5-696-AR-26-P018 SOL.pdf

696-AR-26-P018

Texas Department of Criminal Justice Proposal Cover Page

This form requests basic information about the respondent and project and must be completed in its entirety, including the signature of the authorized representative.

SOLICITATION INFORMATION

Document Type : 2S Statutory Cite: Texas Administrative Code § 321.020

1) Solicitation Number:

696-AR-26-P018

2) Issue Date: 3) Deadline: May 13, 2026 April 13, 2026 3:00 p.m. CT

4) Contract Specialists: Shannon Foster-North (936) 437-3810 shannon.foster-north@tdcj.texas.gov

(reference Section G.2.2) Ashley Durdin (936) 437-3842 ashley.durdin@tdcj.texas.gov

5) Type of Solicitation: RFP-Request for Proposal

6) Solicitation Description:

The TDCJ is seeking proposals to determine TDCJ agency and Facility compliance with the Prison Rape Elimination Act (PREA) Prisons and Jail Standards. Audits shall be conducted by certified PREA Auditors at each facility every three years.

PROPOSAL SUBMITTAL

7) Submission

Portal:

https://tdcj.bonefirehub.com

Reference Section L for complete submittal instructions. LATE OR EMAILED PROPOSALS WILL NOT BE ACCEPTED.

RESPONDENT INFORMATION

8) Legal Business Name:

9) Mailing Address Information (include street, city, county, state and 9-digit zip code):

10) Payee Name and Mailing Address, including 9-digit zip code (if different from above)

(remittance address if not electing Direct Deposit):

11) Federal Tax ID No. (9-digit), State of Texas Comptroller Vendor ID Number (14-digit) or Social Security Number (9-digit):

12) Type of Entity (check all that apply):

Corporation (incorporated under the laws of the State of _____________) Partnership Individual Non-Profit Organization* Joint Venture *If incorporated, provide 10-digit charter number assigned by Secretary of State:

If a Foreign Entity:

Individual Partnership Joint Venture Non-Profit Organization Corporation (registered for business in _________________ (country)

13) Prompt Payment Discount: _____ % _____Days or Net 30 (reference Section G.3 for additional information)

14) Amendments: Signed and submitted by the Respondent with Proposal or via email prior to the deadline.

RESPONDENT AUTHORITY AND SIGNATURE

15) Point of Contact Name: __________________________________ Title: __________________________________

Email address: ______________________________________________ Telephone #: _________________

Authorized Signature: Date:

SUMMARY OF KEY DATES

April 13, 2026 Issue Solicitation to ESBD through the Bonfire Hub

April 27, 2026 3:00 p.m. CDT Deadline for Written Questions for Clarification to the Department (See Section L.1)

April 30, 2026 3:00 p.m. CDT Deadline to Submit Responses to Clarification Questions from the Department

May 13, 2026 3:00 p.m. CDT Deadline for the Department Receipt of Proposals in Huntsville. Late Proposals will not be accepted.

September 1, 2026 Service Commencement Date

In compliance with Texas Government Code 2161.252 it has been determined there is not a probability of Historically Underutilized Business (HUB) Subcontracting opportunities available for this Solicitation and the completion of the HUB Subcontracting Plan will not be required for this solicitation.

TABLE OF CONTENTS

Page

SUMMARY OF KEY DATES

SECTION A – CONTRACT DEFINITIONS

A.1 GENERAL DEFINITIONS

A.2 SERVICE SPECIFIC DEFINITIONS

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired B.1.2 Pricing Instructions

B.2 PRICING SCHEDULE

B.3 ALLOWABLE COSTS

B.4 NON-ALLOWABLE COSTS

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

C.2 COMPLIANCE WITH APPLICABLE RULES, REGULATIONS, POLICIES, PROCEDURES

AND LAWS

C.3 LOCATION/SCHEDULE OF FACILITIES

C.4 GENERAL DUTIES AND OBLIGATIONS

C.5 SPECIFIC DUTIES AND OBLIGATIONS

C.6 SCREENING CRITERIA

C.7 DEPARTMENT POLICIES

C.8 IDENTIFICATION CARDS

C.9 STAFFING

C.10 COMPLIANCE STANDARDS

C.11 RECORD KEEPING

C.12 AGENCY PREA AUDIT SPECIFICATIONS

SECTION D – REQUIRED DOCUMENTS FROM CONTRACTOR

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

E.2 INSPECTION BY STATE EMPLOYEES

E.3 MONITORING CRITERIA

E.4 AUDITS BY OTHER AGENCIES

E.5 FRAUD, WASTE, OR ABUSE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 CONTRACT TERM

F.2 OPTION TO RENEW THE TERM OF THIS CONTRACT

F.3 OPTION TO EXTEND SERVICES

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CLAUSES INCORPORATED BY REFERENCE

G.2 AUTHORITY – AUTHORIZED REPRESENTATIVE, CONTRACT SPECIALIST, PROGRAM

COORDINATOR AND PROGRAM DIRECTOR

G.2.1 Authorized Representative G.2.2 Contract Specialist G.2.3 Program Coordinator G.2.4 Program Director

G.3 INVOICE REQUIREMENTS

G.4 PAYMENTS

G.4.1 Payment Adjustment G.4.2 Late Payment G.4.3 Deductions for Unacceptable Compliance Standards G.4.4 Withholding of Payment G.4.5 Right to Offset

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 INSURANCE REQUIREMENTS

H.1.1 Required Provisions

H.2 SUBCONTRACTING (IF APPLICABLE)

H.2.1 Insurance

H.3 CRIMINAL HISTORY INFORMATION COMPLIANCE

H.4 DATA SECURITY; ENCRYPTION AND BREACH NOTIFICATION

H.5 OTHER CONFIDENTIAL OR SENSITIVE INFORMATION

H.6 BOOKS AND RECORDS

H.7 ORGANIZATIONAL AND NAME CHANGE

H.8 FREE EXERCISE OF RELIGION

H.9 DELAY OF SERVICES

H.10 SECURITY

H.11 UTILIZATION OF SERVICES

H.12 TRANSITION

SECTION I – CONTRACT CLAUSES

I.1 ADVERTISING OF AWARD

I.2 DEFAULT AND TERMINATION

I.2.1 Default by the Contractor I.2.2 Further Opportunity to Cure I.2.3 Remedy of the Department I.2.4 Termination for Convenience I.2.5 Termination by Mutual Agreement I.2.6 Termination Procedures I.2.7 Default by the Department I.2.8 Remedy of the Contractor

I.3 NO WAIVER OF RIGHTS

I.4 TAXES/WORKERS’ COMPENSATION/UNEMPLOYMENT INSURANCE – INCLUDING

INDEMNITY

I.5 NO WAIVER OF DEFENSES

I.6 INDEPENDENT CONTRACTOR

I.7 MAINTENANCE OF CORPORATE EXISTENCE AND BUSINESS

I.8 APPROVAL OF CONTRACT

I.9 NON-DISCRIMINATION

I.10 CONFIDENTIALITY

I.11 CONTRACT CHANGES

I.12 SEVERABILITY

I.13 IMMIGRATION

I.14 NO LIABILITY UPON TERMINATION

I.15 LIMITATION ON AUTHORITY

I.16 INTELLECTUAL PROPERTY INDEMNIFICATION

I.17 ELECTRONIC AND INFORMATION RESOURCES ACCESSIBILITY STANDARDS, AS

REQUIRED BY TEXAS ADMINISTRATIVE CODE, TITLE 1, PART 10, CHAPTER 213

I.18 RIGHTS TO DATA, DOCUMENTS AND COMPUTER SOFTWARE (STATE OWNERSHIP)43

I.19 FORCE MAJEURE

I.20 NOTICES

I.21 SUBSTITUTIONS

SECTION J – LIST OF EXHIBITS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

RESPONDENTS

K.1 Reserved FOR FUTURE USE

K.2 FRANCHISE TAX REPRESENTATION

K.3 REPRESENTATIONS OF THE RESPONDENT

K.3.1 Organization and Qualification K.3.2 Authorization K.3.3 No Violation of Agreements, Articles of Incorporation or Bylaws K.3.4 No Defaults Under Agreements K.3.5 Compliance with Laws K.3.6 No Litigation K.3.7 Taxes K.3.8 Financial Statements K.3.9 No Adverse Change K.3.10 Disclosure K.3.11 No Collusion K.3.12 Disclosure of Interested Parties K.3.13 Felony Convictions K.3.14 Deceptive Trade Practices; Unfair Business Practices K.3.15 Notification

K.4 REPRESENTATIONS OF THE DEPARTMENT

K.4.1 Authorization K.4.2 No Violation of Agreements K.4.3 Disclosure

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO RESPONDENTS

L.1 DISCUSSIONS, CORRESPONDENCE, AND AMENDMENTS TO THE SOLICITATION

L.2 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF PROPOSALS

L.3 SIGNATURES ON PROPOSALS SUBMITTED

L.4 PROPOSAL ACCEPTANCE

L.5 CONTRACT AWARD

L.6 RIGHTS OF THE DEPARTMENT

L.7 PROPOSAL PREPARATION INSTRUCTIONS

L.8 PROPOSAL SUBMISSION CHECKLIST

L.9 LEGISLATIVE BUDGET BOARD (LBB) POSTING

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 SELECTION PROCESS

M.2 MINIMUM QUALIFICATIONS

M.3 EVALUATION CRITERIA

M.3.1 Cost M.3.2 Technical M.3.3 Experience M.3.4 Financial Strength M.3.5 Past Performance

696-AR-26-P018 Section B

SECTION A – CONTRACT DEFINITIONS

The following terms used in this Contract shall, unless the context indicates otherwise, have the meanings set forth below, to include the singular and plural versions:

A.1 GENERAL DEFINITIONS

Authorized Representative - the person designated in writing to act for and on behalf of a party of this Contract, which designation has been furnished to the other party.

Biennium - any of the two-year periods beginning on September 1 and ending on August 31 of odd numbered years, which periods are used for budgetary purposes by the State of Texas.

Compliance Standards - Contract requirements that have specific and clearly defined recoupment strategies to ensure that the Department does not pay for Services that are not received.

Contractor - the individual, partnership, or corporation who performs Services under this Contract.

Contract Specialist - the Department employee responsible for non-technical administration of this Contract.

Contract Term - the duration of this Contract as specified in Section F.1.

Day - calendar Day, unless otherwise specified.

Department - the Texas Department of Criminal Justice (TDCJ), an agency of the State of Texas.

Department Policy - all written Policies, procedures, standards, guidelines, directives, and manuals of the Texas Board of Criminal Justice (TBCJ) and the Department, applicable to providing the Services specified under this Contract.

Event of Default - any of the events or circumstances described in Section I.2.

Fiscal Year - any of the one-year periods beginning September 1 and ending August 31, which periods are used for annual budgetary purposes by the State of Texas.

Inmate - a person under supervision or custody of the Department.

Material Failure - the failure of a party to fulfill one or more obligations essential to achieving the purpose of this Contract.

Non-Appropriation - the failure by the Texas Legislature, as part of its budgetary process, to appropriate money to be used for the Payments due hereunder.

Payment - the amount agreed to be paid by the Department to the Contractor for Services provided under this Contract.

PD - the TDCJ’s Personnel Directives.

Quarter - the periods that relate to the Department’s Fiscal Year, beginning September 1, December 1, March 1, and June 1.

Respondent - an individual or entity that submits a proposal, including anyone acting on behalf of the individual or entity, such as an agent, employee, or representative.

696-AR-26-P018 Section B

Service - delivery by the Contractor of the requirements in accordance with the terms and conditions of this Contract.

Service Commencement Date - the date on which the Contractor shall begin providing Services pursuant to this Contract.

TBCJ - the Texas Board of Criminal Justice.

Working Day - a weekday, unless it is a holiday observed by the Department.

A.2 SERVICE SPECIFIC DEFINITIONS

Duty Warden - the person responsible for a particular Facility controlled or contracted with the TDCJ to make sure the laws, policies, and persons assigned are managed properly.

Facility - the TDCJ correctional Facility where Services under this Contract will be performed.

Price - the overall amount per audit to include time, travel and other associated expenses.

PREA - the Prison Rape Elimination Act of 2003.

PREA Auditor – the DOJ certified independent, objective auditors who verify compliance with PREA Prisons and Jail Standards.

PREA Compliance Manager - the designated employee responsible for providing information requested by the PREA Auditor.

PREA Compliance Tools - the tools used during each phase of the PREA audit to guide auditors to making compliance determinations for each provision of every standard, including the evidence auditors should collect to assess compliance.

PREA Online Audit System - the interface used to view audit standards, policies, and procedures, which includes a questionnaire for pre-audit work and allows correctional agencies and PREA Auditors to streamline, organize, and automate much of the PREA audit process in a secure environment.

PREA Prisons and Jail Standards - guideline utilized to prevent sexual abuse in correctional facilities.

PREA Resource Center - a federally funded entity established to assist confinement facilities in preventing, detecting, and responding to sexual abuse, in compliance with PREA Prisons and Jail Standards.

Program Coordinator - the Department employee responsible for the technical administration of this Contract, as described in Section G.2.3.

TDCJ-ARRM - the Texas Department of Criminal Justice – Administrative Review and Risk Management.

696-AR-26-P018 Section B

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SERVICES AND PRICES/COSTS

B.1.1 Services Being Acquired

The Contractor shall, in accordance with the terms of this Contract, provide necessary personnel, equipment, materials, supplies, and Services, and otherwise do all things necessary for, or incidental to, determining compliance with the Prison Rape Elimination Act (PREA) Prisons and Jail Standards for Department Facilities.

B.1.2 Pricing Instructions

A. The Department anticipates the award of a firm, fixed-price Contract for these Services.

B. The price shall be evaluated in accordance with the evaluation factors identified within Section M.

C. In Volume 3 of the proposal, the Respondent shall include a completed Pricing Schedule and budget narrative (to include travel and other related expenses) for providing the audit Services requested in Section C.

D. All costs needed to fulfill the terms and Services of this Contract are the responsibility of the Contractor and must be included in the “Per Facility” price.

696-AR-26-P018 Section B

B.2 PRICING SCHEDULE

Base Period (September 1, 2026 – August 31, 2027)

Unit (City) Population**

Estimated Time to Complete Interviews PREA Audit Dates Price

Agency 0 2.0 Days September 7-8, 2026 $ Beto 3,349 4.0 Days September 16-19, 2026 $ Torres - Ney 1,936 3.0 Days September 23-25, 2026 $

Jordan Baten 1,124 3.0 Days September 30 – October 2, 2026

Lopez - Segovia 2,068 3.0 Days October 7-9, 2026 $ Holliday 2,108 3.0 Days October 19-21, 2026 $ Luther 1,249 3.0 Days October 21-23, 2026 $ Gurney 1,049 3.0 Days November 4-6, 2026 $ Telford 2,367 4.0 Days December 9-12, 2026 $ Young 437 3.0 Days December 14-16, 2026 $ Terrell 1,542 3.0 Days December 16-18, 2026 $ Bradshaw 1,781 3.0 Days January 7-9, 2027 $ Coffield 4,083 4.0 Days January 13-16, 2027 $ Connally 2,392 3.0 Days January 27-29, 2027 $ Willacy 1,057 3.0 Days February 3-5, 2027 $ Sayle 463 3.0 Days February 10-12, 2027 $ Ferguson 2,402 3.0 Days February 24-26, 2027 $

Willacy 1,060 3.0 Days February 27-March 1, B.Moore 474 3.0 Days March 3-5, 2027 $ Estes 974 3.0 Days March 10-12, 2027 $ Memorial 1,871 3.0 Days March 17-19, 2027 $ Hobby - Marlin 1,921 3.0 Days March 24-26, 2027 $ Coleman 970 3.0 Days April 7-9, 2027 $ Allred 4,328 4.0 Days April 14-17, 2027 $ Bridgeport 494 3.0 Days April 28-30, 2027 $ Bartlett 814 3.0 Days May 6-8, 2027 $ Lewis 2,218 3.0 Days May 12-14, 2027 $ San Saba 577 3.0 Days May 26-28, 2027 $ Kyle 447 3.0 Days June 9-11, 2027 $ Lindsey State Jail 980 3.0 Days June 23-25, 2027 $ Havins 501 3.0 Days July 14-16, 2027 $ Boyd 1,339 3.0 Days July 21-23, 2027 $ Pack 1,300 3.0 Days August 9-11, 2027 $ Hamilton 1,018 3.0 Days August 11-13, 2027 $

**Population counts are for evaluation purposes and are subject to change without notice.**

696-AR-26-P018 Section B

Option Period One (September 1, 2027 – August 31, 2028) to Complete Interviews PREA Audit Dates Price

Agency 0 2.0 Days September 6-7, 2027 $ Powledge 806 3.0 Days September 15-17, 2027 $ Mechler 584 3.0 Days September 22-24, 2027 $ Montford 769 3.0 Days October 6-8, 2027 $ Hughes 2,562 4.0 Days October 18-21, 2027 $ Murray 1,239 3.0 Days October 20-22, 2027 $ Stringfellow 1,086 3.0 Days October 27-29, 2027 $ Middleton 2,011 3.0 Days November 3-5, 2027 $ Ellis 2,293 3.0 Days December 8-10, 2027 $ Stevenson 1,368 3.0 Days December 15-17, 2027 $ Hutchins 2,120 3.0 Days January 12-14, 2028 $ Lynaugh-Ft. Stockton 1,949 3.0 Days January 19-21, 2028 $ Clemens 1,125 3.0 Days February 9-11, 2028 $ Duncan/Diboll 1,006 3.0 Days March 1-3, 2028 $ Wallace 1,109 3.0 Days March 8-10, 2028 $ Dalhart 761 3.0 Days March 15-17, 2028 $ Garza East 1,909 3.0 Days March 20-22, 2028 $ Garza West 2,232 3.0 Days March 22-24, 2028 $ Scott (J4) 455 3.0 Days April 5-7, 2028 $ Goree 1,179 3.0 Days April 10-12, 2028 $ Huntsville 964 3.0 Days April 12-14, 2028 $ Crain 1,298 3.0 Days April 19-21, 2028 $ Hightower 1,313 3.0 Days May 3-5, 2028 $ Plane-Henley 2,723 3.0 Days May 17-19, 2028 $ Michael 3,105 3.0 Days June 7-9, 2028 $ Dominguez 2,144 4.0 Days June 14-17, 2028 $ Robertson 2,925 3.0 Days June 28-30, 2028 $ Wainwright 2,392 3.0 Days July 12-14, 2028 $ Sanchez 1,035 3.0 Days July 19-21, 2028 $

696-AR-26-P018 Section B

Option Period Two (September 1, 2028 – August 31, 2029) to Complete Interviews PREA Audit Dates Price

Agency 0 2.0 Days September 5-6, 2028 $ Hilltop-O'Daniel (MV) 1197 3.0 Days September 13-15, 2028 $ McConnell 2,956 3.0 Days September 20-22, 2028 $ Johnston 612 3.0 Days September 27-29, 2028 $ Kegans 657 3.0 Days October 4-6, 2028 $ Lychner 2,276 3.0 Days October 11-13, 2028 $ Travis 1,161 3.0 Days October 18-20, 2028 $ Halbert 612 3.0 Days October 25-27, 2028 $ Clements 2,932 3.0 Days November 8-10, 2028 $ Byrd 1,341 3.0 Days November 15-17, 2028 $ Daniel 504 3.0 Days December 6-8, 2028 $ Bell 520 3.0 Days December 13-15, 2028 $ Glossbrenner 612 3.0 Days February 6-9, 2029 $ Formby-Wheeler 1,676 3.0 Days February 14-16, 2029 $ Wynne 2,621 3.0 Days March 7-9, 2029 $ Estelle 3,360 3.0 Days March 14-16, 2029 $ Skyview-Hodge 1,151 3.0 Days March 21-23, 2029 $ Roach 1,384 3.0 Days March 28-30, 2029 $ Ramsey 1,865 3.0 Days April 11-13, 2029 $ Smith 1,596 3.0 Days May 9-11, 2029 $ Jester Complex 1,563 3.0 Days May 23-25, 2029 $ Polunsky 2,984 3.0 Days June 6-8, 2029 $ Briscoe – Cotulla 1,486 3.0 Days June 20-22, 2029 $ Cole – Moore 2,124 3.0 Days July 11-13, 2029 $ LeBlanc 1,224 3.0 Days July 23-25, 2029 $ Gist 2,276 3.0 Days July 25-27, 2029 $ Goodman 68 3.0 Days August 8-10, 2029 $ Woodman 900 3.0 Days August 15-17, 2029 $ Stiles 2,887 3.0 Days August 29-31, 2029 $

696-AR-26-P018 Section B

Option Period Three (September 1, 2029 – August 31, 2030) to Complete Interviews PREA Audit Dates Price

Agency 0 2.0 Days September 5-6, 2029 $ Beto 3,349 3.0 Days September 12-14, 2029 $ Torres - Ney 1,936 3.0 Days September 19-21, 2029 $ Jordan Baten 1,124 3.0 Days September 26-28, 2029 $ Lopez - Segovia 2,068 3.0 Days October 3-5, 2029 $ Holliday 2,108 3.0 Days October 15-17, 2029 $ Luther 1,249 3.0 Days October 17-19, 2029 $ Gurney 1,049 3.0 Days November 8-10, 2029 $ Telford 2,367 3.0 Days December 5-7, 2029 $ Young 437 3.0 Days December 10-12, 2029 $ Terrell 1,542 3.0 Days December 12-14, 2029 $ Coffield 4,083 3.0 Days January 9-11, 2030 $ Connally 2,392 3.0 Days January 16-18, 2030 $

Bradshaw 1,781 3.0 Days January 30-February 1, Sayle 463 3.0 Days February 6-8, 2030 $ Ferguson 2,402 3.0 Days February 13-15, 2030 $

Willacy 1,060 3.0 Days February 27-March 1, Estes 974 3.0 Days March 6-8, 2030 $ Memorial 1,871 3.0 Days March 13-15, 2030 $ B. Moore 474 3.0 Days March 20-22, 2030 $ Hobby - Marlin 1,921 3.0 Days March 27-29, 2030 $ Coleman 484 3.0 Days April 3-5, 2030 $ Allred 4,382 3.0 Days April 10-12, 2030 $ Bridgeport 507 3.0 Days April 17-19, 2030 $ Bartlett 794 3.0 Days May 1-3, 2030 $ Lewis 2,218 3.0 Days May 8-10, 2030 $ San Saba 577 3.0 Days May 22-24, 2030 $ Kyle 493 3.0 Days June 5-7, 2030 $ Dalby 1,224 3.0 Days June 12-14, 2030 $ Lindsey State Jail 1,004 3.0 Days June 26-28, 2030 $ Havins 501 3.0 Days July 10-12, 2030 $ Boyd 1,339 3.0 Days July 24-26, 2030 $ Pack 1,300 3.0 Days August 5-7, 2030 $ Hamilton 1,018 3.0 Days August 7-9, 2030 $

696-AR-26-P018 Section B

Option Period Four (September 1, 2030 – August 31, 2031) to Complete Interviews PREA Audit Dates Price

Agency 0 2.0 Days September 3-4, 2030 $ Powledge 806 3.0 Days September 11-13, 2030 $ Mechler 584 3.0 Days September 25-27, 2030 $ Montford 769 3.0 Days October 9-11, 2030 $ Hughes 2,562 3.0 Days October 14-16, 2030 $ Murray 1,239 3.0 Days October 16-18, 2030 $ Stringfellow 1,086 3.0 Days October 23-25, 2030 $ Middleton 2,011 3.0 Days November 6-8, 2030 $ Ellis 2,293 3.0 Days December 11-13, 2030 $ Stevenson 1,368 3.0 Days December 18-20, 2030 $ Hutchins 2,120 3.0 Days January 8-10, 2031 $ Lynaugh-Ft. Stockton 1,949 3.0 Days January 29-31, 2031 $ Clemens 1,125 3.0 Days February 12-14, 2031 $ Duncan/Diboll 1,006 3.0 Days March 5-7, 2031 $ Wallace 1,109 3.0 Days March 12-14, 2031 $ Dalhart 761 3.0 Days March 19-21, 2031 $ Garza East 1,909 3.0 Days March 24-26, 2031 $ Garza West 2,232 3.0 Days March 26-28, 2031 $ Scott (J4) 455 3.0 Days April 7-11, 2031 $ Goree 1,179 3.0 Days April 14-16, 2031 $ Huntsville 964 3.0 Days April 16-18, 2031 $ Crain 1,298 3.0 Days April 23-25, 2031 $ Hightower 1,313 3.0 Days May 7-9, 2031 $ Plane-Henley 2,723 3.0 Days May 14-16, 2031 $ Michael 3,105 3.0 Days June 4-6, 2031 $ Dominguez 2,144 3.0 Days June 11-13, 2031 $ Robertson 2,925 3.0 Days June 25-27, 2031 $ Wainwright 2,392 3.0 Days July 9-11, 2031 $ Sanchez 1,035 3.0 Days July 23-25, 2031 $

696-AR-26-P018 Section B

B.3 ALLOWABLE COSTS

The proposed budget shall include only costs that are reasonable, necessary, and allowable under state statutes, Department Policy, and federal cost standards. The Department shall make the final decision on the allowance or acceptability of a cost.

B.4 NON-ALLOWABLE COSTS

The proposed budget shall not include costs that are not allowed by the State or any authorized agency, statute, policy, or procedure. Types of non-allowable costs may include, but are not limited to, participation incentives; staff incentives; staff leave buy backs; alcoholic beverages; food or beverages for staff, volunteers or guests; entertainment costs for staff or guests; gifts; firearms;

consultant fees; legal services; bad debts; fundraising; political lobbying; and tobacco products.

696-AR-26-P018 Section C

SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

A. The Department is authorized under 34 U.S. Code § 30301, to determine compliance with PREA Prisons and Jail Standards for TDCJ Facilities. PREA audit Services are needed at the Facilities listed in Section C.3.

B. The Department must demonstrate compliance with PREA Prisons and Jail Standards regarding Facilities. Audits shall be conducted by certified PREA Auditors. The PREA audit cycle is a three-year cycle, auditing one-third of the Department’s Facilities annually.

C.2 COMPLIANCE WITH APPLICABLE RULES, REGULATIONS, POLICIES, PROCEDURES AND

LAWS

A. The Contractor shall provide the Services to the Department in accordance with Exhibit J.4, PREA Prisons and Jail Standards, and applicable local, state, and federal laws, including all constitutional, legal and court ordered requirements, whether now in effect or hereafter effected or implemented. The Contractor shall comply with the Department’s Policies, regulations, safety requirements, and reporting procedures during this Contract term; all relevant federal and state financial cost principles and audit requirements; and any and all rules, policies, and procedures established by the TBCJ.

B. The Contractor shall not deviate from applicable Department Policies and procedures in the provision of Services without the prior written approval of the Texas Department of Criminal Justice – Administrative Review and Risk Management (ARRM) Division Director.

C. The Department shall notify the Contractor of all changes in, or additions to, Department

Policies and procedures, after which time the Contractor shall comply with the Policies and procedures contained therein, unless the TDCJ-ARRM Director approves, in writing a deviation from Department Policies and procedures.

D. The Contractor’s written request for deviations from said policies shall originate from the

Contractor’s Authorized Representative and shall be forwarded to the TDCJ-ARRM Director.

The Contractor’s written requests for deviation shall specify the deviation with justification and reference the policy number/procedure, section, paragraph, etc. Unless a deviation from the Contractor is specifically requested and approved, in writing, by the TDCJ-ARRM Director, the Contractor shall comply with Department Policies. A Contract award shall not imply approval of a policy/procedure deviation. Any deviations previously granted by the Department under a separate or previous contract does not apply to this Contract.

E. When differences between applicable standards exist, the higher standard, as defined by the

Department, will prevail. The specified requirements and standards will serve as the benchmark for monitoring the Contractor’s performance under this Contract.

F. All audit activities completed or performed by the Contractor will be in accordance with the requirements and standards established by the United States Department of Justice (DOJ) and the PREA Resource Center for conducting certified PREA audits of the TDCJ Facility compliance with PREA Prisons and Jail Standards. The Contractor will utilize the paper audit instrument protocols and documentation developed by the National PREA Resource Center in conjunction with the DOJ to conduct and document all PREA audit activities.

C.3 LOCATION/SCHEDULE OF FACILITIES

A. Audits are to be conducted at the TDCJ Facilities listed in Section B.2, Pricing Schedule, which can be found on the following website: https://www.tdcj.texas.gov/ks_facility.html.

B. The list of each Region/Type of Facility map can be found on the following website:

https://www.tdcj.texas.gov/unit_directory/unit_map.html.

C. The Contractor shall ensure that the certified PREA audits at the TDCJ Facilities are conducted on the scheduled dates provided by the Department, listed in Section B.2, Pricing Schedule.

D. In the event of a lockdown, audit dates are subject to change and the Contractor will be contacted by the Program Coordinator to reschedule.

E. The Department will be administratively closed on nationally recognized or other observed holidays:

New Year’s Day Martin Luther King, Jr. Day Presidents’ Day Memorial Day Independence Day Labor Day Veterans’ Day Thanksgiving Day Day After Thanksgiving Christmas Eve Christmas Day Day After Christmas

C.4 GENERAL DUTIES AND OBLIGATIONS

A. Any copies or additional information will be supplied by the Facility’s designated PREA

Compliance Manager and posted on the PREA Online Audit System (OAS).

B. The Contractor shall not use the Department’s computers, copiers, and other office equipment under the control of the Department. The Contractor may use space and furniture such as chairs to facilitate the audit.

C. Refer to Section H.10 for non-allowed items. If any are needed in order to complete audits, they must be pre-approved for each unit visit.

D. The Contractor may use personal laptops, tablets, and other portable electronic devices for

PREA audit purposes, provided such devices comply with Department security policies. Use of Department-owned computers and equipment is strictly prohibited.

C.5 SPECIFIC DUTIES AND OBLIGATIONS

A. The Contractor shall ensure that certified PREA audits at the TDCJ Facilities are conducted by certified PREA Auditor(s) using the current PREA Prisons and Jail Standards and the paper audit instrument posted by the PREA Resource Center for prisons and jails including the mandated PREA Compliance Tools.

B. The Contractor must comply with all the standards set forth by the PREA Resource Center for maintenance of the required certification.

C. All pre-audits, audits, post-audits, and final reports must be completed before the end of this Contract Term.

D. The Contractor shall work with Department staff and Inmates at each of the listed Facilities to complete the objectives of the certified PREA audit to include working within PREA audit standards and associated timelines to complete interviews, surveys, and other research to summarize each Facility’s continued compliance with PREA.

E. The Contractor shall ensure that findings of the audit are reported by the Contractor to the Department, as well as any recommendations on resolving any areas of non-compliance through a corrective action plan(s) and present any and all findings to the Department in writing.

F. The Contractor shall ensure that audit questions submitted by the Contractor to the PREA

Resource Center for interpretation and response to assist in determining Department compliance with PREA Prisons and Jail Standards must also be submitted to the Department in writing.

G. The schedule for the certified PREA audits and identification of Department Facilities to be audited will be determined by the Department at the execution of this Contract. Adjustments may be made to this schedule at the discretion of the Department at any time.

H. During the pre-audit phase, Facilities will be required to complete the required pre-audit questionnaires and interviews; provide required documentation to the Program Coordinator for review; and post a notice of the audit in each housing unit of the Facility to be audited. This notice should be in place six weeks prior to the audit and must include an address at which the auditor can receive confidential correspondence prior to the onsite audit activities and through the issuance of the final report. This address can be a P.O. Box.

I. If the PREA Auditor determines that the Facility “does not meet standards” with respect to any standard provision, the Department will work jointly with the auditor to develop a corrective action plan.

J. The Department reserves the right and will review all PREA Audit Reports to ensure accurate

Department information is presented. The Department will submit any necessary information revisions for accuracy to the Contractor for inclusion in the final PREA Audit Reports while maintaining the integrity of audit findings.

K. PREA Audit Final Reports will be posted by the Department on its website.

L. The Contractor will complete, sign, and return to the Department the TDCJ Data Use and

Non-Disclosure Agreement (https://www.tdcj.texas.gov/divisions/hr/forms/empl3.pdf) within the timeframe required by the Department prior to conducting any certified PREA audits.

M. The Contractor will coordinate with the Department all scheduled work with minimal interference to employees, Inmates, and the Department’s operations. All work will be discussed with and approved by the Department and its designated representative(s) before the Contractor proceeds. Services shall not be performed on non-Working Days.

N. The Contractor will coordinate with the Facility Duty Warden all onsite PREA audit work to be performed to include working space and escort procedures while on premises; Facility tour of physical plant; interviews with Facility staff, contractors, and volunteers; and Inmate interviews.

The Contractor will also take into consideration the Facility schedule and specific work hours of people to be interviewed to facilitate onsite PREA audit work.

O. During the audit phase, the PREA Auditor will ensure pre-audit postings and notifications are completed; review Department Policies, as well as supporting documentation; tour each Facility; and conduct interviews with staff, contractors, volunteers, and Inmates.

P. During the post audit phase, the auditor will review collected information and documentation, determine the level of compliance with each standard, and provide the Department with a Facility PREA Audit Report.

Q. Within 180 days of the development of the corrective action plan, the auditor is required to verify implementation of the corrective action plan, issue a final determination, and complete a final PREA audit report.

R. If no corrective action plan is required, the auditor will provide a final report to the Department within 45 days calendar from the end of the PREA audit Facility visit.

S. The Contractor will provide an initial report to the Department that includes the findings of the certified PREA Auditor and any recommendations for bringing the audited Facility into compliance.

T. The Contractor will submit a final report of the certified PREA audit to the Department upon its completion.

C.6 SCREENING CRITERIA

The DOJ certified PREA Auditors must be approved through a DOJ criminal background check.

The Department shall accept this in lieu of the TDCJ conducting their own.

C.7 DEPARTMENT POLICIES

The Contractor and its employees/Subcontractors shall adhere to and comply with the Department Policies, listed below and available on the TDCJ website at:

http://www.tdcj.texas.gov/divisions/hr/hr-policy/index.html.

A. PD-04, Data Use and Non-Disclosure Agreement;

B. PD-17, Drug-Free Workplace;

C. PD-21, Anti-Discrimination in the Workplace;

D. PD-22, General Rules of Conduct and Disciplinary Action Guidelines for Employees;

E. PD-28, Dress and Grooming Standards; and

F. PD-29, Sexual Misconduct with Inmates.

C.8 IDENTIFICATION CARDS

The Contractor and/or its assignees shall possess and maintain a valid Government-issued ID with photograph at all times and present to Facility security when requested for authorized Facility ingress and egress and identification validation.

C.9 STAFFING

A. The Contractor shall provide an Equal Employment Opportunity (EEO) Plan to all employees.

B. The Contractor is responsible for the conduct and behavior of all persons employed or assigned to perform Contract duties (including consultants, independent contractors and their employees, agents, and volunteer workers) and shall ensure the Department Policies regarding management and treatment of Inmates, including PD-29 (Sexual Misconduct with Inmates), are followed. Should a violation occur, the Contractor shall take immediate corrective action acceptable to the Department.

http://www.tdcj.texas.gov/divisions/hr/hr-policy/index.html

1. The Contractor shall immediately notify the TDCJ-ARRM Director, in writing, of employees who resign while under investigation for inappropriate conduct related to Inmate management and for violations of policies.

2. The Contractor shall immediately notify the TDCJ-ARRM Director, in writing, of any employee who has been convicted, arrested, indicted, or charged with a criminal offense.

Such employee shall not be permitted to return to duty until authorized, in writing, by the TDCJ-ARRM Director. A copy of such written authorization shall be maintained in the employee’s personnel file.

3. The Contractor shall comply with PD-04 (Data Use and Non-Disclosure Agreement).

C. The Contractor will provide to the Department documentation that all auditors performing PREA audits as directed in this Contract are the DOJ certified PREA Auditors, prior to execution of this Contract and will maintain that certification throughout the audit process. The Contractor and its representative(s) must comply with all standards set forth by the PREA Resources Center for maintenance of the required certification.

If an auditor loses the DOJ certification during the Contract Term, the Contractor must immediately notify the Department and provide a replacement auditor with equivalent certification within ten Working Days, unless the Contractor submits evidence satisfactory to the Department demonstrating that the loss of the auditor will not impair this Contract performance and the Department agrees in writing to waive the replacement requirement.

C.10 COMPLIANCE STANDARDS

As part of quality assurance, the Contractor shall comply with Exhibit J.3, Compliance Standards, designed to monitor and assess the Services provided.

C.11 RECORD KEEPING

The Contractor shall maintain auditing records in accordance with Department Policies, records retention schedule, and PREA Prisons and Jail Standards, after each finalized report. These records shall include, but not be limited to:

A. PREA Investigations;

B. Staff Training Records;

C. Staff Clearances;

D. Inmate Training Records;

E. Inmate Assessments and Reassessments;

F. MOUs or Emails requesting partnership with Rape Crisis Centers;

G. Documented Unannounced Rounds;

H. Annual Reviews of Staffing Plan (three years); and

I. Any other document that determines compliance with any standard.

C.12 AGENCY PREA AUDIT SPECIFICATIONS

The TDCJ is required (as an agency with direct responsibility for the operation of Facilities that confine Inmates, detainees, or residents) to undergo PREA audits separate from Facility audits.

The TDCJ’s agency PREA audit will be conducted annually, and upon completion, remain in effect for one calendar year following the completion of the TDCJ’s agency PREA audit final report.

Agency-based compliance standards are:

A. Prevention Planning (Standard #115.11, 115.12, 115.17, 115.18);

B. Interviews (Correctional Institutions Division; April Coleman, Program Supervisor V, Private

Facilities; Human Resources Division; and PREA Ombudsman Division) (Standard #115.42);

C. April Coleman, Program Supervisor V, Private Facilities (Standard #115.12);

D. Background check procedures (Standard #115.17);

E. Inmate Assessments (Standard #115.66);

F. Data and Collection Review (Standard #115.87,115.88, 115.89);

G. Survey of Sexual Victimization (Standard #115.87); and

H. Certification of Full Compliance (Standard #115.401).

696-AR-26-P018 Section D

SECTION D – REQUIRED DOCUMENTS FROM CONTRACTOR

The Contractor shall submit the listed documents during this Contract Term. These documents may be revised, or additional documents may be required, at the Department’s discretion.

SEND TO DUE DATE DOCUMENT/REPORT AUTHORITY

Monthly

Program Coordinator

5th Working Day of Each Month

Monthly invoice Contract, Section G.3.A

Quarterly

Contract Specialist Each Quarter Document listing litigation (if any)

Solicitation, Section K.3.6.E

Annually

Contract Specialist 120 Days after closing of Contractor’s fiscal year

Financial statement Solicitation, Section K.3.8

Other Program

Coordinator Six weeks prior to date of

Audit Notice of audit Contract, Section C.5.H

Program Coordinator

Within 45 days of Audit Completion

Certified PREA audit report

Contract, Section C.5.T

Within 30 days of receipt Audits and/or monitoring reports

Contract, Section E.4.B

Within 7 days of issuance Responses to audits Contract, Section E.4.B

Contract Specialist Prior to Service Commencement and within 30 Days of effective date upon renewal or replacement

Insurance certificates and policies

Contract, Section H.1.C

696-AR-26-P018 Section E

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION OF SERVICES

A. The Department and other government regulatory agencies have the right to inspect and test all Services called for by this Contract, to the extent practicable at all times and places during this Contract Term. The Department shall perform inspections in a manner that will not unduly interfere with the Contractor’s performance of Services. The Contractor shall furnish, and shall require subcontractors to furnish, at no increase in Contract price, all reasonable assistance for the safe and convenient performance of these duties. Reasonable assistance shall mean providing requested information or documentation within five Working Days of the Department request.

B. From time to time the Department shall, subject to limitations provided by law with respect to rights of privacy, have the right to reasonably prompt access and to examine all records of the Contractor related specifically to the Services, including financial records, employee records (including time and attendance records), and any and all records and documents generated by the Contractor and its subcontractors in connection with the performance of this Contract.

Reasonably prompt access shall mean granting access to Facilities or personnel within three Working Days of the Department request.

C. If subject to the outcome of an audit or inspection, it is determined that the Contractor is in non-compliance with any provisions of this Contract, and/or that money is owed to the Department by the Contractor, then the Department may exercise its rights of recovery of money owed as authorized in Section G.4.4 of this Contract.

1. If any of the Services are non-compliant with this Contract’s requirements, as identified by the Department, the Contractor shall be notified with the notice describing the specific areas of non-compliance. The Contractor shall have a 20-Day period to file a written response detailing corrective action(s) taken to address all items of non-compliance. The response must include supporting documentation which verifies execution of corrective action(s) taken. Unless otherwise specified, or previously agreed to by the Department, the submission of a corrective action plan shall not be accepted as corrective action.

2. For all items of non-compliance satisfactorily resolved by agreement between the Contractor and the Department, no further action regarding such items shall be taken. Any areas of non-compliance shall be corrected within 20 Days or by the date of the Department approved extension.

3. If any of the Services are non-compliant with this Contract’s requirements, as identified by a government regulatory agency, the Contractor must resolve all items identified as non-compliant by the deadline established by the government regulatory agency.

E.2 INSPECTION BY STATE EMPLOYEES

The Contractor shall allow at all times employees/agents of the TBCJ, the Department, the Governor, members of the Legislature, and all other members of the Executive and Judicial Departments of the State, as well as any other persons designated by the Department, to monitor the delivery of Services.

696-AR-26-P018 Section E

E.3 MONITORING CRITERIA

A. The Department shall devise its own procedures for monitoring the quality of the Contractor’s performance under this Contract, all court orders, and Department Policies.

B. The Contractor shall cooperate fully with the Department in obtaining the requisite information needed to complete such audits and to assess the quality of the Contractor’s performance.

C. Monitoring may include, but is not limited to, document reviews and on-site audits conducted by Authorized Representatives of the Department. Such monitoring by the Department shall not relieve the Contractor of any of its obligations under this Contract.

D. The Program Coordinator and other Department staff shall provide written findings regarding non-compliant conditions, processes, procedures, and observations that could, if not addressed by the Contractor, become an item of non-compliance as described in Section E.1.

E.4 AUDITS BY OTHER AGENCIES

A. The State Auditor may conduct an audit or investigation of any entity receiving funds from the state directly under this Contract or indirectly through a subcontract under this Contract. The acceptance of funds directly under this Contract or indirectly through a subcontract under this Contract acts as acceptance of the authority of the state auditor, under the direction of the legislative audit committee, to conduct an audit or investigation in connection with those funds.

Under the direction of the legislative audit committee, an entity that is the subject of an audit or investigation by the state auditor must provide the state auditor with access to any information the state auditor considers relevant to the investigation or audit.

B. Upon receipt of audits or monitoring reports pertaining to the provision of Services under this

Contract that are conducted by agencies or entities other than the Department, the Contractor shall provide copies thereof to the Department within 30 Days.

C. The Contractor shall provide to the Department copies of responses to audits and/or monitoring reports within seven Days of issuance. Audits or monitoring reports may include allegations or complaints involving program operations, or the Contractor and its employees (including consultants, independent contractors and their employees, agents, and volunteer workers).

D. The Contractor shall retain all original audits and monitoring reports conducted by other agencies. These records shall be maintained in accordance with the Department’s Records Retention Schedule. If those records are still in their retention period at the termination of this Contract, all originals shall be physically transferred to the Department.

E.5 FRAUD, WASTE, OR ABUSE

A. In accordance with Texas Government Code, Chapter 321, the State Auditor’s Office (SAO) is authorized to investigate specific acts or allegations of impropriety, malfeasance or nonfeasance, in the obligation, expenditure, receipt or use of State funds.

B. If there is a reasonable cause to believe that fraud, waste, or abuse has occurred at the Department, it can be reported to the SAO by calling 1-800-892-8348 or at the SAO’s website at https://sao.texas.gov. It can also be reported to the TDCJ Office of the Inspector General at 1-866-372-8329, the TDCJ Internal Audit Division at 936-437-7100, or Crime Stoppers at 1-800-832-8477.

696-AR-26-P018 Section F

SECTION F – DELIVERIES OR PERFORMANCE

F.1 CONTRACT TERM

This Contract Term will consist of a one-year Base Period. This Contract may be renewed per Section F.2, Option to Renew the Term of this Contract, for four one-year Option Periods:

Base Period September 1, 2026 through August 31, 2027 Option Period One September 1, 2027 through August 31, 2028 Option Period Two September 1, 2028 through August 31, 2029 Option Period Three September 1, 2029 through August 31, 2030 Option Period Four September 1, 2030 through August 31, 2031

F.2 OPTION TO RENEW THE TERM OF THIS CONTRACT

A. This Contract is subject to the authority of the SAO for auditing services for a period of one year from the date of the SAO’s letter of designation (end date). Any option to renew this Contract beyond the end date is subject to the renewal of the delegation of authority by the State Auditor.

B. The Department may, upon SAO delegation approval, issue a unilateral modification to renew this Contract for the Option Period, provided that the Department gives the Contractor a preliminary written notice of its intent to renew at least 60 Days before this Contract expires.

C. If a preliminary written notice has not been provided to the Contractor at least 60 Days before this Contract expires, a modification to renew this Contract for the Option Period shall be mutually agreed to by both parties and executed in writing with the authorized signatures.

D. The preliminary notice does not commit the Department to the renewal period(s).

E. If the Department exercises this option, the renewal shall include this option provision.

F. The Department may exercise its option to renew Services, for a potential Contract duration of five years.

F.3 OPTION TO EXTEND SERVICES

A. The Department may require continued performance of any Services within the limits and at the rates specified in this Contract, for the purpose of re-advertising the Service, awarding a new Contract, or transitioning into a new Contract.

B. The Department may exercise this extension of Services for a maximum of six months.

C. Any extension made pursuant to this Section shall comply with the General Appropriations Act applicable to the Base Period of this Contract.

696-AR-26-P018 Section G

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CLAUSES INCORPORATED BY REFERENCE

This Contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contract Specialist will make their full text available.

G.2 AUTHORITY – AUTHORIZED REPRESENTATIVE, CONTRACT SPECIALIST, PROGRAM

COORDINATOR AND PROGRAM DIRECTOR

G.2.1 Authorized Representative

A. In the case of the Contractor, its President or any Vice President, or designated senior management personnel, shall designate an Authorized Representative in writing. The designation of the Contractor’s initial Authorized Representative shall be delivered to the Department no later than the effective date of this Contract. The Contractor’s Authorized Representative may designate other persons to assist such Authorized Representative in the performance of certain obligations required by this Contract.

B. In the case of the Department, the Executive Director is hereby designated as its Authorized

Representative and has authorized and has authorized the Chief Financial Officer to act on his/her behalf on matters requiring signature approval of the Authorized Representative. The TDCJ-ARRM Director has been designated as the Authorized Representative on all matters pertaining to the management of the Services and in compliance with this Contract. The Department’s Authorized Representatives may designate other persons to assist such Authorized Representatives in the performance of certain obligations of this Contract.

C. At any time, any party may designate any person as its Authorized Representative by delivering to the other party a written designation signed, if on behalf of the Contractor, by its President, or any Vice President or designated senior management personnel, or if on behalf of the Department, by the Executive Director or his/her desginee. Such designations shall remain effective until new written instruments are filed with, or such notice is given to the other party that such designations have been revoked.

D. The Department’s Authorized Representative (the Executive Director), or his/her designated representative, is the only person authorized to make or approve changes in any of the requirements of this Contract, and notwithstanding any clauses contained elsewhere in this Contract, the said authority remains solely with the Executive Director or his/her designated representative. In the event the Contractor makes any change at the direction of any person other than the Executive Director or his/her designated representative, the change will be considered to have been made without authority and no adjustment will be made in the Contract price to cover any increase in cost incurred as a result thereof.

G.2.2 Contract Specialist

A. The Contract Specialist for administration of this Contract is Shannon Foster-North.

B. The telephone number for the Contract Specialist is (936) 437-3856.

C. The email address for the Contract Specialist is shannon.foster-north@tdcj.texas.gov.

D. The Contract Specialist is responsible for general administration of this Contract, negotiation of any changes, and final issuance of written changes/modifications to this Contract.