ITN_AttachmentQ.pdf

ITN #10828

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 #10828. 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., A.) 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 VII., 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://signup.live.com/?lic=1. 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 2), and Attachment D, Part II signed are the only documents which can be saved in a PDF format. The Attachment H – MHOS SAOS JSO BIF DD Department Owned Budget (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 eight (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-Budget Form) and two (2) copies of the Respondent’s Volume 2 reply.

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

MANDATORY CRITERIA (Attachment B, V.)

It is MANDATORY that the Respondent submit its 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 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.).

https://signup.live.com/?lic=1

It is MANDATORY for any Respondent proposing services at the Department-owned building located at 3001 26th Avenue South, St. Petersburg, Florida 33712 in DJJ’s Central Region, to attend the Department site visit for that facility. It is also MANDATORY for any Respondent to attend an additional site visit at Pinellas Technical College, 901 34th Street South, St.

Petersburg, Florida 33711. The site visits will be held at the facility(s) at the date and time specified in the Calendar of Events (Section IV., B.). Any Respondent who is late arriving for the Site Visits, will not be allowed to participate and will be deemed non-responsive.

It is MANDATORY the per diem rate in the Attachment H – MHOS SAOS JSO BIF DD Department Owned Budget document is at or under the maximum amount listed in Section XIV., Total Maximum Per Diem Amount for Year One, 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 signed and completed Attachment L Foreign Country of Concern Attestation (PUR 1355) form.

TECHNICAL REPLY – VOLUME 1 (Attachment B, 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”; and, 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 Petroleum Energy Sector 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 paragraph 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 – MHOS SAOS JSO BIF DD Department Owned Budget submitted is complete, reflects reasonable costs for the service being proposed, and all costs are necessary to provide the proposed services”.

The Respondent shall insert the Transmittal Letter in Volume 1, Tab 1, after the Reply Verification Form.

Cross Reference Table – Volume 1, Tab 1 In order to assist the Respondent in its development of a responsive reply and to facilitate reply evaluation by the Department, the Respondent shall provide a table that cross-references the contents of its reply with the contents of the ITN. Please see Attachment O to this ITN for the cross-reference table. The Respondent shall insert the Attachment O in Volume 1, Tab 1, after the Transmittal Letter. Remember to complete the Attachment O in its entirety.

Drug-Free Workplace Certification – Volume 1, Tab 2 The reply may contain the Drug-Free Workplace Certification in accordance with section 287.087, F.S. (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 form is labeled as Attachment K.

Technical Reply – Volume 1, Tab 3 The Technical Reply (described below) must be typed, on letter-sized (8½” x 11”) paper, using 12-point type, TIMES NEW ROMAN font, single-spaced, and 1-inch margins (top, bottom and sides). Each Respondent shall limit the Technical Reply’s narrative to no more than seventy (70) consecutive pages. Pages must be numbered in a logical, consistent fashion and must not exceed seventy (70) pages including attachments and exhibits (excluding Department-required Attachments, e.g. Organizational Chart, Activity Schedule, etc.) Pages submitted in excess of the specified limit for the Technical Reply’s narrative will be removed prior to evaluation and will not be evaluated. Any floorplans, exhibits, attachments, charts, tables, photos, maps, diagrams, or other resource materials that support the information provided in the Technical Reply shall be referenced within the Technical Reply’s narrative, included as exhibits or attachments to the Technical Reply, and presented at the end of the Technical Reply. Such exhibits or attachments shall not be counted in the seventy (70) page limitation established for the Technical 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.

The Technical Reply package shall contain the following sections in the following sequence:

(PLEASE NOTE THAT IT IS INSUFFICIENT FOR REPLIES TO MERELY RECITE OR

REITERATE THE SERVICES TO BE SOUGHT):

Reply 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. The Respondent shall propose and describe in detail the innovative nature of program services to (minimally) include 1. Delinquency Programming,

2. Gender-specific Services, 3. Restorative Justice Philosophy, 4. Behavior Management System, 5. Career and Technical Education (CTE) Services, 6. Recreation Therapy and Leisure Time Activities , 7. Living Environment, 8. Community Involvement Opportunities and Pro-Social Activities, 9. Discharge Planning and Transition Services; 10. Staffing and Personnel, 11.

Staffing Levels, 12. Staff Training, 13. Management Capability, 14. Program and Facility Readiness Plan, 15. Health and Nursing Services; 16. Mental Health Overlay Services (MHOS);

17. Substance Abuse Treatment Overlay Services (SAOS)

Delinquency Programming The Respondent shall propose delinquency programming for youth which utilizes evidence-based or promising interventions and practices designed to reduce the influence of specific risk factors related to re-offending behavior. The solicitation’s Delinquency Interventions and Treatment Services table has been submitted and not altered from the template provided, and included all of the requirements as described in the solicitation. The Respondent shall propose what will be done for those youth who are not responsive to the delinquency interventions offered. The written reply must meet the requirements in all attachments and exceed minimum requirements where required.

Gender-specific Services The Respondent shall propose gender-specific services in all its program components, delinquency interventions, and treatment services. For each program component, delinquency intervention, and treatment service, the proposed gender-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 reply 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 reply 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 reply must meet the requirements in all attachments and exceed minimum requirements where required.

Career and Technical Education (CTE) Services The Respondent shall describe, in detail, how it will provide the required CTE services during the morning sessions at the technical college(s) while also meeting the youth’s treatment and clinical needs. The Respondent shall describe the type of CTE services they will provide during the youth’s initial thirty (30)-day assessment period, in keeping with all of the requirements contained in the Attachment A, Scope of Services Sought.

Also, 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 student’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 reply 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 to provide therapeutic recreational activities. The Recreational Therapist must have a bachelor’s degree in recreation therapy, or a bachelor’s degree in a related field (such as recreation, leisure studies, or physical education), with a minimum of one year of related experience working with youth.

The written reply 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 reply 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 reply 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 reply 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 reply 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 reply 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 staff will not be included in the stated minimum staff to youth ratios. The written reply 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 reply. 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 reply 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., FDJJ Policy 1517, and in addition to the Department’s learning management system training, direct care staff shall be trained in the solicitation’s stated minimal requirements: ethics, stress management, behavior management and modification, positive reinforcement strategies and techniques, emotional and behavioral development of children and adolescents, risk factors for delinquency, triggers and treatment, Physical development and common health issues, restorative justice philosophy and practices, trauma responsive services, Post-traumatic Stress Disorder (PTSD), victimization, exploitation, domestic violence, trauma, and recovery issues, CPR and AED, universal precautions and bloodborne pathogens, emergency evacuation procedures for youth with a medical alert system, for intake staff: Facility Entry Physical Health Screening Form and administration of the Massachusetts Youth Screening Instrument-Second Edition (MAYSI-2), CAT/RAY and other required intake processes and procedures, risk factors and triggers relating to homicidal risk and prevention, immediate access to emergency medical, mental health, and substance abuse services, the program’s treatment model, suicide prevention processes and procedures, Prison Rape Elimination Act, Motivational Interviewing. The Respondent shall articulate what additional training will be given and which staff will receive that training. The written reply 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 reply 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. 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 reply 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. 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 reply must meet the requirements in all the attachments and exceed minimum requirements where required.

Mental Health Overlay Services (MHOS) The Respondent shall describe its implementation plans for the required (and optionally, additional) evidence-based and/or promising practices for mental health treatment services. The Respondent shall provide all the pertinent staffing details for the provision of these services and must explain how these services will meet the requirements outlined in rule 63N-1, F.A.C. The description of the proposed services must include specific details and concrete examples of how the service components (e.g., curricula, activities, schedule) will meet the unique needs of the youth. The written reply must meet the requirements in all attachments and exceed minimum requirements where required.

Substance Abuse Treatment Overlay Services (SAOS) The Respondent shall describe its implementation plans for the required (and optionally, additional) evidence-based and/or promising practices for substance abuse treatment services.

The Respondent shall provide all the pertinent staffing details for the provision of these services and must explain how these services will meet the requirements outlined in rule 63N-1, F.A.C.

The description of the proposed services must include specific details and concrete examples of how the service components (e.g., curricula, activities, schedule) will meet the unique needs of the youth. The written reply must meet the requirements in all attachments and exceed minimum requirements where required.

FINANCIAL REPLY – VOLUME 2

Budget – Volume 2, Tab 1

a. The Respondent shall complete and submit Attachment H - MHOS SAOS JSO BIF DD Department Owned Budget

b. The Attachment H must reflect proposed costs which are allowable, reasonable, and necessary to provide the proposed services.

c. Once the Department has accepted the Attachment H after evaluating it in accordance with Attachment F, the Attachment H shall not be altered without prior written approval from the Department.

d. Any projected cost not captured in the Attachment H will be the responsibility of the awarded Provider.

Financial Viability Documentation – Volume 2, Tab 2 It is required that the Respondent provide in Volume 2, under Tab 3, financial documentation, for either Option #1 or Option #2 below sufficient to demonstrate its financial viability to perform the Contract resulting from this ITN (see Attachment F, A., 5., Financial Viability Evaluation Criteria). Documentation is reviewed on a pass/fail basis. If the Respondent fails to pass the option they selected, the reply shall be rejected as non-responsive and not evaluated further.

Failure to provide either option will result in disqualification of the reply.

❑ Option #1: D & B Business Information Report or ❑ Option #2: Financial Audits

Florida Certified Minority Business Enterprise (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 Subcontracting Utilization Plan of the ITN. The Respondent shall also include documentation supporting the CMBE Subcontracting 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 Diversity (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 Subcontracting Utilization Plan.

Evaluation of Past Performance for Residential Commitment Programs (Volume 3, Tab 1) 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.

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: _________________________________________________________________________