Bidders Conference Notes 2022-08 Posted.doc

RFR DYS POS 2022-08

SKILL UP: CAREER, TECHNICAL AND WORKFORCE TRAINING AND EMPLOYMENT SERVICES REQUEST FOR RESPONSES (RFR) TO SUPPORT DYS YOUTH IN RESIDENTIAL AND COMMUNITY SETTINGS

BIDDERS CONFERENCE NOTES

From November 30, 2021 Opening Statements:

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

· RFR TIMEFRAMES and DATES

· PROPOSAL SUBMISSION

· RFR OVERVIEW

· SELECTION OF SERVICE PROVIDERS

· THREE WAYS TO RESPOND TO THE RFR

· EVALUATION CRITERIA

· ESTIMATED FUNDING

· DURATION OF CONTRACT

Questions and Answers:

The following questions were asked during the Bidders Conference or submitted electronically:

QUESTIONS SUBMITTED IN WRITING

Q:

Can the Single Service Option be delivered by two organizations that are working together with one organization serving as the lead? For example, if “Project A” collaborated to work with “Program B” where “Project A” would facilitate the delivery of asset and skill identification and job readiness skills to youth, who upon graduation would matriculate to “Program B” where they would be paid for training and then be eligible to become a paid Peer Mentor. If the two organizations collaborating in this programmatic design were to apply to provide this service in two regions, would they need to submit two proposals?

A:

YES. The Single Service Option can be delivered by 2 organizations that are working together with one organization serving as the lead. Proposals must provide enough information for DYS to determine who delivers each service offering. Bidders can submit one proposal that lists the potential regions to be served.

Q: Can the Single Service Option be delivered by 2 organizations that are working together with one organization serving as the lead? For example, The NAN Project would work with the GIFT program with 15 week GIFT (asset and skill identification and job readiness skills) being delivered first, with graduates of GIFT moving into TNP where they would be paid for training and then be eligible to become a paid Peer Mentor. If we were to apply to provide this service in two regions, would we need to submit two proposals?

A:

Yes, the Single Service Option can be delivered by 2 organizations that are working together with one organization serving as the lead. Proposals must provide enough information for DYS to determine who delivers each service offering. Bidders can submit one proposal that lists the potential regions to be served.

Q: Page 18 under ‘b. Community Settings’ states “DYS is seeking a more individualized approach to job placement and supportive work experiences.” This seems not to align with the 40:1 ratio of youth per Career Navigator that is stated in the RFP on Page 21. Are bidders required to use this ratio as a basis for budgeting/staffing the program, or may we propose an intensive, individualized approach that will result in the best outcomes for youth?

A:

That ratio is a suggestion, but Bidders can submit a different staffing pattern that supports their proposed program model. It is DYS’ expectation that some youth will have varying levels of service needs based on their placement in the DYS continuum.

Q: Are the plans and budget requested to be provided with this proposal meant to cover the full 3-year initial period of the grant? Can a one-year plan and/or budget be provided as illustrative of funding to be expended in each year?

A:

If the budget is going to be the same for all three years, bidders can submit one detailed annual budget with the note that it will be the same for the other 2 years.

Q: If bidders must submit a 3-year budget, are they expected to spend the same amount of funding in Year 1, Year 2, and Year 3, or might there be differences associated with start-up costs or adding on services over time?

A:

The budget can vary over the 3 years – it does not have to be level funded. However if the budget is different, bidders must be clear on what the changes are and why they are necessary.

Q: The RFP states that a goal is for ‘each program’ to use dialectical behavioral therapy (page 5); are you just referring to programs offering mental health support as part of their services? Mental health services are not described among the purposes/services of the proposed program.

A:

DBT is part of the Department’s overall Goals and Objectives and was offered to provide context on the Agency’s priorities. DBT services are not part of this RFR.

QUESTIONS ASKED AT THE BIDDERS CONFERENCE

Q:

How will you evaluate different LEAD proposals?

A:

Each proposal will be evaluated based on the specific evaluation criteria contained in the RFR.

Q:

What about existing LEAD programming? Does this bid replace that program?

A:

This RFR will replace the current Vocational Services RFR. Current recipients need to bid on this RFR if they want to continue to provide services to DYS.

Q:

As a Single Service Provider do we assume that we provide service to every youth in the area?

A:

No, cannot assume that. There is more flexibility in service offering. Note that not every youth in that region would qualify for, or be interested in, the service offering.

Q:

What are the number of clients to be served?

A:

This is the calendar year 2021 DYS client information.

Q:

How are we defining Workforce Development? How about starting own business?

A:

We are looking at all opportunities for youth to develop skills. Creativity is welcomed.

Q:

Are the Career Navigators full time staff?

A:

They could be, yes.

Q:

On page 19 Optional 2 references Appendix J & K. Could they be considered Optional 1 Work-Based Learning?

A:

Yes, they could also be Optional 1.

Q:

What are some eligible use of funds?

A:

This is the link to the Uniform Financial Reporting (UFR) handbook that lists the categories of allowable services (categories start on page 114).

https://www.mass.gov/doc/ufr-audit-and-preparation-manual-for-fy2020/download?_ga=2.8319474.1354754545.1641840728-476437564.1641840728

Q:

What training is required for Staff?

A:

The RFR has been amended to include Training language. Staff will be required to be CORI and SORI checked. If driving youth, the driving record is checked with the RMV. The required forms will be sent to the successful respondents.

Q:

What are the vaccine requirements?

A:

The RFR has been amended to include vaccine mandate language.

Q:

Page 20/21 notes the Lead responsibilities. What # of staff would be expected?

A:

Bidder should propose the staff they need to meet the requirements and DYS will negotiate the final staffing with the successful bidder.

Q:

Would the Lead provider be able to choose which programs are part of the Lead grouping?

A:

The Lead would only be responsible for the programs they included in their proposal. Any other services would be contracted for separately.

Q:

Appendix C said the cost is limited to $50K. What if the services are more?

A:

Propose your cost and DYS will review. DYS is amending Appendix C to remove the $50K limit.

Q:

Can Provider be part of a consortium and still bid as a small Provider?

A:

Yes, that is acceptable.

Q:

Employer Outreach Services are currently funded by DYS under a federal OJJDP grant. Will that change?

A:

Grant funding is guaranteed through 9/30/2022. If DYS continues the services it will be under this RFR.

Q:

There are many similarities between Core Service 1 and Optional Service 1 What are the differences?

A:

Core Service 1 emphasizes continuum wide planning and assessment services and the Optional services are the services that are offered in support of and to supplement the Core Services.

Q:

Which Assessments are administered and what Assessments will the Bidders be responsible for?

A:

Any vocational assessments are the responsibility of the Bidder. Below is a list of all current assessments. Bidders are encouraged to provide a list of additional comprehensive assessments.

Clinical Assessments performed by DYS include:

· Massachusetts Youth Screening Instrument-2

· PTSD Screening Instrument

· Child and Adolescent Needs and Strengths (CANS)

· JASAE (Juvenile Automated Substance Abuse Evaluation)

· Youth Level of Service/Case Management Inventory (administered by case work team)

Educational Assessments provided by DYS include:

· ACCESS for ELLs

· Academic Growth Report (AGR) – only used in long-term Detention and Treatment programs.

· Assessment & Learning in Knowledge Spaces (ALEKS) Math

· General Assessment of Instructional Need (GAIN)

· High School Equivalency Test (HiSET)

· HiSET Practice

· Individual Learning Profile (ILP)

· Informal Reading Inventory (IRI)

· Lexia

· MassHire Career Information System

· Massachusetts Comprehensive Assessment System (MCAS)

· Wonderlic Basic Skills Test (WBST)

· WID Screener (used in place of W-APT)

· Wide Range Achievement Test (WRAT) – this is administered - though rarely- as a diagnostic addition to the GAIN for students who are 13 years or younger.

Empower Your Future Assessments by DYS include:

· MassHire/CIS

· Interest Profiler

· Career Clusters

· Learning styles

Q:

What UNSPNC codes should interested Bidders register under?

A:

The Department of Youth Services most frequently uses U N S P S C Code: 93-14-00 which is for services that fall under the category of “Community and social services” For the Skills Up RFR, the Department used a variety of U N S P S C Codes including: U N S P S C Code: 86-10-00 which is for services that fall under the category of “Vocational training”

Q:

Is there is a time frame for the second tier of funding for single service providers?

A:

All prop (BM-the proposals would be due on March 1, 2022 and the funding decisions would be made between that date and June 30, 2022. The Department’s intention is to give the successful bidding agencies enough notice in order for them to have their proposed program running by July 1st, 2022.

At the 28:28 time stamp Q:

How many awards are you expecting to make, and average amount of award?

A:

Expected to make as many awards as needed that do not exceed the 5 million dollar budget.

And the average amount of the award will be contingent on the services that are being proposed.

Each proposed program design will be review to determine if it is a reasonable expense for the program that is being offered. Our goal is to provide these services throughout all 5 DYS Regions if feasible. At the 31:00 time stamp Q:

If we apply as a Lead provider, do we need to break out costs for "Optional Services" in case DYS selects single service provider(s) in a region or for a task?

A:

Yes. Please breakout all cost as clearly as possible so that DYS can ascertain what specifically is being proposed including what optional services, if any, are part of your program design. This will allow DYS to evaluate your proposal effectively. At the 32:00 time stamp Q:

You indicate that lead and consortium providers should provide statewide services. Does that mean you are only appointing one main provider?

A:

The lead provider would be one provider for core 1 and 2 services. Whereas the consortium model is built to not necessarily have one main provider with the caveat that clarity around roles and responsibilities is paramount.

Q:

Are lead and consortium providers required to deliver services in residential programs and are there specific residential programs that would be included?

With the focus for lead and consortium being all five regions the expectation would be service delivery in all DYS residential programs that spans all of those regions. Keep in mind that if responding as a lead or consortium, the agency is required to provide core 1 and core 2 services in all 5 regions.

At the 37:00 time stamp

Q:

Are you looking to provide services to all youth in DYS care?

A: Yes, that is the overarching goal of this procurement – to have all young people have access to the services. Around the 38:00 time stamp Q:

What type of data collection will be required and will it be report based or platform/data entry based?

We are very interested in data evaluation and data collection. We have a system with anyone who is providing direct care – people receive training in using the Juvenile Justice Enterprise Management System ( JJEMS) where some data input will be required. We are also looking for Respondents to tell us their capacity and their plans for evaluation and data collection. Respondents should include the metrics you can offer for your programs. Around the 1.10:00 time stamp

RFR DYS POS 2022-08

SKILL UP: CAREER, TECHNICAL AND WORKFORCE TRAINING AND EMPLOYMENT SERVICES REQUEST FOR RESPONSES (RFR) TO SUPPORT DYS YOUTH IN RESIDENTIAL AND COMMUNITY SETTINGS

BIDDERS CONFERENCE

RFR TIMEFRAMES DATES

RELEASE 11/18/2021

PROPOSALS DUE 3/1/2022

EVALUATION/CONTRACT NEGOTIATIONS THRU 6/30/22

CONTRACT START DATE 7/1/22

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.

1. All pages must be consecutively numbered to facilitate review and cross-referencing during the proposal review process.

2. A Table of Contents must be provided to assist the reviewers in finding relevant response information.

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

RFR OVERVIEW

The Massachusetts Department of Youth Services (“the Department” or “DYS”) is the juvenile justice agency of the Commonwealth of Massachusetts that serves youth committed as juvenile delinquents or youthful offenders and detained youth awaiting judicial action. Since 2013, the Department has offered voluntary transitional services (“Youth Engaged in Services” or “YES”) to committed youth after they have been discharged from DYS care and custody. Collectively, these committed and YES youth will be referred to as “DYS youth” and are the recipients of services contracted through this RFR.

The Department is issuing this Request for Response (RFR) to solicit proposals from vocational and higher education, unions, businesses, nonprofit and community based organizations and other entities that can provide high-quality career, technical, workforce training and employment programs and services for DYS youth in residential and community settings.

While the Department of Youth Services currently offers a number of vocational programs, we are looking to implement an enhanced, comprehensive workforce development model for youth up to 22 years of age that will develop their academic, technical and employability skills and lead to meaningful employment in jobs that are in high demand in regional Massachusetts labor markets.

DYS is seeking to competitively procure Career, Technical and Workforce Training and Employment Services from entities that include educational institutions, workforce development agencies, community-based service providers and businesses with demonstrated track records of providing quality career, technical and workforce programs and services; to achieve the programmatic goals outlined in the RFR.

The Department will consider proposals from bidders responding as a Lead Provider, Consortium Provider or Single Program Provider offering to provide core and/or optional services as described below that may vary in program intensity and scope. Proposals shall include a project plan with dates, tasks and milestones displaying when the proposed program(s) and service(s) will be fully operational.

Core Service 1: Career navigation services help each DYS youth plan out a career path through advice and support by systematically assessing their interests, strengths and needs, advising on career, vocational and job training courses, assisting with resume development and interview preparation, helping youth overcome the barriers preventing them from succeeding in the world of work, directly placing DYS youth in internships, pre-apprenticeships, apprenticeships, supported employment, or permanent employment, and working with the DYS case management team to provide wrap around supports. Proposed tasks should include but not be limited to deployment of “career navigators” in the five DYS regions to support the design and oversight of youth Career Employment Plans from career and vocational assessments to coordination with the Employer Outreach Specialists upon transition to the community.

Core Service 2: Employer Outreach services that build strategic networks, contacts and activities to develop, locate, and secure employment for DYS youth in the community. The proposal should demonstrate the bidder’s knowledge of the local labor market, MassHire programs, services and resources, job content, requirements and opportunities in a variety of occupations and of industrial and business personnel practices including recruitment, selection, promotion and pay, and experience in dealing effectively with employers in developing jobs and working with other job training and employment placement entities. DYS currently funds Employer Outreach Services in partnership with Commonwealth Corporation via Second Chance Act grant funding from the Office of Juveniles Justice and Delinquency Prevention.

Optional Service 1: Work-based learning experiences including “hands-on training” and tiered and/or supportive employment opportunities that match youth goals and set them up for success with future family sustaining wages. Proposed activities should include but not be limited to subsidized and unsubsidized internships designed for residential and community settings.

Optional Service 2: Vocational and/or technical training, including on-line or virtual reality courses and authentic experience in shops that align with labor market needs. Proposed activities should include but not be limited to vocational and occupational pathways that are affiliated with vocational technical high school “night schools” or community college opportunities.

Optional Service 3: Pre-Apprenticeship and Apprenticeship programs, including technical certifications, that provide access (and eventual membership) to pre-apprenticeship or journeyman training including programs administered by labor or trade unions.

Optional Service 4: Social Enterprises that are located in one or more DYS facility that are designed and operated as small, entrepreneurial businesses that help youth build workforce competencies, skills and experience along with a wage. Proposed activities should include operation of DYS’ Exclusive Tee’s social enterprise and any other current or new programs that can support work-based learning and technical skill development.

Selection of Service Providers to Implement “Skill Up: Career, Technical and Workforce Training and Employment Services Career, Technical and Workforce Core and Optional Services”

The Department is seeking proposals that will support existing and new career, vocational and technical workforce development opportunities that can:

a) be adapted to the challenges presented by hardware secure and staff secure juvenile justice settings;

b) be continued upon DYS youth release to the community under DYS supervision;

c) be aligned with vocational and job training options and employment opportunities that currently exist in each of the state’s five DYS regions (Metropolitan Boston, Southeast, Northeast, Central and Western);

d) with the exception of single service providers, provide dedicated resources to provide career navigation services and employer outreach services that can be supported at the state level by the bidder; and

e) be tied closely to local labor markets so youth are able to secure long-term, quality employment.

Three Ways to Respond to the RFR

Bidders may apply in one of the three following capacities. Bidders should note that Lead Provider and Consortium Provider bidders must apply, at a minimum, to provide Core Service 1: Career Navigation and Core Service 2: Employer Outreach in all five DYS regions. Proposals should include an implementation plan detailing a phased-in approach for programming and services over the lifespan of the overall contract period.

· Lead (statewide) Provider: Apply as a provider who currently has the expertise and capacity to implement Core Service 1 and Core Service 2 across DYS’ five regions, including residential and community settings. Lead Providers may also apply to offer one or more additional Optional Services 1-4 or engage in an outreach and planning process to customize an approach to providing Optional Services 1-4 in a phased in approach over the lifespan of the overall contract period.

· Consortium (statewide) Provider: Apply with an identified team of partners, that can provide Core Service 1 and Core Service 2 and some combination of service delivery for Optional Services 1-4 in a phased in approach over the lifespan of the overall contract period. The Consortium should describe each partner’s expertise and capacity to deliver the required Core Services One and Two and the roles each member of the Consortium will implement in responding to any other Optional Services 1-4 offered in the proposal. Responses submitted by multi-partner teams shall clearly identify all partners, describe the structure of the proposed team and the responsibilities and obligations of each partner for proposed services.

· Single Service Provider (regional or statewide): Apply to offer one or more services identified from Optional Services 1-4 below in one or more of the five DYS regions. These services can be offered in either residential or community programming and should be targeted at the DYS youth population and geographic locations found in Appendix D and Appendix G. Examples of a single optional service provider could be workplace learning opportunities garnered through a MassHire career center, a community-based organization, grassroots, small organizations with limited infrastructure, a church with a nonprofit designation, local business and/or a vocational-technical high school, among other potential providers.

Single Service bidders should submit a short proposal for services using the proposal found in Appendix C of this Request for Responses.

Lead Provider and Consortium Bidders

The Department is seeking proposals from a variety of sources – vocational-technical educational systems, post-secondary institutions, business and industry, career and workforce service providers serving older youth such as MassHire and community-based organizations, among others. Bidders should focus on how to deliver high-quality services that will result in successful career exploration, technical and vocational skills development and employment outcomes for DYS youth in residential and community settings. Proposals should describe state, national and local best practices, approaches, models and programs that have demonstrated the ability to support youth to gain the necessary skills that will lead to quality employment.

Eligible Organizations: non-profit organizations, vocational-technical school systems, public agencies, union organizations, consortium, businesses and/or a collaboration of these organizations are all encouraged to apply. Consortiums, joint ventures, and or a collaboration of organizations with complementary skills and experiences are encouraged to apply but proposals need to clearly identify one legal entity as the prime bidder that will hold contracting responsibilities and liabilities. Bidders must also clearly identify which partnerships represented in a response are subcontracts and which are non-financial collaborations.

“Lead Provider” or “Consortium Provider” successful bidders must demonstrate the requirements numbered 1 through 8, contained in the RFR beginning on page 12 through 13.

Purpose: Desired Program Services

Programs must be designed and delivered to meet the needs of youth and young adults with multiple barriers to employment who seek training so they may access high demand industries in the region or state.

The purpose of this RFR is to seek specific services and innovations to strengthen and expand DYS’ delivery of career, vocational and training options and employment services.

Applicant Core and Optional Program Services

Bidders seeking to be a “Lead Provider” or a “Consortium Provider” must be prepared to provide Core Service 1 and Core Service 2, at a minimum. In addition to Core Service 1 and Core Service 2 we are seeking, through the establishment and refinement of existing programming with Optional Services 1-4, a range of innovative and proven programs and training opportunities that address the interests of DYS youth in one or more DYS regions.

Core Service 1: Career Navigation Services: Bidders must provide career navigation services through dedicated staff with expertise to work as “career navigators” with assigned DYS youth and provide each youth with continual guidance throughout the “DYS Continuum of Care” through the use of an individualized youth Career and Employment Plan that spans residential programming through transition to the community and discharge from DYS and delineates services and goals aimed at supporting each youth.

a) Vocational Evaluations and Career Assessments:

b) Career and Employment Plan:

c) Life Skills & Career Exploration Curriculum:

d) Certifications

e) Support

Core Service 2: Employer Outreach Services: Provide employer outreach services that will build on existing DYS employer outreach services and cultivate job placement opportunities for DYS youth, coordination with Career Navigators to assure placement in vocational and technical training opportunities in the community, working with DYS to create a forum for employers and DYS staff to better coordinate training and workforce opportunities and build capacity of staff working with DYS youth.

a) Develop network of employer partnerships based on youth interest, availability and regional labor market information

b) Development of training providers

c) Maintain and expand Employer Advisory Committee(s) focused on regional labor market information

d) Build Capacity of DYS staff

e) Employer trainings for staff or youth

Additional Applicant Option:

Lead Service Providers and Consortium Providers can all submit proposals that include any or all of the following service options. In addition, Single Service Providers can submit a proposal, found in the Appendix C of this Request for Responses, seeking to design and deliver one or more programs that address one or more options. Single Service Provider proposals will be considered in a second tier of funding once DYS has selected a Lead Service Provider or Consortium Provider.

Optional Service 1: Work-based Learning including focused career mentoring, job shadowing, “hands-on training” and tiered and/or supportive employment opportunities that span the DYS Continuum and align with youth Career and Employability Plans.

Optional Service 2: Vocational and/or Technical Programming in residential and community settings that provides DYS youth with full access to and result in the attainment of a job/career credential that is relevant to local, labor market opportunities.

Optional Service 3: Pre-Apprenticeship and Apprenticeship Training options that can be customized to secure and staff secure residential settings as well as programs that are accessible to youth in the community.

Optional Service 4: Social Enterprises that provide youth with skill attainment and proficiency in workplace settings. Bidders should be prepared to continue the programmatic and financial operations of Exclusive Tee’s (DYS’ inaugural social impact business) while the model is being evaluated, and to develop new social enterprise opportunities for DYS youth.

“Lead Provider” or “Consortium Provider” Requirements

Personnel Management: Organizations must outline current human resource diversity, equity and inclusion strategies that result in the ability to hire and retain a diverse staff to deliver proposed services. See chart below for a description of primary functions to support the implementation of proposed core services. Bidders may also propose additional functions and responsibilities that support the effective implementation of proposed core services and optional program service activities.

Primary Functions and Responsibilities for “Lead Provider” or “Consortium Provider” Proposals

· Oversight and Management of all aspects of contract

· Management of Career and Employability Services

· Management of Vocational and Technical Services

· Management of Experiential Services

· Career Navigation Services

· Employer Outreach Services (adequate to support all five DYS regions)

· Optional

· Instruction for Optional Services 1-4

Evaluation Criteria

DYS utilizes a consensus model of evaluating proposals whereby the evaluation committee members independently read and review all proposals, then meet as a group to discuss and jointly rate all qualified proposals for the purpose of generating a prioritized award list. The committee members are oriented to ensure uniformity, accountability, fairness, and efficiency in the awarding of purchase-of-services contracts. Committee members evaluate each proposal against the established criteria described below.

The review committee members may use sources of information other than the Responder’s written submission to evaluate proposed programs. Other sources of information may include oral presentations by Responder, written responses to questions posed by committee members, the Responder’s history and/or experience in providing services to youth in community, residential, and secure treatment facilities, the Responder’s past performance as a Respondent, materials submitted for prequalification purposes, quality assurance and/or licensing surveys, telephone interviews with designated staff, a review of the Responder’s finances, discussion with relevant community members or providers, governmental agencies and other funding organizations.

Note:

There are separate Proposal Outline and Evaluation Criteria for “Lead Provider” and “Consortium Provider” Proposals, which can be found beginning on page 23 of the RFR.

The Proposal Outline and Evaluation Criteria for “Single Service Provider” Proposals can be found beginning on page 25 of the RFR.

Estimated Funding

Period of Performance

Total Available Funding*

May 1, 2022 – June 30, 2022**

To be determined based on need

July 1, 2022 – June 30, 2023

Not to exceed $5,000,000.00

July 1, 2023 – June 30, 2024

Not to exceed $5,000,000.00

July 1, 2024 – June 30, 2025

Not to exceed $5,000,000.00

*These amounts may increase of decrease based on availability of funds allocated to the Massachusetts Department of Youth Services by the state of Massachusetts and other special grant funds.

**amount will be prorated the first year due to later start date

Duration of Contract

The contract awarded to the successful bidder(s) under this RFR will be for a three (3) year period, with the possibility of four (4) additional one (1) year renewals. Throughout the life of the contract, the Department will engage in a continuous process of reviewing and evaluating the delivery of services. A committee of stakeholders will convene regularly to make recommendations based on this review to the Commissioner of DYS. Such recommendation(s) may include changing the way in which the Department provides services to youth. Prior to implementing any recommended change(s) approved by the Commissioner of DYS, the service provider(s) and the Department will meet, negotiate and finalize changes to service delivery, and amend the contract as needed. Any change(s) to the program structure or services must comply with applicable state and federal laws and regulations.