RFP_10834.pdf

RFP #10834

Version: 21 Rev 01-22-24 Page 1 of 56

Date: October 1, 2024

Subject: Department of Juvenile Justice (Department or DJJ) Solicitation # 10834 – Mentoring

Services

Request for Proposals (RFP): The Florida Department of Juvenile Justice, Office of Prevention Services, is issuing this Request for Proposals (RFP) for Respondents to submit a proposal to identify innovative and effective solutions to combat juvenile delinquency among youth aged 10 to 17 throughout Florida. This RFP seeks proposals from community organizations, faith-based groups, non-profits, LLCs, and local government entities to develop and implement comprehensive programs focused on preventing juvenile delinquency. The department seeks the implementation and delivery of innovative programming to address juvenile delinquency prevention efforts throughout Florida through evidence-based, promising practices or demonstrated effectiveness that support mentoring services in high delinquency areas, low performing school districts..

Respondents are encouraged to propose innovative programs that enhance relationships, reduce juvenile delinquency, and actively engage youth through mentoring initiatives. The proposed programs should be structured to provide consistent mentoring services over a 12-month period, offering either one-on-one or group mentoring. Emphasis should be placed on cultivating pro-social behaviors, providing positive role models, and fostering community and site-based involvement.

Creative and effective strategies should be tailored to meet the unique needs of the target youth population. These may include after-school programs, weekend activities, educational support, and life skills training. Respondents are strongly encouraged to integrate evidence-based methodologies into their program designs. The department will evaluate programs using a comprehensive rating system that assesses their empirical effectiveness in reducing delinquency, recidivism, and addressing criminogenic needs. Programs will be categorized into one of four tiers: evidence-based practices, promising practices, practices with demonstrated effectiveness, and ineffective practices.

Respondents must ensure that their proposals align with the department's goals, demonstrate innovation and feasibility, incorporate evidence-based practices, and show the capacity to deliver the services as outlined. The department is dedicated to supporting programs that have a clear potential to positively impact youth and reduce juvenile delinquency statewide. Respondents are required to provide a detailed plan that outlines their approach, including program structure, the types of activities and mentoring services offered, and the metrics that will be used to measure success.

Additionally, respondents should explain how they will maintain consistent service delivery over the twelve-month period and how they will engage with families and community stakeholders.

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):

1Availableat:https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resour ces/state_purchasing_pur_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 Subsection A – Service Components Attachment B General Instructions for the Preparation and Submission of Proposals https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_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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Attachment C Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Selection Methodology and Evaluation Criteria Attachment G Sample Subrecipient contract2 Attachment H Prevention Budget (MANDATORY) Attachment I Reserved Attachment J Reserved Attachment K Drug-Free Workplace Certification2

Attachment L PUR 1355 – Foreign Country of Concern Attestation3 (MANDATORY) Attachment M Notice of Intent to Attend Solicitation Conference Attachment N Notice of Intent to Submit a Proposal3 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 / Reserved Attachment U Florida Certified Minority Business Enterprise (CMBE) Subcontracting Utilization

Plan2 Attachment V Evidence-Based Practice Guide for Mentorship Proposals

Exhibit 1 Invoice2 Exhibit 2 Youth Census Report2 Exhibit 3 Florida Minority Business Enterprise (MBE) Utilization Report2

Exhibit 4 Start-Up Implementation Plan2

Exhibit 5 Youth Discharge Form2

Exhibit 6 Staff Vacancy Report2

Exhibit 7 Staff Hire Report2

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 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 Procurement Manager for this RFP at (850) 717-2619 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 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 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 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.

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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, Kanton Enzor, 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: 850-717-2619 Fax: 850- 414-1625 E-Mail Address: Kanton.Enzor@djj.state.fl.us mailto:Kanton.Enzor@djj.state.fl.usv

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ATTACHMENT A

SERVICES SOUGHT

I. GENERAL DESCRIPTION

A. Services to be Sought

The Florida Department of Juvenile Justice, Office of Prevention and Victim Services, is issuing this Request for Proposals (RFP) for Respondents to submit a proposal to identify innovative and effective solutions to combat juvenile delinquency among youth aged 10 to 17 throughout Florida. This RFP seeks proposals from community organizations, faith-based groups, non-profits, LLCs, and local government entities to develop and implement comprehensive programs focused on preventing juvenile delinquency. The department seeks the implementation and delivery of innovative programming to address juvenile delinquency prevention efforts throughout Florida through evidence-based, promising practices or demonstrated effectiveness that support mentoring services in high delinquency areas, low performing school districts.

Proposals shall include programming to strengthen relationships and reduce juvenile delinquency through the delivery of innovative mentoring programs that will prevent juvenile delinquency. Prospective Respondent shall provide continuous programmatic services for 12 months of services. Respondents shall focus on maintaining and strengthening mentoring services for youth through pro-social activities, role modeling, community, and site-based mentoring services to youth. Respondents shall address how the program will engage and work with parents, families, caregivers, and other key support networks.

Prospective Respondents are strongly encouraged to include evidence-based programing. The Department maintains a rating system to differentiate manualized programs based on their empirically demonstrated effectiveness in reducing delinquency, recidivism, and criminogenic needs. The Department has four tiers for evidence-based on the methodological quality and findings of prior evaluations: evidence-based practices, promising practices, practices with demonstrated effectiveness, and ineffective practices.

For more information, please review Attachment V.

B. Authority for Specific Program Service(s)

Chapter 985, Florida Statutes (F.S.) gives the Department of Juvenile Justice the authority to:

1. Develop and implement effective programs to prevent delinquency.

2. Divert children from the traditional juvenile justice system.

3. Intervene at an early stage of delinquency.

4. Provide critically needed alternatives to institutionalization and deep-end commitment.

5. Provide well-trained personnel, high-quality services, and cost-effective programs within the juvenile justice system.

C. Major Goal(s) of the Services

The Department’s goal is to provide innovative grant program opportunities to address juvenile delinquency that engage youth and/or delinquent youth. Therefore, organizations awarded a resulting contract will be monitored to ensure that the programs achieve substantial success in delivering services that reduce delinquency and improve pro-social behaviors as a means to furthering the Department’s goal and program objectives.

D. Program Implementation The successful Respondents must have the capability to execute a contract and begin direct services to youth by February 28, 2025. Respondents should complete and submit a timeline for all proposed activities for implementation from Agency Decision through contract expiration (Exhibit 4 – Start-up Implementation Plan). The resulting contracts will reflect the service period from February 28, 2025, through June 30, 2027.

E. Available Funding The Department anticipates awarding multiple contracts. The initial contract award under this RFP is approximately $150,000.00 annually. Funding for the resulting contract year

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(initial contract award) and renewal years, if applicable, may increase or decrease, based on available grant funding to the Department.

F. Definitions

1. Evidence-based Delinquency Interventions

Interventions and practices which have been independently evaluated and found to reduce the likelihood of recidivism, or at least two criminogenic needs within a juvenile offending population. The evaluation must have used sound methodology, including, but not limited to, random assignment, use of control groups or matched comparison groups, valid and reliable measures, low attrition, and appropriate analysis. Such studies shall provide evidence of statistically significant positive effects of adequate size and duration. In addition, there must be evidence that replication by different implementation teams at different sites is possible with similar positive outcomes.

2. Mentoring A process in which the mentor serves as a role model, trusted counselor, or teacher who provides opportunities for development, growth, and support to less experienced individuals. In career mentoring, for example, individuals receive career- related information, encouragement, and advice.

3. New/Unduplicated Program Participant A New/Unduplicated program participant is a youth who has gone through the program intake process, been admitted/enrolled/accepted (terminology may vary) for program services and is receiving service tasks as defined by the resulting contract.

4. Outcome A measure of the quantified result, impact, or benefit of program tasks on the clients, customers, or users of the services.

5. Prevention Efforts that support youth who are “at-risk” of becoming involved in delinquent behavior and help prevent a juvenile from entering the juvenile justice system as delinquent. Prevention includes arbitration, diversionary, or mediation programs, and community service work, or other treatment available subsequent to a child committing a delinquent act.

6. Respondent Also referred to as the Respondent, the Respondent is the entity submitting a response, proposal, and/or reply to this specific solicitation.

7. Response, Proposal, and/or Reply A document submitted in reply to a Request for Proposal (RFP) procurement document to be considered for contract award as a lead agency for the Department.

8. Sign-In Sheets Youth and family members shall sign-in for each service provided. Sign-in sheets shall contain the name of youth or family member served, the date of service, type of service (individual, group, family) rendered and name of therapist/counselor providing the service. These sign-in sheets shall accompany each monthly invoice to the Department’s contract manager.

9. Subcontractor An agreement entered into by the Respondent with any other person or organization that agrees to perform any performance obligations for the Respondent specifically related to securing or fulfilling the Respondent’s obligations to the Department under the terms of this contract.

10. Youth Youth is defined as any youth who exhibits problem behaviors such as un-governability, truancy, and running away from home. Additionally, a youth who has an identified risk in their record of referrals, school, use of free time, relationships, family/living arrangement, alcohol and drugs, mental health, attitudes/behaviors, aggression, and skills domains is considered at-risk.

II. YOUTH TO BE SERVED

A. General Description of Youth to be Served

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The Respondent shall provide program services for youth who may be at-risk for formal involvement in the juvenile justice system and who meet the eligibility criteria contained in the resulting contract.

B. Youth Eligibility Services are limited to youth between the ages of 10 to 17. The decision to accept a youth into the program shall be made by the Respondent.

C. Youth Referral/Determination Youth may be referred to the Respondent by parents, legal guardians, local schools, community service organizations, network of community linkages and the Department. The Department shall resolve all disputes regarding the eligibility of youth to participate in the program. The Respondent shall contact the Department's assigned contract manager prior to the admission of youth whose eligibility is in dispute.

D. Limits on Youth to be Served Youth who have completed program services, may be a participant in program services as a new youth in following contract year(s) if services are needed. The Respondent shall complete all necessary close-out procedures for the Juvenile Justice Information System (JJIS)/Prevention Web once the youth has completed program services. Youth who turn 18 while enrolled may continue program services until completion.

E. Youth Discharge Planning If services are not received within a 30 day period, the youth will be discharged from the program. Upon release/discharge from program services, the Respondent shall complete and submit to the Department’s contract manager a youth’s discharge form. The Respondent shall ensure the youth’s release date is entered into the JJIS system.

III. SERVICES TO BE SOUGHT

A. Service Tasks to be Performed

1. Transportation Services The Respondent shall provide or arrange for the provision of transportation for program-related purposes, when necessary and appropriate. The Respondent shall ensure that the vehicles used to transport youth shall be maintained in safe operating conditions at all times, do not exceed the number of persons the vehicle was designed to carry, and are equipped with seat belts and a first aid kit. The Respondent shall ensure all employees who are responsible for transporting youth have a valid license to operate the vehicle. Program-related purposes shall include, but are not limited to:

a. Community volunteer and service-learning project.

b. Youth development or educational activities.

c. Medical Appointments.

d. Referrals.

2. Youth Service Plan The Respondent shall maintain a youth service plan for each youth served. The youth’s service plan shall contain all program services the youth will attend during the resulting contract term. The Respondent shall document all service tasks that have been accomplished toward completion of each youth’s service plan.

3. List all the major specific service tasks and a description of each task that must be carried out to deliver the overall services (Examples: admission, academic assistance, tutoring, life skills training, social skills development, leadership skills, and consultation).

a. Describe in detail the requirements of delivering the specific service tasks and/or sub-tasks that fall under each major task. Use subheadings as needed.

b. Number the Major Service Tasks as necessary and also sub-number/outline the Sub-tasks that are related to the Major Tasks.

c. If there is a program acceptance, admittance, discharge, and /or termination process describe it/them here. If there is a process or programs that allow completion, you can describe successful completion or failure here.

4. Programs must target at-risk and/or delinquent youth between the ages of 10 and 17, to divert them away from the juvenile justice system. Examples: The following

Version: 21 Rev 01-22-24 Page 7 of 56 list presents examples (not exhaustive) of the types of program activities that can be funded:

a. One-on-One Mentoring.

b. Group Mentoring.

c. Job Shadowing.

d. Career Mentoring.

B. Service Tasks Limits The Respondent shall serve youth between the ages of 10 and 17. The prospective Respondent shall be able to provide continuous programmatic services for 12 months of services annually. The Respondent shall provide services to youth who meet the eligibility criteria contained in the resulting contract. The Respondent shall not be reimbursed for services rendered outside the terms of the resulting contract. All prescribed services shall be provided in a manner consistent with applicable federal and state laws, rules, and regulations. The Respondent shall be able to provide continuous services throughout the resulting contract term. Services described in this Attachment shall be conducted as specified, with no part of any service specification omitted or excluded.

C. Service Locations and Times

1. Service Locations

The Respondent shall outline in detail where services shall be provided.

2. Service Times

Administrative services shall be provided, at a minimum, during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, except for state recognized holidays.

Hours of operation deviating from traditional business hours should be detailed in the proposal.

3. Changes to Service Locations and/or Times The Respondent shall submit a request for written approval prior to any changes to the location of services or times for service delivery to the Department’s contract manager. Approval must be obtained in writing from the Department, prior to any such changes.

IV. STAFFING & PERSONNEL

The Respondent and all personnel provided under the resulting contract from this RFP, 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, and all applicable federal and Florida state statutes for the services to be performed or for the position held. All such personnel shall renew licenses or certifications pursuant to applicable law or rule. Substance abuse services shall be delivered as specified in sections 397, F.S. 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 or as part of the proposal.

A. Background Screening

Prior to the provision of services, staff shall comply with the Department’s Statewide Procedure on Background Screening for Employees, Vendors, and Volunteers available for review on the Department’s website. The Respondent shall comply with the requirements for background screening pursuant to Chapters 39, 435, 984 and 985, F.S.

and the Department’s background screening policy. The Respondent shall verify the employment eligibility of all current and prospective employees through the United States Department of Homeland Security’s E-Verify System, throughout the duration of the resulting contract.

B. Staff Training This section shall address the Respondent’s training plan to deliver trainings required by the Office of Prevention. All costs occurring from, associated with, Department-required training necessary for performance under the resulting Contract or otherwise required by federal or state law, rule, or department policy for Respondent employees, agents, or subcontractors, shall be the responsibility of the Respondent. The Respondent may offer these required trainings in-house or use the Department’s Learning Management System.

All staff must have in his/her personnel file documentation of the completion of minimum training requirements, with the number of hours earned. All independent training curriculums

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All training costs and expenses associated with training/travel for the Respondent staff are the responsibility of the Respondent.

1. Respondent staff shall be trained on the Department’s Policy and Procedures regarding Human Trafficking. The required training is available through the Department’s Learning Management System (Course FDJJ 316 – Human Trafficking 101 for Direct Care Staff). This course introduces the staff to the nature and scope of human trafficking, trains them to recognize the signs of trafficking in victims and teaches them what to do if they suspect someone is a victim of human traffickers.

2. The Respondent may use in-house or the Department’s Learning Management System to complete all training requirements as listed below. The Respondent and all subcontractors which include direct-contact, non-contact shall complete training on the following:

a. PREA - (two-year basis)

b. Sexual Harassment - (two-year basis)

c. Human Trafficking - (one-year basis)

d. Trauma Informed Care – (two-year basis)

e. Information Security Awareness – (one-year basis who handled/input youth information)

f. Child Abuse/Incident Reporting – (two-year basis)

g. Suicide Prevention – (two-year basis)

h. Equal Employment Opportunity (EEO) - (two-year basis)

i. It's All About Reporting - (one-year basis)

j. Program Monitoring & Management (PMM) System/Juvenile Justice

Information System (JJIS)/Staff Verification System (SVS) – One position listed in the contract must initially be trained.

k. Cardiopulmonary Resuscitation (CPR)/First Aid - The Respondent shall acquire CPR/First Aid training from a third-party source for all *direct-contact positions and subcontractors’ *direct-contact positions.

C. Staff Training Costs All training costs and expenses occurring from, associated with, Department- required training necessary for performance under the resulting contract or otherwise required by federal or state law, rule, or Department policy for Respondent employees, agents, or subcontractors, shall be the responsibility of the Respondent. Therefore, all training costs are included in the total cost of the services requested. The Department is not responsible for and, therefore, shall not reimburse any additional, itemized training costs, including but not limited to, software, licenses, travel, and materials, incurred in the performance of the resulting contract.

D. Staffing Levels The Respondent shall ensure the constant presence of sufficient qualified staff as indicated in the Attachment H, Prevention Budget forms to provide the services listed, in order to ensure that there shall be no waiting lists for services and shall monitor staff vacancies to ensure that services are not cancelled, postponed, or rescheduled.

E. Staffing Qualifications All staff shall possess adequate education and training to perform the duties for which they are assigned and meet all applicable licensing or certification requirements for their respective disciplines.

F. Key Personnel and Vacancies Those individuals who are responsible for the delivery of services are considered key personnel. In the event of a vacancy of key personnel, the Department’s contract manager shall be notified within 24 hours. Additionally, the vacant positions shall be filled by an individual with equivalent experience and expertise.

G. Staffing Schedule

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The Respondent shall have and utilize a written back-up plan and have adequate qualified staff to fill-in for staff who may be absent from work (e.g., unexpected emergency, illness, or vacation) to ensure that services will not be canceled or rescheduled.

H. Staffing Changes Changes to the staffing levels, titles, and qualifications required in the resulting contract are not authorized. Any changes to staffing levels, titles, and qualifications shall be made through a formal Amendment. Staffing changes at any level within the program shall be reported on the Staff Vacancy Report which shall be submitted monthly to the Department's contract manager.

I. JJIS Contact and Training The Respondent shall be responsible for the accuracy of the information entered into the JJIS/Prevention Web. This responsibility is based on the Department’s capability to provide access and utilization to the Respondent. The Respondent shall designate a lead staff person responsible for ensuring completion and accuracy of the JJIS data entry, including admission and release dates. This staff person shall also be the main contact for the Department’s Data Integrity Officer (DIO) and the Department’s Office of Program Accountability. The Department will provide limited assistance to the Respondent with JJIS/Prevention Web training.

J. Record Keeping The Respondent shall document all service tasks are being accomplished or have been completed. The Respondent shall document completion of training requirements, with the number of hours earned for all staff. The Respondent shall maintain a case file for each youth served. The file shall contain documentation of referral into this contracted program and written parental consent. Data shall be collected and maintained in such a way as to permit data integrity verification against the JJIS/Prevention Web, invoices, and submitted reports.

K. Data Collection Upon access to the Department’s JJIS/Prevention Web system, the Respondent shall enter data into the following systems. The responsibility for entering data in the JJIS is based on the Department’s capability to provide access and utilization to the Respondent. The Respondent shall contact the Department’s DIO in the area to gain appropriate access and secure training within 45 days of the resulting contract start date.

1. JJIS/Prevention Web

The Respondent must enter data into the JJIS/Prevention Web within three business days of youth’s admittance to the program. All youth information required in the JJIS/Prevention Web shall be collected and maintained in hard copy format.

2. Staff Verification System (SVS) The purpose of the SVS is to create a comprehensive database of employees who work with youth in juvenile justice programs. Each time a supervisor is considering hiring a new employee, the supervisor will be able to access the system to obtain the work history of the individual in juvenile justice programs in Florida. The system will show the programs the person has worked for and will provide a previous employer’s name and telephone number for job references. By sharing this information, the Department will be able to ensure that undesirable employees do not move from the Department to a Respondent program or from one Respondent program to another. Florida Statute authorizes the sharing of this information for all criminal justice agencies, including the Department of Juvenile Justice and its Respondents. Each Respondent will be required to input several data items on each employee including employee name, social security number, date of hire, program where employed, and job title. Once the initial data on all employees is added to the system, Respondents will be responsible for updating the list monthly regarding employees who have left their employment and all new hires. The Department’s data will be updated via the State of Florida People First system.

3. Program Monitoring & Management (PMM) System The purpose of the PMM System is to provide a single site for the Department’s monitoring process, document storage, deficiency review and corrective actions, and performance measures. Respondents will be able to view monitoring reports and enter comments, build Corrective Action Plans (CAPS) to respond to

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4. The Respondent is required to collect and report to the Department the following data for evaluation purposes:

a. Demographic information of youth served: Name, date of birth, race, sex, Social Security Number, date of admission, and date of release.

b. Behavior characteristics of youth admitted to the program.

c. Types of prevention services provided.

5. The Respondent is required to maintain data on a monthly basis in each individual participant’s file and shall enter data into the JJIS/Prevention Web as required.

6. The Respondent, throughout the term of the resulting contract, shall document compliance with required service tasks, performance, and evaluation data, and provide documentation of such data for inspection upon request.

7. The Respondent shall participate in the annual Comprehensive Accountability Report (CAR) data verification project for a period of two years following the completion of the current resulting contract year.

8. The Department will conduct outcome evaluations and recidivism studies concentrating on the re-offending and re-adjudication of juveniles who complete the program for one State fiscal year after the youth is released from the program.

9. These evaluations and studies will consider the content of the program, its components, and the duration of the program. The results may be used in the rating of the program for any future funding.

10. The Respondent shall complete all necessary close-out procedures for the JJIS/Prevention Web once the youth has completed program services.

V. PROPERTY

A. Non-Expendable Tangible Personal Property

1. Title (ownership) to all non-expendable property shall be vested in the Department at the time of the purchase of the property if the property is acquired from:

a. Expenditure of funds provided by the Department under a cost reimbursement contract.

b. Expenditure of funds provided by the Department as operational expense dollars.

2. All Department-furnished property acquired by the Respondent through funding sources identified above, with a cost of $1,000 or more and lasting more than one year, and hardback-covered bound books costing $250 or more, and computers regardless of cost, shall be accounted for in accordance with Rule 69I-72, Florida Administrative Code (F.A.C). All such property, including replacements to Department-furnished property that is lost, destroyed, exhausted, or surpluses under the terms of the resulting contract, shall be returned to the Department upon contract termination. Any replacements shall be of equal or greater value when returned to the Department.

3. Upon delivery of Department-furnished property to the Respondent, the Respondent assumes the risk and responsibility for its loss and damage.

4. The Respondent shall submit to the Department’s contract manager a listing of all items purchased for the program with Department funds and include supporting documentation of funds used. The Respondent shall include this with the first invoice submitted after purchase of the item(s). The Respondent shall not dispose of Department-furnished property without the written permission of the Department. Department policies and procedures shall be followed when disposing of state-furnished property.

5. The Respondent shall not use any Department-furnished property for any purpose except the delivery of services identified in the resulting contract.

6. The Respondent shall submit a final inventory report that is approved by the Department at conclusion of the resulting contract.

VI. DELIVERABLES

The Respondent shall submit an invoice with sufficient documentation to fully justify payment for services delivered. Failure by the Respondent to promptly report and document deliverables as

Version: 21 Rev 01-22-24 Page 11 of 56 required shall result in a reduction in the invoice. If the Respondent fails to meet the minimum level of performance, the Department will not reimburse the Respondent for expenses incurred during the month, as the minimum level of performance was not met.

Service Units/Deliverables The deliverable is a month of service in accordance with the Respondent’s proposed service tasks outlined in Attachment A-1, Subsection A, of the resulting contract. The price per youth shall be a maximum of $1,000.00 per youth.

The Respondent shall outline in Attachment A-1 Subsection A – Service Components the annual number of youths to be served based on maximum price per youth of $1,250.00. Proposed contract award amount cannot exceed total available contract dollar amount of $150,000.00. The minimum level of performance shall be determined by the number of youths served per month. The minimum level of performance shall be calculated by the Respondent’s proposed annual number of youths to be served divided by 12 months of service minus 35 percent of the monthly number of youths to be served (fractions shall be rounded down to the nearest whole number).

The deliverable is a month of service in accordance with the Respondent’s proposed service tasks outlined in Attachment A-1, Subsection A, of the resulting Contract. The price per youth shall be a minimum of $500.00 per youth. The Respondent shall outline in Attachment A-1 the annual number of youth to be served based on minimum price per youth of $500.00. Proposed contract award amount cannot exceed total available contract dollar amount of $100,000.00. The minimum level of performance shall be determined by the number of youth served per month. The minimum level of performance shall be calculated by the Respondent’s proposed annual number of youth to be served divided by twelve (12) months of service minus thirty-five (35) percent of the monthly number of youth to be served (fractions shall be rounded down to the nearest whole number).

Deliverables Documentation A. The frequency of the service tasks, and the attendance of the youth may vary as outlined in section III., A., Service Tasks to be performed, of this Attachment.

B. Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category (salary, travel, expenses, etc.). Supporting documentation must be provided for each amount for which reimbursement is being claimed indicating that the item has been paid, to include copies of cashed checks or bank statements showing payment. An example of the type of documentation representing the minimum requirements for the Salaries Category is a payroll register showing gross salary charges, fringe benefits, other deductions, and net pay. If a staff member for whom reimbursement is being claimed is paid by the hour, a document reflecting the hours worked times the rate of pay will be acceptable. Each piece of documentation should clearly reflect the dates of service.

VII. REPORTS

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 (e.g.

the type, frequency, content, format of reports required and the party to receive the report; deadline for report submission, number of copies to be delivered, delivery method; and the Department representative to receive).

A. 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 Individual’s Name Contract Manager’s Name (To be provided in the resulting contract) Mailing Address Mailing Address City, State, Zip Code City, State, Zip Code

Version: 21 Rev 01-22-24 Page 12 of 56

B. 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 30 calendar days following the end of the month for which services were rendered. Supporting documentation for each deliverable must be included as per Attachment I, Section IV., Deliverables, as well as the Monthly Activity Report (MAR). 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 obtaining timely payment(s) from a State of Florida agency. The Vendor Ombudsman may be contacted at 850-413-5516.

2. Youth Census 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 furnished. 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 which was provided. No confidential information, such as a youth’s full name or date of birth, shall be submitted with the Youth Census Report or any other documentation. The Respondent must redact confidential identifying information from any hardcopies submitted to the Department and password protect any electronic files.

3. Monthly Revenue and Costs Report The Respondent shall submit a detailed Monthly Revenue and Costs Report of all revenues and expenditures of Department contract funds, which shall be submitted within 30 calendar days following the end of the month in which services were rendered. The Report shall include a detailed listing of revenues and expenditures by category (e.g. salary, travel, expenses, revenue, etc.). The Report shall include but not be limited to payee names, dates, check numbers, amounts, and identifying check, document, or journal entry number. For staff salaries, the Monthly Revenue and Costs Report shall also include staff name, position title, and percentage of time charged to the resulting contract. A sample Report is provided at the following website: http://www.djj.state.fl.us/partners/forms-library/contracts. The Respondent shall maintain supporting documentation for all revenues and expenditures. The Respondent shall be required to submit supporting documentation for any and all revenues and/or expenditures within the timeframe requested by the Department. Supporting documentation shall include but not be limited to copies of cashed checks, evidence of receipts, bank statements, etc.

The minimum requirements for the Salaries Category are a payroll register showing gross salary charges, fringe benefits, other deductions, and net pay.

When employees are paid on an hourly basis, documentation reflecting the number of hours worked multiplied by the hourly rate of pay will be acceptable and shall clearly reflect the dates the employee worked. The Monthly Revenue and Costs Report and any and all requested supporting documentation submitted later than the required due date, shall result in a major monitoring deficiency until a

Telephone Number Telephone Number Fax Number Fax Number E-mail Address E-mail Address

Version: 21 Rev 01-22-24 Page 13 of 56 properly completed Monthly Revenue and Costs Report with all its supporting documentation is received and accepted by the Department’s contract manager.

4. 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 the resulting contract.

5. Copy of Subcontract(s) A copy of all subcontracted 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 reviewed by the Department shall be provided to the Department’s contract manager prior to the delivery of service to Department youth and payment to the subcontractor.

6. 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.

7. 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.

8. Staff Hire Report The Respondent shall provide 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 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.

9. Minority Business Enterprise (MBE) Utilization Report The Respondent shall submit to the Department’s contract manager, along with each monthly invoice, the MBE Utilization Report listing all payments made for supplies and services to MBEs during the invoice period. The listing shall identify the MBE code for each payment.

10. Information Resource Request (IRR) All IRR purchases must be in accordance with Section VIII., General Terms & Conditions of the resulting contract.

11. Continuity of Operations Plan (COOP) Prior to the delivery of service, the Respondent shall submit a COOP to the Department’s contract manager who will route it to the program area Regional Director, Chief Probation Officer (CPO), or Assistant Secretary for approval. The COOP must provide for the continuity of resulting contract services in the event of a manmade/natural disaster/emergency. The Department-approved plan format can be found on the Department’s website. Additional information can be found in FDJJ 1050, Continuity of Operations Plans.

12. Training Plan The Department will provide a training plan to incorporate, at a minimum, all contractual pre-service and in-service training, as outlined in the Respondent’s resulting contract related to Rule 63H. A copy of the template can be found at http://djj.state.fl.us/partners/contract-management.

13. MAR

A summary of contracted program services using contract funds shall be submitted with the Respondent’s invoice on a monthly basis. The report shall also include a summary of collaborative partners, number of sessions participants served, program specific objectives, and program concerns. Changes to this report form http://djj.state.fl.us/partners/contract-management http://djj.state.fl.us/partners/contract-management

Version: 21 Rev 01-22-24 Page 14 of 56 may be mutually agreed upon between the Respondent and the Department’s contract manager. A copy of the MAR can be located at:

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

14. Youth Discharge Form The Respondent shall complete and submit the Youth Discharge Form to the Department’s contract manager for youth that have been released/discharged from the program. (See Exhibit 5 – Youth Discharge Form)

15. Budget The Respondent shall submit the budget annually or within 30 calendar days of a requested change to the Department’s contract manager.

REPORT LIST FREQUENCY DUE DATE DUE TO

DEPARTMENT

Invoice Monthly Within 30 calendar days following the end of the month for which services were rendered

Contract Manager

Youth Census Report Monthly To be submitted with the monthly invoice

Contract Manager

Monthly Revenue and Costs Report

Monthly Within 30 calendar days following the end of the month for which services were rendered

Contract Manager

Proof of Insurance Coverage

Upon contract execution;

or renewal

Prior to the delivery of services and prior to expiration of insurance

Contract Manager

Copy of Subcontract(s)

Upon execution of the subcontract

Prior to delivery of services to youth payment to the subcontractor

Contract Manager

Organizational Chart Upon contract execution annually; and upon changes

Prior to the delivery of services and annually at renewal thereafter

Contract Manager

Staff Vacancy Report Monthly To be submitted with the monthly invoice

Contract Manager

Staff Hire Report Monthly To be submitted with the monthly invoice

Contract Manager

MBE Utilization Report

Monthly To be submitted with the monthly invoice

Contract Manager

IRR Prior to the purchase of information technology soft/hardware

Prior to the purchase of information technology soft/hardware

Contract Manager

COOP Annually Prior to the delivery of services and prior to February 1st (annually)

Contract Manager

Training Plan Prior to the execution of the contract; annually

Prior to the execution of the contract and by January 31st (annually)

Contract Manager

MAR Monthly To be submitted with the monthly invoice

Contract Manager

Youth Discharge Form

Monthly To be submitted with the monthly invoice

Contract Manager

Budget Annually, or within thirty

(30) days of requested change

Annually, or within thirty (30) days of requested change

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

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