ESBD_435332_1752517279542_644-25-051925 - ARD Committe Facilitator - final.pdf

Texas Juvenile Justice Department 1801 N. Congress Ave., Suite 13.14000

Austin, TX 78701

REQUEST FOR PROPOSAL

Admission, Review and Dismissal (ARD) Committee Facilitator

RFP # 644-25-051925

NIGP Class/Item 924-74

Posting Date: July 14, 2025

Solicitaion No.: 644-25-051925

Table of Contents

Page

Section I General Information 4

Section II Statement of Work 5

Section III Proposal Submittal Information 9

Section IV General Requirements 23

Attachment 1 Preferences 24

Exhibit A Execution of Offer 25

Exhibit B Price Form 28

Exhibit C Terms and Conditions 29

Exhibit D Prison Rape Elimination Act (PREA) 45

Exhibit E Statement of Data Security 48

Exhibit F HR-016 Data Use Agreement 51

Exhibit G HUB Subcontracting Plan 53

Definitions:

Service provider and Awarded Respondent are interchangeable.

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.

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

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The purpose of this solicitation is for the Education Department for Texas Juvenile Justice Department (TJJD) to solicit Respondents to contract for Admission, Review, and Dismissal (ARD) facilitator(s) which will enable the TJJD Special Education Department to meet compliance standards of critical timelines related to the development of the Individual Education Program for students identified in need of special education supports and services.

B. BACKGROUND:

TJJD currently, and historically, has a large number of students eligible for special education services.

Upon enrollment, students eligible for special education services require attention to fulfilling timelines as described in federal, state, and administrative rules. Based upon current staffing, the caseload would be approximately 70-80 students annually. That is based upon the last two years of enrollment data and student movement

C. PERIOD OF PERFORMANCE:

The initial term of the contract shall be from September 01, 2025 through August 31, 2028 with two (2), 1-year renewal options. 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 will give 30-day notice prior to the renewal.

Base term: September 1, 2025 – August 31, 2028 Renewal Option 1: September 1, 2028 – August 31, 2029 Renewal Option 2: September 1, 2029 – 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 Ave., Ste. 13.1400, 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) 490-7728;

Email: Charles.p.matuke@tjjd.texas.gov mailto:

Solicitaion No.: 644-25-051925 mailto:Vickie.Griffin@tjjd.texas.gov mailto:Charles.p.matuke@tjjd.texas.gov mailto:

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. The contracts will be awarded based on existing and anticipated workload.

The bulk of the workload for this solicitation will be on one campus, which typically has an enrollment that includes 70-80 students who qualify for special education services. The caseload (workload) may decrease to 30-40 students, based upon anticipated staffing patterns and may include additional campuses if needed.

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:

Successful Respondent will be responsible for and implement the special education assessment process including all individual evaluations and related documentation for students referred or eligible for special education services. Provide diagnostic information and work cooperatively with instructional personnel to provide the most appropriate programs for potentially aggressive/combative youth in a correctional setting with a wide variety of temperaments (volatile, aggressive, suicidal) and specialized needs (chemically dependent, sexual offenders). May provide guidance and assistance to other staff.

B. SCOPE OF WORK:

1. Successful Respondents shall possess experience and knowledge in reviewing school records associated with special education law and requirements, conducting and completing Admission, Review, and Dismissal (ARD) process/meetings for identified students at TJJD/Lone Star School District campuses either in-person or virtually.

The services shall be performed at these TJJD locations:

Ron Jackson State Juvenile Correctional Facility

611 FM 3254

Brownwood, Texas 76801

(325) 641-4200

FAX (325) 646-7704

Solicitaion No.: 644-25-051925 mailto:Kellie.Love@tjjd.texas.gov

(Mailing Address) P.O. Box 1267 Brownwood, Texas 76804

Mart State Juvenile Correctional Facility 116 Burleson Road Mart, Texas 76664

(254) 297-8200

FAX (254) 297-8392

Successful Respondents shall provide ARD facilitator services. Specific needs include:

2. Respondent to review previous school records of TJJD Youth;

3. Respondent to conduct Admission, Review, and Dismissal (ARD) meetings and Reviews of

Existing Evaluation Data (REED) as assigned;

4. Respondent to communicate with special education coordinators and program specialists for special programs;

5. Respondent will be responsible for compliance with special education regulations;

6. Respondent will complete and maintain necessary records for submission to TJJD/Lone Star

School District;

7. Respondent will review IEP’s (individual education plan) prior to scheduled IEP meetings;

8. Respondent will complete accurate ARD paperwork within appropriate timelines as assigned;

9. Respondent will complete all ARD paperwork on TJJD’s online special education tracking platform (Project Education);

10. Respondent will coordinate and participate in the Admission, Review, and Dismissal (ARD)

Committee to assist with interpretation of assessment data, appropriate placement, and development of Individual Education Programs (IEP) for students according to district procedures.

11. Respondent will make recommendations for intervention.

12. Respondent will review and implement agency policies, procedures, and operating guidelines.

13. Respondent will convey and interpret information to students.

14. Respondent will communicate verbally and in writing with students, parents, administrators, and other professionals involved in the education of agency youth as needed/requested.

15. Respondent will comply with all relevant state and federal statutes.

16. Respondent will be required to meet with the TJJD Human Resource Department to obtain a contractor’s badge prior to conducting any on site duties.

17. Respondent shall contact the campus principal and/or assistant principal at least 24 hours prior to arriving on site to conduct ARDs and/or other duties related to the ARD process.

18. Respondent will complete any TJJD required training.

C. TJJD RESPONSIBILIES:

TJJD shall provide the following to the Awarded Respondent:

1. Access to facilities.

2. Access to electronic systems: Project Education Platform (web-based).

3. Provide TJJD laptop.

4. Monitor vendor performance of assigned duties and provide guidance, feedback, and/or direction.

5. Minimum hardware requirements for access to Microsoft TEAMS.

6. Access to students through different modalities (TEAMS, phone, face-to-face).

7. Access to confidential student information via Project Education and other student records in the performance of their assigned duties; student demographics, parent information, special education information, STAAR Testing information, teacher information, report card information.

8. Point of contact.

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

D. STATUTES

1. Title 34 of the Code of Federal Regulations (CFR), Individuals with Disabilities Education Act

(IDEA)

2. Texas Education Code (TEC) Chapter 29

3. Texas Administrative Code (TAC) for Individuals with Disabilities

4. FERPA (Family Educational Privacy Act)

E. DELIVERABLES:

The estimated number of IEPs and/or REEDs that may be required for our District for this RFP is between 70 and 100 annually, based upon the estimated case load.

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 contract manager or designate.

2. All deliverables must be submitted in a format approved by TJJD contract manager.

3. If the deliverable cannot be provided within the scheduled timeframe, the Respondent is required to contact the TJJD contract manager 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 tasks and the overall project.

4. A request for a revised schedule must be reviewed and approved by the TJJD contract manager 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. Respondent will utilize an agreed upon Project Management methodology.

Table 1. Deliverable List

Deliverable No. Deliverable Description

Estimated Due Date

1 Completion of IEPs

5 school days after IEP meeting is conducted

2 Completion of REEDs

5 school days after IEP meeting is conducted

G. RESPONDENT QUALIFICATIONS:

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

1. Be, in TJJD’s sole judgment, an established company that is financially stable with the ability to meet the financial responsibilities of this project.

2. Respondent and/or Key Personnel must have a minimum of three (3) years’ experience providing Educational Diagnostician services.

3. Must have Texas certified/licensed Educational Diagnostician(s) on staff or be a self-employed Texas certified/licensed Education Diagnostician.

4. Documented positive reputation and ability to provide services that meet TJJD needs and special education requirements.

H. RESPONDENT KEY PERSONNEL QUALIFICATIONS:

Shall have the following:

1. Education:

a. State of Texas Minimum Education Qualification: Master’s degree from an accredited college or university;

b. Valid Texas Certification as an Educational Diagnostician or Licensure as a Licensed Specialist in School Psychology (LSSP).

c. Preferred: Experience with children and adolescents in teaching or evaluation/assessment (educational and/or psychological).Note: Any degree, diploma, high school equivalent, or course hours required to meet minimum qualifications must be obtained from an accredited educational institution.

2. Respondent will provide documented resumes and proof of personnel professional credentials or licensing.

3. Knowledge of:

a. State and federal education laws and regulations affecting the identification and programming of students with disabilities.

b. Subject matter content and the ability to lead discussions.

c. Test construction and statistical theory and applications.

d. Ability to acquire knowledge of agency policies and procedures.

e. Special education confidentiality policies and applications.

4. Skill in:

a. Working collaboratively to establish rapport and build credibility with a wide array of internal stakeholders.

b. Demonstrating being fair, impartial, and unaffected by personal biases.

c. Using computers and applicable software.

d. Interpreting and applying rules, regulations, policies, and procedures.

5. Ability to:

a. Implement Texas Education Agency (TEA) education policies and procedures.

b. Work under stressful conditions, with possible occurrences of extreme heightened stress.

c. Work independently with minimum supervision.

d. Work effectively as a team member and get along with others.

I. 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, 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); and

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.

J. INVOICING:

Awarded Respondent shall submit invoices the last Thursday of each month for activities completed and submitted during the current month.

Awarded Respondent shall submit invoices to Lisa Edgar, via email at lisa.d.edgar@tjjd.texas.gov the TJJD Claims Department via email at tjjdinvoice@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 cost 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.

K. 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.

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

July 14, 2025 July 25, 2025, 3:00 P.M. CT August 01, 2025, 3:30 P.M. CT August 15, 2025 August 22, 2025 September 1, 2025

Solicitaion No.: 644-25-051925 mailto:lisa.d.edgar@tjjd.texas.gov mailto:tjjdinvoice@tjjd.texas.gov

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.

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.

Note: For security reasons, do not include links in this solicitation.

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 and organization, organization profile and personnel qualifications, knowledge, skill, ability TAB 3 Work Plan- Accessibility, Flexibility, Completion of Assigned Duties TAB 4 Preferences (Attachment 1), TAB 5 Execution of Offer (Exhibit A) TAB 6 Price form (Exhibit B) TAB 7 References TAB 8 Samples of Standard Reports TAB 8 Prison Rape Elimination Act (PREA) and Preventing Sexual Misconduct Policy Overview and Training Acknowledgment for TJJD’s Contract Service Providers (Exhibit D) TAB 10 Statement of Data Security and HR-016 TJJD Data Use Agreement (Exhibit E and F) TAB 11 Solicitation Exceptions and/or Assumptions TAB 12 HUB Subcontracting forms (Exhibit G)

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. Acknowledgement 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 and facsimile number

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

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

b. Company/Contractor Organization, Organization/Contractor Profile, Qualifications and Experience (25 Points) This tab shall consist of the Respondent's description of its organizational capabilities qualifications and experience and plans to satisfy and support the requirements of this solicitation.

1. This section shall contain a clear description of the entity submitting the proposal, including an outline of the history of the organization/contractor, organizational/contractor capabilities, goals and purposes, an organizational chart listing staff members and all satellite offices, and days and hours of operation.

2. Qualifications and Experience: The Respondent’s track record of successfully completing similar ARD evaluations. Documented positive reputation, and the extent to which services meet TJJD needs and federal/state special education requirements, and the quality of services the responder proposes to provide.

3. Respondent will provide documented resumes and proof of personnel professional credentials or licensing.

c. Key Personnel Knowledge, Skill, and Ability (30 Points)

1. Knowledge:

i. Describe special education confidentiality policies and applications.

ii. Provide the ARD process that your organization follows.

iii. Describe in the workplan how your organization will implement the ARD process to

TJJD staff.

2. Skills:

i. Describe Respondent’s experience working collaboratively to establish rapport and build credibility with a wide array of internal stakeholders.

ii. Describe your proficiency in using computers and applicable software.

3. Ability:

i. Describe how Respondent will coordinate and participate in the Admission, Review, and Dismissal (ARD) Committee to assist with interpretation of assessment data, appropriate placement, and development of Individual Education Programs (IEP) for students according to district procedures.

ii. Describe Respondent’s communication skills orally and in writing with students, parents, administrators, and other professionals involved in the education of agency youth as needed/requested.

iii. Describe how Respondent can work independently with minimum supervision.

iv. Describe Respondent’s ability to work effectively as a team member and get along with others.

v. Describe how Respondent will keep accurate files and records.

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

TAB 3: Work Plan Respondent shall provide:

Description of how Respondent intend to meet the goals as stated in this solicitation.

a. Accessibility and Flexibility (15 Points)

1. Describe Respondent’s communication styles and forms of communication Respondent is proficient in.

2. Describe in the workplan how Respondent’s organization will implement the ARD process to TJJD staff.

3. Describe the amount of advance notice Respondent will require.

4. Describe the availability to conduct ARD meeting as needed /requested.

5. Describe your ability to submit monthly invoices.

b. Completion of Assigned Duties within Appropriate Timeframes (25 Points)

1. Describe how Respondent will prepare for, and conduct ARD meetings within designated timelines assigned, relative to the scope of work outlined in this document.

2. Describe preparedness to participate in training for using the TJJD online special education tracking platform (Project Education).

3. Describe how Respondent will meet deadlines for submission of all appropriate ARD paperwork in a timely manner, using the TJJD special education online tracking platform (Project Education).

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB

TAB 4: Preferences:

Describe all procurement preferences (if applicable) to which Respondent is entitled under the 43 TAC 20.306, Texas Administrative Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas. Attachment 1.

TAB 5: Execution of Offer (Exhibit A) Respondent shall complete and submit the Exhibit A with Respondent’s proposal.

TAB 6: Price Form (Exhibit B) Provide and submit Exhibit B with proposal.

TAB 7: References: (P/F) Provide a minimum of three (3) references for which similar services were performed or provided.

Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation. Respondent shall not include contracts where Respondent performed only as a subcontractor or provided only partial delivery of services. Include program description, contact names, position, agency or organization name, e-mail address, and telephone number for each reference listed. Respondent should provide only references that have correct and active contact information for TJJD to be able to contact the references if TJJD decides to contact the references provided.

Respondent shall furnish the following information for each past and present reference contract:

1. Name of contracting activity;

2. Contract number;

3. Contract type (firm fixed price, cost reimbursement, etc.);

4. Total contract value;

5. Dates of contract performance;

6. Description of services performed;

7. Contracting officer and telephone number; and

8. Program/technical manager and telephone number.

TAB 8: Examples of Standard Reports:

1. Admission, Review, and Dismissal (ARD) meeting minutes/reports and Reviews of Existing Evaluation Data (REED) as assigned;

2. Provide samples of IEP’s (individual education plan)

TAB 9: Prison Rape Elimination Act (PREA) and Preventing Sexual Misconduct Policy Overview and Training Acknowledgment for TJJD’s Contract Service Providers (Exhibit D)

Complete the PREA training and submit certification and signed acknowledgment (Exhibit D) with proposal.

TAB 10: Statement of Data Security (Exhibit E) and HR-016 TJJD Data Use Agreement Complete the Statement of Data Security and HR-016 TJJD Data Use Agreement and submit signed document (Exhibit E and F) with proposal.

TAB 11: Solicitation Exceptions and /or Assumptions:

In this section, Respondent shall indicate compliance with solicitation requirements set forth in the solicitation. It is not necessary to respond on a paragraph-by -paragraph basis; but to identify by reference, any exceptions in a single statement. If the Respondent agrees to the terms of the solicitation in its entirety, a single statement to that effect will suffice.

If the Respondent does not certify compliance with any of the above listed sections, Respondent shall also include in this section any assumptions used in preparing the proposal and any exceptions and/or requested changes. All deviations from the solicitation requirements or terms and conditions shall be fully explained and justified.

TAB 12: HUB Subcontracting Plan (HSP) (Exhibit G)

Respondent is to provide a HUB Subcontracting Plan with their proposal. The form to be used is attached as Exhibit G.

D. Historically Underutilized Business

TJJD’s promotes and encourages contracting and sub-contracting opportunities for State of Texas Historically Underutilized Businesses (HUBs). Successful Respondents are strongly encouraged to sub-contract with HUBs and may obtain assistance from TJJD to identify available HUBs, prior to, and after the award of any contracts from TJJD. TJJD and its contractors shall make a good faith effort to meet or exceed the statewide HUB participation goals set by the Texas Comptroller of Public Accounts (CPA). TJJD uses CPA policies regarding HUBs.

Respondent must state whether it is a Texas Certified Historically Underutilized Business (HUB). If yes, submit a copy of registration.

Respondent must submit a HUB Subcontracting Plan (HSP) submit it with proposal to be considered responsive. The forms for completing the HSP are attached as Exhibit G. A proposal submitted in response to this solicitation that does not contain a HUB Subcontracting Plan, or if the plan submitted is determined not to be in good faith, will be considered non-responsive and be disqualified. The link to the CPA internet site for information regarding the HSP is:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

Respondent must state its willingness to submit monthly compliance reports regarding its HSP.

It has been determined by TJJD that there are probable subcontracting opportunities in the scope of the work for this proposal/offer. Please fill out the HUB Subcontracting Plan forms and instructions, as part of Exhibit F.

TJJD has provided a Good Faith Effort of potential areas of subcontracting based upon the TJJD’s understanding of this procurement request. Respondents are not limited to the potential subcontracting areas listed below. TJJD is relying upon the respondent’s expertise to also fully identify subcontracting opportunities that best align with their organization and this procurement request. Respondents, who intend to subcontract, are responsible for identifying all areas that will be subcontracted and must perform a good faith effort process for each identified subcontracting area as required by the HUB Subcontracting Plan Form documents.

HUB subcontracting opportunities may be available in the following commodity class/item codes:

Class Item Description

924 74 Special Education Services

The list above is not, nor is it intended to be, a comprehensive list that identifies all subcontracting opportunities.

E. INQUIRIES:

1. All inquiries should be submitted in writing to both contract specialist by email to:

Primary Contact:

Vickie Griffin, CTCM, CTCD

Vickie.griffin@tjjd.texas.gov

Solicitaion No.: 644-25-051925 https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:Vickie.griffin@tjjd.texas.gov phone number: 512-490-7148

Secondary contact:

Charles P Matuke, CTCM, CTCD

Charles.p.matuke@tjjd.texas.gov phone number: 512-490-7728.

2. All relative inquiries will result in written responses by addendum and posted to the Electronic

State Business Daily (ESBD) at: http://www.txsmartbuy.gov/esbd, If provider does not have Internet access, copies may be obtained through the point of contact listed above.

3. Beside written inquiries as described above, other employees and representatives of TJJD will not answer questions or otherwise discuss the contents of the solicitation with any Respondent or Respondent’s representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation.

4. Any changes to this solicitation will be posted as an addendum on the ESBD. It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Failure to periodically check the ESBD will in no way release the selected Respondent from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

If this solicitation is amended by addendum all terms and conditions which are not modified remain unchanged.

F. THE TJJD REPRESENTATIVE OF DISCUSSION AND CORRESPONDENCE

All communications and questions concerning this solicitation, including any of a technical nature, must be made through TJJD Contracts Department. All correspondence and communication, including written questions, shall be directed to TJJD’s contact person listed in this solicitation.

Written answers to the questions will be provided to all Respondents thru the ESBD by addendum(s). Respondent should only rely on the written information provided in this manner.

Respondent are specifically barred from making contact with any TJJD personnel involved in this solicitation for the purpose of discussing Respondent proposals. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation. Respondents are specifically cautioned against relying on any oral information. The responsiveness of each proposal will be evaluated upon instructions given in this solicitation and any addendums thereto. Unauthorized contacts with TJJD personnel could result in the proposal being rejected in its entirety.

G. POINT OF CONTACT:

The Respondent shall provide the name, address and phone number of a point-of-contact for questions concerning the submitted proposal.

Name: Title:

Phone Number: Fax Number:

Email: ______________________________________________

Solicitaion No.: 644-25-051925 mailto:Charles.p.matuke@tjjd.texas.gov http://www.txsmartbuy.com/esbd

Street Address:

City: State: Zip Code:

H. QUESTION AND ANSWERS:

Respondents must submit all questions regarding this solicitation by email to the TJJD point of contact for this solicitation. Questions regarding this solicitation will be accepted by the date and time specified in the Schedule of Events. TJJD will respond to questions received no later than the date and time specified in the Schedule of Events.

By submission of an inquiry, Respondent acknowledges that the applicable inquiry and official answer may be shared with other Respondents and therefore Respondents will not include any confidential or proprietary information in such inquiries. TJJD will not identify the Respondent that submitted any particular inquiry.

I. DELIVERY OF PROPOSALS:

1. Proposals shall be emailed to TJJD at the following email address:

tjjd-contracts-ebids@tjjd.texas.gov

2. Proposals received by email to TJJD after the deadline stated in the Schedule of Events in this section will be disqualified and will not be evaluated.

J. PROPOSAL OPENING:

1. Proposals will be received until the date and time established for receipt. Proposals will be opened at stated time on the date of the Deadline for Submission of Proposals per the Schedule of Events.

2. Telephone calls and facsimiles are not acceptable when in response to this solicitation.

3. All submitted Proposals become the property of the State of Texas, after the deadline/opening date. Prices and terms will not be divulged until after contract award.

K. EVALUATION PROCESS:

Selection of proposal for award will be based on the Best Value to TJJD. TJJD will solely determine the Best Value through evaluation of each proposal. TJJD reserves the right to reject any and all proposals, or to re-solicit or cancel this solicitation, if such action is deemed in the best interest of the State of Texas and TJJD.

1. An evaluation committee will be established by TJJD to review and evaluate the proposals. The committee will include employees of TJJD and may include other impartial individuals who are not TJJD employees. No information will be provided to anyone about the status of the proposals while they are under evaluation.

2. At any stage in the process, TJJD may request clarification or additional information to provide the required service(s). Respondent’s responses will become part of Respondent’s proposal. TJJD reserves the right to accept or reject all or part of any proposal, waive minor technicalities, and award the contract to best serve the interest of the State.

mailto:tjjd-contracts-ebids@tjjd.texas.gov

3. Proposal will be evaluated on the basis of the ability to meet the requirements of this solicitation.

Minor irregularities: To be considered responsive, a proposal must set forth full, accurate, and complete information and all forms must be signed as indicated and as required by this solicitation.

If the requirement that is not met is considered a minor irregularity or an inconsequential variation, an exception may be made at the discretion of TJJD and the proposal considered responsive. This may occur only if the variation has negligible significance to price, quality, quantity, or delivery of services and does not affect the competitiveness of other proposals. Please note - not signing in the required places and answering “no” to any of the assurances is not considered a minor irregularity.

4. The Evaluation Committee will determine the Respondent’s proposal to select for award of a contract. The proposals meeting the minimum qualifications described in this solicitation, will be scored and ranked. The highest ranked respondents may be asked to make presentations to the evaluation committee (if applicable). Each presentation will be scored and factored into an overall score. The highest scoring proposal will be selected for award of a contract. Negotiations may be conducted with one or more of the highest ranked Respondents to ensure best value is obtained.

Best and final offers (BAFOs) may be requested. This will be at the sole discretion of TJJD. TJJD would request BAFOs by email.

5. In evaluating Proposals to determine the best value for the State of Texas, TJJD may consider information related to past contract performance of a Respondent including, but not limited to, State of Texas Vendor Performance Tracking System, available at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/. Prior work performance with TJJD and other state agencies or governmental entities which are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. In addition, Respondents involved in litigation with TJJD or another state agency may be disqualified.

6. Past Performance: Respondent’s past performance will be measured based upon pass/fail criteria, in compliance with applicable provisions of Sections 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Texas Government Code. Respondent may fail this selection criterion for any of the following conditions:

a. A grade lower than “C” in the Vendor Performance System;

b. Currently under a Corrective Action Plan through the Texas Comptroller of Public Accounts

(CPA);

c. Having repeated negative Vendor Performance Reports for the same reason; or

d. Having purchase orders that have been cancelled in the previous 12 months for non-performance (i.e. late delivery, etc.).

Vendor performance information is located on the CPA web site at:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/. This link is provided for the convenience of the Respondents. The link may change or may no longer be available.

7. TJJD may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code Section 20.115), TJJD may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of TJJD, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

L. EVALUATION CRITERIA

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

The evaluation process includes an evaluation of the written proposal which may result in scoring to develop a short list of Respondents that may continue to the best and final offer (BAFO) stage or result in one Respondent that is to be awarded if that Respondent clearly outscores all other Respondents.

The BAFO stage may possibly include oral presentation, demonstrations, discussions, and/or site visits in an effort to fully understand a Respondent’s capability. If there are two stages, the preliminary scoring will be based on the total points awarded by the Evaluation Committee. After oral presentations (if any), evaluators will reevaluate proposals of the “short list” using the same criteria and will use these scores as the final evaluation scores

TJJD reserves the right to request additional information in an effort to fully understand a Respondent’s capabilities.

1. The Evaluation Criteria and their respective weights are as follows:

A. Qualifications and Experience 20% B. Knowledge, Skills, and Ability 30% C. Accessibility and Flexibility 15% D. Completion of Assigned Duties within Appropriate Timeframes 25% E. Price 10 % 100%

EVALUATION CRITERIA

Completeness of Response Responses to this solicitation must be complete and responsive. Responses that do not include the proposal content requirements identified within this RFP (under Proposal Content Submission) and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Administrative Review and will receive no further consideration.

Pass/Fail

References Provide a minimum of three (3) references for which similar services were performed or provided. Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation.

Respondent should provide only references that have correct and active contact information for TJJD to be able to contact the references if TJJD decides to contact the references provided.

Pass/Fail

Qualifications/Experience Respondent shall provide:

1. This section shall contain a clear description of the entity submitting the proposal, including an outline of the history of the organization/contractor, organizational/contractor capabilities, goals and purposes, an organizational chart listing staff members and all satellite offices, and days and hours of operation.

2. The respondent’s track record of successfully completing similar ARD evaluations. Documented positive reputation, and the extent to which services meet TJJD needs and federal/state special education requirements, and the quality of services the responder proposes to provide.

20 Points

3. Respondent will provide documented resumes and proof of personnel professional credentials or licensing.

Key Personnel Knowledge, Skills, and Ability

1. Description of how Respondent intends to meet the goals as stated in this solicitation.

2. Describe special education confidentiality policies and applications.

3. Provide the ARD process that your organization follows.

4. Describe how Respondent will implement the ARD process to TJJD staff.

5. Describe Respondent’s experience working collaboratively to establish rapport and build credibility with a wide array of internal stakeholders.

6. Describe Respondent’s proficiency in using computers and applicable software.

7. Describe Respondent’s communication skills orally and in writing with students, parents, administrators, and other professionals involved in the education of agency youth as needed/requested.

8. Describe how Respondent can work independently with minimum supervision.

9. Describe Respondent’s ability to work effectively as a team member and get along with others.

10. Describe how Respondent’s will keep accurate files and records.

30 Points

Work Plan The Work Plan will be evaluated on the Respondent’s description of how it intends to meet the requirements set forth in the solicitation. The evaluation factors that will be used include content of the proposal and descriptions of requirements below.

Accessibility and Flexibility

1. Describe your communication styles and forms of communication you are proficient in.

2. Describe how you and/or your organization will implement the ARD process to

TJJD staff.

3. Describe the amount of advance notice you and/or your organization will require.

4. Describe how you and/or your organization will address the availability to conduct ARD meetings as needed/requested.

5. Describe your ability to submit monthly invoices.

15 Points

Completion of Assigned Duties within Appropriate Timeframes Respondent shall provide:

1. Provide a detailed description of you or your companies methods of organizing tasks to meet the goals of preparing and conducting ARD meetings, attending training for Project Education and timely submissions of all ARD paperwork.

2. Provide a detailed description of how you and/or your company will be able to meet the requirement for assignment completion in 5 business days.

25 Points

Price The proposed prices set forth in Exhibit B will be evaluated in terms of reasonableness, competitiveness with other Respondents, similar programs in the marketplace, and the ability of TJJD to commit to the expense.

10 points

TOTAL MAXIMUM POINTS 100 points

M. REDACTED ELECTRONIC COPY:

Under House Bill 3430, 80th Texas Legislature, (transferring Section 2177.052, Texas Government Code, to Chapter 322, Texas Government Code and re-designating it as Section 322.020) and as per the following requirements, no later than two (2) business days after Awarded Respondent’s receipt of notice from TJJD of Awarded Respondent’s tentative contract award, Awarded Respondent (and no other service providers) must deliver to TJJD via email one (1) electronic copy of its complete and redacted proposal in compliance with all of the following requirements.

1. A copy of Awarded Respondent’s proposal, in searchable pdf format, which has excised, blacked out, or otherwise redacted information from its proposal that Awarded Respondent reasonably considers to be confidential and exempt from public disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code (this should be a de minimis portion, if any, of Awarded Respondent’s Proposal, such as social security numbers).

2. An Appendix for Awarded Respondent’s Proposal which provides a cross reference for the location of all information redacted by Awarded Respondent and a general description of the redacted information.

3. Identified as “For Public Release: Redacted Version of [Name of Awarded Respondent]’s Proposal and Exhibits. Texas Juvenile Justice Department, solicitation No. “644-25-051925”

4. The Texas Legislative Budget Board (LBB) has now implemented a contracts database. For information regarding the LBB contracts database, go to:

http://www.lbb.state.tx.us/Contract_Reporting.aspx. For information regarding the LBB, see the LBB website at http://www.lbb.state.tx.us/.

5. TJJD is required to upload certain contracts to the LBB’s contract database and if applicable shall upload the contract(s) resulting from this solicitation to the LBB’s contracts database which will include the text of the complete contract (with limited redaction and appendix) no later than thirty

(30) days after date of contract award. It is the responsibility of the Awarded Respondent to ensure all confidential or company private information has been redacted prior to TJJD posting the Respondent’s proposal to the…