17-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is accepting proposals from qualified vendors to provide residential services for the Harris County Juvenile Probation Department (HCJPD) for one (1) year beginning approximately March 31, 2026 through March 30, 2027 or until all services are satisfactorily provided and completed.

PRE-SUBMITTAL CONFERENCE

A pre-submittal conference is scheduled for January 27, 2026 at 11:00 a.m. CST local time Houston, TX using the following dial-in information. Conference number (audio only) +1 281-985-1862, Phone Conference ID: 956 305 839#. Attendance is not mandatory but all vendors are strongly encouraged to attend in order to have a better understanding of the requirements of this RFQ. Persons with disabilities requiring special accommodations should contact the Office of the Purchasing Agent at 713-274-4400 at least two (2) days prior to the conference.

It is the responsibility of each vendor to examine the entire RFQ package, seek clarification in writing, and review their submittal for accuracy before submitting. Questions relating to this RFQ must be submitted in writing online within Bonfire at https://harriscountytx.bonfirehub.com. The deadline for submission of questions relating to this RFQ is listed on the Events Schedule within Bonfire. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms through Bonfire. The County will not be bound by any information conveyed verbally.

SCOPE OF SERVICES

The project(s) shall consist of successful Offeror furnishing all qualified personnel, supervision, services, materials, equipment, facilities, travel, overhead and incidentals necessary for Residential Services for the Harris County Juvenile Probation Department (HCJPD). The services to be performed by the Offeror may include, but are not limited to, the following:

Offerors shall provide residential trauma-informed care and services for youth who need specialty treatment for these specific issues to include but not limited to developmental disabilities, substance abuse issues, gender specific services, victims of sex trafficking, and/or youth who might require other types of special treatment. The Offeror should indicate which issues their program specifically addresses, e.g., youth with substance abuse issues, youth who are victims of sex trafficking, etc. Priority will be given to Offerors who can provide culturally responsive services or care to diverse populations including but not limited to racial, ethnic, gender identity, sexual orientation, and other marginalized social identities. Facilities must be licensed by the Texas Department of Family and Protective Services or other regulatory authority if the facility is required to possess a license.

An Offeror whose facility is located out-of-state must be licensed, regulated, or certified by a governmental entity in the state where the facility is located.

The goal is to provide youth with a healthy and safe environment and the services, treatment, and care required to assist them in making behavioral changes, achieve developmental milestones, and prevent further penetration into the juvenile or criminal justice systems by facilitating them in moving forward in their lives in a positive direction. Services may include but are not limited to family therapy, credit recovery, job training, extracurricular activities (sports, culinary arts, leadership development, etc.), social and anger management skill groups, trauma groups, etc.

REQUIREMENTS

Grant or county funds may be used to reimburse eligible service providers for the levels of residential care listed in this RFQ (per diem). Costs included in daily rates are dietary, facility, routine daily services, administration, transportation and therapy at all appropriate levels. Costs not included are non-routine medical, dental, and extraordinary transportation costs. Service contracts may provide for these additional services if the need for and delivery of such services is documented fully with a maximum of twenty-five (25) percent of the awarded vendors agreement per one (1) year term. Invoices must be submitted with backup for reimbursement of the additional services. Payment more than each level of residential care service per diem may not exceed the actual cost of additional services and may not exceed the maximum rates set forth in the State of Texas Uniform Grants Management Standards, or any published reasonable state-approved rate for similar services. If, at any time during this contract period, the maximum rates are changed by the Texas Grants Management Standards or state regulation for similar services, Offerors will be eligible to begin receiving the new specified maximum rates. If the maximum rate change

Residential Services for Harris County Juvenile Probation Department https://harriscountytx.bonfirehub.com/ for any level of residential care or additional service exceeds twenty-five (25) percent of the current rate, it must be approved by Harris County Juvenile Board.

Grant funds may not supplant or duplicate other available funds for residential placement, such as funds budgeted for this purpose by the grantee, the Texas Juvenile Justice Department or provided through parental contributions. Supplanting includes requesting state or federal reimbursement for services that should be included in the per diem rate paid by the County or reimbursed by a state or federal agency. This prohibition does not include payment or reimbursement for “extraordinary costs” not included in the per diem rate and associated service level description.

Offeror shall also have medical care available on at least an "on-call" basis and shall be responsible for procuring medical care for youth when necessary. Offeror shall seek reimbursement for medical care through client’s Medicaid or private insurance benefits before submitting remaining amount to HCJPD for payment, except where the youth sustain an injury while in the custody of Offeror, in which case the Offeror shall be solely responsible for these costs, including follow-up. Offeror is required to ensure that the care of a physician is secured when needed, except where an injury occurs while in the care of, the youth's parents, and secondarily, the County, will be responsible for these costs.

Accountability System and Electronic Reporting Awards will be made to Offerors who have a history of assisting youth in achieving the state-required outcomes that are incorporated into each resident’s Individualized Program Plan, utilizing the nine (9) domains defined in the Texas Health & Human Services Commission Substitute Care Provider Outcome Standards. Selected Offeror are required to assist HCJPD in reporting the specified outcomes utilizing the six-point scale detailed in Title 1, Part 15, Chapter 351, Rule 351.13 of the Texas Administrative Code. Although these outcomes may not be in Offeror’s immediate control, HCJPD will use the following standard to determine Offeror’s cost-effectiveness, value and quality: Seventy percent (70%) of the juveniles in the Offeror’s care must show improvement in at least fifty percent (50%) or more of the goals established in the following domains:

• Medical

• Safety and Security

• Recreational

• Educational

• Mental/Behavioral Health

• Relationship

• Socialization

• Permanence

• Parent and Child Participation

Output and Outcome Measures To determine whether a particular service is of value to the youth under HCJPD’s supervision, HCJPD's Research and Evaluation staff generate outputs and recidivism rates of participants. While these results are not in the immediate control of the selected Offeror(s), these results along with other measures will be used to determine each provider’s effectiveness.

Outputs -Number of youth receiving each specific service and/or participating in designated program(s).

-Number of youths rejected or ejected from each service or program.

-Number of youths successfully completing each service or program requirements.

-Number of youths providing positive feedback concerning services or program components.

Recidivism Outcome Measures HCJPD expects at minimum the following recidivism results:

- Seventy-five percent (75%) of youth shall not acquire a new offense within 180 days of completing the program, or services.

- Seventy percent (70%) of youth shall not acquire a new offense within one (1) year of completing the program, or services.

Social Outcomes The data on the evaluation components listed below shall be collected by each provider and made available to the Juvenile Board Chair, HCJPD Executive Director, HCJPD Assistant Executive Director, the Residential Services Director, or their designee for audit and evaluation purposes on a monthly, quarterly, and/or annual basis. In addition, Offeror shall also make the same information available to the Texas Juvenile Justice Department and any county or state auditor for the same purpose.

Each Offeror shall provide HCJPD with a monthly progress report concerning the services provided and have secure internet access to provide this information. The results of these outcome measures shall be based on current and accurate data provided by each Offeror, and placed in HCJPD's web-based reporting system, if applicable.

Social Outcome Measures In addition to the recidivism measures, HCJPD will monitor the following social outcome measures, as applicable to services provided by Offeror to each child:

- Seventy-five percent (75%) of youth shall complete the program or services as designed.

- Seventy-five percent (75%) of youth who are identified or report prior substance use shall report/exhibit a decrease in substance use.

- Seventy-five percent (75%) of youth and families who are identified or report prior family dysfunction shall report/exhibit improvements in family functioning and communication.

- Seventy percent (70%) of youth who have been identified or report prior school attendance issues shall report/exhibit improvements in school attendance.

- Seventy percent (70%) of youth who have been identified or report poor grades, shall report/exhibit an increase in Grade Point Average (GPA).

Additional Performance Components In addition to holding providers accountable for the program progress of youth, providers will also be evaluated on the level and quality of services provided in the following areas:

-Compliance with all applicable federal, state and local laws and regulations.

-Timely monthly, quarterly and annual reports submitted.

-Accurate and timely invoices submitted.

-Sustainability plan for services to at-risk and delinquent youth; and, -Client Satisfaction Surveys.

MEDICAL AND MENTAL HEALTH SERVICES

Offeror shall be financially responsible for up to $5,000.00 per child annually for all medical, dental, psychiatric, pharmacy, optometry, and therapeutic care provided to youth that are in excess of their identified service level. Any medical, dental, pharmacy or optometry needs that exceed $5,000.00 (per youth) annually will be the responsibility of HCJPD.

MEDICAL AND MENTAL HEALTH SERVICES IN EXCESS OF SERVICE LEVEL

Offeror shall be responsible for providing all required for service levels as described in Title 40, Part 19, Chapter 700, Subchapter W of the Texas Administrative Code for referred youth. Any service Offeror provides above and beyond an individual youth’s service level and for which an additional fee is required, Offeror must receive prior authorization from

HCJPD.

CRIMINAL HISTORY CHECKS Offeror shall perform criminal history checks in conformance with Title 26, Part 19, Chapter 745, Subchapter F of the Texas Administrative Code.

UNIMPEDED ACCESS TO CALL LINE

Offeror shall ensure that all juveniles in a facility have the right to reasonable, free and confidential access to the facility’s call line to report alleged abuse, neglect, exploitation, serious incidents or death. Offeror shall provide, during orientation into the facility, information regarding HCJPD’s twenty-four (24) hour, toll-free, direct-reporting call line [i.e., 1-877-STOP-ANE] for reporting alleged abuse, neglect, exploitation, death or serious incidents and shall require employees and staff to facilitate direct reporting and unimpeded access to the call line. The Offeror shall prominently display in English and Spanish signage provided by HCJPD regarding a zero-tolerance policy concerning abuse of juveniles.

PRISON RAPE ELIMINATION ACT COMPLIANCE (PREA)

PREA establishes a zero-tolerance standard against sexual assault of incarcerated persons, including juveniles, and addresses the detection, elimination, prevention, and reporting of sexual assault in facilities housing adult and juvenile offenders as applicable. Under PREA, Offeror shall make available to the Executive Director of the Harris County Juvenile Probation

Department or his designee, all incident-based aggregated data reports for every allegation of sexual abuse at its facility or facilities within twenty-four (24) hours of the allegation. All such data that may be requested by the Department of Justice from the previous calendar year no later than June 30th. Additionally, Offeror shall be subjected to annual contract monitoring by HCJPD to ensure Offeror is complying with the PREA standards.

OUT-OF-STATE OFFERORS

Prior to award, out-of-state Offerors who meet the Harris County Juvenile Board’s initial screening qualifications shall provide, at Offeror’s cost, transportation for the Harris County Purchasing Department’s representative and two (2) HCJPD staff to visit the facility to determine if the facility will meet the needs of HCJPD clients.