NDCS 012024 RFI Staffing Analysis.pdf

RESPONDENT MUST COMPLETE THE FOLLOWING

By signing this Request For Information form, the bidder guarantees compliance with the provisions stated in this Request for Information.

FIRM:

COMPLETE ADDRESS:

TELEPHONE NUMBER: FAX NUMBER:

SIGNATURE: DATE:

TYPED NAME & TITLE OF SIGNER:

State of Nebraska Department of Correctional Services

(NDCS)

REQUEST FOR INFORMATION

REQUEST FOR INFORMATION NUMBER RELEASE DATE

RFI NDCS 012024 Non-Custody & Behavioral Health Staffing Analysis October 17, 2024

OPENING DATE AND TIME PROCUREMENT CONTACT

November 19, 2024, 2:00 p.m. Central Time Kate Severin This form is part of the Request for Information package and must be indelibly signed and returned, along with information documents, by the opening date and time specified.

PLEASE READ CAREFULLY!

SCOPE OF SERVICE

The State of Nebraska (State), Department of Correctional Services (NDCS) is issuing this Request for Information RFI NDCS 012024 for the purpose of gathering information to assess timelines and interest in an NDCS Non-Custody Staffing Analysis and Behavioral Health Staffing Analysis.

Written questions are due no later than October 31, 2024, and should be submitted via e-mail to dcs.purchasing@nebraska.gov

Respondent should submit one (1) original of the entire RFI response (PDF format preferred) to:

https://nebraska.sharefile.com/f/fo03912f-1db9-4f89-9d04-0cb381f9bc78

RFI responses should be submitted by the RFI due date and time shown in the schedule of events.

mailto:as.materielpurchasing@nebraska.gov ii SPB RFI | 09/25/2017

TABLE OF CONTENTS

REQUEST FOR INFORMATION ........................................................................................................................ i TABLE OF CONTENTS .................................................................................................................................... ii

I. SCOPE OF THE REQUEST FOR INFORMATION

A. SCHEDULE OF EVENTS

II. RFI RESPONSE PROCEDURES

A. OFFICE AND CONTACT PERSON

B. GENERAL INFORMATION

C. COMMUNICATION WITH STATE STAFF

D. WRITTEN QUESTIONS AND ANSWERS

E. ORAL INTERVIEWS/PRESENTATIONS AND/OR DEMONSTRATIONS

F. SUBMISSION OF RESPONSE

G. PROPRIETARY INFORMATION

H. REQUEST FOR INFORMATION OPENING

III. PROJECT DESCRIPTION AND SCOPE OF WORK

A. PURPOSE AND BACKGROUND

B. CURRENT ENVIRONMENT ........................................................ Error! Bookmark not defined.

C. CURRENT ENVIRONMENT

D. RESPONSE ELEMENTS and QUESTIONS FOR RESPONDENT E. TIME FOR COMPLETION and PROJECTED TASK MILESTONES/DELIVERABLES

Form A Vendor Contact Sheet

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I. SCOPE OF THE REQUEST FOR INFORMATION

The State of Nebraska Department of Correctional Services is issuing this Request for Information, RFI 012024 for the purpose of gathering information to assess timelines and interest in an NDCS Non- Custody Position Staffing Analysis and Behavioral Health Staffing Analysis.

ALL INFORMATION PERTINENT TO THIS REQUEST FOR INFORMATION CAN BE FOUND ON

THE INTERNET AT: http://das.nebraska.gov/materiel/purchasing.html

A. SCHEDULE OF EVENTS

The State expects to adhere to the tentative schedule shown below. It should be noted, however, that some dates are approximate and subject to change.

ACTIVITY DATE/TIME

1 Release Request for Information 10/17/2024

2 Last day to submit written questions. Send questions to:

dcs.purchasing@nebraska.gov

10/31/24

3 State responds to written questions through Request for Information “Addendum” and/or “Amendment” to be posted to the internet at:

http://das.nebraska.gov/materiel/purchasing.html

11/5/2024

4 RFI opening will be via WebEx:

Join from the meeting link https://sonvideo.webex.com/sonvideo/j.php?MTID=mae69f76fb40f549ec896cab98850ee47

Join by meeting number

Meeting number (access code): 2484 948 5643 Meeting password: 3rvJhWj7Hs2

Tap to join from a mobile device (attendees only) +1-408-418-9388,,24849485643## United States Toll

Join by phone +1-408-418-9388 United States Toll Global call-in numbers

Join from a video system or application Dial 24849485643@sonvideo.webex.com You can also dial 173.243.2.68 and enter your meeting number.

11/19/2024

2:00 PM

Central Time

5 Conduct oral interviews/presentations and/or demonstrations (if necessary) may be conducted via electronic meeting, rather than on-site.

To Be Determined http://das.nebraska.gov/materiel/purchasing.htm mailto:dcs.purchasing@nebraska.gov http://das.nebraska.gov/materiel/purchasing.html https://sonvideo.webex.com/sonvideo/j.php?MTID=mae69f76fb40f549ec896cab98850ee47 tel:%2B1-408-418-9388,,*01*24849485643%23%23*01* https://sonvideo.webex.com/sonvideo/globalcallin.php?MTID=m60a5b8358d37026a24bbdbb20bc75260 sip:24849485643@sonvideo.webex.com

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II. RFI RESPONSE PROCEDURES

A. OFFICE AND CONTACT PERSON

Responsibilities related to this Request for Information reside with the State Purchasing Bureau.

The point of contact for the RFI is as follows:

Name: Kate Severin Agency: NE Department of Correctional Services Address: 801 West Prospector Place, Building #1 P.O. Box 94661 Lincoln, NE 68509-4661 Telephone: 402-479-5717 E-Mail: kate.severin@nebraska.gov

B. GENERAL INFORMATION

A subsequent Request for Proposal (RFP) may not be issued as a result of this RFI. There will not be a contract as a result of this RFI and the State is not liable for any cost incurred by vendors in replying to this RFI. If an RFP is issued, the information provided may assist the State of Nebraska in developing the Request for Proposal. This RFI does not obligate the State to reply to the RFI responses, to issue an RFP, or to include any RFI provisions or responses provided by vendors in any RFP.

C. COMMUNICATION WITH STATE STAFF

From the date the Request for Information is issued and until RFI opening (as shown in the Schedule of Events), contact regarding this RFI between potential vendors and individuals employed by the State should be restricted to written communication with the staff designated above as the point of contact for this Request for Information.

The following exceptions to these restrictions are permitted:

1. Written communication with the person(s) designated as the point(s) of contact for this

Request for Information;

2. contacts made pursuant to any pre-existing contracts or obligations; and

3. State-requested presentations, key personnel interviews, clarification sessions, or discussions.

Violations of these conditions may be considered sufficient cause to reject a vendor’s response to the RFI. No individual member of the State, employee of the State, or member of the Interview Committee is empowered to make binding statements regarding this RFI. The State of Nebraska will issue any clarifications or opinions regarding this RFI in writing.

D. WRITTEN QUESTIONS AND ANSWERS

Any explanation desired by a vendor regarding the meaning or interpretation of any Request for Information provision should be submitted in writing to the NDCS and clearly marked “RFI Number NDCS 012024 Non-Custody and Behavioral Health Staffing Analysis Questions”.

It is preferred that questions be sent via e-mail to dcs.purchasing@nebraska.gov

It is recommended that Bidders submit questions sequentially numbered, include the RFI reference and page number using the following format.

Question Number

RFI Section Reference

RFI Page Number

Question mailto:as.materielpurchasing@nebraska.gov

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Written answers will be provided through an addendum to be posted on the Internet at http://das.nebraska.gov/materiel/purchasing.html on or before the date shown in the Schedule of Events.

E. ORAL INTERVIEWS/PRESENTATIONS AND/OR DEMONSTRATIONS

The State reserves the right to conduct oral interviews/presentations and/or demonstrations if required at the sole invitation of the State.

Any cost incidental to the oral interviews/presentations and/or demonstrations shall be borne entirely by the vendor and will not be compensated by the State.

F. SUBMISSION OF RESPONSE

The following describes the requirements related to the RFI submission, handling, and review by the State.

To facilitate the response review process, one (1) original of the entire RFI response should be submitted. RFI responses must be submitted by the RFI due date and time.

The State is only accepting electronic responses submitted in accordance with this RFI. The State will not accept responses by mail, email, voice, or telephone, unless otherwise explicitly stated in writing by the State. It is the responsibility of the vendor to check the website for all information relevant to this RFI to include addenda and/or amendments issue prior to the opening date. The website can be found here: http://das.nebraska.gov/materiel/purchasing.html

Vendors should electronically submit one (1) original copy of the entire proposal (PDF format preferred) to https://nebraska.sharefile.com/f/fo03912f-1db9-4f89-9d04-0cb381f9bc78

WHAT SHOULD BE INCLUDED IN YOUR RESPONSE:

1. Do submit succinct, thoughtful responses to the questions listed in this RFI.

2. Do submit comments that address the State’s requirements, assumptions, conditions, or contemplated approaches to this requirement.

3. Do submit information and suggestions that may encourage new, different, or innovative approaches that would result in products, solutions, and direct savings to the State of Nebraska.

A separate sheet must be provided that clearly states which sections have been submitted as proprietary or have copyrighted materials.

G. PROPRIETARY INFORMATION

Data contained in the response and all documentation provided therein, become the property of the State of Nebraska and the data become public information upon opening the response. If the vendor wishes to have any information withheld from the public, such information must fall within the definition of proprietary information contained within Nebraska’s public record statutes. All proprietary information the vendor wishes the state to withhold must be submitted in a sealed package, which is separate from the remainder of the response. The separate package must be clearly marked PROPRIETARY on the outside of the package. Vendor may not mark their entire Request for Information as proprietary. Failure of the vendor to follow the instructions for submitting proprietary and copyrighted information may result in the information being viewed by other vendors and the public. Proprietary information is defined as trade http://das.nebraska.gov/materiel/purchasing.html http://das.nebraska.gov/materiel/purchasing.html

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secrets, academic and scientific research work which is in progress and unpublished, and other information which if released would give advantage to business competitors and serve no public purpose (see Neb. Rev. Stat. § 84-712.05(3)). In accordance with Attorney General Opinions 92068 and 97033, vendors submitting information as proprietary may be required to prove specific, named competitor(s) who would be advantaged by release of the information and the specific advantage the competitor(s) would receive. Although every effort will be made to withhold information that is properly submitted as proprietary and meets the State’s definition of proprietary information, the State is under no obligation to maintain the confidentiality of proprietary information and accepts no liability for the release of such information.

H. REQUEST FOR INFORMATION OPENING

The sealed, electronic responses will be publicly opened, and the responding entities announced on the date, time, and electronic location shown in the Schedule of Events.

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III. PROJECT DESCRIPTION AND SCOPE OF WORK

RFI respondent(s) should review the information below and provide narrative related to the questions posed in III, D., below in response to this Request for Information.

A. PURPOSE AND BACKGROUND

This RFI should allow the NE Department of Correctional Services (NDCS) to gauge provider interest, availability, and capability to provide a department-wide staffing analysis of all non-custody positions, including Health Services non-behavioral positions within a non-custody analysis, but with a specific targeted analysis regarding behavioral health staffing.

To recap: NDCS has need of two (2) staffing analysis reports: a non-custody staffing analysis (including non-behavioral health service positions) and a specially targeted behavioral health staffing analysis.

Attachment A (Non-Custody Titles) and Attachment B (Behavioral Health Titles) list the position titles for which staffing analyses are needed.

NDCS does not require a staffing analysis for custody positions.

Each staffing analysis would assess current staffing levels across all positions, evaluate workload/caseload distribution, and recommend optimal staffing solutions to ensure safety, efficiency, and compliance with legal standards.

The analyses would review current staffing levels, workload/caseload demands, and role-specific responsibilities, providing recommendations for optimal staffing based on best practices within a correctional environment/agency.

B. CURRENT ENVIRONMENT

NDCS is the second largest state agency in Nebraska, employing approximately 2735 people in over 150 job classifications. In fiscal year 2024, the average daily incarcerated population was 5880.

NDCS currently operates nine (9) prisons statewide. Non-custody positions including clerical support, business office operations, maintenance, and food service, provide operational support at all prisons All NDCS facilities are audited and accredited by the American Correctional Association (ACA).

The NDCS website provides information about each facility and overall statistical reporting:

https://www.corrections.nebraska.gov/

In summer 2024, parole administration came under NDCS operation. Known as Community Supervisory Services, there are multiple offices statewide with staff performing parole administration, including programming and transitional housing provision and/or monitoring.

NDCS Central Office and a Staff Training Academy house the NDCS executive team and divisions for policy, research, health services, accounting, purchasing, training, engineering, human resources, special services transportation unit, records, parole administration, and agency communications. The correctional industries program is located off-site and operates work sites within multiple secure facilities. There are approximately 153 position titles classified as non-custody. See Attachment A.

https://www.corrections.nebraska.gov/

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NDCS Health Services, including behavioral health, is based at each facility with unified leadership operating from NDCS Central Office. NDCS is required by statute to maintain a community standard of health care.

NDCS Behavioral Health Services position categories include administration, office support, social work, behavioral health counselors, substance use counselors, psychiatrists, psychologists, and programs officers. There are 22 position titles classified as behavioral health.

See Attachment B.

Number of FTE in non-custody positions, including non-behavioral health services

Number of FTE in behavioral health positions

1250 138

See Attachment A for list of non-custody and behavioral health position titles.

C. RESPONSE ELEMENTS and QUESTIONS FOR RESPONDENT

1. Please provide a response describing the number, size of organization, and type of staffing analyses provided over the past three (3) years. RFI submissions do not have to be any specific length but should concentrate on a narrative response to the questions below. Please keep company marketing materials to a targeted minimum.

2. NDCS feels that any potential provider should have a record of providing this type of analysis for other correctional jurisdictions/agencies. Is this a reasonable expectation?

Briefly explain your answer.

3. NDCS feels that any potential provider should be required to have experience with governmental units. Is this a reasonable expectation? Briefly explain your answer.

4. Describe the methodology that would be used to assess position staffing levels, including shift relief factors for behavioral health and non-custody healthcare positions.

5. What entity or category of provider would be offered as a benchmark for the analysis?

6. Quantify the necessary estimated commitment by NDCS below:

a. Should NDCS dedicate a project manager/liaison? If yes, estimate how many hours per week an NDCS project manager needs to dedicate.

b. What data will be needed (number of FTE in each position, policies, organizational charts, caseloads, etc.)?

7. Should NDCS include formal position descriptions within any later-released RFP, or can those be provided post-award? (Please note that this RFI does not guarantee an RFP will be released or awarded.)

8. NDCS does not intend to submit organizational charts with the publicly posted RFP for security considerations. Will this hinder a potential bidder’s response and if so, what are suggestions for mitigating this risk?

9. What other information should NDCS include within a Request for Proposal that will allow bidders to provide for a brief, clear response with minimal questions?

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D. TIME FOR COMPLETION and PROJECTED TASK MILESTONES/DELIVERABLES NDCS would need each analysis completed by October 15, 2026. Completing the table below or providing a similar typical project timeline with your response will aid our planning capability.

Provide estimated completion in weeks for the tasks below.

Non-Custody Staffing Analysis Estimated Timeline Task/Deliverable Estimated Completion in Weeks Notes

Kick-Off Meeting/Interviews

Data Collection and Analysis

Gap Analysis

Non-Custody Staffing Analysis Draft

Finalized reports and Presentation to NDCS exec team

BUDGETARY COST RANGE ONLY: Non-Custody Staffing Analysis

Estimated Number of Weeks for completion: ___________

Provide a potential budgetary cost range for each analysis (Non-Custody and Behavioral Heath).

Do not provide a formal quotation.

Behavioral Healthcare Staffing Analysis Estimated Timeline Task/Deliverable Estimated Completion in Weeks Notes

Kick-Off Meeting/Interviews

Data Collection and Analysis

Gap Analysis

Behavioral Health Staffing Analysis Draft

Finalized reports and Presentation

BUDGETARY COST RANGE ONLY: Behavioral Staffing Analysis Provide a potential budgetary cost range for each analysis (Non-Custody and Behavioral Heath).

Do not provide a formal quotation.

Estimated Number of Weeks for completion: _______________________

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Form A

Vendor Contact Sheet

Request for Information Number NDCS 012024

Form A should be completed and submitted with each response to this solicitation document. This is intended to provide the State with information on the vendor’s name and address, and the specific persons who are responsible for preparation of the vendor’s response.

Preparation of Response Contact Information Vendor Name:

Vendor Address:

Contact Person & Title:

E-mail Address:

Telephone Number (Office):

Telephone Number (Cellular):

Fax Number:

Each vendor shall also designate a specific contact person who will be responsible for responding to the State if any clarifications of the vendor’s response should become necessary. This will also be the person who the State contacts to set up a presentation/demonstration, if required.

Communication with the State Contact Information Vendor Name:

Vendor Address:

Contact Person & Title:

E-mail Address:

Telephone Number (Office):

Telephone Number (Cellular):

Fax Number:

Vendor Contact Sheet

20241016123752719