Addendum #1 Q&A.pdf

ADDENDUM #001

Solicitation Number: FDC ITN-23-054

Solicitation Title: Day Reporting Center Pilot for Judicial Circuit 10

Bids due by: October 20, 2023, at 2:00 p.m. Eastern Time

Addendum Number: 001

Addendum Date: September 26, 2023

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. A notice of protest must be filed with the Agency Clerk, Office of General Counsel, 501 South Calhoun Street, Tallahassee, Florida 32399, Fax: (850) 922-4355, Email: CO- GCAgencyClerk@fdc.myflorida.com.

Please be advised that the information below is applicable to the original specifications of the above-referenced solicitation. Added language to the ITN is highlighted in yellow, while deleted language is stricken.

This Addendum includes the Department’s written answers to Vendors’ written questions received by the deadline.

This Addendum includes the following changes:

Change No. 1:

Section 2.5, Service Implementation and Transition, is hereby revised as follows:

The Department intends to execute a Contract with the Successful Vendor who has the capability to implement service delivery, as described herein, on a date agreed upon between the Vendor and the Department. The Department anticipates February May 2024 as the start date for the Contract resulting from this ITN.

Change No. 2:

Section 3.6.1, Service Requirements, General Program Management Requirements (GPM), GPM 09, is hereby removed from the ITN.

GPM

The Vendor shall have an electronic case management system with individual Case Files and clinical files for each Offender that documents and tracks their activities and progress. The electronic case management system shall be able to produce reports and data. The Department’s staff must be able to access this electronic case management system from their offices to review an Offender’s progress for auditing purposes.

mailto:CO-GCAgencyClerk@fdc.myflorida.com mailto:CO-GCAgencyClerk@fdc.myflorida.com

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Change No. 3:

Section 3.6.1, Service Requirements, Information Technology Software (ITS), ITS 01, of the ITN is hereby revised as follows:

Change No. 4:

Section 3.6.3, Performance Measures, PM 02, is hereby removed from the ITN.

Change No. 5:

Section 4.11, Contents of Reply Submittals, TAB A, of the ITN is hereby revised as follows:

TAB A Cover Letter with Contact Information, Executive Summary, Pass/Fails Certification and Performance Bond/Irrevocable Letter of Credit Letter (Limit 10 15 pages)

Change No. 6:

Attachment VIII – Pass/Fail Requirement Certification and Non-Collusion Certification, is hereby replaced in its entirety with REVISED Attachment VIII – Pass/Fail Requirement Certification and Non-Collusion Certification.

Change No. 7:

Attachment XIII – Lakeland South Probation Office Floorplan, Day Reporting Center Rooms, and Measurements, is hereby added to the ITN.

Change No. 8:

Attachment XIV – Lakeland South Probation Office, Day Reporting Center Photographs, is hereby added to the ITN.

ITS

The Vendor shall provide their own equipment, computing devices, data network, and connectivity devices. The Vendor shall allow Department staff stationed at the facility access to their data network. The Department will maintain administrative control over any aspect of Department-accessible computer applications within its corrections environment to the degree necessary to maintain compliance with the U.S. Department of Justice (USDOJ), Criminal Justice Information Services (CJIS) Security Policy.

PM

The establishment of an operational electronic case management file and data system, permitting Department employee access for monitoring the process of the program (GPM-09)

Within 45 Days following Contract execution

One-time

$1,000.00 per Day past the due date until the system is operational and the Department has access

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Responses to Written Questions

FDC ITN-23-054

Day Reporting Center Pilot for Judicial Circuit 10

Question Number Question Answer

Would the Department consider handling the drug testing of DRC referred clients since the services are being provided on-site at a probation office.

No, the Vendor is responsible for all drug screening as part of the DRC protocol.

Would the Department consider allowing the vendor to utilize the Florida risk/needs assessment (CINAS) as the validated risk/needs tool for clients referred to DRC.

Yes.

As this is a new program and there is no utilization history available, can the vendor propose an alternative reimbursement methodology other than the "per client, per day", as outlined in the ITN?

Vendors shall submit Attachment I – Price Information Sheet, with the requested Per Diem Rate only.

The Department is open to discussing other pricing methods with Vendors during the negotiation phase of this ITN.

Could the Department indicate whether there are any frequency requirements for testing of participants?

The Department does not have any frequency requirements for drug testing. The Vendor shall have a drug testing policy that details the testing parameters based on the individual Offender’s risk/needs assessment.

Could the Department please provide more specifics (i.e.

square footage), including photos, of both the shared spaces and the office space that will be available to the vendor to provide services.

Please see Change No. 7 and Change No. 8 of this Addendum.

Could the Department please provide what furniture will be available for use by the vendor for provide services (i.e.

office furniture, group room furniture, etc)?

The Vendor may utilize the furniture within the shared areas but will be responsible for providing all furniture needed within the DRC offices.

The Department is open to addressing any furniture needs with Vendors during Negotiations.

Is the Department open to providing additional space at other Polk County probation offices?

Would the Department be open to allowing the vendor's staff to utilize space at other probation offices to administer risk/needs assessments from clients referred to DRC from that location?

No, the Department will not provide space at additional Probation Offices for DRC services.

No, the Vendor shall only be authorized to use the location provided by the Department.

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Question Number Question Answer

If the vendor proposed the use of non-business hours (i.e.

evening hours) to maximize the use of available space for services to serve clients, would the Department commit to having staff member (ideally a Probation Officer) on-site during these hours?

No, the Department cannot commit to the use of non-business hours.

Will the Department allow the vendor to use the copy machine currently available on-site or will it be the responsibility of the vendor to provide one for use by their staff

No, the Vendor is responsible for providing all office equipment needed to run the DRC, including a copy machine.

Does the Department intend to require the vendor to provide a bond in the amount of $100,000? On attachment VIII - pg66, the figure stated is different, requesting a reply bond/check in the amount of $1.5 million.

The bond amount shall be $100,000. Please see Change No. 6 of this Addendum.

Can the Department please clarify whether the vendor will be using the Department’s provided internet and data network?

No, the Vendor will not be granted access to the Department’s network. It is the Vendor’s responsibility to provide their own data and internet connection.

Can the Department confirm that the vendor will be able to connect to this service location (probation office) via a VPN tunnel?

Please see the Department's Answer to Question Number 11 of this Addendum.

Can the Department please clarify what “administrative control” means in relation to the vendor-provided equipment?

Please see Change No. 3 of this Addendum.

14 What is the Department’s intent in requesting that they be provided access to the vendor’s data network?

The Department’s staff must be allowed access to audit and review an Offender’s progress.

RE: pricing information sheet on page 52 of the ITN: if no other reimbursement methodology is allowable, are any budget details or narrative explanations required with the per diem rate price sheet?

No, the Department does not require budget details or narrative explanations to be submitted with the completed Attachment I - Price Information Sheet.

RE: pricing information sheet on page 52 of the ITN, will the department entertain a separate rate for each year of the original and renewal periods and not a set rate for each contract period?

No, the Department will not accept separate annual pricing for each year of the contract. Vendors should provide one per diem rate for the original contract term and one per diem rate for the renewal term.

17 RE: If question #3 is allowable, will the department allow year over year cost of living adjustments? No.

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How many participants are expected to be active at any given time in the DRC?

Please clarify if the “approximate number of offenders to be assigned to the DRC monthly (40).” Are 40 new clients per month, or is the census capped at 40 offenders at any given time?

There are approximately 40 Offenders expected to be referred monthly;

therefore, the number of active Offenders will continue to fluctuate as they are referred to and discharged from the DRC daily.

The Department anticipates that the DRC will receive approximately 40 new Offenders monthly. The Department does not have a cap on the total number of Offenders referred to the DRC.

What hours is the DRC expected to be open Monday through Friday?

Will weekend program delivery be possible?

Does the vendor have the discretion to keep earlier or later hours than the department?

The Department expects the DRC to be open Monday through Friday, 8 a.m. to 5 p.m., Eastern Time.

The Department is open to discussing weekend hours with Vendors during the negotiation phase of this ITN.

No. Department approval is required for the Vendor to utilize hours outside of the hours the DRC is expected to be open.

Is there a risk assessment tool that the DOC is currently using?

If so, will scores from those assessments be provided to the vendor?

The Department utilizes a risk assessment tool for in-prison only.

No, the Department may provide collateral information if available.

Who makes discharge decisions for a DRC participant?

Does the vendor provide recommendations regarding discharge to the DOC?

The Vendor makes all discharge decisions based on the Vendor’s Department-approved discharge policy.

No, the Vendor shall notify the Department of all discharges per GPM- 23, DRC Discharge.

22 Can you please detail what furniture will be provided by the DOC for the vendor?

Please see the Department's Answer to Question Number 6 of this Addendum.

Which of the following need to be provided by the vendor:

copy machine, staff computers, telephones, internet, client computer & printer?

The Vendor shall provide their own equipment, including but not limited to, copy machines, telephones, computing devices, data network, and connectivity devices to provide DRC services.

24 Will there be an opportunity/option to provide groups and/or other programming in other probation offices in the County?

Please see the Department's Answer to Question Number 7 of this Addendum.

25 What is the total anticipated budget for this program for FY24/25 and FY 25/26?

The Department’s budget for this ITN will be determined as a result of negotiations.

26 Will the vendor be allowed to utilize DOC reception staff to check in DRC clients and alert vendor staff of their arrival?

Yes, the Department administrative staff may assist notifying Vendor staff of client arrival.

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How many total staff do you anticipate needing for the

DRC?

The Vendor shall develop and implement a staffing plan and schedule that identifies all positions the Vendor intends to utilize to provide services under the Contract.

How much and what kind (conference room, group room, lunchroom, etc.) of office space will be available to vendor staff?

Please see Change No. 7 of this Addendum.

Can outpatient substance abuse treatment services be subcontracted by the vendor?

If so, will the DOC still require access to clinical files if services are being offered by a subcontractor?

Yes, the Vendor may enter into a written subcontract(s) to perform some of the functions under the Contract.

Yes, the Department will require access to all subcontractor’s clinical files upon request.

Can we reject offenders who don’t meet the risk requirements to be in the program as per evidence-based practices? (i.e., offenders who are referred but score ‘low risk’ on a risk assessment)

Yes, the Vendor shall conduct a brief screening of admission criteria and determine if the Offender is eligible for DRC services.

Are there mandatory client fees?

If so, is the vendor expected to collect these fees?

Yes, the Offender may have mandated court-ordered payments.

No, the Vendor will not collect the fees.

32 Instead of a per diem rate, can the vendor propose a cost reimbursement option?

Please see the Department's Answer to Question Number 3 of this Addendum.

Please explain what the DOC is looking or in terms of the per diem rate: Per offender/per day, as defined by the total number of calendar days the offender is actively enrolled in the program beginning on the calendar date in which the offender is enrolled and ending on the calendar date disenrolled? If not, is the per diem rate only on days in which the offender actively participates in programming?

If so, are no-shows billable?

The Per Diem rate is the fixed rate the Department will pay per Day, per Offender, from the time of intake and orientation through DRC discharge. This shall include every Day the Offender is enrolled, not just the Days in which they actively participate in Vendor services.

Yes. However, the Vendor must receive the Department’s approval before billing any no-show fees to the Offender, and the Offender must be made aware of the no-show fees at the time of appointment scheduling.

One flat per diem rate regardless of how much programming an offender receives on a given day?

Varied per diem rates based on activities the offender participated in? Other?

Please see the Department's Answer to Question Number 33 of this Addendum.

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Will the DOC accept a tiered per diem rate based on the program census? E.g., a higher rate when only 10 total participants are enrolled but a lower rate when the full 40 are enrolled.

Please see the Department's Answer to Question Number 3 of this Addendum.

36 What is the expected staff-to-client ratio for this program? Please see the Department answers to question Number 27 of this Addendum.

What is the anticipated program start date? Pg. 9 states February 2024 but the anticipated notice of intent to award is listed as March 2024.

Regardless of the contract start date, how soon is programming expected to begin?

Please see Change No. 1 of this Addendum.

Per GPM 25, all services provided by the Vendor shall be operational within 90 Days (or a date approved by the Department) after Contract execution.

Will start-up funds be available for training, hiring, etc.?

If so, how much?Will any start-up funds allotted be provided as a lump sum, or as a cost-reimbursement based on actual expenses incurred between staff start dates and the switch to a per-diem based reimbursement for program services?

No, the Vendor will be responsible for all costs associated with the program start-up, including but not limited to training and hiring.

Drug testing:

Can the vendor utilize any of the DOC bathroom area for drug testing supplies?

No, the Vendor must keep all of their drug testing supplies locked in one of the offices utilized for the DRC.

40 How often are DRC offenders expected to be tested by the vendor?

Please see the Department's Answer to Question Number 4 of this Addendum.

41 Which substances are required on a test panel?

The Department does not have any requirements for the test panel.

Vendors shall be testing for substances based on the Offender’s risk/needs assessment.

42 Is the vendor drug testing offenders in lieu of the DOC testing them? No.

43 Can the vendor subcontract for drug testing services? Yes.

44 Is the vendor required to purchase testing supplies from a specific vendor? No.

45 If a client is referred for mental health treatment, how is that paid?

The Vendor shall have written subcontracts and/or Memorandum of Agreements with local community providers.

The ITN states that approximately 40 offenders will be assigned to the DRC, is there a guarantee for pricing if the drops below 40 or exceeds this number?

No.

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47 Will the FDC provide vendors with a copy of the building floor plan? Please see Change No. 7 of this Addendum.

48 How many offices, storage and group rooms will be made available for service delivery? Please see Change No. 7 of this Addendum.

49 Will the vendor be responsible for providing phone and data lines?

The Vendor may utilize the Department phone line for DRC services.

However, the Vendor will not be granted access to the Department’s network. It is the Vendor’s responsibility to provide their own data connection.

50 Will the vendor be permitted to provide services after normal business hours?

Please see the Department's Answer to Question Number 19 of this Addendum.

51 Does the FDC have a mandated frequency of testing for offenders in the DRC?

Please see the Department's Answer to Question Number 4 of this Addendum.

According to GPM-09, the vendor will be required to have an electronic case management system? Will the FDC provide the vendor the tracking data collection prior to the execution of the contract?

Please see Change No. 2 and Change No. 4 of this Addendum.

53 Will the vendor be required to have on site substance use treatment services verses referrals? No. However, the Department prefers on-site services.

The ITN discusses Gender Responsivity, with a focus on females’ pathways into the criminal justice system. Will we be responsible for treating offenders who are transgender?

Yes, the Vendor shall comply with the Department's procedure 208.052, Filing and Processing Discrimination Complaints, which states, "No person on the grounds of race, creed, color, national origin, age, gender, marital status, or disability, shall be excluded from participation in, be denied the benefits or the proceeds of, or be otherwise subjected to, discrimination in the performance of any Contract."

Section 4.11 (page 31). Does the Cover Letter, Performance Bond, and Additional Documents count toward the 10-page limit for TAB A? Or does the 10-page limit only apply to the Executive Summary?

Yes, the Cover Letter, Performance Bond, and Additional Documents count toward the page limit for TAB A. Please see Change No. 5 of this Addendum.

56 Will the vendor be charged a monthly rent to provide the services?

No, the Department will provide the service location at no cost to the Vendor.

“Approximate Number of Offenders to be assigned to the DRC monthly (40)” Please clarify whether the “assigned” population count above refers to new referrals to the DRC on a monthly basis or the average daily population of participants receiving DRC services on a monthly basis?

Please see the Department's Answer to Question Number 18 of this Addendum.

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58 What is the anticipated length of stay? Length of stay shall be based on the Offender’s identified needs, as determined by the Vendor’s risk/needs assessment.

Please reference ITN Section 3.3.1. Rules and Regulatory Requirements, page 12 of 75:

Please provide a current copy of the Department’s rules and procedures.

The Contract Manager will provide copies of the Department’s rules and procedures upon Contract execution.

As part of the ITN, would FDC please provide a copy of all Department forms necessary to comply with any reporting requirements?

The Contract Manager will provide copies of any necessary Department forms upon Contract execution.

61 Would the Department please provide the following:

Copy of the facility's floor plan/evacuation plan; Please see change No. 7 of this Addendum.

62 Photo images of facility space(s) provided to conduct DRC services; Please see change No. 8 of this Addendum.

63 Measurements of multi-use classroom and dedicated Day Reporting Center group room space(s); Please see change No. 7 of this Addendum.

Number of dedicated offices for the Vendor’s Day Reporting Center staff and measurements of each office's space;

Please see change No. 7 of this Addendum.

65 Is the Vendor allowed to use the Department's copy machine;

Please see the Department's Answer to Question Number 9 of this Addendum.

Please confirm that the FF&E in the large multiuse classroom is shared and can be used by the Vendor, and that the Vendor must supply any FF&E for the smaller dedicated Vendor group room and any offices provided to the Vendor;

Please see the Department's Answer to Question Number 6 of this Addendum.

67 Limitations on the use of space(s) provided, i.e., multi-use scheduling.

No, the Vendor shall work with the Department’s Probation Office staff to arrange scheduling of common areas.

68 Please provide the Department’s hours of operation. Monday through Friday 8 a.m. to 5 p.m., Eastern Time.

69 Please clarify if the Program Manager position is required to be on-site and 100% dedicated to this program? No.

Please confirm if Vendor’s personnel will be granted access to the Department’s Offender Based Information System (OBIS), and if so will the vendor be required to enter information into OBIS?

No, the Vendor shall not have access to OBIS and will not be required to enter information into OBIS.

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71 Please provide all current risk and needs tool(s) utilized by the Department to assess Offenders’ risks and needs.

The Department utilizes CINAS (Corrections Integrated Needs Assessment System) and CINAS Lite (used by agencies outside the Department).

Will DRC participants be permitted internet access for DRC programming and services, including online curriculum, employment information, and community resources?

Yes, assuming the Offender has no restrictions regarding internet usage, and they are utilizing the Vendor’s computer and internet access.

Please clarify whether the Day Reporting Pilot-Judicial Circuit 10 substance abuse program is considered to be under an exclusive contract with a jail or the Department of Corrections, and if accreditation is required?

The Day Reporting Pilot is the only Department-funded Day Reporting Center in Circuit 10. There are other Vendors in Circuit 10 that provide Outpatient Substance Use Treatment and Residential Treatment. The Vendor must be licensed and accredited to provide substance use treatment on-site.

Please clarify if a redacted electronic copy and unredacted electronic copy may be submitted on the same flash drive or if a redacted copy must be submitted on a separate, third flash drive?

The Department will accept the redacted copy and unredacted copy on the same flash drive.

Will the Department please confirm which specific PREA related requirements will be expected from the vendor to perform given the facility type falls outside the "community confinement" setting?

The Vendor is provided a “Read and Sign” document for their staff to review and understand. The Vendor would then confirm that the Vendor and their staff understand the information.

Additionally, would FDC please provide a copy of all Department policies, procedures, forms necessary to comply with the Department’s PREA requirements pertaining to day reporting centers?

Please see the Department's Answer to Question Number 59 and Question Number 60 of this Addendum.

Please clarify whether the Vendor or the Vendor’s References are required to complete and notarize Attachment II-Vendor’s Reference Form Part II, Vendor Reference Form and Questionnaire (page 1 of 2)?

Attachment II – Vendor’s Reference Form, shall be completed and notarized by the Vendor’s reference.

Please clarify whether Vendor References should complete the Questionnaire (page 2 of 2), as part of the Vendor’s ITN response submittal? If so, including Reference Verified by:

Name, Title, Signature, and Date?

No, Page 2, of Attachment II – Vendor’s Reference Form, was provided as a reference and will be completed by the Procurement Officer.

79 Please provide a revised Attachment VIII – Pass/Fail Requirement Certification and Non-Collusion Certification. Please see change No. 6 of this Addendum.

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REVISED Attachment VIII - Pass/Fail Requirement Certification and Non-Collusion Certification

FDC ITN-23-054

1. Business/Corporate Experience

The Vendor certifies it has at least three (3) years of business/ corporate experience, within the last five (5) years, in providing services relevant to the provision of services of similar size and scope of this solicitation. To ensure the Vendor is qualified to serve Inmate populations, the Vendor(s), whether responding independently, as a partnership, as a joint venture, or with a response that proposes the utilization of Subcontractor(s), must collectively have at least three (3) years of business/corporate experience, within the last five (5) years, providing services of similar size and scope as described in this ITN.

2. Prime Vendor The Vendor certifies it will act as the prime Vendor to the Department for all services provided under the Contract.

3. Performance Guarantee/Bond The Vendor certifies that it has the ability to meet the performance guarantee and within 10 Business Days Vendor will deliver to the Department a performance bond or irrevocable letter of credit in the amount of $100,000. The bond or letter of credit will be used to guarantee at least satisfactory performance by Vendor throughout the term of the Contract (including renewal years).

4. Reply Bond The Vendor certifies it has included in its Reply a bond or check in the amount of $100,000.

The bond insures against the Vendor’s withdrawal from the competitive solicitation process subsequent to its submission of a Reply.

5. Meets Legal Requirements The Vendor certifies that its proposed offering/solution, and all services to be provided under the Contract will be compliant with all laws, rules, and other authority applicable to providing the services including, but not limited to, Florida’s Open Government laws (Article I, Section 24, Florida Constitution, Chapter 119, F.S.).

6. Financial Stability The Vendor attests to its positive financial standing and demonstrates Financial Stability by submitting one of the options described in Section 4.9 of this ITN.

7. Statement of No Inducement:

The Vendor certifies that it has made no attempt and will make to attempt to induce any other person or firm to submit or not to submit a Reply. Further, the Vendor certifies its Reply contained herein is submitted in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other non-competitive Reply.

8. Statement of Non-Disclosure:

The Vendor certifies that neither the price(s) contained in this Reply, nor the approximate amount of this Reply have been disclosed prior to award, directly or indirectly, to any other Vendor or to any competitor.

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9. Statement of Non-Collusion:

The Vendor certifies that the prices and amounts in its Reply have been arrived at independently, without consultation, communications, or agreement with any other Vendor or with any entity for the purpose of restricting competition.

10. Statement of Data Security

The Vendor attests that all data generated, used, or stored by the Vendor pursuant to the Contract will reside and remain in the United States and will not be transferred outside of the United States.

11. Scrutinized Company Certification The Vendor certifies they are not listed on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., and they are not currently engaged in a boycott of Israel. If the Contract exceeds $1,000,000.00 in total, not including renewal years, the Vendor certifies that they are not listed on either 1) the Scrutinized Companies with Activities in Sudan List, or 2) the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created under Section 215.473, F.S., and further certifies they are not engaged in business operations in Cuba or Syria, as stated in Section 287.135(2)(b)2, F.S. Pursuant to Section 287.135(5), F.S., and 287.135(3), F.S., the Vendor agrees the Department may immediately terminate the Contract for cause if the Vendor is found to have submitted a false certification or if the Bidder is placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or has engaged in business operations in Cuba or Syria during the term of the Contract. Any company that submits a Bid, Proposal, or Reply for a Contract, or intends to enter into or renew a Contract with an agency or local governmental entity for commodities or services, of any amount, must certify that the company is not participating in a boycott of Israel.

Vendor Name: ________________________________________________________________

Authorized Signature: __________________________________________________________

Printed Name of Authorized Signor: _______________________________________________

NOTARY AFFIRMATION: STATE OF _______________, COUNTY OF ______________

Pursuant to Section 117.05(13)(a), F.S., the signor, subscribed before me by means of physical presence or online notarization, this _______ (day) of ___________(month), 2022, affirms the contents of this Attachment.

(Place Notary Seal Below) Signature of Notary Public:___________________________

Name of Notary Typed, Printed, or Stamped:________________

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Attachment XIII – Lakeland South Probation Office Floorplan, Including Day Reporting Center Rooms and Measurements

DRC

DRC

DRC

Shared Breakroom

Shared Conference/Training room

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ATTACHMENT XIV- Lakeland South Probation Office, Day Reporting Center Photographs

DCR Room 116

DCR Room 117

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DRC Room 112

Shared Conference/Training Room