ITN 10908 Program Frequently Asked Questions.pdf

Exhibit 8 Frequently Asked Questions

Facility and Building(s) – Related Questions

1.

Question: a. How many total classrooms are there?

b. How many staff offices are there?

Answer: a. There are four classrooms.

b There are eleven (11) staf f of f ices.

2.

Question: a. What are the number of sleeping rooms?

b. Are all sleeping rooms single occupancy?

c. Would doors with windows be permitted for the sleeping rooms?

Answer: a. There are thirty (30) sleeping rooms.

b. All sleeping rooms are not single occupancy.

c. Doors with windows are permitted for the sleeping rooms.

3.

Question: a. How old are the current AC units?

b. When were they last serviced?

c. Are there any HVAC concerns or repairs in progress?

Answer: a. There are fourteen (14) units, aged between 2016 and 2021.

b. They were last serviced in July 2024 -and are done Quarterly.

c. There are no concerns for the HVAC units.

4.

Question: Is there a functioning sprinkler system throughout the building? If not, will sprinklers be installed prior to the contract award?

Answer: Yes. There is a functioning sprinkler system throughout the building.

5. Question: Does the facility have a generator?

Answer: Yes. The facility has a generator.

6.

Question: If this facility is in a flood-zone, how many evacuations has the facility experienced in the past five years due to a flood warning?

Answer: The facility is not in a f lood-zone.

7.

Question: Is the food prepared for youth in-house, or catered? If in-house, is all the kitchen equipment working properly?

Answer: Food is prepared in house. All kitchen equipment is working properly.

8. Question: Where is the Control Room in the facility?

Answer: The Control Room is located at the f ront of the building, just of f the lobby (receptionist/master control).

9.

Question: a. How many cameras are at the facility and are they all operational?

b. When was the video surveillance system last updated?

Answer: a. As of 2020, the facility had eighty (80) cameras (additional may have been added due to blind spots).

b. The video surveillance system was last updated 2020.

10.

Question: If there are multiple buildings at this location, please clarify which buildings are included with this procurement.

Answer: There is one main building which houses administration, kitchen/dining, youth rooms, and day rooms.

In addition to, there are two modulars and several sheds.

11.

Question: What are the current major maintenance projects that are pending completion?

Answer: There are no pending major maintenance projects.

12.

Question: What is the current major maintenance fund balance?

Answer: The current major maintenance fund balance is $20,050.53.

13.

Question: Does the Department plan to provide any start-up/cost reimbursement funds to the winning

Respondent so that necessary facility projects can be completed?

Answer: There are no start-up/cost reimbursement funds available for this program.

14.

Question: Are all the showers and bathrooms PREA compliant, or will they be prior to the Contract award?

Answer: All showers and bathrooms are PREA compliant.

15.

Question: Under the Video Surveillance Systems section, will the Department accept requesting access to video instead of having full access?

Answer: No. The Respondent is required to grant the Department access per the solicitation.

16.

Question: Can the Department provide floor plans with the room measurements so Respondents can understand the size of each room to better propose innovative programming?

Answer: Floor plans shall be provided by the Procurement Of f icer per request via email.

17.

Question: Are there any State-owned vehicles available for use at the program? If so, how many and what is the year/make/model?

Answer: There will be no Department-owned vehicles available. Any vehicles needed shall be requested in the Respondent’s Attachment H - Budget.

Bureau of Procurement and Contract Administration (BPCA) – Related Questions

18.

Question: Can the Department please provide an editable version of Attachment D, Attachment O, and Attachment Q in Microsoft Word format?

Answer: Please contact the Procurement Manager, via email, for a copy of Attachments D, O, and Q in Microsof t Word format.

19.

Question: Can the Department please provide Exhibit 5 and Exhibit 6 in either Microsoft Word or

Microsoft Excel format?

Answer: Please contact the Procurement Manager, via email, for a copy of Exhibits 5 and 6 in Microsof t Word format.

20.

Question: Submitting replies/proposals: If the preference is for electronic copies, are hard copies still required?

Answer: The solicitation says “Respondents shall submit the required information and documents for this solicitation in the hard copy and electronic submittal of Volume 3”; therefore, both formats are required.

Services Sought / Solicitation – Related Questions

21.

Question: Can the Department please provide the names of the staff members who will be evaluating this solicitation?

Answer: The Evaluators for this solicitation are:

Of f ice of Residential Services (ORS) Staf f

• Dwight Poole

• Kayla Caldwell

• Katina Horner

Of f ice of Health Services (OHS) Staf f

• Andrew Harrell / John Banaghan (shadowing only)

• Shawna Sweney

Of f ice of Education Staf f

• Patrick Brock

• Susan Bosse

Kim Daughtery as the Florida Certif ied Contract Negotiator (FCCN).

Please Note: Evaluators/Negotiators for this solicitation are subject to change based on the needs of the Department and availability of the individuals.

22.

Question: The solicitation states that there will be “continuous, twenty-four (24) hours awake supervision every day of the year.” Can you confirm that this requirement applies to having awake staff, NOT awake ratios 24/7?

Answer: Twenty-four (24) hours per day, seven days per week, 365 days per year, all youth must have in-sight supervision everyday by staf f who are awake and not sleeping.

23.

Question: Is it the Department’s expectation that pre- and in-service training plans will NOT be required to be submitted to DJJ to be approved prior to December 1 of the year preceding implementation? It is our understanding that plans will only need to be submitted to DJJ for approval as part of the proposal for this solicitation. Is an annual calendar or annual plan equally acceptable for use at the program?

Answer: No. The resulting Contract will require that the annual in-service training plan and the pre-service training plan be submitted for review and approval to the Residential Regional Director each year.

24.

Question: Under the Religious and Spiritual Opportunities section, the solicitation indicates the Respondent “shall provide regular faith-based opportunities and quarterly documented attempts to provide religious services and education that encompasses all faiths.”

a. Is taking youth to church services on Sundays satisfy this requirement, provided that different options are available to youth?

b. Does the State have a listing of approved volunteer organizations that could provide the sort of services to Youth as described here?

Answer: a. Yes. Church services on Sundays, and dif ferent options available to youth, satisf ies this requirement.

b. No. We do not have a running list of volunteer organizations; however, the internet may provide you with organizations in the area, or those that are close by.

25.

Question: Are there any specific delinquency interventions required for this program?

Answer: A list of approved curricula is located at: https://www.djj.state.f l.us/partners-providers-staf f /programming-and-technical-assistance-unit/research-informed-and-best-practices

26.

Question: Is the minimum mandatory hourly wage of $19, is that a gross hourly wage or does this factor in any company-paid benefits?

Answer: The minimum mandatory hourly wage is $19.00, not inclusive of benef its.

27. Question: For flexible bed components, will there be a definitive amount of either type beds at any given time as service requirements are obviously different?

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Answer: Yes, there will be a set amount of either type beds at the beginning of the resulting Contract. Af ter Contract execution, those beds may f lexible, and any changes to the total number of beds will be discussed with the Provider, prior to such a change.

28.

Question: Does the Department want all primary services, interventions, and treatment services on the same document, and for the Respondent to indicate which populations receive which services?

Answer: Yes. Please complete a Designation and Request to Change Primary, Intervention, and Treatment Services Form for all components.

29.

Question: Will any staff currently employed by the Respondent who do not meet the basic degree requirements, but who have previously received a waiver from the Department, be exempt in the new Contract?

Answer: Yes, if a waiver was in place for a specif ic staf f person previously, that waiver shall remain in place, as long as the staf f is in good standing.

30.

Question: The solicitation indicates that the Department can reduce the Respondent’s monthly invoice at its discretion for the amount allocated for unfilled positions. Please confirm that if the Respondent can maintain ratios by paying overtime to existing staff the penalty will not apply.

Answer: No. By executing the resulting Contract, the Respondent agrees to always maintain the required ratios. In the Attachment H - Budget, all the program costs (including staf f ) add up to equal the f illed per diem amount paid in the resulting Contract. Should 15% or more of the Respondent’s total program positions be vacant at any one time, the Department may reduce the Respondent’s monthly invoice to recoup the salary not being paid because of excessive vacancies.

Office of Health Services (OHS) Medical and Mental Health – Related Questions

31.

Question: What are the nursing requirements?

Answer: Please see the Health and Nursing Services Attachment included in the solicitation for specific requirements.

32.

Question: Will the Department be providing funding for compression to appropriately hire and retain qualified licensed mental health and medical professionals?

Answer: Funds were added to current contracts in 2023 to address minimum wage requirements and compression. Based on the compression of salaries, for licensed mental health and medical professionals, the minimum required annual starting salaries for the following staf f shall be (not inclusive of benef its):

a. Non-Licensed Mental Health Staf f - $50,000

b. Licensed Mental Health Staf f - $79,000

c. Designated Mental Health Clinician Authority (DMHCA) - $85,000

d. Registered Nurse (RN) - $72,000

e. Health Services Administrator (HSA) - $80,000