RFP_10850_Exhibit_8.pdf

RFP# 10850

Exhibit 8

Frequently Asked Questions

1.

Question: How many total classrooms are there?

Answer: There are two classrooms.

2.

Question: How many staff offices are there?

Answer: There are eight staff offices.

3.

Question: a. What is the number of sleeping rooms?

b. Are all student rooms a single cell occupancy?

c. Would doors with windows be permitted for the sleeping rooms?

Answer: a. There are twenty-four (24) sleeping rooms.

b. Some rooms sleep one, some sleep two, and others can sleep three, depending upon treatment level in the facility.

c. Yes, rooms with windows are permitted for the sleeping rooms.

4.

Question: Can the Department provide floor plans without the room measurements so Respondents can understand the size of each room to better propose innovative programming?

Answer: Floor plans shall be provided by the Procurement Officer per request via email.

5.

Question: Are there any State-owned vehicles available for use at the program? If so, how many and what is the year/make/model?

Answer: There will be no Department-owned vehicles available. Any vehicles needed shall be requested in the Respondent’s Attachment H - Budget.

6.

Question: a. How old are the current AC units?

b. When were they last serviced?

c. Are there any HVAC concerns or repairs in progress?

Answer: a. Three of the AC units are eleven (11) years old, and one AC unit is five years old.

b. Two of the units were serviced in July 2023, and the other two units were serviced in August 2023.

c. There are no HVAC concerns or repairs in progress; however, the ducts are in the process of being cleaned.

7.

Question: What are the current major maintenance projects that are pending completion?

Answer: Some of the current major maintenance projects pending completion are as follows:

• New camera projector;

• Exterior lighting;

• Topographic and control surveys;

• Retrofitting the fire sprinkler in the interior building;

• Bathroom renovations;

• Retrofitting of existing building with a fire sprinkler system;

• Replacing the roof;

• Flooring finishes;

• Exterior painting;

• Asphalt sealing and repair;

• Additional funds fence replacement;

• Electrical outlets, fence replacement;

• Patio doors;

• Repairing the leaks in the ceiling;

• Hallway double door;

Frequently Asked Questions

• Perimeter trees and vegetation around fence;

• Air conditioner;

• A water leak at the shower area;

• Egress doors/lock and key system;

• Doors;

• Water heater/shower valve/main water valve; and

• Installing a new generator.

8.

Question: What is the current major maintenance fund balance?

Answer: The current major maintenance fund balance is $8,354.00.

9.

Question: Can the Department provide the last twelve (12)-month run rate for utilities, water/sewer, waste, gas, and food at the program?

Answer: Please see page 10 of this document, “Income Statement, September 2022 - August 2023,” for the twelve (12)-month run-rate, of the requested program expenses.

10.

Question: a. How many cameras are at the facility?

b. Are all cameras operational at this time?

c. When was the video surveillance system last updated?

Answer: a. There are twenty-four (24) cameras at the facility.

b. All cameras are operational.

c. The original installation of the video surveillance system was completed in 2019.

The system was upgraded to an Avigilon System in 2020.

11.

Question: Is there a functioning sprinkler system throughout the building? If not, will recessed sprinklers be installed prior to contract award?

Answer: No, There are plans to start the sprinkler system before the end of the year.

12.

Question: Does the facility have a generator?

Answer: Yes. The facility has a generator.

13.

Question: If this facility is in a flood-zone, how many evacuations has the facility experienced in the past five years due to a flood warning?

Answer: The facility is in a flood zone. There have been no evacuations in the past five years due to a flood warning.

14.

Question: If there are multiple buildings at this location, please clarify which buildings are included with this procurement.

Answer: There is one building.

15.

Question: Are all of the showers and bathrooms PREA compliant, or will they be prior to the Contract award?

Answer: All showers and bathrooms are PREA compliant.

16.

Question: Is the Department planning to make any physical plant upgrades before Contract execution?

Answer: All completed, current, and future improvements are provided in this Exhibit 7 document.

17. Question: Is all the kitchen equipment working properly?

Frequently Asked Questions

Answer: Yes. All kitchen equipment is working properly.

18.

Question: Where is the Control Room in the facility?

Answer: There is no Control Room in the facility.

19.

Question: Is the food prepared for youth in-house, or catered?

Answer: Food is prepared in-house.

20.

Question: Can the Department please provide an editable version of Attachment D, Attachment O, and Attachment Q in Microsoft Word format?

Answer: Please contact the Procurement Manager, via email, for a copy of Attachments D, O, and Q in Microsoft Word.

21.

Question: Can the Department please provide Exhibit 5 and Exhibit 6 in either Microsoft Word or Microsoft Excel format?

Answer: Please contact the Procurement Manager, via email, for a copy of Exhibits 5 and 6 in Microsoft Word format.

23.

Question: Per the solicitation, the Respondent must include a “detailed plan for the provision of clinical staff and clinical services to include weekends and evenings; for services including, but not limited to, individual, group, and family therapy.”

a. Is it sufficient for the Respondent’s plan to indicate that per the model requirements of the chosen EBPs and per the individualized needs of youth as specified on their treatment plans, clinical services may be available on weekends and evenings, as needed?

Answer: No. Per the OHS Attachments, a mental health clinical staff person must be on-site daily. In addition, therapeutic services must be available on evenings and weekends.

This allows time for educational requirements and for parents/guardians/co-parents to be involved in family treatment services.

24.

Question: The solicitation states “an orientation process that begins prior to, or within two hours of, admission to the program” is required. The current requirement is within twenty-four (24) hours. Can this requirement be modified to give staff the twenty-four (24) hours?

Answer: No. Per Chapter 63E-7.101 (6), F.A.C., Youth Admission, Intake, and Orientation, it states, “A residential commitment program shall begin the orientation process for each youth admitted to the program prior to, or within two hours of, admission to the program.”

25.

Question: The solicitation states that there will be “continuous, twenty-four (24) hours awake supervision every day of the year.” Can you confirm that this requirement applies to having awake staff, NOT awake ratios 24/7?

Answer: Twenty-four (24) hours per day, seven days per week, 365 days per year, all youth must have in-sight supervision everyday by staff who are awake and not sleeping.

26.

Question: “Job Placement” is mentioned throughout this solicitation. Would you clarify if this is meant for during their stay, during their transition, or both?

Answer: Both.

27.

Question: Under the Staff Training section, can the Department clarify the following:

a. “Staff shall attend required DJJ instructor-led training…”

Frequently Asked Questions

Can the Department clarify what it considered to be required DJJ instructor-led trainings?

b. Rule 63H-3 F.A.C. states “Each facility, program area, circuit, or unit shall create and maintain an annual training calendar or plan that identifies all direct care staff training identified in this rule and any additional training required in awarded contracts. The calendar or plan shall include course descriptions and credited hours. (b) Training calendars or plans shall be completed prior to December 1 of the year preceding implementation, shall be maintained at the facility, program, or unit, and must be approved by the highest-ranking official at the location.”

Is it the Department’s expectation that pre- and in-service training plans will NOT be required to be submitted to DJJ to be approved prior to December 1 of the year preceding implementation? It is our understanding that plans will only need to be submitted to DJJ for approval as part of the proposal for this solicitation.

Is an annual calendar or annual plan equally acceptable for use at the program?

Answer: a. Instructor-led trainings are those led in-person versus those available through the e-learning platform of Skill Pro. When staff select a course in Skill Pro, some trainings are available through e-learning, and some are only instructor-led. It is unknown which of the required trainings are instructor-led versus e-learning, but the Respondent awarded the resulting Contract will be able to access Skill Pro and determine the delivery method once the resulting Contract is executed.

b. No. The resulting Contract will require that the annual in-service training plan and the pre-service training plan be submitted for review and approval to the Residential Regional Director each year.

28.

Question: Under the Religious and Spiritual Opportunities section, the solicitation indicates the Respondent “shall provide regular faith-based opportunities and quarterly documented attempts to provide religious services and education that encompasses all faiths.”

a. Is taking youth to church services on Sundays satisfy this requirement, provided that different options are available to youth?

b. Does the State have a listing of approved volunteer organizations that could provide the sort of services to Youth as described here?

Answer: a. Yes. Church services on Sundays, and different options available to youth, satisfies this requirement.

b. No. We do not have a running list of volunteer organizations; however, the internet may provide you with organizations in the area, or those that are close by.

29.

Question: Under the Video Surveillance Systems section, will the Department accept requesting access to video instead of having full access?

Answer: No. The Respondent is required to grant the Department access per the solicitation.

30.

Question: Can the Department please provide the names and titles of the staff members who will be evaluating this solicitation?

Answer: The Evaluators for this solicitation are:

• Kristin Hann, DJJ Operations Consultant, Residential Services

• Lauren Floyd, DJJ Operations Consultant, Residential Services

• Sean Dorsey, Government Operations Consultant II, NW Region Residential

• Rosealee Williamson, Senior Behavioral Analyst, Health Services

• Kala Garner, Registered Nurse Consultant, Health Services

Frequently Asked Questions

Please Note: Evaluators for this solicitation are subject to change based on the needs of the Department and availability of the individuals.

31.

Question: Does the Department plan to provide any start-up/cost reimbursement funds to the winning Respondent so that necessary facility projects can be completed?

Answer: There are no start-up/cost reimbursement funds available for this program.

32.

Question: What is the census utilization for the last twelve (12) months?

Answer:

Month/Year Utilization %

Oct-22 85.22%

Nov-22 97.36%

Dec-22 96.81%

Jan-23 98.12%

Feb-23 93.15%

Mar-23 84.14%

Apr-23 96.81%

May-23 96.10%

Jun-23 100%

Jul-23 99.37%

Aug-23 97.58%

Sep-23 92.78%

Average: 94.79%

33.

Question: Are there any specific delinquency interventions required this program?

Answer: A list of approved curricula is located at https://www.djj.state.fl.us/partners-providers-staff/programming-and-technical-assistance-unit/research-informed-and-best-practices

34.

Question: Is the minimum mandatory hourly wage of $19, is that a gross hourly wage or does this factor in any company paid benefits?

Answer: The minimum mandatory hourly wage is $19.00, not inclusive of benefits.

75.00% 80.00% 85.00% 90.00% 95.00%

100.00% 105.00%

O ct

-2

N o v-

D ec

-2

Ja n

-2

Fe b

-2

M ar

-2

A p r-

M ay

-2

Ju n

-2

Ju l-

A u g-

Se p

-2

Miami Youth Academy Utilization https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.djj.state.fl.us%2Fpartners-providers-staff%2Fprogramming-and-technical-assistance-unit%2Fresearch-informed-and-best-practices&data=05%7C01%7CLaura.Gallagher%40fldjj.gov%7C90cde3e17daa49e8c2f408dbd55cd75d%7C446f3eb4b3de4f0492ea54497eaca292%7C0%7C0%7C638338366953453716%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=J%2Fln0lWslnV0gUPF04ROnNZyNGdQ4cs0OSRCwdU06Kk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.djj.state.fl.us%2Fpartners-providers-staff%2Fprogramming-and-technical-assistance-unit%2Fresearch-informed-and-best-practices&data=05%7C01%7CLaura.Gallagher%40fldjj.gov%7C90cde3e17daa49e8c2f408dbd55cd75d%7C446f3eb4b3de4f0492ea54497eaca292%7C0%7C0%7C638338366953453716%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=J%2Fln0lWslnV0gUPF04ROnNZyNGdQ4cs0OSRCwdU06Kk%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.djj.state.fl.us%2Fpartners-providers-staff%2Fprogramming-and-technical-assistance-unit%2Fresearch-informed-and-best-practices&data=05%7C01%7CLaura.Gallagher%40fldjj.gov%7C90cde3e17daa49e8c2f408dbd55cd75d%7C446f3eb4b3de4f0492ea54497eaca292%7C0%7C0%7C638338366953453716%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=J%2Fln0lWslnV0gUPF04ROnNZyNGdQ4cs0OSRCwdU06Kk%3D&reserved=0

Frequently Asked Questions

35.

Question: Is there any flexibility in the per diem rates based on staffing patterns in years two through five?

Answer: No.

36.

Question: For flexible bed components, will there be a definitive amount of either type beds at any given time as service requirements are obviously different?

Answer: Yes, there will be a set amount of either type beds at the beginning of the resulting Contract. After Contract execution, those beds are flexible, and any changes to the total number of beds will be discussed with the Provider, prior to such a change.

37.

Question: What are the nursing/HSA’s requirements?

Answer: Please see the Health and Nursing Services Attachment included in the solicitation for specific requirements.

38.

Question: Does the Department want all interventions and treatment services on the same table and the Respondent indicate which populations receive which services?

Answer: Yes. Please complete a Designation and Request to Change Primary, Intervention, and Treatment Services Form for all components.

39.

Question: Will any staff currently employed by the Respondent who do not meet the basic degree requirements, but who have previously received a waiver from the Department, be exempt in the new Contract?

Answer: Yes, if a waiver was in place for a specific staff person previously, that waiver shall remain in place, as long as the staff is in good standing.

40.

Question: The solicitation indicates that the Department can reduce the Respondent’s monthly invoice at its discretion for the amount allocated for unfilled positions.

Please confirm that if the Respondent is able to maintain ratios by paying overtime to existing staff the penalty will not apply.

Answer: No. By executing the resulting Contract, the Respondent agrees to maintain the required ratios at all times. In the Attachment H - Budget, all of the program costs (including staff) add up to equal the filled per diem amount paid in the resulting Contract.

Should 15% or more of the Respondent’s total program positions be vacant at any one time, the Department may reduce the Respondent’s monthly invoice to recoup the salary not being paid because of excessive vacancies.

41.

Question: Submitting replies/proposals: If the preference is for electronic copies, are hard copies still required?

Answer: The solicitation says “Respondents shall submit the required information and documents for this solicitation in the hard copy and electronic submittal of Volume 3;

therefore, both formats are required.

42.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment A-3, SAOS references a LMHP on site five days. Will the Department consider exempting existing master level counselors who are working toward licensure (I.e., registered interns) into this role?

Answer: Registered interns may not work as a Licensed Mental Health Professional (LMHP).

43.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment

A-3, SAOS requires that “psychiatric services be provided in the facility.” Will the Department allow these services to be provided via telehealth modality?

Frequently Asked Questions

Answer: No. Telemental health services (individual and group therapy sessions) are not permitted at this time. Tele-psychiatry services should be requested from the Office of Health Services (OHS).

44.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment

A-3, SAOS requires that “Note: Process Groups based on Evidence Based therapy models (e.g., Cognitive Behavioral Therapy, Family Systems, Reality

Therapy, Humanistic Therapy, Insight-oriented Therapy, Behavior Therapy, etc.)

are allowable two times per week, and all other MH/SA group therapy services shall be Evidence-Based therapy curricula.”

Will the Department consider allowing more flexibility in this requirement, as evidence-based curricula cohorts vary based on youth admission/discharge timelines and frequencies? As an example, a youth in transition will likely have finished all formal evidence-based interventions such as ART and CYT, so may need more process groups to meet the 4 per week requirement.

Answer: Yes. If a youth has successfully completed evidence-based curricular based groups, then that youth can participate in a greater number of process groups, or increase the number of individual sessions for the week. It is not therapeutic for a youth to repeat a curricular-based group if that youth successfully completed the group.

45.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment

A-3, SAOS requires that “A qualified professional licensed under Chapters 458, 459, 490 or 491, F.S. must be on-site and provide a substance abuse service each day Substance Abuse Treatment Overlay Services (SAOS) are provided.”

a. As group frequency has been reduced, how will this be reflected, since

SAOS is no longer a separately billed service?

b. Will the Department consider removing this language?

Answer: a. If the program has a 397 License, then a non-licensed clinical staff may provide substance abuse treatment services under the supervision of a licensed professional. However, the Licensed Mental Health Professional (LMHP) does not need to be on-site during such service provision. Substance Abuse services are not billed separately; however, these services are governed by 65D-30, F.A.C.

b. No.

46.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment A-3, SAOS table specifies minimum therapist qualifications as “Master’s degree student interns.” Please clarify this requirement, as registered internship is not a requirement specified in section 3b “minimum non-licensed clinical staff qualifications.”

Answer: There is a difference between a student intern and a registered intern. The non-licensed mental health clinical staff must, if not otherwise licensed, have at minimum a bachelor’s degree and be a currently enrolled master’s degree student. A registered intern already holds a master’s degree and is approved by DOH to provide treatment services under the supervision of a Licensed Mental Health Professional (LMHP). Thus, a student intern or a registered intern may serve as non-licensed mental health clinical staff working in MHOS or SAOS programs.

47.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment A-3, SAOS table specifies minimum therapist qualifications as “Master’s degree student interns.” Please clarify this requirement, as registered internship is not a requirement specified in section 3b “minimum non-licensed clinical staff qualifications.”

Frequently Asked Questions

Answer: There is a difference between a student intern and a registered intern. The non-licensed mental health clinical staff must, if not otherwise licensed, have at minimum a bachelor’s degree and be a currently enrolled master’s degree student. A registered intern already holds a master’s degree and is approved by DOH to provide treatment services under the supervision of a Licensed Mental Health Professional (LMHP). Thus, a student intern or a registered intern may serve as non-licensed mental health clinical staff working in MHOS or SAOS programs.

48.

Question: For Substance Abuse Treatment Overlay Services (SAOS) programs: Attachment

A-3, SAOS requires that “Family therapy shall be provided monthly at a minimum for all youth.” Will the Department consider changing the language of this requirement to “shall be offered” or “shall be scheduled” as the Respondent cannot control whether parents will attend scheduled sessions?

Answer: If a parent/guardian/co-parent does not attend a family session the therapist will document that in the progress notes.

49.

Question: If the LMHP is serving as the DMHCA, will that individual being full-time on site satisfy the requirements listed in the MHOS/SAOS attachments under clinical staff requirements a and b?

Answer: The Licensed Mental Health Professional (LMHP) and the Designated Mental Health

Clinician Authority (DMHCA) can be the same person, satisfying the requirements of being on-site at least forty (40) hours per week, five days of the week.

50.

Question: Will the Department be providing funding for compression to appropriately hire and retain qualified licensed mental health and medical professionals?

Answer: Funds were added to current contracts in 2023 to address minimum wage requirements and compression. Based on the compression of salaries, for licensed mental health and medical professionals, the minimum required annual starting salaries for the following staff shall be (not inclusive of benefits):

a. Non-Licensed Mental Health Staff - $50,000

b. Licensed Mental Health Staff - $79,000

c. Designated Mental Health Clinician Authority (DMHCA) - $85,000

d. Registered Nurse (RN) - $72,000

e. Health Services Administrator (HSA) - $80,000

Frequently Asked Questions

Income Statement September 2022 – August 2023

Financial Row

Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 Jun-23 Jul-23 Aug-23 Total

Amount Amount Amount Amount Amount Amount Amount Amount Amount Amount Amount Amount Amount

Food Service Expenses

Resident Contracted Food Service

$156.25 $156.25 $156.25 $156.25 $175.38 $156.25 $156.25 $156.25 $156.25 $156.25 $156.25 $156.25 $1,894.13

Food Preparation Supplies

$371.82 $240.63 $277.30 $242.42 $208.58 $351.93 $518.76 $503.02 $734.36 $589.09 $802.01 $1,136.13 $5,976.05

Resident Food

$5,388.85 $4,343.27 $5,783.39 $5,869.32 $6,779.06 $4,906.09 $7,880.20 $4,962.04 $7,232.71 $6,249.36 $10,144.11 $8,726.21 $78,264.61

Food Service Expenses Total

$5,916.92 $4,740.15 $6,216.94 $6,267.99 $7,163.02 $5,414.27 $8,555.21 $5,621.31 $8,123.32 $6,994.70 $11,102.37 $10,018.59 $86,134.79

Facility Telephone Service

$666.43 $666.43 $666.43 $1,048.48 $313.10 $133.29 $328.80 $328.80 $328.80 $328.80 $928.80 $328.80 $6,066.96

Facility Cellular Phones

$502.50 $502.50 $502.50 $502.50 $502.61 $494.27 $494.27 $494.27 $494.27 $494.27 $494.27 $247.14 $5,725.37

Facility Internet Service

$708.50 $666.46 $437.50 $569.60 $560.07 $560.07 $560.07 $565.30 $651.49 $763.17 $634.92 $337.51 $7,014.66

Facility Electricity

$2,342.27 $2,234.93 $2,257.99 $2,165.88 $2,180.74 $2,307.78 $2,571.07 $2,590.92 $2,914.42 $2,740.13 $2,741.94 $2,820.13 $29,868.20

Facility Water & Sewer

$1,025.26 $930.26 $947.04 $947.04 $947.04 $947.04 $282.66 $512.07 $512.07 $512.07 $2,154.50 $880.69 $10,597.74

Facility Refuse Service

$1,280.37 $1,579.93 $1,284.47 $1,278.65 $1,237.79 $1,188.96 $1,596.27 $1,213.35 $1,207.50 $1,102.68 $2,087.03 $1,530.24 $16,587.24

Facility Expenses Total

$6,525.33 $6,580.51 $6,095.93 $6,512.15 $5,741.35 $5,631.41 $5,833.14 $5,704.71 $6,108.55 $5,941.12 $9,041.46 $6,144.51 $75,860.17