Girls Detention_Revocation RFR Final IV.doc~1.doc

Executive Office of Health and Human Services

DEPARTMENT OF

YOUTH SERVICES

Peter J. Forbes, Commissioner

Request For Response

RFR DYS POS 2018-01

HARDWARE SECURE DETENTION/ REVOCATION

SERVICES-FEMALES,

Central, Metro, Northeast October 2017

TABLE OF CONTENTS

2INSTRUCTIONS FOR SUBMISSION OF RESPONSES

3PROPOSAL SUBMISSION

4INTRODUCTION

4PROGRAM DETAILS

6PROGRAM FUNCTION

6OPERATIONAL EXPECTATIONS

8PROGRAM SPECIFICATIONS

8GOAL ONE

10GOAL TWO

14GOAL THREE

16EVIDENCE BASED PRACTICES

16PRISON RAPE ELIMINATION ACT (PREA) COMPLIANCE

17YOUTH PROFILE

18GENERAL RFR ADMINISTRATIVE SPECIFICATIONS

18RESPONSE REQUIREMENTS

20EVALUATION CRITERIA

23ATTACHMENT ONE

24ATTACHMENT TWO

29ATTACHMENT THREE

31ATTACHMENT FOUR

32ATTACHMENT FIVE

36ATTACHMENT SIX

REQUEST FOR RESPONSE

Boston, MA. 02210

IMPORTANT NOTE: Bidding agencies who have received confirmation that they have successfully completed the Department of Youth Services’ Master Service Pre-Qualification Application (MSPQA) process (DYS RFR 2012-01) are qualified to respond to this Request for Response (RFR). Bidding agencies who have not qualified under the MSPQA must respond to that RFR along with this RFR.

The specifications and requirements contained in this RFR are in addition to requirements in the MSPQA. In the event of a conflict, the specifications and requirements in the individual RFRs shall prevail.

INSTRUCTIONS FOR SUBMISSION OF RESPONSES

To be completed by DYS Only. Modifications to these requirements will not be accepted.

ACQUISITION METHOD TO BE USED FOR CONTRACT(S):

License

Tax Exempt Lease Purchase (TELP)

Term Lease

Rental (not to exceed 6 months)

Other (specify):

SINGLE OR MULTIPLE CONTRACTORS FOR CONTRACT PERFORMANCE:

MULTIPLE CONTRACTORS

SINGLE OR MULTIPLE DEPARTMENTS MAY CONTRACT UNDER THIS RFR:

Option to Allow Other Departments/Political Subdivisions to Contract Under RFR

Statewide Contract – All Departments may purchase under terms of RFR

Multiple Un-identified Additional Departments may purchase under terms of RFR

Multiple Identified Departments Listed in RFR may purchase under terms of RFR

TOTAL ANTICIPATED DURATION OF RESPONSE(S):

Initial Qualification Duration (Indicate Number)

Options To Renew (Indicate Numbers):

Month(s)

GENERAL REQUIREMENTS FOR SUBMISSION OF RESPONSES

DEADLINE FOR RESPONSES or Procurement Calendar:

The bidder’s conference for this RFR is scheduled for

Wednesday, October 25, 2017 AT 11AM Central Region Sharp Conference Room

288 Lyman Street

Westboro, Ma 01581 Please limit the representatives from your organization to a maximum of three and send RSVP’s for all attendees to phillip.w.davis@state.ma.us

PROPOSAL SUBMISSION

Electronic Submissions - Effective July 1, 2014, all procurements posted on COMMBUYS, known as Bids, require the submission of electronic responses, known as Quotes. To submit an electronic Quote Respondents must register and maintain an active COMMBUYS Seller subscription account. Questions regarding COMMBUYS should be directed to the COMMBUYS Help Desk at commbuys@state.ma.us.

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

2. Proposals are limited to thirty (30) pages plus any applicable appendices. For purposes of this RFR a page is defined as one side of a double-sided, single-spaced sheet of paper, using a 12-point typeface, with one-inch margins on both sides, top and bottom.

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

4. Bidding agencies should review and respond to the proposal requirements in the Question and Response Guidelines section of this RFR.

Representatives from the Department are available to respond to both programmatic and fiscal questions specific to this RFR. All questions must be sent via e-mail to:

phillip.w.davis@state.ma.us

Under G.L. c18A, section 1, the Department of Youth Services is authorized to contract with private non-profit agencies to carry out any of the programs and purposes of the department. Only agencies with an approved 501 (c.) (3) designation from the Internal Revenue Service are eligible to receive an award resulting from this procurement.

INTRODUCTION

Statewide Hardware Secure Detention and Revocation Services RFR The Department of Youth Services (‘DYS’ or ‘the Department’) is the juvenile justice agency of the Commonwealth of Massachusetts. DYS is responsible for youth who have been charged with offenses and are being detained (either with or without bail) awaiting trial or Probation violation hearings. For detained youth, the Department’s mission is to: (1) safely and securely detain youth in the least restrictive setting to assure their appearance at court, while protecting the public and preventing crime. For Revocation youth the Department will provide due process rights and conduct hearings to assure fairness for youth that are alleged to be in violation of their community grant of liberty and returning to residential custody at the secure detention site.

PROGRAM DETAILS

The Department of Youth Services is proposing the competitive procurement of a detention/revocation program for its female Detained and Committed Population.

beds

Suffolk

Essex

Middlesex

ANY AWARD FROM THIS PROCUREMENT IS SUBJECT TO ANNUAL APPROPRIATION.

DYS RESERVES THE RIGHT TO CHANGE THE TYPE OF PROGRAMMING DURING THE TERM OF THE AGREEMENT IF CHANGES ARE DEEMED NECESSARY TO MEET THE OPERATIONAL NEEDS OF THE AGENCY.

Detention is a form of temporary custody for a set time period post-arraignment that a Judge has determined a youth shall be in the care of the Department of Youth Services and returned to court for court appearance. The purpose of Detention is to assure a youth safely returns to court on his or her continuance date and that the youth has not been rearrested while in the Department’s care.

The Department of Youth Services determines the level of placement needed for each youth detained. The bidding agency will be expected to work with DYS to support placements that adhere to the JDAI (Juvenile Detention Alternative Initiative) principles set forth in Attachment Four.

In determining a detention placement, the Department of Youth Services applies a Detention Placement Instrument (DPI) each time a youth is referred by the court on detention status and for those youth that do not score in the high and medium range, conducts a placement screening and structured interview to aid in placement determination.

The average length of stay for youth on detention status at DYS is typically 15 to 28 days but can vary from one day to multiple years based on varying circumstances.

For revocation youth the average length of stay is 1 day to 30 days with some youth staying up to 120 days. All youth who enter under revocation status shall be afforded a revocation hearing and offered legal representation.

The program must provide a range of services including security safe and secure environment, positive based behavioral incentive and supports systems, behavior health services, recreation, family support, and facility operation as described in more detail below. Education and health services will be delivered by contracted providers. The bidding agency will be responsible for all aspects of the 24-hour operation of the program and will be expected to maintain compliance with RFR or bid and contract requirements throughout the life of the contract.

PROGRAM FUNCTION

All programs covered by this procurement will primarily serve pre-trial detained and dual status youth in a hardware secure setting. The length of stay for detention varies and currently averages 25 days.

This program may be required to provide 68A Evaluations when ordered by court and authorized by DYS. Committed youth who are revocated and or dual status may require focus on relapse prevention work as well as work with their Case Worker (CW) or Family Engagement Specialist (FES) and Community Clinical Coordinator (CCC) on any referrals for additional services.

The program must be curriculum-based and emphasize a psycho-educational approach utilizing the following:

· Dialectical Behavioral Therapy Groups as described in the DYS-DBT Manual (available upon request from the DYS Director of Clinical Services) to be held twice weekly, and

· Substance Abuse Prevention Groups (curriculum approved by the Department and available from the DYS Director of Substance Abuse Services or their designee) to be held once weekly.

The Responder is responsible for the provision of transportation to all scheduled and non-scheduled medical, dental and mental health services consistent with the requirements of DYS Transportation Policy No. 02.01.02(b).

OPERATIONAL EXPECTATIONS

A strong focus of the program is data collection and information sharing. Collecting accurate and current information about our youth is best performed at the program level. This program is expected to play a major role in collecting and sharing this information with DYS.

· JJEMS is the DYS agency wide, web-based electronic record system for all DYS youth. This system allows DYS to effectively manage their resources and most importantly, the youth under their care, across the agency in real time. This system ensures that the most up-to-date information on our youth is recorded and shared in a comprehensive and effective manner. All staff must attend online and classroom training that focuses on data collection and recording based on their role in the program.

· Collaboration and sharing of information will occur at the weekly Regional Population Meeting. Detention/Revocation Program representatives will attend these meetings to share, collect, and collaborate with Regional personnel, including Director of Placement, Facility Administrator, Detention Coordinators, DYS Detention Diversion Specialists, Clinical Coordinator, DCF representative and the JDAI Detention Reform Specialist. The Department requires that Detention/Revocation programs are able to provide the most current information about each youth to assist in the advocacy and planning process. These meetings are essential for operating a safe and secure program. Attendance at all of these meetings and participation in these initiatives are mandatory. In the event the Court requests a written report on a detained youth , the program shall inform the region and the recommendation regarding youth adjustments shall be vetted through the DYS legal department.

· The daily population sheet shall be distributed regularly by the program using the Departments report template, and a report template is to include date, count, youth name, dob, race, area, status, date-of-entry, # of days at program, DCF information, clinician, advocate, remand, 68A or 58A, violation of probation (Y or N), and Detention Placement Instrument score.

· DYS and DCF entered into a Memorandum of Understanding in 2009 (updated in 2011) in order to reduce the unnecessary use of secure detention when a child who is in DCF care or custody is arrested and held in pre-trial detention. Detention Programs are an integral part of this collaboration, in that detention clinicians will be required to notify DCF within one business day of intake and work with DYS to expedite cases. (Attachment 2)

· Detention units will work closely with DYS Detention Diversion Specialists ( formerly Court Liaisons) to provide information to assist in expediting placements for detained youth, including information about the DCF case plan, attorney contact information, including active participation in Population meetings.

PROGRAM SPECIFICATIONS

GOAL ONE

PROVIDE A SAFE AND SECURE ENVIRONMENT, WHICH PROTECTS THE PUBLIC, STAFF AND RESIDENTS.

Security and Safety

The program must provide a service delivery model that fosters cognitive skill building and accountability. The program must be sensitive to the community's concerns regarding public safety and must ensure that all staff is trained in safety and security procedures. The program staff must be trained to de‑escalate crisis situations and must utilize DYS restraint techniques when a youth attempts to escape or places themselves or others in physical danger. The positive-based behavior incentive system must be designed to provide a structured, positive behavior reinforcing, fair and consistent environment that fosters the youth’s need for stability and direction.

The youth referred to this program will be detained by the courts for offenses that DYS classifies as Grid Levels 1-6 based on the seriousness of their offense. Revocated clients may also be of Grid 1-6 and have an assigned caseworker. Security and safety for the community, youth, and staff are of the highest priority. The program must have policies and procedures that ensure that activities within the program comply with this major priority.

DYS makes the placement decision for the youth. Typically, DYS uses the Detention Placement Instrument (DPI) to sort youth into high, medium and low categories for Detained youth and the Regional Review Team (RRT) and Revocation hearing process for the revocated youth. For detained youth: Youth scoring in the low range may be eligible for community-based options. The Detention programs will periodically review a youth’s progress to determine if they are a candidate for reassessment or placement in a Community Based Option (CBO).

Trauma Responsive Milieu The involuntary removal from one’s family and community often results in youth experiencing a range of emotional and behavioral responses. Many youth coming into placement may have experienced personal and/or environmental traumatic events. Poverty, racism, physical and sexual violence are some of the contributing factors for youth entering placement at a heightened risk for self-harm or aggressive responses. Mitigating this risk requires a staff trained in child and adolescent trauma and an environment that minimizes re-traumatization. Proposals should outline how training in trauma responsive care will be provided.

12 and Under Protocol

In 2009 the Department implemented a practice for serving detainees 12 years of age or younger titled the “12 and under Protocol” (Please see Attachment 3).

All responders to this Detention/Revocation RFR will include in their response how they will support this protocol.

Courtesy Holds

The Office of the Commissioner of the Department of Youth Services, working in cooperation with the County Sheriff Departments and the Massachusetts Department of Corrections may accept “courtesy holds”.

A Courtesy Hold is a youth under the age of 18 that has been sent by a court to an adult jail for detention and the adult jail is seeking the youth to be held in a juvenile facility pending court disposition or their 18th birthday, whichever comes first. Juveniles referred by the Department of Corrections, the County Sheriffs, and Federal agencies must fit one of the categories listed below in order to be considered for “courtesy hold”. The Department of Youth Services Central Office working in conjunction with Regional Directors will determine placement of such “courtesy holds”.

All detention programs may be called upon at any time to detain a courtesy hold if needed.

Category One: County and Department of Correction Referrals – SENTENCED

1. The youth is under eighteen years of age, AND

2. The youth is indicted as a “Youthful Offender,” and may upon adjudication receive an adult sentence.

Category Two: Detained County Referral

1. The youth is under the age of eighteen years of age, AND

2. The youth is charged with First or Second Degree Murder.

Category Three: Detained Federal Referrals

1. The youth is under the age of eighteen years of age.

All youth held as a “courtesy” hold on behalf of a Federal, County, or State Agency shall be returned to the custody of the referring agency upon reaching the age of eighteen. Transportation to and from court, of youth held under a courtesy hold is the responsibility of the referring agency. Any other transportation will need to be determined in conjunction with the DYS region.

Security and safety for the community, youth and staff are of the highest priority. As stated in the Master Service Pre-Qualification Application, each program must have policies and procedures, equal to or better than those of the Department of Youth Services, to ensure that all aspects of program operations support this key objective.

Shift Change

The Department has established a Statewide Shift Change Procedure dated June 1, 2012 that highlights the following goals of shift change: (1) increase staff awareness of potential situations that can affect program safety and/or security, (2) increase communication regarding client information and operations to improve individual service delivery; and (3) provide a vehicle for programs to strengthen a team atmosphere.

The successful bidding agency will be expected to demonstrate the implementation of a similar procedure.

GOAL TWO

PROVIDE A RANGE OF ACTIVITIES DESIGNED TO IDENTIFY YOUTH RISK/NEED AREAS TO ASSIST DYS IN PROVIDING APPROPRIATE SERVICES

Clinical Staffing and Programming Standards:

The Department has set minimum standards and the Commonwealth has established targeted compensation levels for clinicians working with youth in DYS programs.

As detailed in the MSPQA, the program must provide 3 independently licensed Clinical FTE’s.

No services are to be provided by 3rd party clinicians unless previously approved in writing by an authorized representative of the Department.

Any proposed use of clinical interns must be detailed in respondent’s response to this RFR and such use is subject to review and authorization in writing by an individual authorized by the Department, and is subject to the DYS intern policy.

Service Planning

The program must perform for each youth, the following activities based on the length of stay.

Intake Form

X

Population Meeting

Medical Screening

X

68 A evaluation (upon request)

X

DBT Skills Group

Substance Abuse Prevention Groups

Reports

X

Support for revocation process and access to counsel

PPAL

Access to Counsel for Revocation

X

The program will be required to provide the following clinical documentation:

• For all youth: A clinician must complete a Service Delivery Plan on a youth within the first 7 days of entering into the program and then update it every 15 days thereafter. Service Delivery Plan meetings shall be time for the clinician to meet with the youth to identify the youth’s strengths, needs, and determine the short term areas of work. This time should also capture discussions that occurred with other collaterals/partners such as family members, advocates, courts, and other agencies. Efforts to have family members present will always be a priority, however with short term detention, programs will look to creative ways to have families involved in the service delivery planning.

• For all youth: The initial Service Delivery Plans are recorded in the Department’s automated youth tracking system (JJEMS) that covers program participation and adjustment, behavioral issues, health issues, weekly clinical progress notes (in individual and group sessions), and family contacts.

• For youth on Detention Status 30 days or longer: A service delivery plan is developed and recorded in JJEMS that outlines services needed by youth in the areas of education, clinical, health, behavior and family including the person designated to provide the service and the timeframe as well as documentation of contact with other agencies (DCF, DMH as applicable).

• As needed: Program staff may be required to prepare Individual Support Plans (ISPs). These plans are specialized for individual youth, who present a risk of harm to the staff and or other youth with whom they are residing. The plan will identify pro-social interventions, advocate supports and response processes for escalating or repeating assaultive/aggressive behavior.

Please note that the Department has implemented an enhanced automated youth tracking system (JJEMS) and that many or all of these tasks, including test administration, will need to be entered directly into the system. For this reason, clinicians will need access to computer terminals and internet connectivity as part of their daily schedule. This will be provided in the state operated facilities.

Pro-Social Skills Training

The program will be expected to utilize the Positive Youth Development framework with all youth. The essential foundation for all effective programming to take place includes:

· basic needs for safety and security,

· physical well-being including medical care,

· behavioral well-being,

· intellectual, emotional, and physical development,

· community connectedness, and

· positive adult and peer relationships.

The Department endorsees a positive strength-based approach with behavioral incentive that is based on adolescent and young adult developmental principles. The youth are to be provided structure, accountability, incentives and opportunities to achieve personal and programmatic goals. Programs will use a Dialectical Behavior Therapy (DBT) based system in which all residents taught interpersonal and emotion regulation skills. These values would then assist youth in making pro-social gains.

The program must provide a service delivery model that enhances the youth’s cognitive and emotional development. Primary features of the program must include: relationship building, skill attainment and accountability. The program must support and build on the youth’s strengths and provide asset building opportunities, while having the capacity to develop highly individualized programming when needed for a youth. The positive-based behavior incentive system must be designed to provide a structured, positive-reinforcing, fair and consistent environment that fosters the youth's need for stability and direction.

Youth need to be taught skills, and then have an opportunity to practice. Detention/Revocation programs will use a positive based behavior incentive system with an advocate component that enhances the use of pro-social skills, based on an understanding of the demographic they serve. In order to encourage pro-social skill development, all youth must meet with an assigned advocate or designee within 24 hours of admission to assist them during their stay in the program. Advocates will then meet with their assigned youth at a minimum of at least one time per week and generate an advocate report. Advocates should also meet informally throughout the week. Advocates are expected to play an integral role in the delivery of services to youth.

In recognition of the importance of staff/advocates in modeling pro-social skills, the program must maintain Standards of Employee Conduct that are consistent with the Positive Youth Development orientation of the Department. Staff must behave in a manner that supports accountability, responsibility and mutual respect, is consistent with socially acceptable conflict resolution skills, and supports values pertinent to a culturally diverse population. Staff interactions with each other and with youth shall be consistent with social-learning theory tenets, positive youth development, the science of adolescent brain development, trauma-informed care and behavioral interventions which shall support healthy staff-youth interactions.

Family Engagement

Sustaining connections to family throughout the youth’s involvement in the juvenile justice system is essential. An out-of-home placement such as a detention stay can be disruptive to family relationships. While many families do have challenges, they also have extraordinary strengths. Assisting youth in maintaining and managing their family relationships during a detention stay is an important responsibility for the program. The Program will develop strategies for each youth, ensuring some level of family contact during placement. Such strategies may include on –site pro-social activities, identifying transportation options and flexible visiting times. The program will also work with Parent/Professional Advocacy League to facilitate parents’/guardians’ access to advocacy support.

GOAL THREE

PROVIDE A SYSTEM OF ADMISSION AND DISCHARGE THAT SUPPORT SUCCESSFUL TRANSITIONS.

Intake and Discharge

The Department’s Regional Detention Coordinator will refer detained youth to these programs based upon information received from the Courts and, potentially, gathered during prior DYS placements. The DYS Director of Residential Services shall determine placement for all revocation youth. For detained youth, the DYS sending Region will have determined placement after considering mitigating and aggravating factors including but not limited to; DPI score, school attendance, positive community involvement, dangerousness, offense, co-defendant concerns, age, gang affiliation or other factors. The DYS sending Region will work with the DYS program Region on a proactive basis to ensure that appropriate placements are made to ensure the success of the youth in the program.

INTAKE - The program should make every effort to complete the Intake process within one (1) hour of a youth’s arrival. The youth should not enter the Program population until their Intake is complete. Intake is to consist of: verifying youth identification information, verifying paperwork from the Courts or caseworker (bail mittimus, 68-A Evaluation request, commitment mittimus) and all hearings materials and screenings prescribed in DYS policy. The youth must be allowed to make a phone call to their parent/guardian within the first four hours of their arrival. The program should also speak with the parent/guardian to pass along program contact information, explain general expectations of the program, provide visiting information and collect intake data as required (including medical, medication and mental health history).

The intake should include:

1. Medical screening for injury or existing medical problems

2. Self-report of disability, medications, alcohol and drug use

3. Recording of identifying marks, tattoos, etc (Body Map)

4. Caution of youth regarding limitations of confidentiality (LAMB warning)

5. Completion of data collection entry into JJEMS, if information from DYS referral is incomplete

6. Document youth’s involvement with other agencies (DCF, Probation, DMH)

7. Suicide Risk Assessment and Assigning Suicide Watch Status

8. Contact with the youth’s family to explain rules, expectations and procedures of the program

9. Review of Program rules and expectations with youth (program handbook)

10. Explanation of bail review rights and process

11. Inventory of youth belongings

12. Observation of youth’s behavior and demeanor

13. Staff must review all PREA intake interview requirements

14. Staff must review with the DYS Youth Brochure notifying the youth of the Youth Grievance Process, 1-800 Child At Risk Hotline and protections against sexual abuse and sexual harassment The first hours of a youth’s stay in detention/revocation are critical. Youth are often scared, anxious and confused upon arrival. Assuring the youth’s safety and emotional well-being must be the focus of the program’s intake procedures. The collection of information and the education of the youth on the rules of the program must be performed in a caring and supportive manner. The first hour can set the tone for a youth’s stay in detention/revocation and programs are expected to integrate their intake procedure with the DYS Regional office intake process.

A thorough explanation of, and assistance in, the bail review process must occur with every youth on bail status during the first day. The program is responsible for knowing the bail review process and explaining this to the youth. If a youth requests a bail review, the program is responsible for coordinating this in conjunction with the sending DYS Regional Detention Coordinator or designee. The program shall provide youth with access to their Attorneys at all times reasonably possible. The program shall be knowledgeable of the revocation hearing process and inform all revocated youth of these.

The program must also provide a program orientation within the first day to include an explanation of the services offered and the rules and expectations of the program. An explanation of the visiting procedures, the positive based behavior incentive program, PREA, faith-based services, fire safety and clinical services are to be included in this orientation.

All Detention/ Revocation programs must be able to provide to the DYS Region the most current information about each youth to assist in the planning process for services.

DISCHARGE - Discharge decisions for detained youth are based on the activity of the court(s).

Discharge decision for revocated youth are based on the hearing officer’s decision and coordinated through the youths assigned caseworker.

EVIDENCE BASED PRACTICES

The Department aims to work with successful bidding agencies to develop and implement acceptable Evidence Based Practices during the contract term.

PRISON RAPE ELIMINATION ACT (PREA) COMPLIANCE

The successful bidding agency will comply with the Prison Rape Elimination Act of 2003 (Federal Law 42. U.S.C. 15601 ET. Seq.), and with all applicable PREA Standards, DYS Policies related to PREA and DYS Standards related to PREA for preventing, detecting, monitoring, investigating, and eradicating any form of sexual abuse within DYS Facilities/Programs/Offices owned, operated or contracted. The bidding agency acknowledges that, in addition to "self-monitoring requirements" DYS will conduct announced or unannounced visits. Failure to comply with PREA, including PREA Standards and DYS Policies may result in termination of the contract.

WORKPLACE VIOLENCE AND PREVENTION AND CRISIS RESPONSE PLAN

101 CMR 19.00, Workplace Violence and Prevention and Crisis Response Plan, governs the procedures and criteria for workplace violence and prevention and response plans for programs that provide direct services to clients that are operated, licensed, certified or funded by a department, commission, office, board, division, institution or other entity within the Executive Office of Health and Human Services under M.G.L. c.6A § 16. Any direct service program that contracts with the Executive Office of Health and Human Services (EOHHS) or the constituent agencies of EOHHS must comply with 101 CMR 19.00, including having a plan that meets the criteria set forth in 101 CMR 19.04 which is updated annually, available electronically and provided to any human service worker upon request. The regulations and response plan guidelines are available at the following website: http://www.mass.gov/eohhs

YOUTH PROFILE

Youth are referred to the program from the Department of Youth Services. All referrals will be processed through the Regional Detention Coordinator for detained Youth and the Director of residential services for the revocated youth or their designee. The department averages 1,700 youth admitted annually into the detention system. They range from new offenses to bail revocation to violation of probation for new arrests, technical violations and pre-trial condition infractions. Youth will be between the ages of 13 and 20, with an average age of 17 years. They are 81% male and 19% female. The majority of youth referred will have committed crimes against persons (56%) and will be classified as Grid Level 1-6 offenders.

Many of the youth referred will have a history of family challenges. Many youth self-report early adverse childhood experiences and living in environmentally challenging communities. Youth have exhibited behavior including poor impulse control and physical acting-out as well as a history of school-related issues and substance abuse. The majority of youth referred will be returning home after release from bail. Many youth will present with challenging behavioral health issues and approximately 30% are involved with the Department of Children and Families at the time of their admission.

The majority of youth in placement come from urban settings and are youth of color. It is important that program staff has a level of racial and ethnic sensitivity and as much as possible reflects the racial and ethnic population served.

The general characteristics of the youth profile may change during the life of the contract. The bidding agency is expected to make the adjustments necessary to manage the changing population in a timely manner. Programs providing detention services to female youth should be keenly aware of the unique experiences of girls in the juvenile justice system, including potentially significant trauma histories, issues of exploitation, and pregnancy or reproductive health concerns.

GENERAL RFR ADMINISTRATIVE SPECIFICATIONS

In August 2008, a new Massachusetts law, Chapter 257 of the Acts of 2008 (c257), "An Act Relative to Rates for Human and Social Service Programs”, was enacted that provides that the Secretary of Health and Human Services shall have the sole responsibility for establishing rates of payment for social service programs purchased by governmental units. As a result, rates of payment and reimbursement structures may change during the term of the contract.

If the respondent requires capital items, non-capital furnishings and equipment or start-up staffing and other related costs and DYS has the resources to fund these items, cost reimbursement contracts and/or Capital Budgets may be authorized to cover the costs of these items in accordance with 114.5 CMR 4.00 Rates for Certain Social, Rehabilitation and Health Care Services and the Operational Services Division POS Capital Items Procurement Policy.

RESPONSE REQUIREMENTS

Bidding agency response must include the following:

1. The vision statement of the bidding agency and a description of how the bidding agency would undertake managing this program if awarded the contract.

2. A statement describing whether the responder has lost a contract for cause with any state agency within the past five (5) years.

3. A statement describing whether the responder has either voluntarily or involuntarily suspended intake due to an agreement with or requirement of a licensing agency (e.g. MA Department of Early Education and Care) or admissions halted by the Department of Youth Services due to the Responder’s contract compliance performance regarding a child-care program during the past five (5) years.

4. A detailed description of how the bidding agency has addressed any suspended intake or contract cancellation in the past five (5) years.

5. Six months post program opening date the successful bidder will provide a comprehensive plan detailing how they will implement the Six Core Strategies for continued efforts to reduce restraints and room confinements. The Six Core Strategies are discussed in the Master Service Pre-Qualification Application (MSPQA) and are included as Attachment Five.

6. A detailed plan on comprehensive training for staff, both initial and ongoing, on trauma response and care activities for program specific restraint and reduction plans that we can initial and on-going training of staff in trauma responsive care

7. A plan for ensuring all physical security requirements are operational in time for the program to begin serving detained youth.

8. Details about how the various service elements will be integrated into the overall program operation.

9. A statement describing the guiding principles of the positive based incentive system and how the bidding agency will train and support staff in its ongoing implementation.

10. A plan as to how bidding agency will use the Continuous Quality Improvement approach to ensure that all staff are learning and practicing the DYS core principles that support the treatment milieu.

11. Policy on use of part time and relief staff.

12. Employee standards of conduct

13. Details on how bidding agency will recruit, hire train, and retain the required staffing for direct care, clinical, professional and administrative positions.

14. A description of the proposed clinical staffing including position titles, delivery of clinical services, supervision structure within the program and the bidding agency, and verification that the clinical staff meets the professional and education qualifications outlined in this RFR.

15. A description of the agency’s plan for professional development and in service training.

16. A description of the agency’s plan to cover vacancies for program coverage and service continuation purposes for clinical, direct care and administrative team.

17. A description of how any scheduled clinical sessions or groups will be made up if cancelled.

18. Performance goals for clinical and residential services proposed within this contract and how they will be measured and documented.

19. A description of any clinical curricula that are proposed for use and how they will incorporate or compliment DBT, Positive Youth Development, Trauma Informed Care and Substance Abuse treatment and prevention into the delivery of service.

20. A sample Crisis Intervention Plan

21. A sample Individual Service Plan

22. The schedule of proposed clinical activities

23. A sample of a detailed daily schedule for a two week time period that incorporates specific programming ideas that reflect the tenets of PYD and the idea of asset building with youth.

24. The program’s proposed positive based incentive system

i. How the positive based incentive system will reinforce the youth’s use of pro-social skills.

ii. Measures to ensure the maximum transferal of skills to the youths’ subsequent placements.

iii. Evidence of integration of the youths’ treatment plan and service delivery plans across all components of the program.

25. Demonstrate how the bidding agency will implement an Advocate program,

i. Intended performance outcomes for their advocacy program,

ii. Process for assigning advocates,

iii. What activities which will be incorporated into the advocate program,

iv. How they will document advocacy activities,

v. How they will train and supervise Advocates.

vi. When and how youths are assigned an advocate,

vii. What standards of conduct are expected of employees as advocates,

viii. Professional expectations of the advocate;

ix. How and what ongoing training and supervision will be provided to enhance the role of Advocate/Counselors

x. The performance outcomes for their advocacy program.

26. Any supportive material to illustrate and provide a fuller understanding of how you as a bidding agency accomplish intake and discharge in a manner that best supports the youth in care.

EVALUATION CRITERIA

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

The review committee members may use sources of information other than the bidding agency’s written submission to evaluate proposed programs. Other sources of information may include oral presentations by bidding agency’s, written responses to questions posed by committee members, the bidding agency’s history and/or experience in providing services to youth in community and in both staff secure and hardware secure residential settings, the bidding agency’s past performance as a provider, a review of current programs operated by the bidding agency, materials submitted for prequalification purposes, quality assurance and/or licensing surveys, telephone interviews with designated staff, an on-site review of the bidding agency’s (proposed) program site and other programs, a review of the bidding agency’s finances, discussion with relevant community members or providers, governmental agencies and other funding organizations.

In the event of a tie score, DYS will submit Best & Final Questions to the bidding agencies with the same score. DYS will assign points to the Best and Final Questions to determine the successful bidding agency.

I. Comprehensive Response to RFR Program Specifications (15 points) (max 5 points each)

1. Does the proposal demonstrate the inclusion of positive youth development? Does the proposal demonstrate that effective positive-based youth incentives are incorporated into the daily programming structure?

2. Is the proposal of high quality and include specific plans for implementation within stated timeframes?

3. Does the proposal provide measurable goals to enable youth to transition to their subsequent placements with the maximum transference of skills?

II. Program Components and Tools that Meet the Department’s Requests (40 points) (max 10 points each)

1. Does the proposal detail how the bidding agency will recruit, hire train, and retain the required staffing for direct care, professional and administrative positions?

2. Are there clear details as to how the individual treatment plans and service delivery plans will be integrated into program practice across all components of the program?

3. Does the program meet the requirements of the clinical services and programming standards?

4. Does the program’s positive based incentive system and the Advocate/Counselor relationship enhance the acquisition and use of pro-social skills?

III. Program Evaluation and Reporting Excellence in RFR Response (20 points) (max 10 points each)

1. Does the proposal address adequately the systems and processes for clear and consistent communication within the program and communication protocols with the workforce & external collateral agencies, completing reports, and maintaining data and records?

2. Does the bidding agency propose a plan for ensuring that licensing standards are met and that bidding agency policies are developed to meet DYS standards detailed in its policies?

IV. Provider Programming Operations (25 points)

1. Are the residential facilities currently being run by bidding agency in good standing with DYS or another state agency, EOHHS and DEEC? (MAX 15 points)

2. Were the residential facilities run by bidding agency in the previous five (5) years maintained in good standing with DYS or another state agency, EOHHS and DEEC? (MAX 10 points)

ATTACHMENT ONE

Program A Fact Sheet

Region: Central

State Facility: Yes

Population Type: Female

Program Size: 10

Grid Levels: One through Six

Age Range: 13 – 20 years

Current Program Name: Spectrum Girls

Location: Westborough

Program Specific Details

The program will be a hardware secure detention program for females in the Central Region.

The Program will be licensed and contracted for 10 youth allocated primarily as 8 detention youth and 2 revocation youth.

Central Profile

Gender – Females

Average Age: 15.6

Average LOS: 20.1 days

Central Region DPI Scores

ATTACHMENT TWO

ATTACHMENT THREE

Department of Youth Services

12 year old & Under Protocol

· The DYS Detention Office receives notification from the sending court that a 12 year old or Under Youth is being held on bail status.

· The DYS Court Liaison, if in court, will contact the Probation Officer and gather as much information as possible on the youth.

· The Detention Coordinator will ask the Probation Officer for specifics as to why the youth is being held on bail. (See check list form for 12 year old or Under)

· The 12 year old and Under Form is filled out by the Detention Coordinator with the information gathered.

· If the youth was seen by Court Clinic in the past, the Detention Coordinator gathers all court clinic documentation.

· DYS will arrange to transport the youth directly from court; youth will not be transported by the Sheriff’s Department.

· DYS will transport the youth to a DYS Detention Unit in order to have the following completed by a Clinician: Intake, MAYSI, youth photo. DYS shall transport the youth to the unit in handcuffs.

· The youth will not be strip searched.

· If it is determined that the youth is appropriate for placement in Specialized Foster Care, the Detention Office will contact DYS contracted Specialized Foster Care Agencies in order to locate an appropriate foster home placement and make the referral.

· The Detention Office will transport the youth to the foster home or foster care agency; handcuffs will not be used during this transport.

· The Detention Office will provide all necessary case management including communicating daily with the foster home and documenting how the youth is doing at the home. This shall include behavior, hygiene, eating and sleeping habits, etc.

· DYS will transport the youth from the foster home to court on the youth’s remand date.

ATTACHMENT FOUR

JDAI (Juvenile Detention Alternative Initiative)

The Massachusetts Department of Youth Services became a JDAI (Juvenile Detention Alternative Initiative) site beginning in 2006 after being awarded a grant by the Annie E. Casey Foundation.

JDAI offers a framework for Detention that is founded on the premise that mixing low risk juvenile offenders with high risk juvenile offenders has negative outcomes. These risks or negative outcomes are defined in a publication from Justice Policy Institute titled “The Dangers of Detention: The Impact of Incarcerating Youth in Detention and other Secure Facilities.” Briefly summarized, the publication states that congregating delinquent youth together negatively affects their behavior and increases their chance of going deeper into the criminal justice system. This and other publications on juvenile detention may be found on the Annie E. Casey Foundation web site at www.aecf.org key word JDAI. The bidding agency(s) that are awarded this/these contracts will agree to participate in the Massachusetts JDAI and support the principles of detention reform.

They will partner with the Department of Youth Services to move the JDAI agenda and create Alternatives to Detention.

The JDAI reform follows 8 core strategies:

· Inter-governmental collaboration: bringing together the key Stakeholders in the juvenile justice system-especially courts, probation and the police-as well as factors outside the justice system such as schools and mental health.

· Reliance on data: beginning with data collection and leading to continuous analysis of data as well as the cultural expectation that decisions will be based on information and results.

· Objective admissions screening: use assessment instruments and the DPI to aid in decision making.

· Alternatives to secure confinement: creating programs and services in the community to ensure appearance and good behavior pending disposition, and to be available as an option at sentencing.

· Expedited case processing: to move cases along so that youth don’t languish in detention unnecessarily long time periods.

· Improved handling of “special cases”: Youth who are detained for technical probation violations, outstanding warrants, and youth pending services or placement create special management problems and need special approaches.

· Clear strategies to reduce racial disparities: “good government” reforms alone do not eliminate disparities; specific attention is needed to achieve this goal.

· Improving conditions of confinement: to ensure that the smaller number of youth who will still require secure detention are treated safely, legally, and humanely.

We request the bidding agency’s participation in applying these 8 strategies to the development and delivery of the Detention Program awarded.

ATTACHMENT FIVE

SIX CORE STRATEGIES

Commonwealth of Massachusetts Massachusetts Interagency Restraint and Seclusion Prevention Initiative Member Agencies:

DEVAL L. PATRICK Governor

TIMOTHY P. MURRAY Lieutenant Governor

Executive Office of Health & Human Services: Executive Office of Education:

Department of Children and Families (DCF) Department of Elementary and Secondary Education (ESE)

24 Farnsworth Street 75 Pleasant Street

Boston, MA 02210 Malden, MA 02148

Department of Mental Health (DMH) Department of Early Education and Care (EEC)

25 Staniford Street 51 Sleeper Street

Boston, MA 02114 Boston, MA 02210

Department of Youth Services (DYS) Tower Point

27 Wormwood Street, Suite 400

Boston, MA 02210

Department of Developmental Services (DDS)

500 Harrison Avenue

Boston, MA 02118

Charter

The Commonwealth is committed to serving youth and families in the most respectful manner possible and strives to ensure that treatment and educational settings employ behavior support methods that reflect current knowledge about the developmental impacts of early traumatic experiences.