ITN 10908_AttachmentQ_Reply Verification Form.pdf

ITN #10908

ATTACHMENT Q

REPLY VERIFICATION FORM

By completing and submitting this form with your Reply, the Respondent is ensuring the reply submission is in accordance with the mandatory and requirements outlined in ITN #10908. Also, please check the Vendor Information Portal (VIP) for any addendums posted that indicate any revised document(s) for which the Respondent is responsible for completing and submitting by the date and time noted in the Calendar of Events (Attachment B, Section IV., B.) of this ITN.

Instructions: Place a check mark (√ ) in the box next to the Requirement indicating it has been completed and is ready to submit by the date and time specified in the Calendar of Events (Attachment B, Section IV., B.) of this ITN. This form shall be submitted as the first document under Volume 1.

Place a checkmark (√ ) in the boxes next to the tasks associated with your submission choice.

ELECTRONIC UPLOAD REPLY

Register for a DJJ Bid Library Account through the Procurement Manager. Respondents must register their email address for access to the DJJ Bid Library using a Microsoft account. For specific instructions, reference Attachment B, Section VI., Solicitation Information, and/or contact your Procurement Manager listed in the ITN.

If your organization does not use a Microsoft account, a free account can be created through Microsoft at https://www.office.com. This step must be completed first, prior to submitting the DJJ Bid Library registration request. The email address used to create the Microsoft account should be utilized in the registration request to the Procurement Manager.

Notice of Intent to Submit a Reply, Attachment N, shall be uploaded to the DJJ Bid Library and submitted as a hard copy, no later than the deadline specified in the Calendar of Events for this

ITN.

Electronic replies shall be uploaded to the DJJ Bid Library no later than the due date and time specified in the Calendar of Events for this ITN. Any and all documents uploaded, edited, or modified in any way after this date and time will be deemed non-responsive.

The complete reply, which contains Volumes 1, 2 and 3, shall be saved in Microsoft Word and/or Excel. The signed transmittal letter (Volume 1, Tab 1), the financial viability documentation (Volume 2, Tab 3), and Attachment D, Part II signed are the only documents which can be saved in a PDF format. The Attachment H – IMH Comprehensive Budget Department Owned (Volume 2, Tab 1) must be submitted in Excel, at a minimum.

HARD COPY REPLY

Hard copy replies shall be received to the Department’s Procurement Manager no later than the due date and time specified in the Calendar of Events for this ITN. Any and all documents received after this date and time will be deemed non-responsive.

An original (which shall be identified as “original” on the cover and shall bear an original signature(s) on the Respondent’s transmittal letter) and 8 copies of the Respondent’s Volume 1 reply.

An original (which shall also be identified as “Original” on the cover and shall bear an original signature(s) on Attachment H – IMH Comprehensive Budget Department Owned Form) and 2 copies of the Respondent’s Volume 2 reply.

An original (which shall also be identified as “Original” on the cover) and 2 copies of the Respondent’s Volume 3 reply.

MANDATORY CRITERIA (ATTACHMENT B, SECTION V.)

It is MANDATORY that the Respondent submit its complete reply within the time frame specified in the Calendar of Events (Attachment B, Section IV., B.). A reply is considered complete if it contains all of the required documents listed in Attachment B, Section XX.

It is MANDATORY that the Respondent submit a completed Attachment D – Past Performance for Residential Commitment Programs Evaluation to demonstrate the Respondent’s knowledge and experience in operating similar programs by providing information requested on Attachment D, Part II and III (Attachment B, Section XX., G., 1.).

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If the Respondent is proposing services at the Department owned building located at 4449 Straightline Road, Crestview, Florida 32539, it is MANDATORY for the Respondent to attend the Department site visit for that facility. The site visit will be held at the Department facility(ies) at the date and time specified in the Calendar of Events (Attachment B, Section IV., B.). Any Respondent who is late arriving for the Site Visit Tour, will not be allowed to participate and will be deemed non-responsive.

It is MANDATORY the per diem rate in the Attachment H - IMH Comprehensive Budget Department Owned document is at or under the maximum amount listed in Section XIV., Total Maximum Per Diem Amount, to be deemed responsive. Failure to meet this mandatory shall result in the Respondent’s reply being deemed as non-responsive and will not move forward for evaluation and scoring.

It is MANDATORY that the Respondent submit a completed and signed Attachment L Foreign Country of Concern Attestation (PUR 1355) form.

It is MANDATORY the Respondent submits financial documentation, as described in Attachment B, Section XX, F., 2. of this ITN, that is sufficient to demonstrate its financial viability to perform the Contract resulting from this ITN. Documentation is reviewed on a PASS/FAIL basis. If the Respondent fails to pass, the reply shall be rejected as non-responsive and not evaluated further. Failure to provide documentation will result in disqualification of the reply.

TECHNICAL REPLY – VOLUME 1 (ATTACHMENT B, Section XX.)

Transmittal letter is on Respondent’s letterhead.

Transmittal letter is signed by an individual authorized to bind the Respondent.

Transmittal letter has the following:

official company name.

company address.

telephone number.

email address.

name and title of the Respondent official who will sign any contract.

Federal Employee Identification #, including the Florida Vendor Sequence #, if available, and if not available, a statement saying so.

DUNS #, if applicable, and if not applicable, a statement saying so, and If entity is “DBA” or “Doing Business As”, the Respondent shall state the reason for it.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) agrees to all terms and conditions contained in the Invitation to Negotiate for which this reply is submitted”.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) has met all conditions and requirements of Attachment C, including that neither it nor its principals are presently debarred, suspended, or proposed for debarment, or have been declared ineligible or voluntarily excluded from participation in this Procurement/resulting contract by any federal department or agency.”

If the Respondent is unable to certify to any part of this statement, such Respondent shall include an explanation in the Transmittal Letter.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that neither (insert Respondent’s name) nor anyone acting on its behalf have contacted anyone, between the release of the solicitation and the end of the 72 hour period following the agency posting the Notice of Intended Award, excluding Saturday, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents”.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) agrees to be responsible for the reporting of all admissions and releases in the Juvenile Justice Information System (JJIS) within 24 hours of the admission/release dates and for updating the projected release dates of youth at a minimum of once per week if required by this ITN”.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) is not listed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel; has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List; or has been engaged in business operations in Cuba or Syria;

or pursuant to paragraph 215.472(3)(a), F.S., has been engaged in business operations in or with the government of Venezuela or in any company doing business in or with the government of Venezuela; or pursuant to subsection 215.473(1), F.S.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that the Attachment H – IMH Comprehensive Budget Department Owned submitted is complete, reflects reasonable costs for the service being proposed, and all costs are necessary to provide the proposed services.

Cross Reference Table – Volume 1, Tab 1 In order to assist the Respondent in its development of a responsive reply, the Respondent shall provide a table that cross-references the contents of its reply with the contents of the ITN (see Attachment O to this ITN for the cross-reference table.) This is a requirement. The Respondent shall insert the cross-reference table in Volume 1, Tab 1, just after the Transmittal Letter.

Respondents are advised that the Department’s ability to conduct a thorough review of replies is dependent on the Respondents ability and willingness to submit replies which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential, and is the responsibility of the Respondent. The Respondent shall ensure the reply’s sections are properly and completely identified by citing all the applicable page numbers correlating to the requested documentation in Attachment O.

Certificate of a Drug-Free Workplace – Volume 1, Tab 2 The reply may contain the certification of a drug-free workplace in accordance with section 287.087, Florida Statutes, if desired by the Respondent, for preference in the event of a tie in the scoring of a competitive solicitation. This is not a mandatory requirement. The certification form (Attachment K) is available at: https://www.djj.state.fl.us/partners/procurement-and-contract-administration.

Technical Reply – Volume 1, Tab 3 The Technical Reply shall contain the following sections in the following sequence, and Respondents must provide thorough and specific replies in the narrative for how they propose to address each of the requirements as specified in Paragraph one below. Respondent’s replies must follow the format described in this section.

Written Narrative Reply on Vendor Eligibility and Qualifications The written narrative portion of the reply shall be submitted on the DJJ Bid Library in “PDF” format AND a Microsoft Word format and must also be submitted in a hard copy to the Department. Prior to converting to a “PDF”, the reply must be typed, on letter-sized (8-1/2” x 11”) paper, using 12-point type, TIMES NEW ROMAN font, single-spaced, and 1-inch margins (top, bottom and sides).

Pages must be numbered in a logical, consistent fashion and must not exceed 70 pages including attachments and exhibits (excluding Department-required Attachments, e.g., Organizational Chart, Activity Schedule, etc.) Any floorplans, exhibits, attachments, charts, tables, photos, maps, diagrams, or other resource materials that support the information provided in the written reply shall be referenced within the written reply narrative and shall be numbered for reference and presented at the end of the written reply. Illegible replies will not be evaluated, and pages submitted in excess of the specified limit will be removed prior to evaluation and will not be evaluated.

Written Response and the Innovative Program Services to be Provided Replies must include a description of the services to be provided with an explanation of how the proposed services will specifically advance the Department’s vision and major goals as outlined in the solicitation’s Statement of Purpose.

https://www.djj.state.fl.us/partners/procurement-and-contract-administration

Delinquency Programming The Respondent shall propose in the Designation and Request to Change Primary, Intervention, and Treatment Services form, the required (and optionally, additional) delinquency programming for youth which utilizes evidence-based or promising practices designed to reduce the influence of specific risk factors and to increase specific protective factors related to re-offending behavior.

The Respondent shall match youth to these delinquency interventions based on the results of a risk and needs assessment. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Sex-specific Services The Respondent shall propose sex-specific services in all its program components, delinquency interventions, and treatment services. For each program component, delinquency intervention, and treatment service, the proposed sex-specific services will systematically address the special needs of adolescents while empowering the youth voice. Proposed services shall address the unique needs of the youth by utilizing evidence-based techniques that are specific to the youth.

This includes but is not limited to: the identification of risk factors (characteristics that are likely to provide a negative outcome) and protective factors (characteristics that are less likely to provide a negative outcome) that hinder pro-social behavior, responsible decision-making, skills and competencies that promote responsible behavior, parenting, health, and communication techniques. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Restorative Justice Philosophy The Respondent shall propose comprehensive programming that reflects Restorative Justice philosophy and describe how it will implement restorative justice practices, protect the public, hold offenders accountable, offer opportunities for competency development, demonstrate an understanding of restorative justice principles and the vocabulary of restorative practices, use restorative language, facilitate dialogue that promotes ideas for making things right when harm has occurred and use restorative practices such as nonviolent communication to contribute to the wellbeing of youth. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Behavior Management System The Respondent shall propose a behavior management and a positive reinforcement system that fosters accountability. The Respondent shall describe how it will incorporate principles and practices related to trauma-informed care into the behavior management system. The Respondent shall describe how it will ensure that all staff, including subcontractors and volunteers, will be fully trained in the implementation of the proposed behavior management system. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Academic Services The Respondent shall work in collaboration with the Florida Scholars Academy (FSA) to ensure high quality educational services are provided to all students. The Respondent shall include a plan to partner and support the education provider and the unified school district and include an innovative plan for those youth with career and technical education goals that includes options for those youth who have their High School Diploma or General Equivalency Diploma (GED).

The Respondent shall describe mentoring, job placement, and provide a detailed daily activity schedule which includes all program services. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Career and Technical Education (CTE) Services The Respondent shall describe which Industry Certifications from the current Master Credentials List will be utilized in the resulting Contract and how and when the certifications will be provided.

The Respondent shall describe how they will provide the Florida Ready to Work Soft Skills Credential, Occupational Safety and Health Administration (OSHA) 10-hour training course and certification, and the First Aid/Cardiopulmonary Resuscitation (CPR) training and certification, to youth within the first two months of the youth’s entry into the program. The Respondent shall describe, in detail, how its services will give youth an occupational advantage in their own community. The written response must meet the requirements in all the solicitation attachments.

Recreation Therapy and Leisure Time Activities The Respondent shall provide daily recreation and leisure time activities in ways that are physically challenging, academic, therapeutic, and constructive. Recreational activities shall be separate and distinct from mental health and substance abuse treatment services, and therefore shall be clearly identified as having separate designated times on the daily activity schedule from treatment services. The Respondent shall employ a Recreational Therapist/Activity Coordinator to provide therapeutic recreational activities. The Recreational Therapist/Activity Coordinator plans, organizes, conducts, and/or coordinates all leisure-time, physical education, recreation activities, and community activities provided to youth. The Recreational Therapist/Activity Coordinator also plans and directs group activities aimed at developing appropriate group interaction behavior, a sense of teamwork and fairness, interpersonal communication skills and cooperation, and ensures that order and discipline are maintained during recreation periods. The Department prefers a bachelor’s degree in physical education, leisure studies recreation, recreation therapy, or a closely related field, and one year of experience in group physical education, recreational programs, or recreational therapy; or a High School Diploma with three years’ experience working with youth in a residential or community setting and two years’ experience planning and oversight of recreation activities. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Living Environment The Respondent shall propose a program that promotes mentoring, positive role modeling and positive one-on-one and small group interactions and interventions while maintaining an environment that promotes a therapeutic environment for the youth. The Respondent shall describe how it will ensure that the following components are implemented: input from youth on rules governing community living, the promotion of effective communication, relationship development, respect for self and others, visitation and access to modes of communication, community interactions, appropriate clothing and a clean, safe and humane living environment.

The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Community Involvement Opportunities and Pro-Social Activities The Respondent shall describe what community involvement opportunities exist, what specific programs and activities will be implemented and will precisely outline how else it will engage with the community to provide youth with off-campus activities (as permitted and as set forth in rule 63E-7, F.A.C. and pursuits that support transition back into the community. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Discharge Planning and Transition Services The Respondent shall provide a description of its discharge planning and transition services.

The written response shall include a detailed description of how discharge placement planning will begin at program admission. The Respondent shall employ a Transition Services Manager (TSM) to coordinate these services and must possess the stated qualifications and experience.

The written response shall include example of a self-sufficiency assessment, plan, and a description of the services to be provided to include future economic self-sufficiency in both traditional and non-traditional setting, safe and affordable housing, conditional release, job training and retention, placement, and childcare, where appropriate. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Staffing and Personnel The Respondent shall describe how it will ensure that sufficiently qualified staff are available to provide program services, and proper supervision of youth at all times, including how it will cover any staff shortages of any duration (including breaks). The Respondent will affirm its understanding that neither supervisors nor facility administration staff will be included in the stated minimum staff to youth ratios while performing their regularly scheduled activities and that clinical nor educational staff will not be included in the stated minimum staff to youth ratios. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Staffing Levels

The Respondent shall provide a detailed staffing plan to include position titles, qualifications, proposed working hours, and duties/responsibilities of all program staff. The plan must include licensure status of all proposed clinical staff and the details for the provision of clinical staff and clinical services to include weekends and evenings. The plan's details must be consistent with all other documents and exhibits in the written response. The Respondent shall describe in detail how it will provide uninterrupted physical sight and sound presence and supervision of youth, twenty-four (24) hours per day, every day of the year with no less than the minimally acceptable ratio of staff to youth. The Respondent shall state its unequivocal understanding that staff to youth ratios are always required in the presence of youth. The written response must meet the requirements in all the attachments and exceed minimum requirements where required.

Staff Training The Respondent shall provide a detailed training plan showing that all full-time and part-time direct care staff shall be trained in accordance with rule 63H-3, F.A.C. and FDJJ Policy 1517. In addition to coursework identified in rule and available through the Department’s Learning Management System, all direct care staff shall successfully complete training in stress management for staff; adolescent healthcare; behavior management and modification; positive reinforcement techniques and strategies; risk factors and triggers relating to youth with a history of victimization; for staff conducting intake, the Facility Entry Physical Health Screening form and administration of the Massachusetts Youth Screening Instrument-Second Edition (MAYSI-2), and other required intake processes and procedures; for staff assessing youth, Residential Assessment for Youth (RAY), Performance Plan, and other associated training; risk factors and triggers relating to homicidal risk and homicidal prevention; immediate access to emergency medical, the program’s treatment model; Trauma Responsive and Caring Environment (TRACE) self-assessment; and Standardized Program Evaluation Protocol (SPEP) overview and process.

The Respondent shall articulate what additional training will be given and which staff will receive that training. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Management Capability Describe the Respondent’s organizational mission, history, background, experience, and structure. Using concrete details, describe its quality assessment and improvement system.

Submit its human resources development plan with the required components and with specific examples that illustrate each component. Describe the policies, processes, and procedures for assessing its management capabilities and specifically how the need for corrections and improvements are identified and made. Explain how this organization is equipped to provide the unique services outlined in the solicitation’s scope of services. Provide an organizational chart with linkage to the program level and one that is consistent with all other exhibits. Describe in detail which positions represent corporate staff and explain their roles and responsibilities including those that are exclusive to the residential program in question. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Program and Facility Readiness Plan The Respondent shall include a program and facility readiness plan using the Transition-In Checklist provided). The plan must clearly convey that thorough consideration has been given to each major component of a residential program such that the services will be available by the projected service date. The plan must describe in detail the objectives, activities, responsible party, and the timeframe for the completion of each objective and all associated activities for each major component. The program and facility readiness plan must identify the critical path activities and describe, in detail, an alternate path in the event of delays or failures on the critical path. The written response must meet the requirements in all attachments and exceed minimum requirements where required.

Health and Nursing Services The Respondent shall describe its proposed health and nursing services and explain how these services will meet the requirements outlined in rule 63M-2, F.A.C., Chapter 464, F.S., Chapter 458 or 459, F.S., and Chapter 466, F.S., as appropriate in their respective areas of expertise in the State of Florida. The description of the proposed services must include specific details and concrete examples of how the service components will meet the unique needs of the youth. The

Respondent shall explain how it will meet the requirements for the Designated Health Authority (DHA), Psychiatrist, Health Services Administrator (HSA), and the additional nursing services to be given on-site by Registered Nurses (RNs) licensed in the State of Florida and for the required number of hours. The written response must meet the requirements in all the attachments and exceed minimum requirements where required.

Intensive Mental Health (IMH)Treatment Services The Respondent shall describe the capability to operate a juvenile residential commitment program for offenders who have serious to severe mental disturbance whose level of impairment and maladaptive behavior which makes them unsuitable for placement in a general offender setting. The Respondent shall describe a plan for treating youth in need of Intensive Mental Health (IMH)Treatment Services. The written response must meet the requirements in all Attachments and exceed minimum requirements, where required.

FINANCIAL REPLY – VOLUME 2 (ATTACHMENT B, SECTION XX)

Budget – Volume 2, Tab 1

It is REQUIRED that the Respondent complete and submit in Tab 1 of Volume 2 a signed Attachment H - IMH Comprehensive Budget Department Owned. The Department will review a fixed price contract with the successful Respondent, ensuring that all budgeted costs are reasonable, allowable and necessary for program operations. The price proposed in the initial reply shall be reviewed by the Department’s negotiation team based on proposed costs being reasonable, allowable, and necessary for program operation. Please ensure that all costs are covered, all titles/positions (including # or how many) match as outlined in the reply and specific line item detail is included. Please include a predicate for expenses and/or copies of any contracts for outside services (i.e., food service). It is MANDATORY the per diem rate in the Attachment H – IMH Comprehensive Budget Department Owned document is at or under the maximum amount listed in Section XIV., Total Maximum Per Diem Amount to be deemed responsive. Failure to meet this mandatory shall result in the Respondent’s reply being deemed as non-responsive and will not move forward for evaluation and scoring.

Financial Viability Documentation – Volume 2, Tab 2 It is REQUIRED that the Respondent provide in Volume 2, under Tab 2, financial documentation, sufficient to demonstrate its financial viability to perform the Contract resulting from this ITN (see Attachment F, and Attachment B, Section XX., F., 2., Financial Viability Evaluation Criteria).

Documentation is reviewed on a pass/fail basis. If the Respondent fails to pass, the reply shall be rejected as non-responsive and not evaluated further. Failure to provide documentation will result in disqualification of the reply.

❑ D & B Business Information Report

Certified Minority Business (CMBE) Subcontracting Utilization Plan – Volume 2, Tab 3 The Respondent shall describe its plan and/or methods to encourage diversity and utilize minority businesses in the performance of the services described in this solicitation. The information provided in this section shall address the plan described in the CMBE Utilization Plan (available at https://www.djj.state.fl.us/partners/procurement-and-contract-administration) of the ITN. The Respondent shall also include documentation supporting the CMBE Utilization Plan, for each Florida CMBE listed that the Respondent intends to utilize in the program procured.

Florida CMBEs must meet all CMBE eligibility criteria and be certified as a CMBE by the Office of Supplier Development (OSD) of the Florida Department of Management Services. The documentation shall be a one page letter supplied by the CMBE on its letterhead stationery, stating the intent of the CMBE to participate in the program and clearly identifying the Department Solicitation Number. No points will be awarded for the CMBE Utilization Plan.

Evaluation of Past Performance for Residential Commitment Programs (Volume 3, Tab 1) The purpose of this section is for the Respondent to demonstrate its knowledge and experience in operating similar programs by providing information requested on Attachment D, Part II and III.

Respondent demonstrating Past Performance in and outside of Florida shall include the information requested on Attachment D, Part II and III and all required supporting documentation.

Respondents shall provide, if applicable, the information requested on Attachment D, Part II and III, Past Performance in the United States outside of the State of Florida (Part II); and information regarding programs operated by the Respondents that have attained professional accreditation (Part III).

Respondents shall attach dated supporting documentation for Part II and III, if applicable.

Failure to provide the information requested in Attachment D, Part II and III for this ITN or supporting documentation, if applicable, shall result in a zero (0) score for that Part.

All documentation provided for Parts II or III of Attachment D must include the start and end dates, be current dated and valid at least through the start date of the Contract that results from this ITN. The documentation must state that the program is a residential commitment program and that it is run by the Respondent. The Department is not responsible for research to clarify the Respondent’s documentation.

Respondents shall include the information requested in Attachment D, Part II and III for this ITN and the required supporting documents in Volume III. Further instructions on how to complete this section may be found in Attachment D.

Additional Requirements to be Included with the Respondent’s Reply

(Volume 3, Tab 2) Outside Party Agreements and Letters of Support The Respondent shall include letters of support and agreements with outside parties providing mental health and substance abuse services.

Such letter and agreements must include a description of the services to be provided.

All Respondent agreements with outside parties shall include within the agreement, evidence of compliance with all applicable rules (e.g., Rule 63N F.A.C., 63M F.A.C., and all related sections of those rules.

By my signature below, I am verifying the Reply being submitted is in accordance with the instructions in this Solicitation.

Company: __________________________________________________________________________

Signature: _____________________________________________Date: _________________________

Print Name: _________________________________________________________________________