52-RFQ-1559039217-CCS-DAC - Family Reentry Support & Help Program Services -final.pdf

STATE OF NORTH CAROLINA

Department of Adult Correction

Request for Quote #: 52- RFQ-1559039217-CCS

FAMILY REENTRY SUPPORT AND HELP PROGRAM SERVICES

Date of Issue: June 3, 2025

Quote Due Date: June 16, 2025

At 2:00 PM ET

Direct all inquiries concerning this RFQ to:

Cindy Self

Contract Specialist

Email: Cindy.Self@dac.nc.gov

Phone: 919-324-1469

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Request for Quote #

52-RFQ-1559039217-CCS

For internal State agency processing, including tabulation of quotes, provide your company’s eVP (Electronic Vendor

Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your quote.

Failure to do so may subject your quote to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login

Quote Number: 52-RFQ-1559039217-CCS Vendor: __________________________________________

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Refer ALL Inquiries regarding this RFQ to the procurement lead through the Message Board in the Sourcing Tool. See section 2.5 for details

Request for Quote #: 52-RFQ-1559039217-CCS

Quotes will be opened: June 16, 2025

Using Agency: Division of Rehabilitation and

Reentry

Commodity No. and Description: 801016: Project Management

Requisition No.: RQ177667

EXECUTION

In compliance with this Request for Quote (RFQ), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are quote, at the prices set opposite each item within the time specified herein.

By executing this quote, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

▪ this quote is submitted competitively and without collusion (G.S. 143-54),

▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this quote, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFQ, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any

Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFQ, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this quote, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL

TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.

Failure to execute/sign quote prior to submittal may render quote invalid and it MAY BE REJECTED. Late quotes shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

Department of Adult Correction

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PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of quote opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFQ.

ACCEPTANCE OF QUOTES

If your quote is accepted, all provisions of this RFQ, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of the Department of Adult Correction)

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS

2.4 RFQ SCHEDULE

2.5 QUOTE QUESTIONS

2.6 QUOTE SUBMITTAL

2.7 QUOTE CONTENTS

2.8 ALTERNATE QUOTES

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PERFORMANCE OUTSIDE THE UNITED STATES

3.4 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 INVOICES

4.3 FINANCIAL STABILITY

4.4 HUB PARTICIPATION

4.5 BACKGROUND CHECKS

4.6 PERSONNEL

4.7 VENDOR’S REPRESENTATIONS

4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL

5.3 TASKS/DELIVERABLES

5.4 PROJECT ORGANIZATION

5.5 TECHNICAL APPROACH

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGEMENT

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6.2 POST AWARD MANAGEMENT PROJECT REVIEW MEETINGS

6.3 PERIODIC MONTHLY STATUS REPORTS

6.4 TRANSITION ASSISTANCE

6.5 DISPUTE RESOLUTION

6.6 CONTRACT CHANGES

6.7 DAC ADDITIONAL TERMS

6.8 ATTACHMENTS

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1.0 PURPOSE AND BACKGROUND

The North Carolina Department of Adult Correction is responsible for the supervision of offenders sentenced to prison or supervised probation. Each year, more than 20,000 offenders return to their communities after being released from North Carolina state prisons. The Department’s Division of Rehabilitation and Reentry oversees a comprehensive array of reentry programs, services and resources to help them rebuild their lives and successfully reintegrate into their communities

Strengthening relationships between incarcerated parents and their minor children (age 17 and under) is an important component of these reentry efforts. To support this goal, the Department has designed the Family Reentry Support & Help Program (FRESH), a program that uses evidence-based tools and interventions to enhance relationships between incarcerated parents and their minor children. The program works to provide more meaningful family interactions within the correctional setting and upon release, educate correctional staff and offenders about parenting issues, strengthen family relationships, identify and increase access to resources that support both offenders and their children, and enhance ongoing community support for the target population upon reentry.

The Vendor will structure and continue to implement the FRESH program and be responsible for oversight of all aspects of the program. The Vendor will work with the Division of Rehabilitation and Reentry to accomplish the FRESH objectives by providing reentry and transition services, including, but not limited to, those set forth below.

▪ Provide correctional staff training

▪ Develop policies and procedures to ensure protection of minor children

▪ Work with correctional administrators to create child-friendly visitation spaces

▪ Implement evidence-based curricula and tools for incarcerated parents and their children

▪ Provide reentry/transitional planning that includes family/child elements

▪ Provide case management and related services for the target population

▪ Facilitate meaningful interactions between parents and their children, both in the correctional setting and in the community upon release

▪ Work with local reentry councils, government agencies, nonprofits and other stakeholders to identify and expand access to available community services and resources

The FRESH program is currently supported by a federal grant and will require engagement with a diverse group of community stakeholders. Those stakeholders include community resource councils that will support program activities in the designated reentry facilities and local reentry councils that will provide reentry support post-release. The Vendor will work collaboratively with these stakeholders to support a comprehensive offender management strategy intended to reduce recidivism, strengthen communities and enhance public safety.

The intent of this solicitation is to award an Agency Specific Term Contract.

1.1 CONTRACT TERM

The Contract shall have an initial term beginning on the date of final Contract execution (the “Effective Date”) through September 30, 2027.

The FRESH program is supported by a federal grant for the period beginning October 1, 2024, through September 30, 2027.

Renewal of the contract beyond the initial term may be contingent on an award extension that provides continuing support for the grant.

Quotes shall be submitted in accordance with the terms and conditions of this RFQ and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

This RFQ is comprised of the base RFQ document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

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2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFQ and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFQ.

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s quote or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s quote that purports to vary any terms and conditions or Vendors’ instructions herein or to render the quote non-binding or subject to further negotiation. Vendor’s quote shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFQ

Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s quote as nonresponsive.

2.4 RFQ SCHEDULE

The table below shows the intended schedule for this RFQ. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFQ State June 3, 2025

Submit Written Questions Vendor June 8, 2025

Provide Response to Questions State June 10, 2025

Submit Quotes Vendor June 16, 2025 by 2:00 PM ET

Contract Award State TBD

2.5 QUOTE QUESTIONS

Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ in order to submit the best quote possible. To accommodate the Quote Questions process, Vendors shall submit any such questions by the “Submit Written

Questions” date and time provided in the RFQ SCHEDULE Section above, unless modified by Addendum.

Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the RFQ SCHEDULE Section of this RFQ.

Vendors will enter “RFQ # 52-RFQ-1559039217-CCS – Questions” as the subject of the message. Question submittals should include a reference to the applicable RFQ section. This is the only manner in which questions will be received.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-

211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this RFQ. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFQ and an addendum to this RFQ.

2.6 QUOTE SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late quotes, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or

Ver: 11/2023 7 unanticipated delay. It is the Vendor’s sole responsibility to ensure its quote has been received as described in this RFQ by the specified time and date of opening. Failure to submit a quote in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s quotes(s).

Vendor’s quotes for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-

211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

Tips for Using the Sourcing Tool

1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk.

2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response.

3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted.

4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted.

5. Only Quotes submitted through the Content Section of the Ariba Sourcing Event will be considered. Quotes submitted through the Message Board will not be accepted or considered for award.

If confidential and proprietary information is included in the quote, also submit one (1) signed, REDACTED copy of the quote.

Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services, or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the quote with its quote submission, the Department may release an unredacted version if a record request is received.

2.7 QUOTE CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this RFQ that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the

Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s quote, in the

State’s sole discretion.

Vendors shall upload the following items and attachments in the Sourcing Tool:

a) Completed and signed version of all EXECUTION PAGES, along with the body of the RFQ.

b) Signed receipt pages of any addenda released in conjunction with this RFQ, if required to be returned.

c) Vendor’s Response including its response to sections 5.4 Project Organization and 5.5 Technical Approach https://eprocurement.nc.gov/training/vendor-training

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d) Completed version of ATTACHMENT A: BUDGET and NARRATIVE

e) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

f) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

g) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

h) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

i) Completed and signed version of ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE

AGREEMENTS and OMB STANDARD FORM LLL

j) Completed and signed version of ATTACHMET I: Alcohol and Drug-Free Workplace Policy

2.8 ALTERNATE QUOTES

Unless provided otherwise in this RFQ, Vendor may submit alternate quotes for comparable Goods, various methods or levels of

Service(s), or that propose different options. Alternate quote must specifically identify the RFQ requirements and advantage(s) addressed by the alternate quote. Any alternate quotes, in addition to the marking described above, must be clearly marked with the legend: “Alternate Bid #_52-RFQ-1559039217-CCS [for ‘name of Vendor’]”.Each quote must be for a specific set of Goods and

Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Quotes in the Sourcing Tool.

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFQ are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing Tool, which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this RFQ:

a) COMMUNITY RESOURCE COUNCIL: An organized group of individuals that promotes community involvement and volunteerism designed to address the needs of a specific facility

b) DESIGNATED REENTRY FACILITY: A facility that houses incarcerated individuals nearing their release dates, providing the support, life skills and tools necessary to facilitate a successful transition

c) DAC: Department of Adult Correction

d) DIVISION: Division of Rehabilitation and Reentry within DAC

e) EVIDENCE-BASED: Research that indicates certain programs and intervention strategies, when applied to a variety of Offender populations, reliably produced sustained reductions in recidivism.

f) FRESH: Family Reentry Support & Help Program

g) FY: Fiscal Year. The fiscal year for the Department of Adult Correction is the 12-month period that begins July 1st and ends on

June 30th.

h) LIFE SKILLS TRAINING: Providing individualized training opportunities for evidence-based programs that enables the individual to effectively deal with the demands and challenges of everyday life.

i) LOCAL REENTRY COUNCIL: An organized network of individuals and agencies that provide supervision and coordination of innovative responses to the reintegration of returning citizens at the local level and use existing programs and services in local communities in support of reentry efforts.

j) MAY: Denotes that which is permissible, not mandatory.

k) OFFENDER: An individual adult, male or female aged eighteen years or above, non-adjudicated or convicted of a misdemeanor or felony criminal offense; inmate

l) OPENING DATE: Responses will only be accepted up until the specified time and date listed in the bid and then opened. NO responses will be accepted after that time and date.

m) OPUS NUMBER: Unique seven (7) digit identifier for Offenders in the NCDAC database system

n) PIMS: Program Information Management System. Vendor will enter offender data into this system to generate progress reports and invoices for performance-based contracting. PIMS is a State maintained system.

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o) PREA: Prison Rape Elimination Act (Public Law 108-79). The North Carolina Department of Adult Correction is committed to a standard of zero-tolerance of any undue familiarity or personal misconduct between our employees and offenders. PREA training will be provided to all Vendors awarded a contract under the RFQ.

p) REDACTED: edited copy of the Vendors proposal response with Proprietary and/or Confidential information excluded/removed

q) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation.

r) SHALL or MUST: Denotes that which is a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of the proposal.

s) SHOULD: Denotes that which is recommended, not mandatory.

t) SOURCING TOOL: The North Carolina eProcurement System module that provides vendors the opportunity to submit proposals to the State electronically.

u) UNREDACTED: copy of the Vendor’s proposal response unedited including all confidential and/or proprietary information

3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest.

All responsive bids will be reviewed, and award or awards will be based on the responsive bid(s) offering the lowest price and narrative that meets the specifications provided herein, to include any required verifications set out herein such as but not limited to past performance, references, financial documents, and Department acceptance of the Vendor’s response to 5.4 Project

Organization and 5.5 Technical Approach.

The intent of this RFQ is to award a term Contract(s) to a single Vendor for all line items.

The State reserves the right to waive any minor informality or technicality in quotes received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFQ is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29. of the Instructions to Vendors entitled

COMMUNICATOINS BY VENDORS

Each Vendor submitting a quote to this RFQ, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s quote or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFQ or inquiries directed to the purchaser named in this RFQ regarding requirements of the RFQ (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

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3.3 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFQ, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.4 INTERPRETATION OF TERMS AND PHRASES

This RFQ serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether quotes should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFQ. Except as specifically stated in the RFQ, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a quote in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFQ. By submitting a quote, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFQ. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better quote, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the

Quote Questions Section above.

4.1 PRICING

The FRESH project is funded in part by a three-year federal grant. The maximum amount available for funding is $596,819.00 for the three-year grant period October 1, 2024, through September 30, 2027.

The Vendor must complete ATTACHMENT A: BUDGET AND NARRATIVE, which includes a budget proposal for each year of the three-year period and a budget summary for the entire three-year award period. In addition, the Vendor must provide a separate budget narrative that provides specific justification for each of the costs included in the proposed budget. The proposed budget and narrative shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable handling charges, administrative costs and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFQ. All costs must be reasonable and necessary for the project.

4.2 INVOICES

Should the Vendor’s submitted RFQ result in an award, instructions will be presented and agreed by all parties during the Contract Administration phase.

4.3 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this

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Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The

State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.4 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFQ will serve to identify those

Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.5 BACKGROUND CHECKS

Vendor and its personnel are required to provide or undergo background checks at Vendor’s expense prior to beginning work with the State. As part of Vendor background, the following details must be provided to the State:

a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by Vendor, its officers or directors, or any of its employees or other personnel to provide

Services on this project, of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

c) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

d) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none.

e) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its quote herein or a statement that there are none.

Vendor’s response to these requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing Services under this Contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this Contract.

4.6 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

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Should the Vendor’s quote result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.7 VENDOR’S REPRESENTATIONS

If Vendor’s quote results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting

Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract.

Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify:

• that they abide by the above restriction;

• that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and

• that such certification requirements will also be included in any subawards meeting the applicable thresholds.

Vendors must complete and submit the CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and the OMB STANDARD FORM LLL when responding to this solicitation.

5.0 SCOPE OF WORK

5.1 GENERAL

The Department of Adult Correction supervises convicted offenders sentenced to prison or supervised probation in North Carolina. The Division of Rehabilitation and Reentry oversees a comprehensive array of reentry programs, services and resources to help incarcerated offenders rebuild their lives and successfully reintegrate into their communities upon release.

To enhance positive reentry outcomes, the Department (it was then the Department Public Safety) began repurposing prison facilities as designated reentry facilities in 2016. These facilities provide targeted programs, services and interventions for incarcerated individuals nearing their release dates, focusing on the support, life skills and tools necessary to facilitate a successful transition. Individuals are assigned to facilities near their place of release within two years of release. As of January 1, 2021, the Department operated 13 reentry facilities, including 12 minimum-custody facilities and one medium/close custody facility. A chart that identifies the designated reentry facilities by location and custody level is attached as Appendix A.

Each reentry facility operates a Reentry Strategic Transition Engagement Plan (R-STEP) program, a voluntary program designed to assist individuals with transition planning. The program includes cognitive-based intervention programming, assistance with obtaining identification documents, and strategic planning to meet future community needs such as housing, employment and transportation. While the R-STEP programming is holistic in nature, more tools and resources are needed to fill a gap in services within the area of family engagement and relationship sustainability.

The Family Reentry Support & Help Program (FRESH) is intended to help bridge this gap. The program is designed to foster more meaningful family interactions within the correctional setting and the community, educate correctional staff and offenders about

Ver: 11/2023 13 parenting issues, identify and expand access to resources that support both offenders and their children, and enhance ongoing community support for the target population upon reentry. The FRESH program is supported by a federal grant.

The FRESH target population includes men and women housed in designated reentry facilities and their minor children. The program will enroll a minimum of 135 adult men and women annually for a total of 405 individuals during the Contract term. The total number of children to be served by FRESH will depend on the number of minor children participants have at the time of enrollment.

The existing staff (e.g., case managers, reentry probation officers, etc.) at each designated reentry facility will contribute to the success of FRESH by providing needed support in areas such as case management, transition planning, and visitation scheduling.

By having these resources already in place across the reentry facilities, FRESH will have a seamless integration into current programming.

5.2 SCOPE OF WORK

The Vendor will structure and oversee all aspects for the FRESH program, working in partnership with the Division to provide reentry and transition services designed to meet the FRESH institutional and individual objectives set forth below.

Institutional FRESH Objectives

▪ Increase the knowledge and skills among staff regarding the importance and role of family in the reentry process in 14 designated reentry facilities

▪ Ensure that correctional policies and procedures align with best practices for facilitating parent/child visitations

▪ Create visitation spaces that facilitate positive parent/child interactions within 14 designated reentry facilities

Individual FRESH Objectives

▪ Increase knowledge and skills around parenting through evidence-based programming

▪ Decrease childhood depression and conflict through evidence-based programming and/or other community service providers

▪ Increase parent/child bonding and communication through evidence-based programming, coaching sessions, and visitations

▪ Increase family functioning through evidence-based programming, coaching sessions, visitations, and family counseling

▪ Increase coping skills for adults and children through evidence-based programming

▪ Diversify support networks for the target population through family assessment and reassessment sessions

▪ Increase reentry readiness through the development of a transition plan and case management

The Vendor will work in partnership with the Division of Rehabilitation and Reentry to implement the institutional objectives at all 14 designated reentry facilities. However, efforts to implement the individual objectives will focus on five specific facilities:

Anson Correctional Institution (medium/close women), Anson Correctional Institution (minimum men), Greene Correctional Institution, Johnston Correctional Institution, and Lincoln Correctional Center. The Vendor will provide individual services to incarcerated parents and their minor children in these five facilities for a period of three (3) to twelve (12) months, both during the period of incarceration and upon release.

5.3 TASKS/DELIVERABLES

The Vendor shall have primary oversight of all FRESH activities and shall implement strategies to meet the institutional and individual objectives of the FRESH program.

INSTITUTIONAL TASKS AND DELIVERABLES

At the institutional level, the Vendor will focus on facilitating change in three specific areas at all 14 designated reentry facilities.

Those specific areas include: (1) training facility staff and administrators regarding issues related to parenting and addressing the needs of the children of incarcerated parents; (2) ensuring that correctional policies and procedures align with best practices for facilitating parent/child visitations; and (3) creating child-friendly spaces for visitation.

Staff Training At each designated reentry facility, the Vendor will provide training for facility staff that focuses on the needs of children of incarcerated parents, the vital role of family in the reentry process, and best practices for positive parent/child interactions.

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Policies and Procedures At each designated reentry facility, the Vendor will work with facility administrators to review and revise institutional policies and procedures regarding parent/child visitation within each facility. These policies and procedures will be reviewed and revised to address the needs of parent/child visitations and to align with best practices.

Child-Friendly Visitation Spaces At each designated reentry facility, the Vendor will work with facility administrators to create child-friendly visitation spaces. This work will involve the identification of physical space within each facility that is conducive for family visitation, as well as outfitting visitation spaces with decorations, furniture and supplies that will facilitate meaningful interaction between parents and their children.

INDIVIDUAL FRESH OBJECTIVES

At the individual level, the Vendor will provide intensive evidence-based services for the target population at the five designated facilities. The FRESH target population for individual services includes men and women housed at the five designated reentry facilities and their minor children.

The Vendor will meet with each eligible participant to discuss the FRESH program’s activities and timelines, facilitate enrollment, and develop individualized transition plans.

FRESH will enroll a minimum of 135 adult men and women each year for a total of 405 individuals during the Contract term. The total number of children to be served by FRESH will depend on the number of minor children participants have at the time of enrollment. The Vendor will be responsible for obtaining all signatures and approvals required by law to allow the children to participate in the program.

The FRESH program includes both pre-release and post-release components for a period of three (3) to twelve (12) months for each participant. After enrollment, participants will begin pre-release services. Pre-release services include evidence-based programs, family assessment sessions, visitation coaching sessions, and transition planning.

Upon release from the correctional facility, FRESH participants will work with the FRESH transition team for three to six months to meet program objectives. Post-release activities include family counseling with the FRESH participant and the minor children, case management sessions and family reassessment sessions. The Vendor will be responsible for scheduling and facilitating these activities.

The Vendor will provide case management and related services centered on the child-parent relationship and the reentry process to incarcerated parents and their children — both within the correctional setting and upon community release. The Vendor also will work with the children of participants in the community to secure needed services.

Because the children of incarcerated parents may not live with or near the FRESH parent, the Vendor must deploy strategies to address this challenge. The Vendor also must deploy strategies to engage co-parents, caregivers, child welfare agencies and other stakeholders in FRESH activities as appropriate. The Vendor is responsible for securing any permissions or approvals required to allow the children to participate in FRESH programs and services.

Specific tasks and deliverables are set forth below.

Enrollment and Family Assessment The Vendor will meet with each eligible participant to discuss the FRESH program’s activities and timelines and facilitate enrollment for selected participants.

The Vendor will work individually with participants to complete a family assessment at the time of program entry, and just prior to release to the community. The initial assessment and subsequent reassessments will provide participants with tools to assess their social support systems and a process by which they can identify healthy and unhealthy support persons within their lives.

Transition Planning The Vendor will work with FRESH participants to develop individualized transition plans.

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Upon release from the correctional facility, the Vendor will connect the target population with community resources that will be available once program participation has ended.

Family Counseling If needed, FRESH participants and their minor children will engage in family counseling with a licensed family counselor located in their area. The Vendor will identify licensed family counselors and refer participants to culturally and age-appropriate providers. The Vendor also will refer the children of FRESH participants to services within their local communities based on individualized need.

Case Management Prior to release, the Vendor will work with the target population to create and implement the participant’s transition plan. The Vendor will identify best practices and promising innovations to ensure that FRESH offers recognized evidence-based programs and activities. The Vendor will work with caregivers and local service providers to connect the minor children with appropriate services.

Upon release, FRESH participants will meet with the Vendor for case management sessions at least once per month for a period of three to six months. The Vendor will identify available community resources and make appropriate referrals to service providers.

Community Engagement The Vendor will work with community stakeholders, including local reentry councils, community resource councils, nonprofits and faith-based organizations, to identify and expand available services and ensure that the target population is aware of resources and how to access them. The Vendor will build community partnerships that facilitate ongoing support and resources for the target population beyond the duration of the program.

Data Collection and Analysis The Vendor shall collect and assess the data required to evaluate program effectiveness using a process and outcome evaluation.

Collecting and assessing the required performance metrics data will involve continued tracking of participant-level data. The Vendor will review the data prior to submission to ensure reliable and accurate data are being recorded.

Upon enrollment in FRESH, participants will complete a demographic information sheet that provides basic data such as race, ethnicity, gender, age, etc.