RFP_10834_SolicitationConferenceCall_Agenda.pdf

SOLICITATION CONFERENCE CALL AGENDA

REQUEST FOR PROPOSAL (RFP) #10834

Friday, October 25, 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 741-677-580# when directed

Description of Services Sought: 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.

1. Introductions

Kanton Enzor, Procurement Manager Travis Ligon, DJJ Operations Coordinator Brent Musgrove, Deputy Assistant Secretary David Muller, CCC/PMM Coordinator Sharicka Green, Procurement Supervisor Viccie Borders, Chief of Procurement and Contract Administration

2. 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., Wednesday, October 30, 2024.

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

DATE TIME ACTION WHERE

Wednesday, October 30, 5:00 PM

EDT/EST

Deadline for Written Questions

Send to Kanton.Enzor@djj.state.fl.us

Thursday, November 07, 2024

5:00 PM

EDT/EST

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

MyFlorida.com web site https://vendor.myfloridamarketplace.com/

Monday, November

5:00 PM

EDT/EST

Deadline for Respondents to

Send to Kanton.Enzor@fldjj.gov mailto:Kanton.Enzor@djj.state.fl.usv https://vendor.myfloridamarketplace.com/ mailto:Kanton.Enzor@fldjj.gov

DATE TIME ACTION WHERE

18, 2024 request access to the Bid Library

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

Tuesday, November 19, 2024

5:00 PM

EDT/EST

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

Send to:

Kanton.Enzor@djj.state.fl.us

Friday, November 22, 2024

2:00 PM

EDT/EST

Proposals Due and Opened - Conference Call

Telephone 1-888-585-9008 and enter code 741-677-580# when directed.

Monday, December 9, 10:00 AM

EDT/EST

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 741-677-580#

A recording of the Conference Call will be available at:

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

Monday, December 30, 2024

10:00 AM

EDT/EST

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 1-888-585-9008 and enter code 741-677-580#

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.

Monday, January 27, 5:00 PM

EDT/EST

Notice of Intended Award

MyFlorida.com web site http://www.myflorida.com/apps/vbs/vbs_www.main_m enu

Tuesday, July 1, 2025

Anticipated Contract Start Date

4. 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 Bid System 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 seventy-two (72) hour period following the agency posting the Notice of Intended Award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the mailto:Kanton.Enzor@djj.state.fl.usv http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls http://fcn.state.fl.us/owa_vbs/owa/vbs_www.main_menu http://fcn.state.fl.us/owa_vbs/owa/vbs_www.main_menu https://vendor.myfloridamarketplace.com/ 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 Kanton Enzor at (850) 717-2619.

RFP 10834

10834 - PREV - Mentoring Services

Initial Questions Received

Questions are presented in the exact manner they were received.

Florida State University – Received 10/09/2024

Question #1 Can you clarify the maximum annual contract dollar value? On pages 4 and 11 of the RFP, it says $150,000, but then on page 11 it says $100,000.

Answer #1 The maximum annual contract amount is $150,000.00 annually.

Question #2 Can you clarify the maximum price per youth? On p. 11 of the RFP, it says $1,250 in one place and

$1,000 in another place.

Answer #2 The maximum price per youth is $1,250

Question #3 Can you clarify the anticipated contract start date? On p. 4 of the RFP, it says that “resulting contracts will reflect the service period from February 28, 2025, through June 30, 2027.” But then on p. 20 in the table, it says the anticipated contract start date is July 1, 2025.

Answer #3 The anticipated contract start date is July 1, 2025.

Question #4 Can you clarify the number of anticipated awards? On page 4, it says the department will have multiple awards. But on p. 24, section VIII., it says “the department anticipates making a single award as a result of this solicitation.”

Answer #4 The Department seeks to award multiple awards up to $150,000.00 annually.

Question #5 Is there a minimum age for mentors?

Answer #5 No, there is not a minimum age for mentors.

Question #6 Are we able to pay mentors, or are they required to be volunteers?

Answer #6 Providers can choose to pay mentors or mentors can choose to volunteer for mentoring services.

Character GPS – Received 10/17/2024

Question #7 How do we handle if a Parent signs the agreement to have their Child in our Mentoring for the 12 Months, but then move or withdraw their Child from the Program before the 12 Months are completed?

Answer #7 If services are not received within a 30 day period, the youth will be discharged from the program.

Prevention Programs are on a volunteer basis.

Question #8 What if a Child goes away for more than 30 days during the Summer, but was otherwise doing well in our weekly Mentoring Program. Are their any allowances for "Summer Vacation Breaks"?

Answer #8 If services are not received within a 30 day period, the youth will be discharged from the program. A

Program may determine to accept a youth into a program as a new youth if the youth has not completed all program services.

Question #9 What is the authority that will be used to determine Zip Codes for locations for at Risk Kids?

Answer #9 The Department seeks more clarification with the following question. Please provide more details to the Procurement Manager.

Question #10 Do Group Training & Discussions on Principles of Success and Life & Leadership Coaching count for

Group Mentoring Sessions?

Answer #10 Group mentoring activities include more than two persons. For more information, please review

Attachment V for submitting a proposal for RFP 10834.

Question #11 What is the new date for when the full RFP Proposal is due?

Answer #11 Reference RFP #10834, Addendum #1, Calendar of Events.

Question #12 Along with initial PAT's, are Exit PATs to be completed for all Youth participating in our Ment?

Answer #12 All awarded contracts will have the requirement of completing the DJJ Prevention Assessment Tool on each newly admitted youth to their program. An exit PAT is required for youth whose length of stay in a prevention program is greater than sixty (60) calendar days.

Rep. Plasencia Inquiry - DJJ Grants– Received 10/17/2024 Question #13 Plasencia is looking for additional info about the RFP, including for how many years this has been in use, how productive it has been, and what the outcomes are that DJJ is looking for with regard to those bids.

Answer #13 Solicitations for afterschool type programming have been successful for Prevention type programs for many years. Solicitations have been used on numerous occasions over the years to provide a fair, transparent and competitive opportunity for services.

Please refer to performance measure on page 14.

AMIkids – Received 10/21/2024 Question #14 We would like to confirm that the entire submission process is electronic, through the DJJ Bid

Library. Are we correct in reading that we do not need to print and mail any hard copies for this solicitation?

Answer #14 Yes, the Department prefers Respondents to upload complete electronic proposals via the DJJ Bid Library, a private and secure online portal for solicitation documents, in SharePoint.

Question #15 Should the Proposer be creating an application for a specific county, school district, circuit, or other geographic area?

Answer #15 Respondents may determine where their program services will perform in what county, school district, and circuit in the state of Florida based on the criteria needs of RFP 10834.

Question #16 Can the Proposer bid on multiple service areas?

a. If so, can the Proposer combine all service areas into one application with multiple budgets?

b. If so, what application components beyond the budget must be unique to each service area?

Answer #16 Yes, Respondents may combine all service areas into one proposal. No, Respondents may submit a proposal for the maximum annual contract amount of $150,000.00 annually with one budget. All proposal will be evaluated and scored with the methodology and evaluation criteria for RFP 10834.

Question #17 Will the Department allow Proposers to include start-up time in Year 1 of their program to account for the new program model?

Answer #17 No, Respondents shall have the capability to execute a contract and begin services upon execution of contract.

Question #18 Will the Department consider allowing Proposers to request start-up funding for the project?

Answer #18 Respondents may submit a proposal for the maximum annual contract amount of $150,000.00 annually.

Respondents shall have the capability to execute a contract and begin services upon execution of contract. No, the Department will not provide any startup funding.

Question #19 On page 1, the RFP reads “The proposed programs should be structured to provide consistent mentoring services over a 12-month period, offering either one-on-one or group mentoring.”

a. Can the Proposer design a program that offers BOTH one-on-one AND group mentoring, or does it have to be one or the other?

Answer #19 Yes, for more information, please review Attachment V for submitting a proposal.

Question #20 On page 1, the RFP reads “Programs will be categorized into one of four tiers: evidence-based practices, promising practices, practices with demonstrated effectiveness, and ineffective practices.”

a. Is it the Department’s intention to have a mix of all of these tiers in the awarded programs, or will the evidence-based practices receive priority in funding?

Answer #20 No, Respondents may submit a proposal categorized into one of four tiers: evidence-based practices, promising practices, practices with demonstrated effectiveness, and ineffective practices. All proposals will be evaluated and scored with the methodology and evaluation criteria for RFP 10834.

Question #21 On page 4, the RFP states that “Funding for the resulting contract year (initial contract award) and renewal years, if applicable, may increase or decrease, based on available grant funding to the Department.”

a. If funding changes each year, will Awardees have opportunities to renegotiate outcomes and deliverables each year commensurate with the level of funding available?

Answer #21 No, negotiation will not be an option due to funding levels by the Department.

Question #22 On page 6, in Limits on Youth to be Served, the RFP states that “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.”

a. Is there a minimum amount of time that needs to pass before youth can be re-enrolled? Or is it simply the same youth cannot be enrolled twice in the same contract year, regardless of time between enrollments?

Answer #22 Youth who have completed program services may be a participant in program services as a new youth in a following Contract year(s) if services are needed. A program may not bill the Department for the same youth twice in the same fiscal year in a cost reimbursement contract.

Question #23 On page 6, Transportation Services, the RFP lists medical appointments as a program-related purpose for which transportation may need to be arranged. Please confirm that the only expectation of the provider is to arrange transportation, not actually provide the transportation for these services.

Answer #23 Transportation Services are not a requirement of RFP 10834.

Question #24 On page 8, the RFP states that “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.”

a. Will the Respondent have an opportunity in the contract to designate which team members meet the qualification of “Key Personnel,” as the RFP does not indicate specific titles or positions?

b. As the service times for this program are 8:00 a.m. to 5:00 p.m, Monday through Friday (as specified on page 7), will the Department reconsider the notification timeframe and allow up to five business days to notify the Department of personnel shifts? Twenty-four hours would be difficult for a non-residential program that is not always “open.”

Answer #24 Respondents may submit a proposal providing detail information with staffing levels, staffing qualifications, key personnel, and staffing scheduled as outlined in RFP 10834.

Question #25 On page 11, Service Units/Deliverables, the price per youth is listed as both $1,000 and $1,250.

a. Can the Department confirm the correct amount?

Answer #25 The maximum price per youth is $1,250

Question #26 On page 11, Service Units/Deliverables, the contract award amount is listed as both $150,000 and

$100,000.

a. Can the Department confirm the correct amount?

Answer #26 The maximum annual contract amount is $150,000.00 annually.

Question #27 On page 11, Service Units/Deliverables, the deliverable is listed as “a month of service in accordance with the Respondent’s proposed service task.” In Deliverables Documentation, the RFP states “Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category (salary, travel, expenses, etc.).”

a. Can the Department confirm if payment is based on the number of youth served per month at a flat rate, cost reimbursement, or some other calculation?

Answer #27 A Respondent’s awarded contract will be a cost reimbursement contract.

Question #28 On page 15, in the Performance Measures section, the RFP states that “One hundred (100%) of eligible youth will receive a PAT assessment within seven calendar days of admission to the program.”

a. This is the only reference to the PAT in this RFP. Can the Department clarify its expectations of the Provider regarding PAT administration?

Answer #28 All awarded contracts will have the requirement of completing the DJJ Prevention Assessment Tool on each newly admitted youth to their program.

Question #29 On page 24, the RFP states that “The Department anticipates making a single award as a result of this solicitation. The award shall be made to responsive and responsible Respondents.”

a. Please clarify you intend to only make one award.

b. If you are only making one award for $150,000, is there a preference from the department on which area of the state services are to be provided?

Answer #29 The Department seeks to award multiple awards up to $150,000.00 annually. The Department references RFP #10834 for types of proposals its seeking for mentoring services.

Question #30 On page 41, there are entire sections of the application that have zero points allotted for scoring.

Please confirm this is correct. If so, then are these sections of the application optional?

Answer #30 Yes, introductory statement, service components and budget do not have scores associated with their category. All proposals will be evaluated and scored with the methodology and evaluation criteria for

RFP 10834.

Question #31 On page 43, “Application of Points,” it is listed that the maximum score is 560, whereas on page 41 it is listed as 590. Please confirm which is correct.

Answer #31 Maximum application of points for RFP 10834 is 590.