FINAL IFB- 26-MULTI-CS-BH-001- Community Behavioral Health Evals 2.17.26 TW.SJ.OAG.RC.JG.pdf

Community-Based Behavioral Health Evaluations for Multiple

Regions

Solicitation #: 26-MULTI-CS-BH-001

IFB Document

IFB for Department of Juvenile Services Page 1 of 43

STATE OF MARYLAND

DEPARTMENT OF JUVENILE SERVICES

(DJS)

INVITATION FOR BIDS (IFB)

COMMUNITY-BASED BEHAVIORAL HEALTH

EVALUATIONS FOR MULTIPLE REGIONS

IFB NUMBER 26-MULTI-CS-BH-001

ISSUE DATE: MARCH 2, 2026

NOTICE TO BIDDERS

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

NOTICE TO BIDDERS

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/

IFB for Department of Juvenile Services Page 2 of 43

KEY INFORMATION SUMMARY SHEET (KISS)

Invitation for Bids Services - Community-Based Behavioral Health Evaluations for Multiple

Regions

Solicitation

Number:

26-MULTI-CS-BH-001

IFB Issue Date: March 2, 2026

IFB Issuing

Office:

Department Of Juvenile Services (“DJS” or the "Department")

Procurement

Officer:

Shenika Jackson

217 E. Redwood Street

Baltimore, MD 21202

Email:

Phone Number:

shenika.jackson3@maryland.gov

(410)230-3429

Bids are to be sent to:

Bids will be accepted through the State's eMaryland Marketplace

Advantage (eMMA) e-Procurement system. Instructions on how to submit bids electronically can be found at: https://procurement.maryland.gov/wp-content/uploads/sites/12/2021/01/4-eMMA-QRG-Responding-to-

SolicitationsIFB.pdf

Submit on emma.maryland.gov under Solicitation Number 26-MULTI-

CS-BH-001

To submit a bid, bidders must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid Notice

Feedback Form

If you are not submitting a bid for this solicitation, submit Attachment 1 with your reasons why.

Pre-Bid

Conference:

Wednesday, March 18, 2026 -at 11:00am Local Time

Virtual Teleconference, By Calendar Invitation from Procurement Officer

Only

See Attachment A for directions and instructions.

See Section 4.3 for additional details.

mailto:shenika.jackson3@maryland.gov https://procurement.maryland.gov/wp-content/uploads/sites/12/2021/01/4-eMMA-QRG-Responding-to-SolicitationsIFB.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2021/01/4-eMMA-QRG-Responding-to-SolicitationsIFB.pdf https://procurement.maryland.gov/wp-content/uploads/sites/12/2021/01/4-eMMA-QRG-Responding-to-SolicitationsIFB.pdf

IFB for Department of Juvenile Services Page 3 of 43

See Attachment 2 Pre-Bid/ Proposal Conference Response Form:

https://procurement.maryland.gov/wpcontent/uploads/sites/12/2024/07/A ttachment-2.-Pre-Bid_-Pre-ProposalConference-Response-Form.pdf to RSVP by Tuesday, March 24, 2026 -at 11:00am Local Time

Questions Due

Date and Time:

Wednesday, March 25, 2026 -at 2:00pm Local Time

Bid Due (Closing)

Date and Time:

Wednesday, April 1, 2026 -at 2:00pm Local Time

Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see Attachment 1 - No Bid Notice/Vendor

Feedback Form).

MBE

Subcontracting

Goal:

An overall Minority Business Enterprise (MBE) subcontract participation goal of 5% percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

Refer to Exhibit 1 for information on how goal setting was determined.

Also, refer to Appendix 4 for information about the MBE program and goals.

VSBE

Subcontracting

Goal:

0%

Procurement

Method:

A Contract will be awarded in accordance with the Competitive Sealed

Bidding method under COMAR 21.05.02.

Multiple or

Alternate Bids:

Multiple or alternate Bids will not be accepted.

Contract Type: Fixed Price

Contract

Duration:

Five (5) base period with no option periods.

Primary Place of

Performance:

Eastern, Capital South and Western Regions

SBR Designation: No

Federal Funding: No https://procurement.maryland.gov/wpcontent/uploads/sites/12/2024/07/Attachment-2.-Pre-Bid_-Pre-ProposalConference-Response-Form.pdf https://procurement.maryland.gov/wpcontent/uploads/sites/12/2024/07/Attachment-2.-Pre-Bid_-Pre-ProposalConference-Response-Form.pdf

IFB for Department of Juvenile Services Page 4 of 43

Table of Contents - IFB

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.2.1 Project Goals

2.2.2 State Staff and Roles

2.3 Contractor Responsibilities and Tasks

2.4 Program Oversight

2.5 Supplemental Preferred Services

3 Standard Terms and Conditions

3.2 Contract Initiation Requirements

3.3 End of Contract Transition

3.4 The Contractor shall Invoicing

3.4.1 Invoice Submission Schedule

3.4.2 Deliverable Invoicing

3.4.3 Travel Reimbursement

3.5 Liquidated Damages

3.5.1 MBE Liquidated Damages

3.5.2 Liquidated Damages other than MBE

3.5.3 Problem Escalation Procedure

3.6 Work Orders

3.7 Payments by Electronic Funds Transfer

3.8 Prompt Payment Policy

3.9 Federal Funding Acknowledgement

3.10 Conflict of Interest Affidavit and Disclosure

3.11 Non-Disclosure Agreement

3.11.1 Non-Disclosure Agreement (Bidder/ Offeror)

3.11.2 Non-Disclosure Agreement (Contractor)

3.12 Maryland Healthy Working Families Act Requirements

3.13 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.14 Insurance Requirements

3.15 Security Clearance/Criminal Background Check

3.16 Child Protective Services Clearance

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3.17 Prison Rape Elimination Act (PREA)

4 Bid Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Bid Conference

4.4 Questions

4.5 Bid Due (Closing) Date and Time

4.6 Receipt, Opening and Recording of Bids

4.7 Duration of Bids

4.8 Revisions to the IFB

4.9 Cancellations

4.10 Incurred Expenses

4.11 Protest/Disputes

4.12 Bidder Responsibilities

4.13 Acceptance of Terms and Conditions

4.14 Compliance with Laws/Arrearages

4.15 Verification of Registration and Tax Payment

4.16 False Statements

4.17 Confidentiality of Bids / Public Information Act Notice

4.18 Use of Bidder’s Form Not Binding on State

4.19 Attachments and Documents Required with the Bid (Table A)

4.20 Bid Delivery Instructions

4.21 Bid Evaluation Criteria and Award Basis

4.22 Tie Bids

4.23 Reciprocal Preference

4.24 Documents Required upon Notice of Recommendation for Contract Award (Table B)

5 IFB Appendices and Exhibits

5.1 Appendices (Table C)

5.2 Exhibits (Table D) ................................................................... Error! Bookmark not defined.

- REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK -

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1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

As part of the determination to be considered responsive, the Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

1.1.1 The Bidder shall have two (2) years of experience within the last five (5) years providing community-based Mental Health Evaluations to court-involved youth.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid a minimum of three (3) reference letters from the past five (5) years attesting to the

Bidder’s experience providing community-based mental health evaluations for court-involved youth as described in this solicitation. For each reference letter, the Bidder shall provide: (a) the name of the client organization; and (b) the name, title, telephone number, and email address, if available, or the point of contact for the client organization.

1.1.2 The Bidder’s proposed staff shall be certified as specified in IFB Section 2.3.5.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid current licenses and certifications of proposed staff who will be providing services under the Contract as specified in IFB Section 2.3.5.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

IFB for Department of Juvenile Services Page 7 of 43

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Department of Juvenile Services (DJS or Department) is issuing this Invitation for

Bids (IFB) in order to procure Contractor(s) to provide Behavioral Health Evaluations for male and female adolescent youth who are adjudicated or pre-adjudicated delinquent and/or court ordered to participate in evaluations, and who reside or housed in multiple

DJS Regions throughout the State of Maryland. See Section 2.3, Table 1 for DJS

Regions.

2.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a

Contract(s) between the selected Bidder(s) and the State. The Department intends to make up to three (3) awards, one award for each Region, for the work under this IFB.

See IFB Section 4.26 Bid Evaluation Criteria and Award Basis for more Contract award information.

A. Eastern Region

Lower Eastern Shore Children’s Center (LESCC): 405 Naylor Mill Road, Salisbury, Maryland 21801.

B. Capital South Region

Cheltenham Youth Detention Center (CYDC): 11003 Frank Tippett Road, Cheltenham, Maryland 20623.

C. Western Region

1. Victor Cullen Center (VCC): 6000 Cullen Drive, Sabillasville, Maryland, 21780.

2. Western Maryland Children’s Center (WMCC): 18420 Roxbury Road, Hagerstown, Maryland 21740.

3. Backbone Mountain Youth Center, 124 Camp 4 Rd, Swanton, MD 21561.

4. Green Ridge Youth Center, 15 Mile Creek Rd, Flintstone, MD 21530.

A Bidder, either directly or through its subcontractor(s), must be capable of providing all goods and services and meeting all requirements specified in this solicitation. The successful Bidder

(hereinafter “the Contractor”) shall remain fully responsible for performance of all Contract obligations, regardless of any subcontractor’s involvement in delivering services.

Any agreements entered into by the Contractor with other entities shall be solely between the

Contractor and those entities. Such agreements shall not constitute purchases by the State or any

State agency, shall not be binding or enforceable against the State, and may be subject to additional terms and conditions as agreed upon solely by the Contractor and the third party.

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All Contract prices, terms, and conditions must be provided to any Maryland local government or nonprofit entity requesting services under the Contract. The Contractor bears the risk of determining whether or not a government, agency, or organization with which the Contractor is dealing is a State entity.

A Contract award does not ensure a Contractor will receive all or any State business under the

Contract.

2.2 Background and Purpose

The Department provides individualized care and treatment to court-involved youth. DJS utilizes a continuum of services and treatment for youth with an expanded community-based focus. The treatment and programs include probation, home detention and monitoring, community service, victim restitution, and counseling. Some youth who may pose a risk to themselves or to public safety are placed in residential programs or detained pending appropriate placements. Behavioral health evaluations are useful in providing treatment service recommendations for youth. Evaluations also assist the court in making transfer or waiver determinations.

2.2.1 Project Goals

The goal of this solicitation is to procure community-based behavioral health evaluators to conduct evaluations and provide treatment recommendations for referred youth who are alleged or found to have engaged in delinquent behavior. They also assist the court in making transfer and waiver determinations.

2.2.2 State Staff and Roles

In addition to the Procurement Officer and Contract Monitor, the Contractor(s) can expect to interact with the following:

Regional Director – Oversees services within their DJS Region.

Resource Officer – Submits referrals, tracks, and receives completed evaluations.

Case Manager – Provides the youth’s background information and documentation to the evaluator. Reviews completed evaluation for accuracy. Point of contact between the evaluator and the family, if needed. Point of contact for use of community office for evaluation purposes.

The Contractor shall meet with the Regional Director/designee in the various DJS regions and

Contract Monitor at least monthly to discuss implementation successes, challenges/barriers, contributing factors toward challenges/barriers, and strategies to address challenges/barriers.

The Contractor shall participate in quarterly oversight meetings to discuss program performance and to problem-solve issues. The dates and locations of meetings shall be agreed upon by the

Contract Monitor, the Regional Director/designee, and the Contractor.

The Department seeks to enhance the quality and cultural responsiveness of behavioral health evaluations for youth involved in the juvenile justice system, ensuring that evaluations are conducted by culturally proficient professionals, are aligned with professional standards and best

IFB for Department of Juvenile Services Page 9 of 43 practices, and inform court dispositions through an anti-racist lens that promotes racial equity and improves outcomes for youth of color.

2.3 Contractor Responsibilities and Tasks

The Contractor shall provide all labor, materials, supplies, and equipment necessary to conduct community-based behavioral health evaluations for youth residing in the community or housed at facilities in multiple DJS Regions. See Table 1.

Table 1

Region Counties/City DJS Facilities*

(Located within these Regions)

Eastern

Region

Caroline, Cecil, Dorchester, Kent, Queen Anne’s, Somerset, Talbot, Wicomico, and Worcester Counties

Lower Eastern Shore

Children’s Center

Capital South

Region

Calvert, Charles, Montgomery, Prince George's, and St.

Mary's Counties

Cheltenham Youth

Detention Center

Western

Region

Allegany, Carroll, Frederick, Garrett, and Washington

Counties

Backbone Mountain Youth

Center, Green Ridge Youth

Center, Victor Cullen

Center, Western Maryland

Children's Center

* In addition to DJS Facilities in Table 1, there may be referrals for evaluations for youth housed in another residential facility within the Region, e.g., adult facilities, Residential

Treatment Center, etc.

The Contractor shall provide:

2.3.1 Except as noted, comprehensive behavioral health evaluations in the Regions as specified in

Table 1 to all referred youth. These services shall include but not limited to:

A. Psychological (to be completed by a licensed Psychologist or Psych Associate)

1) Psychological or Transfer and Waiver evaluations;

2) Updated Psychological evaluations;

3) Psychological consultations.

IFB for Department of Juvenile Services Page 10 of 43

B. Psychiatric (to be completed by a licensed Psychiatrist)

1) Psychiatric evaluations;

2) Psychiatric consultations;

3) Certificate of Need (CON) evaluations;

4) Updated CON evaluations.

C. Psychosexual Evaluations to be completed by a licensed Psychiatrist, Psychologist, Professional Counselor, or Social Worker with appropriate training.

2.3.1.1 Psychological Evaluations

The Contractor(s) shall:

A. Conduct comprehensive psychological or transfer and waiver evaluations for youth, analyzing presenting problems within their cultural, social, and systemic contexts, including the impact of racism. The evaluations should determine the types of services necessary to address the identified needs and recommend the appropriate degree of supervision. Evaluations may be for the purposes of general treatment planning, disposition or a transfer of jurisdiction hearing.

B. Provide a written evaluation report in compliance with Table C-Appendix 10 –

Psychological Evaluation Template or Table C-Appendix 11 -Transfer Waiver

Evaluation Template. The report shall at a minimum include:

1) DSM-5/ICD-10 diagnoses along with recommendations for treatment (other than medication) and further evaluation, e.g., formal psychological testing, clinically indicated;

2) Summary of testing administered;

3) Summary of the interview of youth and family members; and

4) Summary of interview of DJS case manager.

C. Conduct an interview of at least sixty (60) minutes with the referred youth, family members and DJS case manager. An in-person interview is the preferred method.

Virtual should be utilized on an as needed basis and will be billed at a reduced rate.

D. Conduct psychological testing of youth using instruments and/or inventories that are culturally, ethnically, and racially appropriate and psychometrically sound (valid and reliable).

E. Utilize variations in the test battery depending on the referral question, chief complaints, and Contractor preference. The Department reserves the right to make the final decision on all testing methodologies and service protocols. The test battery used must include, at a minimum, the following:

1) An intelligence assessment based on the results of an individually administered, generally accepted standardized test, such as the most recent versions of the

Wechsler Adult Intelligence Scale, the Wechsler Intelligence Scale for Children, or the Wechsler Abbreviated Scale of Intelligence. If results are available from an individually administered intelligence assessment that was given within the

IFB for Department of Juvenile Services Page 11 of 43 past calendar year, a summary of findings or an abbreviated assessment would be acceptable;

2) A personality assessment based on at least two (2) generally accepted standardized objective personality tests (e.g., Minnesota Multiphasic Personality

Inventory-Adolescent (MMPI-A), Millon Adolescent Clinical Inventory-II

(MACI-II), Personality Inventory for Youth (PIY), Personality Assessment

Inventory-Adolescent (PAI-A), etc.), or one (1) objective and one (1) generally accepted projective personality test identified by the Contractor (e.g., Rorschach, TAT, Sentence Completion, etc.);

3) A screening instrument generally accepted by the profession to test for possible neuropsychological impairments (e.g., Bender Gestalt), and/or a related screening instrument based upon other identified specialized impairments;

4) Screening tools to assess for specific symptomology such as ADHD, depression, anxiety and any other identified areas of concern;

5) A risk assessment tool (e.g., Structured Assessment of Violence Risk in Youth

(SAVRY) or Youth Level of Service Inventory (YLS-CMI 2.0). The SAVRY is currently required for evaluations conducted for transfer of jurisdiction hearings;

and

6) A trauma assessment to include use of at least one (1) trauma screening instrument (e.g., UCLA Post-Traumatic Stress Disorder Reaction Index, Trauma

Symptom Checklist for Children (TSCC) or Children Trauma Questionnaire

(CTQ)).

2.3.1.2 Updated Psychological Evaluations

If a psychological evaluation was completed within the last twelve (12) months and a new evaluation request is received e.g., due to new charges, non-compliance, or is court ordered, the Contractor(s) will not need to re-do a full assessment. The expectation is that the Contractor(s) conduct an updated evaluation with the new case number and note any changes from when previously written. Acceptable documents would be to update the prior evaluation noting it is an “update” or an addendum letter explaining what has been updated.

2.3.1.3 Psychological Consultations

The Contractor(s) shall be available to consult on completed psychological evaluations by participating in formal virtual staffing meetings and/or treatment team meetings upon request from the Department’s referring regional office. Formal staffing and/or treatment team meetings are discussions regarding a youth in which the psychologist may meet with the representatives of appropriate disciplines and the youth and family in order to formulate recommendations and realistic treatment plans/services for the youth.

Meetings are typically approximately 30 minutes in length but may extend to 60 minutes depending on case complexity.

2.3.1.4 Psychiatric Evaluations

The Contractor shall:

A. Conduct comprehensive psychiatric evaluations as referred and provide a written report.

Evaluations may be for the purposes of general treatment planning, disposition or a

IFB for Department of Juvenile Services Page 12 of 43 waiver or transfer of jurisdiction hearing. The interview should take no less than sixty

(60) minutes.

B. Address all referral questions and determine the need for medication(s) or medication adjustment;

C. Follow established, acceptable, and best practices in the field of child and adolescent psychiatry for prescribing psychotropic medication to youth;

D. Critically review all documents and evaluations contained in the referral packet, with a lens that recognizes and accounts for potential individual and systemic biases in historical records or previous evaluations;

E. Include DSM-5/ICD-10 diagnoses along with recommendations for treatment the written report (other than medication) and further evaluation, e.g., formal psychological testing, clinically indicated;

F. When available, include in the written report noteworthy findings from a current psychological evaluation to support clinical conclusions and recommendations.

G. The Department reserves the right to make the final decision on all testing methodologies and service protocols. Refer to Table C - Appendix 12 – Psychiatric Evaluation (CON)

Template for guidance.

2.3.1.5 Psychiatric Consultations

The Contractor(s) shall be available to consult on completed psychiatric evaluations by participating in formal staffing meetings and/or treatment team meetings upon request from the Department’s referring regional office. Formal staffing and/or treatment team meetings are discussions regarding a youth in which the psychiatrist may meet with the representatives of appropriate disciplines and the youth and family in order to formulate recommendations and realistic treatment plans/services for the youth. Meetings are typically approximately 30 minutes in length but may extend to 60 minutes depending on case complexity.

2.3.1.6 Certificate of Need (CON) Evaluations

A. For youth being referred by the Department to an inpatient psychiatric facility or

Residential Treatment Center (RTC), the Contractor shall provide the psychiatric evaluations required for a Certificate of Need (CON).

B. The Contractor is only responsible for the CON psychiatric evaluation.

C. The Psychiatrist must complete a records review with a lens that recognizes and accounts for potential individual and systemic biases in historical records or previous evaluations, interview the youth and parent/guardian (and others, as appropriate) referred for the CON evaluation, and prepare (and submit by the deadline specified on the referral) a written evaluation report in strict compliance with Table C - Appendix 12 – Psychiatric

Evaluation (CON) Template. This annotated template has been developed consistent with the Maryland Public Mental Health System’s Medical Necessity Criteria. Prior to preparing the CON psychiatric report, it is highly recommended that the evaluator review the medical necessity criteria for child/adolescent RTC care.

D. Updated Certificate of Need (CON) Evaluations

a. If a CON has expired (greater than 30 days), the Contractor shall provide an addendum letter if they believe the recommendations have not changed.

b. If they believe changes are needed to the original recommendation, a full

CON will be required.

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2.3.1.7 Psychosexual Evaluations

The Contractor shall:

A. Conduct comprehensive psychosexual evaluations to determine the types of services necessary to address presenting problems of youth and the degree of supervision to be provided. Evaluations may be for purposes of general treatment planning, disposition, or a transfer of jurisdiction hearing. The purpose of the evaluation shall be to:

1) Provide the most accurate evaluation possible of the youth’s risk to re-offend;

2) Gather information regarding the youth’s knowledge and experience related to sexual experiences;

3) Gather family history information related to the youth’s sexual behavior;

4) identify and document the treatment needs of the youth; and

5) Provide information that will help the Department identify optimal supervision strategies and the appropriate setting and intensity of treatment.

B. Provide a written report of the evaluation in a format similar to the DJS-provided template Table C - Appendix 13 – Psychosexual Evaluation Report Template.

C. The report shall, at a minimum, include:

1) DSM-5/ICD-10 diagnoses along with recommendations for treatment (other than medication) and further evaluation, e.g., formal psychological testing, clinically indicated;

2) Summary of testing administered;

3) Summary of interviews of youth and family members; and

4) Summary of the interview with the DJS case manager.

D. Conduct an interview of at least sixty (60) minutes with the referred youth, family members, and DJS case manager.

E. Review of all documents and evaluations contained in the referral packet.

F. Conduct testing of the referred youth utilizing tests and/or inventories that are culturally, ethnically, and racially appropriate and psychometrically sound (valid and reliable).

G. Utilize variations in the test battery depending on the referral question, chief complaints, and Contractor preference. The Department reserves the right to make the final decision on all testing methodologies and service protocols. The test battery used must at a minimum include the following:

1) An intelligence assessment based on the results of an individually administered, generally accepted standardized test, such as the most recent versions of the Wechsler

Adult Intelligence Scale, the Wechsler Intelligence Scale for Children, or an abbreviated assessment such as the Wechsler Abbreviated Scale of Intelligence. If results are available from an individually administered intelligence assessment that was given within the past calendar year, a summary of prior findings would be acceptable;

2) Screening tools to assess for specific symptomology such as PTSD, ADHD, depression, anxiety and any other identified areas of concern;

3) Tools to assess a youth’s sexual interest, thoughts, and attitudes regarding sexual matters and/or sexual history;

IFB for Department of Juvenile Services Page 14 of 43

4) An appropriate risk assessment instrument (e.g., the Juvenile Sex Offender

Assessment Protocol-II (J-SOAP-II)) and consideration of protective factors using a tool such as Protective + Risk Observations for Eliminating Sexual Offense

Recidivism (PROFESOR).

2.3.1.8 Evaluations for Youth in DJS or other Facilities

There may be times when referrals for evaluations will be for youth who are detained at DJS

Facilities or at other locations, including adult facilities and Residential Treatment Centers located within a contracted Region. For youth housed at any of these facility options, services shall be provided at the facility where the youth is being housed unless otherwise agreed upon by the Department. Both in-person and virtual evaluations are permitted, subject to the facility's willingness to accommodate; however, if virtual, it shall be billed at a reduced rate. The families of the youth are not present at the facility for interviews, but the

Department will provide a telephone number.

2.3.1.9 Evaluation Reports - Services provided include preparation and submission of reports

A. All reports submitted by the Contractor must include factual, impartial, and objective accounts of the pertinent information obtained during the assessment/evaluation process.

B. All reports must be culturally/ethnically/racially appropriate and, if applicable, psychometrically sound (i.e., possess credible validity and reliability).

C. Any reference and/or information contained in reports from previous or other evaluations must be cited accordingly.

D. All reports must be submitted via encrypted email to the referring Regional office and djs.bhreferrals@maryland.gov by the required due date specified in the referral. The

Department may withhold payment for reports and/or services rendered that are not received within the time specified. If the Department incurs additional costs due to any delayed reports, the Contractor shall be assessed the costs incurred to have an evaluation completed by another clinician on an emergency basis, and/or the costs of the youth’s continued stay in residential care until the evaluation is completed. These costs could equal or exceed the cost of a regularly scheduled evaluation.

E. All reports must be typed and on the Contractor’s stationery using the templates referenced in this solicitation.

F. All reports must be submitted to the DJS staff who sent the referral by the deadline date provided on the referral.

1) Psychological evaluation reports. All reports shall strictly conform in terms of content and structure to the templates attached as Table C- Appendix 10 -

Psychological Evaluation Report Template and Table C - Appendix 11. -

Psychological Assessment for Transfer Report Template.

2) Psychiatric evaluation reports. All reports shall strictly conform in terms of content and structure to the template attached as Table C - Appendix 12 –

Psychiatric Evaluation CON Template.

3) Certificate of Need (CON) evaluation reports. All reports shall strictly conform in terms of content and structure to the template attached as Table C - Appendix

12 – Psychiatric Evaluation CON Template.

4) Psychosexual evaluation reports. All reports shall strictly conform in terms of content and structure to the template attached as Table C - Appendix 13 –

Psychosexual Evaluation Report Template.

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G. All or portions of the Contractor’s invoice for payment may be withheld or denied for evaluations that do not conform to the content or specifications delineated in the referenced annotated templates.

2.3.2 Court Testimony/Appearances

2.3.2.1 If subpoenaed, the evaluator shall appear in court and provide expert testimony.

Testimony shall be accurate, impartial, fair, and independent, with the goal to treat all participants and weigh all data, opinions, and rival hypotheses impartially. No person testifying shall have been convicted of perjury or any felony.

2.3.2.2 Preparation time for personnel providing testimony, wait time, travel time, and travel costs shall be factored into the Contractor’s Bid for the fixed rate for expert testimony as provided on the Bid Price (Attachment B). A fully loaded total fixed rate shall be submitted.

2.3.2.3 The estimated number of court appearances for each Region is provided in the Bid

Form. See Attachment B – Bid Form.

2.3.3 Referrals

2.3.3.1 The Department will refer youth in need of services to the Contractor. Each referral will specify the reason for the referral. Referrals will come from the Department’s

Regional Resource Offices and/or djs.bhreferrals@maryland.gov. Referrals may be assigned by the Region where the youth resides in or the Region where they are detained in a facility.

2.3.3.2 The Contractor(s) shall be available to receive referrals, conduct evaluations, and answer questions from DJS staff Monday through Friday (excluding State Holidays, which can be found at www.dbm.maryland.gov – keyword State Holidays) for at least eight (8) hours per day. Five (5) out of the eight (8) hours per day shall be consecutive hours between the times of 8:30 a.m. and 6 p.m. Weekend hours may be ideal in certain circumstances and may be arranged if the youth, family, and DJS staff agree. There may be occasions when a youth is only available after school/work due to their specific legal requirements. It is expected that other arrangements be made to accommodate.

2.3.3.3 If the Contractor is unable to accept a referral due to the inability to meet a deadline or does not have available capacity, the Department may seek an external provider who can meet the requirement.

2.3.3.4 Referral Procedures:

The Contractor shall:

a) Accept all referrals for services beginning on the Go-live date of the

Contract;

b) Have the capability of receiving referrals by encrypted electronic mail;

c) Upon receipt of the referral from the Department, acknowledge receipt and acceptance of the referral within 24 hours.

d) Notify the Department of the appointment date and time by email and;

mailto:djs.bhreferrals@maryland.gov http://www.dbm.maryland.gov/

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e) Provide the Department with the name and telephone number of a contact person who can be easily reached for any questions regarding the appointment date and time for each referral or as an emergency contact.

DJS will forward available information to the Contractor at least one (1)

Business Day prior to the scheduled appointment for evaluations.

Information may include a social history, educational information, police reports, a court history, and any previous psychological and psychiatric evaluations.

2.3.3.5 At the time of referral, the Department will inform the Contractor of the date the particular evaluation is due. Due to the time constraints of Juvenile Court proceedings, the majority of evaluations and reports will be due within three (3) weeks from the date of referral, but due dates are subject to court-ordered deadlines, which may be shorter than 10 calendar days from the date of referral. If accepted, the

Contractor shall ensure that evaluation reports be delivered to the Department on or before the specified due date. If the Contractor fails to deliver a report on or before the required due date, the Department may withhold payment for services rendered or incur additional costs (see Section 2.3.2.D).

2.3.3.6 Refusal to Cooperate:

If the Contractor is unable to complete an evaluation because a youth refuses to cooperate, the Contractor may bill DJS the cost of a consultation, but must provide a written report to DJS detailing what transpired. This does not include youth who fail to appear for a scheduled appointment. The Contractor shall:

a) Make a good faith effort to complete the evaluation;

b) Complete a written report on that portion of the evaluation that was completed;

c) Detail efforts made to complete the evaluation;

d) Provide clinical impressions; and

e) Report the circumstances surrounding the youth’s refusal to cooperate to the

Department by email, as soon as it becomes apparent to the Contractor that the evaluation may not be completed.

2.3.3.7 Missed Appointments:

If a youth is scheduled for an appointment but fails to appear, the Contractor shall be paid its applicable rate from the Bid Form (Attachment B) for a missed appointment.

The Contractor shall immediately notify the referring DJS personnel via email of any missed appointment. Youth with more than two (2) missed appointments shall not be rescheduled without prior approval of the referring DJS personnel.

The Department does not guarantee a minimum or maximum number of referrals.

2.3.4 Locations and scheduling of services

2.3.4.1 The Department prefers that services be delivered in person. If DJS determines that services may be delivered virtually, the cost will result in a 20% reduction in price. Any special accommodations will be noted on the referral form, including any need for interpreter services.

2.3.4.2 If services are provided virtually, utilize a HIPAA secure electronic platform. The

Contractor shall submit a copy of the Business Associate Agreement (BAA) for

IFB for Department of Juvenile Services Page 17 of 43 the platform to be utilized as part of the response to the solicitation. The

Contractor must be capable of providing all required testing and interviews when conducting evaluations virtually.

2.3.4.3 The Contractor should adhere to proper virtual evaluation etiquette, including;

a) Quiet Secure Environment: Ensure the surroundings are conducive to privacy, concentration and communication. Minimize background noise and disruptions that could interfere with the evaluation process.

b) Camera and Microphone On: Keep both the camera and microphone active throughout the session unless there are specific reasons (e.g., technical issues or temporary interruptions) to turn them off. This enhances engagement and allows for non-verbal cues to be observed, promoting a more interactive and attentive environment.

c) Uninterrupted Focus: Stay fully engaged and focused on the evaluation or meeting agenda. Avoid multitasking or engaging in unrelated activities that may divert attention away from the discussion or assessment tasks.

d) Minimize Distractions: Take proactive steps to minimize distractions, such as silencing notifications on devices, closing unnecessary applications or tabs, and notifying household members or colleagues of your availability during the evaluation period.

e) Respectful Communication: Use professional language and tone when communicating virtually. Be mindful of cultural differences and ensure all participants have opportunities to contribute without interruptions or dominance from others.

f) Technical Preparedness: Familiarize yourself with the virtual platform and tools being used for the evaluation. Test your equipment beforehand to ensure reliable connectivity, audio clarity, and video quality.

g) Punctuality: Arrive on time for the virtual evaluation or meeting.

Punctuality demonstrates respect for others' time and helps to maintain the schedule for efficient discussions and assessments.

h) Follow Guidelines: Adhere to any specific guidelines or protocols provided by the organizers or evaluators regarding virtual etiquette, evaluation criteria, and participation expectations.

2.3.4.4 The Department shall not be responsible for any of the Contractor’s office(s) costs to fulfill the requirements of this Contract.

2.3.4.5 The Contractor’s office used to fulfill the requirements of this Contract shall meet all applicable federal, state, and local laws, codes, regulations, and requirements, including accessibility of individuals with disabilities.

2.3.4.6 At the Department’s discretion and with written approval on a case-by-case basis, the Contractor may utilize a DJS Community Service Office that is readily accessible and within the county where the youth and parent reside and is appropriate to provide services. See Table C, Appendix 2 – Listing of DJS

Community Offices by Region.

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2.3.4.7 The Contractor’s office should be located in an area accessible by public transportation, the commute for youth and/or parent(s) not resulting in more than ten (10) miles of travel from the Department’s Community Services Office where the youth is assigned to report. If so, the Community Services Office can be utilized for the assessment. Families of youth residing in the community are responsible for their own transportation.

2.3.5 Administration and Staffing

The Contractor shall provide qualified staff to execute the terms of the Contract. The

Contractor and its staff shall maintain current licensure in the State of Maryland for the services it is providing and meet professional, continuing education and training requirements. The Bidder must submit copies of licenses, resumes, and references with its bid for all staff as proof of meeting these requirements. The following staff and qualifications are required:

2.3.5.1 Psychologist:

a) Shall possess a current license to practice psychology in the State of

Maryland;

b) Be in good standing with the Maryland Board of Examiners of

Psychologists;

c) Have at least two (2) years post-doctoral experience evaluating troubled adolescents. Experience while employed by entities or organizations other than the Bidder may be considered in determining whether this requirement has been met; and

d) Understanding of the Maryland juvenile justice system as demonstrated by the number of years of experience working with justice system-involved youth between the ages of 12 and 20. (See Table C, Appendix 3)

2.3.5.2 Psychiatrist:

a) Shall possess a current license to practice medicine in the State of

Maryland;

b) Be in good standing with the Maryland Board of Physicians;

c) Have at least two (2) years’ post-fellow experience evaluating adolescents.

Experience while employed by entities or organizations other than the

Bidder may be considered in determining whether this requirement has been met; and

d) Understanding of the Maryland juvenile justice system as demonstrated by the number of years of experience working with justice system-involved youth between the ages of 12 and 20. (See Table C, Appendix 3)

2.3.5.3 Staff Completing Psychosexual Evaluations:

The following disciplines may complete Psychosexual Evaluations:

(a) Psychologist;

(b) Psychology Associate;

(c) Psychiatrist;

(d) Licensed Certified Social Worker [LCSW];

(e) Licensed Certified Social Worker – Clinical [LCSW-C];

(f) Licensed Clinical Professional Counselor [LCPC].

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The Contractor’ staff shall:

a) Be in good standing with the applicable State of Maryland licensing board and possess a current license to practice in the State of Maryland;

b) Have at least two (2) years of experience evaluating adolescents alleged and adjudicated of a sexual offense;

c) Have demonstrated experience and competency in administering psychosexual test instruments and report writing; and

d) Have an understanding of the Maryland juvenile justice system as demonstrated by the number of years of experience working with court-involved youth between the ages of 12 and 20. (See Appendix # 4)

2.3.5.4 The Contractor shall provide adequate staff coverage in the event of illness, vacation or other absence. All employees or subcontractors who will have direct contact with youth receiving an evaluation and/or treatment must meet all qualifications specified in this section. The Contractor must submit proof of meeting required education, licensing, certification, and experience to the Contract Monitor at least fourteen (14)

Business Days prior to the employee start date. The Department reserves the right to reject any newly hired employee or subcontractor for cause.

2.3.5.5 The Contractor(s) must maintain personnel files on each employee. At a minimum, personnel files must include the following:

a) Name and Social Security Number;

b) Address;

c) Date of birth;

d) Race and sex;

e) Application and resume;

f) References and documentation of reference checks;

g) Starting date of employment;

h) Evidence that educational and experiential position requirements have been met;

i) Criminal background check results;

j) Current Maryland license;

k) Current health screening, including annual TB test/chest x-ray results;

l) Evidence of verification of orientation, training, and skills; and

m) Required PREA Disclosure Form and the policy acknowledgement page.

2.3.5.6 All staff providing services must be the same practitioners proposed in the Bidder’s submission documents or, otherwise, approved by the Contract Monitor prior to the commencement of services. The Contract Monitor reserves the right to approve or disapprove the designation of all staff proposed by the Contractor and may request further information before making either decision. If the intended staff is not approved by the Contract Monitor, the Contractor shall, within five (5) working days of the disapproval, identify another individual to serve in this capacity. The Contractor shall continue identifying intended staff until approved by the Contract Monitor.

2.3.5.7 Ensure all services are provided only by staff assigned and licensed to perform services under the Contract. The Contractor’s staff shall adhere to the ethical

IFB for Department of Juvenile Services Page 20 of 43 standards, practices, and guidelines of their respective professions with regard to the administration of tests.

2.3.5.8 Conduct all services with sensitivity to any cultural, ethnic, developmental, sexual orientation, gender, medical, educational, etc. issues that may arise during the course of services.

2.3.5.9 The Contractor shall establish and maintain a rigorous quality assurance (QA) process to review all evaluation reports prior to submission to DJS. This QA process shall include explicit measures to identify and address any potential racial bias or culturally insensitive language in the reports.

2.3.5.10 If subpoenaed, appear in court and provide expert testimony. Testimony shall be accurate, impartial, fair, and independent, with the goal to treat all participants and weigh all data, opinions, and rival hypotheses impartially. No person provided for testimony shall have been convicted of perjury or any felony.

2.3.5.11 Establish a communication system (telephone, voicemail, and email) to enable the

Department to contact the Contractor and the Contractor’s employees directly, to which the Contractor must respond no later than the next Business Day. The written details of this communication system shall be submitted to the Contract Monitor at least five (5) calendar days before the start date of the Contract.

2.3.5.12 Meet with the Department’s Regional Director/designee in the applicable Region within ten (10) calendar days of the start date of the Contract to go over the communication system and to establish the monitoring plan to include collaboration between the Department and Contractor to help youth start and complete services and to problem-solve issues. The written details of the plan shall be submitted to the

Contract Monitor via email within ten (10) calendar days following the aforementioned meeting. See Section 3.1.

2.3.5.13 Ensure clinical staff have and maintain all licenses and certifications submitted with the Bid to meet the minimum qualifications specified in Section 2 of the IFB, during the full term of the Contract. If any licenses or certifications were to lapse during the term of this Contract, the Contractor shall:

a) Notify the Contract Monitor immediately via email;

b) Submit to the Contract Monitor the written plan to address the issue via email. The written plan shall be submitted to the Contract Monitor no later than five (5) business days following the notification; and

c) Based on the type of license, contact the appropriate State board to reinstate or maintain the validity of the license.

2.3.5.14 Attend any DJS sponsored training offered regarding updated policies, practices or protocol. Policies that will be available are listed on Table C - Appendix 14 – DJS

Policies.

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2.3.6 Monthly Statistical Reports

The Contractor shall maintain a Monthly Statistical Report on an ongoing basis (See

Attachment Q), which shall be submitted to the Contract Monitor with the monthly invoice and into the Vendor’s Database no later than the 15th of every month following the month of the service. The content and frequency of the report are subject to modification at the Department’s discretion with thirty (30) days’ notice. The

Contractor is responsible for obtaining a username and password to access the vendor database using this link: https://djs.maryland.gov/Documents/DJS-New-

Vendor-Database-Access-Request.pdf.

2.3.7 Records

The Contractor shall:

2.3.7.1 Maintain a file on each referred youth. All evaluation data shall be appropriately recorded for diagnostic and documentation purposes. Paper files shall be locked up and kept in a secure area and may not be copied or redistributed without the written consent of the Department or as otherwise provided by law.

2.3.7.2 Provide to the Contract Monitor, in writing, a detailed description of the security procedures used to safeguard the confidentiality of the records.

2.3.7.3 Maintain all youth files in a matter that is consistent with the ethical standards of the applicable professional standards and all applicable laws and regulations.

2.4 Program Oversight

2.4.1.1 The Contractor shall meet with the Regional Director/designee and Contract Monitor at least monthly to discuss implementation successes, challenges/barriers, contributing factors toward challenges/barriers, and strategies to address challenges/barriers.

2.4.1.2 The Contractor shall participate in quarterly oversight meetings to discuss program performance and problem-solving issues, and report on quality assurance (QA) efforts and progress related to identifying and addressing racial and cultural bias in evaluation reports. The date of meetings and locations shall be agreed upon by the Contract

Monitor, Regional Director/ Designee and Contractor.

2.5 Supplemental Preferred Services

See the attached Professional Services Supplement associated with this solicitation.

https://djs.maryland.gov/Documents/DJS-New-Vendor-Database-Access-Request.pdf https://djs.maryland.gov/Documents/DJS-New-Vendor-Database-Access-Request.pdf

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3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

Once all approvals have been obtained and the Contract is fully executed, the Procurement Officer may schedule a kickoff meeting to be held prior to commencement of Contract performance

3.2 End of Contract Transition

The Contractor shall cooperate in the orderly transition of services from it to a subsequent contractor at the end of the contract term or upon receipt of a Notice of Termination from the State. Transition shall be provided in a prompt and timely manner and shall proceed in accordance with the schedule provided to the Contractor by the State in the Notice of Transition. Additional instructions regarding transition services may be provided in the event of a Notice of Termination issued by the State

3.3 Invoicing

The Contractor shall email the original of each invoice, supporting documentation, and signed authorization to the Contract Monitor, Jennifer Green, at Jennifer.green@maryland.gov or designee, and Accounts Payable at the following e-mail addresses:

Submission of an invoice constitutes the Contractor’s verification that the information in the invoice is accurate as of the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined…