RFP_10783_V5.pdf

RFP #10783

Version: 18 Rev 07-19 -22 Page 1 of 66

Date: March 6, 2023

Subject: Department of Juvenile Justice (Department or DJJ) Solicitation # 10783 – PROB -

Juvenile Assessment Center - C12 - Sarasota and C1 Okaloosa.

Request for Proposals (RFP): The Department of Juvenile Justice (DJJ), Office of Probation and Community

Intervention is issuing this RFP for the procurement of screening services at the Sarasota Juvenile Assessment Center and the Okaloosa Regional Juvenile Detention Center.

The RFP package consists of this transmittal letter with the following attachments and exhibits (some of which are not included but are available electronically as noted):

1 Available at:

http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources /purchasing_forms 2 Available at: http://www.djj.state.fl.us/partners/procurement-and-contract-administration 3 Document uploaded as a separate document for the RFP and posted on the Vendor Bid System.

4 Available at: http://www.djj.state.fl.us/partners/forms-library/contracts

PUR 1000[1] General Contract Conditions - Incorporated by Reference1 PUR 1001[1] General Instructions to Respondents - Incorporated by Reference1 Attachment A Services Sought - Sarasota Juvenile Assessment Center - Circuit 12 Attachment A-1 Services Sought - Okaloosa Regional Juvenile Detention Center - Circuit 1 Attachment B General Instructions for the Preparation and Submission of Proposals Attachment C Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Evaluation Criteria Attachment G Sample Vendor Contract2 Attachment H Budget3 Attachment I Reserved Attachment J Reserved Attachment K Drug-Free Workplace Certification2

Attachment L Reserved Attachment M Reserved Attachment N Notice of Intent to Submit a Response3 Attachment O RFP Proposal Cross Reference Table Attachment P Written Evaluation Questions/Considerations Attachment Q Proposal Verification Form3 Attachment R Certification of Experience Attachment S Tie Breaking Certifications3 Attachment T Client Contact List Attachment U Florida Certified Minority Business Enterprise (CMBE) Subcontracting Utilization

Plan2 Attachment V Reserved

Exhibit 1 Invoice4 Exhibit 2 Youth Census Report4 Exhibit 3 Florida Minority Business Enterprise (MBE) Utilization Report4

Exhibit 4 Probation Medical and Mental Health Clearance Form Exhibit 5 Parent/Responsible Adult Release Affidavit

Respondents shall comply fully with the instructions on how to respond to the RFP.

Per subsection 287.057(25), Florida Statute (F.S.), Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the seventy-two (72) hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://www.djj.state.fl.us/partners/procurement-and-contract-administration http://www.djj.state.fl.us/partners/forms-library/contracts

Version: 18 Rev 07-19 -22 Page 2 of 66 state holidays, any employee or manager of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the procurement documents. Violation of this provision may be grounds for rejecting a proposal. All communications from Respondents shall be in writing (by e-mail, facsimile or mail), and cite the subject solicitation number and be directed to the attention of the Procurement Manager below.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any proposal/proposal documents or the attendance at any related meeting or proposal opening.

If accommodations are needed because of a disability, please contact the Bureau of Procurement and Contract Administration at (850) 413-0708 at least five business days prior to the meeting.

Terminated for Cause Exclusions In addition to other criteria set forth in this solicitation document, any Respondent, and any and all subsidiaries of the Respondent, that have had a contract terminated by the Department for cause is subject to the follow provisions below:

1) The twelve (12) month period shall begin with the effective date of termination for cause, as delineated in the termination letter from the Department.

2) If terminated for cause in the last twelve (12) month period preceding the Date Written Proposals

Are Due and Opened for this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to submit a response to the solicitation.

3) If terminated for cause in the last twelve (12) month period preceding the Notice of Intended Award resulting from this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to receive a contract award.

4) The above applies regardless of the business structure (for profit/not for profit) or the dates the corporations were created.

One Florida Initiative Requirement

The “One Florida Initiative” was developed in an effort to increase diversity and opportunities in state contracting without using discriminatory policies. If a Respondent(s) is awarded a Contract resulting from this solicitation, answers to the following questions may be due to the Department prior to Contract execution:

1) Does your organization have a Small Business Administration 8(a) certification? Yes (Y) / No (N) If Y, then proceed no further with these questions.

2) Is your organization a non-profit? Y/N If Y, then proceed no further with these questions.

3) Does your organization have more than 200 permanent full-time employees (including the permanent full-time staff of any affiliates)? Y/N If Y, then proceed no further with these questions.

4) Does your organization have a net worth of $5 million or more (including the value of any affiliates)?

Y/N

Sincerely, CleSha’ Pennywell, Procurement Manager Bureau of Procurement and Contract Administration Florida Department of Juvenile Justice The Knight Building, Suite 1100 2737 Centerview Drive Tallahassee, Florida 32399-3100 Telephone: (850) 717-2610 Fax: (850) 414-1625 E-Mail Address: Clesha.Pennywell@fldjj.gov

Version: 18 Rev 07-19 -22 Page 3 of 66

ATTACHMENT A

SERVICES SOUGHT

SARASOTA JUVENILE ASSESSMENT CENTER - CIRCUIT 12

I. GENERAL DESCRIPTION

A. General Overview The Department of Juvenile Justice (Department) requires the provision of screening services at the Sarasota Juvenile Assessment Center (JAC). The Department is required to provide screening services to each youth alleged to have committed a delinquent act.

The Respondent shall provide staff to provide detention screening services twenty-four (24) hours a day, seven days a week, including weekends and holidays, at the Sarasota JAC.

B Description of Services Screening services shall be provided for the Department to determine the youth’s risk to him/herself, the risk he/she presents to public safety, and his/her eligibility for detention by the Department based on statutory criteria. Youth who meet detention criteria shall be transferred to the Department’s local Regional Juvenile Detention Center. JACs provide co-located central intake and screening services for youth referred to the Department. The Department’s role is to ensure an adequate number of staff, either Department employees or Respondent staff, are employed at a JAC to cover the functions of detention screening and the initiation of the intake process. How other community agencies are involved will be determined by the needs identified by the local JAC Advisory Committee, by the investment of staff and resources made by those local agencies and shall be clearly defined in the local interagency agreements.

C. Authority The Respondent shall provide services in a manner consistent with Chapters 985.135;

985.209; and 985.64 Florida Statutes (F.S.); Rules 63D-4.001-.008 and 63H-1.001-.016;

2.001-.008, Florida Administrative Code (F.A.C.).

D. Limits on Services Services shall be limited to youth presented to the JAC by local law enforcement who are alleged to have committed a delinquent act and who meet the minimum criteria for admission to the JAC. The Respondent shall ensure each youth receives a medical clearance using the Probation Medical and Mental Health Clearance Form (HS 051), (Exhibit 4). Administrative services shall be limited to those directly related to the operation of the JAC.

II. YOUTH TO BE SERVED

A. Youth to be Served The Respondent shall provide services at the JAC to all male and female youth who are presented by law enforcement and alleged to have committed a delinquent act.

B. Youth Eligibility Youth under the age of 19 who are presented to the JAC by law enforcement and who are medically clear shall be admitted to the JAC and provided with screening services. Youth who have previously been sentenced as an adult are not eligible for admission to the JAC.

C. Youth Determination Through screening of the youth, the Respondent shall determine whether the youth meets detention criteria for transfer to the custody of the Department and whether the youth meets criteria for Home Detention or released to the youth’s parent/legal guardian/responsible adult. Youth who are not cleared for admission shall not be admitted and shall remain in the custody of the transporting law enforcement officer.

D. Limits on Youth to be Served In order to implement the statutory prohibition in section 985.115(2), F.S., against the acceptance into the JAC of youth exhibiting symptoms or demonstrating behaviors that suggest the youth is in need of immediate evaluation or treatment due to physical illness/injury, mental illness, or intoxication, each youth must receive an initial medical clearance using the Department’s Probation Medical and Mental Health Clearance Form (HS 051), (Exhibit 4 of the resulting contract). Youth who are determined not medically clear shall not be admitted to the JAC and shall remain in the custody of the transporting law enforcement officer. Screening and release shall be completed within six hours of

Version: 18 Rev 07-19 -22 Page 4 of 66 admission to the JAC. When screening exceeds six hours, the Respondent shall maintain documentation of the reason(s) for the delay exceeding six hours.

III. SERVICE TASKS

A. The following tasks shall be provided by Respondent staff:

1. Booking/Admission

a. The Respondent shall ensure each youth presented to the JAC meets eligibility requirements defined in Florida Statute and obtain documentation of the completion of a youth search by the arresting, transporting, and/or qualified JAC officer. The Respondent shall adhere to written procedures developed by the Respondent within thirty (30) calendar days of the resulting contract start date to ensure the safe custody and return of all youth property upon release from the JAC obtained during the booking process. Youth who are eligible for detention shall have property transferred to the custody of the Department’s Regional Juvenile Detention Center.

b. The Respondent’s detention screening staff shall ensure all youth committed to the custody of the Department are screened for vulnerability to victimization and sexually aggressive behaviors upon booking and admission to the JAC. This is to ensure a youth’s potential for victimization or predatory risk has been reviewed. The Respondent shall use the Department’s Screening for Vulnerability to Victimization and Sexually Aggressive Behavior (VSAB) form RC 8050-2 (revised October, 2015).

This form shall be completed upon each youth’s admission and placed in the youth’s intake file. Forms shall be available at the JAC.

2. Detention Screening Services

a. The Respondent shall provide continuous twenty-four (24) hours a day, seven days a week, including weekends and holidays. These services include court coverage on the weekends and holidays. Detention hearings shall be handled by the Respondent’s assigned staff on holidays, weekends and during office closure.

b. Screening and release shall be completed within six hours of admission to the Detention Screening Unit at the JAC. When screening exceeds six hours, the Respondent shall maintain documentation of the reason(s) for the duration.

c. The Respondent shall conduct a face-to-face interview with the youth and his/her parent(s)/legal guardian(s) (if available) and gather information, when available, to assess the youth’s service needs in order to develop the recommendation to the State Attorney’s Office and deliver the packet to all partners and the Department field units pursuant to local procedures.

d. The Respondent shall contact the victim(s) and the complainant or arresting officer by telephone to solicit their input, recommendations and/or document the attempted contact. Contacts shall be made or attempted by the Respondent prior to the submission of a recommendation to the State Attorney’s Office. A questionnaire, completed by the arresting officer and provided by the Sheriff’s Office Booking Deputy may be utilized in placement of a call to arresting officer.

e. The Respondent shall ensure tasks, including but not limited to the following, are completed, as part of the detention screening process:

1) Screening of youth based on statutory criteria specified in sections

985.213 and 985.215, F.S., to determine whether to detain or release a youth using the Department’s Detention Risk Assessment Instrument (DRAI). This instrument is used to determine if a youth meets detention criteria and to determine whether a youth should be placed in secure, non-secure, or home detention care prior to a detention hearing;

2) Determination to detain or release a youth using the Department’s DRAI. This instrument is used to determine if a youth meets detention criteria and to determine whether a youth should be

Version: 18 Rev 07-19 -22 Page 5 of 66 placed in secure or home detention care prior to a detention hearing;

3) Inputting youth data into the Juvenile Justice Information System (JJIS), pursuant to Department JJIS Business Rules listed at:

http://www.djj.state.fl.us/partners/data-integrity-jjis/jjis-information;

4) Photographing youth and inputting photo into the JJIS;

5) Completion and documentation of substance abuse and mental health screenings using Department approved instruments and forms including the Massachusetts Youth Screening Instrument (MAYSI-2), and the Suicide Risk Screening Instrument (SRSI) in accordance with Rule 63N-1.0051 F.A.C. Both of these assessment instruments and forms are required;

6) Complete a Human Trafficking Pre-screen by hand until such time as the Department has implemented the Human Traffic pre-screen into the automated detention screening forms; and

7) Completing a detention admission packet, in accordance with PCI-15-001 available at http://www.djj.state.fl.us/docs/probation-policy-memos/2015-screening-packets.pdf?Status=Master&sfvrsn=2/, which includes, at a minimum, the following documents:

a) The completed DRAI;

b) The completed SRSI;

c) The completed Human Tracking Pre-Screening

Instrument;

d) The completed MAYSI-2 Report with referrals information as applicable;

e) A copy of the JJIS face sheet;

f) A copy of the Police Report;

g) The Supervised Release Agreement, or petition for detention;

h) The signed Authority for Evaluation and Treatment (AET) when the parent or guardian is available;

i) Booking photo;

j) A copy of Notification of Rights; and

k) Other documents as required.

NOTE: During the resulting contract period, the assessment tools may change. The Respondent shall be trained on appropriate usage and completion of any new tools as directed by Department policy.

f. When further assessment is indicated by the SRSI or MAYSI-2, or when other information obtained at initial intake suggests the youth is a possible suicide risk, the following must take place:

1) If the youth is to be released into the custody of the parent or guardian, the parent or guardian must be informed verbally and in writing that suicide risk findings were disclosed during screening and that an assessment of suicide risk should be conducted by a qualified mental health professional.

2) The parent or guardian must be provided the form entitled “Suicide Risk Screening Parent/Guardian Notification” (MHSA 003 incorporated in Rule 63N-1, F.A.C., and also located in the Forms Library found on the Department’s website at http://www.djj.state.fl.us/partneres/forms-library http://www.djj.state.fl.us/partners/forms-library). A copy of form MHSA 003, signed by the parent or guardian, is to be permanently filed in the youth’s case management record.

3) If the youth is to remain in the custody of the Department, a Suicide Risk Alert is to be immediately entered into the JJIS and the youth is to be placed on constant supervision until an http://www.djj.state.fl.us/partners/data-integrity-jjis/jjis-information http://www.djj.state.fl.us/partners/data-integrity-jjis/jjis-information http://www.djj.state.fl.us/docs/probation-policy-memos/2015-screening-packets.pdf?Status=Master&sfvrsn=2/ http://www.djj.state.fl.us/docs/probation-policy-memos/2015-screening-packets.pdf?Status=Master&sfvrsn=2/ http://www.djj.state.fl.us/docs/probation-policy-memos/2015-screening-packets.pdf?Status=Master&sfvrsn=2/ http://www.djj.state.fl.us/partneres/forms-library http://www.djj.state.fl.us/partners/forms-library

Version: 18 Rev 07-19 -22 Page 6 of 66

Assessment of Suicide Risk is conducted by or under the supervision of a licensed mental health professional as set forth in Rule 63N-1, F.A.C.

4) The Respondent is to notify the local Regional Juvenile Detention Center of the risk/watch status of the youth and maintain written documentation of the individual notified and the receiving Juvenile Detention Officer who acknowledges the same.

g. When further assessment is indicated by the SRSI or MAYSI-2, or when other information obtained at initial intake suggests the youth has mental health or substance abuse treatment service needs, the following must take place:

1) The screener shall refer the youth to the designated assessment provider (Treatment Alternatives for Safer Communities (TASC) or community mental health or substance abuse provider) for a Comprehensive Assessment.

2) If the youth is to be released into the custody of the parent or guardian, the parent or guardian must be informed verbally and in writing that mental health and/or substance abuse treatment service needs were disclosed during screening and that a Comprehensive Assessment should be conducted by the designated assessment provider (TASC or community mental health or substance abuse provider).

3) The parent or guardian must be provided the form entitled MAYSI Report, informing the parent that the youth has been referred to the designated assessment provider (TASC or community provider) for a Comprehensive Assessment. A copy of the MAYSI Report is to be permanently filed in the youth’s case management record.

h. The Respondent shall ensure the youth’s parent(s)/legal guardian(s) are contacted to ensure the youth is released to the parent(s)/legal guardian(s), or a responsible adult, when applicable. At a minimum, the Respondent shall document attempts to contact the parent(s)/legal guardian(s). The Respondent shall complete the Department’s Parent Responsible Adult Release Affidavit (Exhibit 5) for each youth released from the JAC and not eligible for detention at the Department’s Regional Juvenile Justice Detention Center.

i. If the youth cannot be released in six hours or less to the parent/responsible adult, to the youth’s home or an approved shelter, the

Respondent shall provide or arrange for the transportation of youth who are released.

j. The Respondent shall develop youth file/court packets for the court, the Department, the State Attorney’s Office, the youth’s attorney of record, and the Regional Juvenile Detention Center, for detained youth. The Respondent shall retain one copy of the complete file and a record of to whom and when the youth file was delivered. The Department’s Juvenile Probation Officers will pick up and deliver the youth file/court packets to the Court on a daily basis Monday through Friday, pursuant to the local operating procedures of the Department’s Circuit 12 Juvenile Probation Office.

k. The Respondent shall furnish to the State Attorney’s Office a recommendation on each case within twenty-four (24) hours, if the youth is detained, and within five business days, if the youth is not detained. The recommendation to the State Attorney’s Office shall thoroughly justify the best course of action for each case considering all aspects of the situation, including the probability the youth will not re-offend if non-judicial action(s) is recommended. The State Attorney Recommendation shall be submitted separate from the Detention Admission Packet. The recommendation to the State Attorney’s Office must be reviewed in advance of submission by the Respondent’s supervisor.

Version: 18 Rev 07-19 -22 Page 7 of 66

3. Case Management Services The Respondent shall ensure the provision of case management services to youth who receive services through the JAC shall include, but not be limited to:

a. Coordination with the Department Juvenile Probation Officers, Detention

Services staff, the courts, and other community–based agencies providing services to Department youth to ensure all service providers are aware of the arrest and charges against the youth. This includes referral to the Department of Children and Families when the youth is a dependent; and

b. The Respondent shall attend Twelfth Circuit Court first appearances and represent the Department.

4. Data Collection and Reporting Services The Respondent shall provide Data Collection and Reporting Services that shall include, but not be limited to:

a. Documentation of youth information in the Department’s JJIS;

b. Documentation of the completion of all required Detention screening forms;

c. Documentation of the length of time each youth was held at the JAC;

d. Documentation of the total number of youths screened;

e. Documentation of the total number of youth referred to the Department for

Detention, released to his/her home, and the total number of youths referred to shelter;

f. Development and distribution of statistical reports generated by data collection to the Department and JAC services agencies; and

g. Other data collection and statistical reports as required or requested by the Department.

5. Installation of Electronic Monitoring (EM) Equipment If a youth scores for Intensive Home Detention with Electronic Monitoring (IHD/EM) on the DRAI, or is court-ordered to EM, prior to release from the JAC, the Respondent shall ensure the Department-provided EM equipment is installed on the youth. This will include the following actions:

a. The Respondent’s staff shall conduct activation of the EM unit in the

Department’s EM database, Total Access.

b. The Respondent’s staff shall perform the initial entering of the youth’s EM

24-hour schedule and home zone, which shall include a one-time grace period for travel to home set up.

c. The Respondent will contact the Circuit Chief or designee at least once a week to review the available EM unit inventory. In the event, the current inventory is depleted or in danger of being depleted due to an influx of youth, the Respondent shall immediately contact the Circuit Chief or designee.

The Department will provide training on EM installation and coordinate access to the contracted EM Provider’s data base, Total Access.

6. Medical Clearance

a. Prior to admission to the JAC, the Respondent’s staff shall ensure each youth receives a medical clearance using the Probation Medical and Mental Health Clearance Form (Exhibit 4).

b. This shall be conducted in order to implement the statutory prohibition in section 985.115(2), F.S., against the acceptance into the Detention Screening Unit of youth exhibiting symptoms or demonstrating behaviors that suggest the youth is in need of immediate evaluation or treatment due to physical illness/injury, mental illness, or intoxication.

c. Documentation of medical clearance to ensure youth who are/appear to be impaired by drugs, alcohol, injury, or illness are not admitted to the Detention Screening Unit, shall be completed and a copy of the completed form maintained in each youth’s file.

B. Limits Within Services Must be Provided Services shall be provided at the JAC by qualified and trained Respondent staff to eligible youth.

Version: 18 Rev 07-19 -22 Page 8 of 66

1. The Respondent shall make every effort to ensure that all youth are processed and released within six hours after they have been accepted for admission during their responsible shifts. If a youth is not released within six hours, the Respondent shall document the reason(s) for the delay and actions taken to ensure the earliest possible release. The Respondent shall assist in monitoring processing timeframes on at least a monthly basis to identify and resolve any ongoing problems related to youth not being processed and released within six hours.

2. Services shall be limited to youth presented to the JAC by local law enforcement who are alleged to have committed a delinquent act, and who meet the minimum criteria for admission to the JAC. The Respondent shall ensure each youth receives a medical clearance using the Department’s Probation Medical and Mental Health Clearance Form (HS 051), (Exhibit 4).

C. Staffing/Personnel The Respondent and all personnel provided under the resulting contract, whether performance is as a provider, subcontractor, or any employee, agent or representative of the Respondent or subcontractor, shall continually maintain all licenses, protocols, and certifications that are necessary and appropriate or required by the Department or another local, state or federal agency, for the services to be performed or for the position held.

All personnel shall renew licenses or certifications pursuant to applicable law or rule. The Respondent shall provide copies of all current licenses or certificates required for the delivery of services under the resulting contract to the Department’s Contract Manager prior to the delivery of services. Prior to the delivery of services, the Respondent shall comply with 63H- 1.001-.016; 2.001-.008, F.A.C., and Department training required by the resulting contract, and certify the necessary staff as Instruction Techniques Workshop (ITW) trainers to ensure in-house training capabilities.

1. Staffing Levels

The Respondent shall employ sufficient qualified staff to provide detention screening services required under the terms and conditions of the resulting contract. The Respondent shall provide a minimum of one qualified Detention Screener per shift to be available to perform detention screening services for youth admitted to the Sarasota JAC during twenty-four (24) hours a day, seven days a week, including weekends and holidays.

2. Staff Qualifications Program staff must be at least nineteen (19) years of age. The following minimum qualifications are required for the following position prior to the provision of services to Department youth:

Detention Screener: Shall possess a high school diploma or its equivalent and two years’ experience working with youth is required. Screeners are responsible for conducting screening activities using the Department’s approved forms and procedures, and preparing a youth file packet for the court, the State Attorney, the Department’s Circuit Office, the youth’s attorney, and the Department’s Regional Juvenile Detention Center, when the youth meets detention criteria. The screener shall contact the Juvenile Probation Officer (JPO)/case manager, when applicable;

advise the youth of his/her rights; and complete the Detention Screening Log.

3. Staff Training Staff performing screening duties shall successfully complete the Department’s curriculum for detention screening, JJIS, Community Assessment Tool (CAT), DRAI, Right Interactions, Cardiopulmonary Resuscitation (CPR), First Aid, Trauma Informed Care, Civil Rights training and the requirements specified in 63H-2.004, Florida Administrative Rule.

4. Changes in Staffing The Respondent shall provide a written request to the Department’s Contract Manager and Chief Probation Officer to request a waiver of the above professional qualifications. Waivers of the above professional qualifications shall be granted only when it is determined to be in the best interest of the Department and be approved in writing by the Regional Director and the Chief Probation Officer.

5. The Respondent shall maintain a plan for recruitment and retention of staff and maintaining sufficient staffing to cover all shifts without Department assistance. This

Version: 18 Rev 07-19 -22 Page 9 of 66 plan should specifically address the handling of vacancies and absences and should be submitted to the Department’s Contract Manager.

6. The Respondent must ensure that the JAC is substantially staffed by the first day of the resulting Contract and maintain staffing where no more than 25% of the total number of positions are vacant on any given day. If more than 25% of the total number of positions are vacant on any given day, the facility rate for that day shall be reduced by 10%.

D. Service Location Services shall be provided in the Sarasota JAC located at 2020 Main Street, Sarasota, Florida 34237. Changes to the location for services shall only be made by Direction of the Office of Probation and Community Intervention and shall require a contract amendment.

IV. DELIVERABLES

A. The Respondent shall submit an invoice with sufficient documentation as outline in section

V., Reports, to fully justify payment for services delivered. Failure by the Respondent to promptly report and document deliverables as required may result in a reduction in the respective invoice. In months where the Respondent did not complete services, an invoice is not required.

B. Service Units/Deliverables The deliverable under the resulting contract is a JAC facility day (each day is a twenty-four

(24) hour period) Monday through Friday, fifty-two (52) weeks per year. The Respondent shall staff and provide detention screening for each youth presented by law enforcement and admitted to the JAC during each day. Each shift shall have a minimum of one qualified detention screening staff per twelve (12) hours.

The Respondent must ensure that the JAC is substantially staffed by the first day of the resulting Contract and maintain staffing where no more than 25% of the total number of positions are vacant on any given day. If more than 25% of the total number of positions are vacant on any given day, the facility rate for that day shall be reduced by 10%.

V. REPORTS

A. The Department will require progress or performance reports throughout the term of the resulting contract. The Respondent shall complete reports as required to become eligible for payment.

B. The following are the Contract Managers for the respective parties. All matters shall be directed to the Contract Managers for action or disposition. Any and all notices shall be delivered to the parties at the following addresses:

Respondent Department

C. After execution of the resulting contract, any changes in the information contained in this section will be provided to the other party in writing, shall be sent by United States Postal Service or other delivery service with proof of delivery, and a copy of the written notification shall be maintained in the official Contract record. All notices required by the resulting contract or other communication regarding the resulting contract shall be sent by United States Postal Service or other delivery service with proof of delivery.

1. Invoice

A properly prepared invoice shall be submitted directly to the Department’s Contract Manager within thirty (30) calendar days following the end of the month for which services were rendered. Payment of the invoice shall be pursuant to section 215.422, F.S., and any interest due shall be paid pursuant to section 55.03(1), F.S. A Vendor Ombudsman, established within the Department of Financial Services, may be contacted if a Respondent is experiencing problems in

Version: 18 Rev 07-19 -22 Page 10 of 66 obtaining timely payment(s) from a State of Florida agency. The Vendor Ombudsman may be contacted at (850) 413-5516.

a. The Respondent shall submit the monthly invoice accompanied by the

Youth Census Report with sufficient documentation to fully justify payment for the number of facility days. The Respondent shall report, in accordance with Department policy, all youth admissions, releases and inactive status in the JJIS as required. Failure by the Respondent to promptly report may result in a reduction in the monthly invoice.

b. The Respondent shall not receive payment for services rendered prior to the execution date or after the termination date of the resulting contract.

c. Invoices for amounts due under the resulting contract shall be submitted in detail sufficient for a proper pre-audit and post-audit thereof.

d. Documentation of service delivery shall be in accordance with Attachment I, Section IV., Deliverables.

2. Youth Census Report/JAC Admissions Report A complete list of youth who were provided services required under the terms and conditions of the resulting contract during the service period detailed on the invoice shall be exported from the JJIS and furnished with the invoice. The Youth Census Report/JAC Admissions Report is to be submitted with the monthly invoice. At a minimum, the Youth Census Report shall include the youth’s last name and initial of first name, juvenile justice identification number, date of service, and the service required by the resulting contract that was provided. This report shall be submitted monthly for all Department youth. Prior to the submission of the monthly Youth Census Report, the Respondent shall confirm the accuracy of youth census data in the JJIS.

3. Proof of Insurance Coverage A Certificate of Insurance shall be provided to the Department’s Contract Manager prior to the delivery of service, and prior to expiration of insurance. Certificates of Insurance shall reflect appropriate coverage(s) based on the recommendation of a licensed insurance agent, and the minimums listed in this Contract.

4. Copy of Subcontract(s) A copy of all subcontract agreements entered into by the Respondent and a subcontractor for services required of the Respondent via the resulting contract, shall be submitted to the Department in advance for review. A signed copy of the subcontract shall be provided to the Department’s Contract Manager prior to the delivery of service to Department youth and payment to the subcontractor.

5. Organizational Chart The Respondent’s organizational chart shall be provided upon execution of the resulting contract, annually, and upon changes. The organizational chart shall include the programmatic and administrative structure of the Respondent’s organization.

6. Staff Vacancy Report The Respondent shall provide a complete list of all vacant program positions required by the resulting contract, and include the position title, position number, date of vacancy, and position description. The Respondent shall provide the Department’s Contract Manager with an explanation for vacancies, which exceed ninety (90) calendar days. Services shall be provided to all Department youth by qualified Respondent staff regardless of whether a position(s) is vacant.

7. Certified Minority Business Enterprise (CMBE) The Respondent shall submit to the Department’s Contract Manager, along with each monthly invoice, a copy of Florida MBE Utilization Report – available at:

http://www.djj.state.fl.us/providers/contracts/index.html and included as an exhibit of the resulting contract, listing all payments made for supplies and services to Minority Business Enterprises (MBEs) during the invoice period. The listing shall identify the MBE code for each payment.

8. Staff Hire Report The Respondent shall provide to the Department’s Contract Manager, a complete list of staff hired to fill vacant positions to include their full legal name, the position title, position number, date of hire, date of background screening, and position http://www.djj.state.fl.us/providers/contracts/index.html

Version: 18 Rev 07-19 -22 Page 11 of 66 description. If any position filled requires specific licensing, certification, or education as required in the resulting contract, a copy of the license, certification, and/or education credentials shall be provided with the Staff Hire Report. A copy can be found at http://www.djj.state.fl.us/partners/contract-management/.

REPORT LIST FREQUENCY DUE DATES DUE TO

DEPARTMENT

Invoice Monthly Thirty (30) calendar days

Contract Manager

Youth Census Report/JAC Admission Report

Monthly To be submitted with the invoice

Contract Manager

Proof of Insurance Coverage

Annually Prior to the delivery and prior to expiration of insurance

Contract Manager

Copy of Subcontracts

Upon execution

Upon execution Contract Manager

Organizational Chart

Upon Contract execution; annually;

and upon changes

Prior to the delivery of services and July

Contract Manager

Staff Vacancy Report

Monthly To be submitted with the invoice

Contract Manager

CMBE Utilization Report

Monthly To be submitted with the invoice

Contract Manager

Staff Hire Report Monthly To be submitted with the invoice

Contract Manager

D. Delivery of deliverables and reports shall not be construed to mean acceptance of those deliverables and reports. The Department reserves the right to reject deliverables and reports as incomplete, inadequate, or unacceptable. The Department’s Contract Manager will approve or reject deliverables and reports.

VI. PERFORMANCE MEASURES

A. Performance Outcomes Listed below are the key Performance Measures, with minimum standards of performance, deemed most crucial to the success of the overall desired service delivery. The Respondent shall ensure that the stated performance measures and standards (level of performance) are met. Performance shall be measured, beginning the second month after which service has been fully implemented.

1. GOAL: 100% of youth admitted to the Detention Screening Unit shall have a completed Detention Risk Assessment Instrument.

MEASURE: This percentage shall be calculated by dividing the number of DRAI’s conducted by the number of youths admitted to the Detention Screening Unit. This data is available in the JJIS or from the Respondent.

STANDARD: 100% of youth admitted to the Detention Screening Unit shall have a completed DRAI conducted.

2. GOAL: 100% of youth receiving a detention screening shall be out-processed within six hours from the time of entry at the Detention Screening Unit or have documentation of the Respondent’s effort to ensure the youth was processed and released within six hours after they were accepted for admission.

MEASURE: This percentage shall be calculated by dividing the number of youths out-processed within six hours of entry at the Detention Screening Unit (or documentation of the Respondents effort to do so) by the number of youths entering the Detention Screening Unit. The Respondent shall submit this data to the Contract Manager in a monthly report.

http://www.djj.state.fl.us/partners/contract-management/

Version: 18 Rev 07-19 -22 Page 12 of 66

STANDARD: 85% of youth receiving a detention screening shall be out-processed within six hours from the time of entry at the Detention Service Unit or have documentation of the Respondent’s effort to ensure the youth was processed and released within six hours after they were accepted for admission.

B. Outcome Evaluation

1. The Respondent, throughout the term of the resulting contract, shall document compliance with required service tasks, performance and provide documentation of such for inspection via contract management, annual program monitoring, and quality improvement inspections and deliver findings in applicable reports.

2. The evaluation will use the process and outcome data collected throughout the duration of the contract to determine the effectiveness of the services.

3. The results may be used in evaluation of the service needs or the Respondent’s performance when considering future contract renewals and funding.

Version: 18 Rev 07-19 -22 Page 13 of 66

ATTACHMENT A-1

SERVICE SOUGHT

OKALOOSA REGIONAL JUVENILE ASSESSMENT CENTER - CIRCUIT 1

I. GENERAL DESCRIPTION

A. General Overview

The Department of Juvenile Justice (Department) requires the provision of detention screening and intake services at the Okaloosa Regional Juvenile Detention Center (ORJDC) Circuit 1, located at 4448 Straight Line Road, Crestview, FL 32539. The Department is required to provide screening and intake services to each youth alleged to have committed a delinquent act. All youth admitted for detention screening services shall be released from the screening location within six hours from acceptance from the law enforcement officer. The Respondent shall provide detention screening and intake services twenty-four (24) hours per day, seven days per week, fifty-two (52) weeks a year for youth referred to the Department or transported to the site by local law enforcement. The detention screening and intake function shall be performed in accordance with Department policies and Quality Improvement Standards established for detention screening and intake.

B. Description of Services

1. The Respondent shall provide staff to perform detention screening services to determine the youth’s risk to him/herself, the risk he/she presents to public safety, and his/her eligibility for detention by the Department based on statutory criteria.

2. Youth who meet detention criteria shall be transferred from the Okaloosa Detention Screening Unit (DSU) to the ORJDC.

3. Services include central intake and screening services for youth referred to the Department. The Respondent shall ensure each youth receives a medical clearance using the Probation Medical and Mental Health Clearance Form available at http://www.djj.state.fl.us/docs/department-forms/hs-051-probation-medical-and-mental-health-clearance-form-1-08-july-2010-63m-2.pdf?sfvrsn=4/.

4. The Department’s role is to ensure an adequate number of staff, either Department employees or Respondent staff, are employed at a DSU to cover the functions of detention screening and the initiation of the intake process.

C. Authority The Respondent shall provide services in a manner consistent with chapter 985.135;

985.209; and 985.64 Florida Statutes (F.S.); Rule 63D-4.001-.008, Florida Administrative Code (F.A.C.); and 63H-1.001-.016; 2.001-.008, F.A.C.

D. Limits on Services Services shall be limited to youth presented to the Okaloosa DSU at the ORJDC by local law enforcement who are alleged to have committed a delinquent act and meet the minimum criteria for admission to the Okaloosa DSU. Administrative services shall be limited to those directly related to the provision of services under the resulting contract.

II. YOUTH TO BE SERVED

A. Youth to be Served

The Respondent shall provide services at the ORJDC for all youth arrested in Okaloosa County who are presented by law enforcement and alleged to have committed a delinquent act.

B. Youth Eligibility Youth under the age of nineteen (19) who are presented to the Okaloosa DSU at the ORJDC by law enforcement and are medically cleared shall be admitted to the Okaloosa DSU and provided with screening services. A medical clearance must be obtained prior to admission. Youth who have previously been sentenced as an adult are not eligible for admission to the Okaloosa DSU.

C. Youth Determination Through screening of the youth, the Respondent shall determine if:

1. the youth meets detention criteria for transfer to the Okaloosa DSU and the custody of the Department; or

2. the youth meets criteria for Supervised Release and be authorized for release to the youth’s parent/legal guardian/responsible adult; or

Version: 18 Rev 07-19 -22 Page 14 of 66

3. the youth does not meet any detention criteria and is released to the youth’s parent/legal guardian/responsible adult.

D. Limits on Youth to be Served

1. Youth who are not cleared for admission, including medically cleared, shall not be admitted to the Okaloosa DSU and shall remain in the custody of the transporting law enforcement officer.

2. Youth who have previously been sentenced as an adult are not eligible for admission to the Okaloosa DSU.

III. SERVICES TO BE PROVIDED

All services shall be delivered in accordance with this Attachment, Department Rules, and sections 985.135, 985.209, and 985.64, F.S., and Rules 63D-4.001-.008, 63H-1.001-.016, and 2.001-.008, F.A.C. The following tasks shall be completed for each year of the resulting contract, unless otherwise noted.

A. Service Tasks

Detention Screening and Intake Services: The Respondent shall provide staff to conduct detention screening service tasks in accordance with the following requirements.

1. Booking/Admission

a. The Respondent shall ensure each youth presented to the Okaloosa DSU at the ORJDC meets eligibility requirements as defined in sections 63D-9 and 63D-11.001–11.007, F.A.C. Documentation of the completion of a youth search by the arresting, transporting, and/or Detention Screening Officer shall be obtained by the Respondent. The Respondent shall adhere to written procedures developed by the Respondent within thirty

(30) calendar days of execution of the resulting contract to ensure the safe custody and return of all youth property obtained during the booking process upon release from the screening unit.

b. The Respondent shall make every effort to ensure that all youth are processed and released within six hours after they have been accepted for admission. If a youth is not released within six hours, the Respondent shall document the reason(s) for the delay and actions taken to ensure the earliest possible release. The Respondent shall monitor processing timeframes on at least a monthly basis to identify and resolve any ongoing problems related to youth not being processed and released within six hours.

c. Documentation of these reviews shall be provided to the Department when requested. All contractual requirements to provide service, support, and related performance shall be available and provided when the youth enters the Regional Juvenile Detention Center.

d. The Respondent’s detention screening staff shall ensure all youth committed to the custody of the Department are fingerprinted and documented with a photo uploaded pursuant to paragraph 943.052(3)(b), F.S.

e. The Respondent’s detention screening staff shall ensure all youth committed to the custody of the Department are screened for vulnerability to victimization and sexually aggressive behaviors upon booking and admission to the Regional Juvenile Detention Center. This is to ensure a youth’s potential for victimization or predatory risk has been reviewed. The Respondent shall use the Department’s Screening for Vulnerability to Victimization and Sexually Aggressive Behavior (VSAB) form, located on the Department’s website: http://www.djj.state.fl.us/partners/forms-library/-in-Subjects/Subjects/PREA/ This form shall be completed upon each youth’s admission and placed in the youth’s intake file. Forms shall be available at the Okaloosa Detention Screening Unit.

2. Medical Clearance

a. Prior to Admission to the Okaloosa DSU, the Respondent staff shall ensure each youth receives a medical clearance using the Probation Medical and Mental Health Clearance Form (HS 051) available at http://www.djj.state.fl.us/docs/department-forms/hs-051-probation-

Version: 18 Rev 07-19 -22 Page 15 of 66 medical-and-mental-health-clearance-form-1-08-july-2010-63m- 2.pdf?sfvrsn=4/. This form shall be completed prior to admission and placed in the youth’s intake file.

b. Medical Clearance must be conducted in order to implement the statutory prohibition in subsection 985.115(2), F.S., against the acceptance into the Okaloosa DSU of youth exhibiting symptoms or demonstrating behaviors that suggest the youth is in need of immediate evaluation or treatment due to physical illness/injury, mental illness, or intoxication.

c. Documentation of medical clearance to ensure youth who are/appear to be impaired by drugs, alcohol, injury, or illness, are not admitted to the Okaloosa DSU shall be completed and a copy of the completed form maintained in each youth’s file.

d. If there is a medical or mental health emergency with a youth, the staff shall contact 911.

3. Documentation Requirements Upon admission of a youth to the Okaloosa DSU, the Respondent shall ensure the following is appropriately documented:

a. Documentation of all activities, including the times the youth was admitted and released and/or transferred to detention status;

b. Documentation of youth searches by arresting, transporting, and/or

Okaloosa Detention Screening security officer;

c. Documentation of medical clearance for youth presenting impairment due to drugs, alcohol, injury, or illness;

d. Documentation of contacts or attempted contacts made with parent/guardian for youth released from detention screening;

e. Documentation of demographic information if the youth is to be released to parent/guardian from the person to whom the youth may be released;

f. Documentation of all attempts to release youth to respite or other responsible adult in cases involving domestic violence; and

g. Documentation that the youth was made aware of his/her right to counsel and against self-incrimination.

4. Personal Property Removal/Inventory/Transfer

a. The Respondent’s staff shall relieve the youth of any personal property, inventory the property and place it in a property bag and seal the bag.

b. If the youth is released on Supervised Release or outright released, the property is returned to the youth.

c. If the youth meets secure detention criteria the staff…