Sole Point of Contact: Scott Rosenberg, General Counsel, The Legal Aid Society,

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1 REQUEST FOR PROPOSALS TO PROVIDE ANTI-BIAS TRAINING, WITH A PARTICULAR EMPHASIS ON ANTI-RACISM AND ANTI-OPPRESSION, FOR THE LEGAL AID SOCIETY IN NEW YORK CITY Date of Request for Proposals: February 14, 2014 Due Date For Proposals: March 24, 2014 at 5 PM Sole Point of Contact: Scott Rosenberg, General Counsel, The Legal Aid Society, srosenberg@legal-aid.org. Section I: Purpose Through this RFP, The Legal Aid Society ( the Society ) seeks one or more vendors to provide anti-bias training, with a particular emphasis on anti-racism and anti-oppression, for the Society s workforce of 1,900 managers and staff in all five boroughs beginning during Anti-racism and anti-oppression training are especially important components of the training that the Society wants to provide given the client communities the Society predominantly represents. The goal of the training is to enhance the Society s capacity for the benefit of both clients and staff to be a culturally competent and inclusive organization, which has a diverse workforce that does not tolerate bias or oppression in any form. Supported by federal, state, and private funds, the Society is a not-for-profit organization that operates under tight fiscal constraints, and therefore seeks the most cost-effective training proposals, including pro bono and/or deeply discounted services. Overall information about the Society can be found at Section II: Agency Mission and Background Founded in 1876, the Society is the oldest and largest not-for-profit organization providing legal services to low-income families and individuals in the United States. The Society s Board of Directors is comprised of representatives of more than 50 of the most prominent law firms in the nation. From 26 borough, neighborhood and courthouse offices in all five boroughs of New York City, annually the Society handles more than 300,000 individual legal matters for lowincome New Yorkers with civil, criminal, and juvenile rights legal problems. The Society also represents low-income New Yorkers in law reform matters that benefit all two million lowincome children and adults in New York City and frequently have a national impact. In addition, the Society conducts extensive community know your rights outreach and policy and media advocacy on behalf of clients. The Society s Criminal Practice is the primary trial and appellate public defender in New York City; the Juvenile Rights Practice represents almost every child who is the subject of abuse or neglect, juvenile delinquency, and persons in need of supervision proceedings in Family Court in New York City; and the Civil Practice provides more comprehensive civil legal aid to more clients than any other organization in the country. The Society s clients are predominantly persons of color. The Society has a staff of 1,900, including more than 1,100 lawyers and nearly 800 social workers, investigators, paralegals, and support and administrative staff. Of the Society s FTE staff, 223 are managers and 1,690 are union and non-union staff. The Society s staff attorneys are represented by the Association of Legal Aid Attorneys/UAW and the social workers, Page 1 of 6

2 paralegals, and support staff are represented by 1199 SEIU. Current EEOC self-identification data for the Society s overall staffing shows that 64.63% of the managers and staff are women and % are men; and 0.17% are American Indian/Alaska Native, 7.37% are Asian, 22.84% are Black or African American, 14.63% are Hispanic or Latino, 0.11% are Native Hawaiian/Other Pacific Islander, 53.44% are White, 0.39% are not specified, and 1.05% identify as two or more races. However, the Society is in the process of revamping its diversity data because EEOC data is more limited than the Society s broader commitment to diversity as reflected in the Society s Diversity Statement (reproduced at the end of this proposal). In addition, through the joint efforts of The Legal Aid Society, the Association of Legal Aid Attorneys, the Attorneys of Color Caucus, and the Lesbian Gay Bi-sexual and Transgender Caucus, the Society s recruitment process was revamped in 2011 with the result, for example, that the new attorney classes in its Criminal Practice have included 50% hires of color and more than 20% of the new Criminal Practice attorneys have self-identified as LGBT. Moreover, in collaboration with the Society, the Attorneys of Color Caucus has implemented a mentorship program for law student summer interns. The Society also conducts diversity events during the awareness months at which managers and staff speak about their experiences. In 2012, the City Bar recognized these efforts by giving the Society its Diversity Champion Award. Despite the progress to date resulting from these joint efforts of managers and staff, more can be done to achieve our goal for our clients and our staff of being a culturally competent and inclusive organization, which has a diverse workforce that does not tolerate bias or oppression in any form. It is against this background that this Request for Proposals is being issued. Below, the requested services and the financial parameters are summarized. Any and all questions should be directed only to the Society s General Counsel, who is the sole point of contact for this RFP. Section III: Qualifications of Proposer Each proposer shall provide a statement of qualifications including: A brief history and description of the individual or firm submitting the proposal. A description of the personnel who will provide the requested training, including their relevant experience and qualifications. Include a resume for each such professional staff member detailing qualifications, years and types of experience, education, and professional accomplishments. Specify the extent of the availability and commitment of each such professional staff member who will be assigned to this engagement if the firm s proposal is selected. At least three references, including addresses and telephone contact information. A signed cover letter from the individual or a person within the firm who is authorized to make representations on behalf of the firm and to bind the firm. Page 2 of 6

3 A description of the proposer s experience and track record of providing the requested training. A listing of other organizations or entities for which the proposer has provided the type of training described in this RFP and a summary of each such relevant training program, including what, if any, measurable impact the training program had. Any additional information that would serve to distinguish the firm from other firms submitting proposals, such as examples of work on similar projects and any special expertise or experience of the firm. The Society may make inquiries as it deems necessary to determine the ability of each proposer to perform the services contemplated by this RFP. Proposers must promptly furnish all information and data for this purpose as may be requested by the Society. Section IV: Scope of Services The Society seeks one or more vendors to design and implement a diversity and antidiscrimination training program for all 1,900 of the Society s staff during Subject to the proposals of prospective vendors, the Society envisions half-day or full-day interactive workshops of approximately 4.5 hours for groups of no more than 30 managers and staff at a time. The workshops will be held at the Society s main office locations in each of the five boroughs: 1 in Brooklyn; 1 in the Bronx; 3 in Manhattan; 2 in Queens; and 1 in Staten Island. The Society is seeking proposals that provide for a vendor initially to conduct one or more pilot sessions so that the Society and the vendor can evaluate the effectiveness before full implementation. The Society is also seeking to incorporate the training program in its new hire training and in periodic retraining for existing staff. Content of the Training Services: The Society is seeking proposals that provide for a vendor to design a training program collaboratively with the Society so that the program is relevant to the Society s needs. A vendor must be able to provide anti-bias training, with a particular emphasis on anti-racism and anti-oppression, for the Society s workforce of 1,900 managers and staff in all five boroughs beginning during Anti-racism and anti-oppression training are especially important components of the training that the Society wants to provide given the client communities the Society predominantly represents. The goal of the training is to enhance the Society s capacity for the benefit of both clients and staff to be a culturally competent and inclusive organization, which has a diverse workforce that does not tolerate bias and oppression in any form. Toward that end, the Society is seeking interactive experiential workshops that will help build bridges across differences and focus on leveraging differences to enhance the Society s client services and the work environment for managers and staff. Core topics that the Society intends to address in the training program are: Why The Legal Aid Society is concerned about bias in any form in the workplace, particularly race-based bias and racism; Maintaining a respectful work environment; Page 3 of 6

4 Improving client relationships and interactions across race, gender and sexual orientation; Valuing and not tokenizing diversity; Addressing bias, including: o Implicit bias; o Anti-racism and race-based bias; o Gender-based bias; o Homophobia, transphobia, and gender identity-based bias; o National origin-based bias; o Class-based bias; o Religion-based bias; o Age-based bias; o Disability-based bias; o Economic/Financially-based bias; and o Bias against veterans. Identifying protected characteristics; Harassment and discrimination defined, including internet and harassment; Retaliation; Available Legal Aid Society processes for filing harassment and discrimination complaints; Anti-discrimination laws that apply to The Legal Aid Society s workplace; and The Legal Aid Society s processes for affording opportunities for voluntary selfidentification. The Society may give preference to proposals that provide training for which attorneys can receive Continuing Legal Education credit for the biennial bar registration process in New York State. Section V: Work Proposal Each proposer shall address the Scope of Services referenced above, including a detailed work plan and project approach that includes task definitions and methodologies, milestones, and a project schedule. The firm must be prepared to go forward with its initial training session on or before May 1, Section VI: Cost Proposal The Legal Aid Society s resources are extremely limited. The expense for the proposed training services will have to be reimbursed through the Society s contracts with New York State, New Page 4 of 6

5 York City, and various private funders, including foundations. Therefore, all costs associated with this program will be closely scrutinized for cost-effectiveness. The costs will also be evaluated in light of the Society s track record of obtaining pro bono or deeply discounted services from major vendors. Each proposer shall specify the basic fee it proposes to charge for the services requested. The fee should be broken down into a lump sum amount per training workshop. Any and all additional expenses for which reimbursement will be requested must be specified by category and in detail. Each proposer must provide a guarantee that no additional fees or costs will be charged without the prior written consent of the Society. The selected proposer must submit itemized vouchers for training sessions conducted and itemized bills and supporting documentation as may be requested for reimbursement of additional expenses. Section VII: Submission of and Inquiries Concerning Proposals Proposals must be submitted via to Scott Rosenberg, General Counsel of The Legal Aid Society, at srosenberg@legal-aid.org no later than 5 PM on March 24, All inquiries with respect to this RFP shall be directed in writing by to Scott Rosenberg at srosenberg@legal-aid.org. Section VIII: Evaluation, Selection, and Contract Proposals shall remain valid until the execution of a contract with the Society for the provision of services. The selection of a proposal will be based on cost and on consideration of the experience, qualifications, and track record of the proposer as documented in the submissions and subsequent inquiries. In accordance with its obligations as a State contractor, the Society may take into consideration whether a vendor has been certified as a Women or Minority Owned Business by the State of New York. Following a review of the proposals, as part of the selection process, the most competitive proposers may be asked to make a presentation at the Society s offices. At the final stage of the process, the Society will negotiate the substantive and financial terms that are most cost-effective for the Society. Section IX: Alternatives Proposals may include alternative matters or items not specified or requested in this RFP. However, all such alternative matters or items must be listed separately from this proposal and the cost(s) thereof must be separate and itemized. For example, the proposer may submit additional components concerning: Conducting training on a per person basis for selected employees. Providing training videos for replay. Page 5 of 6

6 Section X: Indemnification The selected proposer will be required to defend, indemnify, and save harmless the Society, its employees and agents from and against all claims, damages, losses and expenses (including, without limitation, reasonable attorney s fees) arising out of or in consequence of, any negligent or intentional act or omission of the selected proposer, its employees or agents, to the extent of its or their responsibility for such claims, damages, losses, and expenses. The Legal Aid Society s Diversity Statement The Legal Aid Society, the nation s oldest and largest public interest law firm, is an equal opportunity employer. We believe true workforce diversity enables us to recruit, retain, promote, and tap the full potential of staff at all levels of the organization. It is the diversity of our workforce, and the broad range of individual characteristics, beliefs, and values of our staff that characterizes our fundamental approach to delivering the best service to our clients. Diversity includes not only the areas of actual or perceived age, race, color, creed, religion, disability, marital status, pregnancy, national origin and citizenship, gender, sex, sexual orientation, gender identity or expression and veteran status, but also extends to personal history, work experiences, education, job function, job tenure, personality, geographic origin, ways of thinking, leadership ability, and skill level. It is with full recognition of the value that each person s individual experience and character brings to our workplace that we embrace diversity as one of the Society s core principles. As an equal opportunity employer, The Legal Aid Society prohibits discriminatory employment actions against and treatment of its employees and applicants for employment based on actual or perceived race, color, national origin, alienage or citizenship status, religion, creed, sex, gender (including gender identity -- which refers to a person s actual or perceived sex, and includes self-image, appearance, behavior or expression, whether or not different from that traditionally associated with the legal sex assigned to the person at birth), disability, age (18 and over), military status, prior record of arrest or conviction, marital status, genetic predisposition or carrier status, sexual orientation, or status as a victim of domestic violence, a sex offense or stalking. Page 6 of 6