NYS Foster Parent Nov 2024

{"Introduction":"OCFS seeks proposals for a cloud-based application software and web platform to be utilized to identify steps in the foster/adoption certification and approval process that would help prospective foster/adoptive parents complete and submit paperwork online and would provide administrators with a dashboard to track the progress and status of the foster/adoptive parent application.","Scope of Work":"1. Licensing Module:\nCertification/Approval Tracks: The software must support multiple tracks for Foster Parent Only (approval or certification), Foster and Adoptive Parent (approval or certification), Adoptive Parent Only (approval), and Emergency Foster Parent (approval).and associated reauthorization processes\nRole-based Access: Different access levels are required for state users (including read-only), sub-agencies (LDSSs and VAs), and OCFS staff.\nCustomized Web Pages: Each LDSS and VA must have their own custom web page, with their own logo and landing page, and customized workflows for different tracks (foster care, adoption, emergency foster care).\n2. Accessibility:\nADA Compliance: The system must comply with the Americans with Disabilities Act (ADA) and other related laws to ensure accessibility.\nMobile-Friendly: The platform must be accessible via mobile devices, allowing for document submission and application completion on smartphones and tablets.\n3. Customization and Workflow:\nThe system must be fully configurable to match OCFS’s existing workflows and data fields and should allow flexible adjustments for reports and program changes.\nThe system must be able to handle multiple approval pathways, applications, and role-based permissions.\nThe module must be able to store and produce identifying data for LDSS and VA staff, which will interface with CONX and meet CCWIS compliance requirements..\n4. Forms and Document Management:\nThe system must exactly replicate the appearance and functionality of 55 OCFS-approved forms/templates, supporting multiple e-signatures from different stakeholders.\nIt should allow for conditional radio buttons and dropdown features that enable or disable certain fields based on user input.\nThe system will allow for the secure submission and upload of required documentation. \nIt must include an audit trail for all uploaded documents, ensuring that the system tracks who submitted which documents, and when.\nDocuments can only be certified/approved when all required forms are uploaded, but exceptions or waivers are allowed for emergency approvals.\n5. Alerts and Notifications:\nThe system must provide real-time alerts and updates to foster/adoptive parents and LDSS/VA staff, including customizable notifications about the progress of certification/approval applications.\nA progress bar will visually track progress toward completing certification/approval.","Solution Proposed":"EmpowerFamily Child Welfare Provider Management Solution (EF-CW-PM). \nModules - Application Management, Eligibility, Certification, Reauthorization, LMS/KMS, Reporting, Document Management","User Base":"Capacity for unlimited users (approximately a minimum of 35,250 total users are anticipated), which includes 100 OCFS staff, 10,150 LDSS and VA staff, 25,000 prospective foster/adoptive parents, and other users as determined by OCFS.","MBE, VSBE Requirements":"a) No, there are no required MWBE/SDVOB goals for this contract.\nb) For RFP submission, the only MWBE requirement is form OCFS-3460.\n\nOCFS encourages all contractors to use MWBE for subcontracting opportunities. Meaningful participation is expenses incurred by MWBE subcontractors in support of the contract during the contract term.","Go-Live/Launch Timeline":"A transition period is anticipated from 3/1/2025 to 9/7/2025","Hosting":"Separate environments for development and production, with proper separation of duties to limit developer and system administrator access to the production environment. \nThe availability of a training environment for users. OCFS will determine the accessibility/frequency of use needed. \nThe availability of a testing environment to test new builds for bidirectional compatibility prior to moving builds into the production environment.","Legacy System":"The software will replace a manual process. To assess the efficacy of a software-based application system, OCFS launched a 3-year pilot through a contract with a software vendor. The contract for that expires 9/7/2025","Data Migration":"Import of all historical data, configuration, and maintenance of any data exchanges via the API\na) Forms are currently being completed within a pilot solution. Applications that cannot be completed electronically as well as supporting documents are uploaded into the system. b) PDF, Word, JPEG, TIFF, and PNG formats are currently supported. c) The solution must be able to accommodate photos that could be up to 10mb in size and support multiple-page PDF document uploads. \nd) Yes, RFP Section 2.3 notes that if a new contractor is selected, a transition period is anticipated. Documents stored in the pilot solution would be migrated to the new system during that transition period","Reporting & analytics":"The system must provide customizable reports for OCFS, LDSS, and VAs, including reports on the status of certifications/approvals.\nSearch functionalities should allow users to sort data based on criteria like geographic location, home type, and reauthorization status.\nMapping/GPS features must allow users to track home locations and view selection criteria such as approval status.","Maintenance Support":"Describe how real-time support will be provided. This will include, at minimum, Monday - Saturday 9 a.m. – 9 p.m. Eastern Time in the form of an online chat and/or a phone helpline and will be available to prospective foster/adoptive parents, LDSS staff, VA staff, OCFS and other state staff.\nThe system is critical and should minimize downtime, with scheduled maintenance taking place outside of business hours (no more than 3 hours).\nUnscheduled outages must be resolved immediately, given the critical data exchange with CONX.\nRegular maintenance must include provisions for legal expungement and be consistent with OCFS records retention policies.\nThe vendor must provide advance notice (10 days) for any system maintenance outside scheduled times","Training":"OCFS requires the vendor to provide direct systems training to LDSS/VA users as well as technical assistance throughout the life of the contract. \n\nCustomer support in the form of ongoing remote trainings of new staff at LDSSs, VAs, and/or OCFS and other state agencies, at the request of LDSSs, VAs, and/or OCFS and other state staff.\nCustomer support to monitor training and implementation needs, and to provide additional trainings, coaching, and support as needed\n\nTraining materials/resources must be available online and on-demand through videos, webinars, manuals, and step-by-step guides. Training materials must be updated by the awardee to reflect any changes to the software application or processes as outlined by state and federal compliance standards. OCFS will determine the accessibility and frequency of use needed.","Tools":"Discuss data tools that will be utilized for this project, including governance tools to catalog, store, access, and normalize the data; data analytics tools; data mapping tools.","Initial Contract Term":"The contract awarded in response to this RFP will be for up to seven years and 6 months.\nIf the selected awardee is a new contractor, a transition period is anticipated from 3/1/2025 – to 9/7/2025. During the transition period, the new contractor will be paid from 3/1/2025 – 9/7/2025 under their new contract for startup and implementation activities. At the conclusion of the transition period, the new operational period will begin on 9/8/2025. The anticipated end date of the contract is 8/31/2032.","Estimated Budget by State":"The contract value for Binti Pilot is $4,025,714.00, with a duration till 7th September 2025. Additionally, the links related to the Agency's budget (Capital Projects Funds - Federal - $3,299,672,000) have been updated in the comments section of Monday.com. - https://cardinalityai.monday.com/boards/5513928975/pulses/7469764650/posts/3590077265","Integrations":"The software should allow for bidirectional data flow via API integration with the state’s child welfare system, CONNECTIONS (CONX), ensuring real-time data synchronization.\nSingle Sign-On (SSO): Integration with the New York State’s SSO solution for secure and seamless user access\nE-signatures: The software must support e-signatures that comply with the Electronic Signatures and Records Act (ESRA) for secure document handling.","Pricing":"A transition and startup period budget for the period of 3/1/2025 through 9/7/2025. The transition period budget will identify all startup costs to develop, build, implement, administer, and maintain the proposed system\nAn annual budget for the period of 9/8/2025 through 8/31/2026 (used for all subsequent contract periods) containing all the applicant’s operating expenses and other costs to continue supporting the scope of work of this RFP. It will be assumed that the post-implementation annual budget will remain the same."}