Section J Attach 08_SECURE JuvenileComplianceMATRIX Feb 2016.pdf

SECURE JUVENILE SERVICE COMPLIANCE

MATRIX

February 2016

CRITERIA

PAST PERFORMANCE EVALUATION AREA

FACTOR: Accountability

The offeror’s record of performance and level of success in developing and implementing juvenile offender accountability programs.

PROPOSAL PREPARATION INSTRUCTIONS

The following past performance information shall be submitted in the offeror’s proposal.

1. The 5 most relevant contracts and/or subcontracts that were, or are currently being, performed in the past 3 years. “Relevant” refers to contracts, which are of similar size, scope and complexity being acquired under this solicitation. Contracts listed may include those entered into by the Federal

Government, agencies of state, local and tribal governments and commercial customers. Offerors that are newly formed entities without prior contracts should list contracts and/subcontracts as required above for all key personnel. Offerors should note that the Government will conduct an assessment of the relevancy of the past performance contracts submitted by the offeror. Offeror’s past performance evaluations may be negatively impacted if they submit contracts in response to these instructions which are considered less relevant or irrelevant required under this solicitation.

2. Include the following information on each of the

5 past performance contracts submitted. The Past

Performance submission for each of the 5 contracts shall not exceed 3 pages.

a. Name of the contracting activity

b. Contract number

c. Contract type

d. Total contract value (including options)

e. Contracting officer name, telephone number and e-mail address

f. Program Manager or Technical Representative name, telephone number and email

g. Administrative Contracting Officer name, address, telephone number and email address

f. Program Manager or Technical Representative name, telephone number and e-mail

g. Administrative Contracting Officer name, address, telephone number, and e-mail address.

h. A written narrative that describes the offeror’s record of performance and level of success on the contract in the following categories:

i. Developing and implementing accountability programs for juvenile offenders.

ii. Assisting juvenile offenders to prepare for successful community reintegration.

Ability to leverage and network with other relevant community resources to provide juveniles with an effective support system.

iii. Acquiring and maintaining public support for juvenile correctional programs.

iv. Meeting mandated facility operational availability schedules.

v. Recruiting, training and retaining an adequate staff of personnel with the necessary skills and integrity to work with juvenile offenders throughout the performance of the contract.

vi. Ensuring open communications about and timely response to customer needs and requirements.

Note: In describing the record of performance and level of success in the above areas, the offeror is required, if applicable, to submit information on problems encountered on the contracts and/or subcontracts identified and the corrective actions taken to resolve the issues.

FACTOR: Programs success in providing juvenile offenders with quality programming designed to assist with community reintegration and a comprehensive support system.

Ability to provide quality programming by providing educational, vocational training, independent living preparation, group and individualized counseling services, specialized treatment, structured recreation, family reunification and religious services.

FACTOR: Community Relations success in acquiring and maintaining public support for juvenile correctional programs.

Ability to increase public outreach through the establishment of a Community Relations Board that serves as a means of mutual communication and support between the program and local communities.

FACTOR: Personnel success in recruiting, training and retaining adequate direct supervision paid staff and community volunteers with the necessary skills and integrity to work with juvenile offenders throughout the performance of the contract.

Ability for paid staff to supervise, guide and account for juvenile offenders 24 hours a day, seven days a week, 12 months a year.

Ability to recruit and retain a diverse group of juvenile mentors, individual volunteers and volunteer groups to enhance the juvenile’s rehabilitative process through guidance, spirituality, and youth development.

FACTOR: Communication and Responsiveness success in ensuring open communications about and rapid response to customer needs and requirements.

TECHNICAL/MANAGEMENT EVALUATION AREA

FACTOR: Site Location

SUBFACTOR: Site Validity and Suitability

The Site Validity and Suitability subfactor evaluates the proposed site location and considers the validity of the offeror’s right to use and zoning approval.

The assessment of validity includes both the legality of the instrument and the nature of the interest and appropriate zoning as it relates to any potential risk it poses to the government. This subfactor also evaluates the suitability of the site location with regard to environmental impacts and the responsiveness to proximity requirements defined in the SOW and RFP Section J.

The offeror shall submit official documentation that demonstrates they have a right to use, signed by both parties, and an approval or plan to obtain zoning and/or occupancy permit for their proposed site location. Acceptable evidence of right to use is limited to deeds, leases, bills of sale, options to lease, options to buy, or contingency deeds.

The Government reserves the right to conduct discussions if the Contracting Officer determines them necessary. If discussions are required, offerors shall provide the Contracting Officer with valid proof of all zoning and local ordinance requirements necessary for the operation of a juvenile facility as specified in the applicable Statement of Work within

90 days after the date of the initial proposal submission. In addition, the offeror is required to maintain proper zoning throughout the life of the contract. An offeror’s failure to establish and maintain proof may result in elimination from the competitive range prior to award and termination for default following award.

The offeror shall complete and submit the Local Area

Concerns Within a Half-Mile Radius Attachment, which lists the public concerns that are within the

½ mile radius of the proposed site location. For those public concerns identified in the Matrix, include your approach for mediating any potential community impacts in the space provided.

FACTOR: Site Location

SUBFACTOR: Community Relations Program

The Community Relations Program subfactor evaluates the progressive efforts, credibility and effectiveness of the offeror’s proposed program for educating and interacting with the local community in their efforts to acquire and maintain public support.

The offeror shall provide a Community Relations Plan which describes their strategy for educating and interacting with the local community in their efforts to acquire and maintain public support. The Plan shall not exceed 2 pages. Offeror shall ensure the

Plan is relevant to the location required under this solicitation.

In responding to this factor, offerors shall also submit proof that the law enforcement agency with primary jurisdiction and at least two levels of local government officials have been notified of their intent to open and operate a juvenile correctional program as identified in this solicitation. The proof shall be a signed copy of each notification sent via registered or certified mail to the Chief Executive

Officer of the law enforcement agency and two levels of public officials of the geographical area in which the proposed program is located. The notification letter shall be the letter provided as an Attachment in Section J of the Community Notification Letter.

Offerors shall also submit documentation to evidence community support or acknowledgment for the location of the proposed site (e.g., letters of affirmation from public officials, minutes of community relations board meetings that indicate community support or acknowledgment for the proposed site, petitions of support, etc.). The documentation shall not be dated prior to the date of the solicitation. The intent of this requirement is to ensure the offeror has a positive and affirmative relationship in existence prior to establishing the site.

FACTOR: Accountability

This factor evaluates the comprehensiveness, credibility and effectiveness of the offeror’s juvenile offender accountability plan. The offeror will be evaluated on the plans, procedures and practices they will employ to ensure that offenders are accurately accounted for, at all times, while in or out of the facility.

The offeror shall provide an Offender Accountability

Plan that describes the plans, procedures, and practices they will employ to ensure that juvenile offenders are accurately accounted for while in and out of the facility in accordance with the specifications outlined in the applicable Statement of Work. This plan shall include the offeror’s approach to ensuring that there is adequate separation and supervision of juveniles in coeducational facilities and that juveniles identified as sex offenders are housed in single sleeping rooms and are monitored to prevent the commission of sex offenses at the facility. A staffing pattern shall be submitted and the staff to juvenile ratio shall be defined.

The Plan shall not exceed 10 pages in total. The page limitation includes the submission of supporting documentation regarding an organizational chart, and staffing patterns.

Offeror shall ensure the Plan is relevant to the location required under this solicitation.

FACTOR: Programs

This factor evaluates the quality and effectiveness of the offeror’s plan for assessing the juvenile’s treatment needs and develop and implement individualized program plans based on these comprehensive assessments. Such needs encompass

The offeror shall submit a Service Delivery Plan which describes their strategy for assessing, developing and implementing an individualized program plan that addresses the treatment needs for juvenile offenders in accordance with the specifications outlined in the applicable Statement of Work. The plan shall include a description of the assessment tool, education, vocational training, counseling and specialized special education, behavioral management, discipline, specialized treatment, mental health services, vocational training, counseling, independent living preparation, community reintegration and family reunification.

treatment(sex offender, chemical dependency, emotional and mental disturbance, violent offender treatment), independent living preparation, recreational activities, religious services, community reintegration and family reunification opportunities. The plan shall address the sex offender treatment philosophy and assessment tools.

The plan shall include a description of the staff positions and any support agencies who may be delivering these services. The plan description shall include how the 50 hours of quality programming requirements in the Statement of Work shall be met.

The Plan shall not exceed 15 pages in total. The page limitation includes the submission of supporting documentation regarding treatment modality, Suicide

Prevention and Intervention Plan, Individualized

Treatment Plan, and Special Management Plan.

location required under this solicitation.

FACTOR: Facility

This factor evaluates the offeror’s proposed facility with regard to (1) overall quality; (2) degree of compliance to applicable local, state, national health, safety, environmental laws, regulations, Executive Orders, and building codes; and (3) the soundness and credibility of the offeror’s plan for ensuring operational availability within 120 days after contract award.

Offeror shall provide a legible copy of the site photographs, site plan, and architectural floor plans

(that are within 120 days of proposal submission) pursuant to the SOW. Floor plan shall identify and provide the total square footage of sleeping rooms, dining room, visiting room, conference room, recreation areas, offender bathrooms and fixtures, staff offices, laundry rooms, kitchen, storage areas, furnishings, lighting and temperature control. Plan shall address handicapped access and special management housing. Offerors shall complete and submit the CCC/CSC/MINT Contract Facility Certification of

Compliance provided as an Attachment. Offerors shall submit their plan for complying with the 120 day availability requirement and all local, state and national health, safety, environmental and building codes. In cases of substantial new construction or renovation, a detailed plan shall be submitted, describing all major construction elements and estimated time frames for initiation and completion of the work, demonstrating how the facility will be operational within 120 days from contract award. The definition of “substantial” is provided at RFP Section

J, Environmental Checklist. This plan shall not exceed

3 pages. Offeror shall ensure the Plan is relevant to the location required under this solicitation.

Bureau of Prisons representatives will conduct an onsite inspection and evaluation of offeror’s performance location and facility as part of the

Government’s evaluation process. The purpose of this inspection is to obtain information for use in determining if the site is in compliance, or capable of being brought into compliance with the requirements of this solicitation.

FACTOR: Personnel

This factor evaluates the offeror’s strategy for recruiting, training and retaining adequate qualified staff with the necessary skills and integrity to work with juvenile offenders in a juvenile facility.

This also includes evaluating the effectiveness of the offeror’s plan for ensuring all personnel will be aware of and abide by the standards of employee conduct as defined in the SOW.

The offeror shall provide a Personnel Resources Plan

(PRP) which describes the offeror’s strategy for recruiting, training and retaining adequate qualified staff to work with juvenile offenders. The Plan shall demonstrate that personnel will have the necessary skills to ensure successful, continuous performance of the contract.

The Plan shall not exceed 10 pages in total. The page limitation includes the submission of supporting documentation regarding a training curriculum for employee standards of conduct, employee annual training and employee qualifications, in accordance with the specifications outlined in the applicable

Statement of Work.

location required under the solicitation.

Submission Description

Copies

Page Limitations

Volume I: Technical/Management Original and 3 copies

Right to Use and Zoning Approval

N/A

Local Area Concerns Within A Half-Mile Radius

(IAW Attch., Section J)

Community Relations Plan

Community Notification Letters (IAW Atch, Section J)

Documentation of Community Support

Offender Accountability Plan

Service Delivery Plan

Copy of Floor Plans, Site Plans, and Photographs

CCC/CSC/MINT Contract Facility Certification of Compliance (IAW Atch, Section J)

Plan for 120 day Availability

Critical Path Method (if applicable)

Personnel Resources Plan

Staffing Pattern/Schedule

Volume II: Business Proposal

Completed Contract Sections: A,B, J and K

Original and 1 copy

Volume III: Past Performance

Original and 1 copy

Not to Exceed 15 pages