RFP_10832_Addendum#1.pdf

REQUEST FOR PROPOSAL (RFP)

ADDENDUM #1

June 18, 2024

RFP Number: 10832

RFP Services: The Department of Juvenile Justice (Department or DJJ) is seeking a Respondent to conduct on-site monitoring visits and provide technical assistance to the Department concerning the Office of Juvenile Justice Delinquency Prevention (OJJDP) Act and compliance-related issues to include onsite visits of facilities that have authority to securely detain juveniles; data verification; review of monitoring forms and tools; updating policy and procedure manuals; and providing annual compliance reports, annual colocation reports, and violation reports.

The primary goal of the resulting contract is to implement an effective system of monitoring for compliance to be in line with the first three core requirements of the OJJDP Act: Deinstitutionalization of Status Offenders (DSO); Separation of Youth from Adults, and Jail Removal. The Department refers to facilities that have authority to securely detain juveniles as being within the Monitoring Universe. This Monitoring Universe includes, but is not limited to adult jails, adult lockups, detention centers, residential facilities, and correctional facilities.

UNSPSC Code: 93141507 Social work administrative services

Subject: This Addendum contains questions submitted by potential Respondents and the

Department’s answers to the questions; and updates to the Calendar of Events.

Deletions are indicated by “strikethrough”. Additions, updates, or replacements are indicated by underscore. All changes are highlighted yellow for quick reference.

REFERENCE: Pages 10-12, Attachment B, Section IV., A., Calendar of Events

DATE TIME ACTION WHERE

Thursday, June 20, 2024

1:00 PM

EDT

Technical Assistance

(TA)

Conference Call

(To be held before proposals due)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100, or telephone 1-888-585-9008 and enter code 761-231-540# 781- 229-052# when directed.

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Briefing being concluded, excluding weekends and holidays.

Monday, July 1, 2024 Wednesday, July 3, 2024

Before or by 5:00

PM EDT

Deadline for Respondents to request access to the Bid Library

Send to Tiffany.Baylor@djj.state.fl.us

See Section VI., C., 1., b. & c., below for Bid Library information.

http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls mailto:Tiffany.Baylor@djj.state.fl.us

RFP #10832

Addendum #1

DATE TIME ACTION WHERE

Monday, July 1, 2024 Wednesday, July 3, 2024

Before or by 5:00

PM EDT

Deadline for Submission of Intent to Submit a Response (Attachment N)

Submit to the Bid Library.

Friday, July 5, 2024 Tuesday, July 9, Before or by 2:00

PM EDT

Proposals Due and Opened - Conference Call

Telephone 1-888-585-9008 and enter code 761-231-540# 781-229-052# when directed.

Monday, July 8, 2024 Monday, July 22, 2024

10:00 AM

8:30 AM

EDT

Evaluation Team Briefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100, or telephone http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Briefing being concluded, excluding weekends and holidays.

Thursday, July 18, 2024 Wednesday, August 7, 2024

10:00 AM

EDT

Evaluation Team Debriefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100, or telephone http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Debriefing being concluded, excluding weekends and holidays.

Tuesday, August 20, 2024 Tuesday, September 3, Before or by 5:00

PM EDT

Notice of Intended Award

MyFlorida.com web site:

https://vendor.myfloridamarketplace.com/

Wednesday, October 16, Anticipated Contract Start Date http://www.djj.state.fl.us/partners/contracting/conference-calls https://vendor.myfloridamarketplace.com/

DATE TIME ACTION WHERE

Tuesday, November, 5, (Questions are presented in exact manner received.)

Thomas Howell Ferguson P.A. – Received 05/14/2024 Question #1 Have these services been previously provided by an outsourced vendor, or have they been performed internally by Department personnel?

Answer #1 Yes. The compliance monitoring services have been provided by an outsourced vendor.

Question #2 If an outsource vendor was used for these services, has that vendor been invited to bid?

Answer #2 All vendors have the opportunity to bid for the Department of Juvenile Justice (Department or DJJ) Solicitation #10832 – Statewide Compliance Monitoring through MyFloridaMarketPlace.

Question #3 If an outsourced vendor was used for these services, what were some common issues/concerns encountered during the performance of those services or regarding the overall monitoring activity?

Answer #3 Compliance monitoring services were provided at a satisfactory level.

Question #4 What logistical challenges, if any, does the Department foresee with these requested services?

Answer #4 Compliance monitoring services have been provided at a satisfactory level. The Department does not see any logistical challenges.

Question #5 Are previous monitoring reports available for review?

Answer #5 Yes. Monitoring reports can be available through a public records request by contacting the

Public Records Unit by phone, fax, email, or regular mail:

Email: PublicRecordsReq@fldjj.gov.

Question #6 Will requested ad-hoc reports be separately priced as they are determined to be needed, or should the preparation of ad-hoc reports be included in the fee estimate?

Answer #6 No. Ad-hoc reports will not be separately priced. Please see attachment J.

Question #7 Please clarify that the desk audits are in addition to the 300 site visits.

Answer #7 Yes. Desk audits are a separate service component for the compliance monitoring services than the site visits.

Question #8 Is there an established monitoring program that can be provided to proposing vendors?

Answer #8 No. The Department does not provide a monitoring program to proposing vendors.

Question #9 When were monitoring services most recently performed (internally or externally)?

Answer #9 The compliance monitoring services are provided by any outsourced vendor during the month of May, 2024.

Question #10 Did the most recently performed monitoring services include the annual on-site monitoring of

300 or more facilities?

Answer #10 Yes. The most recent compliance monitoring services included the annual on-site monitoring of 300 Monitoring Universe.

Question #11 What is the Department’s annual budget for these monitoring services? Attachment B Section

XIV suggests the maximum for all services provided is $190,000. Is that correct, and does that maximum fee include travel and out-of-pocket costs?

Answer #11 Yes. The total maximum annual amount for all services is $190,000.00. Respondents are required to submit a Prevention Budget (2018) with their proposal for all costs, which may include travel and out-of-pocket costs, up to the total maximum annual amount for all services, which is $190,000.00.

Question #12 Previously, how much time was needed to perform each on-site monitoring visit?

Answer #12 DJJ is unable to provide a set timeframe to perform a monitoring visit as each facility may have different factors to review in determining its compliance.

Question #13 Does the Department have a summary of monitoring findings by facility?

Answer #13 Yes. The Department has a summary of each on-site monitoring visit.

Question #14 What is the total number of facilities eligible for monitoring services?

Answer #14 The Department refers to facilities that have authority to securely detain juveniles as being within the Monitoring Universe. This Monitoring Universe includes 300 eligible facilities, which includes, but is not limited to adult jails, adult lockups, detention centers, residential facilities, and correctional facilities.

Question #15 Please describe the level of turnover within the division (Office of Juvenile Justice Delinquency

Prevention (OJJDP)) over the past two years and the level of experience the key personnel who will be assisting and overseeing the monitoring have within the specific program being monitored.

Answer #15 The Department is not responsible, nor has, data on internal turnover within the division of OJJDP) for the past two years or level of experience for key personnel for OJJDP.

Question #16 Attachment J indicates that the maximum cost per site visit is $500. How did the Department arrive at the reasonableness of this budget?

Answer #16 Respondents have the options to submit a proposal for the services listed in the RFP. The department has determined that this is allowable, reasonable, and necessary for the total maximum annual amount for all services is $190,000.00.

Question #17 Attachment A Section II Subsection C states, “The Respondent shall perform 12 desk audits per Contract year with at least a minimum of one per month.” Can you please clarify whether this is 12 desk audits per facility per year or 12 total desk audits?

Answer #17 RFP #10832 – Statewide Compliance Monitoring, Attachment A, Section II., A., 1., c., Desk Audits, states “the Respondent shall perform 12 desk audits per facility per Contract year with a minimum of one per month per facility”.

INTERCOASTALHC – Received 05/28/2024 Question #18 Is there a vendor payment schedule for vendors?

Answer #18 Yes. A payment schedule is based on a properly prepared invoice being submitted timely directly to the Department’s Contract Manager within 15 business days following the end of the month for which services were rendered.

Question #19 Is there a requirement to complete site visits for 25 per month?

Answer #19 Yes. The Respondent shall perform 300 site visits per contract year with a minimum of 25 site visits per month.

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the RFP. Protests must be filed with the General Counsel’s Office, Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, within the time prescribed in section 120.57(3), Florida Statutes (F.S.), and Chapter 28-110, Florida Administrative Code (F.A.C.). Notices delivered by hand delivery or delivery service shall be to the Agency Clerk, Office of the General Counsel, Florida Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, with a copy to the Department’s Procurement Manager responsible for this solicitation. Failure to file a protest within the time prescribed in section 120.57 (3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under Chapter 120, F.S. Written notices, formal requests and proceedings must conform to the requirements set forth in Chapter 28-110, F.A.C.

Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the Department or agency pursuant to section 120.57(3), F.S., shall post with the Department or the agency at the time of filing the formal written protest a bond payable to the Department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the Department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the Respondent within 72 hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Respondent. The estimated contract amount is not subject to protest pursuant to section 120.57(3), F.S.

The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the Department or agency may, in either case, accept a cashier's check, official bank check, or money order in the amount of the bond. If, after completion of the administrative hearing process and any appellate court proceedings, the Department or agency prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees. This section shall not apply to protests filed by the Office of Supplier Diversity. Upon payment of such costs and charges by the protestor, the bond, cashier's check, official bank check, or money order shall be returned to the protestor. If, after the completion of the administrative hearing process and any appellate court proceedings, the protestor prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees.

SIGNED BY: _______________________________________________________________________

NAME: ____________________________________________________________________________

COMPANY: ________________________________________________________________________

TITLE: ____________________________________________________________________________

DATE: _____________________________________________________________________________

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