RFP_10818.pdf

RFP #10818

Version: 19 Rev 08-01 -23 Page 1 of 60

Date: September 20, 2023

Subject: Department of Juvenile Justice (Department or DJJ) Solicitation #10818-RFP-C6-

Pinellas JAC

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

Intervention are issuing this RFP for the provision of administrative services, detention screening, security and intake services at the Juvenile Assessment Center (“JAC”) that serves Circuit 6, Pinellas County. The Department is required to provide such services for each youth alleged to have committed a delinquent act. The Respondent shall provide services 24 hours per day, 7 days a week.

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 Attachment A-1 Juvenile Assessment Centers/Multi-Agency Description Attachment B General Instructions for the Preparation and Submission of Proposals Attachment C Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Selection Methodology and 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 Form3 Exhibit 5 Parent/Responsible Adult Release Affidavit3

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

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

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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 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, Brian Chambless, 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: 850-717-2614;

Fax: 850- 414-1625 E-Mail Address: Brian.Chambless@fldjj.gov mailto:Brian.Chambless@fldjj.gov

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ATTACHMENT A

SERVICES SOUGHT

JUVENILE ASSESSMENT CENTER (JAC), CIRCUIT 6

I. GENERAL DESCRIPTION

A. General Overview

The Department of Juvenile Justice requires the provision of administrative services, detention screening, and security and intake services at the Juvenile Assessment Center (“JAC”) that serves Circuit 6, Pinellas County. The Department is required to provide such services for each youth alleged to have committed a delinquent act. The Respondent shall provide services 24 hours per day, 7 days a week.

B. Description of Services

1. The Respondent shall administer and coordinate the day-to-day operations of the

JAC program and provide the facility, pursuant to the direction of the Department, the advisory committee, statute, rule and policy.

2. The Respondent shall identify the responsible parties and funding for all services listed on Attachment II with the exception of those required by the resulting contract (administration, detention screening and intake).

3. The advisory committee shall consist of those parties identified in section 985.135, Florida Statutes, including substance abuse programs, mental health providers, law enforcement agencies, schools, health service providers, state attorneys, public defenders and other agencies serving youth.

4. The direction of the Chief Probation Officer shall supersede the authority of the advisory committee related to detention screening and civil citation pre-screening services, the use and expenditure of Department funds and fulfillment of the resulting contract.

5. The Respondent shall coordinate services provided for youth by other agencies/organizations at the JAC, including the purchase and provision of operating supplies and materials; facility management, facilitation of advisory committee and partner/stakeholder meetings, including compliance with chapter 119, Florida Statutes; and resolution of any problems that arise.

6. All contractual requirements to provide service, support, and related performance shall be available and provided when the youth enter the JAC.

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

985.64 Florida Statutes; and 63H-3, Florida Administrative Code.

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 meet the minimum criteria for admission to the JAC. 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 JAC to all male and female youth who are presented by law enforcement and alleged to have committed a delinquent act and meet the minimum criteria for admission to the JAC.

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. This includes any age youth presented at the JAC on a juvenile pick up order. 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 JAC.

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

1. The youth meet detention criteria for transfer to the local Juvenile Detention Center and the custody of the Department; or

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

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 Detention Screening Unit 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 Detention Screening Unit.

III. SERVICES TO BE PROVIDED

All services shall be delivered in accordance with this Scope of Services, the DJJ Mental Health and Substance Abuse Services Manual (Revised October 2006, with March 2007 and April 2007 Updates) and Chapter 985.135; and 985.64 Florida Statutes; Rule 63D-4.001-.008, Florida Administrative Code; and 63H3, Florida Administrative Code. The following tasks shall be completed for each year of the Contract term, unless otherwise noted.

A. Administration Services:

1. The Respondent shall perform daily administration of the Juvenile Assessment Center and ensure facility operations and services are performed in accordance with applicable laws, regulations, and licensing requirements. This includes daily performance of administrative functions, including, but not limited to the following;

a. Development and maintenance of written policies and procedures for the operation of the facility and the processing, care, and disposition of youth brought to the JAC. All policies and procedures shall be developed and implemented by the Respondent and received written approval by the Contract Manager (e-mail acceptable) prior to the Contract start date.

b. Provision of an operational 24-hour secure booking facility, including video imaging and fingerprinting, and coordination or arrangements for emergency medical service. Ensure, pursuant to Section 943.052 (3)(b) Florida Statutes compliance for fingerprints, palm prints, and facial images.

c. Provision of staff support to the JAC Advisory Committee, including ensuring compliance with public meetings law as contained in chapter 119, Florida Statutes. Respondent staff shall coordinate monthly interagency meetings to discuss facility issues, problems, concerns, and solutions. A written copy of the minutes shall be furnished to the Department’s Chief Probation Officer, Circuit 6 and the Contract Manager.

d. Coordination of activities related to public information and requests from governmental agencies and human service entities from Florida and other states. This includes scheduling and conducting of tours, upon request, and responding to inquiries from persons interested in the JAC operation.

The Respondent shall ensure such activities are conducted in accordance with the Department’s media policy.

e. Development of an Interagency Agreement for approval by the JAC Advisory Committee and execution by participating parties. The Respondent shall ensure valid and enforceable interagency agreements are in place and shall facilitate their amendment or execution as needed.

The approved Interagency Agreement shall be forwarded to the Department’s Contract Manager and Chief Probation Officer, Circuit 6 within thirty (30) calendar days of the start date of the resulting contract.

2. The Respondent shall perform JAC operations in accordance with roles and responsibilities specified in the JAC Advisory Committee’s interagency agreement.

Daily operations, include, but are not limited to the following:

a. Coordination of the on-site participating entities.

b. Receiving, admitting/booking youth, screening and security functions.

c. The contracted mental health and substance abuse screening functions.

d. Any other co-located services.

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e. The integration of the JAC into the local juvenile justice system operations, including the Circuit Court, the State Attorney’s Office, the Public Defender’s Office, the Department’s Probation Units, and community diversion agencies for Circuit 6.

f. Coordination of urine testing functions with the appropriate agency.

g. Assurance that facility operations and services provided are performed in accordance with applicable laws, regulations, and licensure.

h. Coordination of a monthly interagency meeting to discuss common issues, problems, and solutions. A copy of the minutes shall be sent to the Chief Probation Officer for Circuit 6 and to the Contract Manager.

i. Supply of all materials, equipment and supplies required for the daily operation of the JAC as it relates to services provided under the resulting contract unless supplied by other participating entities.

3. The Respondent shall develop within thirty (30) calendar days of the start date of the resulting contract, a contingency plan to ensure adequate staff provides screening services at the JAC in the event mass detention screening needs are required. A copy shall be furnished to the Department’s Contract Manager and Chief Probation Officer, Circuit 6.

4. The Respondent shall ensure the maintenance of computer hardware with the exception of computer processors, monitors, and keyboards, provided by the Department. Equipment provided by the Department shall be utilized for screening functions and other services directly related to those required by the resulting contract.

5. The Respondent shall offer and provide a nutritious snack and/or beverage to all youth who accept the offer of a snack and/or beverage. Snacks and beverages purchased with Contract funds are exclusively for youth admitted to the JAC.

B. Detention Screening

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 JAC Sheriff’s office deputy and adhere to written procedures developed by the Respondent within thirty (30) calendar days of the Contract start date to ensure the safe custody and return of all youth property obtained during the booking process upon release from the JAC.

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 JAC.

d. The Respondent’s detention screening staff shall ensure all youth committed to the custody of the Department are fingerprinted and documented pursuant to 943.052(3)(b).

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 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, revised October 2013. This form shall be completed upon each youth’s admission and placed in the youth’s intake file. Forms shall be available at the Juvenile Assessment Center.

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2. Documentation Requirements:

Upon admission of a youth to the JAC, 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 JAC 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 that the youth was made aware of his right to counsel and against self-incrimination.

3. Medical Clearance

a. Prior to Admission to the JAC, the Respondent 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

s. 985.115(2), Florida Statutes, 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.

4. Personal Property Removal/Inventory/Transfer

a. The Respondent’s staff shall relieve the youth of any personal property, inventory the property and place 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 is sent to the Regional Juvenile Detention Center, the staff shall transfer all youth’s property transferred to the custody of the Department’s Regional Juvenile Detention Center

d. Staff shall adhere to written procedures ensuring the safe custody and return, upon release, of all youth property obtained during the booking process.

5. Screening and Intake Services The Respondent shall provide detention intake and screening services for the third shift, Monday through Friday from 12:00 midnight until 8:00 a.m. The Respondent shall provide continuous twenty-four (24) hour detention intake and screening on the weekends, starting Saturday at 8:00 a.m. and ending Monday at 8:00 a.m.

These services shall include court coverage on the weekends and holidays.

a. 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.

b. 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 and deliver the packet to all partners and Department field units pursuant to local procedures.

c. 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

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Attorney. 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 the arresting officer.

d. 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.;

2) Determination 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 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 (HT) Pre-screen by hand until such time as the Department has implemented the HT pre-screen into the automated detention screening forms.

7) Complete a detention admission packet, in accordance with Probation and Community Intervention (PCI) -15-001 (which must be followed) 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 Mental Health and Substance

Abuse Screening Report and Referral Form;

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.

e. 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 and also located in the Forms Library http://www.djj.state.fl.us/partners/data-integrity-jjis/jjis-information http://www.djj.state.fl.us/partners/data-integrity-jjis/jjis-information

Version: 19 Rev 08-01 -23 Page 8 of 60 found on the Department’s website at:

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 JJIS and the youth is to be placed on constant supervision until an 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 (RJDC) 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.

f. 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

Respondent (Treatment Alternatives for Safer Communities (TASC) or community mental health or substance abuse Respondent) 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 services needs were disclosed during screening and that a Comprehensive Assessment should be conducted by the designated assessment Respondent (TASC or community mental health or substance abuse Respondent).

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 Respondent (TASC or community Respondent) for a Comprehensive Assessment. A copy of the MAYSI report is to be permanently filed in the youth’s case management record.

6. State Attorney’s Office Recommendation

a. The Respondent’s staff shall conduct a face-to-face interview with the youth and his/her parent(s)/legal guardian(s), and gather information, when available; to assess the youth’s service needs in order to develop the recommendation to the State Attorney.

b. The Respondent’s staff 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 twenty (20) business days, if the youth is not detained.

c. The recommendation to the State Attorney 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.

d. The State Attorney Recommendation shall be submitted separate from the Detention Admission Packet. The recommendation to the State Attorney shall be reviewed in advance of submission by the Respondent’s supervisor or by Respondent screener who has been delegated this task.

7. Parental/Guardian Contact

a. The Respondent’ staff shall ensure the youth’s parent(s)/legal guardian(s) are contacted to

1) notify the parents of the youth’s location;

2) encourage the parent to be present while the youth is at the JAC;

and

3) ensure the youth is released to the parent(s)/legal guardian(s), or a responsible adult, when applicable;

http://www.djj.state.fl.us/partners/forms-library

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b. At a minimum, the Respondent’s staff shall ensure staff document attempts to contact the parent(s)/legal guardian(s).

c. The Respondent’s staff shall ensure staff complete the Department’s Affidavit of Release to a Responsible Adult (Exhibit 4) for each youth released from the JAC and not eligible for detention at the Department’s Regional Juvenile Justice Detention Center.

8. File/Court Packets The Respondent shall develop youth file/court packets for the court, the Department, the State Attorney, the youth’s attorney of record, and the Regional Juvenile Detention Center, for detained youth. The Respondent shall retain one

(1) copy of the complete file.

The Respondent shall deliver the Court packet to the Court on a daily basis in the manner prescribed by the Court. After the detention/advisory hearing, the Respondent shall scan each packet to the assigned Juvenile Probation Officer and Juvenile Probation Officer Supervisor.

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

a. Coordination with Department Juvenile Probation Officers, Detention

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

b. The Respondent shall attend Pinellas County Circuit Court detention/advisory hearings on weekends and holidays and represent the Department.

c. The Respondent shall complete a Prevention Assessment Tool (PAT) on all Civil Citation youth presented at the JAC or at court when possible based on staffing availability.

d. The Respondent shall attach electronic monitoring devices on youth that the Department deems necessary.

10. Data Collection and Reporting Services

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

1) Documentation of youth information in the Department’s Juvenile

Justice Information System (JJIS);

2) Documentation of the completion of all required intake and detention screening forms;

3) Documentation of the length of time each youth was held at the

JAC for intake and screening;

4) Documentation of the total number of youths screened;

5) 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;

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

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

b. The Respondent shall input into JJIS all non-arrest probable cause affidavits, pursuant to DJJ Business Rule, Procedure # 99-004 (January 2005).

11. 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.

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b. The Respondent’s staff shall perform the initial entering of the youth’s EM twenty-four (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 Department 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 Department’s Circuit Chief or designee.

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

C. 24- Hour Security, Booking and Receiving Services

a. The Respondent shall ensure that there is an operational 24-hour secure booking facility, including video imaging, fingerprinting and coordinate or arrange emergency medical service.

b. The Pinellas Sheriff’s Office shall provide and maintain booking and video imaging equipment at no cost to the Department or the Respondent and provide personnel or subcontract for such personnel to operate security equipment and to provide security monitoring of youth in the custody at the JAC at no cost to the Department or the Respondent. A letter from the Sheriff’s Office agreeing to provide these services at the Pinellas JAC shall be submitted to the Department prior to the execution of the resulting contract.

c. The Respondent shall work with the Department’s Electronic Monitoring (EM Respondent to resolve alerts that were unable to be resolved by the EM Respondent as follows:

1) The Electronic Monitoring (EM) Respondent will notify the Circuit 6 (C-6)

Juvenile Assessment Center (JAC) Respondent when they are unable to resolve an alert during non-traditional hours in Circuit 6, Circuit 12, and Circuit 13. (Note: There are alerts for a variety of reasons; low battery, unable to connect, strap alerts, home alert and no Global Positioning System (GPS) signal. The EM Respondent resolves approximately 75% of alerts.)

2) The Circuit 6 JAC Respondent shall attempt to further resolve an alert (unresolved by the EM Respondent) via telephone contact to the youth and parent or guardian. If unable to resolve the alert, the C-6 JAC Respondent shall notify the Juvenile Probation Officer (JPO) by email, describing what attempts were made and the JPO will then follow up to try and resolve the alert.

D. Limits Within Services Must be Provided 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 Medical and Mental Health Clearance Form (Exhibit 3).

Administrative services shall be limited to those directly related to the operation of the JAC.

E. Staffing/Personnel The Respondent and all personnel provided under the resulting contract, whether performance is as a Respondent, 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. The Respondent shall comply with 63H-3, Florida Administrative Code 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

At a minimum, the Respondent shall employ sufficient staff to ensure provision of services as required under the terms and conditions of the resulting contract. Staffing levels shall include an adequate number of Detention screeners, Admission

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Screeners, Booth Operators, and Detention Screener Supervisors, taking into account relief factors, to ensure staff are available to provide services as required under the resulting contract. The Respondent shall maintain a sufficient quantity of qualified trained staff to ensure that all shifts are fully staffed as needed. Approval of the staffing levels and changes to the staffing levels shall be made in writing (email acceptable) to the Chief Probation Officer. In addition to the previously mentioned positions, the resulting contract shall also have the following staffing levels:

a. Director (.5 FTE at a minimum) to serve as the JAC Manager and take the lead on administrative and management at the JAC and to address any issues that arise.

b. One (1) Administrative Assistant to perform administrative functions at the front desk in the lobby Monday through Friday from 8:00 a.m. through 5:00 p.m.

2. Staffing Qualifications Program staff shall be at least 19 years of age. The following minimum qualifications are required for each of the following positions prior to the provision of services to Department youth:

a. Director: The individual in this position shall possess a Bachelor’s Degree from an accredited college or university. The Program Director is responsible for the day-to-day operations of the JAC. This includes coordination with partners co-located at the JAC, community partners/stakeholders, and the JAC Advisory Committee; development and ensuring proper implementation of policies and procedures to ensure the efficient operation of the JAC; prepare and submit reports to the Department; and ensure all Respondent staff have successfully completed training requirements (annual and pre-service).

b. Detention/Admission Screener Supervisor: The individual in this position shall possess a Bachelor’s Degree from an accredited college or university and three (3) years of professional experience working with youth in criminal justice, social services, or education or a Master’s Degree from an accredited college or university in criminal justice or social services can substitute for one year of the required work experience. The Detention Screener Supervisor shall supervise Detention Screener performance;

develop schedules to ensure coverage weekends, holidays and 3rd shift;

review youth files/packets prior to distribution; ensure all staff providing services to Department youth have successfully completed training;

communicate with the State Attorney’s Office when youth meet mitigation criteria; contact the youth’s Juvenile Probation Officer/or case manager, when applicable; and ensure youth have been advised of their of rights and have completed the medical clearance and booking process. The Detention Screener Supervisor shall be responsible for ensuring youth information is entered accurately into JJIS in a timely manner.

c. Detention/Admission Screener: Individuals in this position shall possess a high school diploma or its equivalent and two years of 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 meet detention criteria.

The screener shall contact the Juvenile Probation Officer/case manager, when applicable; advise the youth of his/her rights; and complete the Detention Screening Log. Detention and Admission Screeners shall be cross trained in functions.

d. Administrative Assistant: Individuals in this position shall possess three years of experience in office management, business, or related area.

Microsoft/comparable certification or related degree may substitute for one year of the required experience. Shall be proficient in use of computers and software. Duties includes assisting Administrator/Director with special projects; and handling the front desk in the lobby Monday through Friday

Version: 19 Rev 08-01 -23 Page 12 of 60 from 8:00 am through 5:00 pm; liaison between program personnel and public that enters the JAC; and develops and/or assists in the development, organization, and maintenance of records and other program documentation requirements.

e. Control Booth Operator: Individuals in this position shall possess a high school diploma or its equivalent.

3. Staff Shift Coverage/Schedule/Sign-In Log

a. Weekly Shifts

To ensure a sufficient level of staff is available to provide services twenty-four hours a day, seven days a week, the Respondent shall ensure that the Detention Screener Supervisor is present for each of the Respondent’s eight

(8) hour shift to supervise Detention Screeners/Admission Screeners and oversee any administrative tasks.

b. Monthly Schedule The Respondent shall provide a monthly staffing schedule to the Chief Probation Officer or designee of all staff assigned to provide services.

Changes to the schedule may be made upon mutual agreement of the Chief Probation Officer and the Respondent.

c. Staff Sign-In Log The Respondent shall develop and maintain a sign-in log for Respondent staff to utilize to sign in and out to document hours worked. Copies of the sign-in log shall be provided with the monthly invoice.

4. Staff Training

a. Learning Management System Training:

The Respondent is required to utilize the Department’s Learning Management System for all identified on-line training. In addition, Respondents must ensure that all required staff training is entered in the employees account in the Learning Management System upon completion of each training, including instructor led, and Respondent delivered training. Prior to access to the LMS, the Respondent is required to have all staff background screened which can take up to two weeks.

b. Direct Care Staff Training:

The resulting contract is considered a Direct Care Staff program under the Direct Care Staff Training Rule. All Respondent direct care staff shall receive training consistent with the Department’s Direct Care Staff Training Rule 63H-3, F.A.C., prior to having contact with youth at the JAC, and complete in-service training requirements.

1) Pre-Service Training: Contracted non-residential employees are authorized to be in the presence of youth prior to the completion of the training requirements outlined below. However, the following essential skills must be completed first, prior to having direct contact with youth:

2) Detention Screening Curriculum:

Detention screening staff shall successfully complete the Department’s curriculum for Detention Screening prior to the delivery of services, which includes the following:

a) the Detention Risk Assessment Instrument (DRAI) is an eight-hour instructor-led course conduct by a circuit trainer.

b) Suicide Risk Screening Instrument (SRSI). and

c) MAYSI-2 Training (On-line in the LMS).

3) JJIS - JJIS training is completed by the Department through local area Data Integrity Officers across the state. This initial training allows staff access to JJIS. Instructor led.

4) Motivational Interviewing Training - More information is available at: http://www.djj.state.fl.us/partners/programming-and-technical-assistance-unit/trainings. A Respondent may conduct their own MI training, if they have a Department approved Qualified Trainer who follows the training protocol/trainer agreement issued by the

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Department and the trainer meets Qualified Trainer qualifications.

Documentation of MI training shall be maintained for each employee and approved through the Department’s Office of Talent, Leadership & Culture.

5) Human Trafficking.

6) Trauma Informed Care:

Training in Trauma Informed Care is required for staff who work directly with youth in the Department’s care. This course will assist staff in recognizing trauma and trauma triggers in youth, identifying physical warning signs that indicate a youth may lose control, identify behaviors for officers to demonstrate trauma informed practice, and issues and behaviors associated with trauma histories.

7) Civil Rights training.

8) Protective Action Response (PAR) Certification Training- thirty-two (32) hour instructor led course to learn the Department approved verbal and physical intervention techniques associated with Program PAR and obtain PAR certification in accordance with Chapter 63H-3, F.A.C. This shall include any updates to the PAR curriculum or changes of curriculum.

9) CPR and First Aid Certification Training accredited by the Department of Labor, Occupational Safety and Health Administration (OSHA)-Training is offered by the American Heart Association, the American Red Cross, the National Safety Council, and other nationally recognized and private educational organizations. Instructor led course to obtain certification.

10) Ethics: On-Line course titled “Ethics Basics” (minimum of one hour) lessons to include but are not limited to:

a) Definition of “ethics” and “professionalism”.

b) Behaviors that are violations of Florida laws, Florida rules, or Department policies and procedures.

c) Consequences for violating Florida laws, Florida rules, or

Department policies and procedures. and

d) Inappropriate behaviors, importance of reporting conduct violations.

11) Suicide prevention processes and procedures in accordance with

Rule 63N-1.0091, F.A.C., which requires six hours of staff training annually on suicide prevention and implementation of suicide precautions. Two hours online plus four additional hours instructor led as designated by the Department’s Office of Health Services.

12) Emergency planning in accordance with 63N-1.011, F.A.C., which requires each detention center and residential commitment program to train staff on immediate response to mental health and substance abuse emergencies and must provide semi-annual training on emergency response procedures. On-Line in the LMS.

13) Client Confidentiality.

Additional Training requirements are as follows. (Staff must complete all trainings within ninety (90) days of hire date) Additional Training requirements are as follows. (Staff must complete all trainings within ninety (90) days of hire date).

1) New Employee Orientation (minimum of one hour) lessons shall include but are not limited to the Department of Juvenile Justice overview.

2) Adolescent Behavior (face-to-face/instructor led) Training in Adolescent Behavior is required for staff who work directly with youth in the Department care. This course is essential to understanding the brain development and its influences on adolescent behavior, traits of

Version: 19 Rev 08-01 -23 Page 14 of 60 cognitive and social/emotional development, and behaviors commonly exhibited by delinquent youth.

3) Victimization and Sexually Aggressive Behavior (On-line in the LMS System).

4) Gang-Awareness (On-line in the LMS)

5) Human Diversity (On-line in the LMS).

6) Emergency planning in accordance with, Rule

63N-1.011, F.A.C., which requires training for staff on immediate response to mental health and substance abuse emergencies and must provide semi-annual training on emergency response procedures.

7) Interpersonal/Communication skills. Instructor led or available online as the following:

a) Communication is the Key to Success.

b) Delivering Constructive Criticism Parts 1-

4.

c) Effective Verbal and Nonverbal

Communication. and

d) Professional Interaction with the Public.

8) Sexual harassment. Online LMS course (minimum of one hour) lessons shall include but are not limited to:

a) Quid Pro Quo.

b) Hostile work environment. and

c) Reporting Incidents.

9) Safety training (On-line for a (minimum of two hours) lessons shall include but are not limited to:

a) Safety Policy FDJJ 1305.

b) Employee safety responsibility.

c) Safety prevention.

d) Back safety.

e) Slips, trips, and falls.

f) Office safety.

g) Computer workstations.

h) Vehicle operations.

i) Hazard communication.

j) Universal precautions (blood borne pathogens).

k) Driving safety.

l) Violence in the workplace.

m) Emergency procedures (shall include but is not limited to: fire, natural disaster, biohazard, medical, mental health, escape, riot, disturbances, and the Continuity of Operations Plan [COOP]).

and,

n) Workers’ compensation.

10) Prison Rape Elimination Act (PREA) (minimum of one hour) lessons shall include content from Department Policy 1919.

11) Customer Service (minimum of one hour).

12) Records management and public records

(minimum of one hour) lessons shall include but are not limited to:

a) Definition of a record.

b) Importance of adhering to the retention schedule.

Version: 19 Rev 08-01 -23 Page 15 of 60

c) Types of records.

d) Responding to record requests.

e) Elements of a good record filing system.

f) Proper storage conditions for public records.

g) Proper record labeling.

h) Elements of a good record tracking system.

i) Proper methods to destroy records. and

j) Use of forms and documentation related to record retention, storage, tracking, and destruction.

13) Sunshine Law (minimum of one hour) lessons shall include but are not limited to:

a) What the Sunshine Law covers. and

b) Portions of chapter 286, F.S., that apply to staff.

14) Civil Rights (minimum of three hours) lessons.

15) Equal Employment Opportunity (minimum of one hour) lessons shall include but are not limited to:

a) Americans with Disabilities Act (ADA) and Rehabilitation Act of 1978.

b) Protected classes and types of discrimination.

c) Reasonable accommodations. and

d) Reporting violations.

16) Sunshine Law (minimum of one hour) lessons shall include but are not limited to:

a) What the Sunshine Law covers. and

b) Portions of chapter 286, F.S., that apply to staff.

17) Civil Rights (minimum of three hours) lessons.

18) Equal Employment Opportunity (minimum of one hour) lessons shall include but are not limited to:

a) Americans with Disabilities Act (ADA) and Rehabilitation Act of 1978.

b) Protected classes and types of discrimination.

c) Reasonable accommodations. and

d) Reporting violations.

19) Health Insurance Portability and Accountability Act of 1996 (HIPAA) (minimum of one hour) lessons shall include but are not limited to:

a) Protected information.

b) Information protection practices. and

c) Reporting violations.

d) Safety…