Final_RFI_045_2300000005_2_SO_FORM.PDF

Document ID: RFI 045 2300000005 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 2

TITLE: 2023 Department Of Juvenile Justice

Date Issued:

07/17/2023 Record Date:

07/12/2023

Solicitation Closes Date:

07/26/2023 Time:

15:00

Solicitation No:

RFI 045 2300000005

Reason for Modification

Modified to post responses to vendor questions.about Assessment of Kentucky's Pre-Adjudication of Juvenile Detention Centers and Program

Online Bidding Prohibited: Yes For Information Call:

Timothy Gutman 502-564-5841

Bid Receiving Location:

Auditor of Public Accounts Bid Clerk 209 St. Clair Street

Frankfort KY 40601

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFI 045 2300000005 Page: 2

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 2023 Department Of Juvenile Justice Performance Audit

0.00000 UNIT

Comm Code Comm Description Manufacturer Model # Manuf Part #

94620 Auditing

Extended Description See Attached Information.

Shipping Information Auditor of Public Accounts

209 St. Clair Street

Frankfort KY 40601

Billing Information Auditor of Public Accounts

209 St. Clair Street

Frankfort KY 40601

Document ID: RFI 045 2300000005 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item

What is the expected start and end date for the RFI?

What information would be expected by the October 15, 2023?

We are asking because of the small window of time between when a vendor would receive a response to the RFI and October 15, 2023.

Is there an expectation that there will be on-site visits for all 8 identified facilities?

Document Description Page 4

2300000005 2023 Department Of Juvenile Justice

The RFI mentions that the review period The review period shall be from January 2, 2016, to December 31, 2022. Would there be an expectation to review information regarding conditions beyond December 31, 2022?

Is there a funding range contemplated for this RFI?

Document Description Page 5

This RFI contains preliminary information to serve as a platform for reaction and discussion with the vendor community. The requirements in this RFI are in no way final or represent what may be contained in the final Personal Services Contract. The issuance of this RFI constitute a commitment to issue a bid or award a contract or to pay any costs incurred in preparation of a response to this request. Whereas this RFI does not envision a competitive bidding process or RFP, responding vendors shall refrain from providing any quotes or bids in response to this RFI. However, responding vendors should provide estimates of time and costs to complete the Project as requested in Item III Section 1(F) below.

The Commonwealth is seeking your input through a written response.

All responses, questions and inquiries concerning this RFI should be directed in writing to:

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From the issue date of this RFI until the responses are due, vendors shall not individually communicate with any Commonwealth staff concerning this RFI except as referenced herein.

Interested parties are encouraged to submit any questions in writing to the buyer of record given above. Written questions are due on APA will respond to questions on or before July 1, 2023

Respondents shall submit one (1) marked original hard copy response and one

(1) response emailed to Tim.Gutman@ky.gov (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos hardcopy.

The outside cover of the package containing the response to this RFI is to be marked:

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The Kentucky Department of Juvenile Justice currently operates eight (8) regional pre-adjudication juvenile detention facilities, located in the following counties:

Adair, Boyd, Breathitt, Campbell, Fayette, Jefferson, McCracken, and Warren

2023 Senate Bill 162 directs the APA to contract for such an assessment, and responses to this RFI will be used by the APA in selecting a firm with which to negotiate a contract to perform the assessment, together with informing the scope of the assessment to the extent not otherwise directed by the authorizing legislation.

The competencies, experience, and education that should be utilized by a firm conducting such an assessment, and a description of the extent to which the responding firm possesses such attributes.

A proposed minimum length of time to complete such an assessment that would allow the assessment to be completed with all practicable speed without compromising its integrity, and a description of how the firm could meet that timeframe.

One or more assessment methodologies that should be utilized to complete the assessment, identifying any methodologies that may be proprietary, with a description of the firm’s ability to apply the methodologies identified.

The guidance, standards, and practices that should be applied in conducting such an assessment, together with a description of the firm’s ability to apply the guidance, Document Description Page 8 standards, and practices so identified.

An assessment design that would allow comparability over time with a previous assessment conducted by the Center for Children's Law and Policy, contracted in 2017 and released in 2018 (copy attached).

The costs to be incurred in conducting such an assessment, both in total and by category and rate, if the responding firm were to be engaged to perform the assessment.

Firm information

Address/Telephone Number Contact Person Brief History of company Length of Time in Business Firm Brochures, Literature if available

The technological competence, willingness, and preparedness to acquire, collect, exchange, maintain, protect, dispose of, or destroy, as directed by the Commonwealth in accordance with all applicable privacy laws and regulations, any and all electronic data received by the Contractor in the performance of its duties herein.

The engagement shall be for a full performance review of the preadjudication facilities operated by, and the preadjudication programs administered by, the Department of Juvenile Justice within the Justice and Public Safety Cabinet, including its policies, procedures, and protocols and conditions of confinement.

The review period shall be from January 1, 2016, to December 31, 2022.

Document Description Page 9

The review shall include but not be limited to:

Interviews with front-line employees;

Interviews with law enforcement agencies in the area of the detention facility;

Review of adopted staffing procedures, and the compliance or noncompliance with the adopted procedures on-site;

Review of incident reporting procedures and incident reports;

Receipt, review, and actions taken by the Department of Juvenile Justice related to complaints and concerns from employees;

Review of all monthly reports; and Review of all complaints and exit interview forms.

Evaluation of mental health services provided in the facilities.

Evaluation of progress made or changes implemented by DJJ in response to previous assessment conducted by the Center for Children's Law and Policy released in 2018 Review and evaluate adequacy of staffing levels and training provided to staff at facilities.

The engagement shall be with an entity that has experience in reviewing the performance of state agencies offering juvenile detention facilities and programs.

Notwithstanding any law to the contrary, the APA shall procure professional services by a personal service contract through noncompetitive negotiation with an entity

Document Description Page 10 that has experience in reviewing the performance of state agencies offering juvenile detention facilities and programs.

The contracting party shall enter into a memorandum of understanding with the Legislative Oversight and Investigations Committee of the Legislative Research Commission (LRC) concerning the exchange of materials and work papers and maintenance of confidentiality.

The contract shall provide that the performance review results shall be reported to the (LRC), and any materials related to the performance review shall be provided to the LRC, and the form(s) (written, verbal, and/or electronic) that such results and materials shall be presented, with an initial preliminary report of the results of the performance review submitted to the LRC by October 15, 2023.

The contracted entity shall have the APA authority provided under KRS 43.080 and KRS 43.090. including but not limited to the authority to obtain access to the records of the audited agency and to compel witness testimony under oath.

Employees of the Department of Juvenile Justice shall be allowed to participate in interviews outside the presence of any supervisor, official, or counsel representing the department or the Justice and Public Safety Cabinet.

The work papers of the contracted entity shall be confidential and shall not be subject to subpoena, or to review or production under KRS 61.870 to KRS 61.884, the Kentucky Open Records Act.

Document Description Page 11

The Sections that should be included in your response to the RFI are:

Transmittal Letter The transmittal letter should be in the form of a standard business letter and should be signed by an individual authorized to bind the vendor. It should note if any proprietary information has been included and the name, address, phone number, fax number and E-mail address of the vendor’s contact.

Response Itself The Response should address the specific questions raised above, as well as give the requested information on the Respondent firm. Please provide hard responses with sections organized in the same order as the RFI. Sections need to be labeled with the section headers used in the RFI.

In addition, please feel free to make any comments, observations, or suggestions that may assist the APA in its decision to draft and enter into a Personal Services Contract, and the contract terms that may be contained therein.

§Transmittal Letter and Responses from interested vendors shall be submitted to the APA no later than July 26, 2023.

Proprietary Information The vendor should place all confidential data, in order, under separate cover clearly marked confidential. All data

Document Description Page 12 should be titled and reference the question the information is related to.

Responses may be subject to Kentucky Open Records Law pursuant to the provisions of KRS 61.870 et. seq.

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INTRODUCTION

METHODOLOGY

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FINDINGS AND RECOMMENDATIONS

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Document Description Page 21 https://www.pbis.org/community/juvenile-justice

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Document Description Page 23 http://www.jkmtraining.com/

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Document Description Page 26 http://www.pbis.org/

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