New York State Office of Children and Family Services (OCFS) - Division of Child Welfare and Community Services
08/21/18 4:00 PM ET Receipt
Grants to New York nonprofit organizations to promote the safety of children and prevent future deaths. Applications are being solicited for the coordination of new, or the expansion of existing, regional, and local review teams. Teams will work to promote child safety through comprehensive examinations of individual cases.
Purpose and Procurement Objectives:
The New York State Office of Children and Family Services (OCFS) is soliciting applicants to start new or expand existing local and regional Child Fatality Review Teams (CFRTs). The purpose of the CFRT is to promote safety through comprehensive, multi-disciplinary examination of the cause, manner and circumstances of a child’s death and to prevent future deaths.
An OCFS approved CFRT is authorized in accordance with SSL §422-b to review the death of any child:
-Whose care and custody or custody and guardianship has been transferred to an authorized agency (other than a vulnerable child as defined in Article 11 of the SSL),
-For whom child protection services has an open case,
-For whom the local department of social services (LDSS) has an open preventive services case, and
-Whose death has been reported to the New York Statewide Central Register of Child Abuse and Maltreatment (SCR).
-An approved CFRT may also review any suspicious, unexplained or unexpected death of any child under the age of eighteen.
An OCFS approved CFRT may exercise the same authority as OCFS regarding the preparation of a fatality report as set forth in SSL §20(5)(b) and (c). Such reports are subject to the review and approval of OCFS and the same redisclosure provisions as fatality reports prepared by OCFS.
Objectives of Child Death Review:
-Accurately identify, and uniformly and consistently report the cause and manner of every child death.
-Improve communication and linkages among local and state agencies and enhance coordination of efforts.
-Improve agency responses in the investigation of child deaths.
-Improve agency response to protect siblings and other children in the homes of deceased children.
-Improve criminal investigations and the prosecution of child homicides.
-Improve delivery of services to children, families, providers and community members.
-Identify specific barriers and system issues involved in the deaths of children.
-Identify significant risk factors and trends in child deaths.
-Identify and advocate for needed changes in legislation, policy and practices and expanded efforts in child health and safety to prevent child deaths.
-Increase public awareness and advocacy for the issues that affect the health and safety of children.
OCFS’s mission is to serve New York’s public by promoting the safety, permanency and well-being of children, families and communities. OCFS effectuates results by setting and enforcing policies and building partnerships at the federal, state, county and community levels that impact practice. OCFS funding investments assist communities to create and/or enhance the provision of quality services in the areas of: child welfare, juvenile justice, adult protective services, and services for the legally blind and visually impaired.
As required by law (SSL §20(5)), OCFS reviews fatalities of children whose care and custody or custody and guardianship has been transferred to an authorized agency (other than a vulnerable child as defined in the SSL §488), or for whom child protection services has an open case, or for whom the LDSS has an open preventive services case, and or whose death has been reported to the New York Statewide Central Register of Child Abuse and Maltreatment (SCR). For each of these categories of fatalities, OCFS issues an individual fatality report which evaluates all aspects of the local department of social services investigation. Per SSL §20(5)(b), such report shall include (i) the cause of death, whether from natural or other causes, (ii) identification of child protective or other services provided or actions taken regarding such child and his or her family, (iii) any extraordinary or pertinent information concerning the circumstances of the child’s death, (iv) whether the child or the child’s family had received assistance, care or services from the social services district prior to the child’s death, (v) any action or further investigation undertaken by the department or by the local social services district since the death of the child, and (vi) as appropriate, recommendations for local or state administrative or policy changes. Such report shall contain no information that would identify the name of the deceased child, his or her siblings, the parent or other person legally responsible for the child or any other members of the child’s household.
SSL §422-b authorizes the creation of local or regional CFRTS that have similar authority as OCFS in regard to the review of fatalities and the issuance of child fatality reports. Such CFRTs are subject to OCFS approval in accordance with SSL §422-b(1).
OCFS approved CFRTs bring together community agencies to conduct a comprehensive multi-disciplinary examination of the cause, manner and circumstances surrounding a child’s death. These reviews are done either concurrently to the investigation or retrospectively. The findings from the review can then lead to collaborative efforts to improve child safety and to reduce future fatalities.
CFRTs must be comprised of team members from the statutorily mandated (SSL §422-b(3)) agencies specified in section 3.1 of the RFA (Regional teams will have two or more designated representatives on the team; one from each required discipline of the participating counties.)
Child Fatality Review Teams:
Local Team: a team where all mandatory and permissive members are from the same geographic New York State county.
Regional Team: a team where mandatory and permissive members are from two or more neighboring New York State counties.
Offerers submitting proposals for “Group 1” (large) and “Group 2” (medium) counties identified below may submit a proposal for either a local team or a regional team. Offerers submitting a proposal for “Group 3” (small) counties may only propose a regional team.
Only one application will be accepted for a local or regional CFRT.
Funding for teams will be based on the OCFS Comparable Groups Classification (17-OCFS-LCM-07) as shown below:
Group 1 (large) counties: Albany, Erie, Monroe, Nassau, New York City (including all five boroughs), Oneida, Onondaga, Orange Suffolk and Westchester
Group 2 (medium) counties: Broome, Cattaraugus, Cayuga, Chautauqua, Chemung, Clinton, Dutchess, Fulton, Jefferson, Madison, Niagara, Ontario, Oswego, Rensselaer, Rockland, Saratoga, Schenectady, St. Lawrence, Steuben, Sullivan, Ulster, Washington and Wayne
Group 3 (small) counties: Allegany, Chenango, Columbia, Cortland, Delaware, Essex, Franklin, Genesee, Greene, Hamilton, Herkimer, Lewis, Livingston, Montgomery, Orleans, Otsego, Putman, Schoharie, Schuyler, Seneca, Tioga, Tompkins, Warren, Wyoming and Yates.
Scope of Work:
The Purpose of Child Death Review:
To conduct a comprehensive, multidisciplinary review of child deaths, to better understand how and why children die, and use the findings to take action that can prevent other deaths and improve the health and safety of children.
Each CFRT lead must:
-Conduct a CFRT meeting a minimum of once every three months (quarterly). Depending on the number of child fatalities which occur in the county/region, the CFRT may need to meet more often to conduct a child fatality case review. In addition to conducting child fatality reviews, meetings are used to develop and implement prevention strategies aimed at reducing child fatalities. (See below for additional information regarding case reviews).
-For local teams, attendance of mandatory members at every CFRT meeting is required. For regional teams, at least two representatives from each participating county must be in attendance and all the required disciplines must be represented at each meeting.
-Every member must have a designated back-up from their agency who can substitute at a meeting in their absence. Attendance by phone can be an option when a mandatory member and the designated back-up is unable to attend. If a member attends by phone, they must sign and submit a confidentiality agreement to the coordinator prior to the scheduled meeting. If there is a pattern of multiple mandatory members missing meetings, funding for the quarter may be withheld at the discretion of OCFS.
-CACs must hold their CFRT meetings separate from their MDT/CAC meetings.
-Provide team development and fatality review training as needed.
-Facilitate the review of all SSL §20(5) fatalities occurring in the county/region during the contract period. Teams may choose to review non-SSL §20(5) fatalities.
-Discuss, during each review, the investigation and the delivery of services provided to the child’s family prior to and since the fatality, identify risk factors and identify potential systemic issues.
-Identify, develop, implement and monitor prevention strategies to address risk factors and themes (All CFRTs must also implement safe sleep prevention activities).
-Identify, develop, implement and monitor action plans to address system improvements.
-Track and report the total number and type of child fatalities reviewed by category (SSL §20(5) and non-SSL §20(5)) and provide aggregate information regarding risk factors, systemic issues, themes and action plans.
-Enter the information from all fatalities reviewed into the National Child Fatality Review and Prevention system within one month of the fatality review.
-Submit quarterly and annual program and fiscal reports per OCFS requirements, including meeting minutes and attendance lists.
-Develop interagency CFRT protocols and confidentiality procedures, subject to the review and approval of OCFS, prior to case review.
-Seek review and written approval by OCFS to amend approved protocols.
Case review is a formal process by which knowledge, experience and expertise of CFRT members is shared so that: informed decisions can be made, collaborative efforts are nurtured, formal and informal communication is promoted, and mutual support is provided. Case review encourages mutual accountability and helps to determine whether all the family and surviving siblings’ needs are met sensitively, effectively and in a timely manner. Case review is also an opportunity for CFRT members to raise and discuss the complex issues surrounding child fatalities and formulate prevention activities. For this collaboration to occur, it is necessary for mandated members to attend and participate in each quarterly meeting.
-Teams may review the child fatality either concurrently, during an open CPS and/or law enforcement investigation or retrospectively, after the CPS and/or law enforcement investigation is done, but minimally within one year of notification of the child’s death.
-CFRTs may choose to prepare Individual Child Fatality Review Reports on SSL §20(5) fatalities they review. Pursuant to SSL §422(4)(A)(w), a CFRT has access to information on pending or indicated CPS reports, whether or not the CFRT is preparing a fatality report, but only has access to sealed, unfounded Child Protective Services (CPS) reports, Foster Care or any Family Assessment Response (FAR) case history where the CFRT is preparing a fatality report.
-SSL §422-b(5) states that “Members of a local or regional fatality review team, persons attending a meeting of a local or regional fatality review team, and persons who presents information to a local or regional fatality review team shall have immunity from civil and criminal liability for all reasonable and good faith actions taken pursuant to this section, and shall not be questioned in any civil or criminal proceedings regarding any opinions formed as a result of an meeting of a local or regional fatality review team. Nothing in this section shall be construed to prevent a person from testifying as to information obtained independently of a local or regional fatality review team or which is public information.”
GrantWatch ID#: 184055
Up to seven awards will be available for applicants from Group 1 counties. Up to six awards will be available for applicants from Group 2 counties.
Funding allocations will be available as follows:
-Group 1: Applicants may apply for up to $70,000 annually for a local team. Applicants from Group 1 counties can apply to lead a regional team and can request up to an additional $10,000 for each neighboring county added to the team.
-Group 2: Applicants may apply for up to $50,000 annually for a local team. Applicants from Group 2 counties can apply to lead a regional team and can request up to an additional $10,000 for each neighboring county added to the team.
-Group 3: Lead applicants from Group 3 counties can apply for up to $50,000 regardless of the number of counties represented on the team. Group 3 counties may join as a member of a regional team without being the lead applicant
The contracts awarded in response to this RFP will be for five (5) years with an anticipated start date of February 1, 2019, or upon approval by the New York State Office of the State Comptroller, whichever is later, and the anticipated end date of January 31, 2024.
Funding is anticipated to be available for the first year of the contract. The award of a multi-year contract does not guarantee that funding will be available for subsequent years.
Contractors may not begin to provide services prior to the contract start date; OCFS has no obligation to pay for services rendered prior to that time.
-Eligible offerers must be a not-for-profit organization or local government agency located in the county proposed to be served.
-For regional teams, eligible offerers must be located in one of the counties proposed to be served.
-OCFS will only contract with organizations whose governing board (board of directors) includes a minimum of three (3) members.
Required Team Membership:
Each offerer must submit documentation demonstrating that their team consists of a designated representative from each of the following statutorily mandated agencies (Regional teams will have two or more designated representatives on their regional team; one from each of the required disciplines from each of the counties on the regional team):
-LDSS Child Protective Services
-County Department of Health (or local health commissioner or local public health director or their designee if there is no county health department)
-Office of the Medical Examiner (ME), (or if the locality does not have an ME, then the Office of the Coroner)
-District Attorney’s Office
-Office of the County Attorney
-Local and State Law Enforcement
-Emergency Medical Services (EMS)
-A pediatrician or comparable medical professional, preferably with expertise in child abuse and maltreatment, or forensic pediatrics
Per SSL §422-b(3) child fatality review teams may also include representatives from:
-Mental health agencies
-Domestic violence agencies
-Substance abuse programs
-Local schools, and
Board of Directors:
The governing board (board of directors) for the applying agency must have a minimum of three (3) members at the time of proposal submittal.
Vendor Responsibility Requirements:
Section 163(9)(f) of the New York State Finance Law requires that a state agency make a determination that a bidder is responsible prior to awarding that bidder a state contract. Vendor responsibility will be determined based on the information provided by the bidder, on-line, through the New York State VendRep System Questionnaire or through a paper copy of the Vendor Responsibility Questionnaire. OCFS will review the information provided before making an award.
OCFS reserves the right to reject any proposal if, in its sole discretion, it determines the bidder is not a responsible vendor. All proposals are subject to a vendor responsibility determination before the award is made, and such determination can be revisited at any point up to the final approval of the contract by the New York State Office of the State Comptroller (OSC). Vendors must maintain their vendor responsibility throughout the duration of the contract.
Enrolling and completing the questionnaire online through the New York State VendRep System is the best method because both the questionnaire and answers are stored in the system. Thus, subsequent questionnaires in response to contracts or Request for Proposals from any state agency would only need to be updated in the VendRep System.
To access or enroll in the VendRep System or update your existing online questionnaire, click On-line Questionnaire. Questionnaires in the VendRep System that have been completed in the last six months in response to contracts or bid announcements do not need to be updated. If the vendor is using the hardcopy notarized questionnaire, then it also has to be current within six months of the due date of the proposal.
Vendors opting to complete a paper questionnaire, can access the questionnaire by clicking the following link: Paper Questionnaire. Please note that there are separate questionnaires depending on the contractor status. Not-for-profit vendors must use the Vendor Responsibility Questionnaire Not-For-Profit Business Entity form. For-profit vendors must use the Vendor Responsibility Questionnaire For-Profit Business Entity form.
Vendors are also encouraged to have subcontractors file the required Vendor Responsibility Questionnaire online through the New York State VendRep System. These subcontractors are required to submit a questionnaire when the value of the subcontract is $100,000 or more.
Prior to executing a subcontract agreement, the contractor must provide the information required by OCFS to determine whether a proposed subcontractor is a responsible vendor.
Vendors must provide their New York State Vendor Identification Number when enrolling.
The New York State VendRep System offers the following benefits:
-Ease of completion, filing, access to and submission of the questionnaire. Efficiencies are multiplied for vendors who bid and contract with the state frequently or with multiple state agencies.
-Questionnaire updates are easily filed by updating only those responses that require change from the previously saved questionnaire (as opposed to a paper copy where a new questionnaire is required each time there is a change).
-The stored questionnaire information eliminates the need to re-enter data for each subsequent questionnaire submission.
-Reduction of costs associated with paper documents including copying, delivery and filing.
-Online questionnaire information is secure and accessible to authorized vendor users only. State agencies can only view certified and finalized questionnaires.
-VendRep question prompts ensure that the correct forms are completed.
-The VendRep On-Line System contains links to all definitions of the terms used in the questionnaire.
Note: The Vendor Responsibility Questionnaire must be dated within six months of the proposal due date. Any subcontractors under that proposed contract must also complete a Vendor Responsibility Questionnaire when the value of the subcontract is projected to be $100,000 or more for the contract term.
Confirmation of completion of the vendor responsibility process must be submitted with your proposal. This confirmation can take the form of registration in the VendRep system, or by submitting your completed hardcopy questionnaire. To submit this confirmation with your application, go to the bottom of your certified questionnaire, and click the button called “Form Overview.” Print this page and submit it with your application.
All communications to report errors or omissions in the procurement process or to ask questions or to request clarification of this RFP should cite the particular RFP section and paragraph number and must be submitted via email or via hard copy mailed to the director of contracts no later than the deadline for submission of written questions specified below. Questions received after the deadline for posting responses to written questions may not be answered.
The comprehensive list of questions and responses will be posted on the OCFS Website (http://ocfs.ny.gov/main/bcm/rfp.asp) and the NYS Contract Reporter website at (https://www.nyscr.ny.gov/login.cfm) on the date specified below.
Mail or deliver proposals to the address listed below. Proposals must be received by 4:00 PM ET on August 21, 2018.
Calendar of Events:
-Issuance of Request for Proposals: July 10, 2018
-Deadline for Submission of Written Questions: July 24, 2018 by 5:00 p.m. ET
-Responses to Written Questions Posted: July 31, 2018
-Deadline for Submission of Proposals: August 21, 2018 by 4:00 p.m. Eastern Time
-Anticipated Notification of Award (not earlier than): October 1, 2018
-Anticipated Contract Start Date (not earlier than): February 1, 2019
Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.
All inquiries concerning this procurement must be addressed to the director of contracts in the RFP unit or his/her designee(s) at OCFS, via email (preferred) at:
Inquiries may also be sent via hard copy, mailed to:
Director of Contracts
Questions for RFP # 2018-02
Child Fatality Review Team (CFRT)
Office of Children and Family Services
52 Washington Street
Room 202S – RFP Unit
Rensselaer, NY 12144
USA: New York City; New York