RFQ Programs

Areas of Service (Program Descriptions)

1. Organizational Development
2. Strategic Planning
3. Facilitation/Focus Groups
4. Culture Change and Change Management
5. Leadership
6. Management Skills and Consulting
7. Supervision Training and Technical Assistance
8. Succession Planning
9. Competency-Based Skill Development
10. Project Management
11. Distance Learning
12. Evaluation Services
13. Welfare Reform Expertise
14. Welfare Fraud - WFIT Institute
15. Graphic Design, Material Production and Public Information Services
16. Media Copying Services
17. Fatherhood Media Campaign
18. Fatherhood Informational Campaign
19. Conference Support
20. Fundamentals of Internal Auditing
21. Accounting, Budgeting and Finance Training and Technical Assistance
22. Online Training Courses
23. Conference and Motivational Speakers
24. Disaster Preparedness, Safety Training and Security Assessment
25. Effective Writing, Editing and Analysis of Written Material
26. Time Management
27. Drafting Effective Fair Hearing Decisions
28. Drug and Alcohol Screening Expertise
29. IV-D Attorney Training
30. Electronic Document Management System (EDMS) Development


1. Organizational Development

Work will include interacting with Commissioner and Deputy Commissioner level staff on sensitive topics; improving interpersonal and agency-wide communications, conducting group problem-solving sessions, and recommending steps to enhance decision-making, teambuilding and conflict resolution; becoming technically adept in issues relating to specific program divisions (Child Support, Disability Determinations, Temporary Assistance, and Transitional Support); and immersion in specialized work units or in aspects of Federal regulations, State policies, and complicated processes.

Within the Organizational Development topic, OTDA has need for assistance conducting Management and Operational Reviews, Organizational Analyses, Process Reviews, Work measurement and simplification, Business Plan Development and Performance Measurement. For common understanding, brief descriptions follow:

· Management and Operational Reviews:

This encompasses an organizational analysis, reviews of major work processes, and an estimate of how workers spend their time. This may involve one-on-one interviews and group sessions.

· Organizational Analysis:

Review of organizations to determine whether the structure supports the attainment of agency goals and objectives, whether activities are appropriately grouped for optimum performance, the need for specialization and job and task analysis, the degree of management control, workforce and succession planning practices, span of control and unity of command.

· Process Reviews and Work Simplification:

Work processes are the series of action steps taken to achieve a desired outcome. Although outcomes are paramount, the efficiency and effectiveness of the systems and procedures often determine how successful the organization will be. The process review involves reviewing major procedures with staff, identifying problem steps in the process and brainstorming improvements.

· Work Measurement:

Work measurement involves determining the length of time it takes to perform a task or activity, information useful in developing budget and staffing justifications. There are many methods that can be employed, including random or continuous observation, self-recorded time logs, or professional estimates.

· Business Plan Development:

Developing plans at the strategic or operational level provides a vehicle to inform executives and governing boards of operations and initiatives. A Business Plan attempts to capture vision, describes the organization and outlines major initiatives. It may also highlight key milestones and performance indicators.

· Performance Measurement:

Continuous improvement requires measurement against performance goals. Performance measurement seeks to develop appropriate measurement techniques.

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2. Strategic Planning

Work will include training upper management in both practical and theoretical elements of strategic planning, e.g. planning in uncertain conditions, communicating strategy internally and externally, detecting emergent strategic planning, leading organized planning and maintaining agreement and alignments are potential topics; providing technical assistance to upper management in strategic management issues; and helping to develop benchmarks and performance indicators.

Qualified consultants will have expertise in all aspects of Strategic Planning; be familiar with cognitive mapping to capture convergent strategies and proxy measures in the absence of defined strategic planning; and have experience with software such as Group Systems.

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3. Facilitation/Focus Groups

Work will consist of determining outcomes, resolving conflict, planning and adhering to agendas, and summarizing meetings; organizing ideas, brainstorming, affinity diagramming, collecting and analyzing data, consensus building, weighted voting, prioritization, multi-voting, evaluating options, promoting participative decision-making, determining group needs and tasks, charting (including GANTT charting) and handling conflict or dissent. The work may include facilitation in specific programmatic areas, such as database design or personnel transactions.

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4. Culture Change and Change Management

Work will include one-day training in preparing supervisors and managers for implementing change and overcoming staff barriers to change; and one-half day training in preparing line staff for understanding the need for change. The training for supervisors will focus on such topics as when a change is warranted, the importance of organizational culture during change, reasons for resistance to change and offer solutions for overcoming change. The line staff training is expected to be one-half day and cover topics designed to increase participant awareness of reactions to change, offer solutions to overcome individual resistance and techniques for reducing the stress that may result from change.

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5. Leadership

Work will include training and technical assistance in leadership development both to prepare workers to become future leaders and to improve the skills of current leaders. Topics will include leadership style, competencies, culture, shared vision, systems thinking, decision-making, communication, analyzing data, motivation, problem-solving, vision, prioritization, time-management, project management, proactively encouraging training, effective use of staff, policy development, respect for others, planning, risk taking, goal setting, managing conflict and encouraging diversity.

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6. Management Skills and Consulting

Work will include providing technical assistance in quality improvement, ethics, legal matters, management software, personnel and civil service issues, and other cutting edge management topics.

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7. Supervision Training and Technical Assistance

Work will include providing training and technical assistance in the principles and practices of supervision and management. Supervision-related topics may include effective communications, team building, decision-making, problem-solving, coaching and counseling, improving staff productivity, motivating employees, work management, resolving workplace conflict, performance management and evaluation, and planning.

Qualified consultants will demonstrate experience in providing advice and guidance to government, business and industry on supervisory issues; possess broad-based knowledge of the principles and practices of supervision and management; have significant experience teaching basic and advanced supervision courses to adult learners at varying levels - from first line supervisor's to high level managers; have excellent written and verbal communication skills; and have some practical "real life" experiences as a supervisor upon which to draw in developing curriculum and presenting training material.

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8. Succession Planning

Work will include designing and developing a Succession Planning effort, at either the OTDA or local social services district level. The components will include:

1. Scope - 'sizing' the effort to be undertaken, i.e. a single issue, such as a problem with a particular title or occupation, or a specific geographic region; a particular goal or objective of the organization; or an organization, an office, bureau, division, or the agency as a whole. In this instance a systematic plan to meet the staffing needs of the organization is the scope.

2. Context - This component refers to having a clear idea of where the agency is headed and to understand the impact of external factors on scope.

3. Work - The purpose of this component is to clearly identify the functions that will need to be staffed within the chosen scope. The focus is on the functions, not the people doing them. There must be a clear understanding of existing functions of the organization. It will be necessary to determine the future functions, taking into consideration the context and the timing of the potential changes.

4. Demand - The focus of this component is to identify staff that will be needed to perform the functions within the scope of the planning effort. It includes the knowledge, skills, abilities (KSA's) and personal characteristics or competencies staff must have to be successful in performing each of the functions or positions; and an assessment of the number of staff needed with each KSA or competency set.

5. Supply - Determining the supply involves profiling the current work force or segment of the work force, as appropriate to the scope, and determining what the supply will be after expected attrition.

6. Gaps - This component involves comparing the expected staffing needs with the projected supply and identifying the gaps. The gaps may be: excess staff performing obsolete or declining functions, or functions likely to be outsourced; inadequate supply of qualified people for positions in titles that will likely remain the same; or, inadequate supply of people with needed skill sets for positions that may require further classification action.

7. Priority - This component is a matter of prioritizing staffing gaps in terms of the biggest impact on the success of the agency, office, or division.

8. Solutions - This component focuses on the development of potential solutions to meet staffing needs on the 'priority list. Staff resources and other costs associated with addressing the problems identified may emerge. Based on this data, and the likelihood of success, it may be decided to reorder the priorities.

Qualified consultants will have significant understanding of Succession Planning in a governmental setting; demonstrate ability in developing a process for systematically identifying, assessing, and developing talent for future strategic tasks and functions within OTDA and/or local social services districts; and have experience in customizing Succession Planning to the mission and vision of a given organization.

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9. Competency-Based Skill Development

Work will include identifying and quantifying knowledge, skills and abilities to perform specific job functions; developing competency-based training modules, or converting existing classroom curricula to curricula designed around discrete competencies.

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10. Project Management

Work to include training in the basic principles of Project Management as well as technical assistance and consultation in the application of the principles. Demonstrated experience working with public sector projects and managers on both Information Technology-based projects and non-IT projects is desired.

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11. Distance Learning

Work will include converting existing classroom curriculum and developing new curriculum content into technology driven formats; working with contract staff and OTDA program division staff to gather the content needed; scheduling curriculum review meetings, to produce, distribute, update and maintain the product developed; and working with OTDA program divisions and current contractors to evaluate the products developed. Distance learning technologies will include, but not be limited to Multi-media Computer Assisted Instruction (CAI) on CD-ROM, Web-based instruction and asynchronous learning.

Qualified consultants will have a proven record of ability and resources in applying the latest technology to produce and deliver effective distance learning projects on a timely basis; possess a working knowledge of OTDA sponsored programs; and possess knowledge and understanding of the technological landscape within the human service delivery system in New York State.

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12. Evaluation Services

Work will include providing a wide array of applied evaluation services designed to measure the success and effectiveness of human services related education and service delivery initiatives. At a minimum, providers should possess a Masters level background in Evaluation (or related degree) and extensive experience in the design, implementation and analysis of human service delivery and adult education programs, including the practical application of Kirkpatrick's Four Levels of Evaluation.

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13. Welfare Reform Expertise

Work includes consultation, research, data collection, expert analysis, and report writing on a variety of welfare reform related program alternatives and policy recommendations. Specific areas for assessment may include, but are not limited to, cash and non-cash assistance programs, housing, systems modernization, transitional support programs, domestic violence, substance abuse, case management, and outcome measurement.

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14. Welfare Fraud - WFIT Institute

Work includes the delivery of training and ongoing curriculum development for the Welfare Fraud Investigator Training Institute. This Institute provides a knowledge base for understanding the job tasks of the welfare fraud investigator and the relationship of those tasks to the system in place in New York for detecting, investigating and prosecuting welfare fraud. The Institute is a five-day residential training program offered three times a year.

Qualified consultants will have experience to review curriculum for accuracy of legal, investigative and technical content related to criminal welfare fraud investigations, possess the ability to recommend case examples and learning activities to facilitate transfer of knowledge; have experience in the investigation and prosecution of welfare fraud in New York State; and must have knowledge of New York State social services and penal law.

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15. Graphic Design, Material Production and Public Information Services

Work consists of design and layout of a combination of brochures, posters and a multi-page booklet outlining program goals for a variety of initiatives; the entire graphic support and copy layout for the material in a digital format; attending all the development meetings with the OTDA program staff; developing the copy for the materials based on the discussions and written materials provided by program area experts. Each year, the Commissioner's Office determines the agency priorities and identifies initiatives that will be highlighted via a marketing campaign to heighten public, client or staff awareness. Past examples of this have been: Drug and Alcohol Services, "Temporary Assistance for Permanent Change", and Home Energy Assistance Program (HEAP). The work may also involve graphic support for curriculum development and promotional materials for training events. An average campaign product line consists of three posters, one brochure and one booklet in English, Spanish, Russian, Arabic and Chinese per initiative.

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16. Media Copying Services

Work would include providing high-quality CD-copying and videotape dubbing services. Vendor must have the capacity to provide multiple copies with a quick turnaround time. For CD duplication, an expected turnaround time would be 4000 CDs within two weeks. A variety of source materials would be provided to the copy house: CD-ROMs, CD masters, VHS and Beta videotapes. Vendor would have quality control measures in place to guarantee production standards. Vendor capacity to directly mail copies of tapes or CDs to our customers would also be considered.

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17. Fatherhood Media Campaign

Work includes the design, development and production of an informational video promoting responsible fatherhood. This video will be targeted to fathers between the ages of 18 and 35 who are not currently participating in their children's lives. This video is expected to run approximately 15 minutes, will be in English and Spanish and will be developed in collaboration with the Division of Child Support Enforcement (DCSE). Production will include auditioning and casting actors, scripting, filming and copying of materials.

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18. Fatherhood Informational Campaign

Work includes the development of a public information campaign extolling the importance of fathers in the lives of their children. Materials to be developed in close collaboration with the DCSE and may include some or all of the following materials: posters for display in office settings; 4 - 6 panel color informational brochures; posters to be used as billboards and/or bus advertisements. All materials will be available in a variety of languages including: English, Spanish, Russian, and Chinese. Work associated with this program will include the development, production and reproduction of up to 25,000 brochures; 5,000 posters. It will also include the development, production and purchase of bus ads for 245 buses for 2 months, mostly in New York City, and rental cost of billboards for 30 days in NYC, Buffalo, Rochester and Albany.

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19. Conference Support

Work consists of organizing and hosting a conference supporting initiatives being undertaken by organizations involved in promoting responsible fatherhood. It is expected that up to 250 people will be attending this 1 ½ day conference. The work will include the arranging of the conference facilities in the Albany area, a continental breakfast and buffet lunch, speakers and copying of conference materials such as agenda, name tags, folders and information. The RFQ seeks groups with expertise in organizing such events and with experience and subject matter expertise in fatherhood initiatives.

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20. Fundamentals of Internal Auditing

Work will include teaching concepts of traditional and operational auditing and expose participants to proven tools and techniques for performing effective audits. Other topics should include critical elements of internal auditing such as assessing risk, documenting and analyzing internal controls, planning field work, preparing audit programs, evidence and fieldwork techniques, workpaper practices, audit findings and reports, and audit communication.

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21. Accounting, Budgeting and Finance Training and Technical Assistance

Work will include teaching fundamental accounting principles with topics to include but not limited to analysis of business transactions (external and internal) and their effect on the accounting equation; the processing and flow of data from the recording of source documents to the closing of the books (accounting cycle); accounting systems; accounting for assets; cash, receivables, plant and intangible assets; and inventories. Other topics might include introduction to partnership, corporate and cost accounting; application of basic accounting concepts and principles and their effects on accounting practice and procedures; long-term liabilities and investments; statement of cash flows, current liabilities, which includes payroll accounting, reports and analyses. Additional topics would include accounting and reporting principles, and standards and procedures applicable to governmental and non-profit organizations, with an emphasis placed upon the fund accounting system; accounting applications for cash, temporary investments, receivables and inventory; financial reporting applications for concurrent operating assets; long-term investments; current, contingent and long-term liabilities; corporate equity; earnings per share presentation; leases; pensions; cash flows; and concepts, quantitative analysis and detailed accounting procedures employed by a firm to determine material, labor and overhead cost elements, including the utilization of job order, process and blended cost systems. Components of training will also include basic principles of budgeting for managerial use in planning for capital acquisition, development of standard costs, operating budgets and responsibility accounting. A study of auditing theory, practices and procedures, encompassing audit objectives, standards, evidence, control, professional ethics and legal responsibility are all incorporated in this category. The required preparation of detailed working papers, comments, supporting schedules and audit report is achieved through the utilization of a computerized audit case problem.

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22. Online Training Courses

Work includes providing distance or on-line learning educational programs using and supporting Skillsoft, Element K, Smartforce, Pathlore and other management, technical and skill-building online courses; providing technical support and resolving content and platform issues for up to 3000 users; and marketing course products and customizing interfaces between systems.

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23. Conference and Motivational Speakers

Plenary session speakers are sought for a variety of conferences and seminars provided to state and local social service program providers. Examples of topic areas for presentations include motivational tools, effective communication skills, stress management and reduction techniques, team building, decision making, managing difficult employees, dealing with grief and loss, culture change, working effectively with less, negotiation, cultural diversity, and innovation managing techniques. A variety of speakers will be needed for approximately 20 events with presentations expected to last no longer than two hours.

Qualified speakers should have previous presentation or teaching experience and a general understanding of the programs supported by the OTDA.

Speaker bureaus are encouraged to respond to this category.

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24. Disaster Preparedness, Safety Training and Security Assessment

OTDA periodically contracts with specialists in building security and personal safety to conduct workshops or specific site assessments for State and Local District organizations. We also seek expertise in disaster planning and emergency preparedness. Consultants should be familiar with State Emergency Management (SEMO) guidelines, Hazmat and Toxic Substance Laws, and chemical and biological agents. Skills would include report writing and policy development as relating to evacuation, bomb threats and fire safety. A strong background in incident management and implementing emergency response protocols is required. The qualified consultant must have a demonstrated record of implementing security precautions ranging from low-cost/high impact to significant redesign. The consultant must have training and writing skills and possess the ability to work comfortably with a wide range of staff, including those at Commissioner-level. Consultants will be required to submit written briefing reports of their interventions. We also seek expertise in worker safety training. Consultants should possess the expertise to train investigators, eligibility workers and social workers on how to avoid, control and defuse potentially dangerous confrontations with clients. Experience or curriculum should address Safety on the Road while conducting home visits and investigations, Office Safety in conducting interviews and Violence in the Workplace.

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25. Effective Writing, Editing and Analysis of Written Material

Work includes developing and delivering training on writing, editing and analysis of written material, as well as instructing and consulting on written communications topics. Individuals must have prior experience teaching courses on written communications. They must demonstrate proficiency in basic writing and grammar skills and be able to present ideas clearly, accurately and concisely in a written format. They must be able to analyze written material, apply logical reasoning, and reach sound conclusions from data and information presented. In addition to being knowledgeable on the subject of written communications, they need to be able to effectively convey this knowledge to others. Strong verbal communication and presentation skills, therefore, are critical. In addition to teaching experience, previous employment in jobs that involve writing, editing and analysis of a wide variety of written material (e.g., memos, letters, reports, RFP's, contracts, press releases, hearing notes, speeches, policy manuals, newsletters, etc.) is preferred.

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26. Time Management

Work includes the development and delivery of a half-day program in time management techniques at the Albany, New York offices. Vendor will furnish all training materials (e.g., workbooks, manuals etc.) to support the training. Topic areas should include: analyzing your workload; setting priorities and prioritizing your "to do" list; identifying and avoiding time wasters; making the best use of available resources and delegating; handling time in a structured manner; maximizing your productive time; managing phone and e-mail time; minimizing interruptions and disruptions. It is expected that as an outcome trainees will have an understanding of the topics and be able to apply the tools associated with these topics.

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27. Drafting Effective Fair Hearing Decisions

Work includes the development of a customized course on how to draft an effective Fair Hearing Decision and the delivery of such course to approximately 130 hearings officers. The curriculum will provide for the development of clear, concise, uniform and well-written fair hearing decision drafts to systematically improve the skills of Upstate and NYC hearing officers. The course will cover skills in Fair Hearing Management; Fact Finding; Integration of Facts and Issues into the Decision; Policy and Legal Analysis; Fair Hearing Decision Evaluation; and Language.

The course will be developed in consultation with the OTDA Office of Administrative Hearing staff over a three-month period. Training will occur in Albany, Buffalo, Hempstead and Brooklyn. This course needs to be certified for Continuing Legal Education credits. Vendor will also develop a train-the-trainer component.

The qualified vendor will have demonstrated curriculum development skills and experience in teaching legal writing, preferably to attorneys.

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28. Drug and Alcohol Screening Expertise

Work includes providing a national perspective on Drug and Alcohol Screening and how it relates to operations within New York State, assisting in establishing protocols, developing training curriculum, implementing protocols and evaluating the success of screening and assessment procedures.

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29. IV-D Attorney Training

Work will include developing and presenting a training curriculum to improve the skills and performance of attorneys who work in New York State's Child Support Enforcement program. The curriculum to be developed and/or revised will provide basic training to new or less experienced attorneys and advanced training to attorneys with more than one-year tenure in the position. It will provide an overview of the Child Support Law and Procedures and the Child Support Attorney's role; and a case-based activity that covers topics including case law updates, ethics, medical support, advanced evidence, establishing orders and enforcement against self-employed child support obligors and objections and appeals. Training should be designed to improve attorney skills and performance needed for the following tasks: establish paternity and support; and modify and enforce child support orders. Training should meet Continuing Legal Education (CLE) requirements for attorneys.

Qualified consultants will be expected to attend meetings in Albany for curriculum review at least twice a month, submit draft curriculum for review at least three days prior to these meetings and have all training materials in final form at least ten days prior to the training delivery date. The consultant will not be responsible for obtaining training sites, copying, packaging and delivery of final training curriculum to training sites. Training is not expected to exceed eight days and will be offered In New York City and regionally throughout New York State.

Qualified consultants must be certified to practice or teach law in New York State.

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30. Electronic Document Management System (EDMS) Development

Work to include the design and implementation of electronic file management systems that provide various organizations within the agency with the tools to create, manage, control and distribute electronic documents efficiently and effectively. The EDMS proposed would be customized to support the specific work of the organization for which it was developed. The requirements of any EDMS would need to include, but would not be limited to:

  • Enabling staff to quickly find any relevant document created by any other staff person from that organization.
  • Enable staff to readily determine the nature and content of a file by looking at the list of documents in a file.
  • Create a standard, by which all documents are consistently labeled and stored.
  • Enable staff to easily gather desired documents that may be physically dispersed throughout the network.
  • Establish a single point of access for a shared document repository such that a single query will identify all relevant documents regardless of physical location, format and/or source application.
  • Establish document control standards (who can view, who can edit, etc).
  • Establish a tracking mechanism to identify actions taken by all users on the system on any document in the repository.
  • Establish protocol for archiving documents and/or purging those that are obsolete.
  • Enable staff to retrieve all documents by author and/or subject matter.
  • Establish a standard for ensuring document version control.



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