. Prior to Proposal opening, amend the RFQ specifications to correct errors, or oversights, or to supply additional information as shall become available;

f. Prior to Proposal opening, direct Responders to submit Response modifications addressing subsequent RFQ amendments;

g. Change any of the dates concerning the RFQ award schedule;

h. Eliminate any mandatory, not-material specification that cannot be complied with by all of the prospective Responders;

i. Waive any requirements that are not material;

j. Award negotiated contracts to one or more Responders;

k. Negotiate with the successful Responder(s) within the scope of the RFQ, in the best interest of the County;

l. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a Response and/or to determine a Responder’s compliance with the requirements of the RFQ.

11. Response Format

Responses must include the following:

a. Transmittal Letter (one original plus number of copies listed on page one) A transmittal letter is a letter on the Responder’s stationery. A corporate officer or an authorized agent of the Responder must sign the transmittal letter. The transmittal letter must state the name of the contact person who will be responsible for answering all questions of the RFQ Evaluation Committee. Include the telephone number, fax number, and email address for such contact person.

b. Local Preference Law

Local Preference Law - Section A4-13 of the Suffolk County Administrative Code establishes a preference program for Suffolk County consulting contracts. This preference program requires all contracts for professional consulting services (engineering, architectural, planning, legal, and accounting, etc.) to be awarded to firms located and doing business within Suffolk or Nassau County, except where no local consultant has the necessary expertise or credentials to provide the needed service, or where the local consultant's response to a Request for Proposals (RFP) exceeds the otherwise lowest response by more than 10%. The local law contains specific definitions and http://www.suffolkcountyny.gov/ language relative to application of this law which interested parties should review. The laws of Suffolk County are available free of charge at http:legis.suffolkcountyny.gov/ under the “Search the Laws of Suffolk County” tab.

If applicable, include a statement with the Proposal asserting the applicability of the Local Preference Law. The statement must include the reasons for assertion of the applicability of the Local Preference Law.

c. Responder Profile/Response to Questions set forth in the RFQ Section entitled “Responder Profile”

Responders’ responses will be used in the County’s evaluation of the Responder’s general qualifications.

d. Responder’s Proposed Technical Services to items set forth in the RFQ Section III, entitled “Technical Services Requirements” This section will be used in the Department’s evaluation of the Responder’s proposed technical services.

e. List (if applicable) of Subcontractors

i. Identify all subcontractors the Responder plans to use and the function for which such subcontractors will be responsible. Provide qualifications, including prior relevant experience, for all subcontractors anticipated to be used.

ii. Subcontractors must respond to all questions set forth in the RFQ section entitled “Responder Profile.”

iii. Subcontractors must respond to all requirements, to the extent such requirements are applicable to the services they will be providing, set forth in the RFQ Section entitled “Technical Services Requirements.”

iv. Failure to include this information in the Qualification may be grounds for disqualification.

f. Conflict of Interest and/or Potential Conflicts of Interest

i. Relationships with Third Parties

Any Responder to the County is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any companies or individuals with whom the County does business with respect to the services required by this RFQ. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

ii. Relationships with County Departments/Agencies/Employees Any Responder to the County of Suffolk is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any County department, agency or employee. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

12. Contract Terms and Conditions

a. Reference is made to the Model Contract set forth in Section V. The Model Contract is included to illustrate general terms and conditions, including indemnification and insurance, which will be included in the contract when executed.

b. If the Responder has a concern or question as regards any of the terms and conditions included in the Model Contract, the Responder should note such concerns or questions in their Response. The Response must identify any items relating to the Model Contract that the Responder requests be negotiated.

http://www.co.suffolk.ny.us/

c. The Model Contract is subject to revision arising out of the terms and conditions imposed by law and/or deemed appropriate by the County Attorney’s Office.

d. Portions of the Response, as may be subsequently modified in negotiations with the County, may be included as exhibits in any contracts that the County may execute with the Responder.

e. The County will execute a contract with principal contractors only. Any arrangements, including fee arrangements, partnerships, or collaborations between the principal contractor and subcontractors that provide services as part of the Response, must be fully disclosed in the Response.

f. The Responder should not return the Model Contract with the Response.

13. Use of County Resources to Interfere with Collective Bargaining Activities

Local Law No. 26-2003

Responders are advised that the efficient, timely, and non-disruptive provision of goods and services is a paramount financial interest of the County and, as such, the County requires the potential Contractor to protect the County’s financial interest by adopting non-confrontational procedures for the orderly resolution of labor disputes, including but not limited to, neutrality agreements, majority authorization card agreements, binding arbitration agreements, fair communication agreements, nonintimidation agreements, and reasonable access agreements.

14. Non-Responsible Bidder

It shall be the duty of the Responder to read, become familiar with, and comply with the requirements of Article II of Chapter 189 of the Suffolk County Code.

The Responder certifies that it has complied with the disclosure requirements under section 189-7 of the Suffolk Code, it is in compliance with all applicable licensing laws, and that it either has not engaged in a prohibited act covered under section 189-5 of the Suffolk County Code or is otherwise exempt from the provisions of Article II of Chapter 189 of the Suffolk County Code under section 189-9.

This certification shall be set forth on the LL52-2012 Form “Disqualification of Non-Responsible Bidder.”

15. NYS Freedom of Information Law (FOIL)

All Responses for the County’s consideration will be held in confidence pending final execution of the contract(s) unless disclosure is required by law or judicial order. However, fully executed contracts are subject to the New York State Freedom of Information Law (“FOIL”), codified at Public Officers’ Law Article

6. Therefore, if a Responder believes that any information in its Response constitutes a trade secret or is otherwise information which, if disclosed, would cause substantial injury to the competitive position of the Responder’s enterprise, and the Responder wishes such information to be withheld if requested pursuant to FOIL, the Responder shall submit with its Response a separate letter addressed to the primary contact referenced in this RFQ, specifically identifying the page number(s), line(s) or other appropriate designation(s) of the Response containing such information, explaining in detail why such information is a trade secret or is other information, which if disclosed would cause substantial injury to the competitive position of the Responder’s enterprise, and formally requesting that such information be kept confidential. Failure by a Responder to submit such a letter with its Response will constitute a waiver by the Respondent of any interest in seeking exemption of this information under Article 6 of the Public Officers’ Law relating to protection of trade secrets. The proprietary nature of the information designated confidential by the Responder may be subject to disclosure if it is requested and the County deems it subject to disclosure or if ordered by a court of competent jurisdiction. A request that an entire Response be kept confidential may not be considered reasonable since a Response cannot reasonably consist of all data exempt from FOIL.

End of Text for Section I

Section II Responder Profile

1. General Information

a. Full name and address.

b. Year founded and history, as applicable.

c. Total number of employees, as applicable.

d. Location(s) from which all services will be performed, as applicable.

e. Describe the nature of your organization (e.g. municipal corporation, business corporation, not-for-profit corporation, proprietorship, etc.), as applicable.

f. Contact person and title, as applicable.

2. Responders’ History and Experience Responders must demonstrate that they have the necessary expertise to provide the required Services.

Responders must provide detailed resumes, which describe the relevant education and expertise they have in providing the required Services. Descriptions shall include, but not be limited to the following:

a. Experience involving similar services including experience related to preschool children and/or Committee on Preschool Special Education (“CPSE”) meetings. Outline your experience and duration in the provision of such similar services, including the length of time providing such services; and

b. Formal education and/or training in specific fields; and

c. Licensing and/or certification in an area of expertise such as special education, psychology, speech therapy or social work; and

3. Verification of Responders’ Qualifications

Suffolk County may make such investigations as it deems necessary to determine the ability of the Responder to perform the work. The Responder shall furnish to the County, within five (5) business days of a request, all such information and data for this purpose as may be requested. The County reserves the right to reject any Response if the information submitted by, or investigation of such Responder fails to satisfy the County that such Responder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Responses will not be accepted.

4. Indebtedness to County, Liens, and Litigation

Submit a statement as to indebtedness, if any, to the County; and a listing of all outstanding liens, if any, against the Responder. Submit a summary of all litigation, if any, against the Responder and disposition or outcome of same.

5. Other Contracts with the County

Provide a list of all contracts with the County of Suffolk within the last five years (regardless of type of service) and the time period for those services.

End of Text for Section II

Section III Technical Services Requirements

1. RFQ for Committee on Preschool Special Education Consultant Services

The County of Suffolk (“County”), acting through its duly constituted Suffolk County Department of Health Services (“Department”) invites Responses from qualified Responders interested in providing Committee on Preschool Special Education (“CPSE”) Consultant Services (“Services”), as further set forth herein.

2. Background Information and Overview

a. Department of Health Services

i. The mission of the Suffolk County Department of Health Services (“Department”) is to promote wellness and protect the public’s health and environment.

ii. The Department has a main office located at 3500 Sunrise Highway, Suite 124, Great River, New York 11739, and is comprised of seven (7) divisions and an Office of Minority Health.

The divisions include Public Health, Patient Care Services, Community Mental Hygiene Services, Environmental Quality, Preventive Medicine, Emergency Medical Services, and Services for Children with Special Needs.

iii. Through the various divisions and the Office of Minority Health, the Department delivers the following services: programs to eliminate health disparities among racial and ethnic minorities; programs to promote access to primary care services including jail medical/behavioral healthcare; public health protection and disease prevention programs;

public health emergency preparedness; comprehensive programs to protect and preserve the natural resources of Suffolk County and to protect County residents against adverse environmental factors; treatment for individuals with mental illness, developmental disabilities, and chemical dependency; early intervention, pre-school education, and children with special needs programs; health education programs, tobacco cessation classes, falls prevention programs for the elderly, and community-based projects promoting nutrition, physical activity and wellness; and oversight for the County’s emergency medical response system.

iv. The Department has a 2024 Operating Budget of over $400 million.

b. Department’s Division of Services for Children with Special Needs

i. The Department’s Division of Services for Children with Special Needs (“DSCSN”) provides educational and therapeutic services for disabled children from birth until entry into school and provides medical services for children with covered conditions from birth to twenty-one

(21) years of age through the Pre-School Program, and the Children with Special Health Care Needs Program. These programs provide related services and preschool 4410 provider and/or evaluation services.

ii. Committee on Preschool Special Education Consultant Services In accordance with Section 4410(9)(c) of the New York State Education Law, it is the option of the County to be represented at the Committee on Preschool Special Education (“CPSE”). Contractor(s) shall act as the Division’s representative on said CPSE’s.

3. Minimum Response Requirements Technical Responses must contain, at a minimum, the following information:

a. Responders must submit a fully detailed Technical Response, which addresses their abilities to meet all requirements set forth in paragraphs 4 and 5 of this RFQ Section III.

b. Responders must also include all required information listed in RFQ Sections I and II, including detailed resumes.

4. Services Covered by this RFQ Contractor(s) shall be responsible for providing the following Services, which shall include but not be limited, to the following:

a. Contractor(s) shall act as the Division’s representative and attend CPSE meetings as directed by the Division.

b. Prior to attending CPSE meetings, Contractor(s) shall review evaluation material for each child on the meeting agenda for whom the Division has received material, and when necessary, discuss the evaluation and proposed services with school district personnel and Division staff.

c. Contractor(s) shall submit written reports of the action taken at CPSE meetings, with regard to each child, within thirty (30) business days after said meeting. The report must include the final decision made by the CPSE, copies of any evaluations or other data received from service providers or others for use by the CPSE, the justification used by the CPSE in determining what services are to be provided for the child, the Contractor’s evaluation of those services, and such other information or advice as the Division may request or the Contractor may consider appropriate.

d. Contractor(s) shall attend meetings scheduled by the Division, not to exceed one (1) per month, at sites determined by the Division.

5. Minimum Qualifications

a. Contractor(s) must possess, at a minimum, license/certification by New York State in one of the following fields:

i. Special Education Teacher

ii. Psychologist

iii. Speech Pathologist

iv. Social Worker

b. Responders shall submit proof of license/certification as required in sub-paragraph a. above.

c. Contractors must maintain licenses/certification in good standing throughout the term of any Contract issued.

6. Multiple Contractors

The County reserves the right to award contracts to more than one (1) Responder deemed qualified in response to this RFQ.

7. Contract Term

The Department is seeking to enter into contracts with awarded Responders for the period of July 1, 2025 through June 30, 2030.

End of Text for Section III

Section IV Compensation

1. The County’s intent is to pay the Contractor on a fee-for-service basis as follows:

a. Contractor(s) shall be paid at the rate of $39.00 per hour for CPSE attendance and $25.00 per hour for CPSE related meetings and other CPSE related services scheduled by the Division.

b. Payment shall be made for:

i. Attendance at each assigned CPSE Meeting.

ii. Attendance at meetings scheduled by the Division

iii. Performance of other related service requested by the Division.

c. There shall be no additional compensation for time spent reviewing evaluations, preparing and writing reports, mailing documents, travel (except ferry fares approved by the Division), or other tasks not listed in subparagraph b above.

2. The County reserves the right to change this payment structure, as may be appropriate. Prior to any contract processing, Responders shall be notified of any changes and will have the option to not accept proposed changes. If Responders do not accept proposed changes to payment terms any further contract processing shall be terminated.

End of Text for Section IV

End of Text for Section IV