ITN_10848_Addendum_1.pdf

INVITATION TO NEGOTIATE (ITN)

ADDENDUM #1

September 23, 2024

ITN Number: 10848

ITN Services: Florida Department of Juvenile Justice (Department or DJJ) Solicitation # 10848 –

Children In Need of Services/Families In Need of Services (CINS/FINS), Statewide Respite Care Services, 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, provide statewide support services, data collection and reporting, management, and enforcement of provisions described in the Attachment A, Services Sought. CINS/FINS residential services shall be provided to youth, between the ages of 10 to 18 years of age.

CINS/FINS non-residential services shall be provided to youth, between the ages of six to 18 years of age. 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.

Statewide Respite Care Services, as described in Attachment A-1, are for youth between the ages of ten up to 18 years of age, who either have been charged with an offense of domestic violence (including youth who have been previously adjudicated for other issues), are on probation and referred by the Department, or are in need of respite services and have been issued a pre-delinquency citation.

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

UNSPSC Code: 93141507

Subject: This Addendum contains questions received from potential Respondents, and the

Department’s answers to the questions; updates the Available Funding language;

updates the Assessment language; updates the Staffing Levels language; updates the Staffing Qualifications & Key Personnel/Vacancies language; updates the Calendar of Events; and updates the Funding Amount language.

Deletions are indicated by “strikethrough”. Additions, updates, or replacements are indicated by underscore. All changes are highlighted yellow for quick reference.

REFERENCE: Page 5, Attachment A, Section I., E., Available Funding UPDATE: The Department anticipates awarding a single contract. The initial Contract award under this ITN is approximately $55,228,348.26 $55,298,165.00 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.

REFERENCE: Page 21, Attachment A, Section III., A., 3.5., Assessment UPDATE: 3. The local service provider shall administer the DJJ PAT for all CINS/FINS eligible youth to identify prevention youth’s risks and needs; guide the development of intervention strategies; and assist in determining youth progress or approved assessment tool by the Department.

REFERENCE: Page 35, Attachment A, Section IV., D., Staffing Levels UPDATE: The Respondent shall ensure the constant presence of sufficient qualified staff as indicated in the Attachment H – Prevention Budget (December 2018) forms to provide the services listed, to ensure that there shall be no waiting lists for services and shall monitor staff vacancies to ensure that services are not cancelled, postponed, or rescheduled.

1. The program shall maintains the following minimum staffing ratios as required by Florida Administrative Code and the resulting contract.:

a. 1 staff to 10 youth during awake hours.

b. 1 staff to 5 youth during off-site activities.

c. 1 staff to 12 youth during the sleep period.

d. 1 staff to 2 staff-secure shelter youth at all times.

2. There is always at least one staff on duty of the same sex as the youth. If a program accepts both males and females, there should always be both a male and a female staff present, including the overnight or sleep period.

Overnight shifts must always provide a minimum of two staff present. Off-site activities shall always provide a minimum of two staff present.

REFERENCE: Page 35, Attachment A, Section IV., E., Staffing Qualifications & Key

Personnel/Vacancies UPDATE: All staff shall possess adequate education and training to perform the duties for which they are assigned and meet all applicable licensing or certification requirements for their respective disciplines.

1. Those individuals who are responsible for the delivery of services are considered key personnel including local service providers (subcontractors).

In the event of a vacancy of key personnel, the Department’s Contract Manager shall be notified within 24 hours seven working days. Additionally, the vacant positions shall be filled by an individual with equivalent experience and expertise.

2. The Respondent shall have and utilize a written back-up plan and have adequate qualified staff to fill-in for staff who may be absent from work (e.g., unexpected emergency, illness, or vacation) to ensure that services will not be canceled or rescheduled.

REFERENCE: Pages 62-64, Attachment B, Section IV., B., Calendar of Events (table)

UPDATE:

DATE TIME ACTION WHERE

TBD

Tuesday, September 23, Before or by

5:00 PM

EDT

Anticipated date that answers to wWritten questions will be posted on the web site

MyFlorida.com website https://vendor.myfloridamarketplace.com/ under the solicitation #10848.

TBD

Tuesday, October 1, 2024

Before or by

Deadline for Access to DJJ Bid Library

Respondents shall request to register for a

DJJ Bid Library account.

http://www.myflorida.com/apps/vbs/vbs_www.main_menu

5:00 PM

EDT

TBD

Tuesday, October 1, 2024

Before or by

5:00 PM

EDT

Attachment N –

Notice of Intent to

Submit a Reply

Submit to the DJJ Bid Library

TBD

Friday, October 4, 2024

2:00 PM

1:00 PM

EDT

Written Replies Due and Opened –

Conference Call

Bureau of Procurement and Contract

Administration

Knight Building, DJJ Headquarters

2737 Centerview Drive

Tallahassee, FL 32399-3100

Telephone 1-888-585-9008 and enter code

781-229-052# when directed.

TBD

Monday, October 14, 2024

2:00 PM

Evaluation Team

Briefing Conference

Call

(public meeting via telephone / recorded)

Telephone

1-888-585-9008 and enter Code 781-229-

052# when directed.

A recording of the Conference Call will be available at http://www.djj.state.fl.us/partners/procurement-and-contract-administration/conference-calls within 48 hours of briefing excluding weekends and holidays.

TBD

Thursday, October 31, 2024

9:00 AM

Debriefing #1

Meeting of the

Evaluation Team to

Record Scores of

Written Narrative

Reply Evaluations

1-888-585-9008 and Code 781-229-052# when directed.

A recording of the debriefing will be available at http://www.djj.state.fl.us/partners/procurement-and-contract-administration/conference-calls

Within 48 hours of the debriefing excluding weekends and holidays.

Tuesday, October 8, 2024

November 5, 2024

10:00

AM

EDT

EST

Debriefing #2

Meeting of the

Evaluation Team to determine number of

Telephone

052# when directed.

http://www.djj.state.fl.us/partners/procurement-and-contract-administration/conference-calls

Respondents to move forward to

Negotiations

A recording of the debriefing will be available at http://www.djj.state.fl.us/partners/procurement-and-contract-administration/conference-calls within 48 hours of the debriefing excluding weekends and holidays.

Monday, October 28, 2024 Monday-Tuesday, November 25-26, 9:00 AM

4:00 PM

EDT

Final dates and times to be communicated to Respondent(s) selected for negotiations

(not open to the public but recorded)

Specific location TBD

Respondents shall go to the Knight Building, DJJ Headquarters

2737 Centerview Drive

Tallahassee, FL 32399-3100

(go to the lobby for directions)

Tuesday – Thursday, October 29-31 and Friday, November 1, 2024 Thursday-Friday, December 6 and

December 10, 9:30 AM

3:30 PM

4:00 PM

EDT

Final dates and times to be communicated to Respondent(s) selected for negotiations

(not open to the public but recorded)

Specific location TBD

Monday, November 4, 2024

Thursday, December 12, 2:00 PM

9:00 AM

Debriefing #3

Meeting of

Negotiation Team to

Recommend

Contract Award

052# when directed.

A recording of the debriefing will be available at http://www.djj.state.fl.us/partners/procurement-and-contract-administration/conference-calls within 48 hours of the debriefing excluding weekends and holidays.

http://www.djj.state.fl.us/partners/procurement-and-contract-administration/conference-calls http://www.djj.state.fl.us/partners/procurement-and-contract-administration/conference-calls

Tuesday, November 8, 2024

Monday, January 6, 2025

COB

Anticipated posting date of Notice of

Final Agency

Decision

(Anticipated Date of

Contract Award)

MyFlorida.com web site https://vendor.myfloridamarketplace.com/

December 23, Friday, January 31, 2025

Anticipated Contract

Execution Date

Wednesday, January 1, 2025

February 3, 2025

Anticipated Contract

Start Date

REFERENCE: Page 68, Attachment B, Section XIV., Funding Amount UPDATE: A. The Maximum Annual Contract Amount shall be at or below

$55,171,726.97 $55,298,165.00.

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the ITN. Protests must be filed with the General Counsel’s Office, Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, within the time prescribed in section 120.57(3), Florida Statutes (F.S.), and Chapter 28-110, Florida Administrative Code (F.A.C.). Notices delivered by hand delivery or delivery service shall be to the Agency Clerk, Office of the General Counsel, Florida Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, with a copy to the Department’s Procurement Manager responsible for this solicitation. Failure to file a protest within the time prescribed in section 120.57 (3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under Chapter 120, F.S. Written notices, formal requests and proceedings must conform to the requirements set forth in Chapter 28-110, F.A.C.

Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the department or agency pursuant to section 120.57(3), F.S., shall post with the department or the agency at the time of filing the formal written protest a bond payable to the department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the Respondent within 72 hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Respondent. The estimated contract amount is not subject to protest pursuant to section 120.57(3), F.S.

The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the department or agency may, in either case, accept a cashier's check, official bank check, or money order in the amount of the bond. If, after completion of the administrative hearing process and any appellate court proceedings, the department or agency prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees. This section shall not apply to protests filed by the Office of Supplier Diversity. Upon payment of such costs and http://www.myflorida.com/apps/vbs/vbs_www.main_menu charges by the protestor, the bond, cashier's check, official bank check, or money order shall be returned to the protestor. If, after the completion of the administrative hearing process and any appellate court proceedings, the protestor prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees.

SIGNED BY: _______________________________________________________________________

NAME: ____________________________________________________________________________

COMPANY: ________________________________________________________________________

TITLE: ____________________________________________________________________________

DATE:_____________________________________________________________________________

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

Questions are presented in the exact manner they were received.

Florida Network of Youth & Family Services, Inc. – Received 08/19/2024

Question #1 Please clarify the anticipated annual contract amount. $55,228,348.26 is stated on page 5, while page 68 states $55,171,726.97. Please include the amount by appropriation categories, as this impacts the number of units of services to be proposed by service type.

Answer #1 The anticipated Maximum Annual Contract Amount is $55,298,165.00. The appropriation categories are as follows:

CINS/FINS – $53,486,027.00

Probation Respite Beds – $591,300.00 Domestic Violence Respite – $1,220,838.00

Question #2 Can you specify the procurement number. The MyFloridaMarketPlace advertisements lists ITN #09961 and the documents posted state ITN #10848.

Answer #2 The procurement number is ITN 10848. On MyFloridaMarketPlace it is listed as Agency Advertisement Number ITN 10848. The MyFloridaMarketPlace Number is ITN-09961.

Question #3 The ITN limits youth admissions to residential shelter and respite shelter services to youth who are age 10 and over. The Florida Department of Children and Families licensing rule states:

65C-46.012 Admission, Placement, and Ongoing Services.

(6) Age Differential.

(a) No child under the age of 10 years, or the age of enrollment in the fifth grade of school, shall be admitted to a child-caring agency.

(b) A child under the age of 10 years old may be placed in a child caring agency under the following situations:

1. When the comprehensive placement assessment and the multidisciplinary team (MDT) staffing recommend placement in a child-caring agency; and

2. When the child meets the eligibility requirements for admission into a child caring agency.

(c) The age differential does not apply for youth under the age of 10 when:

1. To prevent separation of a parenting young adult and child when placement in a maternity home is not feasible. If the parenting young adult and child are placed outside of a maternity home, the child-caring agency shall provide the services outlined in Rule 65C-46.017, F.A.C. The child of the parenting young adult must meet the eligibility requirements for admission into a child-caring agency.

2. A non-dependent child meets the criteria for placement in an unaccompanied alien minor home, emergency shelter, or runaway shelter.

Would the Department consider allowing youth who are under 10, on a case-by-case basis to be served in critical circumstances with approval from the Respondent or the Department and the development of a youth safety plan? Is the Department willing to negotiate these terms?

Answer #3 The Department will consider allowing youth who are under 10, on a case-by-case basis, to be served in critical circumstances.

Question #4 Would the Department consider adding language to the ITN to allow for a process to extend the length of stay for voluntary shelter stays on a case-by-case basis, removing the maximum number of days for the program? Or would the Department be willing to negotiate these terms? While the majority of youth exit much sooner, there are occasions where allowing a shelter stay beyond 35 days (for youth that are homeless, those engaging in risky behavior, at risk for human trafficking, youth not accepted by DCF, etc.) could need a little extra time to ensure they are being released to a verified safe living situation.

Chapter 984.14(5) Shelter placement; hearing states:

Except as provided under s. 984.225, a child in need of services or a child from a family in need of services may not be placed in a shelter for longer than 35 days.

The 35 limitation to children placed in shelter is outlined in the section of statute that speaks to court-ordered shelter placements, and does not address voluntary admissions for youth who may be homeless or otherwise at-risk.

Is the Department willing to negotiate these terms?

Answer #4 The Department is not willing to negotiate extending the length of stay for voluntary shelter stays.

Question #5 Pg. 12 requires an initial mailing of 6,700 brochures to each local service provider each year.

Would the Department be willing to consider negotiating the number of brochures to be provided consistent with local needs, program size and/or to take advantage of electronic methods? The current number well exceeds the current need in some locations, resulting in unnecessary costs. Is the Department willing to negotiate these terms?

Answer #5 Yes, the Department would be willing to negotiate.

Question #6 Pg 17 states:

Local Service Provider Subcontracts

1. The Respondent shall submit a timeline and a statewide-targeted plan to encourage local service providers to subcontract with local community-based providers that include grassroots organizations and faith-based organizations that have the capacity to deliver services to the targeted population. The local community-based provider subcontractors procured under this section may not subcontract any services subcontracted to them. For restrictions or limitations, see Chapter 984, F.S.

Can the Department clarify the specific citation in Chapter 984 outlining restrictions for subcontracting? Is it the Department’s intent to limit subcontractor’s ability to further subcontract functions that may be difficult to hire qualified staff to perform? As an example, in instances where there is difficulty recruiting qualified Registered Nurses, staffing companies are subcontracted with to provide the service. This provision would limit the ability to continue this practice. Is the Department willing to negotiate these terms?

Answer #6 The Respondent may subcontract with service providers to deliver services to the target population. Yes, the Department would be willing to negotiate.

Question #7 Page 21, section 3.5 number 3 of the ITN states:

The local service provider shall administer the DJJ PAT for all CINS/FINS eligible youth to identify prevention youth’s risks and needs; guide the development of intervention strategies; and assist in determining youth progress or approved assessment tool by the Department.

Numerous sections of the ITN reference the requirement for the administration of the PAT specifically (pages 34,42,48,56), but does not include the ability to use another Department-approved tool. Can the Department clarify the intention of allowing another approved tool? If proposing another tool, should that be included in the respondent’s response to this ITN?

Answer #7 The Prevention Assessment Tool (PAT) administration will be required.

Question #8 Page 19, 3.1 Staffing states:

2. Any vacancy of staff longer than 30 days shall be reported to the Department’s Contract Manager by the Respondent.

3. Any vacancy of staff in excess of 90 days shall result in the withholding of partial payment to the local service provider by the Respondent for that month.

4. The Respondent shall withhold from the local service provider an amount equal to the amount of salary and benefits, minus any overtime and temporary employment fees paid, for the period in excess of 90 days. Funds withheld will be returned to the Department.

The provision speaks to ALL staff (program and administrative). Because all services are paid for based on filled bed days (services provided), failure to fill beds to capacity due to a shortage in staffing would result in a dual financial penalty for service providers. For example, if an agency is unable to fill all available shelter beds due to a critical staffing shortage, not only will they not be paid for the service, they will also have to pay the Department the salaries of the unfilled positions. We believe this would be an unfair burden to small nonprofit programs, which could result in program closures.

The payment and financial penalty provisions will be financially untenable for local service providers to deliver CINS/FINS services. The payment and penalty provisions would also provide for a windfall to the Department in the event of staffing vacancies in excess of 90 days.

The ITN would provide for payment only for filled beds. Because of the minimum staffing ratios, any staffing vacancies will affect the number of beds that can be filled and, as a result, will be reflected in the amount of the payment that the local service provider is entitled to receive for filled beds. Likewise, the ITN would provide for payment for services actually delivered which can depend on whether staff is available to deliver the services.

Notwithstanding the payment only for filled beds and other services actually delivered, however, the ITN would also require the Respondent to withhold funding from a local service provider for staff vacancies that exceed 90 days. This means that if a local service provider has a staff vacancy for more than 90 days, the local service provider will receive payment based only on the number of beds that can be filled and the services that can be delivered in light of the staff vacancy, but then would also be penalized in the amount of the salary and benefits (minus overtime and temporary employment fees paid), for the period such position remains vacant beyond 90 days. In other words, the local service provider would be financially penalized twice for the staff vacancy.

Would the Department consider limiting this provision to key staff only (to be negotiated) such as registered nurses in lieu of ALL staff? Is the Department willing to negotiate these terms?

Answer #8 Yes, the Department would be willing to negotiate.

Question #9 Pg 20, 3.1 Staffing states:

The Respondent shall have a minimum of two staff members for any off-site activities.

Additionally, page 35, D. Staffing levels states:

There is always at least one staff on duty of the same sex as the youth. If a program accepts both males and females, there should always be both a male and a female staff present, including the overnight or sleep period. Overnight shifts must always provide a minimum of two staff present. Off-site activities shall always provide a minimum of two staff present.

Will the Department be open to negotiating these provisions? Current practices does allow for single staff transports of youth, under certain circumstances. The Florida Network Policy (approved by the Department) currently states:

POLICY: Agency staff transporting youth should avoid situations that put youth or staff in danger of real or perceived harm, or allegations of inappropriate conduct by either staff or youth. Having a 3rd party presence in the vehicle is best practice for prevention of any of these events.

PURPOSE: To ensure that best practice is considered in all situations where youth are transported by staff.

PROCEDURES: A third party presence may be another direct care staff if available but can also be provided by any of the following:

• Volunteers

• Interns

• Clinical or Administrative staff

• Other youth The Program Director must be aware of or notified prior to the practice of single transport by direct care staff. Approval is documented prior to the client transport. The following criteria will be utilized to determine approval for single transport.

1. Approved drivers are agency staff approved by administrative personnel to drive client(s) in agency or approved private vehicle.

2. Approved agency drivers are documented as having a valid Florida driver’s license and are covered under company insurance policy.

3. Documentation of use of vehicle that notes name or initials of driver, date and time, mileage, number of passengers, purpose of travel and location.

4. In addition to items one through four, if a third party cannot be obtained for transport, the following criteria are to be considered.

• The client’s evaluations, history, personality, recent behavior, and length of stay in the program indicate no inappropriate behavior is likely to occur.

• The transporting employee’s work performance and history, length of employment indicates no inappropriate behavior is likely to occur.

• A trip plan must be documented and include the destination, and approximate mileage.

• The transporting employee shall check-in by phone at agreed upon intervals with the senior program leader, or designee upon arrival and departure.

Employee check-ins must be documented by manager or designee receiving the call.

• A driver with concerns regarding safety can call any agency personnel and maintain an open phone line to act as an audio witness in the vehicle.

Will the Department consider allowing for single transports on a case-by-case basis, so long as appropriate controls for youth safety are put into place? The concern is that if there is no flexibility to do so, programs may not be able to transport youth at all in the event staffing is an issue. Is the Department willing to negotiate these terms?

Answer #9 Yes, the Department would be willing to negotiate.

Question #10 Page 35, D. Staffing levels states:

There is always at least one staff on duty of the same sex as the youth. If a program accepts both males and females, there should always be both a male and a female staff present, including the overnight or sleep period. Overnight shifts must always provide a minimum of two staff present. Off-site activities shall always provide a minimum of two staff present.

Will the Department consider including the language “where possible” to this requirement, which is consistent with the current Department-approved CINS/FINS policy. The concern is that if a male and a female staff are not available for every shift, programs may not be able to accept youth based on their sex, or could lead to program closure. Is the Department willing to negotiate these terms?

Answer #10 Yes, the Department would be willing to negotiate.

Question #11 Is the Department willing to work with the Provider on the transportation requirements?

Particularly given that the staffing requirements (requiring two staff, and one as the same sex as the child at all times) outlined in the ITN can present major staffing challenges in the programs? Is the Department willing to negotiate these terms?

Answer #11 Yes, the Department would be willing to negotiate.

Question #12 Pg 20 states:

Intake Screening and Referral

1. Each local service provider shall provide a centralized location within or contiguous to every county in the state including all rural counties, with intake services 24 hours per day, seven days per week, and 365 days per year. Intake is designed to provide youth and their families with the least restrictive services that are responsive and individualized to best meet the needs of the youth and the family.

Would the Department consider revising this requirement to apply only to Residential Full Service Agency, as providers that only provide Non-Residential Counseling services or delinquency prevention treatment services do not currently maintain a 24 hours a day, 7 days per week program. Is the Department willing to negotiate these terms?

Answer #12 Yes, the Department would be willing to negotiate.

Question #13 Page 18 states:

2. Non-residential subcontracts shall provide for screening, assessment, case management, case staffing, CINS/FINS petitions, non-residential counseling, or any combination, but at minimum, shall provide for non-residential services counseling. A Non-residential case may complete initial screening, and face-to-face in person, or through virtual means, when written documentation is provided in the youth case file, with the reason it is in the best interest of the youth and family intake, and case plan initiated.

Pages 21, 45 and 56 contain statements requiring all assessments be conducted face-to-face.

Will the Department allow the currently approved practice of allowing these services to be conducted virtually when it is documented to be in best interest of the youth and family being served?

Answer #13 Yes, the Department would be willing to negotiate.

Question #14 Pg 23 states Counseling Services The local service provider shall provide or arrange for the provision of counseling services to those youth and families who would benefit from services. Counseling services shall be provided for an average of 12 weeks, and the average length of stay per family served shall be 12 weeks. At a minimum, counseling services shall:

1. Document that mental health services are provided by a licensed mental health agency or by mental health professionals who meet the license/certification criteria specified by their respective professional disciplines at minimum once per week.

CINS/FINS agencies are not “mental health agencies” licensed under Chapter 394, and Chapter 984 does not outline the provision of mental health and substance abuse services. To redesign the entire system so that each agency were to be licensed as mental health or substance abuse treatment providers would require massive budgetary changes and a reduction in service availability and provision.

Currently counseling services are provided by non-licensed staff in both shelter and non-residential programs. Will the Department consider revising this requirement to reflect current practice. If the requirement stands, this would present a significant cost impact and a significant reduction in the number of youth served per year. Is the Department willing to negotiate these terms?

Answer #14 Yes, the Department would be willing to negotiate.

Question #15 Pg 23, 3.11 Mental Health and Substance Abuse Services states:

The local service provider shall contract with community based mental health and substance abuse treatment providers for the development of specialized support and overlay services.

The mental health and substance abuse overlay services shall be fully implemented and utilized.

Other sections of the ITN state that the local service providers will refer to community partners for these services as appropriate. This is the current practice. Please clarify the expectations stated in this provision. The program is not currently funded to the level that would provide adequate resources for the local service provider to contract with mental health and substance abuse providers to provide these services. Is the Department willing to negotiate these terms?

Answer #15 Yes, the Department would be willing to negotiate.

Question #16 Page 26 states: The target population is defined as those youth most likely to become adjudicated delinquents who have identified risk factors as approved by the Department. The target population of youth to be served shall be determined from evaluations and statistics on an annual basis by the Department. Chapter 984, F.S. which governs the CINS/FINS program identifies the target population for this program as “….a child who is running away; who is persistently disobeying reasonable and lawful demands of the parent or legal custodian and is beyond the control of the parent or legal custodian; or who is habitually truant from school or 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.”

Can the Department clarify whether target populations will be consistent with statutory requirements?

Answer #16 The target populations will be consistent with Chapter 984, F.S., requirements.

Question #17 Page 28 of the ITN requires the provider to offer Physically Secure Services. Current appropriations cap the amount of funding for the service at $150,000. Would the Department consider adding “if available” to this requirement? Currently there are no providers offering this service in the State of Florida. To create the capacity to provide this service would cost well in excess of $150,000. Is the Department willing to negotiate these terms?

Answer #17 Yes, the Department would be willing to negotiate.

Question #18 Would the Department consider providing flexibility and allowing less than a full time Registered Nurse position to provide statewide oversight, understanding that all of the requirements of the ITN would be met? Is the Department willing to negotiate these terms?

Answer #18 Yes, the Department would be willing to negotiate.

Question #19 P32 states:

B. Service Tasks Limits

The Respondent shall provide the delivery of statewide CINS/FINS, as outlined in Chapter 984, F.S., to those who meet the eligibility criteria contained in the resulting contract. The Respondent shall be able to provide continuous services throughout the contract term.

The Respondent shall provide services to youth who meet the eligibility criteria contained in the resulting contract. The Respondent shall limit community activities to community service work, medical/treatment needs or judicial obligations. The Respondent shall not be reimbursed for services rendered outside the terms of the resulting contract. All prescribed services shall be provided in a manner consistent with applicable federal and state laws, rules, and regulations. Services described in this Attachment shall be conducted as specified, with no part of any service specification omitted or excluded.

Can the Department clarify the expectations on limitations to community activities? Is it the Department’s intent to limit youth participation in normal community outings such those for recreational and youth enrichment purposes? Is the Department willing to negotiate these terms?

Answer #19 Yes, the Department would be willing to negotiate.

Question #20 Page 35, D.1.states:

The program maintains minimum staffing ratios as required by Florida Administrative Code and the resulting contract.

Please specify the specific Florida Administrative Code that is applicable to the contracted services being sought.

Answer #20 The Department has removed the reference to the Florida Administrative Code in this section.

The program shall maintain the following minimum staffing ratios:

a. 1 staff to 10 youth during awake hours.

b. 1 staff to 5 youth during off-site activities.

c. 1 staff to 12 youth during the sleep period.

d. 1 staff to 2 staff-secure shelter youth at all times.

Question #21 63N-1.001 is cited numerous times in the ITN. The Rule states:

Purpose and Scope. The Rule establishes the requirements for delivery of mental health, substance abuse and Developmental Disability services in Department of Juvenile Justice (DJJ) facilities and programs. The rule applies to Juvenile Assessment Centers, Detention Centers, residential commitment programs and day treatment programs operated by, or under contract with, the Department of Juvenile Justice.

As the services sought under the ITN do not fall into any of the above categories, can the Department clarify its intent in including the citations as it does not appear to apply?

Answer #21 If mental health services are provided, then 63N-1.001 will apply.

Question #22 Would the Department consider providing flexibility and allowing less than a full time Licensed Mental Health Professional to provide statewide oversight, understanding that all of the requirements of the ITN would be met? Is the Department willing to negotiate these terms?

Answer #22 Yes, the Department would be willing to negotiate.

Question #23 How does the respondent propose rates for Family, Youth Respite After Care services? While the ITN outlines service provision requirements for the program, there is not an associated deliverable for the respondent to propose a rate. Please keep in mind this is a community based service and is not associated with a bed (see question 25).

Answer #23 The Respondent may propose a rate for the Family, Youth Respite After Care services. The Respondent may propose a deliverable associated with the proposed rate. The Department would be willing to negotiate.

Question #24 The current contract provides for Intensive Case Management Services for youth who are chronically truant, runaway, and ungovernable that are court involved or are likely to enter the petition process, requiring more intensive and lengthy services. The Department supported this program to improve service delivery and outcomes for youth. The ITN does not allow the opportunity to propose these services. There is not associated deliverable. Is the Department intentionally eliminating this program?

Answer #24 The Respondent may propose a deliverable associated with Intensive Case Management Services. Yes, the Department would be willing negotiate.

Question #25 The deliverables as structured require the respondent to bid based on a filled bed day rate for each program type. All of the services sought are not residential based services, and therefore do not have an associated bed (Non-Residential, Delinquency Prevention Treatment, as well as the programs addressed in questions 23 and 24 above, Family, Youth Respite After Care Services, and Intensive Case Management Services). Please advise how these service rates should be proposed.

Answer #25 The Respondent may propose deliverables associated with the proposed rates. The Department would be willing negotiate.

Question #26 Page 55 states:

k. JJIS Reporting The CBRCSP shall be responsible for the reporting of all admissions and releases in the JJIS within 24 hours of the admission/release and for updating the projected release dates of youth at a minimum of once per week.

Will the Department consider allowing all JJIS data entry to be completed within 3 business days for all programs as outlined in other areas of the ITN and in the current contract for these services? Is the Department willing to negotiate these terms?

Answer #26 Yes, the Department would be willing negotiate.

Question #27 Pg 43, states the standard for meeting the Recidivism measure is “Not to exceed the recidivism percent as reported in the CAR that is published annually for similar programs.

There is no program currently that compares to the CINS/FINS population or service level.

CINS/FINS programs exceed risk factors and intensity of service for many other prevention providers, yet has a shorter “length of stay” than other prevention providers. Can the Department clarify which programs are considered to be similar for these comparison purposes?

Answer #27 The CINS/FINS shelters have their own category within the CAR report.

Question #28 Will the Department consider allowing more than 10 calendar days between answers to these questions being posted and the final proposals being due given the number and substantive nature of clarifications that are needed to develop a response?

Answer #28 Please reference the Calendar of Events in this Addendum.

Question #29 The ITN requires electronic submission (Bid Library). The calendar of events lists a physical address to deliver submissions. Please confirm no hard copies submissions are required.

Page 34 states:

“Those individuals who are responsible for the delivery of services are considered key personnel including local service providers (subcontractors). In the event of a vacancy of key personnel, the Department’s Contract Manager shall be notified within 24 hours. Additionally, the vacant positions shall be filled by an individual with equivalent experience and expertise.”

The ITN defines key staff as every position, including subcontractors providing services as key. There are currently over 900 positions that would meet the current definition of key personnel as indicated in the ITN. Reporting every vacancy within 24 hours seems to be an unnecessary workload for both the subcontractors, the Respondent, and the Department’s Contract Manager. This will also result in increased administrative costs. Would the Department consider allowing the Respondent to negotiate what are considered key personnel and the frequency of reporting key personnel vacancies?

Further, page 53 describes Key Personnel more broadly and outlines a different notification timeline.

“Key Personnel and Vacancies

1. The Key Personnel must be provided for each subcontractor who are considered essential to successfully administering and managing the services to be provided under the resulting contract. All staff shall possess adequate education and training to perform the duties for which they are assigned and meet all applicable licensing or certification requirements, as applicable.

2. Provider Staffing Vacancies/Changes The Provider agrees to notify the Department’s Contract Manager in writing within seven working days when a required key personnel subcontract staff position becomes vacant or is changed. Planned staffing changes that may affect service delivery, as stipulated in the resulting contract, must be presented in writing to the Contract Manager for approval at least 30 calendar days prior to the implementation of the change.”

Can the Department please clarify the requirement for identification of key subcontractor staff and the reporting of key subcontractor staff vacancies? And as above, would the Department consider allowing the Respondent to negotiate what are considered key personnel and the frequency of reporting key personnel vacancies?

Answer #29 The Department requires Respondents to upload complete electronic replies via the DJJ Bid Library, a private and secure online portal for solicitation documents, in SharePoint. Hard copies should not be submitted. The address provided in the Calendar of Events is where the documents shall be accessed. The Department’s Contract Manager shall be notified within seven working days. Yes, the Department would be willing to negotiate.

Question #30 Does the Respondent have the ability to propose deliverables and unit types that are slightly different, but that contain all of the elements listed on page 68? As an example, could the respondent propose a slot rate paid at intake vs a daily rate for non residential services (as is currently contracted by the Department for these services)? Could the “Delinquency Prevention Treatment” services be further broken down into multiple deliverables (as is currently contracted by the Department for these services)?

Answer #30 Yes, the Department would be willing to review proposed deliverables and unit types that are slightly different. Yes, Delinquency Prevention Treatment services may be further broken down into multiple deliverables within the submitted proposal.