RFP 10832_Solicitation_Conference_Call_Agenda.pdf

SOLICITATION CONFERENCE CALL AGENDA

REQUEST FOR PROPOSAL (RFP) #10832

Tuesday, May 28, 2024 @ 10:00 a.m. EDT

Florida Department of Juvenile Justice

For Conference Attendance by Telephone Call #1-888-585-9008 and enter Participant Code 761-231-540# when directed

Description of Services Sought: 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 on-site 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.

1. Introductions

Tiffany Baylor, Procurement Manager

2. Review of Answers to Submitted Questions

3. Opportunity for Additional Questions/Discussion from Prospective Respondents

All verbal questions discussed during the Solicitation Conference Call must be submitted in writing for an official Department response. Additional questions for submission after this Solicitation Conference Call is concluded must be submitted in writing to the Procurement Manager by 5:00 p.m. EDT, Thursday, May 30, 2024.

4. Review of Calendar Deadlines (All listed times are local time Eastern Daylight in Tallahassee, Florida.)

DATE TIME ACTION WHERE

Tuesday, May 28, 2024

10:00

AM EDT

Solicitation Conference Call

(This is a Public Meeting to be held via telephone only upon public interest)

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# when directed.

The agenda can be found on MyFlorida.com web site https://vendor.myfloridamarketplace.com/ under the solicitation #.

Thursday, May 30, 2024

Before or by 5:00

PM EDT

Deadline for Written Questions

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

Monday, June 17, 2024

Before or by 5:00

PM EDT

Anticipated date answers to written questions will be posted on the web site

MyFlorida.com web site:

https://vendor.myfloridamarketplace.com/

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# when directed.

A recording of the Conference Call will be available at:

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

Monday, July 1, 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.

Monday, July 1, 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

Before or by 2:00

PM EDT

Proposals Due and Opened - Conference Call

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

Monday, July 8, 2024

10:00

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 1-888-585-9008 and enter code 761-231-540# when directed.

A recording of the Conference Call will be available at:

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

Thursday, July 18, 2024

10:00

AM EDT

Evaluation Team Debriefing Conference Call

(This meeting is open for public

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# when directed.

https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us https://vendor.myfloridamarketplace.com/ 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 http://www.djj.state.fl.us/partners/contracting/conference-calls attendance via telephone)

A recording of the Conference Call will be available at:

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

Tuesday, August 20, Before or by 5:00

PM EST

Notice of Intended Award

MyFlorida.com web site:

https://vendor.myfloridamarketplace.com/

Wednesday, October 16, Anticipated Contract Start Date

5. Closing Statements

Nothing discussed during the Solicitation Conference Call will augment or change the specifications of the RFP. Any Department changes to the specifications and the Department’s formal answers to all questions will be posted in the form of an addendum to the RFP document on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/. Prospective Respondents should monitor the site for each solicitation.

NOTICE TO ALL ATTENDEES: The Department will accept oral questions during the Solicitation Conference Call and will make a reasonable effort to provide answers at that time. Impromptu questions will be permitted, and spontaneous answers provided; however, the Department will issue an official answer ONLY to questions subsequently submitted in writing. Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any Prospective Respondent.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72-hour period following the agency posting the Notice of Intended Award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the procurement documents. Violation of this provision may be grounds for rejecting a response.

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/proposal opening. If accommodations are needed because of a disability, please contact Tiffany Baylor at (850) 717- 2680 or by email at Tiffany.Baylor@djj.state.fl.us.

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https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us

RFP 10832

STATEWIDE COMPLIANCE MONITORING

Initial Questions Received

(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

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

Answer #2

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

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

Answer #4

Question #5 Are previous monitoring reports available for review?

Answer #5

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

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

Answer #7

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

Answer #8

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

Answer #9

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

300 or more facilities?

Answer #10

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

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

Answer #12

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

Answer #13

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

Answer #14

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

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

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