Addendum Six - Attachment A - RFP 758 2500000122-7 - 09-08-2025.pdf

ADDENDUM #6 (September 8, 2025) RFP 758 2500000122-7

• To Post Attachment I – Commonwealth’s Response to 4th Set of Vendors’

Questions-RFP 758 2500000122-Reentry Service Center and Recovery Kentucky Centers

• To update Attachment A:

o Section 10.19 EEO Requirements no longer applies o Section 10.29 Discrimination has been changed to Nondiscrimination and has new language o References to Reentry Service Centers have been changed to

Halfway Houses o Minor typographical corrections were made in Sections 10.11, 10.14, and 10.15

ADDENDUM #5 (May 27, 2025) RFP 758 2500000122-6

• To update Attachment A:

o Section 3.1 Reentry Programing and Reentry Services #10

ADDENDUM #4 (APRIL 22, 2025) RFP 758 2500000122-5

• Buyer has been updated to Keith Srutowski - keith.srutowski@ky.gov

• To update Attachment A:

O Section 10.19 EEO Requirements

ADDENDUM #3 (MARCH 25, 2025) RFP 758 2500000122-4

• To Post Attachment H – Commonwealth’s Response to 3rd Set of Vendors’

Questions-RFP 758 2500000122-Reentry Service Center and Recovery Kentucky Centers

ADDENDUM #2 (FEBRUARY 20, 2025) RFP 758 2500000122-3

• To Post Attachment G – Commonwealth’s Response to 2nd Set of Vendors’

Questions-RFP 758 2500000122-Reentry Service Center and Recovery Kentucky Centers

• To update Attachment A:

o Updated Cost on Level 1 – Parolee Reentry Service Center Bed (Male)

ADDENDUM #1 (NOVEMBER 26, 2024) RFP 758 2500000122-2

• To Post Attachment F – Commonwealth’s Response to 1st Set of Vendors’

Questions-RFP 758 2500000122-Reentry Service Center and Recovery Kentucky Centers

• To update Attachment A:

o Page 2 o Section 1.1 o Section 3 – Fiscal Management - Compensation o Section 6.5 o Section 6.6

ATTACHMENT A

Commonwealth of Kentucky Request for Proposal (RFP)

For

REENTRY SERVICE CENTERS & RECOVERY KENTUCKY CENTERS

mailto:keith.srutowski@ky.gov

RFP 758 2500000122-7

Release Date: October 15, 2024 CLOSING DATE AND TIME October 14, 2026, at 3:30pm ET

Issued by

The Finance and Administration Cabinet

Commonwealth Buyer:

Evelyn Osborne Keith Srutowski

DEPARTMENT OF CORRECTIONS

and

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services 200 Mero Street, 5th Floor, Frankfort, KY 40622

(502) 564-7007 keith.srutowski@ky.gov

*PLEASE NOTE - RESPONSES WILL BE EVALUATED AND CONSIDERED FOR

AWARD AS THEY ARE RECEIVED UP UNTIL THE BID CLOSING DATE. THE

INTENT IS TO AWARD MULTIPLE CONTRACTS FROM THE DATE THIS RFP

POSTS UNTIL CLOSING ON October 14, 2026.

TABLE OF CONTENTS

Proposal Submission Checklist Section 1 – Summary Section 2 – Introduction Section 3 – Scope of Work Section 4 – Commonwealth Office of Technology Requirements (NOT APPLICABLE) Section 5 – Procurement Requirements and Instructions Section 6 – Proposal Submission Section 7 – Proposal Evaluation Section 8 – Negotiations Section 9 – Contract Requirements Section 10 – Standard Terms and Conditions Section 11 – Attachments

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission.

If the items highlighted below are not submitted with the proposal submission, the Commonwealth MUST deem the proposal non-responsive and SHALL NOT consider for award.

All other items MUST be submitted prior to award.

*PROPOSED TECHNICAL SOLUTION UNDER SEALED COVER BY CLOSING

DATE AND TIME (see Section 6.6 – 6.7)

*PROPOSED COST SOLUTION

TRANSMITTAL LETTER [see Section 6.7(A)] UNDER SEALED COVER BY CLOSING DATE AND TIME (see Section 6.6(A)

REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION, NOT

APPLICABLE [see Section 6.7 (C)]

CERTIFICATE OF AUTHORITY- REGISTRATION WITH SECRETARY OF STATE BY

A FOREIGN ENTITY, [see Section 6.7 (D)]

REQUIRED ANNUAL AFFIDAVIT AND OTHER AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offer ors%20and%20Contractors.pdf

EEO FORMS, [see Section 10.19]

ALL RESPONSES SHALL BE SUBMITTED SEALED WITH ONE (1)

ORIGINAL HARD/PAPER COPY AND ONE (1) THUMB DRIVE TO THE

COMMONWEALTH BUYER LISTED ON THIS SOLICITATION.

*Please see Attachment D E - The Protection of Personal Information Security and Breach Investigation Procedures and Practice Act (KRS 61.931), et seq.

effective January 1, 2015.

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

SECTION 1 - RFP SUMMARY

1.1 Estimated Schedule of RFP Activities

The following table presents the anticipated schedule for major activities associated with the RFP distribution, proposal submission, proposal evaluation process, and contract award. The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Anticipated Schedule of Activities

Release of RFP

10/15/2024

Vendors’ Written Questions due by 12:00 PM ET

(SUBMIT QUESTIONS ON ATTACHMENT C - VENDORS’ QUESTION

FORM) - Q&A WILL BE ACCEPTED THROUGH 9/01/2026 AND THE

COMMONWEALTH MAY RESPOND MONTHLY.

9/01/2026

Proposals due by 3:30 PM ET – Proposals will be accepted from 11/1/2024 thru 10/14/2026.

10/14/2026

All bidders are cautioned to be aware of security at the Transportation Building in Frankfort. In-person or courier delivered bids/proposals in response to this Commonwealth solicitation should be delivered earlier than the published closing date and time to allow for a security check-in. Delays due to building security checks shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged.

1.2 Issuing Office

The Commonwealth of Kentucky, Finance and Administration Cabinet, Office of Procurement Services, is issuing this RFP on behalf of the Department of Corrections. The Finance and Administration Cabinet is the only office authorized to change, modify, amend, alter, or clarify the specifications, terms, and conditions of this RFP.

A contract, based on this RFP, may or may not be awarded. DOC will determine and award if a facility is needed in, the area of the submitted proposal location.

Statewide contracts will be awarded from this RFP solicitation. Any contract award from this RFP is invalid until properly approved and executed by the Finance and Administration Cabinet.

1.3 Agencies to Be Served

This contract shall be for use by the Department of Corrections. No shipments shall be made except upon receipt by vendor of an official delivery order from the using agency.

Extending the Contract Use to Other Agencies

The Office of Procurement Services reserves the right, with the consent of the vendor, to offer the Master Agreement resulting from this solicitation to other state agencies requiring the product(s) or service(s).

SECTION 2 - INTRODUCTION –

2.1 Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals, for competitive negotiations pursuant to 200 KAR 5:307. The purpose of any resulting Master Agreement (MA) is for Vendors to provide to the Commonwealth of Kentucky, Justice and Public Safety Cabinet, Department of Corrections (DOC) fully operational Reentry Service Centers Halfway Houses and Recovery Kentucky Centers.

Proposals will be accepted from November 1, 2024, through October 14, 2026.

Reentry Service Centers Halfway Houses are residential facilities located in the community, which provide reentry services to felons, probationers, parolees, and pre-release offenders.

Recovery Kentucky Centers are residential treatment facilities located in the community, which provide substance use disorder treatment services to felons, probationers, parolees, and pre-release offenders.

Both Reentry Service Centers Halfway Houses and Recovery Kentucky Centers must offer at least two evidence-based treatment programs to probationers, parolees.

Reentry Service Centers Halfway Houses may offer substance abuse program (SAP).

Recovery Kentucky Centers must offer SAP and may only accept clients in compliance with federal requirements related to Housing and Urban Development.

The facility or facilities provided by the Vendor may be new, renovated, or an existing structure. In either event, any Reentry Service Center Halfway House and Recovery Kentucky Center must comply with, all applicable federal, state, and local laws, regulations, ordinances, and land use, building, and zoning codes; DOC Policies and Procedures (CPPs); and all special terms and conditions set forth by the Kentucky Parole Board.

The number of Reentry Service Center Halfway House and Recovery Kentucky Center beds needed will vary based on the needs of DOC at any given time, and any resulting Master Agreement will not create an obligation for DOC to contract for a minimum quantity of beds.

The needs of DOC’s offender population, including inmates, parolees, and probationers, will dictate placement. Inmate placement in Reentry Service Centers Halfway House will follow Corrections Policy and Procedure 25.6, Section II(A). Parolee and probationer placement will follow Corrections Policy and Procedure 25.6, Section II(B). DOC’s need for Reentry Service Center Halfway House and Recovery Kentucky Center services will change as the offender population changes. Other factors affecting DOC’s need for

Reentry Service Center Halfway House and Recovery Kentucky Center services at any given time include substance abuse treatment, the parole grant rate, Kentucky Parole Board conditions, offender population programming needs, and existing approved home placement options for the offender population.

The basis for which the services shall be provided are contained in Kentucky Revised Statutes (KRS) 439.590 (Community Residential Correctional Centers).

2.2 Background

DOC currently contracts with multiple Vendors for Reentry Service Center Halfway House services. Reentry Service Centers Halfway Houses provide room and board, counseling, educational, and recreational services on a cost per day per client basis.

Reentry Service Centers Halfway Houses also collect twenty-five (25%) of a parolee’s weekly gross salary upon employment.

A description of the offender population who qualify for Reentry Service Center Halfway House services is contained in the DOC CPPs, including but not limited to CPP’s 30.6 &

25.6. A copy of CPPs may be obtained at

https://corrections.ky.gov/About/cpp/Pages/default.aspx or by contacting the buyer, Evelyn Osborne at evelyn.osborne@ky.gov Keith Srutowski at keith.srutowski@ky.gov.

ASSIGNMENT OF RESIDENT ELIGIBILITY

A Vendor must accept all offenders classified by DOC as “community custody”, granted parole by the Kentucky Parole Board court, and ordered to be supervised by Probation and Parole. All current sex offender laws shall apply.

A Vendor may appeal to the DOC an assignment of an offender to the Vendor’s facility.

The appeal must be specific to the offender and articulate the reason the Vendor cannot accept the offender and the impact to the facility or its operations. DOC will process the appeal internally as appropriate and reserve the discretion to make a final determination, which may include denying the appeal or the DOC reassigning the offender.

To be eligible, offenders must be convicted in the Commonwealth of Kentucky on felony supervision or convicted out of a circuit court. Offenders will be assigned based on location and bed availability.

During the term of the contract, DOC and the Vendor may agree upon a maximum number of offenders that may be placed in a facility, which may be amended upon agreement of both DOC and the Vendor.

The Vendor shall be prohibited from entering, into a contract with another private or governmental unit for the housing of residents at the sites specified in any contract resulting from this RFP without the prior written consent of the Commonwealth.

FEDERAL HOUSING REQUIREMENTS FOR SEX OFFENDERS IN THE RECOVERY

KENTUCKY PROGRAM

https://corrections.ky.gov/About/cpp/Pages/default.aspx mailto:evelyn.osborne@ky.gov

Note: The requirements outlined in Section 30.095 do not apply to Reentry Service Center Halfway House housing.

In accordance with established federal housing requirements, (24 CFR Part 5, Subpart I – Preventing Crime in Federally Assisted Housing – Denying Admission and Terminating Tenancy for Criminal Activity and Alcohol Abuse;

Subpart J – Access to Criminal Records and Information; and in HUD Handbook

4350.3 REV-1, Occupancy Requirements of Subsidized Multifamily Housing Programs,) The Recovery Kentucky Program prohibits the following applicants from Recovery Kentucky Centers:

1. Lifetime Ban for persons convicted and subject to lifetime registration program as a sex offender (includes local, state and national registration);

2. Any person required to register as a sex offender is prohibited from the program during the period, of time the person is required to register and for three years following the completion of the requirement to register; and

3. Lifetime Ban for persons who have ever been convicted of the manufacture or production of methamphetamine on the premises of federally assisted property.

In addition, the Recovery Kentucky Center program is targeted for the homeless or those in danger of homelessness, and if there are income restrictions based on the Tax Credit limit on income for each county. That information is posted on the Kentucky Housing Corporation website and is made available to each Recovery Kentucky Center in order, to evaluate eligibility of offenders to the Recovery Kentucky Center. A copy of this income restriction guideline will also be provided to DOC personnel referring offenders to the Recovery Kentucky Center. Offenders exceeding the Tax Credit limit are not eligible for admission to the Recovery Kentucky Program and should be referred for recovery services elsewhere.

The preceding requirements in section 30.095 apply exclusively to Recovery Kentucky Centers. It does not apply to Reentry Service Centers Halfway Houses.

SECTION 3 – SCOPE OF WORK

3.1 Scope of Work/Technical Requirements

Reentry Service Center Halfway House and Recovery Kentucky Center Standards and Requirements

Community Confinement Facilities Vendors shall comply with the Prison Rape Elimination Act (PREA), 34 U.S.C.A. § 30301, et seq. (formerly cited as 42 U.S.C. §15601, et seq.) and with all applicable PREA National Standards (28 C.F.R. Part 115, Subpart C), which can also be found at https://www.ecfr.gov/current/title-28/chapter-I/part-115. Vendor shall also comply with all DOC policies related to PREA which can be found at https://corrections.ky.gov/About/Pages/Prison-Rape-Elimination-Act-(PREA).aspx.

Vendor shall make itself familiar with and at, all times shall observe and comply with all PREA regulations and DOC PREA policies which in any manner affect performance under a contract awarded pursuant to this RFP. Vendor agrees to train all staff and https://www.ecfr.gov/current/title-28/chapter-I/part-115 https://corrections.ky.gov/About/Pages/Prison-Rape-Elimination-Act-(PREA).aspx volunteers in accordance with C.P.P. 14.7 (PREA). Vendor agrees to self-monitor its activities and facilities for compliance with the PREA standards and DOC policies.

Vendor acknowledges that in addition to the self-monitoring requirement, DOC will conduct announced or unannounced compliance monitoring that may include on-site monitoring visits. Vendor shall be subject to a United States Department of Justice (DOJ) PREA audit once every three (3) year period with the DOJ audit cycle beginning August 20, 2013. All costs associated with any PREA audit shall be borne by the Vendor. Failure to comply with PREA standards and related DOC policies may result in termination of any contract awarded pursuant to this RFP at the discretion of the DOC.

If Vendor’s Reentry Service Center Halfway House is a treatment center governed by federal confidentiality laws and regulations that prohibit the release of residents’ identifying information, Vendor shall, upon intake of a resident, request that the resident sign a written consent form that authorizes facility personnel to release the resident’s identifying information related to health, treatment and other programming records in response to requests from the DOC, including but not limited to any administrative DOC PREA investigation at the facility regarding an allegation of sexual abuse or harassment.

Administration Management 1.) The Vendor shall develop and maintain an organizational chart which shall be furnished to DOC upon request.

2.) The Reentry Service Center Halfway House or Recovery Kentucky Center

Director or designee shall attend all DOC Reentry Service Halfway House and Recovery KY Center Director's Meetings.

3.) Any change in facility managerial staffing shall be reported to the DOC through the Reentry Service Center Halfway House Program Coordinator within 48 hours.

4.) Vendor shall file a monthly report with the DOC. This report shall include, but is not limited to:

a. All staff changes;

b. Average Population;

c. Number of Admissions;

d. Number of Releases;

e. Number of Escapes;

f. Number of Absconders;

g. Number of Program Enrollments;

h. Number of Program Completions;

i. Number of Program Terminations;

j. Resident Idleness Index;

k. All Critical Incidents and Non-Critical Incidents defined by CPP 8.6;

l. Number of Grievances Received;

m. Number of Grievances Appealed;

n. Number of Grievances Pending;

o. Number of Medical Requests Received;

p. Number of Medical Requests Denied;

q. Number of Medical Requests Resolved Internally;

r. Number of Outside Medical Appointments;

s. Average Wait time for Outside Appointments;

t. Number of Emergency Room Visits;

u. Number of Medical Requests Pending; and

v. Number for searches conducted and items found.

Policy and Procedure Manual Prior to the arrival of any offender, the Vendor shall develop and maintain a DOC approved, written operations manual of policies and procedures that meets or exceeds those of the DOC.

1.) The Vendor shall make its written operations manual of policies and procedures available to employees.

2.) The Vendor shall ensure Vendor employees comply with all written operations manual of policies and procedures.

3.) The Vendor’s written operations manual of policies and procedures shall include but not be limited to the following aspects of the Vendor’s operation:

a. Administration;

b. Fiscal Management;

c. Personnel;

d. Security and Control;

e. Sanitation and Management;

f. Medical Services;

g. Food Services;

h. Emergency and Safety Procedures;

i. Resident Programs;

j. Admission and Release; and

k. Inmate Rights (Including facility PREA policy and procedures).

4.) The Vendor’s written operations manual of policies and procedures shall be reviewed at least annually by the Vendor and updated as needed or required by changes in applicable law, regulation, or DOC CPP. Any modifications to the Vendor’s written operations manual of policies and procedures must be submitted to the DOC prior to the modification becoming effective. Each modification shall be marked with the revision’s effective date and filed with the

DOC.

Public Information

(1) The Vendor shall develop and implement a written procedure for the dissemination of information about the Vendor’s facility to the public, to government agencies, and to the media. The Vendor shall ensure that Vendor employees comply with the Vendor’s written procedure for the dissemination of information. The public and residents shall have access to the Vendor’s written procedure for the dissemination of information.

(2) With written consent of the resident, news media may be permitted to interview and photograph a resident as set forth in the Vendor’s written operations manual of policies and procedures except when the safety and security of the Vendor’s facility is affected. Any requests involving an offender must be approved by the DOC Division of Public Affairs in conjunction with the facility director.

(3) The Vendor’s written procedure for the dissemination of information shall set forth the time and length allowable for resident interviews.

(4) All official statements to the news media relating to Vendor’s written procedure for the dissemination of information shall be made by the Vendor’s director only or his designee.

(5) Release of resident information shall comply with federal and state laws, regulation, and guidance, including but not limited to KRS 61.870 through 61.884.

(a) All requests for information shall be sent to the Vendor’s director;

(b) Governmental agencies shall be provided with information pertinent only to their specific function and with the consent of the resident;

(6) No information shall be released that is detrimental to another resident unless required by law or court order.

Reentry Programing and Reentry Services

1.) The Vendor Shall offer a minimum of two evidence-based reentry programs to all offenders.

2.) All evidence-based Reentry programs shall be approved by DOC prior to enrollment of any offender.

3.) The Vendor shall not offer any programs that have not been approved by DOC.

4.) Vendor employees shall obtain external certification to facilitate reentry programs and shall maintain certification for the duration of their assignment as a program facilitator.

5.) All programs offered by the Vendor shall be subject to quality assurance validation by the DOC.

6.) The Vendor shall be responsible for documenting all offender’s program attendance in the Kentucky Offender Management System.

7.) The Vendor shall be responsible for documenting all offender’s program progress in the Kentucky Offender Management System.

8.) The Vendor shall not terminate an offender from any program without approval by the DOC.

9.) Completion certificates shall be provided by the DOC.

10.) Vendors failing to provide at least two evidence-based reentry programs shall be reimbursed at the reduced transitional housing rate. placed on a corrective action plan.

Substance Use Disorder Treatment A Vendor operating under the Recovery Model of treatment shall offer substance abuse treatment in a manner consistent with the provisions of this contract specific to Recovery Kentucky Centers. Individuals under court ordered supervision, including pretrial diversion or probation, and active supervision with Probation and Parole are eligible to be placed for Substance Abuse treatment purposes only at Reentry Service Centers Halfway Houses and Recovery Kentucky Centers per a referral from DOC Addiction Services staff. Any other Vendor who agrees to offer Substance Abuse Treatment shall comply with the following:

1.) Comply with CPP– 30.6 Addiction Services & 30.7 - Substance Abuse Program;

2.) Comply with all DOC training requirements which includes 20 hours continuing education specific to substance abuse treatment;

3.) Provide housing and Substance Abuse Treatment for assigned offenders under the supervision of the DOC;

4.) Reentry Service Center Halfway House programs that follow the Therapeutic

Community model and maintain licensure as defined in 908 KAR 1:370;

5.) Ensure the Reentry Service Center Halfway House Substance Abuse Program director and staff utilizing the Therapeutic Community model meets or exceeds the minimum licensure requirements as specified in 908 KAR 1:370;

6.) Reentry Service Center Halfway House programs that follow the Therapeutic Community model shall administer Substance Abuse Program utilizing evidence-based practices and DOC approved curriculum which include but are not limited to: Cognitive behavioral counseling, self-help interventions, and relapse prevention. This requirement does not apply to those facilities that operate on a recovery model.

7.) Reentry Service Center Halfway House programs that follow the Therapeutic Community model shall ensure a minimum staffing ratio of one clinical Substance Abuse Program personnel per every 35 offenders. The clinical Substance Abuse Program personnel shall be a full-time employee and shall be at the facility during programming hours. The DOC Division of Addiction Services shall give input and approval for qualifications of clinical staff.

8.) Ensure that offenders participating in the Substance Abuse Program shall have the opportunity to participate in programming in accordance with KRS 439.340(13).

9.) Provide, through its clinical staff, a monthly Substance Abuse Program report to the DOC utilizing the designated form to be submitted by the 5th of each month for the prior month.

10.) Notify the DOC when an offender is discharged from Vendor's Substance Abuse Program utilizing the DOC designated Reentry Service Center Halfway House or Recovery Kentucky Center discharge summary form.

11.) Any terminations or administrative discharges of offenders from Reentry Service Center Halfway House or Recovery Kentucky Centers shall receive prior approval from DOC Addiction Services staff, unless the offender poses an immediate danger to themselves or others. Offender Substance Abuse Program terminations and administrative discharges shall include notification to the offender of the appeal process per CPP 30.6 Division of Addiction Services &

30.7 Substance Abuse Programs.

12.) The DOC Division of Addiction Services reserves the right to make the ultimate decision on successful completions and terminations of offenders.

13.) Ensure attendance by the Vendor's Substance Abuse Program, Program Director, or the Vendor's Substance Abuse Program Director's designee, for the entirety of any, and all requested DOC provided meetings.

14.) Reentry Service Centers Halfway Houses and Recovery Kentucky Centers Substance Abuse Program shall be subject to a clinical audit conducted by the DOC Department of Behavioral Health and the Division of Addiction Services.

15.) During annual Division of Addiction Services and Division of Behavioral Health audits, if any deficits are identified, a corrective action plan (CAP) shall be submitted to the DOC Addiction Services Director to address clinical deficits within 30 days of audit results; and

16.) Reentry Service Centers Halfway Houses and Recovery Kentucky Centers shall allow participating offenders who request evaluation for Medications for Addiction Treatment (MAT) to be referred to a community provider and assist with transportation. An offender who requests to participate in Supportive Assistance with Medication for Addiction Treatment (SAMAT) program shall be referred to the designated community Social Service Clinician (SSC) within the DOC Division of Addiction Services.

Information Systems The Vendor’s director shall establish and maintain an information system, which shall comply with the following requirements:

1. Facility information and resident records shall be retained in written form or within computer records;

2. Facility information and resident records shall be stored in a secure manner so that they are protected from theft, loss, tampering, and destruction. Written guidelines shall specify the length of time a resident record shall be maintained after a resident’s release from custody and the conditions under which archives are maintained per the DOC retention schedule;

3. The Vendor shall ensure that all staff responsible for entry of information in the Kentucky Offender Management system (KOMS) have received training on how to access the system and appropriately enter such information;

4. The vendor shall complete the User Agreement form that will be received from the Contract Management Branch. Once the Contract management Branch reviews for any conflicts, access to KOMS will be granted to the Vendor staff;

5. The Vendor shall ensure that all staff accessing the Kentucky Offender Management system have executed a KOMS User Agreement;

6. The Vendor shall enter all incidents into KOMS incident reporting system within forty-eight (48) hours of the occurrence. This will assist the DOC and the DOC Division of Probation and Parole to better track these incidents. This report shall also be placed in the resident’s center record. A copy shall be forwarded to the DOC Probation and Parole District Supervisor assigned to the facility;

7. Extraordinary or unusual occurrences shall include but not be limited to:

a. Death of a resident;

b. Attempted suicide or suicide;

c. Serious injury, whether accidental or self-inflicted;

d. Attempted escape or escape from center;

e. Leaving against staff advice;

f. Fire;

g. Riot;

h. Battery, whether by a staff member or resident;

i. Sexual assaults;

j. Occurrences of contagious or infectious disease, or illness within the facility;

and

k. PREA Incidents (The timeline for submission of PREA EOR’s shall be by close of business or by the end of the shift. The EOR shall reference submission of the Sexual Offense Allegation Reporting form;

8. The facility shall keep a log of daily activity;

9. Each facility shall maintain records on the types and hours of training completed by each employee. A current and accurate personnel record shall be maintained on each employee. Each employee shall have access to his individual record.

Resident Records

1) The information required for admission and release shall be retained for each resident and provided to the DOC upon request. The information retained in each resident’s facility record shall include but not be limited to:

a) Personal property receipts and inventory;

b) Infraction reports;

c) Medical records, work record, treatment records and program involvement; and

d) Incidents defined in CPP 8.6, and in the case of death of a resident, disposition of the resident’s property and remains. Confidential records are kept on each resident of the facility, with health records being kept in a separate secured location.

2) The Vendor shall ensure that records are safeguarded in accordance with all federal and state confidentiality laws including but not limited to KRS 61.870-884.

3) Any information or records provided by the DOC to the Vendor shall remain the property of the Commonwealth.

4) The Vendor shall cooperate and assist the DOC in responding to open records requests.

5) The Vendor shall require that residents sign a “Release of Information, Consent Form” prior to the release of information to individuals other than law enforcement or court officials. A copy of the signed consent form shall be maintained in the resident’s record. This form shall include but not be limited to:

a) Name of person, agency, or organization requesting information;

b) Name of facility releasing information;

c) Specific information to be disclosed;

d) Purpose of the information;

e) Date consent form is signed;

f) Signature of resident;

g) Signature of employee witnessing the resident’s signature; and

h) All medical and substance use disorder treatment records will comply with HIPPA requirements. In addition, all substance abuse records must follow requirements set forth in CFR 42, part 2.

FISCAL MANAGEMENT

Budgeting and Accounting.

The Vendor’s budget shall be kept in accordance with the general records of the facility.

Canteen Each facility may establish a canteen to provide residents with approved items not, supplied by the facility. All profits from the canteen shall be used exclusively for the benefit of the residents.

PERSONNEL

Staffing

1. Each facility shall provide twenty-four (24) hour awake supervision by staff who are available to respond to offender needs.

2. Reentry Service Center Halfway House facilities shall have a director, resident monitors, and counselors.

3. Recovery Kentucky Centers facilities shall have a director, SOS coordinator, and phase 1 coordinator.

4. Facilities holding female residents shall have female staff on duty twenty-four

(24) hours a day, 365 days a year.

Background / Criminal Records Check All employees of the Facility shall be subject to a thorough background investigation to include criminal and employment history. The Facility shall submit all names of potential new hires to the DOC Division of Probation and Parole for a (NCIC) criminal history background check.

Compensation Prior to employment, all employees of the Vendor shall receive salaries at least equal to the State Minimum Wage Law except where Federal Minimum Wage Law has, to be applied.

Prior to any execution of additional funding, it must be approved by DOC.

Age Requirement All security employees of the Vendor shall be at least eighteen (18) years of age.

Training All new employees shall receive (16) sixteen hours of orientation training before undertaking their assignments and an additional (16) sixteen hours annually to be provided by the Vendor. The (16) hours of orientation may count towards the (20) hours of training that is required annually. Employees shall sign and date a statement indicating that he or she has received orientation. Training shall be provided by the Vendor. All training curriculums shall have prior approval of the DOC Commissioner or their designee.

At a minimum this training covers the following areas:

• Security procedures;

• Supervision of offenders;

• Report writing;

• Offender rules and regulations;

• Rights and responsibilities of offenders;

• Fire and emergency procedures;

• Safety procedures;

• Key control;

• Interpersonal relations;

• Social/cultural lifestyles of the offender populations;

• Cultural diversity training;

• Communication skills;

• First aid/cardiopulmonary resuscitation (CPR);

• Crisis intervention;

• Sexual harassment; and

• Prison Rape Elimination Act (PREA).

Policy and Procedures

The Vendor’s written operations manual of policies and procedures shall specify that equal employment opportunities exist for all positions.

Code of Ethics The Vendor shall make available to all employees a written code of ethics.

The written code of ethics shall be incorporated in the Vendor’s written operations manual of policies and procedures and shall include but not be limited to the following:

A requirement that employees shall not:

1. Exchange personal gifts or favors with residents, their family, or friends;

2. Accept any form of bribe or unlawful inducement;

3. Perform duties under the influence of intoxicants or consume intoxicants while on duty;

4. Violate or disobey established rules, regulations, or lawful orders from a superior;

5. Discriminate against any residents on the basis of race, religion, creed, gender, national origin, disability, charge/offense or other individual characteristics;

6. Employ corporal punishment or unnecessary physical force;

7. Subject residents to any form of unwarranted physical or mental abuse;

8. Intentionally demean or humiliate residents;

9. Bring any type of weapon or item declared as contraband into the center without proper authorization;

10. Engage in critical discussion of staff members or residents in the presence of residents;

11. Divulge confidential information without proper authorization;

12. Withhold information which, in so doing, threatens the security of the center, its staff, visitors, or the community;

13. Through negligence, endanger the well-being of self or others;

14. Engage in any form of business or profitable enterprise with residents;

15. Inquire about, disclose, or discuss details of a resident’s crime other than as may be absolutely, necessary in performing official duties; and

16. Develop a relationship with a resident other than that necessary in performing official duties. An employee shall not become romantically involved with a resident, engage in sexual relations with a resident, or develop a sexual relationship with a member of a resident’s immediate family.

Employees shall:

1. Comply with all established rules, regulations, and lawful orders from superiors;

2. Treat all residents in a fair, impartial manner;

3. Model desired behaviors in accordance with a facility’s code of ethics;

4. Reinforce proper offender behavior and correct offender misbehaving; and

5. Report all violation of the code of ethics to the director.

Any employee violation of this code of ethics shall be made a part of that employee’s personnel file.

PHYSICAL PLANT

Facility Design

1. Reentry Service Centers Halfway Houses and Recovery Kentucky Centers must be, in compliance with local ordinances as stipulated in KRS 439.590 and state and local fire codes.

2. Furnishings shall comply with fire safety performance requirements. Furnishings, mattresses, cushions, or other items of foamed plastics or foamed rubber (e.g.

polyurethane, polystyrene) can pose a severe hazard due to high smoke production, rapid burning once ignited, and high heat release.

3. Reentry Service Centers Halfway Houses and Recovery Kentucky Centers housing Level IV parolees must meet or exceed all current laws and regulations required by the Commonwealth of Kentucky.

4. In addition to designated sleeping areas, Reentry Service Centers Halfway Houses and Recovery Kentucky Centers should have areas for counseling, group meetings, indoor recreation, visiting, dining, and lounge space.

5. Each Reentry Service Centers Halfway House and Recovery Kentucky Center facility shall have two (2) separate entrances, a resident entrance, and a service entrance. The DOC may permit these entrances to be combined:

5.1. Resident’s entry. The purpose of this entrance is to provide secure and controlled access to the facility for residents.

5.2. Service entrance. The purpose of this entrance is to provide access to service vehicles and delivery trucks with minimum security risks and to provide secure and controlled access to the facility. It should be, located in close, proximity to storage rooms and the kitchen area.

6. All exits in the security area shall be secured.

7. Security Areas: the area shall enclose all facilities and services required for or used by residents. It shall contain the following function areas:

a. Control Entrance area: This area shall be, located in close, proximity to the resident entrance and shall be used to monitor the movement of residents in and out of the facility;

b. Visitation: Adequate space shall be made available for contact visits between residents and families. Tables and chairs shall be provided. Bathroom facilities shall be available to service this area;

c. Multipurpose room. The purpose of this area is to provide space for assembly of residents for specific program activities;

d. Adequate Conference area: The purpose of this space is to provide space for clergy, residents, and family. A table and chairs shall be provided;

e. Living areas: All sleeping rooms shall provide a minimum of fifty (50) square feet per resident;

f. All facility furniture, appliances, windows, & light fixtures shall remain in good repair, free from breaks and or missing pieces.

g. Each resident is provided in the sleeping room, at a minimum: a bed, mattress and pillow, supply of bed linen, chair, and closet/locker space for the storage of personal items;

h. Sleeping areas shall have lighting of at least twenty (20) foot-candles in reading and grooming area with a night light capable of providing five (5) foot-candles of light;

i. The facility shall have one (1) toilet for every eight (8) residents, one (1) wash basin for every eight (8) residents and a shower for every eight (8) residents.

j. Phone facilities shall be available for resident use;

k. Provide temperature ranges within comfort zones (65 degrees F to 85 degrees); and

l. Provide ventilation to meet air exchange as required in the state health code.

8. Laundry facilities. Adequate laundry facilities to include washers and dryers shall be located at the facility or a contract for such services shall be in effect.

Waiver of Compliance

1. The DOC may grant a waiver of the implementation of the physical plant standards for an existing Vendor if the DOC determines:

a. That strict compliance will cause unreasonable difficulties;

b. That a waiver will not seriously affect the security, supervision of prisoners, programs, or the safe, healthful, or efficient operation of the facility; and

c. That compliance is to be achieved in a manner other than that which is specified, but in a manner which is sufficient to meet the intent of these standards.

2. A waiver, if granted by the DOC, shall apply only to the facility for the specific situation cited and for the period, of time specified and shall include any requirements imposed by the DOC as conditions upon the waiver. No waiver shall be granted for longer than twelve (12) months. Any waiver granted shall be reviewed at the end of the period for re-approval. Waiver must be submitted in writing to the DOC designee.

SECURITY CONTROL

Policy and Procedure Each Vendor shall develop a Vendor’s written operations manual of policies and procedures governing all security aspects of the center’s operations.

The DOC shall provide technical assistance to the Vendor in efforts to formulate such written policy and procedure.

These policies and procedures shall include but not be limited to:

1. Resident rules and regulations;

2. Staffing;

3. Searches of resident and of secure areas;

4. Visitation;

5. Key control;

6. Resident head counts;

7. Movement of residents;

8. Emergency situations;

9. Center schedule; and

10. Administering medication.

Resident Supervision

1. Vendor personnel House monitors shall conduct rounds of the facility no less than every sixty (60) minutes and report to a staff member.

2. There shall be at least three (3) documented resident counts every twenty-four

(24) hours during which each resident’s physical presence, by show of skin, or movement shall be observed or his or her location accounted for. At least one (1) count shall be conducted per shift.

3. In accordance with CPP 25.6, a log shall be maintained listing arrivals and departures of residents assigned to work details, school, medical appointments, furloughs, court appearances, and employment interviews. A sign in and out log shall document comings and goings of all residents.

4. The Vendor shall have a system of accountability for offenders assigned to work and educational release, furloughs, and other temporary absences from the facility. The facility shall have a system for physically counting offenders. There shall be at least three offender counts daily. Staff shall monitor the movement of offenders into and out of the facility.

Security Procedures

1. Each Vendor shall establish a procedure for inspecting all facility areas accessible to residents for contraband and physical security at least weekly.

a. Isolated security spot checks for contraband shall be conducted daily, randomly, and at the discretion of the center.

b. Items considered as contraband, or items permitted in the facility shall be clearly defined in the facility rules.

c. There shall be a written procedure for reporting security irregularities and for confiscating contraband.

2. No weapon, ammunition, chemical agent, related security equipment, or any object which represents the potential of being used as a weapon shall be permitted in the facility, unless authorized by the Vendor under emergency circumstances.

3. All tools, toxic, corrosive, and flammable substances, and other potentially dangerous supplies and equipment shall be stored in a locked area which is secure.

4. Tools, supplies, and equipment which are hazardous shall be used by residents only under the direct supervision of Vendor personnel.

5. At no time shall any resident be assigned to a position of authority over any other resident or given the responsibility of providing resident services such as commissary, telephone calls, or delivery of meals without supervision.

6. Residents shall never be permitted to perform or assist in any security duties.

7. All facilities shall have key-control procedures.

8. A drug surveillance program consisting of a regular drug screening program shall be in effect and the facility shall comply with the DOC’s policy for the collection of urine samples and the interpretation of results, testing a minimum of ten percent (10%) of the population per month. Costs for the regular drug screening program shall be the responsibility of the DOC. Reentry Service Center Halfway House staff shall immediately record the results of all drug screens in the Kentucky Offender Management system and notify the client’s Probation Officer and their assigned Addiction Service Staff member.

Daily Center Log Special Reports. A daily facility log shall be kept current and reflect, all significant incidents, within the facility. Special reports shall include:

1. Use of force; violence or threats of violence;

2. Disciplinary actions;

3. Medical or mental health treatment;

4. Extraordinary occurrences;

5. Fires;

6. Assaults;

7. Suicide or attempted suicide;

8. Escape or attempted escape; Leaving against staff advice;

9. Resident vandalism;

10. Destruction of center property;

11. Flooding of plumbing fixtures;

12. Staff roster for each shift;

13. Visitors’ log; and

14. Fire planning sessions;

Escapes When an escape occurs, security measures shall be taken in accordance with CPP 25.6.

All notifications shall be completed within one (1) hour of the discovery of an escape.

Absconder Absconders shall be promptly detected and reported to DOC. Timely notification shall be made to the Probation and Parole Officer that oversees the offender and others as appropriate.

SAFETY AND EMERGENCY PROCEDURES

Policy and Procedures Each facility shall have a written policy and procedure which addresses specific fire prevention regulations and practices to ensure the safety of residents, visitors, and staff.

These shall include but not be limited to:

1. Provision of fire emergency planning sessions for staff and residents at least quarterly;

2. Written documentation of fire planning sessions;

3. Smoking restrictions and regulations; and

4. Written evacuation plan coordinated with local fire officials.

Each facility shall have written policy and procedures for emergency situations including but not limited to:

1. Escapes;

2. Taking of hostages;

3. Riots;

4. Food poisoning;

5. Civil disturbances in the community;

6. Natural disasters;

7. Suicides; and

8. Other deaths and disorder.

SANITATION AND HYGIENE

Procedures

The Vendor shall provide for the control of vermin and pests. The Vendor shall ensure that the facility is clean and in good repair and a housekeeping and maintenance plan is in effect. Dirt or disrepair, such as large cracks in the plaster, holes in walls and ceilings, chipped and peeling paint, broken windows, or worn carpeting are not acceptable in any facility designated for community living. The Vendor shall provide for both solid and liquid waste disposals.

The Vendor shall have a written preventative maintenance plan which includes but is not limited to:

1. A cleaning schedule for various locations and items in the center;

2. A schedule for inspections by the Vendor;

3. A schedule for trash and garbage removal; and

4. A schedule for periodic inspection and maintenance of specific mechanical equipment.

The facility shall have fresh and purified air circulating within resident living and activity areas consistent with the state health code.

The Vendor shall furnish clean sanitized bedding to residents, including but not limited to:

A. One (1) mattress;

B. One (1) mattress cover;

C. One (1) blanket, when conditions require;

D. One (1) sheet;

E. One (1) pillow; and F. One (1) pillowcase.

Resident bedding and linen shall be cleaned on a regular basis according to the following schedule:

1. Sheets, pillowcases, and mattress cover shall be cleaned at least once per week.

2. Blankets shall be cleaned upon reissue or quarterly; and

3. Mattresses and pillows shall be cleaned quarterly.

Each resident shall be issued a clean towel. Towels shall be laundered every fourth day.

Provisions shall be made for laundering resident clothing on a regular basis but no less than once a week.

All floors, toilets, showers and sinks in the center shall be washed daily or more often as necessary.

All showers shall be cleaned on at least a weekly basis.

All residents shall be issued or permitted to obtain the following hygienic items:

1. Soap;

2. Toothbrush;

3. Toothpaste;

4. Toilet paper; and

5. Female sanitary supplies (where applicable).

Indigent residents shall be furnished these items by the center.

MEDICAL SERVICES

Inmates classified to Reentry Service Centers Halfway Houses should be capable of functioning without a significant ongoing professional intervention for physical or psychological problems. If the need for ongoing intervention develops, the inmate may be returned to a DOC institution at DOC’s discretion where a more appropriate referral can be determined.

The facility shall be responsible for providing routine outpatient, medical, dental, and medication services for inmates. Health care providers in the community may be used for these services. Parolees are responsible for their individual health care needs. The Reentry Service Centers Halfway Houses and Recovery Kentucky Centers are responsible for helping residents access necessary outpatient medical resources.

The DOC will pay for one hundred percent (100%) of the costs incurred if an inmate is admitted to the hospital for at least an overnight stay. Emergency room treatment without an admission remains the responsibility of the Reentry Service Center Halfway House. The DOC will only be responsible for the costs incurred during the hospital stay.

Transportation to hospitals shall be the responsibility of the Reentry Service Center Halfway House.

Contractor shall, at its cost and expense, purchase and maintain in effect thru the term of the contract, the following insurances: Commercial Liability Insurance, Professional Liability Insurance and Automobile Liability Insurance. See Section 10.32 for insurance requirements.

The DOC will pay one hundred percent (100%) of the costs of out-patient surgery for an inmate in which general anesthesia is used. If a local anesthesia is used, the Vendor shall be responsible.

All surgical procedures, specialty consultations, and diagnostic exams must be pre-approved by the DOC Medical Service Provider. The medical services provider shall also be notified of any hospital admission within twenty-four (24) hours.

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