10790_RFP_Exhibit 10.pdf

RFP #10790

EXHIBIT 10

FREQUENTLY ASKED QUESTIONS

1.

Question: How many total classrooms are there?

Answer: There are four classrooms at this facility.

2.

Question: How many staff offices are there?

Answer: There are seventeen (17) staff offices at this facility.

3.

Question: a. What are the number of sleeping rooms?

b. Are all student rooms a single-cell occupancy?

c. Would doors with windows be permitted for the sleeping rooms?

Answer: a. There are forty-eight (48) sleeping rooms at this facility.

b. No. All rooms are double-occupancy, at a minimum.

c. Windows are permitted to be in the doors of the sleeping rooms.

4.

Question: Can the Department provide floor plans with room measurements so Respondents can understand the size of each room to better propose innovative programming?

Answer: Floor plans shall be provided by the Procurement Manager upon request, via email.

5.

Question: Are there any State-owned vehicles available for use at the program? If so, how many and what is the year/make/model?

Answer: There will be no Department-owned vehicles available. Any vehicles needed shall be requested in the Respondent’s Attachment H-Budget.

6.

Question: a. How old are the current heating/air conditioning units?

b. When were they last serviced?

c. Are there any HVAC concerns or repairs in progress?

Answer: Responses to “a.” and “b.” (known service dates) are as follows:

• Under Armour (UA)1 (#2 -Rheem 07/19) (#3 Goodmen 01/19) Last Serviced 9/23

• UA2 (#4- Rudd 07/19) (#5 Rudd 07/19) Last Serviced (03/23)

• UA Bath (#1 Rudd 01/19)

• UA Sub-control (Mitsubishi 01/19)

• Nike 1 (#6 Carrier 03/19)

• Nike 1 (#7 Rheem 07/19)

• Nike 2 (#9 Rudd 07/19)

• Nike 2 (#10 Rheem 03/23) Last Serviced (03/23)

• Nike Bath (#8 Rheem 01/19)

• Nike Sub-control (Mitsubishi 01/19)

Kitchen

• Dining Hall - Unit 1 Bard installed 05/20 - Unit 2 Bard installed 05/20

Multi-Purpose Room

• Front – Rudd installed 01/19 – Last Serviced 06/22

• Back – Goodman installed 01/19

Medical

• Clinic/Exam Room - Mitsubishi installed 01/19

Administration

• Main – Rudd installed 01/19

• Master Control – Fujitsu installed 01/19

Education

• Education 1 – Bard installed 10/21

• Education 2 – Bard installed 10/21

• Education 3 – Bard installed 10/21 – Last Serviced 06/22

• Education 4 – Bard installed 10/21 - Last Serviced 06/22

• Education 5 - Bard Unit 1,2,3 installed 08/22 – Last Serviced 09/22

Education Administration Office

• Office – Bryant installed 01/19

c. The Nike 2 and Multi-Purpose Room Compressors need to be replaced.

7.

Question: Are there any current major maintenance projects pending completion?

Answer: All projects and/or repairs are listed at the end of this document.

8.

Question: What is the current major maintenance fund balance?

Answer: The current major maintenance fund balance is $59,818.82.

9.

Question: Can the Department provide the last twelve (12)-month run rate for utilities, water/sewer, waste, gas, and food at the facility?

Answer: The annual utilities are approximately $170K and food is approximately $314K.

10.

Question: a. How many cameras are at the facility?

b. Are all cameras operational at this time?

c. When was the video surveillance system last updated?

Answer: a. There are currently 125 cameras.

b. All cameras are operational.

c. The video surveillance system was last updated in September 2023.

11.

Question: Is there a functioning sprinkler system throughout the building? If not, will recessed sprinklers be installed prior to contract award?

Answer: There are sprinkler systems present in both youth dormitories.

12.

Question: Does the facility have a generator?

Answer: Yes. The generator powers the kitchen, dorm lights, and the Administration building.

13.

Question: If this facility is in a flood-zone, how many evacuations has the facility experienced in the past five years due to a flood warning?

Answer: This facility is not in a flood zone.

14.

Question: If there are multiple buildings at this location, please clarify which buildings are included with this procurement.

Answer: There are eleven (11) buildings on-site and all of them are included for the program.

15.

Question: Are all of the showers and bathrooms PREA compliant, or will they be prior to the Contract award?

Answer: All showers and bathrooms are PREA compliant.

16.

Question: Is the Department planning to make any physical plant upgrades before Contract execution?

Answer: All completed, current, and future improvements are provided in this Exhibit 7 document.

17.

Question: Is all the kitchen equipment working properly?

Answer: Yes. All essential kitchen equipment is working properly.

18.

Question: Where is the Control Room in the facility?

Answer: The Control Room is in the Administration building.

19.

Question: Is the food prepared for youth in-house, or catered?

Answer: All food is prepared in-house.

20.

Question: Can the Department please provide an editable version of Attachment D, Attachment O, and Attachment Q in Microsoft Word format?

Answer: Please contact the Procurement Manager, via email, for a copy of Attachments D, O, and Q in Microsoft Word format.

21.

Question: Can the Department please provide Exhibit 5 and Exhibit 6 in either Microsoft Word or Microsoft Excel format?

Answer: Please contact the Procurement Manager, via email, for a copy of Exhibits 5 and 6 in Microsoft Word format.

23.

Question: Per the solicitation, the Respondent must include a “detailed plan for the provision of clinical staff and clinical services to include weekends and evenings; for services including, but not limited to, individual, group, and family therapy.” Is it sufficient for the Respondent’s plan to indicate that, per the model requirements of the chosen evidence-based programs and per the individualized needs of youth as specified on their treatment plans, clinical services may be available on weekends and evenings, as needed?

Answer: No. Per the OHS Attachments, a mental health clinical staff person must be on-site seven days per week, to meet the unique needs of the youth, and to provide clinical services, as outlined in the relevant OHS Attachment(s). This allows for flexibility, with the administration of therapeutic activities and crisis intervention services, while accommodating time for educational requirements, and for parents/guardians/co-parents to be involved, in family treatment services.

24.

Question: The solicitation states “an orientation process that begins prior to, or within two hours of, admission to the program” is required. The current requirement is within twenty-four (24) hours. Can this requirement be modified to give staff the twenty-four (24) hours?

Answer: No. Per Chapter 63E-7.101(6), F.A.C., Orientation of Youth, it states, “A residential commitment program shall begin the orientation process for each youth admitted to the program prior to, or within two hours of, admission to the program.”

25.

Question: The solicitation states there will be “continuous, twenty-four (24) hours awake supervision every day of the year.” Can you confirm this requirement applies to having awake staff, NOT awake ratios 24/7?

Answer: Twenty-four (24) hours per day, seven days per week, 365 days per year, all youth must have in-sight supervision every day by staff who are awake and not sleeping.

26.

Question: “Job placement” is mentioned throughout this solicitation. Would you clarify if this is meant for during their stay, during their transition, or both?

Answer: Both.

27.

Question: Under the Staff Training section, can the Department clarify the following:

a. “Staff shall attend required DJJ instructor-led training…”

Can the Department clarify what it considers to be required DJJ instructor-led trainings?

b. Rule 63H-3.006(2), F.A.C., Instructor Qualifications, Documentation, Training Plans, Course Hours, and Returning Staff, states, “(a) Each facility, program area, circuit, or unit shall create and maintain an annual training calendar or plan that identifies all direct care staff training identified in this rule and any additional training required by the Assistant Secretary of the program area or as identified in awarded contracts. (b) Training calendars or plans shall be completed prior to December 1 of the year preceding implementation, shall be maintained at the facility, program, or unit, and must be approved by the highest-ranking official at the location.”

Is it the Department’s expectation that pre- and in-service training plans will NOT be required to be submitted to DJJ to be approved prior to December 1 of the year preceding implementation? It is our understanding that plans will only need to be submitted to DJJ for approval as part of the proposal for this solicitation.

Is an annual calendar or annual plan equally acceptable for use at the program?

Answer: a. Instructor-led trainings are those led in-person versus those available through the e-learning platform of Skill Pro. When staff select a course in Skill Pro, some trainings are available through e-learning, and some are only instructor-led. It is unknown which of the required trainings are instructor-led versus e-learning, but the Respondent awarded the resulting Contract will be able to access Skill Pro and determine the delivery method once the resulting Contract is executed.

b. No. The resulting Contract will require the annual in-service training plan and the pre-service training plan to be submitted for review and approval to the Residential Regional Director each year.

28.

Question: Under the Religious and Spiritual Opportunities section, the solicitation indicates the Respondent “shall provide regular faith-based opportunities and quarterly documented attempts to provide religious services and education that encompasses all faiths.”

a. Does taking youth to church services on Sundays satisfy this requirement, providing different options are available to youth?

b. Does the state have a listing of approved volunteer organizations who could provide the sort of services to youth as described here?

Answer: a. Yes. Church services on Sundays satisfy this requirement.

b. No. We do not have a running list of volunteer organizations. However, the internet may provide you with organizations in the area or those which are close to the facility.

29.

Question: Under the Video Surveillance Systems section, will the Department accept requesting access to video instead of having full access?

Answer: No. The Respondent is required to grant the Department access per the solicitation.

30.

Question: Can the Department please provide the names and titles of the staff members who will be evaluating this solicitation?

Answer: The Evaluators for this solicitation are:

• Ashley Schwab, Programs & Policy Coordinator, Residential Services

• Philip Carney, DJJ Operations Analyst, Central Region, Residential Services

• Darrell Bacon, Senior Management Analyst II, Northeast Region Residential Services

• Michelle Colome, Registered Nursing Consultant, Office of Health Services

• Keniesha Francis, Senior Behavioral Analyst, Office of Health Services

Please Note: Evaluators for this solicitation are subject to change based on the needs of the Department and availability of the individuals.

31.

Question: Does the Department plan to provide any start-up/cost reimbursement funds to the winning Respondent so necessary facility projects can be completed?

Answer: There are no start-up/cost reimbursement funds available for this program.

32.

Question: What is the census utilization for the last twelve (12) months?

Answer: Please see the following table for the census utilization:

Month/Year MHOS SAOS

Sep-22 80.46% 94.91%

Oct-22 95.79% 95.21%

Nov-22 97.31% 98.24%

Dec-22 99.17% 97.41%

Jan-23 99.10% 97.94%

Feb-23 97.94% 98.25%

Mar-23 97.58% 98.66%

Apr-23 95.09% 97.31%

May-23 97.49% 98.43%

Jun-23 85.37% 86.53%

Jul-23 85.57% 87.01%

Aug-23 92.03% 95.61%

Sep-23 95.09% 94.31%

Avg after 12 months 93.69% 95.37%

33.

Question: Are there any specific delinquency interventions required for this program?

Answer: A list of approved curricula is located at https://www.djj.state.fl.us/partners-providers-staff/programming-and-technical-assistance-unit/research-informed-and-best-practices

34.

Question: Is the minimum mandatory hourly wage of $19 a gross hourly wage, or does this factor in any company-paid benefits?

Answer: The minimum mandatory hourly wage of $19.00 for direct-care staff is not inclusive of benefits.

35.

Question: Is there any flexibility in the per diem rates based on staffing patterns in years two through five?

Answer: No.

36.

Question: For flexible bed components, will there be a definitive amount of either type of beds at any given time, as service requirements are obviously different?

Answer: Yes, there will be a set amount of either type of beds at the beginning of the resulting Contract. After Contract execution, those beds are flexible, and any changes to the total number of beds will be discussed with the Provider, prior to such a change.

37.

Question: What are the nursing/HSA’s requirements?

Answer: Please see the Health and Nursing Services Attachment included in the solicitation for specific requirements.

38.

Question: Does the Department want all primary services, interventions, and treatment services on the same document, and for the Respondent to indicate which populations receive which services?

Answer: Yes. Please complete a Designation and Request to Change Primary, Intervention, and Treatment Services Form for all components.

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39.

Question: Will any staff currently employed by the Respondent who do not meet the basic degree requirements, but who have previously received a waiver from the Department, still be exempted in the new contract?

Answer: Yes. If a waiver was previously in place for a specific staff person, that waiver shall remain in place as long as the staff member is in good standing.

40.

Question: The solicitation indicates the Department can reduce the Respondent’s monthly invoice, at its discretion, for the amount allocated for unfilled positions. Please confirm that if the Respondent is able to maintain ratios by paying overtime to existing staff the penalty will not apply.

Answer: No. By executing the resulting Contract, the Respondent agrees to maintain the required ratios at all times. In the Attachment H-Budget, all of the program costs (including staff) add up to equal the filled per diem amount paid in the resulting Contract.

Should 15% or more of the Respondent’s total program positions be vacant at any one time, the Department may reduce the Respondent’s monthly invoice to recoup the salary not being paid because of excessive vacancies.

41.

Question: Submitting replies/proposals: If the preference is for electronic copies, are hard copies still required?

Answer: The solicitation states, “Respondents shall submit the required information and documents for this solicitation in the hard copy and electronic submittal of Volume 3,” therefore, both formats are required.

42.

Question: Attachment A-3, SAOS, references a Licensed Mental Health Professional (LMHP) on-site five days per week. Will the Department consider exempting with a waiver existing master’s level counselors who are working toward licensure (e.g., registered interns) into this role?

Answer: Registered interns may not work as a Licensed Mental Health Professional (LMHP).

43.

Question: Attachment A-3, SAOS, requires “psychiatric services be provided in the facility.” Will the Department allow these services to be provided via telehealth modality?

Answer: No. Telemental health services (individual and group therapy sessions) are not permitted at this time. Tele-psychiatry services should be requested from the Office of Health Services (OHS).

44.

Question: Attachment A-3, SAOS requires “Note: Process Groups based on Evidence Based therapy models (e.g., Cognitive Behavioral Therapy, Family Systems, Reality Therapy, Humanistic Therapy, Insight-oriented Therapy, Behavior Therapy, etc.) are allowable two times per week, and all other MH/SA group therapy services shall be Evidence-Based therapy curricula.”

Will the Department consider allowing more flexibility in this requirement, as evidence-based curricula cohorts vary based on youth admission/discharge timelines and frequencies? As an example, a youth in transition will likely have finished all formal evidence-based interventions such as ART and CYT, so may need more process groups to meet the four-per-week requirement.

Answer: Yes. If a youth has successfully completed evidence-based curricula groups, that youth can participate in a greater number of process groups, or increase the number of individual sessions for the week. It is not therapeutic for a youth to repeat a curricula-based group if that youth successfully completed the group.

45.

Question: Attachment A-3, SAOS, requires “A qualified professional licensed under Chapters 458, 459, 490 or 491, F.S. must be on-site and provide a substance abuse service each day Substance Abuse Treatment Overlay Services (SAOS) are provided.”

a. As group frequency has been reduced, how will this be reflected since SAOS is no longer a separately billed service?

b. Will the Department consider removing this language?

Answer: a. If the program has a 397 License, then a non-licensed clinical staff may provide substance abuse treatment services under the supervision of a licensed professional. However, the LMHP does not need to be on-site during such service provision. Substance abuse services are not billed separately; however, these services are governed by 65D-30, F.A.C.

b. No.

46.

Question: In Attachment A-3, SAOS, the table specifies minimum therapist qualifications as “Master’s degree student interns.” Please clarify this requirement, as registered internship is not a requirement specified in section 3b “minimum non-licensed clinical staff qualifications.”

Answer: There is a difference between a student intern and a registered intern. The non-licensed mental health clinical staff must have at a minimum, a bachelor’s degree and be a currently enrolled master’s degree student. A registered intern already holds a master’s degree and is approved by DOH to provide treatment services under the supervision of an LMHP. Thus, a student intern or a registered intern may serve as non-licensed mental health clinical staff working in MHOS or SAOS programs.

47.

Question: Attachment A-3, SAOS, requires “Family therapy shall be provided monthly, at a minimum, for all youth.”

Will the Department consider changing the language of this requirement to “shall be offered” or “shall be scheduled” as the Respondent cannot control whether parents will attend scheduled sessions?

Answer: If a parent/guardian/co-parent does not attend a family session the therapist will document that in the progress notes.

48.

Question: If the LMHP is serving as the DMHCA, will that individual being on-site full time satisfy the requirements listed in the MHOS/SAOS attachments under clinical staff requirements A and B?

Answer: The LMHP and the DMHCA can be the same person, satisfying the requirements of being on-site at least forty (40) hours per week, five days of the week.

49.

Question: Will the Department be providing funding for compression to appropriately hire and retain qualified licensed mental health and medical professionals?

Answer: Funds were added to current contracts in 2023 to address minimum wage requirements and compression. Based on the compression of salaries, for licensed mental health and medical professionals, the minimum required annual starting salaries for the following staff shall be (not inclusive of benefits):

a. Non-Licensed Mental Health Staff - $50,000

b. Licensed Mental Health Staff - $79,000

c. Designated Mental Health Clinician Authority (DMHCA) - $85,000

d. Registered Nurse (RN) - $72,000

Health Services Administrator (HSA) - $80,000

Recent Renovations:

• Install newly-established cameras – 5/2/23

• Server Maintenance – 1/10/23

• Handrails and tamper-resistant outlets – 9/20/22

• Change Order for Facility Remodel – 8/23/22

• Facility Remodel – 6/22/22

• CCTV installed – 4/5/22

• Kitchen roof replacement – 3/17/22

• Facility Remodel – 12/17/21

• Dorms & Kitchen roof replacement – 12/6/21

• Classroom #3 A/C replacement – 7/1/21

• Bunk bed removal – 5/26/21

Projects Pending Completion:

• Dorm heating modules

• Replace existing interior walls with Hardie Board