Bidders Conference Notes 2018-01 Posted.doc

RFR DYS POS 2018-01

HARDWARE SECURE DETENTION/ REVOCATION

SERVICES-FEMALES,

Central, Metro, Northeast

BIDDERS CONFERENCE NOTES

October 25, 2017 Opening Statements:

Handout entitled ‘Bidders Conference RFR 2018-01 Handout’ (see Icon at bottom of last page) was distributed and discussed in detail. Specifically:

· RFR TIMEFRAMES and DATES

· PROPOSAL SUBMISSION

· RFR OVERVIEW

· PROGRAM DETAILS

· PROGRAM FUNCTION

· OPERATIONAL EXPECTATIONS

· PROGRAM SPECIFICATIONS

· RESPONSE REQUIREMENTS

· EVALUATION CRITERIA

Questions and Answers:

The following questions were asked at the Bidders Conference:

Q:

Page 14 of the RFR states that “The Department’s Regional Detention Coordinator will refer youth to these programs based upon information received from the Courts and, potentially, gathered during prior DYS placements.” Does this refer to the Detention Coordinator from each of the regions served by this contract?

A:

Yes. Each successful bidding agency will be expected to work with the Detention Coordinator from the specific region the client is being referred from.

Q: What is the most compelling way to structure the response to this RFR?

A:

Each response should incorporate the information requested in “Response Requirements” in their answers to the questions listed in the “Evaluation Criteria” of the RFR. While not mandatory, the DYS evaluation team finds it helpful if the answers to the “Evaluation Criteria” are in the same order as the questions.

Q:

When will the Master Service Pre-Qualification Application (MSPQA) be released?

A:

The MSPQA will be released this fiscal year. DYS realizes that with the release of several RFR’s that bidding agencies may benefit from us staggering their release dates.

Q: Until the new MSPQA is released, are bidding agencies still responsible for meeting the criteria of the most recent MSPQA?

A:

Yes. The purpose of the MSPQA is to certify responders as ‘qualified to do business with DYS’ regarding the procurement of residential services.

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RFR DYS POS 2018-01

HARDWARE SECURE DETENTION/ REVOCATION

SERVICES-FEMALES,

Central, Metro, Northeast

BIDDERS CONFERENCE

RFR TIMEFRAMES

DATES

Posted

10/18/17

Bids Closed

11/27/17

Evaluation/Contract Negotiations thru 12/22/17

Contract Effective Date

1/1/18

Proposals are limited to thirty (30) pages plus any applicable appendices.

PROPOSAL SUBMISSION

Electronic Submissions - Effective July 1, 2014, all procurements posted on COMMBUYS, known as Bids, require the submission of electronic responses, known as Quotes. To submit an electronic Quote Respondents must register and maintain an active COMMBUYS Seller subscription account. Questions regarding COMMBUYS should be directed to the COMMBUYS Help Desk at commbuys@state.ma.us.

DYS has attached a job aid to the RFR with instructions on how to submit a quote.

RFR Overview

Hardware Secure Detention/Revocation, females RFR

The Department of Youth Services (‘DYS’ or ‘the Department’) is the juvenile justice agency of the Commonwealth of Massachusetts. DYS is responsible for youth who have been charged with offenses and are being detained (either with or without bail) while awaiting arraignment, trial or Probation violation hearings. For detained youth the Department’s mission is to: (1) safely and securely detained youth in the least restrictive setting to assure their appearance at court, while protecting the public and preventing crime by promoting positive change through the provision of residential and community services in partnership with families, communities, government and provider agencies.

PROGRAM DETAILS

The Department of Youth Services is proposing the competitive procurement of a detention/revocation program for its female Detained and Committed Population.

Region

Male or Female

# of Detention beds

Counties to be Served

State Site Provided

Comments

Current Program Name

Central

Female

Worcester

Suffolk

Essex

Middlesex

Yes

Hardware Secure

Spectrum Girls

ANY AWARD FROM THIS PROCUREMENT IS SUBJECT TO ANNUAL APPROPRIATION FUNDING.

DYS RESERVES THE RIGHT TO CHANGE THE TYPE OF PROGRAMMING DURING THE TERM OF THE AGREEMENT IF CHANGES ARE DEEMED NECESSARY TO MEET THE NEEDS OF THE AGENCY.

The Department of Youth Services determines the level of placement needed for each youth detained. The bidding agency will be expected to work with DYS to support placements while adhering to the JDAI (Juvenile Detention Alternative Initiative) principles set forth in Attachment Four.

The average length of stay for youth on detention status at DYS is typically 15 to 28 days but can vary from one day to multiple years based on varying circumstances.

PROGRAM FUNCTION

All programs covered by this procurement will primarily serve pre-trial detained and dual status youth in a hardware secure setting.

This program may be required to provide 68A Evaluations when ordered by court and authorized by DYS. Committed youth who are dual status may require focus on relapse prevention work as well as work with their Case Worker (CW) or Family Engagement Specialist (FES) and Community Clinical Coordinator (CCC) on any referrals for additional services.

The Responder is responsible for the provision of transportation to all scheduled and non-scheduled medical, dental and mental health services consistent with the requirements of DYS Transportation Policy No. 02.01.02(b).

OPERATIONAL EXPECTATIONS

A strong focus of the program is data collection and information sharing. Collecting accurate and current information about our youth is best performed at the program level. This program is expected to play a major role in collecting and sharing this information with DYS.

PROGRAM SPECIFICATIONS

Security and Safety

The program must provide a service delivery model that fosters cognitive skill building and accountability. The program must be sensitive to the community's concerns regarding public safety and must ensure that all staff is trained in safety and security procedures. The program staff must be trained to de‑escalate crisis situations and must utilize DYS approved restraint techniques when a youth attempts to escape or places themselves or others in physical danger.

Trauma Responsive Milieu

The involuntary removal from one’s family and community often results in youth experiencing a range of emotional and behavioral responses. Many youth coming into placement may have experienced personal and/or environmental traumatic events. Poverty, racism, physical and sexual violence are some of the contributing factors for youth entering placement at a heightened risk for self-harm or aggressive responses. Mitigating this risk requires a staff trained in child and adolescent trauma and an environment that minimizes re-traumatization. Proposals should outline how training in trauma responsive care will be provided.

Clinical Staffing and Programming Standards:

The Department has set minimum standards and the Commonwealth has established targeted compensation levels for clinicians working with youth in DYS programs. The program must provide 3 independently licensed as detailed in the MSPQA Clinical FTE’s.

Service Planning

The program must perform for each youth, the program activities displayed in the table featured on page 11 of the RFR, based on the length of stay.

The program will be required to provide the following clinical documentation:

• For all youth: A clinician must complete a Service Delivery Plan on a youth within the first 7 days of entering into the program and then update it every 15 days thereafter.

• For all youth: The initial Service Delivery Plans are recorded in the Department’s automated youth tracking system (JJEMS).

• For youth on Detention Status 30 days or longer: A service delivery plan is developed and recorded in JJEMS that outlines services needed by youth in the areas of education, clinical, health, behavior and family including the person designated to provide the service and the timeframe as well as documentation of contact with other agencies (DCF, DMH as applicable).

• As needed: Program staff may be required to prepare Individual Support Plans (ISPs).

To access JJEMS, clinicians will need access to computer terminals and internet connectivity as part of their daily schedule. This will be provided in state operated facilities but will be the responsibility of the successful bidding agency in Provider operated facilities.

Pro-Social Skills Training

The program will be expected to utilize the Positive Youth Development framework with all DYS youth. Programs will also use a Dialectical Behavior Therapy (DBT) based system in which all residents taught interpersonal and emotion regulation skills.

Family Engagement

The program will encourage and promote family participation by connecting with families through visits and other pro-social activities at the program, as well as communication on youth progress. The program will also work with Parent/Professional Advocacy League to facilitate parents’/guardians’ access to advocacy support.

Intake and Discharge

The Department’s Regional Detention Coordinator will refer youth to these programs based upon information received from the Courts and, potentially, gathered during prior DYS placements. The DYS Region will have determined placement after considering mitigating and aggravating factors including but not limited to; DPI score, school attendance, positive community involvement, dangerousness, offense, co-defendant concerns, age, gang affiliation or other factors. The DYS Region will work with the program on a proactive basis to ensure that appropriate placements are made to ensure the success of the youth in the program.

INTAKE - The program should make every effort to complete the Intake process within one (1) hour of a youth’s arrival. The youth should not enter the Program population until their Intake is complete.

The program must also provide a program orientation within the first day to include an explanation of the services offered and the rules and regulations of the program. An explanation of the visiting procedures, the positive based behavior incentive program, PREA, religious services, fire safety and clinical services are to be included in this orientation.

All Detention programs must be able to provide to the DYS Region the most current information about each youth to assist in the planning process for services.

DISCHARGE - Discharge decisions for detained youth are based on the activity of the court(s).

Discharge decision for revocated youth are based on the hearing officer’s decision and coordinated through the youth’s assigned caseworker.

RESPONSE REQUIREMENTS

The Detention programs being bid must provide a range of services including security, positive based behavioral incentive systems, behavior health services, recreation, family support, facility operation and community transition as described in more detail below. Education and health services will be delivered by contracted providers. The bidding agency will be responsible for all aspects of the 24-hour operation of the program and will be expected to maintain compliance with RFR or bid and contract requirements throughout the life of the contract.

EVALUATION CRITERIA

Comprehensive Response

(Maximum 15 points total)

Program Components and Tools (Maximum 40 points total)

Program Evaluation and Reporting Excellence (Maximum 20 points total)

Provider Programming Operations

(Maximum 25 points total)