IFB_Psychosexual_Treatment_Services.pdf

STATE OF MARYLAND

DEPARTMENT OF JUVENILE SERVICES

(DJS)

INVITATION FOR BIDS (IFB)

PSYCHOSEXUAL TREATMENT SERVICES FOR YOUTH IN

MULTIPLE REGIONS

IFB NUMBER: 25-MULTI-CS-BH-003

EMMA SOLICITATION NUMBER: BPM046413

ISSUE DATE: SEPTEMBER 24, 2024

NOTICE TO BIDDERS

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace (eMMA) https://procurement.maryland.gov should register on eMMA. See Section 4.2.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Psychosexual Treatment Services for Youth in Multiple Regions Solicitation #: BPM046413/25-MULTI-CS-BH-003

IFB Document

IFB for DEPARTMENT OF JUVENILE SERVICES Page ii of 93

NO BID NOTICE/VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key Information Summary Sheet below for contact information).

Title: Psychosexual Treatment Services for Youth in Multiple Regions Solicitation No: BPM046413/25-MULTI-CS-BH-003

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

� Other commitments preclude our participation at this time

� The subject of the solicitation is not something we ordinarily provide

� We are inexperienced in the work/commodities required

� Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

� The scope of work is beyond our present capacity

� Doing business with the State is simply too complicated. (Explain in REMARKS section)

� We cannot be competitive. (Explain in REMARKS section)

� Time allotted for completion of the Bid is insufficient

� Start-up time is insufficient

� Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

� Bid requirements (other than specifications) are unreasonable or too risky (Explain in REMARKS section)

� MBE or VSBE requirements (Explain in REMARKS section)

� Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

� Payment schedule too slow

� Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

IFB for DEPARTMENT OF JUVENILE SERVICES Page iii of 93

STATE OF MARYLAND

DEPARTMENT OF JUVENILE SERVICES (DJS)

KEY INFORMATION SUMMARY SHEET

Invitation for Bids Services – Psychosexual Treatment Services for Youth in Multiple

Regions

Solicitation Number: BPM046413/25-MULTI-CS-BH-003

IFB Issue Date: September 24, 2024

IFB Issuing Office: Department of Juvenile Services (DJS or the“Department”)

Procurement Officer: Christine Johnson 217 E. Redwood Street, Baltimore, Maryland 21202 e-mail: Christine.Johnson1@maryland.gov 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 electronically can be found at:

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

Pre-Bid Conference: Wednesday, October 9, 2024, at 11:00 AM Local Time Virtual Teleconference, By Calendar Invitation from Procurement Officer Only See Attachment A for directions and instructions.

Questions Due Date and Time Friday, October 11, 2024 at 10:00AM Local Time

Bid Due (Closing) Date and Time:

Monday, October 21, 2024 at 5:00 PM Local Time Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page iv).

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Contract Type: Firm Fixed Price

Contract Duration: Five (5) Year base period with no renewal options Estimated December 1, 2024-November 30, 2029

Primary Place of Performance:

Eastern Shore Region

Dorchester County

Somerset County mailto:Christine.Johnson1@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 iv of 93

Wicomico County

Worcester County

Caroline County

Cecil County

Kent County

Queen Anne County

Talbot County

Western Region

Allegany County

Garrett County

Washington County

SBR Designation: No

Federal Funding: No

IFB for DEPARTMENT OF JUVENILE SERVICES Page v of 93

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

2.3 Scope of Work Requirements

2.4 Deliverables

2.5 Office Requirements

2.6 Referrals

2.7 Youth and Parent Disclosure Notification

2.8 Reports

2.9 Domains of Treatment

2.10 Treatment Process

2.11 Records

2.12 Contractor’s Personnel

2.13 Program Oversight

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Insurance Requirements

3.6 Security Requirements

3.7 Problem Escalation Procedure

3.8 Minority Business Enterprise (MBE) Reports

3.9 Veteran Small Business Enterprise (VSBE) Reports

3.10 Additional Clauses

4 Procurement Instructions

4.1 Pre-Bid Conference

4.2 eMaryland Marketplace Advantage (eMMA)

4.3 Questions

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4.4 Procurement Method

4.5 Bid due (Closing) Date and Time

4.6 Multiple or Alternate Bids

4.7 Receipt, Opening and Recording of Bids

4.8 Confidentiality of Bids / Public Information Act Notice

4.9 Award Basis

4.10 Tie Bids

4.11 Duration of Bids

4.12 Revisions to the IFB

4.13 Cancellations

4.14 Incurred Expenses

4.15 Protest/Disputes

4.16 Bidder Responsibilities

4.17 Acceptance of Terms and Conditions

4.18 Bid/Proposal Affidavit

4.19 Contract Affidavit

4.20 Compliance with Laws/Arrearages

4.21 Verification of Registration and Tax Payment

4.22 False Statements

4.23 Payments by Electronic Funds Transfer

4.24 Prompt Payment Policy

4.25 Electronic Procurements Authorized

4.26 MBE Participation Goal

4.27 VSBE Participation Goal

4.28 Living Wage Requirements

4.29 Federal Funding Acknowledgement

4.30 Conflict of Interest Affidavit and Disclosure

4.31 Non-Disclosure Agreement

4.32 HIPAA - Business Associate Agreement

4.33 Nonvisual Access

4.34 Mercury and Products That Contain Mercury

4.35 Location of the Performance of Services Disclosure

4.36 Department of Human Services (DHS) Hiring Agreement

4.37 Small Business Reserve (SBR) Procurement

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4.38 Maryland Healthy Working Families Act Requirements

5 Bid Format

5.1 One Part Submission

5.2 Labeling

5.3 Bid Price Form

5.4 Required Bid Submission

5.5 Delivery

5.6 Documents Required upon Notice of Recommendation for Contract Award

6 Bid Evaluation and Award

6.1 Bid Evaluation Criteria

6.2. Reciprocal Preference

6.3 Award Determination

6.4 Documents Required upon Notice of Recommendation for Contract Award

7 IFB ATTACHMENTS AND APPENDICES

Attachment A. Pre-Bid Conference Response Form

Attachment B. Bid Instructions & Form

Attachment C. Bid/Proposal Affidavit

Attachment D. Minority Business Enterprise (MBE) Forms

Attachment E. Veteran-Owned Small Business Enterprise (VSBE) Forms

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment G. Federal Funds Attachments

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment I. Non-Disclosure Agreement (Contractor)

Attachment J. HIPAA Business Associate Agreement

Attachment K. Mercury Affidavit

Attachment L. Location of the Performance of Services Disclosure

Attachment M. Contract

Attachment N. Contract Affidavit

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Attachment O. DHS Hiring Agreement

Attachment P. Referral for Sex Offense Specific Treatment

Attachment Q. Psychosexual Assessment Report Template

Attachment R. Authorization for Release of Psychotherapy Information & Records

Attachment S. Monthly Invoice Sample

Attachment T. Monthly Statistical Report

Attachment U. Individual Therapy Treatment Authorization Form

Appendix 1. – Abbreviations and Definitions

Appendix 2. – Bidder Information Sheet

Appendix 3. – Listing of DJS Offices by Region

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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 past five (5) years providing Psychosexual treatment services to adolescents.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid three (3) references from the past five (5) years that attest to the Bidder’s required years of experience in providing these services. For each reference, the Bidder shall provide the: (a) name of the client organization; (b) name, title, telephone number and email address of the point of contact for the client organization; and (c) value, type, duration and description of the services provided.

1.1.2 The Bidder’s proposed mental health professional staff shall be licensed as specified in the IFB Section 2.12.1.

Required Documentation: As proof of meeting this requirement, the Bidder shall provide with its Bid copies of current license(s) and certifications of proposed staff who will be providing services under the contract as described in the IFB Section 2.12.1.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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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 a Contractor to provide community-based Psychosexual Treatment services to adolescent youth between the ages ten (10) and twenty (20), who are alleged to have committed a sexual offense or have been adjudicated and/or court ordered to attend treatment, and residing in multiple regions throughout the State of Maryland as summarized in Table 1 below.

Table 1

Regions Counties

Eastern Shore Region Dorchester, Somerset, Wicomico, Worcester, Caroline, Cecil, Kent, Queen Anne's, and Talbot

Western Region Allegany, Garrett, and Washington

2.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a Contract between the selected Bidder(s) and the State. The anticipated duration of services to be provided under this Contract is five (5) years.

2.1.3 The Department intends to make up to two (2) awards (one award for each Region) see Table 1, as a result of this IFB. See IFB Sections 4.6 Multiple or Alternate Bids and 4.9 Award Basis for more Contract award information.

2.1.4 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements described in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance.

2.2 Background and Purpose

The Department provides individualized care and treatment to youth who are alleged to have committed a sexual offense or have been adjudicated and/or court ordered to attend treatment. The Department utilizes a continuum of services and treatment for juveniles with an expanded community-based focus. The treatment and programs include probation, home detention and monitoring, community service, victim restitution, and counseling. Youth who may pose a risk to themselves or to public safety are placed in residential programs or detained pending appropriate placements.

The Department utilizes several community resources to provide community-based sex offense specific treatment services.

2.3 Scope of Work Requirements

The Contractor shall provide all labor, materials, supplies, and equipment necessary to provide community-based sex offense specific treatment services to youth at multiple regions.

The Contractor shall:

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2.3.1 Provide sex offense specific treatment services in the regions as specified in Table 1 to all referred youth. These services shall include:

a) Intake psychosexual assessments;

b) Group therapy;

c) Parent or family sessions for youth attending group or approved individual treatment;

d) Family Only sessions for youth determined to need clarification sessions to assist in potential family reunification following completed sex offense specific treatment;

e) Individual Sessions;

f) Crisis Intervention Sessions; and

g) Written plans and reports.

2.3.2 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 standards, practices, and guidelines of their respective professions with regard to the administration of tests, including specific instruments utilized for psychosexual assessments.

2.3.3 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.

2.3.4 If subpoenaed, provide testimony, including methodology and performance of services provided under this Contract in any court proceedings, and provide affidavit and/or expert witness testimony for prosecution of violations in court proceedings, as needed.

2.3.5 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.

2.3.6 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.

2.3.7 Adhere to all laws, regulations, and follow the accepted professional standards and best practices governing the delivery of services under the Contract and as recommended by the Association for the Treatment of Sexual Abusers (ATSA).

2.3.8 Ensure clinical staff maintain all licenses and certifications submitted with the Bid to meet the minimum qualifications specified in Section 2 of the IFB, on the start date and 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

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

2.3.9 The Department estimates treatments per year as follows:

Table 2. – Estimated number of Treatments per Region

Treatment Sessions Eastern Region Western Region

Intake Psychosexual Assessments 15 15

Group Therapy 96 96

Parent/Family Sessions 180 180

Family Only Sessions 90 90

Individual/Crisis Intervention Sessions 180 250

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

2.4 Deliverables

2.4.1 Deliverable Submission

a) For every deliverable, the Contractor shall request the Contract Monitor to confirm receipt of that deliverable by sending an e-mail identifying the deliverable name and date of receipt.

b) For every deliverable, the Contractor shall submit to the Contract Monitor, by email the documents listed in Section 2.4.4 Deliverable Descriptions and Acceptance Criteria.

c) Unless specified otherwise, written deliverables shall be compatible with Microsoft Office within two (2) versions of the current version. At the Contract Monitor’s discretion, the Contract Monitor may request one hard copy of a written deliverable.

d) A standard deliverable review cycle will be elaborated and agreed-upon between the State and the Contractor. This review process is entered into when the Contractor completes a deliverable.

e) For any written deliverable, the Contract Monitor may request a draft version of the deliverable, to comply with the minimum deliverable quality criteria listed in Section

2.4.3 Minimum Deliverable Quality. Drafts of each final deliverable, except status reports, are required at least two (2) weeks in advance of when the final deliverables are due (with the exception of deliverables due at the beginning of the project where this lead-time is not possible, or where draft delivery date is explicitly specified).

2.4.2 Deliverable Acceptance

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a) A final deliverable shall satisfy the scope and requirements of this IFB for that deliverable, including the quality and acceptance criteria for a final deliverable as defined in Section 2.4.4 Deliverable Descriptions and Acceptance Criteria.

b) The Contract Monitor shall review a final deliverable to determine compliance with the acceptance criteria as defined for that deliverable. The Contract Monitor is responsible for coordinating comments and input from various team members and stakeholders. The Contract Monitor is responsible for providing clear guidance and direction to the Contractor in the event of divergent feedback from various team members.

c) The Contract Monitor will issue to the Contractor a notice of acceptance or rejection of the deliverable in the Delivery Product Acceptance Form (DPAF) (see online sample). Following the return of the DPAF indicating “Accepted” and signed by the Contract Monitor, the Contractor shall submit a proper invoice in accordance with the procedures in Section 3.3. The invoice must be accompanied by a copy of the executed DPAF or payment may be withheld.

d) In the event of rejection, the Contract Monitor will formally communicate in writing any deliverable deficiencies or non-conformities to the Contractor, describing in those deficiencies what shall be corrected prior to acceptance of the deliverable in sufficient detail for the Contractor to address the deficiencies. The Contractor shall correct deficiencies and resubmit the corrected deliverable for acceptance within the agreed-upon time period for correction.

e) All deliverables prepared and submitted by the Contractor shall be submitted at the required time specified by the report type. The Department may withhold payment for deliverables and/or services rendered that are not received on time as specified. If the Department incurs additional costs due to any delays, the Contractor shall be assessed the costs incurred to have services completed by another clinician on an emergency basis, and/or the costs of the youth’s continued stay in residential care until the services are performed. These costs could equal or exceed the cost charged by the Contractor.

2.4.3 Minimum Deliverable Quality

The Contractor shall subject each deliverable to its internal quality-control process prior to submitting the deliverable to the State.

Each deliverable shall meet the following minimum acceptance criteria:

a) Be presented in a format appropriate for the subject matter and depth of discussion.

b) Be organized in a manner that presents a logical flow of the deliverable’s content.

c) Represent factual information reasonably expected to have been known at the time of submittal.

d) In each section of the deliverable, include only information relevant to that section of the deliverable.

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e) Contain content and presentation consistent with industry best practices in terms of deliverable completeness, clarity, and quality.

f) Meets the acceptance criteria applicable to that deliverable, including any State policies, functional or non-functional requirements, or industry standards.

g) Contains no structural errors such as poor grammar, misspellings or incorrect punctuation.

h) Must contain the date, author, and page numbers. When applicable for a deliverable, a revision table must be included.

i) A draft written deliverable may contain limited structural errors such as incorrect punctuation, and shall represent a significant level of completeness toward the associated final written deliverable. The draft written deliverable shall otherwise comply with minimum deliverable quality criteria above.

2.4.4 Deliverable Descriptions and Acceptance Criteria

Deliverable Summary Table

Attachment Deliverable Description

Acceptance Criteria

Due Date / Frequency

Q Intake Psychosexual Assessment Report

Microsoft Word Format. Provides assessment report in format outlined in template.

Due no later than ten (10) calendar days prior to the youth’s next scheduled court date or no more than fourteen (14) days after the initial intake appointment.

T Monthly Statistical Report (MSR)

Microsoft Excel Format. The MSR shall document all participating youth.

Due with the Monthly Invoice and to vendor reporting portal by the 15th of the month.

U Individual Therapy Treatment Authorization Form

PDF Format.

This form shall document youth who need to receive individual therapy.

Due prior to initiation of individual sessions with a youth.

Not provided

Individual Treatment Plan

PDF Format.

This shall document youth’s treatment plan.

Due within thirty (30) days of the youth’s admission into the program and updated every thirty (30) days thereafter.

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Not provided

Treatment Progress Report regarding Individual, Group, Family/Parent and Crisis Intervention Services

PDF Format.

This report shall provide treatment updates to case management and the court.

Due by the tenth (10th) of each month for the preceding month for each youth receiving services.

Not provided

Discharge Summary Report

PDF Format.

This report shall provide a summary of treatment progress to case management and the court.

Due within ten (10) business days of the date of the youth’s discharge.

2.5 Office Requirements

2.5.1 In a situation where services cannot be rendered in-person, the Contractor shall provide the services virtually with prior authorization by the Contract Monitor.

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

2.5.3 At the Department’s discretion and approval, the Contractor may utilize a DJS Community Services Office (see Appendix 3) that is readily accessible and within the county to youth and parent, if the office is appropriate and meets all federal and state occupancy regulations. However the use of a DJS office shall not be construed as a substitute for meeting the requirements described in Section 2.5.1.

2.6 Referrals

The Contractor shall:

2.6.1 Receive referral documentation from the Department for youth who require sex offense specific treatment. The Department will complete and send to the Contractor via secure electronic mail (email) Attachment P – Referral for Sex Offense Specific Treatment with copies of the following materials (if available and as applicable): release of information signed by the parent or guardian; Maryland Comprehensive Assessment and Service Planning (MCASP) Assessment; Treatment Service Plan (TSP); updated Social History with current legal status, Offense Summary and Placement Summary; discharge summaries; Mental Health Summary from Behavioral Health staff; Psychosexual Evaluation; Psychosocial Assessment; Psychological Evaluation; Psychiatric Evaluation;

Neurological; drug and alcohol assessments including treatment recommendations; and school records.

2.6.2 Acknowledge receipt of each referral via secure electronic email, within twenty-four (24) hours or the next Business Day of DJS sending the referral. The Contractor shall be available to receive referrals Monday to Friday between 8 AM and 7 PM.

2.6.3 Schedule an initial intake appointment with the youth within ten (10) Business Days of the Department’s date of referral. Notice of the appointment date shall be provided to the Department via secure email.

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2.6.4 Notify the Department no later than the next Business Day from the scheduled appointment of any youth who fails to keep or arrives late for a scheduled appointment, regardless of circumstances. The Contractor must reschedule the appointment within five (5) business days of the originally scheduled appointment.

2.7 Youth and Parent Disclosure Notification

The Contractor shall:

2.7.1 Obtain the informed consent of the youth and parent/guardian for the treatment on the Department’s Authorization for Release of Psychotherapy Information and Records form (see Attachment R). In the event the youth or parent/guardian refuses to consent to the treatment, the Contractor shall notify the Department via secure email of the refusal no later than the next Business Day after the scheduled treatment. The notification must include a copy of the Authorization for Release of Psychotherapy Information and Records form (Attachment R) that documents the refusal to consent.

2.7.2 Emphasize to the youth at the commencement of treatment that: (1) there is no restriction on information that can be re-disclosed to DJS and that DJS can re-disclose to the Court, and (2) that such information, when warranted, may be used in the filing of criminal and/or violation charges or any other matters of concern regarding the youth in treatment.

2.7.3 Immediately report to the Department any information disclosed by a youth relative to any new criminal offense, or a prior unreported or undisclosed offense, or if the Contractor believes that the potential for re-offense has increased, or any other emergency situations.

2.7.4 Inform the youth of the applicable assessment and treatment procedures, and explain to the youth how the youth’s information will be used and to whom the information will be disclosed.

2.7.5 Explain to the youth the nature of the Contractor’s relationship with the Department, law enforcement agencies, and the court.

2.7.6 Respect the youth’s right to be fully informed regarding all procedures.

2.8 Reports

2.8.1 The Contractor shall prepare the following typed reports using a format provided by the

Contract Monitor:

a) Intake Psychosexual Assessment Report (Section 2.8.5);

b) Individual Treatment Plan (ITP) (Section 2.8.6);

c) Treatment Progress Reports (Section 2.8.7);

d) Discharge Summary Reports (Section 2.8.8 );

e) Monthly Statistical Reports (MSR) (Section 2.8.9); and,

f) Program Narrative Reports (See Delivery Summary Table – Section 2.4.4).

Services provided include preparation and submission of reports

2.8.2 All Reports prepared and submitted by the Contractor shall include factual, impartial, and objective accounts of the pertinent psychosocial information obtained during the process of evaluation and treatment.

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2.8.3 All Reports prepared and submitted by the Contractor shall be culturally/ethnically/racially appropriate; and if applicable, psychometrically sound (i.e., possess credible validity and reliability).

2.8.4 Intake Psychosexual Assessment Report (See Attachment Q- Psychosexual Assessment Report Template)

a) The Contractor shall prepare and submit an Intake Psychosexual Assessment Report to the Contract Monitor for each youth referred who does not have a completed psychosexual evaluation.

b) Utilize an appropriate risk assessment instrument as part of any intake assessment [e.g., the Juvenile Sex Offender Assessment Protocol-II (J-SOAP-II)] and consider protective factors using a tool such as Protective + Risk Observations for Eliminating Sexual Offense Recidivism (PROFESOR). The Contractor may use multiple assessment instruments and techniques when appropriate or as directed by the Contract Monitor. The Contractor shall contact and interview the youth’s parents and other appropriate family members as part of the intake psychosexual assessment.

c) The purpose of the assessment shall be to:

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

2. gather information regarding 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.

d) Intake Psychosexual Assessment Reports shall provide recommendations relative to:

1. The level and intensity of offense-specific treatment needed;

2. The level and intensity of behavioral monitoring needed;

3. The types of external controls which should be considered for the specific youth

(controls of the school and/or work environments, leisure time, or transportation;

means of addressing life stressors or other issues that might increase risk and require increased Department intervention); and

4. The treatment of co-existing conditions and referral for medical and/or pharmacological treatment if indicated.

e) The Contractor shall submit each completed, youth specific, Intake Psychosexual Assessment Report via secure email to the Contract Monitor no later than ten (10) calendar days prior to the youth’s next scheduled court date or no more than fourteen

(14) days after the initial intake appointment, whichever comes first.

2.8.5 Individual Treatment Plan (ITP)

a) The Contractor shall develop written ITPs for each youth in treatment. ITPs shall be specific and contain, at a minimum, the following:

1. Strengths and problem areas;

2. An assessment of the degree of danger the youth presents to the community;

3. Services to address problem areas;

4. Short and long term goals with time frames when services will be provided; and

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5. Recommendations for additional services, if appropriate.

b) Completed ITPs shall be submitted via secure email to the Contract Monitor within thirty (30) days of the youth’s admission into the program and updated every thirty

(30) days thereafter.

2.8.6 Treatment Progress Report

a) The Contractor shall prepare and submit to the Contract Monitor via secure email by the tenth (10th) of each month for the preceding month, monthly treatment attendance and progress reports.

b) The report shall include a summary of the youth’s attendance at treatment sessions, his/her presentation and level of participation; areas of discussion (e.g., family and personal history, current relationships and life situation, index offense, history of prior offenses, victim impact, sexual fantasies, relapse prevention plan); milestones (e.g., reduction in denial; acknowledgement of offending behavior and potential risk of relapse; identification of cognitive distortions and demonstration of ability to correct; involvement in relationships supportive of supervision and treatment goals;

demonstration of ability to avoid high-risk environments and situations; development of pro-social skills to address problems with stress and anger management; decrease in deviant sexual urges, arousal or manage behaviors related to risk).

c) The report shall also include a recommendation relative to continuation of treatment and details regarding any critical concerns.

2.8.7 Discharge Summary Reports

a) The Contractor shall prepare and submit to the Contract Monitor via secure email by the tenth (10th) of each month for the preceding month, monthly treatment attendance and progress reports.

b) The Contractor shall prepare and submit to the Contract Monitor via secure email, a written discharge summary report for each youth discharged from treatment within ten (10) business days of the date of the youth’s discharge.

c) This report shall indicate the type of discharge (satisfactory, unsatisfactory, or other) and the basis for the type of discharge. The report shall further note, but not be limited to, whether the youth did or did not respond to treatment, significant personal, educational, and social adjustments while in the program, services provided, and recommendations for continued improvement.

d) The Discharge Summary Report shall include the written plan to help the youth and family sustain treatment progression and help youth thrive in the multiple systems surrounding the youth in the community, such as family and school.

Monthly Statistical Reports The Contractor shall maintain a Monthly Statistical Report on an on-going basis (See Attachment T) which shall be submitted to the Contract Monitor with the monthly invoice and into the Vendor’s Database on the 15th of every month following the month of the service, see section 2.4. The content and frequency of the report are subject to modification at the Department’s discretion with thirty (30) days’ notice. Each 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 https://djs.maryland.gov/Documents/DJS-New-Vendor-Database-Access-Request.pdf

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2.9 Domains of Treatment

The Contractor shall:

2.9.1 Conduct an initial family session with all referred youth in order to:

a) To orient the youth and family to the proposed treatment plan and guidelines for participation in treatment;

b) Gather updated information regarding youth’s knowledge and experience related to sexual experiences;

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

d) Educate the family members on the youth’s offense and patterns related to his/her treatment plan; and

e) Educate the family members on their role in treatment of the youth.

2.9.2 Use group therapy as the primary treatment modality unless group therapy is determined to be clinically contraindicated for a specific youth. A group therapy provides the opportunity for participants to admit and discuss their offenses, explore thinking associated with abusive behavior, practice and model prosocial skills and embark on the change process with other individuals with similar experiences.

2.9.3 Ensure that group session leaders:

a) Are inclusive of every member;

b) Actively encourage youth to participate; and

c) Engage participants with respect.

2.9.4 Ensure that the content and organization of group sessions remain effective. Group sessions shall be guided by a written agenda for the group, the group should be encouraged to remain on task, and youth shall not be allowed to spend too much time on non-offense related issues. Group therapy sessions shall:

a) Meet at least once per week for one and a half (1½) hour sessions;

b) Be conducted separately for male and female youth;

c) Be conducted separately for youth at disparate age groups;

d) Accept youth into groups on a revolving basis with no more than a three (3) week waiting period for a youth referred to treatment; and

e) Have at least three (3) and no more than twelve (12) youth per group.

2.9.5 Address issues related to the youth’s interpersonal functioning by using a group setting to model, practice, and rehearse appropriate and effective social interactions. Issues to be addressed include, but are not limited to: anger management, assertiveness, conflict resolution, leisure time skills, problem solving, stress management, conversational skills, and substance abuse.

2.9.6 Use a best practice cognitive–behavioral model of sexual offense specific treatment that at minimum addresses victim empathy, family dynamics, the preparation of a complete and accurate sexual assault history, the establishment of appropriate supervision conditions and

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2.9.7 Note in its submission the program’s theoretical orientation, admission criteria, objectives, assessment methods (pre and post measures), treatment targets and methods, monitoring plan, and support for program effectiveness and evaluation.

2.9.8 Match treatment intensity to the youth’s risk level and responsiveness, particularly concerning denial or minimization.

2.9.9 When deemed clinically appropriate, provide individual and/or crisis intervention sessions (e.g., for youth with low cognitive functioning, major mental illness, significant behavioral disorders, or to augment group treatment).

a) The use of individual and/or crisis intervention therapy (for a set number of sessions) shall be pre-approved by the Contract Monitor. Requests to provide individual therapy shall be submitted to the Contract Monitor, using Attachment U - Individual Therapy Treatment Authorization Form.

b) Should the number of participants in a group fall below three (3), the Contractor will confer with the Department to determine the individual plans for those youth.

2.9.10 Provide monthly parent or family sessions for youth attending group or when approved for individual treatment by the Contract Monitor.

a) Parent sessions are defined as specifically scheduled sessions with the parent without the youth present. If the session involves the youth – even in a partial session – this would be considered a family session.

b) The purpose of parent and/or family sessions include the following:

1. Addressing any emergent safety or compliance concerns.

2. Discussing ongoing treatment progress.

3. Coordinating any treatment related to the victim’s (if a family member) care and safety.

4. Facilitating transition of either victim and/or youth to living in the home together

(if that is the plan).

Provide family sessions for youth determined to need clarification sessions to assist in potential family reunification following completed sex offense specific treatment. Said sessions must be approved by the Contract Monitor and are for youth who have completed treatment with another provider.

2.10 Treatment Process

2.10.1 Have a treatment service schedule (for assessments, family/parent, individual and/or group sessions) that is accommodating of youth and parents, i.e., evening and weekend hours.

2.10.2 Immediately report to the case manager when any youth has not attended a scheduled session and note the plan for further engagement.

2.10.3 Immediately report to the Contract Monitor any information disclosed by a youth regarding any new offense (regardless of whether or not a sexual offense), or a prior unreported or undisclosed offense, or if the Contractor believes that the potential for re-offense has increased. Youth shall be informed at intake that such reports will be made.

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2.10.4 Gradually decrease treatment frequency and not end treatment precipitously. There shall be clearly presented graduation or completion criteria, which shall include a review of the status of the case with the youth’s DJS treatment team.

2.10.5 The Department reserves the right to review any material that will be distributed to youth and to disapprove that material if it believes it to be inflammatory, contrary to the philosophy and mission of the Department, or not conducive to successful reintegration.

2.11 Records

The Contractor shall:

2.11.1 Maintain a file on each referred youth. All treatment data shall be appropriately recorded for diagnostic and documentation purposes. Paper files shall be locked 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.

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

2.11.3 Maintain all youth files in a matter that is consistent with the ethical standards of the applicable professional standards.

2.11.4 Turn over all files related to services provided under this Contract to the Contract Monitor thirty (30) days prior to the contract’s end date.

2.12 Contractor’s Personnel

The Contractor shall:

2.12.1 Provide qualified staff to execute the terms of the Contract on the start date of the Contract.

All Mental Health Professionals providing services under this Contract shall:

a) Possess a Master’s or Doctoral degree, and as proof of meeting this requirement, must submit a copy of the Master or Doctoral degree;

b) Possess current licenses, in good standing, with the State of Maryland as a Psychologist, Social Worker or Professional Counselor or registration as a Psychology Associate, Doctorate. As proof of meeting this requirement, the Bidder shall submit a copy of their professional license or registration issued by the Maryland Department of Health (MDH);

c) Have at least two (2) years of experience providing sex offense-specific treatment services to adolescents. Experience employed by entities or organizations other than the Bidder may be considered in determining whether this requirement has been met.

As proof of meeting this requirement shall submit a copy of their curriculum vitae (CV) or resume;

d) Have completed at least sixty (60) hours of documented training, within the last five

(5) years, specifically related to sexual offender assessment and treatment methods.

As proof of meeting this requirement, the Bidder shall submit documentation summarizing the specific training received. This documentation shall include the course title, date presented, and credit hours earned for each applicable training experience identified.

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2.12.2 Maintain a list of all employees, subcontractors, or employees of a subcontractor who will have direct contact with youth receiving treatment. The Contractor shall provide a copy of this list to the Contract Monitor and the list should include, at a minimum, full name (including any previous name), date of birth, and licensure. The Department reserves the right to require that the Contractor remove any employee, subcontractor, or employee of a subcontractor having direct contact with youth in treatment for cause.

2.12.3 Inform the Contract Monitor immediately if the Contractor learns that any employee, subcontractor, or employee of a subcontractor has participated in or committed an unlawful activity, other than a minor traffic offense, even if the individual has not yet been arrested or charged with any crime.

2.12.4 Provide adequate staff coverage in the event of illness, vacation or other absence.

Contractor shall submit to the Contract Monitor the written plan to fill a staff vacancy via email no later than five (5) calendar days after receiving notification that staff is planning to leave the program. Any employee, subcontractor, or employee of a subcontractor hired by the Contractor to render direct service to a youth during the contract period shall meet the applicable minimum requirements specified. The Contractor shall submit proof of meeting the requirements to the Contract Monitor at least fourteen (14) days prior to the employee start date. The Department reserves the right to reject any newly hired employee, subcontractor, or employee of a subcontractor that does not meet all the criteria as described in this solicitation.

2.12.5 Inform Contract Monitor of all disciplinary actions imposed upon personnel providing services under this contract, including staff of subcontractors, within twenty-four (24) hours of the action. Disciplinary action includes, but is not limited to, counseling and legal action.

2.13 Program Oversight

2.13.1 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.

2.13.2 The Contractor shall participate in a quarterly oversight meeting to discuss program performance and to problem-solve issues. The date of meetings and locations shall be agreed upon by the Contract Monitor, Regional Director/designee, and Contractor.

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3 Contractor Requirements: General

3.1 Contract Initiation Requirements

A. Contractor shall schedule and hold a kickoff meeting within ten (10) Business Days of NTP

Date. At the kickoff, the Contractor and the Contract Monitor shall establish a communication system and a monitoring plan, as well as discuss the contract expectations for each party. (See Section 2.3.6.)

3.2 End of Contract Transition

3.2.1 The Contractor shall provide transition assistance as requested by the State to facilitate the orderly transfer of services to the State or a follow-on contractor, for a period up to 60 days prior to Contract end date, or the termination thereof. Such transition efforts shall consist, not by way of limitation, of:

a) Provide additional services and support as requested to successfully complete the transition;

b) Maintain the services called for by the Contract at the required level of proficiency;

c) Provide updated System Documentation (see Appendix 1), as appropriate; and

d) Provide current operating procedures (as appropriate).

3.2.2 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Contract Monitor. The Contract Monitor may provide the Contractor with additional instructions to meet specific transition requirements prior to the end of the Contract.

3.2.3 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of State personnel or a third party, as directed by the Contract Monitor.

3.2.4 The Contractor shall support end-of-Contract transition efforts with technical and project support to include but not be limited to:

a) The Contractor shall provide a draft Transition-Out Plan 120 Business Days in advance of Contract end date.

b) The Transition-Out Plan shall address at a minimum the following areas:

1. Any staffing concerns/issues related to the closeout of the Contract;

2. Communications and reporting process between the Contractor, the Department and the Contract Monitor;

3. Security and system access review and closeout;

4. Any hardware/software inventory or licensing including transfer of any point of contact for required software licenses to the Department or a designee;

5. Any final training/orientation of Department staff;

6. Connectivity services provided, activities and approximate timelines required for

Transition-Out;

7. Knowledge transfer, to include:

a) A working knowledge of the current system environments;

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b) Review with the Department procedures and practices that support the business process and current system environments;

c) Working knowledge of all technical and functional matters associated with the solution, its architecture, data file structure, interfaces, any batch programs, and any hardware or software tools utilized in the performance of the Contract;

d) Documentation that lists and describes all hardware and software tools utilized in the performance of the Contract;

8. Plans to complete tasks and any unfinished work items (including open change requests, and known bug/issues); and

9. Any risk factors with the timing and the Transition-Out schedule and transition process. The Contractor shall document any risk factors and suggested solutions.

3.3 Invoicing

3.3.1 General

a) The Contractor shall send via e-mail the original of each invoice and signed authorization to invoice to the Contract Administrator Jennifer Green at e-mail address: Jennifer.green@maryland.gov and the appropriate AP email listed below.

b) All invoices for services shall be verified by the Contractor as accurate at the time of submission.

c) An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1) Contractor name and address;

2) Remittance address;

3) Federal taxpayer identification (FEIN) number, social security number, as appropriate;

Regions Counties Email Addresses

Region I Dorchester, Somerset, Wicomico, and Worcester Counties djs.region1ap@maryland.gov

Region IV Allegany, Garrett, and Washington Counties djs.region4ap@maryland.gov mailto:Jennifer.green@maryland.gov mailto:djs.region1ap@maryland.gov mailto:djs.region4ap@maryland.gov

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4) Invoice period (i.e. time period during which services covered by invoice were performed);

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the…