2000015625_Comp_Risk_Ax_ptrfp.pdf

Rev. July 2023

State of Minnesota

Department of Corrections

REQUEST FOR PROPOSAL

Psychologist for Evaluations of Incarcerated Individuals Serving Life and

Indeterminate Sentences

SWIFT Event 2000015625

Date Posted: March 29, 2024

• Responses must be received not later than 2:30PM, Central Time, April 22, 2024

• Late responses will not be considered

Minnesota’s Commitment to Diversity and Inclusion

The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities.

Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

file://///ADM-MMD-SRV-1.admin.state.mn.us/SHARE/OSP%20Assets/APPROVED%20Forms,%20Policies,%20Templates/PT/Templates/www.mn.gov/admin/oep

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This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

https://guest.supplier.systems.state.mn.us/psc/fmssupap/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf

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TABLE OF CONTENTS

Solicitation Content

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF SCOPE

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

SECTION 4 – PROPOSAL CONTENT

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

SECTION 6 – SOLICITATION TERMS

Solicitation Attachments

• Attachment A: Responder Declarations

• Attachment B: Exceptions to State's Terms and Conditions

• Attachment C: Cost Detail

• Attachment D: Responder Forms o Veteran-Owned Preference Form o Workforce and Equal Pay Declaration Page

• Attachment E: Reference Form

Sample Contract

• Exhibit A: Contract Terms

• Exhibit B: Insurance Requirements

• Exhibit C: Specifications, Duties, and Scope of Work

• Exhibit D: Pricing

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SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for Completing Your Response

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

Incomplete Submittals

A response must be submitted along with any required additional documents. Incomplete responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Sandra Tobias-Kotyk, Budget and Contract Analyst Department of Corrections, Central Office sandra.tobiaskotyk@state.mn.us

Questions should be emailed to the contact by 2:30PM, April 5, 2024.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

mailto:sandra.tobiaskotyk@state.mn.us https://www.revisor.mn.gov/statutes/cite/13.37 https://mn.gov/supplier

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SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Department of Corrections (MN DOC) requests proposals for Minnesota licensed psychologist(s) to assist MN DOC staff in providing psychological and violence risk assessments of incarcerated individuals serving life and indeterminate sentences residing in Minnesota Correctional Facilities to assess their current mental health status, diagnosis, and future risk of violence. While a significant portion of these assessments will specifically address the developmental psychological evaluations mandated by recent legislative changes—focusing on individuals who were sentenced as adolescents—the role also necessitates broader evaluations that are inclusive of all individuals, irrespective of the age at which they were sentenced.

It is anticipated this request for proposal will result in multiple contract awards. The terms of the initial contracts will be for two years with an option to extend the contracts up to a 5-year total contract period. Responder understands that the State may contract with multiple Contractors and will distribute the referrals, based on interest, skillset, performance and availability, to the best of the State’s ability.

Sample Tasks and Deliverables.

Under the contract the Contractor will:

1. Assess/evaluate assigned incarcerated individuals serving life and indeterminate sentences residing statewide in MN

Correctional facilities to determine their mental, emotional, and behavioral status along with providing an assessment of their current and future risk of violence, including a specialized assessment of sexual violence risk where applicable. This is achieved by:

1.1. reviewing clinical histories;

1.2. in-person and/or telehealth observation and interviewing incarcerated individuals serving life and indeterminate sentences;

1.3. administering and interpreting psychological and/or violence risk assessment instruments, with a focus on instruments validated for assessing sexual violence risk; and

1.4. communicating with relevant collateral sources.

2. Draft comprehensive psychological and violence risk assessment reports within a reasonable time frame agreed upon by both parties, ensuring that assessments of violence and sexual violence risk are clearly articulated and substantiated.

3. Provide psychological expertise to MN DOC staff, including but not limited to case managers, other psychologists assigned to the Comprehensive Risk Assessment Team, the Commissioner of Corrections, and the Supervised Board of Release upon its establishment on July 1, 2024, with an emphasis on the interpretation and management of sexual violence risk.

4. Provide consultation as determined by the Supervisor of the Comprehensive Risk Assessment Team to other psychologists assigned to the Comprehensive Risk Assessment Team. This includes, but is not limited to, reviewing reports from other Comprehensive Risk Assessment Team psychologists, and providing grammatical and/or content feedback via email, telephonic, and/or in person communications.

5. Attend quarterly scheduled Comprehensive Risk Assessment Team meetings, which may be conducted either in person or virtually.

6. Other related in scope services as mutually agreed upon by the MN DOC and the contracted Minnesota licensed Psychologist.

7. Credentialing

7.1. Must be a licensed psychologist (LP) to practice in Minnesota or eligible to obtain licensure as a psychologist

(LP) in Minnesota within 6 weeks of executing the contract and;

7.2. Must have advanced training and qualifications in order to perform psychological and/or psychiatric assessments, with the capability to conduct specialized assessments for violence and sexual violence risk.

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8. Contractor is expected to complete documentation in MN DOC’s electronic health record on within a reasonable time frame agreed upon by both parties.

9. All contract personnel must receive security and background clearance by MN DOC prior to provision of services. A criminal background check shall be conducted annually. Background checks are completed at MN DOC expense.

10. Contract personnel assigned to the facilities must participate in MN DOC sponsored orientation classes prior to providing services at a facility, and attend MN DOC training classes that, from time to time, may be reasonably required. Annual PREA training is required for all contract personnel.

11. Contract personnel must comply with all MN DOC policies and shall be subject to the rules and standards of conduct set forth in MN DOC’s policies.

12. The contractor will work closely with Health, Recovery and Programming and other department personnel.

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SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term.

The term of this contract is anticipated to be from July 1, 2024, to June 30, 2026, with the option to extend up to a total five-year contract period in increments determined by the State.

Question and Answer Instructions.

Prospective responders who have any questions regarding this solicitation may contact:

Sandra Tobias-Kotyk, Budget and Contract Analyst Department of Corrections, Central Office sandra.tobiaskotyk@state.mn.us

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

mailto:sandra.tobiaskotyk@state.mn.us

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SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

1. Work Plan. Responder should provide a description of their methodology and approach to conducting the assessments. Since this is a contract position that involves assigned work on an as needed basis and each assigned evaluation may require between 10-20 hours to complete, the Responder should provide information regarding their availability to respond to and complete assigned work (e.g., how much advance notice is needed to respond to an assigned task and how much time does the professional have on a monthly basis to meet the estimated time requirements to complete an evaluation.

This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the contract, and what makes the Responder uniquely suited for this work.

2. Qualifications and Experience. Responder should provide an outline of background and experience with examples of similar work done by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience.

MN DOC highly values and seeks those who can offer broad experience/skill-set in violence risk assessments, inclusive of but not limited to those pertaining to sexual offenses. Proposals should provide a detailed outline of the responder’s full spectrum of experience/skill-set in conducting violence risk assessments. If applicable, they should also highlight any specific involvement in sexual-offense violence risk assessments, treatment planning, and the development and application of intervention strategies tailored to incarcerated individuals with sexual offense histories.

'Skill-set' refers to the Contractor’s qualifications and competencies in conducting comprehensive violence risk assessments, including those specifically related to sexual violence. While expertise in assessing incarcerated individuals with histories of sexual offenses is an important facet of this ‘skill-set’, it is not the sole criterion. MN DOC highly values and seeks those who can offer broad experience in violence risk assessments, inclusive of but not limited to those pertaining to sexual offenses. Proposals should provide a detailed outline of the responder’s full spectrum of experience in conducting violence and sexual violence risk assessments.

Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

3. References. Responder should complete and submit “Attachment E: Reference Form” with their response.

Responder should submit two completed reference forms with each reference’s company name and contact information with their response. Once Responder’s response is received, the Solicitation Administrator will send the same form to Responder’s reference(s) for each reference to fill out and return to the Solicitation Administrator.

Responder must complete and submit “Attachment E: Reference Form” with their response. Responder should answer every question and provide all information requested on the reference form. Failure to meet this requirement may result in the rejection of the entire solicitation response as non-responsive.

The State reserves the right to verify the information submitted on Attachment E before an award is made. The State reserves the right to contact the references listed in Attachment E. The solicitation response will be rejected if

Rev. July 2023 Page 9 of 13 the State, in its sole discretion, receives information that indicates the responder is non-responsible or non-responsive.

4. Work Sample. Responder should provide a redacted violence risk assessment report that reflects the quality of the deliverables they will provide to the State. The Work Sample is ideally very similar to the services being requested in this RFP.

5. Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Veteran-Owned Preference Form

b. Workforce and Equal Pay Declaration Page

5. Attachment E: Reference Form

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

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SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

• Responses must be received by the due date and time specified in this RFP

• Must be a licensed psychologist (LP) to practice in Minnesota or eligible to obtain licensure as a psychologist (LP) in Minnesota within 6 weeks of executing the contract.

• Responder must submit two completed Attachment E: Reference Forms as part of their proposal.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

1. Work Plan for Deliverables 200 points

2. Qualifications and Experience 250 points

3. References 100 points

4. Work Sample 150 points

5. Cost Detail 300 points

1000 points

6. Preference Points (if applicable) 120 points (in addition to 1,000 available)

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 - Select Finalist(s) Only those responses that have been evaluated under Phase 2 shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by May 15, 2024.

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SECTION 6 – SOLICITATION TERMS

Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

• Reject any and all responses received;

• Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

• Negotiate with the highest scoring Responder[s];

• Terminate negotiations and select the next response providing the best value for the State;

• Consider documented past performance resulting from a State contract may be considered in the evaluation process;

• Short list the highest scoring Responders;

• Require Responders to conduct presentations, demonstrations, or submit samples;

• Interview key personnel or references;

• Request a best and final offer from one or more Responders;

• The State reserves the right to request additional information ; and

• The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

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Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information

9.1 Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

9.2 In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

9.3 The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

9.4 A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

https://mn.gov/admin/business/vendor-info/oep/

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Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.