ARFQ DCR2500000022- Specifications.docx
DOCX document 33 KB Posted
- Attached to
- Transitional Housing - Paroled Female Offenders
- Solicitation number
- ARFQ 0608 DCR2500000022 1
- Issued by
- Monongalia County, West Virginia
About this file
This specification document is issued by the West Virginia Department of Homeland Security, Division of Administrative Services, on behalf of the West Virginia Division of Corrections and Rehabilitation for a Request for Quotation (ARFQ DCR2500000022) for transitional housing services for female paroled offenders. The solicitation seeks to establish an open-end contract for residential facilities located in Ohio County, West Virginia and surrounding counties capable of housing a minimum of six female paroled offenders, with no more than six persons per unit and no more than two occupants per room. The vendor must staff the facility twenty-four hours per day, 365 days per year, and maintain appropriate bathroom facilities at a ratio of one bath or shower per six occupants. The contract will be awarded to the vendor offering the lowest overall total cost while meeting all mandatory requirements, with the State reserving the right to award multiple contracts to enhance parolee housing options. The contract term is one year with four optional one-year renewal periods, though automatic renewals are prohibited and must be mutually agreed upon in writing.
Pricing shall be submitted on a completed Pricing Page showing the monthly fee for service, with payment made by the State for the initial sixty-day all-inclusive fee per parolee covering lodging, food, utilities, clothing, toiletries, and behavioral or mental health services not covered by Medicaid or other insurance. No price increases are permitted within the first twelve months; thereafter, price adjustments may be requested no less than thirty days prior to the contract anniversary date and are limited to the lesser of the prior year Consumer Price Index or 3 percent, subject to Agency approval. The vendor is responsible for all mileage and travel costs associated with contract performance and must maintain compliance with West Virginia confidentiality and information security policies. The vendor must designate a primary contract manager available during normal business hours and must maintain twenty-four-hour access for Parole Officers to all facility areas to monitor parolee compliance with parole conditions.
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SPECIFICATIONS
1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security - Division of Administrative Services is soliciting bids on behalf of the West Virginia Division of Corrections and Rehabilitations to establish an open-end contract for transitional housing for female parole offenders, in Ohio County, WV and surrounding Counties in West Virginia.
2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.
2.1. "Contract Services" means providing transitional housing for female paroled offenders from the WV Division of Corrections & Rehabilitation.
2.2. "Pricing Page" means the page contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.
2.3. "Solicitation" means the official notice of an opportunity to supply the State with goods or services that is published by the Division of Administrative Services.
3. GENERAL REQUIREMENT:
3.1. Contract Services and Mandatory Requirements: Vendor shall provide Agency with the Contract Services listed below on an open-end contract. Contract Services must meet or exceed the mandatory requirements as shown below:
3.1.1 Transitional Housing located in Ohio County, WV for Paroled Offenders, to possibly include Paroled Sex Offenders, if requested.
3.1.1.1 Vendor shall provide housing for female paroled offenders in Ohio County and/or surrounding Counties in West Virginia.
3.1.1.2 Vendor may provide additional housing in Ohio County or surrounding Counties under said Contract, at the same rates quoted in this Request for Proposal.
3.1.1.3 Vendor shall provide housing for a minimum of six (6) paroled offenders.
3.1.1.4 Vendor shall have no more than six (6) people in any single unit of housing, with no more than two (2) occupants per room.
3.1.1.5 Vendor shall staff said facility twenty-four (24) hours per day, Request for Quotation ARFQ 0608 DCR2500000022 60 Day Transitional Housing for Female Paroled Offenders three hundred sixty-five (365) days per year.
3.1.1.6 Agency shall pay initial administrative/move-in fees and the first sixty (60) days rent, which is an all-inclusive fee assessed by Vendor during this time period.
3.1.1.7 Should the parolee leave the house within the sixty (60) day period paid by the Agency, no funds will be refunded to the Agency by the Vendor.
3.1.1.8 The Parolee shall be responsible for all housing fees after the initial sixty (60) day period paid by the Agency. Vendor agrees said housing fees shall be all-inclusive.
3.1.1.9 All-inclusive means one fee for the initial sixty (60) day period paid to the Vendor, which includes: lodging, food, and utilities. In addition, Vendor shall assist new occupants with clothing and toiletries.
3.1.1.10 Vendor shall provide behavioral/mental health needs which are not covered by Medicaid or other health insurance.
3.1.1.11 Vendor shall not allow parolee’s friends/families to stay overnight at the facility.
3.1.1.12 Vendor shall provide a fully equipment kitchen so parolees can prepare food, of they so choose. Vendor shall provide all food supplies within the all-inclusive rate.
3.1.1.13 Vendor shall provide all general residential needs, including, but not limited to, adequate plumbing, heating, and electricity.
3.1.1.14 Vendor shall maintain said house, keeping all areas clean and in proper working order.
3.1.1.15 Vendor shall have one bath/shower per every six (6) occupants.
3.1.1.16 Vendor must have a common area, with seating, to allow social interaction for the parolees. Said area shall include television, video games, board games, cards, etc.
3.1.1.17 Vendor housing must be located near public transportation routes or Vendor must agree to transport parolees to public transportation pick up/drop off locations.
3.1.1.18 Vendor shall provide Agency with a copy of all applicant screenings upon request.
3.1.1.19 Vendor shall communicate and coordinate with Parole Services on a frequent basis and adhere to ethical and professional standards in order for parolees to achieve transition goals in accordance with Parole Services’ mission. See Exhibit B - attached Agency home plan requirements.
3.1.1.20 Vendor shall provide twenty-four seven (24/7) access to Agency Parole Officers, including all areas of the facility, so Parole Officers can assure compliance with Agency policy directives.
3.1.1.21 Vendor shall enforce any special requirements and conditions set forth by the Parole Officer and/or Parole Board pertaining to the transitional home, including, but not limited to, curfew requirements.
3.1.1.22 Vendor shall inform Parole Services of any suspected use of drugs or alcohol or any other suspected illegal activity.
3.1.1.23 Agency reserves the right to award multiple contracts since it is in the best interest of the Agency and the paroled offenders to have access to infinite housing opportunities, which enhances the parolees’ chances to successful re-entry.
4 CONTRACT AWARD:
4.1 Contract Award: The contract is intended to provide the Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the mandatory requirements and specifications for the lowest overall total cost as shown on the Price Page.
4.2 Pricing Page: Vendor must complete the Pricing Page by including the monthly fee for service. Vendor must complete the Pricing page in full as failure to complete the Pricing Page in its entirety will result in Vendor’s bid being disqualified.
Vendor should type or electronically enter the information into the Pricing Page through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following address: James.W.Atkins@wv.gov.
5. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Service Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against the Contract.
6. CONSUMER PRICE INDEX (CPI): Contract shall be for a base period of one (1) year, with four (4) one (1) year renewal options. Automatic renewals are prohibited. Vendor and Agency must mutually agree in writing to the renewal of said contract. There shall be no price increases within the first twelve (12) months from the date of the award of the contract.
After the expiration of the initial twelve (12) month period, the Vendor may, no less than thirty (30) days prior to the contract anniversary date, request a price adjustment in writing. Said price adjustment will be evaluated on the prior year Consumer Price Index (CPI) compared to the current year CPI, or 3% whichever is less. All price adjustments must be approved by the Agency prior to implementation, at Agency’s sole discretion. Approval of price adjustments is not guaranteed. Agency will issue a Change Order to said contract for any approve price adjustments.
7. CONFIDENTIALITY POLICES & INFORMATION SECURITY
ACCOUNTABILITY: Vendor agrees to adhere to the Confidentiality Policies & Information Accountability Requirements which can be found at http://www.state.wv.us/admin/purchase/privacy/. At the Agencies discretion, the Agency can require the Vendor and its employees to execute the Confidentiality Agreement.
8. PIGGYBACK CLAUSE: The WV Division of Administrative Services on behalf of the WV Division of Corrections & Rehabilitation reserves the right to extend the terms, conditions, and prices of this contract to other Agencies/Institutions who express an interest in piggybacking on this contract. Each of the piggyback Agencies/Institutions will issue their own purchasing documents for the goods/services. Vendor agrees that the WV Division of Administrative Services shall bear no responsibility or liability for any agreements between Vendor and other Agency/Institutions who desire to exercise this option.
9. PAYMENT: Agency shall pay the initial sixty (60) day all-inclusive fee per parolee, as shown on the Pricing Page, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.
10. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee on the Vendor’s bid, but such costs will not be paid by the Agency separately.
11. VENDOR DEFAULT:
11.1 The following shall be considered a vendor default under this Contract.
11.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.
11.1.2 Failure to comply with other specifications and requirements contained herein.
11.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.
11.1.4 Failure to remedy deficient performance upon request.
11.2 The following remedies shall be available to Agency upon default.
11.2.1 Immediate cancellation of the Contract.
11.2.2 Immediate cancellation of one or more release orders issued under this Contract.
11.2.3 Any other remedies available in law or equity.
12. CONTRACT MANAGER: During the performance of this Contract, Vendor must designate and maintain a primacy contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his/her contract information below:
Contract Manager:
Telephone Number:
Fax Number:
Email Address:
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