OCA-DGCP-077: JCLS Access to Justice, Rural Justice Initiatives

II. PROJECT INFORMATION The UCS Office of Court Administration’s (“OCA”) Division of Grants, Contracts and Procurement (“DGCP”) is soliciting sealed proposals via this Request for Proposals (“RFP”) to award contracts for Judiciary Civil Legal Services’ Access to Justice: Rural Justice Initiatives project to provide quality free legal services to vulnerable individuals at or below 200% of the federal poverty threshold in select rural communities. Via this RFP, UCS will establish one or more contracts serving the following five (5) targeted rural counties with the highest percentage of population living in poverty, based on data from the 2025 New York State Poverty Report, published by the New York State Community Action Association 1: Allegany, Cattaraugus, Chautauqua, Franklin, and St. Lawrence. Grants will be awarded to nonprofit organizations that are civil legal service providers offering legal representation, legal assistance, legal information, and outreach to indigent individuals and families living in these five (5) targeted rural communities. The goal of this initiative is to strengthen access to civil legal services for vulnerable individuals in rural communities who experience a significant lack of reliable internet and technology access, geographic isolation, scarce access to public transportation, and growing shortage of attorneys. Eligible clients are defined as New York residents living at or below 200% of the poverty threshold in the designated five (5) rural communities (hereinafter, “Eligible Client”). Eligible clients will receive timely access to high-quality, free legal services. Proposals should outline strategies to address obstacles related to geography, language accessibility, and transportation. This may include providing transportation-accessible services, mobile service delivery, or other approaches designed to reach communities with limited local resources. UCS is allocating $1,000,000 in the aggregate in the initial year to enhance access to justice in five (5) rural counties, as outlined in Exhibit 5. The maximum funding available for each Targeted Service Area in a twelve (12) month period is listed in Exhibit 5. UCS anticipates that each Awarded Contractor (as defined in Article III below) will begin to perform the Project Services (as set forth in Article V below) on or about December 1, 2026. III. AWARD UCS intends to award one contract per Targeted Service Area (“Contract”) to successful bidders (each an “Awarded Contractor”) for a term of five (5) years. Each Contract is expected to commence on or about December 1, 2026, and terminate on or about November 30, 2031. (“Contract Term”). UCS intends to make awards to applicants proposing to serve the Targeted Service Areas below: Applicants awarded for one or more Targeted Service Area will enter into a single Contract with UCS covering all applicable Targeted Service Areas. If no awards are made for a particular Targeted Service Area, or the awards made within a particular Targeted Service Area do not fully-exhaust the available funds, UCS reserves the right to reallocate those funds to other counties. Applicants may apply individually or in partnership with other organizations; however, a single entity must be identified as the lead applicant responsible for fiscal management, reporting, and performance. Only a civil legal services provider may serve as lead applicant. Any such partnerships should be described in the applicable sections the Narrative Description – Proposed Service Delivery. Applicants proposing to partner with another organization must identify the legal name of the partner entity, their NYS Vendor ID number, and describe the relationship between the applicant and partner entity. If an applicant proposes delivering services in partnership with another entity, UCS may, upon award, request or require a written agreement between the Awarded Contractor and the partner entity. Any partner entity deemed to be a subcontractor may also be required to file a vendor responsibility questionnaire, as described further in Article XII General Specifications. Any Contract resulting from this solicitation is subject to the approval of the NYS Attorney General and Office of the State Comptroller. IV. MINIMUM QUALIFICATIONS To be eligible for award, applicants must meet the following minimum qualifications: 1. Applicants must be not-for-profit civil legal service providers, typically organized under the Not-for-Profit Corporation Law, and must submit proof of charities registration or an exemption from the Attorney General’s Charities Bureau portal with the application. Eligible entities must also submit proof of tax-exempt status under the Internal Revenue Code. The following organizations and individuals are ineligible for contract awards: • Individuals or organizations listed as ineligible on the federal System for Award Management due to suspension or debarment • Individuals or organizations listed as ineligible on the NYS Office of General Services database of debarred entities. V. PROJECT SERVICES Applicants shall provide civil legal services and/or access to justice services to eligible clients as outlined herein (the “Project Services”). Awards will be made in five (5) rural counties to legal service providers who propose effective strategies to enhance access to justice. Proposals must provide solutions that overcome obstacles to accessing legal representation and improve a client’s ability to navigate the justice system. Such Access to Justice Project Services may include but are not limited to: • Improving rural residents’ access to legal advice and representation • Transportation solutions and remote service delivery • Innovative tech solutions to enhance rural access: o Video consultation o Online intake o e-forms o Remote access to broadband and virtual communication platforms as needed to support remote service delivery o Supporting access to online dispute resolution platforms Legal service providers shall deliver comprehensive legal services that protect and advance the legal rights of vulnerable populations. Services provided by legal service providers include: • Provide free legal services to Eligible Clients at or below 200% of the federal poverty threshold who reside in one of the five designated rural counties. • Provide legal advice and representation in priority civil legal areas, including but not limited to: o Family-related law matters, including personal safety and protection orders; o Legal services related to residency and related administrative processes; o Access to public benefits, income support, and healthcare services; o Consumer rights, financial stability, and debt-related issues ; o Disability rights and access to accommodations; and o Veterans’ benefits and service- related legal issues. • Conduct intake, screening, and eligibility assessments to identify urgent legal needs and prioritize high-risk cases. • Advocate on behalf of clients in negotiations with opposing parties, government agencies, and other stakeholders to resolve civil legal matters and secure access to essential rights and benefits. • Represent clients at all stages of civil legal proceedings, including negotiations, administrative hearings, and court appearances, as appropriate. • Prepare and file necessary legal documents, including pleadings, motions, stipulations, and appeals when appropriate. • Providing navigation services that assist individuals in accessing legal systems, court services, and community-based legal resources. • Supporting community-based outreach efforts that inform individuals of their legal rights and available legal resources. • Collaborating with nonprofit organizations that deliver civil legal services to vulnerable populations. • Provide trauma-informed and language-accessible services to ensure all clients can meaningfully participate in their legal matters. • Coordinate with community-based organizations, social service agencies, and other service providers to support holistic client outcomes, including safety planning, economic stability, and access to supportive services. • Maintain detailed case notes, client records, and outcome data in accordance with OCA standards and reporting requirements. • Participate in ongoing collaboration with OCA, courts, and community partners to improve service delivery, identify systemic barriers, and enhance access to justice. • Conduct community education and legal rights workshops for rural community populations. Complete quarterly reports as required by UCS. • Provide appropriate supervision and oversight for any staff included in the Contract. • Ensure compliance with all confidentiality, ethics, and professional responsibility requirements. Any and all questions applicants may have in connection with this RFP are to be directed by email only to: Kyle Cunningham [email protected] Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None