ESBD_422457_1748526837674_644-25-031325 - Treatment, Reentry and Aftercare Services - ESBD.pdf

Solicitation No: 644-25-031325

Texas Juvenile Justice Department 1801 N. Congress Ave., Suite 13.1400

Austin, TX 78701

REQUEST FOR PROPOSAL

TREATMENT, RE-ENTRY, AND AFTERCARE

SERVICES

RFP # 644-25-031325

NIGP Class/Item 952-95

Posting Date: May 29, 2025

Table of Contents

Definitions 3

Section I General Information 4

Section II Scope of Work 5

Section III Proposal Submittal Information

Section IV General Requirements

Attachment 1 Preferences

Exhibit A Execution of Offer

Exhibit B Fee Schedule of Services (excel form) 35

Exhibit C Proposed Service Areas 36

Exhibit D Terms and Conditions 37

Exhibit E HUB 53

Exhibit F Prison Rape Elimination Act (PREA) 62

Exhibit G Parole Regional Map 65

Definitions:

Service Provider – Entity that can provide requested service.

Respondent – Company or person responding to the solicitation.

Awarded Respondent – Company or person that is awarded the contract.

Contractor / Subcontractor - Business or person providing service.

Vendor – Business or person providing service.

Calendar Days – is 30 or 31 days per month.

Business Days – is Monday through Friday, 8am till 5pm. CST

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The purpose of this solicitation is for Texas Juvenile Justice Department (TJJD) to secure treatment, reentry, and aftercare services for youth in, or returning to, their homes and communities on parole following out of home placement or commitment to a state-operated TJJD facility. The purpose of these services is to strengthen reentry family services for youth returning to their home.

B. BACKGROUND:

TJJD, the state’s juvenile corrections agency, promotes public safety by operating juvenile correctional facilities and by partnering with youth, families, communities, and juvenile probation departments to provide a safe and secure environment where youth in the care or custody of the Texas juvenile justice system receive individualized treatment, education, life skills, family reintegration, and vocational training to reduce recidivism and facilitate successful community reintegration. TJJD is seeking Respondents to deliver comprehensive services to youth who are on parole and in need of additional interventions and supports to keep the youth from moving deeper into the Texas criminal justice continuum. TJJD is also seeking reentry services for adjudicated youth ages 10-19 who are returning to their homes and communities on parole following an out of home placement or commitment to a state-operated TJJD facility. These services may be initiated prior to a youth’s release, if appropriate. TJJD is seeking Respondents for all regions of the State of Texas.

The Respondent will be required to provide reports and maintain up-to-date information on the availability of resources within a community.

C. PERIOD OF PERFORMANCE:

The initial term of the Contract shall be for three (3) years from September 01, 2025 through August 31, 2028 with one (1), two (2)-year renewal option. The Contract may be renewed by written amendment signed by both parties. The terms, conditions, and rates for all renewals shall remain as stated in the Contract, with any approved changes. TJJD has sole authority to renew contract.

Base Term: September 1, 2025 – August 31, 2028 Renewal Option 1: September 1, 2028 – August 31, 2030

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this solicitation will be:

Vickie Griffin, CTCM, CTCD Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (512) 490-7148;

Email: Vickie.griffin@tjjd.texas.gov

Secondary Contract Specialist Contact:

Charles P. Matuke CTCM, CTCD Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (512) 490-7130;

Email: Charles.P.Matuke@tjjd.texas.gov mailto:Vickie.griffin@tjjd.texas.gov mailto:Charles.P.Matuke@tjjd.texas.gov

The Contract Specialist will be the point of contact throughout the solicitation process. No other TJJD staff will be able to provide information or answer questions regarding this solicitation. The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated TJJD representative, e.g., during contract negotiations, if any. Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan (HSP), the HUB coordinator may be contacted at:

2. TJJD Historically Underutilized Business (HUB) Coordinator

Name: Kellie Love Telephone: 254-218-2065 Email: Kellie.Love@tjjd.texas.gov

E. ADDITIONAL INFORMATION

1. It is the intention of TJJD to issue multiple contract(s) for the services described within this solicitation. Multiple awards will be determined based on services being provided regionally. See Exhibit G – Regional Map.

2. Any Respondent submitting a proposal in response to this solicitation accepts TJJD’s methodology and evaluation process listed herein for awarding contracts.

SECTION II

SCOPE OF WORK

A. STATEMENT OF WORK:

TJJD is requesting proposals for treatment, reentry, and aftercare services for youth in, or returning to, their homes and communities on parole following out of home placement or commitment to a state-operated TJJD facility. These services may be initiated prior to a youth’s release, if appropriate. The Respondent will be responsible for facilitating the program planning process (i.e. individualized, evidence-based, family-centered, strength-based, and needs driven). The services are needed throughout the State of Texas (254 counties).

B. SCOPE OF WORK:

1. Respondent shall perform the following tasks:

a. Coordinate with TJJD facilities department staff, community members, families, and schools;

b. Available to provide reentry planning 15-20 days before release from a facility, facilitate sessions at homes or in the community; and respond to youth and family needs as situation arise.

c. Ensure evidence-based family interventions are implemented using model fidelity;

mailto:Kellie.Love@tjjd.texas.gov

d. Develop and facilitate all service activities in a manner consistent with best practices, which will include competent, evidence-based and research driven intervention that have been proven to work; if provided according to fidelity for youth within the juvenile justice continuum;

e. Employ and supervise staff; staff that have been trained according to best practices to achieve program objectives according to model fidelity.

f. Bring together programs and services, working within multiple youth serving systems to:

i. meets the individualized needs of youth and families; and

ii. secure services from a network of providers and complete appropriate service authorization and agreements; and

g. Develop an individualized plan with clearly identified goals, objectives, and expected outcomes for each youth receiving the Respondent’s services that are based on the youth’s identified risks and needs.

h. To meet the summary of deliverables required in this solicitation and any additional deliverable the Respondent plans to execute this effort in Table 1 below. The summary should include a description of key deliverable/milestone and estimated dates to be completed.

Proposals will be evaluated on how well a Respondent’s program meets the needs of the target population of youth, specific services being offered, and outcome data for the programs and/or services, or provider, as applicable. Services may include one or more of the research-based programs listed by the Office of Juvenile Justice Delinquency Prevention (OJJDP) as model programs or the California Evidence-based clearinghouse for child welfare; and focus on services including but not limited to treatment, re-entry, aftercare, family reunification, intensive case management, independent living skills, and vocational training.

2. TJJD is requesting proposals from providers that implement evidence-based practice (EBP) family and individual treatment interventions. These family based EBP should be practices or programs that have peer-reviewed, documented empirical evidence of effectiveness, and use a continuum of integrated policies, strategies, activities, and services whose effectiveness has been proven or informed by research and evaluation. Staff providing such services must be a licensed clinical professional and have received specialized training or credentialing in the EBP. Examples of EBP include: Functional Family Therapy, Multi-Systemic Therapy, Cognitive Behavior Therapy (CBT), Mindfulness-Based Cognitive Therapy, Celebrating Families, Strengthening Families, Trauma- Focused CBT, CBT+, Parent Child Interaction Therapy, Seven Challenges Adolescent Substance Use, Adolescent Community Reinforcement Approach (A-CRA).

Table 1. Deliverable List

Deliverable No. Deliverable Description Estimated Due Date 1 Initiation of family treatment, aftercare services, and support 9/01/2025

C. DOCUMENTATION REQUIREMENTS:

1. Fiscal.

a. Awarded Respondent shall submit monthly claims to the TJJD-designated accounting personnel and copy the designated county personnel no later than ten (10) workdays from the last day of the month for which payment is requested. Each invoice must be detailed and specific and must contain the name of the youth, the youth’s TJJD number or Personalized Identification Number (PID), the number of service hours provided to the youth, and the dates of service.

b. Awarded Respondent shall notify the TJJD contract manager in writing of all revenue sources and reimbursements from third parties for any and all costs or services associated exclusively with a youth served under the awarded contract. Billing more than one revenue source for the same costs or services provided to a single youth is prohibited and shall be recouped or administrative error sanctions shall be imposed as set forth herein. Neither a youth nor his/her parents or guardians will be required to pay for the support of the youth in the program, unless otherwise ordered by a court.

c. Awarded Respondent shall maintain all financial records in accordance with generally accepted accounting principles.

d. Awarded Respondent shall disclose in writing to the TJJD contract manager any transactions with related parties providing goods or services to Awarded Respondent for which Awarded Respondent is reimbursed under the terms of this awarded contract.

i. A related party always includes a family member by blood or marriage, (i.e., spouse, parents, grandparents, child(ren), grandchild(ren), aunt, uncle, niece, nephew, first cousins). In addition, a related party is defined as any person or entity involved with Awarded Respondent in any manner that would result in the ability of either party to significantly influence the management or operation of the other. Examples of related parties include, but are not limited to, parent companies, subsidiaries, as well as principal investors, owners, or managers and their relatives as listed above.

ii. Awarded Respondent must report to TJJD any transaction with a related party that could result in excessive profits from its relationship with the related party. If excessive profits are found to have occurred, administrative error sanctions may be imposed.

iii. Any violation of this section can be considered a breach and could result in administrative error sanctions or termination.

e. When a Texas business address is shown hereon, that address is, in fact, the legal business address of the Respondent, who meets the definition of a Texas Bidder under Texas Government Code Section 2155.444.

2. Reports:

a. Awarded Respondent shall allow TJJD access to all youth records and/or information of youth at all times.

b. Awarded Respondent shall submit a monthly process packet to the parole supervisor no later than ten (10) workdays from the last day of the month. Each process packet must include:

i. the date services were provided;

ii. an itemized list of the specific type of service that was rendered;

iii. the sign in sheets;

iv. the monthly progress reports;

v. the weekly notes; and

vi. all related service logs, documenting time spent for each youth must also be attached.

3. General Provisions:

a. Awarded Respondent shall, at the request of TJJD cooperate with or testify in judicial proceedings, legislative and administrative hearings, or investigations.

b. Awarded Respondent shall notify TJJD if Awarded Respondent is or becomes a covered entity under the Health Insurance Portability and Accountability Act (HIPAA). Awarded Respondent is to secure any HIPAA consent or authorization necessary to provide to or obtain from TJJD protected health information.

c. Awarded Respondent shall abide by licensure code of ethics.

d. Awarded Respondent shall maintain and retain records for a minimum of 7 (seven) years after the termination of the contract period. If any litigation, claims, disputes, or audit involving these records begins before the 7 (seven) year period expires, the awarded Respondent will keep the records and documents until all litigation, claims, disputes, or audit findings are resolved.

Resolution occurs when a final order is issued in litigation, or a written agreement is entered into between TJJD and the awarded Respondent. Contract period means the beginning date through the ending date specified in the original contract or as adjusted by applicable amendment. *Retention requirements for treatment and education records will be 18 years of age plus 10 years unless otherwise mandated by licensing requirements.

e. Awarded Respondent shall forward copies of any audits, monitoring, or investigative reports completed on the Awarded Respondent within five workdays of receipt.

f. Awarded Respondent shall allow TJJD to perform monitoring, performance evaluations, investigations, or audits.

i. Awarded Respondent shall provide access to inspect and reproduce all records related to services rendered under the awarded contract. These records are necessary to facilitate monitoring, performance evaluations, investigations, or audits.

ii. Records include, but are not limited to, contracts, notes, real property documents, accounting/financial records, written policies and procedures, correspondence, performance evaluation data and reports, and any other information pertinent to revenues, costs, expenses, and performance of services provided under the awarded contract belonging to either the awarded Respondent, its subsidiaries, parent(s) and/or affiliate(s), including sub-consultants, subcontractors, and employees; and any and all related parties to the contract. Related Party is discussed above.

iii. Upon request by TJJD during reasonable business hours, Awarded Respondent shall provide facilities to the requesting entity to perform any of the functions listed in this subsection, as well as adequate and appropriate work space and copier.

g. Services are needed throughout the State of Texas. Awarded Respondent may provide services in multiple counties. (Exhibit G – Regional Map of Texas)

h. Awarded Respondent shall provide information deemed necessary by TJJD to complete any state-required reports related to the services provided under the awarded contract.

I. Awarded Respondent shall maintain records and submit reports containing such data and information regarding the performance of awarded Respondents’ services or other data relating to the awarded contract as may be requested by TJJD.

j. Awarded Respondent shall establish procedures, as approved by TJJD, to document fiscal and service delivery data regarding treatment, re-entry, and aftercare services.

k. Awarded Respondent shall, in a format approved by TJJD, develop and submit to TJJD quarterly written reports on fiscal and programmatic trends, as well as an annual report.

Programmatic reports shall include a description of the Awarded Respondent’s progress in implementing the provisions under the awarded contract, any pertinent facts, and any staff changes and reasons for any such changes. Awarded Respondent shall state whether it is or is not progressing satisfactorily in achieving the terms under the awarded contract and if not, shall specify what steps will be taken to achieve satisfactory progress. Annual reports shall be submitted to the Senior Director for Probation and Community Services by December 1 of each new fiscal year.

l. Awarded Respondent shall, in a format approved by TJJD, develop and submit to TJJD monthly written reports on resource development, such as, but not limited to, the number of resources, type of resources, and resource updates. Awarded Respondents shall include current copies of clinical licensure of staff. Awarded Respondent shall report any complaints made to the licensing board on an awarded Respondent no less than 24 hours after notice that a complaint has been received.

D. MEASURES OF PERFORMANCE AND QUALITY OF SERVICES:

1. TJJD has adopted a system of evaluating program effectiveness and promoting continuous improvement by monitoring compliance with the contract agreement, identifying and monitoring targeted performance measures, evaluating the quality-of-service delivery, requiring corrective action for any identified area(s) of deficiency, setting and modifying goals to maximize performance;

and sustaining continuous improvement. The basis for program evaluation and monitoring includes the following:

a. Awarded Respondent shall cooperate with and allow periodic announced and/or unannounced on-site program monitoring;

b. Awarded Respondent progress towards individual treatment outcomes based on identified needs;

c. Awarded Respondent’s responsibility for monitoring the operations of the program and correcting deficiencies as they occur; and

d. Awarded Respondent’s consistency in taking appropriate action within the time period specified by TJJD to correct findings and deficiencies identified during any and all monitoring visits.

2. After contract award, TJJD monitoring staff and the Awarded Respondent may discuss and mutually agree on additional performance measures and standards for each type of treatment service.

3. The awarded Respondent recognizes that the awarded Respondent is paid to deliver the services specified herein. Awarded Respondent shall be required to meet a minimum Acceptable Quality Level (AQL). The AQL is defined as the level of service at which the program will operate properly as agreed upon under the awarded contract and below which the awarded contract payment may be withheld until corrective actions are taken. In addition, if service remains below the AQL without required corrective actions being taken, damages may be assessed. The awarded Respondent is required to ensure the AQL is maintained at all times during the performance under the awarded contract.

4. In order to evaluate the quality-of-service delivery and progress toward treatment outcomes, Awarded Respondent shall be subject to performance standards that will measure their progress in meeting the goals of the treatment services being provided. TJJD may conduct on-site reviews, desk reviews, or both during the term of the contract. Prior to any review, a monitoring form will be provided, describing the areas to be monitored and reviewed. At a minimum, Awarded Respondent will be reviewed annually in meeting the included measures of service and performance measures. Additional measures of service and performance measures can be negotiated.

5. Vendor performance will be reported in the Vendor Performance Tracking System (VPTS) on a regular basis.

E. MEASURES OF SERVICE:

1. Provide youth timely access to treatment by completing an initial assessment within fourteen (14) calendar days of receiving a referral;

2. Have youth receiving services within seven (7) calendar days after the initial assessment;

3. Provide youth the requisite number of hours of service (face-to-face or telehealth contacts) per week/month. The required number of service hours per youth will depend upon the specific programming provided and service delivery hours should be suggested in submitted proposals.

TJJD monitoring staff and the Awarded Respondent will discuss and mutually agree on the final terms upon contract award;

4. The potential target population for treatment, reentry, and aftercare services will be adjudicated male and female youth, ages 10-19, youth transitioning from an out of home placement or TJJD state-operated facility to community-based parole. Awarded Respondent should further refine the portion of the target population whom they see as best-fit for their programs and services.

5. Awarded Respondent will be expected to periodically review their programs for adherence to the intended target population. Should the review indicate that youth outside of the target population are being referred to the program, Awarded Respondent will communicate that finding to the TJJD as appropriate. TJJD and Awarded Respondent will discuss and mutually agree on whether those youth will remain in the program.

6. All youth receiving services will receive at least one referral to a sustainable community-based service or support along with a discharge summary including additional information and referrals as needed.

F. PERFORMANCE MEASURES:

1. Youth served will show increased protective factors and decreased risk factors on the Positive Achievement Change Tool (PACT) assessment or another approved risk and needs assessment instrument. The specific domains measured, as well as the timing of the pre and post assessments, will be dependent on the services provided. Specific terms will be discussed and mutually agreed upon at contract award.

2. Youth served will successfully complete parole at higher rates than similar youth who do not participate in the program. The characteristics of similar youth, and the corresponding completion rate, will depend upon the target population and be determined at contract award. (Note that agency wide, among youth ending parole in FY2015, 45% of parolees successfully completed parole.)

3. Youth receiving services will recidivate at lower rates than similar youth who are not receiving services. (Recidivism is defined as: revocation, rearrest, or reincarceration/incarceration within 12 months of release from an out of home placement or a TJJD state-operated facility.)

G. RESPONDENT QUALIFICATIONS AND EXPERIENCE:

Respondent and their subcontractors shall have the experience and qualifications required to provide the services requested in the solicitation including, but not limited to, the following:

1. History of providing parent support and advocacy training or services;

2. Experience in representing parents, as a classification, on one or more advisory boards, collaboratives, or projects;

3. Extensive current knowledge of the child welfare system, probation system, and children’s mental health system based on the perspectives of parents with children in these systems;

4. Extensive knowledge of a broad range of eligibility requirements, including but not limited to, various forms of medical insurance, social security, childcare, school assistance, special education laws and programs, early intervention services, childhood mental health services, and other services for families;

5. Experience in successfully engaging parents to work effectively with professionals and other families in the design and delivery of services to seriously emotionally disturbed youth;

6. Ability to provide services in a manner that is culturally and linguistically appropriate for the population served, and in a setting accessible to diverse communities;

7. Experience in successfully administrating survey processes and engaging participants in the process;

8. Obtain a Texas Identification Number (TIN) through the Texas Comptroller of Public Accounts at:

http://www.window.state.tx.us/taxinfo/taxforms/ap-201.pdf http://www.window.state.tx.us/taxinfo/taxforms/ap-201.pdf

9. In TJJD’s sole judgment, an established company that is financially stable with the ability to meet the financial responsibilities of the contract. If requested, the awarded Respondent will provide a copy of its most recent audited financial report or a statement of their financial position from a financial institution. This statement or report should fairly represent the financial position of the provider at the date shown and have been prepared in conformity with generally accepted accounting principles applied on a consistent basis; and

10. Have a minimum of three (3) years’ experience providing treatment, re-entry, and aftercare services preferably to at-risk youth.

H. PERSONNEL QUALIFICATIONS:

1. All Respondent staff and staff of any subcontractors must be qualified and hold the proper licensure and certifications for the services being provided.

2. Respondent(s) trained in evidenced-based trauma therapy modalities are preferred.

3. TJJD and Respondent shall agree to designate specific members of the provider’s staff as “Key Personnel.” Key Personnel will be those individuals essential to the services being provided.

Specific conditions and requirements of Key Personnel will be defined after contract award.

4. TJJD requires the Respondent staff to have extensive experience and high skill levels in areas related to the services requested in this solicitation. These skills include but are not limited to:

a. Excellent written and oral communication skills with the ability to communicate with people of varying technical skills;

b. Ability to provide quality management of services; and

c. Experience with evidence-based treatment-based programming.

I. AWARDED RESPONDENT RESPONSIBILITIES

Awarded Respondent shall perform one or more of the following services for TJJD if awarded a contract:

1. As applicable, Awarded Respondent must be licensed in the State of Texas before any services are rendered pursuant to the awarded contract. All counselors providing services to TJJD youth, after the awarded contract is fully executed, must be properly qualified and credentialed in service being provided and pre-approved by TJJD before any services are rendered pursuant to the awarded contract. The required licenses in the State of Texas for these services are:

Licensed Professional Counselor (LPC), Licensed Clinical Social Worker (LCSW), Licensed Marriage and Family Therapist (LMFT), and/or Licensed Alcohol and Drug Counselor (LCDC).

Licensed Professional Counselor (LPC) Intern/Associate and LMSW who are supervised by an approved licensed clinician.

2. Review the youth’s TJJD assessment, treatment plan, and discharge/transition summary or other treatment records and recommendations for treatment based on youth’s risk and protective factors at the point of implementing treatment. Conduct an initial clinical assessment of needs.

3. Conduct an initial (face-to-face or telehealth) interview with youth to determine youth’s understanding of the treatment needs identified above and to establish the basis for developing the youth’s treatment plan.

4. If services are to be provided in a youth’s home (face-to-face or telehealth), a safety plan must be approved by TJJD prior to services beginning. If services are provided in the home, this type of service location must be relevant to the youth’s needs.

5. Documentation of any collateral contact/case management: Collateral contacts could include attending Admissions Review and Dismissal (ARD) meetings, Community Resource Coordination Group (CRCG) staffing and development of the treatment plan, interview and evaluation of youth, meetings with TJJD staff, coordinating care with psychiatric providers, monthly progress reports.

6. The Awarded Respondent shall submit copies of monthly progress reports to TJJD that include the following information:

a. The youth’s progress toward reducing risk factors and increasing protective factors related to treatment;

b. Summary of the youth’s participation in clinical services provided;

c. Copy of the youth’s Community Re-Entry Plan-Transition (CRP-T) and Individualized Treatment Plan (ITP) that summarizes the youth’s movement towards completing the objectives stated, participation in services provided, relevant behavior, and barriers identified;

d. A copy of the revised CRP-T and ITP for the next month with revised objectives, strategies, or approaches;

e. Documentation of all collateral contacts made; and

f. Copies of dated weekly sign-in sheets showing the printed name and signature of each youth and Awarded Respondent conducting the session or TJJD group attendance logs as designated by program type and as approved by TJJD. For telehealth documentation, the weekly sign-in sheet must show the printed name of each youth and awarded Respondent conducting the session.

7. Awarded Respondent(s) will provide services in the counties within their service area(s) as identified in their proposal. Services are defined as in office (face-to-face, telehealth, early engagement), out of office (face-to-face), and in home (face-to-face) services. If services are provided through telehealth, prior approval by TJJD is required before services begin. Telehealth services location will be considered in office and shall have been determined relevant and necessary to meet treatment needs of the youth. If services are provided through the telephone, prior approval by TJJD is required before services begin. Telephone services location will be considered in office and shall be determined relevant and necessary to meet treatment needs of the youth.

8. In the event an awarded Respondent’s billable services exceed the “not to exceed amount” (NTE) amount in the contract, the awarded Respondent will risk having payment delayed until a contract amendment is executed to increase the NTE amount.

9. TJJD desired outcome is based on services provided, 40% of youth must complete treatment program. For those youth served, demonstrate an increase in protective factors and a reduction in risk factors in the type of treatment service provided.

10. Awarded Respondent will be required to first seek payment through Medicaid, if Awarded Respondent is a Medicaid provider, for Medicaid covered services provided to TJJD youth who are Medicaid recipients and/or by filing insurance claims for TJJD youth who have insurance coverage. Prior to approving service provisions for serving a particular TJJD youth or his or her family, Awarded Respondent must submit a billing plan indicating whether Medicaid, private insurance, or the TJJD will be billed for each service. Invoices submitted to TJJD for payment will be reviewed and returned with a reminder to bill the appropriate party if services are determined to be reimbursable by Medicaid (if a Medicaid provider) or private insurance.

J. TJJD RESPONSIBILITES

For, and in consideration of the services provided to TJJD youth, TJJD will perform the following at contract award:

1. Determine which youth are eligible for referral to Awarded Respondent's program and make appropriate referrals;

2. Approve Awarded Respondent’s service area, treatment program, and plan prior to commencement of services;

3. Providers may be at risk of having payment delayed if Awarded Respondent’s invoice exceeds the NTE amount until an amendment is executed to change the NTE amount;

4. Ensure that terms of payment shall be in accordance with Chapter 2251, Texas Government Code and Texas Government Code Section 403.0551 that payment owed to the contractor under the contract will be applied toward elimination of the contractor’s indebtedness to the state, delinquency in payment of taxes to the state, or delinquency in payment of taxes that the Comptroller administers or collects until the indebtedness or delinquency is paid in full;

5. Take appropriate action if notified of youth or family not being available for scheduled visit;

6. TJJD will pay for two (2) missed appointments per youth within one month if an Awarded Respondent determines that the youth can no longer remain in the program due to absences or behavioral issues. A decision will be made between the parties as to whether the youth will remain in the program. TJJD may be billed for half of hourly rate for these missed appointments;

7. Remove youth from awarded Respondent's program when conditions exist that threaten the health, safety, and welfare of TJJD youth in the program;

8. At the time of referral, provide the Awarded Respondent with the following:

a. Most recent psychological evaluation,

b. Youth’s success plan information to include the youth’s goals, plans to achieve goals, and barriers to goal achievement,

c. Release or Community Re-Entry Plan -Transition (CRP-T), and

d. Discharge Summary from specialized treatment program.

9. Forward the Parole CRP-T to the Treatment Provider whenever the CRP-T is updated or revised;

10. Ensure all counselors providing services to youth are approved by TJJD prior to services being provided and based on criteria established by TJJD; and

11. Maintain records of all approvals by TJJD.

K. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

1. Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the TJJD Regional Parole Manager, or designee.

2. All deliverables must be submitted in a format approved by the TJJD Regional Parole Manager, TJJD Parole Supervisor, or designee.

3. If the deliverable cannot be provided within the scheduled timeframe, the Respondent is required to contact the TJJD Regional Parole Manager, or designee in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related deliverable.

4. A request for a revised schedule must be reviewed and approved by the TJJD Regional Parole Manager, or designee before placed in effect. Contract Terms and Conditions may dictate remedies, costs, and other actions based on the facts related to the request for a revised schedule.

5. TJJD will complete a review of each submitted deliverable within five (5) working days from the date of receipt unless otherwise stated by TJJD.

6. Relevant quality assurance processes that will apply, such as change management, acceptance, and risk and issue management.

L. SUBCONTRACTORS:

Subcontractors providing services under the contract shall meet the same requirements and level of experience as required of the Respondent. No subcontract under the contract shall relieve the primary Respondent of the responsibility for the service. If the Respondent uses a subcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

1. If the Respondent is planning to subcontract any portion of the work, identify the proposed subcontractors in Respondent’s initial proposal, and TJJD must approve all subcontractors and subsequent contracts and obtain prior approval from TJJD before Respondent enters into any subcontract agreements.

2. Subcontracting shall be at the Respondent’s expense.

3. TJJD retains the right to check subcontractor’s background and make approval determination as to the use of the proposed subcontractor(s).

4. The Respondent shall be the only contact for TJJD and subcontractors. Respondent shall designate a point-of-contact for all TJJD and subcontractor inquiries.

M. INVOICING:

Awarded Respondent will submit invoices to the TJJD Claims Department via email at HOUInvoice@tjjd.texas.gov and/or via regular mail to, P. O. Box 12757, Austin, Texas 78711 or 1801 N. Congress, Austin, Texas 78701.

Payment will be made within thirty (30) days from receipt of an invoice or correct and itemized invoice or billing statement. Awarded Respondent shall submit one (1) invoice showing the Awarded Respondent name, address, TJJD contract number, payee I.D., itemization of the services provided, itemized amount of services provided, the name and division of TJJD Contract Manager, vendor remit to address, and telephone number. No payment whatsoever shall be made under this Contract without the prior submission of correct and itemized invoices. Payments under this contract are subject to the availability of appropriated funds. Awarded Respondent acknowledges and agrees that payments for services provided under this Contract are contingent upon TJJD’s receipt of funds appropriated by the Texas Legislature. Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code, Subtitle F, Chapter 2251.

N. CHANGE CONTROL:

The Contract may only be amended or supplemented in writing, executed by the Parties hereto or their successors, and expressly made a part of the contract, except that TJJD reserves the right to make unilateral minor administrative changes to correct typographical errors, change the TJJD contract identification number, or increase the “Not to Exceed (NTE)” amount if necessary for continuation of services.

O. BUSINESS CONTINUNITY and DISASTER RECOVERY PLAN:

Respondent must submit a business continuity and disaster recovery plan detailing how the Respondent proposes to meet the specifications in the event the Respondent’s service is interrupted.

The plan must detail the Respondent’s backup and recovery process as part of their proposal.

SECTION III

PROPOSAL SUBMITTAL INFORMATION

A. SCHEDULE OF EVENTS: The following dates represent TJJD’s desired schedule of events associated with this solicitation. TJJD reserves the right to modify these dates at any time, with appropriate notice to prospective Respondents.

EVENT DATE

Issue solicitation Deadline for Submission of Questions Deadline for Submission of Proposals Complete Evaluation and Review of Proposals Execute Contract Commence Services

May 29, 2025 June 13, 2025, 3:00 P.M. CT June 30, 2025, 2:30 P.M. CT July 15, 2025 August 01, 2025 September 01, 2025

All inquiries that result in a change to the solicitation or that TJJD deems necessary for clarifications will result in a written addendum.

B. PROPOSAL REQUIREMENTS:

1. Purpose of Instructions The following paragraphs set forth instructions for proposal preparation and the required format. These instructions are designed to assure the submission of information essential to the understanding and comprehensive evaluation of the Respondent's proposal.

mailto:HOUInvoice@tjjd.texas.gov

Proposals shall be prepared in accordance with these instructions providing all required information in the format specified. Failure of a proposal to show compliance with these instructions may be grounds for exclusion of the proposal from further consideration.

2. Submission of Proposal Proposals must be typed using 12 point font print, all pages numbered, a table of contents included, and sections clearly tabbed. Do not submit printed firm brochures with the Proposal. Proposals shall be submitted under the tabs as described above.

a. Each proposal must contain individual sections, as well as subsections addressing each of the solicitation criteria in order.

b. Proposals must be received by TJJD by email to the TJJD Contracts E-bids email box listed in this solicitation. Proposals must be received by TJJD on or prior to the due date stated in the Schedule of Events.

c. Proposal should be attached as one (1) PDF file in an email and emailed to the TJJD Contracts E-bids email box listed in this solicitation. The email subject line must have the solicitation number and name and Respondent’s business name. The text in the email shall contain this information along with the submittal deadline/opening date, and time. It is the Respondent’s responsibility to ensure that the email for the proposal contains this information and is emailed to TJJD by the specified due date and time. TJJD is not responsible for delays that may occur in electronic submission or email servers.

d. Receipt of all addenda to this solicitation should be acknowledged by returning a signed copy of each addendum to the response as part of the Respondent’s submitted proposal. The Respondent’s failure to acknowledge receipt of all addenda to this solicitation will in no way release the selected Respondent from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

e. Responses submitted shall constitute an offer for a period of one hundred twenty (120) days or until award is made by TJJD, whichever is later.

f. Respondent is responsible for all of Respondent’s own costs of proposal preparation and submission for this solicitation.

g. TJJD incurs no obligation regarding this solicitation unless and until a contract is fully executed by the Parties. However, all proposals received by TJJD will remain confidential until the evaluation process is complete.

h. Proposals will be subject to the Texas Public Information Act (TPI), Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Respondent may request protection of trade and confidential information from public release by clearly marking each page on which this information appears with “Confidential” in bold face type at least 14 point font, however all information submitted is subject to the Act and considered for release.

i. Prospective Respondents are asked to bear in mind that all material submitted should be directly pertinent to the requirements of the solicitation. Extraneous narrative, elaborate brochures, uninformative PR material, etc. shall not be submitted.

j. Telephone, mail, or facsimile transmission of proposal will not be accepted.

k. Proposals from a partnership shall be signed in the firm name by at least one (1) general partner or in the firm name by an Attorney-in-fact. If signed by an Attorney-in-fact, there shall be attached to the Proposal a Power of Attorney evidencing authority to sign the Proposal, dated and executed by all partners in the firm. Proposals from a corporation shall have the correct corporate name thereon and the signature of an authorized officer of the corporation.

Title of office held by the person signing for the corporation shall appear below the signature of the officer. Proposals from an individual doing business under a firm or fictitious name shall be signed in the name of the individual doing business under the proper firm name. Proposals of a joint venture shall be signed by all members or by a member of the joint venture if there is attached to the Proposal a copy of the Joint Venture Agreement evidencing that the Proposal is signed by the member who has authority to bind the Joint Venture.

Unsigned proposals will not be considered under any circumstances.

C. RESPONSE CONTENT REQUIREMENTS AND SUBMISSION:

Content: Below is a summary of requested information. A proposal submitted without this information will be evaluated accordingly. TJJD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. The following documents must be submitted with the response. Failure to do so may result in disqualification.

1. Response Content Submission:

TAB 1 Transmittal Letter, addendums (if applicable), all signed TAB 2 Company Information, experience and qualifications TAB 3 Proposed service area(s) (Exhibit C, Exhibit G) TAB 4 Work Plan- Program Components, Implementation, and Commencement of Services TAB 5 Preferences (Attachment 1) TAB 6 Execution of Offer (Exhibit A) TAB 7 Fee Schedule of Services (Exhibit B) TAB 9 References TAB 10 Prison Rape Elimination Act (PREA) and Preventing Sexual Misconduct Policy Overview and Training Acknowledgment for TJJD’s Contract Service Providers (Exhibit F) TAB 11 Solicitation Exceptions and/or Assumptions TAB 12 HUB Subcontracting forms (Exhibit E)

2. Description of TAB Information Content

TAB 1:

a. Transmittal Cover Letter, limited to two (2) pages, which shall include a brief statement of the Respondent’s understanding of the work to be performed and summary of proposed features, signed.

b. A cknowledgement of solicitation addendums, if applicable, signed; and

TAB 2:

a. Company Information: Including, but not limited to the following:

1. Description of Individual or Entity (e.g. Company), names and addresses of principal officers, directors, or partners

2. Ownership, if a corporation, include the date and state of incorporation

3. Primary Service location(s)

4. Physical and mailing address, if different

5. Other service locations

6. Telephone

7. E-mail address and phone number of Respondent’s primary contact

8. Provide the name and address of the Respondent's insurance carrier, for the purpose of responding to this solicitation, the Respondent will not be required to purchase insurance, but must show the ability to provide such insurance as specified in the Terms and Conditions. Only Awarded Respondent will be required to provide insurance policy documentation.

9. Statement about whether or not any content in the Respondent’s proposal is or will be copyrighted.

10. Describe any litigation your key personnel and company has been involved in over the past five (5) years.

b. Experience and Qualifications (30 Points)

1. Describe services you or your organization has provided in the past three years that demonstrates the capability to carry out the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided.

Evaluation will be based on the Respondent’s past experience in providing services to at-risk juveniles, and juvenile offenders. While this experience will be most important; the history, other experience, and qualifications of the Respondent are important as well. The evaluation will consider the cultural diversity of the Respondent’s organization as well as the description of cultural sensitivity in the provision of services.

2. Clinical licensures and certifications: Copies of all clinical licensures and certifications relevant to each treatment service being proposed.

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

c. Financial Requirements

Be in good financial standing and current in payment of all taxes and fees such as state franchise fees.

Respondent must have the financial capacity to perform the requirements in accordance with the contract. TJJD will review the Respondent’s audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007, to evaluate the Respondent's financial stability.

Consolidated financial statements are not acceptable. The financial statements must be for the specific business entity that is responding to the solicitation and throughout the duration of the term of contract.

The financial statements must be provided at the lowest level for which the financial statements are available and for the past three years. If Respondent has been in business less than three years, the requirement is for all available years. For any financial statements submitted at a level above Level 1, Respondent must include an explanation why the financial statements are not available at a lower level. The financial statements do not have to be at the same level for each period submitted, but an explanation of the need for the variation is required with the response.

Acceptable Levels of financial statements (submit at the lowest feasible level):

a) Level 1 – A complete set of audited financial statements based on US Generally Accepted Accounting Principles (US GAAP). The submission must include the notes to the financial statements as well as any other information covered by the auditor’s opinion.

b) Level 2 – A complete set of audited financial statements based on other than US GAAP but acceptable to the country of origin. The submission must include a letter from the certified public accountant discussing the areas of the financial statements that would be affected by a conversion to US GAAP, the notes to the financial statements as well as any other information covered by the auditor’s opinion.

c) Level 3 – A complete set of reviewed statements based on US GAAP reviewed by an independent CPA. The submission must include the notes to the financial statements as well as any other information covered by the auditor’s report.

d) Level 4 – A complete set of compiled statements compiled by an independent CPA (income statement and balance sheet at a minimum) as well as the note disclosures and any report issued by the auditor with regards to the statements. If the CPA is not independent, the report must state the accountant is not independent.

e) Level 5 – Properly classified and presented balance sheets and income statements generated by the Respondent’s accounting system. The submission must state the basis on which the statements are created and must be certified as true and reliable by an officer of the Respondent’s business.

TAB 3: Proposed service area (Exhibit C) (20 Points) Complete Exhibit C Proposed Service Area to list the counties Respondent will be providing services to and where the services will be provided at (i.e. TJJD Correctional Facility, in person and/or telehealth).

1. Counties for which services will be provided, to be defined as Respondent’s “service area”;

and

2. Show each location of services for services being proposed.

TAB 4: Work Plan: Program Components, Implementation, and Commencement of Services (40 Points)

1. Evaluation will be based on the degree of commitment to the program services and demonstrated ability to commence services on required start date.

2. Evaluation will be based on acknowledgment of an understanding of, and willingness to comply with, all requirements and responsibilities listed in the solicitation.

3. The additional descriptive information relating to requirements such as staff qualifications, job duties, and other requested information will be critically evaluated.

4. Evaluation will be based on acknowledgement of an understanding of, and willingness to comply, all requirements for monitoring conducted by TJJD and monitoring conducted by Respondent of its own operations and those of consultants, subcontractors, subcontractor’s employees, and volunteer workers.

5. Evaluation will be based on type and effectiveness of the program(s) being offered.

NO…