Addendum_1.pdf

Purchasing Services 2725 Judge Fran Jamieson Way

Building C, Room 303 Viera, Florida 32940

Pretrial and Misdemeanor Probation Services

RFP# P-7-26-11

September 14, 2026 Addendum 1

TO ALL PROSPECTIVE CONTRACTORS

This is an Addendum to and shall be considered as part of the original Proposal package for the above-mentioned Proposal. Contractors are requested to acknowledge receipt of this Addendum with their Proposal.

CLARIFICATION TO QUESTIONS ASKED RECEIVED:

Question 1: Regarding the Pre-Trial Programs; is it anticipated that the successful vendor will provide actual case management/supervision of the 92 monthly cases, or is that function provided by county employees?

Answer: Pre-trial officers are responsible for providing case management and supervision for an average caseload of approximately 92 misdemeanor cases per month. Whereas, Brevard County employees are responsible for supervising all felony cases, as well as cases in which supervision has been ordered by a felony judge.

Question 2: Regarding the Pre-Trial Programs, how many full and part-time employees is the successful vendor expected to staff the county jail location with, and, given that the vendor must provide staffing of the pre-trial jail location 365 days per year, do these vendor employees generate revenue for the vendor by supervising cases or by any other means?

Answer: Pre-trial Release should be staffed with 4 employees. However, Brevard County would consider the use of part-time employees as a potential option if needed to assist with fully staffing the Pre-trial Release Department. No revenue is generated through this department.

Question 3: Regarding the section entitled “Support of Brevard County Public Safety”, what rate of compensation does the county pay the current vendor for use of its case management software, and access to all case files?

Answer: The County does not pay the current vendor a separate rate or fee for the use of its case management software or for access to case files. These services are provided at no cost to Brevard County as part of the current arrangement.

Question 4: The RFP seems to indicate that the vendor is to (or currently does) provide office space in its private location for use by Brevard County employees; if so, does the county currently re-imburse the current vendor, and at what rate per square foot, and does this rate include utilities?

RFP#P-7-26-11

Answer: The RFP requires the vendor to provide office space for Brevard County employees. The current vendor provides this space at no cost to the County, including utilities. There is no per-square-foot reimbursement.

Question 5: The cost of obtaining FDLE, CJIS, and CHRI compliance can be considerable, and ensuring that an employee be trained as a TAC more so. Does the county anticipate providing assistance for the successful vendor to achieve and maintain this compliance relative to (a) staff training, and (b) software compliance?

Answer: Brevard County will assist the successful vendor with initial FDLE/CJIS onboarding, coordination, and County-level oversight. As a private entity performing the administration of criminal justice, the vendor will enter into the applicable agreement with FDLE and maintain its own associated compliance requirements. The vendor will also enter into an interagency agreement with Brevard County and applicable security addenda establishing the County’s oversight and coordination responsibilities.

(a) Staff Training: The County’s TAC will assist with the initial enrollment process and coordinate with FDLE regarding required access and training. For vendor personnel working within the jail, FDLE will provide access to NEXTEST for required training. The vendor will be responsible for ensuring its personnel complete and maintain all required training and certifications and for maintaining its own CJIS compliance structure, including a TAC and LASO, as applicable.

(b) Software Compliance: The vendor will be responsible for ensuring its software, systems, personnel, network infrastructure, and security processes comply with all applicable FDLE, CJIS, and CHRI requirements and for associated compliance costs. The County’s TAC will provide oversight and coordination and assist with applicable FDLE requirements and audits. The County and vendor will work collaboratively during audits, while the vendor remains responsible for its own compliance and vendor-specific requirements at no cost to the county.

Question 6: It seems that SECTION L requires the vendor to provide an annual, third-party financial audit of its Brevard operations conducted by a CPA. As these types of audits can be quite costly, what is the average cost to the current vendor, if available?

Answer: The county does not have information regarding the current vendor’s financial audit costs.

Question 7: Regarding the Insurance Requirements, the Cyber Security Policy requirement seems excessive; (a) what is the cyber security insurance requirement under the current contract, and (b) would the county consider a lower limit that the $5,000,000.00 required by the

RFP?

Answer: Risk Management has advised that, unless the Department requires higher limits, the general minimum Cyber Liability Insurance limit is $1,000,000. Accordingly, the Cyber Liability Insurance requirement is revised from $5,000,000 to $1,000,000 per claim

Question 8: Please provide the current active caseload, average monthly admissions, and average monthly closures for each of the following services: Misdemeanor Probation, Pretrial Release, Pretrial Community Supervision, Pretrial Diversion, and Community Service.

Answer: As of Sept 9, 2026, the current vendor cases are as follows: Probation - 1025, Pretrial – 160, Pretrial Community Supervision – 2, Pretrial Diversion – 79, Community Service – unable to provide, but per 3rd quarterly report for current vendor 10,044 hour performed. From Aug 1 – 31, new admissions 256, cases closed 140. These numbers are subjected to change monthly.

Question 9: Please provide the current number of vendor employees and County employees assigned to these programs, broken down by position, full-time-equivalent status, primary work location, and program assignment.

Answer: Misdemeanor Probation: Manager 1, Probation Officers 6, the manager also has a small case load to include specialty court, Administrative Support Staff - (various administrative duties to include intake, data entry, cashier, and receptionist), Pre-trial release – 1 manager and 4 officer positions – 2 of which are currently vacant. The pretrial manager has a case load and does administrative duties. The County has 5 employees, Manager, Agency Coordinator, Jail Oversight Coordinator, and 2 Criminal Justice Officers. Primary work location is Rockledge office located at 571 Haverty Court.

Question 10: Please provide the current caseload assigned to each staff position or staff classification, identifying separately the caseloads supervised by vendor personnel and County personnel.

Answer: Please refer to question 8.

Question 11: How is it determined whether a case is supervised by County personnel or by vendor personnel? Please describe the assignment criteria, authority responsible for assignment, and whether cases may be transferred between County and vendor staff.

Answer: County personnel supervise all circuit court assigned felony cases (CF) and cases where a Circuit Court Judge assigns them to supervision or probation, despite charge, pursuant to administrative order 948.01. Cases are not transferred between vendor and county personnel unless an agreement is reached for the benefit of a pretrial release offender who may have reporting instructions for two separate cases.

Question 12: Does the one-probation-officer-per-200-probationers staffing requirement apply only to vendor-supervised misdemeanor probation cases, to all misdemeanor probation cases including those supervised by County staff, or to the Contractor's combined probation and pretrial population?

Answer: The one-probation-officer-per-200-probationers staffing requirement applies only to vendor/Contractor-supervised misdemeanor probation cases, not to misdemeanor probation cases supervised by County staff and not to the Contractor’s combined probation and pretrial population

Question 13: What duties are performed exclusively by County employees, what duties are performed exclusively by the Contractor, and what duties are shared? Please specifically address intake, supervision, court coverage, violation processing, data entry, fee collection, and case closure.

Answer: The County performs intake, supervision, court coverage, violation processing, data entry, fee collection, and case closure on their cases. The vendor completes the data entry and case assignments for defendants that are in jail custody for county criminal justice officers.

Question 14: Will the Contractor be charged rent, utilities, internet, security, parking, maintenance, or any other occupancy-related cost for the office space at the Brevard County Jail Complex? If so, please identify each charge and the method used to calculate it.

Answer: The pretrial release office is independently funded by the vendor. There are no current charges payable to the Brevard County Jail.

Question 15: Please identify what the County or Sheriff's Office will provide at the jail location, including office space, furniture, telephones, cabling, internet connectivity, security access, badges, parking, equipment, and technical support, and what the Contractor must provide at its own expense.

Answer: Brevard County Jail provides office space, desks, security access and badges (upon approval), and parking. The vendor is responsible for retaining furniture, cabling, internet connectivity, equipment, and technical support and all other costs associated with maintaining this worksite.

Question 16: Please specify the required operating hours for the jail-based Pretrial Release office for each day of the week, including Saturdays, Sundays, and County holidays, and identify any overnight, after-hours, or on-call coverage expectations.

Answer: Pre-trial staff work a rotating schedule to ensure in-person court coverage 365 days a year, including weekends and holidays at the discretion of the Pretrial release manager.

Question 17: For Pretrial Release interviews and background investigations, what is the Contractor's compensation structure? Please clarify whether the Contractor may charge a fee, receive compensation from another source, or must absorb these activities as an uncompensated contract obligation.

Answer: If this question refers to the duties of pretrial release to conduct background investigations, these are completed under the vendor’s ORI, and oversight is provided by the county. These currently operate at zero cost as they are the pretrial functions for the position. If this question relates to the background investigation to retain employment as a pretrial release officer, the fingerprints are conducted by the county agency coordinator through the Sherriff’s office, and separate prints are retained for BCSO, using the same process at no cost to the vendor.

Question 18: What cost of supervision, if any, is currently charged to defendants placed in the Pretrial Release Program? If no fee is charged, please confirm how the Contractor is expected to fund weekly reporting, court attendance, record maintenance, and other ongoing supervision activities for this population.

Answer: If a county sentenced defendant is placed on community supervision and is required to report to the misdemeanor probation office, they pay cost of supervision in the amount of $10 a week. The pretrial release program, which is currently supervised by officers at the jail, does not collect cost of supervision but the defendants generate income with the drug testing fees.

Question 19: Does the County, Sheriff's Office, Court, or incumbent Contractor currently use a telephone reporting system, automated call-in platform, mobile application, or related software for Pretrial Release or Pretrial Community Supervision? If so, please identify the system, current owner or license holder, approximate number of users, and whether the selected Contractor may continue using it.

Answer: The current software system in place utilized by County staff and current vendor staff is the Tracker software, owned and operated by Professional Probation Services (the current vendor). The county has no rights or claims to the software.

Question 20: Please provide the current fee charged for each service listed in Attachment B, including Misdemeanor Probation, Pretrial Community Supervision, Pretrial Diversion, Community Service Liability Insurance, drug and alcohol testing, electronic monitoring, and each optional program.

Answer: Misdemeanor Probation: $55 per month, Pretrial Community Supervision, $10 per week, Pretrial Diversion: $55 (program fees), Community Service Liability Insurance $10, Drug testing – instant, $20 per test. The current vendor does not provide electronic monitoring or any additional programming which generates revenue.

Question 21: Administrative Order 98-29-B establishes a $50 monthly cost of supervision and specified drug-testing fees. Please confirm whether those rates remain in effect and whether they are mandatory rates, maximum allowable rates, or historical rates that proposers may replace through Attachment B.

Answer: The rates established under Administrative Order 98-29-B remain in effect and serve as historical baseline rates. They are not locked maximums or rigid mandates for this solicitation.

Proposers are permitted to evaluate modern operational costs and propose updated rate structures or fee increases directly through Attachment B for review and consideration.

Question 22: Is cost of supervision collected from cases supervised by County employees? If so, who collects the fee, to whom is the revenue distributed, and is any portion retained by or paid to the Contractor?

Answer: Pretrial Release: Circuit Court (Felony) defendants placed on Pretrial Release and supervised by County employees are not assessed a cost of supervision fee.

Community Supervision: Circuit Court (Felony) defendants placed on Community Supervision are assessed a cost of supervision fee of $10 per week.

Collection & Distribution: This community supervision fee is collected by the County Cashier (onsite) and retained entirely by the County, where it is processed independently through the Finance Department.

Contractor Retention: No portion of the community supervision revenue for circuit court defendants is retained by or paid to the Contractor. However, the contracted vendor retains 100% of drug-testing fees across all levels of supervision, regardless of case assignment.

Question 23: For cases supervised by County employees, is the Contractor responsible for any associated intake, cashiering, recordkeeping, reporting, testing, court coverage, or administrative work? If so, how is the Contractor compensated for those functions?

Answer: Initial data entry and program assignments for pretrial release/ community supervision cases are managed directly by the jail’s Pretrial Release team for the two assigned felony officers. The Contractor’s sole operational responsibility for these county-supervised cases is providing front desk reception coverage to manage the shared building check-in process. There is no compensation for these functions, but operational costs are offset by the Contractor's retention of drug-testing fees as outlined in Question 22.

Question 24: Please provide historical collection information by program for the most recent 12 months, including amounts billed, amounts collected, collection rate, waived or reduced fees, refunds, and uncollectible balances. Aggregate data is sufficient.

Answer: N/A

Question 25: Please provide the number or percentage of participants whose fees were waived or reduced due to indigency during the most recent 12 months, broken down by program if available.

Answer: N/A

Question 26: Please identify the anticipated notice-of-award date, contract execution date, effective or go-live date, and transition period. Will the incumbent Contractor be required to cooperate with the selected Contractor during a defined transition period?

Answer: The current contract is scheduled to expire on November 1, 2026. The anticipated Notice of Award (NOA) and contract execution dates have not yet been established and will depend on the number of proposals received, the evaluation and selection process, selection committee determination, and completion of the required contract approval and execution processes. Contract execution will occur following issuance of the NOA. The solicitation requires Respondents to propose an implementation and transition plan, including objectives, action steps, responsible staff, timelines, and milestones. The transition plan must provide for full operational status as of the contract's effective date. The transition plan, including the proposed transition timeline and milestones, will be evaluated as part of Tab 3 – Project Approach and Transition Plan. The solicitation does not establish a specific transition period. Respondents shall propose a transition timeline that they determine is necessary to achieve full operational status by the contract's effective date.

Question 27: Will the County provide an anonymized incumbent staffing roster showing positions, work locations, schedules, tenure, minimum qualifications, pay ranges, benefits, and current vacancies to support a credible employee-retention and continuity plan?

Answer: N/A

Question 28: The RFP requires access to the Contractor's computer network for five County employees but describes two County employees responsible for supervising cases and two employees responsible for contract monitoring. Please identify the fifth user and the required role and access level for each County user.

Answer: The fifth county employee is our Jail Oversight coordinator; this is a hybrid position which works at the Brevard County Jail and in office. Two supervising officers and jail oversight will require basic supervision access levels. Community Corrections Manager and Agency Coordinator will require access to administrative and financial reports. The current vendor allows full access for CCM and AC.

Question 29: The RFP insurance requirements specify $2,000,000 in professional liability coverage and $5,000,000 in cyber liability coverage, while Attachment A specifies $1,000,000 in professional liability coverage and does not list cyber liability. Please confirm the limits that will govern the resulting contract.

Answer: Risk Management has advised that, unless the Department requires higher limits, the general minimum Cyber Liability Insurance limit is $1,000,000. Accordingly, the Cyber Liability Insurance requirement is revised from $5,000,000 to $1,000,000 per claim.

Question 30: Is there a specific tool use to determine risk level for pre-trial release? What are the specific requirements for the background investigation?

Answer: The releases are governed by Florida Statute § 907.041 (Pretrial Detention and Release), Florida Statute § 903.046 (Purpose of and Criteria for Bail or Pretrial Release), Eighteenth Judicial Circuit Administrative Orders AO26-13 (Criminal – Bond Schedule for Brevard and Seminole Counties), AO 05-46-B (Criminal – Release on Recognizance/Signature Bond) and comprehensive criminal history investigations with final release authority resting on judicial discretion. Prior to the First Appearance hearing, staff conduct a comprehensive background investigation that requires the collection and verification of five specific parameters: criminal history (via FCIC/NCIC checks for prior felonies, violent offenses, and past failures to appear), community ties (local residency duration and family support), employment and financial status (to gauge stability and indigency), substance use and mental health indicators (for conditional monitoring needs), and statutory "dangerous crime" screening (to identify defendants legally restricted from non-monetary release). All verified data is compiled into a profile sheet to assist the judge in establishing appropriate pretrial release conditions.

Please note that the proposal opening date and time HAS BEEN EXTENDED to September 24, 2026

@ 2:00 PM.

All other terms and conditions remain unchanged.

Sincerely, Mary Bowers Purchasing Manager

END OF ADDENDUM NO. 1