44DOC-S1759 - Final.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Request for Proposal: 44DOC-S1759 For

STAFFING ANALYSIS SERVICES

Release Date: 10/11/2021 Deadline for Submission and Opening Date and Time: 11/08/2021 @ 1:00 pm Refer to Proposal Timeline and Submission Requirements for complete RFP schedule and submission instructions

Single point of contact for the RFP:

ANNETTE MORFIN, PURCHASING OFFICER

Phone, 775-684-0185 Email Address, amorfin@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-515-5173/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada Purchasing Division, on behalf of the Nevada Department of Corrections (NDOC or Department) is seeking proposals from qualified vendors to provide a complete staffing analysis at NDOC facilities. The awarded vendor will provide service as requested, to analyze staffing requirements throughout all NDOC facilities as listed below in Section 2.3.

The State intends to award one (1) contract in conjunction with this Request for Proposals (RFP), as determined to be in the best interests of the State. NDOC shall administer the contract resulting from this RFP. The resulting contract is expected to be for a contract term of five (5) months. The resulting contract is expected to begin February 1, 2022 and end on June 30, 2022, subject to Board of Examiners (BOE) approval.

GOALS AND OBJECTIVES

The primary goal of this project is to provide the NDOC with a comprehensive objective review and assessment of the current security staffing, as well as non-uniform staff and the management structure at its facilities that will enable it to perform security operations in the most effective, efficient and uniform manner while preserving the primary mission to maximize public safety, facility security and staff safety. Ensuring that staffing levels and posts are consistent with the Department’s mission is of paramount concern.

2.3.2 The staffing study must be tailored to address the priorities and policies of the Department. Standardized approaches to staffing studies do not account for the complexities of each site and environment. Throughout this project we expect auditors to communicate with designated Department staff to ensure that they are paying close attention to local requirements, institutional culture issues, and the philosophy and mission of the Department.

2.3.3 The analysis should be performing on-site assessments at each facility including conducting interviews with all appropriate staff and Department officials, reviewing data, records and procedural manuals, observing operations and attending meetings as necessary to fully support the findings.

2.3.4 In conducting these assessments auditors will maintain close contact with the Department’s leadership. Particular attention will be given to optimization of consultant time and travel expenses through a well-planned logistical strategy.

2.3.5 Finally, prepare a comprehensive and succinct final report that will be presented in a manner that will allow the Department to quickly identify key findings and recommendations while providing adequate background information to support them.

2.3.6 Conduct a review of existing staffing levels at each facility and recommend modifications reflecting optimal levels within each.

2.3.7 Develop standardized staffing patterns in similar facilities, while applying a zero-based approach at unique facilities.

2.3.8 Conduct a study to prioritize all security posts within each prison according to inmate activity levels, and specific service mandates and agency mission.

2.3.9 Review the Department’s current shift relief factor formulas and system, and propose revisions as necessary.

2.3.10 Produce staffing plans for security staff, non-uniform staff and management in all ranks at all facilities to include Correctional Captains, Correctional Assistants, Caseworkers, Inspector General staff, Medical, Programs, Commissary, as well as, Central Transportation.

2.3.11 Provide the Department with ongoing support, assistance and legislative testimony in maintaining the recommended staffing levels throughout the legislative session (to possibly include, but not limited to, the 82nd legislative session, GFO meetings, IFC and BOEs) and initial implementation.

SCOPE OF WORK

Conduct a review of existing staffing levels at each facility and recommend modifications reflecting optimal levels within each.

3.2 Auditors will review the actual staffing levels at each facility to determine whether the levels are consistent with each site’s physical plant, mission, custody levels, and specific inmate activities, commissary, medical, programs, and services conducted. The review will also consider such factors as inmate demographics such as age, gender, custody levels, special populations (e.g.: mental health, level of violence, etc.), as well as the physical design and security systems, and the ability of the staff to respond in a timely manner should an emergency arise. The review will include an assessment of whether there are an adequate number of posts and positions from correctional officer up to and including Associate Wardens.

3.3 Auditors will review and recommend best practices for Correctional Captain, Correctional Officer to Supervisor ratios (Correctional Officer to Sergeant and Lieutenants). Review Correctional Officer to inmate ratios to include Central Transportation, Inspector General and institutional training staff and inmates to Caseworkers, Programs staff-ratios and support staff.

3.4 Auditors will consider the appropriateness of staffing levels including consideration of whether staffing charts are being utilized as designed, whether any posts can be combined with others or eliminated/reassigned, and whether additional coverage is needed. This assessment will consider specific post task levels, proximity to other posts, comparability of adjacent post functions, and such factors as the number and types of inmates under supervision, the physical configuration of the area and type of observational sight lines. It will also consider the degree of compatibility between inmate activity schedules commissary staff, medical staff, program staff, and shift staffing schedules. Recommendations for modification to the existing staffing pattern and schedules will be made. Throughout all its work, the team will maintain a particular focus on maximizing staff safety and assess existing staffing patterns at each facility.

3.4.1. Tasks to be performed:

3.5 Develop standardized staffing patterns in similar facilities, while applying a zero-based approach at unique facilities.

3.6 In conducting reviews of staffing patterns and levels, the auditors will identify those facilities that are sufficiently similar in design, function and staffing need to enable standardization. Wherever feasible, they will be categorized in like groupings. Those facilities that are clearly unique in design, function and need will be reviewed through a zero-based approach wherein the team will take a fresh look at the staffing needs from the perspective of ‘form following function’ rather than starting from the existing staffing pattern and simply modifying it.

3.6.1 Tasks to be Performed:

Meet with NDOC officials to identify potentially similar facilities and those that are unique.

Categorize facilities that are similar in design, function and staffing need.

Develop zero-based staffing patterns for each unique facility; and prepare recommendations for standardization of staffing patterns at similar facilities.

3.7 Conduct a study to prioritize all security posts, non-uniform staff and associated management structure within each prison according to inmate activity levels, and specific service mandates and agency mission.

3.8 Auditors will begin site work by performing an assessment of all security posts at each facility, including non-uniform staff and associated management structure including their use on all shifts and weekends. Based on the role and function of the post in the operation of the facility, each post will be determined to be a mandatory post, or non-mandatory post. The extent to which non-mandatory posts can remain unfilled will also be determined. The importance of a post may vary according to the day of the week. For example, the relative importance of a given seven (7)-day post may vary on those days that a significant number of five (5)-day posts are filled as opposed to those two (2) days when the five (5)-day post is not being filled. Similarly for those posts that are designated for staffing on more than one (1)-shift, there may also be discernable differences in the need for filling those posts on different shifts. Further, it may be instructive and valuable to weigh the number of continuous shifts or days that a post has been vacated in determining when it should be increased in priority for filling.

3.8.1 Tasks to be Performed:

A. Site visits by consultant teams to each Complex to observe security operations and inmate activities within each building, yard and housing unit.

B. Conduct interviews, as necessary, with Administrative, Commissary, Medical, Programs and Security Personnel from the Warden down to Correctional Officers.

C. Using data collection instruments categorize levels of activity and staffing at each security post; ranking each post according to level of importance.

3.9 Review the Department’s current shift relief factor formulas and system and propose revisions as necessary.

3.10 A critical component in determining staffing needs is an accurate and realistic formula for calculating relief factors for each post category. These require a review of agency personnel policies and procedures, records of actual staff attendance and use of paid and unpaid time off and use of overtime. It is also important to include all types of leave including for example, military leave, bereavement, training and other unusual circumstances such as administrative suspensions – all based upon actual experience at each facility.

3.11 Auditors will review the post relief factor formula for each type of post including five (5)-day, eight (8)-hour posts, seven (7)-day 24-hour posts, four (4)-day ten (10)-hour posts and 12-hour posts. The relief factor formulas proposed by the team will not be recommended for rounding up or down. It is anticipated that there will be revisions suggested and that formulas will be modified.

3.11.1 Tasks to be Performed:

A. Review Department personnel policies and procedures.

B. Analyze personnel data (e.g., attendance, time off, etc.).

C. Assess each post position for the need for relief at each staffing level (including in 3.8 above).

D. Design revised post relief factor formula for each type of post, and E. Compute shift relief factors for each rank at each prison.

3.12 Produce staffing plans for security staff in all ranks at all facilities to include non-uniform staff and the management structure, such as, Correctional Captains, Correctional Assistants, Caseworkers, Inspector General staff, Commissary, Medical, Programs as well as, Central Transportation.

3.12.1 Tasks to be Performed:

A. List all posts including the shifts during which they are to be filled, the number of additional staff required to fill each post, as determined by the shift relief factor for that rank at that facility.

B. Summarize and total the number of security staff by rank, to include non-uniform staff, Management, Correctional Captains, Correctional Assistants, Caseworkers, Inspector General staff, Commissary, Medical, Programs as well as, Central Transportation required to fill al posts at each facility.

C. Estimate the annual cost to staff all security posts at each facility, non-uniform staff and associated management structure based on the recommended staffing plan. Present the recommended staffing plans to NDOC officials and to others identified by the Department.

PRODUCT SPECIFIC TERMS AND CONDITIONS

4.1 All work must be completed and delivered to NDOC by or before June 30, 2022.

GENERAL INFORMATION/COMMENTS

5.1 Per the Project Overview, Goals and Objectives and Scope of Work (SOW) and Deliverables the following details key information required to evaluate the staffing objectives against the NDOC mission, goals, philosophy and primary goals.

5.1.1 Mission: The NDOC will improve public safety by ensuring a safe and humane environment that incorporates proven rehabilitation initiatives that prepare individuals for successful reintegration into our communities.

5.1.2 Vision: Reduce victimization and recidivism by providing offenders with incentive for self-improvement and the tools to effect change.

Operate in a team-based environment where our staff are revered as our greatest asset and developed in the highest-professional level.

Hire, train, equip, support, mentor and promote high quality corrections professionals and hold them to the highest professional and ethical standards.

Provide humane, safe, healthy, and protective custodial care, rehabilitative opportunities and re-entry assistance for offenders under our supervision.

Committed to the protection of the public, safety of our staff and security of our offenders.

Embrace diversity and recognize the value and dignity of staff, inmates and the general public.

Establish meaningful partnerships with public and private entities to assist us in successfully accomplishing our mission.

Deploy evidence based, outcome-oriented strategies.

Reduce victimization and recidivism by providing offenders with incentive for self-improvement and the tools to effect change.

5.1.3 Philosophy: We will pursue our mission with integrity, act in a professional and ethical manner, be responsible for out actions, and raise the department to the highest standards.

5.1.4 Goals:

A. Operate the Department according to best practices.

B. Ensure the best use of Department resources.

C. Educate the stakeholders and customers.

D. Improve communication.

AGENCY SPECIFIC TERMS AND CONDITIONS

6.1 NDOC does not agree to reimburse the contractor for price adjustments or overtime labor caused by delays due to security.

6.1.1 Delays due to security include but are not limited to:

Institution lockdown, prison escapes, attempted escapes no or limited Correctional Officer coverage, Contraband, as listed in the NDOC Security Regulations Acknowledgement form (DOC 047), Sally-port inspections, Offender counts and miscounts, and Any potential risk to the welfare and/or security of the institution and its staff, offenders, and visitors.

6.1.2 Criminal History Record Check/Security Regulations

A. Pursuant to NDOC Administrative Regulation 212, contractors/vendors are required to complete a mandatory background check annually.

B. At least ten (10) working days prior to beginning work, each employee and/or subcontractor of the contractor who will be working under this contract and entering prison grounds are required to submit completed forms of the following:

NDOC Security Regulations Acknowledgement form (DOC 047), Prison Rape Elimination Act (PREA) Contractor and Volunteer Questionnaire form (DOC 1952), Agency PREA Zero Tolerance Policy (DOC 1953), and Consent for Release of Criminal History Records form (DOC 560) for the purpose of background clearance approval.

C. Forms must be sent to:

Nevada Department of Corrections ATTN: Contractor/Vendor Background Checks P.O. Box 7011, Carson City, NV 89702 5500 Snyder Avenue, Building 17, Carson City, NV 89701 Email: vendors@doc.nv.gov E-mailed forms will be accepted.

D. Personnel convicted of a felony will not be permitted to enter a correctional facility or institution.

E. If a PREA allegation of sexual abuse or sexual harassment is filed by an inmate against a contracted employee, contractor or vendor, including their employees and subcontractors, the NDOC, Office of the Inspector General will contact the contractor, or the immediate supervisor of the contracted individual, regarding the allegation.

F. Based on the severity of the allegation, NDOC will have the authority to deny access of any contract employee, contractor or vendor including their employees and subcontractors, from entering any correctional facility or institution.

6.1.3 Payment and Invoices

A. Upon review and acceptance by the State, payments for invoices are normally made within 45-60 days of receipt, providing all required information, documents and/or attachments have been received.

B. Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provision of this contract electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.

C. Send invoice for payment to:

Nevada Department of Corrections (NDOC) ATTN: Accounting/Contracts – Building 89 P.O. Box 7011 Carson City, NV 89702

6.1.4 Other Requirements

A. The awarded vendor must ensure that, while at the facility offenders do not have access to telecommunication devices in accordance with NRS 209.417 and NRS 212.165.

B. All services other than those defined as emergency services, shall be rendered by the awarded vendor during the facility’s normal business hours, exclusive of holidays defined for the observed by the employees of the State of Nevada.

C. Access is limited and may require an escort. Once the awarded vendor enters the facility, it may be difficult and time consuming to leave to get additional equipment or supplies. The awarded vendor should make sure that all supplies, equipment, etc. is brought in during initial entry into the facility.

D. Given the nature of the facilities, and due to potential operation conflicts, the facility may be compelled to restrict access to the institution on certain days of the week or monthly, or on relatively short notice, which may affect when the services defined in this RFP can be reasonably performed.

E. In addition to the work described in this solicitation, any labor necessary to comply with federal, state, county or local standards, and to satisfactorily complete the work, will be performed and furnished by the awarded vendor.

F. Violation of, or conflict with any code or standard requirement must be brought to the attention of the Department of Corrections prior to bidding.

G. All materials, procedures, work schedules etc. must be approve by NDOC.

H. A daily inventory list of all tools and/or equipment brought in by the awarded vendor may be required. It may be checked by the facility upon arrival and against upon leaving.

6.1.5 Current COVID Requirements

A. Contractors may be required to allow any personnel entering a facility to be administered a rapid response COVID test, usually completed within 15 minutes.

B. Any contractors experiencing COVID symptoms or testing positive, may not be allowed access.

C. All contractors are required to wear an N95 face mask while at the facility.

D. Effective November 1, 2021, all contractors will be required to be fully COVID vaccinated.

7. COST

7.1 A lump sum price should be provided for all items included in Section 3.

A. Additional pricing should be listed separately for the following which may require separate fiscal approval:

Provide NDOC with ongoing support, assistance and legislative testimony in maintaining the recommended staffing levels through the legislative session and initial implementation.

1. ATTACHMENTS

INCORPORATED ATTACHMENTS. To be read and not returned.

Terms and Conditions for Services Contract Form Insurance Schedule

PROPOSAL ATTACHMENTS. To be completed and returned.

Vendor Information Response Proposed Staff Resume Reference Questionnaire Confidentiality and Certification of Indemnification Vendor Certifications Cost Schedule

PROPOSAL TIMELINE

All questions regarding this RFP shall be submitted using the Bid Q&A feature in NevadaEPro by the deadline below.

The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

PROPOSAL EVALUATION PROCESS

Proposal evaluation and scoring is conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the RFP is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the RFP.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

The State awards a five percent (5%) preference to Nevada-based businesses, pursuant to NRS 333.3354.

Nevada-Based business is defined in NRS 333.3352(1).

The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a company’s corporate headquarters.

To claim this preference a vendor must indicate it on their vendor account and submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contact cannot be awarded to a proposal that does not comply with the requirements listed in this section.

Confirm vendor agrees to comply with required contract terms on Indemnification: " To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

Confirm vendor agrees to comply with required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

The awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

Confirm vendor will comply with State IT requirement that data be encrypted in transit and in rest.

Confirm vendor will comply with State IT requirement that State data assets must be maintained stateside and data will not be held offshore.

Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

Vendor will complete Vendor Information Response form and include in their proposal.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response.

INSURANCE SCHEDULE. Confirm vendor will comply with attached Insurance Schedule. If not, please explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this RFP.

Provide a brief description of the length of time vendor has been providing services described in this RFP to the public and/or private sector.

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this RFP. This does not include third parties who provide support or incidental services to the contractor.

Proposal should include a completed Vendor Information Response form for each subcontractor.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised;

How channels of communication shall be maintained;

How compliance with contracts terms and conditions will be assured; and Previous experience with subcontractor(s).

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

Proposing vendor shall provide the following financial information and documentation:

Dun and Bradstreet Number Federal Tax Identification Number The last two (2) full years and current year interim:

1. Profit and Loss Statements

2. Balance Statements

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5(b) and is not public information pursuant to NRS 333.333.

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) years, see Reference Questionnaire.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all RFP requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Additional attachments may be included if necessary, but are discouraged and should be kept to a minimum.

Files name format should be ‘VendorName-SectionTitle.*’

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material

PROPRIETARY INFORMATION. If necessary. Attachment can be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment can be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

Staffing Analysis Services Page 1 of 6 44DOC-S1759 image1.jpg