ITN 10770 solicitation document.pdf

ITN #10770

Version 22 - Rev. 09-12-22 Page 1 of 129

Date: December 8, 2023

Solicitation #: 10770

Subject: Florida Department of Juvenile Justice (Department or DJJ) Solicitation #10770 –

Children In Need of Services/Families In Need of Services (CINS/FINS), Statewide Detention Respite Care Services, Probation Respite Bed Services, Respite Bed Services for Civil Citation Youth, and evidence-based or promising practices delinquency programming.

This Invitation to Negotiate (ITN) is issued by the State of Florida, (Department), to select a Respondent to provide the above-referenced services within Florida’s 20 judicial circuits. The Department is seeking proposals throughout the State of Florida from community, faith-based, not-for-profit organizations, LLC, and/or divisions of local government that shall design, create, develop, implement, manage and ensure coordination of local delivery of residential and non-residential statewide services for CINS/FINS. The plan for programming shall include contracting with local service providers to deliver services to CINS/FINS youth and families between the ages of eight up to 18 years of age and their families, provide statewide support services, data collection and reporting, management, and enforcement of provisions described in the Attachment A, Services Sought. In addition, program services are to include innovations in evidence-based or promising practices in delinquency prevention programming as described in Attachment A, Services Sought.

The Department seeks to procure a lead agency that will subcontract for and provide management and administrative oversight of a statewide network of community-based respite care service providers that ensure access to respite care and related services, specifically designed to provide a safe alternative to secure detention. Statewide Detention Respite Care Services, as described in Attachment A-1, are for youth between the ages of eight up to 18 years of age, who have been charged with an offense of domestic violence (including youth who have been previously adjudicated for other issues).

The lead agency that will contract with local service providers for delivery of non-secure custody, care, treatment, and supervision to youth currently on probation, Probation Respite Bed Services to youth, between the ages of eight up to 18 years of age, who have been screened and deemed appropriate for services as described in the Attachment A-2, Probation Respite Bed Services. The lead agency will oversee all components of training, service delivery, contract management, and operations of local service providers.

The lead agency will contract with local service providers for Respite Bed-Civil Citation Services for youth issued a civil citation who need respite services as set forth in Attachment A-3, Respite Bed Services for Civil Citation Youth. Respite Services shall be provided to youth, between the ages of eight up to 18 years of age, as described in the Attachment A-3, Respite Bed Services for Civil Citation Youth.

The Department is seeking proposals from Respondents that will deliver all services components inclusive - CINS/FINS, Statewide Detention Respite Care Services, Probation Respite Bed Services, and Respite Bed Services for Civil Citation Youth, and evidence-based or promising practices delinquency prevention programming.

The ITN package consists of this transmittal letter with the following attachments and exhibits (some of which are not included, but are available electronically as noted):

Version 22 - Rev. 09-12-22 Page 2 of 129

1 Available at:

http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources /purchasingforms 2 Available at: https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration 3 Available at: http://www.djj.state.fl.us/partners/contract-management 4 Available at http://www.djj.state.fl.us/research/latest-initiatives/juvenile-justice-system-improvement-project-(jjsip)/standardized-program-evaluation-protocol-(spep) 5 Uploaded as a separate document from the ITN and posted on the Vendor Information Portal.

PUR 1000(1) General Contract Conditions - Incorporated by Reference1 PUR 1001(1) General Instructions to Respondents - Incorporated by Reference1 Attachment A Services Sought Attachment A-1 Statewide Detention Respite Care Services Attachment A-2 Probation Respite Bed Services Attachment A-3 Respite Bed Services for Civil Citation Youth Attachment B General Instructions for the Preparation and Submission of Replies Attachment C Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Selection Methodology and Evaluation Criteria Attachment G Sample Vendor / Subrecipient / Rate Agreement Contract2

Attachment H Prevention Budget (December 2018)2 Attachment I Business Information Report Request2 Attachment J Comparative Analysis Tool5 Attachment K Drug-Free Workplace Certification2 Attachment L Reserved Attachment M Reserved

Attachment N Notice of Intent to Submit a Reply5 Attachment O Cross Reference Table Attachment P Written Reply Evaluation Questions/Considerations Attachment Q Reply Verification Form5 Attachment R Certification of Experience5 Attachment S Reserved Attachment T Client Contact List5

Attachment U Florida Certified Minority Business Enterprise (CMBE) Subcontracting Utilization Plan2

Attachment V Reserved

Exhibit 1 Invoice5 Exhibit 2 Youth Census Report2 Exhibit 3 Sample Youth Discharge Form5 Exhibit 4 Start-up Implementation Plan5

Exhibit 5 Staff Hire Report3 Exhibit 6 Staff Vacancy Report3 Exhibit 7 Service Utilization Report5

Respondents shall comply fully with the instructions on how to respond to the ITN.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any solicitation documents or the attendance via telephone at any related meeting or reply opening. If accommodations are needed because of a disability, please contact the Bureau of Procurement and Contract Administration at least five business days prior to the meeting.

The definitions found in Rule 60A-1.001, Florida Administrative Code shall apply to this ITN and the contract resulting from this ITN. The following additional terms are also defined:

1. “Department” means the Department of Juvenile Justice that has released the solicitation.

http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration http://www.djj.state.fl.us/partners/contract-management http://www.djj.state.fl.us/research/latest-initiatives/juvenile-justice-system-improvement-project-(jjsip)/standardized-program-evaluation-protocol-(spep) http://www.djj.state.fl.us/research/latest-initiatives/juvenile-justice-system-improvement-project-(jjsip)/standardized-program-evaluation-protocol-(spep)

Version 22 - Rev. 09-12-22 Page 3 of 129

2. “Procurement Manager” means the Department’s contracting personnel, as identified in the procurement.

3. “Prospective Provider” or “Provider” means the business organization or entity providing the services and commodities specified in the reply to this ITN.

4. “Respondent” means the entity that submits materials to the Department in accordance with these Instructions.

5. “Reply” means the material submitted by the Respondent in answering the solicitation.

6. “Scrutinized Companies List”: The Respondent certifies that it is not on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes (F.S.), or is engaged in a boycott of Israel, or on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section 215.473, F.S., or engaged in business operations in or with Cuba or Syria, pursuant to section 287.135, F.S., or engaged in business operations with the government of Venezuela or in any company doing business with the government of Venezuela, pursuant to subsection 215.472(3)(a), F.S., engaged in business operations with Cuba, the government of Cuba or any company doing business in or with Cuba, pursuant to subsection 215.472(1), F.S.

7. “Primary Company” means the Respondent.

8. “Secondary Company” is where one or more principals of the Primary Company have received compensation from this company.

9. “Cause” is defined as breach, misfeasance, malfeasance, or other inappropriate action.

10. “Misfeasance” means someone in authority performs a legal act in an illegal way, often without intending to cause harm to another individual.

11. “Malfeasance” means an act that is illegal and causes physical or financial harm to others by a person in authority.

Termination for Cause Exclusion In addition to other criteria set forth in this solicitation document, any Respondent, and any and all subsidiaries of the Respondent, that have had a contract terminated by the Department for cause is subject to the provisions below. The 12 month period shall begin with the effective date of termination for cause, as delineated in the termination letter from the Department.

1. If terminated for cause in the last 12 month period preceding the Date Written Replies Are Due and

Opened for this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to submit a response to the solicitation.

2. If terminated for cause in the last 12 month period preceding the Anticipated Date of Contract Award resulting from this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to receive a contract award.

3. The above applies regardless of the business structure (for profit/not for profit) or the dates the Respondent or subsidiary were created.

Per Chapter 985.632, F.S., the Department is required to evaluate its’ programs annually to ensure program services are performed according to the minimum standards established in the contract. If a current DJJ Provider fails to provide the contracted services according to the minimum standards established in the contract, and the Department cancel’s or terminates the contract for this failure, the Respondent’s bid, proposal or reply to a solicitation for the canceled service will be ruled disqualified. The Department is unable to contract with the Respondent for the canceled service for a period of 12 months from the date of Contract termination. The Department will also rule a previous DJJ Provider ineligible to submit a bid, proposal or reply to a solicitation if the 12 month period has not ended.

One Florida Initiative Requirement The “One Florida Initiative” was developed in an effort to increase diversity and opportunities in state contracting without using discriminatory policies. If a Respondent(s) is awarded a contract resulting from this solicitation, answers to the following questions may be due to the Department prior to contract execution:

1. Does your organization have a Small Business Administration 8(a) certification? Yes (Y) / No (N)

If Y, then proceed no further with these questions.

2. Is your organization a non-profit? Y/N

Version 22 - Rev. 09-12-22 Page 4 of 129

If Y, then proceed no further with these questions.

3. Does your organization have more than 200 permanent full-time employees (including the permanent full-time staff of any affiliates)? Y/N If Y, then proceed no further with these questions.

4. Does your organization have a net worth of $5 million or more (including the value of any affiliates)?

Y/N

Sincerely, Michelle Zieman Procurement Manager Department of Juvenile Justice Phone: 850-717-2609 Email: Michelle.Zieman@fldjj.gov

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

mailto:Michelle.Zieman@

Version 22 - Rev. 09-12-22 Page 5 of 129

ATTACHMENT A

SERVICES SOUGHT

I. GENERAL DESCRIPTION

A. Services to be Sought This Invitation to Negotiate (ITN) is issued by the State of Florida, (Department), to select a Respondent to provide the above-referenced services within Florida’s 20 judicial circuits.

The Department is seeking proposals throughout the State of Florida from community, faith-based, not-for-profit organizations, LLC, and/or divisions of local government that shall design, create, develop, implement, manage and ensure coordination of local delivery of residential and non-residential statewide services for CINS/FINS. The plan for programming shall include contracting with local service providers to deliver services to CINS/FINS youth and families between the ages of eight up to 18 years of age and their families, provide statewide support services, data collection and reporting, management, and enforcement of provisions described in the Attachment A, Services Sought. In addition, program services are to include innovations in evidence-based or promising practices in delinquency prevention programming as described in Attachment A, Services Sought.

The The Department seeks to procure a lead agency that will subcontract for and provide management and administrative oversight of a statewide network of community-based respite care service providers that ensure access to respite care and related services, specifically designed to provide a safe alternative to secure detention. Statewide Detention Respite Care Services, as described in Attachment A-1, are for youth between the ages of eight up to 18 years of age, who have been charged with an offense of domestic violence (including youth who have been previously adjudicated for other issues).

The lead agency that will contract with local service providers for delivery of non-secure custody, care, treatment, and supervision to youth currently on probation, Probation Respite Bed Services to youth, between the ages of eight up to 18 years of age, who have been screened and deemed appropriate for services as described in the Attachment A-2, Probation Respite Bed Services. The lead agency will oversee all components of training, service delivery, contract management, and operations of local service providers.

The lead agency will contract with local service providers for Respite Bed-Civil Citation Services for youth issued a civil citation who need respite services as set forth in Attachment A-3, Respite Bed Services for Civil Citation Youth. Respite Services shall be provided to youth, between the ages of eight up to 18 years of age, as described in the Attachment A-3, Respite Bed Services for Civil Citation Youth.

Department is seeking proposals from Respondents that will deliver all services components inclusive - CINS/FINS, Statewide Detention Respite Care Services, Probation Respite Bed Services, and Respite Bed Services for Civil Citation Youth, and evidence-based or promising practices delinquency prevention programming.

B. Authority for Specific Program Service(s)

The Department requires community-based, non-residential and residential services for habitually truant, runaway, and ungovernable youth pursuant to Chapter 984, F.S., in each of 20 judicial circuits throughout the State of Florida. The Department requires development and implementation of effective programs to prevent delinquency, divert children from the traditional juvenile justice system, intervene at an early stage of delinquency, provide critically needed alternatives which will support a safe environment and provide youth and their families’ positive alternatives for delinquent behavior and provide well-trained personnel, high-quality services, and cost-effective programs within the juvenile justice system pursuant to Chapter 985, F.S., in each of 20 judicial circuits throughout the State of Florida.

C. Major Goal(s) of the Services

1. Develop and implement effective methods of preventing and reducing acts of delinquency, with a focus on maintaining and strengthening the family as a whole

Version 22 - Rev. 09-12-22 Page 6 of 129 so that children may remain in their homes or communities.

2. Develop and implement effective programs to prevent delinquency, to divert children from the traditional juvenile justice system, to intervene at an early stage of delinquency, and to provide critically needed alternatives which will support a safe environment and provide youth and their families’ positive alternatives for delinquent behavior.

3. Provide well-trained personnel, high-quality services, and cost-effective programs within the juvenile justice system.

4. Increase the capacity of local governments and public and private agencies to conduct rehabilitative treatment programs and to provide research, evaluation, and training services in the field of juvenile delinquency prevention. (s. 984.02(3), F.S.).

D. Program Implementation The successful Respondent or respondents must have the capability to execute a contract and begin direct services to youth by July 1, 2024. The Respondent shall submit a complete timeline for all proposed activities for implementation from Agency Decision through Contract expiration (Exhibit 4 – Start-Up Implementation Plan). The resulting contract will reflect the service period from July 1, 2024, through June 30, 2029.

E. Available Funding The Department anticipates awarding a single contract. The initial Contract award under this ITN is approximately $48,437,029.00 annually. Funding for the resulting contract year (initial Contract award) and renewal years, if applicable, may increase or decrease, based on available grant funding to the Department. The award shall be made to a responsive and responsible Respondent. The award shall be based upon funding availability and the Department’s final determination of service needs.

F. Definitions

1. Assessment

A multi-method, multi-dimensional process in which professional expertise and skills are exercised to gather and analyze information.

2. Case Management Service coordination on behalf of clients which includes information gathering;

supportive linking; advocating, coordinating and monitoring services; case review and termination with appropriate referral when the agency’s direct services are no longer needed.

3. Case Staffing Committee A statutorily mandated committee coordinated by the local contracted CINS/FINS agency that develops a treatment plan for habitual truancy, ungovernable, and runaway youth when all other services have been exhausted or upon written request from the parent(s)/guardian(s).

4. Centralized Intake Service designed to provide youth and their families with the least restrictive services that are responsive and individualized to best meet youth and family needs. Centralized intake services from local service providers shall be accessible 24 hours a day, seven days a week, 365 days a year to eligible youth and their families.

5. “Child" or "juvenile" or "youth" Any unmarried person under the age of 18 who has not been emancipated by order of the court and who has been found or alleged to be dependent, in need of services.

6. Children In Need of Services (CINS) A child for whom there is no pending investigation into an allegation or suspicion of abuse, neglect, or abandonment; no pending referral alleging the child is delinquent; or no current supervision by the Department of Juvenile Justice or the Department of Children and Families for an adjudication of dependency or delinquency. The child must also be found by the court:

a. To have persistently run away from the child’s parents or legal custodians despite reasonable efforts of the child, the parents, or legal custodians, and appropriate agencies to remedy the condition contributing to the

Version 22 - Rev. 09-12-22 Page 7 of 129 behavior and/or.

b. To be habitually truant from school, while subject to compulsory school attendance, despite reasonable efforts to remedy the situation pursuant to

ss. 1003.26 and 1003.27, F.S., and through voluntary participation by the child’s parents or legal custodians and by the child in family counseling services and treatment offered.

c. To have persistently disobeyed the reasonable and lawful demands of the child’s parents or legal custodian, and to be beyond their control despite efforts by the child’s parents or legal guardian and appropriate agencies to remedy the conditions contributing to the behavior (also referred to as ungovernable).

7. Counseling Services Therapeutic services, including but not limited to, crisis intervention, individual, group and/or family counseling, provided to CINS/FINS clients in their home, a community location, or in an agency/shelter setting.

8. Community Based Respite Care Services Provider The Managing Entity’s subcontracted provider, in communities that deliver respite beds and services directly to targeted youth.

9. Evidence-based Practice Treatment and practices which have been independently evaluated and found to reduce the likelihood of recidivism or at least two criminogenic needs, with a juvenile offending population. These interventions have been evaluated to the highest degree, often using the “gold standard” of random assignment. The evaluation must have used sound methodology, including, but not limited to, random assignment or use of methodologically sound control groups, valid and reliable measures, low attrition, and appropriate analysis. Such studies shall provide evidence of statistically significant positive effects of adequate size and duration. In addition, there must be evidence that replication by different implementation teams at different sites is possible with similar positive outcomes.

The effect of the intervention must have been statistically significant and must have lasted for an adequate time period (at least one year for recidivism).

10. Families In Need of Services (FINS) A family that has a child for whom there is no open investigation of abuse, neglect or abandonment or no court-ordered supervision by the Department of Juvenile Justice or the Department of Children and Families for an adjudication or dependency or delinquency. The child must also have been referred to a contracted provider for:

a. Running away from parents or legal guardian or custodian.

b. Disobeying the reasonable and lawful demands of parents or legal guardian or custodian and being beyond their control.

c. Habitual truancy from school.

d. engaging in other serious behaviors that place the child at risk of future abuse, neglect or abandonment or at risk of entering the juvenile justice system.

11. Juvenile Probation Officer (JPO) An employee of the department responsible for the intake of youth upon arrest and the supervision of youth on court ordered supervision in the community. The JPO serves as the primary case manager for the purpose of managing, coordinating and monitoring the services provided and sanctions required for each youth.

Whenever a reference is made to the objectives and duties of a JPO, it shall also apply to case management staff of a provider agency contracted to perform these duties and objectives.

12. Local Service Provider An entity contracted by the Respondent to provide direct services and case management to CINS/FINS youth and their families.

13. Mental Health Services Assessment, diagnosis, treatment or counseling to assist an individual, group, or

Version 22 - Rev. 09-12-22 Page 8 of 129 family in alleviating mental or emotional illness, symptoms, conditions, or disorders provided by a licensed mental health professional or a non-licensed mental health clinician working under the direction of a licensed mental health professional.

14. New/Unduplicated Program Participant A New/Unduplicated program participant is a youth who has gone through the program intake process, been admitted/enrolled/accepted (terminology may vary) for program services and is receiving services task as defined by the resulting contract.

15. Outcome A measure of the quantified result, impact, or benefit of program tasks on the clients, customers, or users of the services.

16. Prevention Efforts that support youth who are “at-risk” of becoming involved in delinquent behavior and help prevent a juvenile from entering the juvenile justice system as delinquent. Prevention includes arbitration, diversionary, or mediation programs, and community service work, or other treatment available prior to a child committing a delinquent act.

17. Physically Secure Shelter Services Physically secure settings for the court ordered placement of adjudicated children in need of services who meet the following criteria:

a. Failed to appear for placement in a staff-secure shelter under section

984.225, F.S., or failed to comply with any other provision of a valid court order relating to such placement and as a result of such failure has been found to be in direct or indirect contempt of court.

b. Run away from a staff-secure shelter following placement under s.

984.225 or 984.09, F.S.

18. Promising Practices Interventions and treatments which have been evaluated and found to reduce the likelihood of recidivism or at least one criminogenic need with a juvenile offending population. These delinquency interventions have a significant amount of empirical support. The evaluation must have used sound methodology, including, but not limited to, random assignment or quasi-experimental design, use of control or comparison groups, valid and reliable measures, and appropriate analysis. Such studies shall provide evidence of statistically significant positive effects. In addition, there must be evidence that replication by different implementation teams at different sites is possible with similar positive outcomes.

19. Practices with Demonstrated Effectiveness Practices based on general principles, strategies, and modalities reported in criminological, psychological, or other social science research as being effective with a juvenile population as evidenced by empirical support. The specific interventions may not have been evaluated. For an intervention to be deemed a practice with demonstrated effectiveness, the empirical research must have shown that practices that contain similar components or similar principles have shown reductions of the program participants versus the comparison group(s) in at least one criminogenic need. These practices should be outlined in a format that ensures consistent delivery by the facilitator across multiple groups.

20. Respondent Also referred to as the Provider, the Respondent is the entity submitting a response, proposal, and/or reply to this specific solicitation.

21. Response, Proposal, and/or Reply A document submitted in reply to an Invitation to Negotiate (ITN) procurement document to be considered for contract award as a lead agency for the Department.

22. Referral Directing the child and family to the appropriate services based upon the service plan. CINS/FINS agencies have interagency agreements in place with community-based service providers to ensure referred clients have access to desired services.

Version 22 - Rev. 09-12-22 Page 9 of 129

23. Sign-In Sheets Youth and family members shall sign-in for each service provided. Sign-in sheets shall contain the name of youth or family member served, the date of service, type of service (individual, group, family) rendered and name of therapist/counselor providing the service. These sign-in sheets shall accompany each monthly invoice to the Department’s Contract Manager.

24. Subcontractor An agreement entered into by the Respondent with any other person or organization that agrees to perform any performance obligations for the Respondent specifically related to securing or fulfilling the Respondent’s obligations to the Department under the terms of the resulting contract.

25. Screening The action of gathering information from a referral source (e.g. parent, child, law enforcement, etc.) to access presenting problems and needs in order to facilitate further services.

26. Service Plan A written document developed with youth and parent(s) that identify needs, measurable goals and outcomes, proposed actions and time frames for completion of actions.

27. Service Type Refers to residential and non-residential services.

28. Shelter Services Short-term service providing crisis intervention, shelter, food, clothing, case management, and counseling. CINS/FINS Shelter services are available 24 hours a day and every day of the year. Short-term support and services may include temporary shelter for the child, counseling or the provision or procurement of crisis intervention services or, phone calls or meetings with the child or family to stabilize the situation until more appropriate services can be obtained. Voluntary shelter placement may not exceed 35 days.

29. Staff Secure Shelter Services Designed to serve court-ordered youth who are adjudicated CINS and who have been held in contempt of court; or have repeatedly run away and have failed to comply with a court order; or are locked out of their home due to a history of conflict and or ungovernable behavior, or who have failed to complete an alternative treatment program or comply with a court ordered sanction and the child has previously been placed in a residential program under Chapter 984, F.S. Staff-secure shelters are not physically secure but provide a more intensive staffing and service overlay than the short-term shelter. Staff secure shelter placement may be court ordered for up to 90-120 days.

30. Trauma-Informed Care Trauma is the experience of violence and victimization often leading to mental health and other types of co-occurring disorders. This may result from sexual abuse; physical abuse; severe neglect; loss; domestic violence, and/or the witnessing of violence; terrorism; or disaster(s). Trauma-Informed Care services are designed to determine the root cause of delinquency, and mental health/co-occurring disorders, and is based on the premise many youth in the juvenile justice system have experienced trauma(s) associated with abuse, violence, and/or fear.

Trauma-Informed Care services are designed to recognize the impact of violence and victimization on development and mental health and to assist with recovery and the development of positive coping skills through clinical mental health treatment.

31. Treatment Plan A written guide that structures the focus of a youth’s short-term or ongoing treatment services in the areas of mental health, substance abuse, developmental disability or physical health services.

32. Treatment Services

Version 22 - Rev. 09-12-22 Page 10 of 129

Services delivered by clinicians in accordance with a mental health, substance abuse, physical health, or developmental disability treatment plan. This includes implementation of a curriculum specifically designed to be delivered by clinicians.

33. “Truancy Court Youth” or “Truancy Court Child” is a child subject to proceedings under s. 984.151, F.S., who has been referred for FINS services or who has been referred to the Case Staffing Committee for consideration of a CINS petition.

34. “Ungovernable”, “Ungovernable Youth”, or “Ungovernable Child” means a child who has persistently disobeyed the reasonable and lawful demands of the child’s parents, legal guardians or custodians, and is beyond their control as set forth in

s. 984.03(9)(c), F.S. The parents, legal guardians, or custodians must make reasonable efforts with assistance of the local provider or other community agencies to remedy the conditions leading to the child’s behavior.

II. YOUTH TO BE SERVED

A. General Description of Youth to be Served The Respondent shall provide the delivery of statewide CINS/FINS, Respite Bed services – Civil Citation, and Probation Respite Beds services, as outlined in Chapter 984 and Chapter 985, F.S., and to those who meet the eligibility criteria contained in the resulting contract.

B. Youth Eligibility The Respondent shall comply with the requirements pursuant to Chapter 984, F.S., for eligibility of youth to participate in the CINS/FINS and evidence-based or promising practices delinquency programming between the ages of eight up to 18 years of age. The Respondent shall comply with the requirements pursuant to Chapter 985, F.S., for eligibility of youth to participate in the Respite Bed services – Civil Citation and Probation Respite Beds services.

C. Youth Referral/Determination Youth may be referred to the Respondent by the following to include but not limited to: law enforcement, state attorney’s office, public defender’s office, court officials or administrators, judges, parents, legal guardians, self-referral by youth, local schools, community service organizations, network of community linkages and the Department. The Department shall resolve all disputes regarding the eligibility of youth to participate in the program. The Respondent shall contact the Department's assigned Contract Manager prior to the admission of youth whose eligibility is in dispute.

D. Limits on Youth to be Served Youth who have completed program services may be a participant in program services as a new/unduplicated program participant in a following Contract year(s) if services are needed.

The Respondent shall complete all necessary close-out procedures for Juvenile Justice Information System (JJIS)/Prevention Web once the youth has completed program services.

All youth must be disenrolled from program services by their 18th birthday.

E. Youth Discharge Planning If services are not received in a 30 day period, the youth will be discharged from the program. Upon release/discharge from program services, the Respondent shall complete and submit to the Department’s Contract Manager, a youth’s discharge form. The Respondent shall ensure the youth’s release date is entered into the JJIS system.

III. SERVICES TO BE SOUGHT

A. Service Tasks to be Performed

1. Minimum Programmatic Requirements

1.1 Policy and Program Development

The Respondent shall develop statewide policies and procedures regarding issues impacting CINS/FINS programs and services. The policies, procedures, and program development shall be derived from and be consistent with information in the following: Chapter 984, F.S.; 63C- 1.001-.003, Florida Administrative Rule; Department’s Long Range Program Plan; Rule 63-H-3.001-3.007; as applicable Rule 63M-2.090 and Rule 63N-1.001-.015

a. The Respondent shall develop policies, procedures, and program information including, but not limited to:

Version 22 - Rev. 09-12-22 Page 11 of 129

1. Issues related to the delivery of individual youth and family services by local service providers to run away, truant, ungovernable youth at high risk of delinquency or court-ordered adjudicated CINS youth.

2. Educational, medical, substance abuse, mental health, and legal issues.

3. Quality Improvement.

4. Performance-based budgeting program.

5. Youth data input into the Department’s JJIS.

6. Prevention and early intervention direct services.

b. The Respondent shall implement and follow the policies, procedures and program information as reviewed and approved by the Department.

1.2 Operating Plan

a. The Operating Plan shall outline a timeline for implementing the provisions contained in the Attachment A, Services Sought. The Respondent shall develop and submit an Operating Plan that shall include, but not be limited to, a timeline for implementation of organizational goals, budget, procedures for procurement, management and monitoring of local service providers, residential and non-residential services to be provided by local service providers, allocation of funds, trainings and a calendar of training sessions and on-site monitoring for the upcoming fiscal year. The Respondent shall implement the Operating Plan as reviewed and approved by the Department.

b. The Operating Plan shall include a plan for optimization of services for youth referred for services from Truancy Court, and habitually truant youth referred for services from school districts.

The Operating Plan will include strategy to implement services to youth in school districts reporting 25% or higher rates of absenteeism (21 or more days absent) to the Department of Education.

c. The Operating Plan shall include a plan that ensures services shall be delivered within or contiguous to every county in the state, including all rural counties. The plan shall provide for an estimated minimum number of youth to be served in each circuit, delineated by type of service (residential or non-residential); a methodology for obtaining the estimated number; and a description of the strategy to be used to serve them.

d. The Operating Plan shall include services that shall be delivered, the anticipated results and recommended performance measures.

e. The Operating Plan shall specify how the Respondent shall develop partnerships to reach out to families and the general public to make them aware of the availability of services provided by the local service providers.

f. The Operating Plan shall provide an implementation plan for the Respondent’s Internet-based web page on the World Wide Web.

The purpose of the web site shall be to provide useful information to parents and youth in need of immediate help to access CINS/FINS local service providers.

1.3 Organizational Structure

a. The Respondent shall present an organizational structure that eliminates the presence of conflict of interest. The Respondent shall submit an organizational chart o u t l i n i n g the Respondent’s organizational structure that includes a listing of the Board of Directors.

b. The Respondent shall provide a plan for the appointment of board

Version 22 - Rev. 09-12-22 Page 12 of 129 members.

c. The Respondent shall ensure that the board consists of stakeholders, including community and business leaders that reflect representation of communities within the State.

d. The purpose and the structure of the board shall create independent oversight for the allocation of funding and monitoring of service delivery.

e. The Respondent shall develop a policy addressing conflict of interest between board members and direct service providers, which at a minimum; addresses related party transactions and Section 1.3., a-d., above. This policy shall be provided to the department prior to implementation.

f. The Respondent shall develop a policy addressing the requirements stated in Section 2.4., g, below. This policy shall be provided to the department prior to implementation.

1.4 Data Collection

a. The Respondent shall submit a timeline and plan for the collection and input of all data into the JJIS. The plan shall include proposed deadlines and schedules for JJIS training of both Respondent and local service providers, a plan to monitor the input of data by the local service providers, compilation of the data by the Respondent and drafts of the data reports. Prior to implementation, the Department must approve the plan.

b. The Respondent shall implement the data collection services as reviewed and approved by the Department.

1.5 Information Packet

a. The Respondent shall submit a timeline and implementation plan for an information packet in accordance with the provisions of section 984.071, F.S. The Respondent shall provide content, costs, and distribution methodology.

b. The information packet shall be updated annually as required by statute.

c. An English, Spanish, and Creole version shall be posted on the Respondent’s web site.

d. An initial mailing of a minimum of 6,700 brochures to each local service provider shall be distributed no later than November 15th of each year. If there are legislative changes, additional copies shall be produced and mailed to local service providers. The brochures shall be reviewed and approved by the Department’s Contract Manager.

e. The Respondent shall submit a plan to produce and disseminate brochures, manuals, newsletters, and the annual report in order to inform all stakeholders regarding the type, location and availability of services.

f. The Respondent shall agree to implement the plan to create and distribute information packets and additional materials, as reviewed and approved by the Department.

1.6 Interaction with Department Staff and Courts

The Respondent shall ensure that local service providers coordinate with the Department and state courts in connection with CINS/FINS cases. The Respondent shall ensure attendance at court hearings and adjudicatory hearings without subpoena.

1.7 CINS/FINS Operations Manual

The Respondent shall submit a timeline and plan to develop an operation manual of CINS/FINS services for use by the Respondent and the local service providers. The Respondent shall agree to implement the operational manual as reviewed and approved by the Department.

Version 22 - Rev. 09-12-22 Page 13 of 129

1.8 Special Projects and Technical Assistance

The Respondent shall participate in special projects and provide technical assistance related to the provisions of CINS/FINS programs and services within the scope of the resulting contract.

1.9 Transition Plan

a. The Respondent shall provide written policy and procedures for collaboration activities in the event of a transition of the CINS/FINS contract.

b. A Transition Plan shall be submitted to ensure the CINS/FINS Responder staffs are prepared to transition to a new provider, as a result of the procurement process or due to the termination of an existing CINFINS Provider.

c. The Transition Plan shall be written from the perspective of the responding Provider (i.e. the incumbent Provider or a new Provider).

d. The Respondent shall submit a Transition Plan with a timeline which incorporates the following activities:

1. Collaborating with the new CINS/FINS provider to assist in the transition of services including a census of all enrolled youth and families served including the names, any identification numbers, social security numbers, addresses, phone numbers and the local service providers’ names and phone numbers serving each enrolled youth.

2. Assisting in the obtaining of signatures for the release of all program and healthcare records pertaining to each enrolled youth.

3. Providing a complete directory of the CINS/FINS local services providers and subcontractors including agency name, contact names, addresses and phone numbers.

4. Meeting with the new CINS/FINS provider to discuss individual local service provider situations to identify needs or situations requiring immediate attention.

5. Providing a complete inventory of DJJ-purchased equipment and supplies for transfer to a new provider.

6. Collaborating with the local service providers to ensure a smooth transition of services and continuity of care.

2. Providers

2.1 Selection of Local Service Providers

a. The Respondent shall utilize a competitive method for selection of local service providers. The Department shall review and approve the procurement process utilized by the Respondent prior to implementation.

b. The Respondent shall provide a policy and operating procedures to ensure all sub-recipient agreements at or over $75,000.00 annually shall be procured by competitive procurement process.

The policy and operating procedures shall be reviewed and approved by the Department prior to implementation.

2.2 Local Service Provider Contracts

a. The Respondent shall request and obtain written approval from the Department prior to entering into any contract with a local service provider.

b. The Respondent shall issue a contract to local service providers; the duration shall not exceed the duration of the Respondent’s contract with the Department.

c. The Respondent shall issue a contract to local service providers containing all applicable terms and conditions consistent with or

Version 22 - Rev. 09-12-22 Page 14 of 129 the same as the Respondent’s contract with the Department.

d. The Respondent shall issue a contract to local service providers that contain uniform performance and cost measures consistent with or the same as the Respondent’s contract with the Department.

e. All local service providers contracted to provide services outlined in the resulting contract shall understand their status as subrecipients, if applicable, under the Florida Single Audit Act and follow all rules, laws and policies of that Act. All local service providers shall make all records and financial statements available to the Department and others as required.

f. The Respondent shall obtain approval from the Department’s Contract Manager of a draft contract for use with local service providers.

g. The Respondent may make changes to the local service providers’ contract requirements with the Department’s approval, in new contracts, in order to improve the efficiency or effectiveness in the delivery of services or management of contracts.

h. The Respondent and local providers shall be subject to financial consequences with a process consistent with DJJ Policy 2000, Program Monitoring and compliance with contract and 63M-2.090, Florida Administrative Code (F.A.C.), and Rule 63N-1.001-.015.

i. The Respondent and its local service providers shall submit, for review and approval by the Department, their plans to identify and target youth and communities at greatest risk for delinquency.

j. All local service providers shall comply with Federal, State, and local laws and rules.

2.3 Data Reporting by Local Service Providers

a. The Respondent’s shall submit to the Department for review and approval a plan to evaluate the performance of all local service providers annually through specific data reporting processes. The Respondent shall use the local service provider’s outputs, percentage of youth completing the program, timeliness of entry of cases into JJIS, percentage of youth served who meet the Department’s risk domain criteria, recidivism percentages, percentage of youth who incurred new delinquent or criminal charges during service resulting in an adjudication of delinquency, percentage of youth who have prior arrests and adjudicated offense, the number of youth admitted for non-residential and residential services including the type of residential service (voluntary, CINS court ordered, staff secure, physically secure), the number of youth refused admission for residential services and reason for refusal, the number of case staffing’s held, the number for CINS petitions filed, and any other factors that the Department deems relevant for the evaluation of the local service providers’ performance.

b. The Department shall review and approve the Respondent’s process for developing and evaluating the data reports in regard to a local service providers’ performance.

2.4 Provider Contract Management and Monitoring of Local Service Provider

a. The Respondent shall provide administrative and programmatic contract management and contract monitoring for all local service providers’ contracts.

b. The Respondent shall include a timeline and implementation plan for contract management and contract monitoring of its local service providers, and monitoring shall include but not be limited

Version 22 - Rev. 09-12-22 Page 15 of 129 including a contract management policy, a contract monitoring policy, and contract management and monitoring tools for administrative, fiscal, and programmatic monitoring. The Respondent shall agree to implement the contract and contract monitoring policies, procedures, and tools as reviewed and approved by the Department prior to implementation.

c. Respondent contract management to provide the following:

1. Program monitoring.

2. Administrative and Fiscal monitoring.

3. Compliance with QI Standards for CINS/FINS programs.

4. Monitoring of compliance with Contract provisions.

5. Enforcement of Contract provisions.

6. Review and ensure implementation of quality improvement plans and reports to the Department as required by the resulting contract.

d. Respondent contract management and monitoring will also include ensuring that local service provider’s performance is in compliance with federal laws and rules, Florida Statutes, Florida Administrative Code, Department policies, and other applicable laws.

e. Respondent contract manager shall monitor all contract requirements and revisit all areas that are below acceptable performance or not in compliance with the Respondent’s Quality Improvement standards for CINS/FINS Programs to ensure improvement, corrective action and compliance.

f. The Respondent shall be responsible for development, submission for Department approval, and implementation of operational policies and procedures to avoid a conflict of interest and maintain the separation of duties in the contract management and contract monitoring of local service providers.

g. To avoid conflicts of interest in managing and monitoring the contracts of the local service providers, the Respondent and the local service providers shall ensure:

1. No member of the Board of Directors will have decision-making authority to amend, issue, cancel, or renew contracts relating to CINS/FINS, other than voluntary cancellation of the contract.

2. No member of the Board of Directors shall have any role as a contract manager or contract monitor or receive any salary for any services provided to the Respondent or local service provider.

h. The Respondent shall collect and report the performance measures at the statewide level and at each local service provider. The Respondent shall measure the performance of each local service provider by service type and report the results to the Department within 20 days following the end of each fiscal quarter.

i. The Respondent shall ensure the submission of a quality improvement plan by all local service providers that are identified by the Respondent as being necessary or required.

1. The quality improvement plan will be in effect until the criteria are met and evaluated, or if compliance is not met, for the contract renewal or termination consideration.

2. At the conclusion of the quality improvement plan period, the Respondent and the Department shall review and analyze the attainment of the established monthly outcomes, the rate of improvement among the local

Version 22 - Rev. 09-12-22 Page 16 of 129 service…