10907_Frequently_Asked_Questions_FINAL.pdf

Exhibit 8 RFP 10907 Frequently Asked Questions

1.

Question: a. How many total classrooms are there?

b. How many staff offices are there?

Answer: a. There are six classrooms.

b. There are thirty-six (36) staff offices.

2.

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

b. Are all sleeping rooms single occupancy?

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

Answer: a. There are 100 sleeping rooms.

b. Yes. All sleeping rooms are single occupancy.

c. Yes. Doors with windows are permitted for the sleeping rooms.

3.

Question: Can the Department provide floor plans with the 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 Officer per request via email.

4.

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.

5.

Question: a. How old are the current A/C units and when were they last serviced?

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

Answer: a. There are fifteen (15) A/C units on-site:

• Two Goodman 10-ton units purchased in 1995 (serviced 3/28/2024, 6/14/2024, and 10/16/2024, respectively);

• One Trane 3-ton unit purchased in 2000 (serviced 7/14/2024);

• One Trane 4-ton unit purchased in 2000 (serviced 8/9/24);

• One Trane 4,525 lb. unit purchased in 2014 (serviced 10/31/2024);

• One Trane 5-ton unit purchased in 2014 (serviced 8/22/24);

• Three Trane 10-ton units purchased in 2014 (two were serviced 7/9/2023);

• One Trane 10-ton unit purchased in 2015 (serviced 8/9/24);

• One Trane 4,801 lb. unit purchased in 2016 (serviced 8/22/24);

• One Trane 10-ton unit purchased in 2018 (serviced 8/9/24);

• One Trane 4-ton unit purchased in 2019 (serviced 8/22/24);

• One Carrier 10-ton unit purchased in 2020 (serviced 8/9/24); and

• One Carrier 10-ton unit purchased in 2021 (serviced 8/9/24).

b. As of 3/20/2025, there are repairs in progress for the air-conditioning unit on the

Celtics module to correct an electrical issue.

6.

Question: What are the current major maintenance projects that are pending completion?

Answer: The perimeter fence and the following kitchen equipment will be replaced: stove, refrigerator, and freezer.

7.

Question: What is the current major maintenance fund balance?

Answer: The current major maintenance fund balance is $14,295.49.

8.

Question: a. How many cameras are at the facility and are all cameras currently operational?

b. When was the video surveillance system last updated?

Answer: a. There are 143 cameras at this facility. Two cameras are not currently working.

b. The video surveillance system was last updated in 2019.

9.

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

Answer: Yes. There is a functioning sprinkler system throughout this facility.

10.

Question: Does the facility have a generator?

Answer: Yes, there is a generator at this facility.

11.

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.

12.

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

Answer: There is one building and several storage buildings included in this procurement.

13.

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.

14.

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.

15.

Question: Is the food prepared for youth in-house, or catered? If in-house, is all the kitchen equipment working properly?

Answer: Food is prepared for youth in-house. Please see the answer to Question #6 for the list of kitchen equipment being replaced.

16.

Question: Where is the Control Room in the facility?

Answer: The Master Control Room is located at the front entrance of the building. There is also a control room located on the east side hallway.

17.

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.

18.

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.

19.

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

20.

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. Is taking youth to church services on Sundays satisfy this requirement, provided that different options are available to youth?

b. Does the State have a listing of approved volunteer organizations that could provide the sort of services to Youth as described here?

Answer: a. Yes. Church services on Sundays, and different options available to youth, satisfies 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 that are close by.

21.

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.

22.

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:

• Peacena Samuels, Commitment Manager, Residential Services

• Telly Suarez, Senior Management Analyst II, Residential Services

• Monica Alford-Neira, Commitment Manager, Residential Services

• Andrew Harrell, Office of Health Services, Mental Health

• Kala Garner, Office of Health Services, Medical

• Patrick Brock, Education

• Susan Bosse, Career and Technical Education

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

23.

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

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

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

Answer: Kissimmee MHOS

Month/Year Utilization

23-October 93%

23-November 94%

23-December 98%

24-January 99%

24-February 95%

24-March 95%

24-April 100%

24-May 100%

24-June 98%

24-July 91%

24-August 87%

24-September 91%

24-October 98%

Kissimmee SAOS

23-October 100%

23-November 96%

23-December 100%

24-January 98%

24-February 97%

24-March 98%

24-April 93%

24-May 93%

24-June 96%

24-July 90%

24-August 94%

24-September 97%

24-October 97%

Kissimmee Max

23-October 80%

23-November 87%

23-December 86%

24-January 86%

24-February 95%

24-March 100%

24-April 100%

24-May 100%

24-June 100%

24-July 98%

24-August 87%

24-September 93%

24-October 100%

Kissimmee BDD/DD

23-October 75%

23-November 77%

23-December 80%

24-January 82%

24-February 82%

24-March 83%

24-April 82%

24-May 81%

24-June 80%

24-July 79%

24-August 81%

24-September 87%

24-October 98%

25.

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

26.

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 is $19.00, not inclusive of benefits.

27.

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

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

28.

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

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

29.

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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30.

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, be exempt in the new Contract?

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

31.

Question: The solicitation indicates that 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.

32.

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

Answer: The solicitation says “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.

33.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment A-3, SAOS references a LMHP on-site five days. Will the Department consider exempting existing master level counselors who are working toward licensure (I.e., registered interns) into this role?

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

34.

A-3, SAOS requires that “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).

35.

A-3, SAOS requires that “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 4 per week requirement.

Answer: Yes. If a youth has successfully completed evidence-based curricular based groups, then 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 curricular-based group if that youth successfully completed the group.

36.

A-3, SAOS requires that “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 Licensed Mental Health Professional (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.

37.

A-3, SAOS 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, if not otherwise licensed, have at minimum a bachelor’s degree and be a currently enrolled master’s degree student and has reached the internship phase of the program. A registered intern already holds a master’s degree and is approved by DOH to provide treatment services under the supervision of a Licensed Mental Health Professional (LMHP). Thus, a student intern or a registered intern may serve as non-licensed mental health clinical staff working in MHOS or SAOS programs.

38.

A-3, SAOS requires that “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.

39.

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

Answer: The Licensed Mental Health Professional (LMHP) and the Designated Mental Health

Clinician Authority (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.

40.

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 (not inclusive of benefits) shall be:

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

e. Health Services Administrator (HSA) - $80,000