RFP 10858 Final.pdf

RFP #10858

Version: 21 Rev 01-22-24 Page 1 of 50

Date: September 16, 2024

Subject: Department of Juvenile Justice (DJJ) Solicitation # 10858 – Detention screening and intake services at the Broward Juvenile Assessment Center (JAC) located in Circuit 17, Broward County, Florida.

Request for Proposals (RFP): The Department of Juvenile Justice (DJJ) and the Office of Probation and Community

Intervention are issuing this RFP for detention screening and intake services at the Broward Juvenile Assessment Center (JAC) located in Circuit 17, Broward County Florida. The Department is required to provide screening and intake services to each youth alleged to have committed a delinquent act. The Respondent shall provide detention screening and intake services twenty-four (24) hours per day, seven (7) days a week.

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):

1 Available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_pu rchasing_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 Information Portal.

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 B General Instructions for the Preparation and Submission of Proposals Attachment C Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Selection Methodology and Evaluation Criteria Attachment G Sample Vendor Contract2 Attachment H Budget3 Attachment I Reserved Attachment J Reserved Attachment K Drug-Free Workplace Certification2

Attachment L PUR 1355 – Foreign Country of Concern Attestation3 (MANDATORY) Attachment M Reserved Attachment N Notice of Intent to Submit a Response3 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 Attachment U Florida Certified Minority Business Enterprise (CMBE) Subcontracting Utilization

Plan2 Attachment V Reserved

Exhibit 1 Invoice4 Exhibit 2 Florida Minority Business Enterprise (MBE) Utilization Report4

Exhibit 3 Youth Census Report4 Exhibit 4 Probation Medical and Mental Health Clearance Form3

Exhibit 5 Parent Responsible Adult Release Affidavit3

Exhibit 6 Staff Hire Report4

Respondents shall comply fully with the instructions on how to respond to the RFP.

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

Version: 21 Rev 01-22-24 Page 2 of 50

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, 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) 717-2600 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.

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, Brian Thompson, 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: 850-717-2600 Fax: 850- 414-1625 E-Mail Address: Brian.Thompson@djj.state.fl.us mailto:Brian.Thompson@djj.state.fl.us

Version: 21 Rev 01-22-24 Page 3 of 50

ATTACHMENT A

SERVICES SOUGHT

I. GENERAL DESCRIPTION

A. General Overview

The Department of Juvenile Justice requires the provision of detention screening and intake services at the Broward Juvenile Assessment Center (JAC) located in Circuit 17, Broward County, Florida. The Department is required to provide screening and intake services to each youth alleged to have committed a delinquent act. The Respondent shall provide detention screening and intake services twenty-four (24) hours per day, seven (7) days a week.

B. Description of Services The Respondent shall provide staff to perform detention screening services to determine the youth’s risk to him/herself, the risk he/she presents to public safety, and his/her eligibility for detention by the Department based on statutory criteria.

C. Authority The Respondent shall provide services in a manner consistent with sections 985.115 and 985.135, F.S., Rules 63D-13.002-.0022 and 63D-13.005-.0054, Florida Administrative Code (F.A.C.), and Chapters 63H-3, 63M-2, and 63N-1, F.A.C.

D. Limits on Services Services shall be limited to youth presented to the Broward JAC by law enforcement who are alleged to have committed a delinquent act and meet the minimum criteria for admission to the Broward JAC. Administrative services shall be limited to those directly related to the provision of services under this Contract.

II. YOUTH TO BE SERVED

A. Youth to be Served

The Respondent shall provide services at the Broward JAC for all youth who are presented by law enforcement and alleged to have committed a delinquent act.

B. Youth Eligibility Youth who are presented to the JAC by law enforcement and who are medically cleared shall be admitted to the JAC and provided with screening services. A medical clearance must be obtained prior to admission. Youth who have previously been sentenced as an adult are not eligible for admission to the JAC.

C. Youth Determination Through screening of the youth, the Respondent shall determine whether:

1. The youth meet detention criteria for transfer to the Juvenile Detention Center and the custody of the Department. or,

2. The youth meet criteria for Supervised Release and be authorized for release to the youth’s parent/legal guardian/responsible adult. or,

3. The youth does not meet any detention criteria and is released to the youth’s parent/legal guardian/responsible adult.

D. Limits on Youth to be Served

1. Youth who are not cleared for admission, including medically cleared, shall not be admitted to the Broward JAC and shall remain in the custody of the transporting law enforcement officer.

2. Youth who have previously been sentenced as an adult are not eligible for admission to the Broward JAC.

III. Service Tasks

A. All services shall be delivered in accordance with the Scope of Services, sections 985.115 and 985.135, F.S., Rules 63D-13.002-.0022 and 63D-13.005-.0054, F.A.C., and Chapters 63H-3, 63M-2, and 63N-1, F.A.C. The following tasks shall be completed for each year of the Contract term, unless otherwise noted.

B. Detention Screening and Intake Services: The following tasks shall be provided by Respondent staff at Broward JAC, unless stated as not applicable.

1. Booking/Admission

a. The Respondent shall ensure each youth presented to the JAC meets eligibility requirements defined in Florida Statutes and obtain documentation of the completion of a youth search by the transporting law

Version: 21 Rev 01-22-24 Page 4 of 50 enforcement officer and/or JAC security staff, and adhere to written procedures developed by the Respondent within thirty (30) calendar days of the Contract start date to ensure the safe custody and return of all youth property obtained during the booking process upon release from the JAC.

b. The Respondent shall make every effort to ensure that all youth are processed and released within six hours after they have been accepted for admission. If a youth is not released within six hours, the Respondent shall document the reason(s) for the delay and actions taken to ensure the earliest possible release in the JJIS case notes. The Respondent shall monitor processing timeframes on at least a monthly basis to identify and resolve any ongoing problems related to youth not being processed and released within six hours.

c. Documentation of these reviews shall be provided to the Chief Probation Officer and Contract Manager on a monthly basis. All contractual requirements to provide service, support, and related performance shall be available and provided when the youth enter the JAC.

d. The Respondent’s detention screening staff shall ensure all youth presented to the JAC by law enforcement are fingerprinted and documented pursuant to section 943.051(3), F.S.

e. The Respondent’s detention screening staff shall ensure all youth presented to the JAC by law enforcement are screened for vulnerability to victimization and sexually aggressive behaviors upon booking and admission to the JAC. This is to ensure a youth’s potential for victimization or predatory risk has been reviewed. The Respondent shall use the Department’s Screening for Vulnerability to Victimization and Sexually Aggressive Behavior (VSAB) form. This form shall be completed upon each youth’s admission and placed in the youth’s intake file. Forms shall be available at the JAC.

2. Documentation Requirements:

Upon admission of a youth to the JAC, the Respondent shall ensure the following is appropriately documented:

a. Documentation of all activities, including the times the youth was admitted and released and/or transferred to detention status.

b. Documentation of youth searches by transporting law enforcement officers and/or JAC security staff.

c. Documentation of medical clearance for youth presenting impairment due to drugs, alcohol, injury, or illness.

d. Documentation of contacts or attempted contacts made with the parent/ guardian for all youth presented to the JAC by law enforcement.

e. Documentation of demographic information of the individual(s) to whom the youth is released (if the youth is not securely detained) or may be released (if the youth is securely detained).

f. Documentation of all attempts to release youth to another responsible adult or respite care in cases involving domestic violence.

g. Documentation that the youth was made aware of their right to counsel and against self-incrimination.

3. Medical Clearance

a. Prior to Admission to the JAC, the Respondent staff shall ensure each youth receives a medical clearance using the Probation Medical and Mental Health Clearance Form (Exhibit 4).

b. This must be conducted in order to implement the statutory prohibition in section 985.115(2), F.S., against the acceptance into the JAC of youth exhibiting symptoms or demonstrating behaviors that suggest the youth is in need of immediate evaluation or treatment due to physical illness/injury, mental illness, or intoxication.

c. Documentation of medical clearance to ensure youth who are/appear to be impaired by drugs, alcohol, injury, or illness are not admitted to the JAC shall be completed and a copy of the completed form maintained in the JJIS Document Library.

Version: 21 Rev 01-22-24 Page 5 of 50

4. Personal Property Removal/Inventory/Transfer

a. At the Broward JAC, the Broward County Sheriff’s Office staff relieve the youth of any personal property, inventory the property and place in a property bag and seal the bag.

b. If the youth is released on Supervised Release or outright released, the property is returned to the youth.

c. If the youth is sent to the Regional Juvenile Detention Center (Circuit 17, as applicable), the Department’s JPO JAC Staff, the staff shall transfer all youth’s property transferred to the custody of the applicable Department’s Regional Juvenile Detention Center.

d. If the youth is sent to a Domestic Violence respite placement outside the home, the staff shall transfer the property to the Community Based Respite Care Service Respondent or relative or other responsible adult where the youth is placed for respite.

e. Staff shall adhere to written procedures ensuring the safe custody and return, upon release, of all youth property obtained during the booking process.

5. Screening and Intake Services:

a. The Respondent shall provide detention and intake screening services twenty-four (24) hours a day, seven days a week including weekends, holidays, and other state office closures. Detention hearings shall be attended by the Respondent’s assigned staff on weekends, holidays and other state office closures.

b. Screening and release shall be completed within six hours of admission to the JAC. When screening exceeds six hours, the Respondent shall maintain documentation of the reason(s) for the duration.

c. The Respondent shall conduct a face-to-face interview with the youth and his/her parent(s)/legal guardian(s) (if available) and gather available information to assess the youth’s service needs in order to develop the recommendation to the State Attorney’s Office and deliver the detention screening packet to all partners and the Department pursuant to local procedures.

d. The Respondent shall contact the victim(s) and the complainant or arresting officer by telephone to solicit their input, recommendations and/or document the attempted contact. Contacts shall be made or attempted by the Respondent prior to the submission of a recommendation to the State Attorney’s Office. A questionnaire provided by the Detention Screener and completed by the arresting officer may be utilized in lieu of a call to the arresting officer.

e. The Respondent shall ensure tasks, including but not limited to the following, are completed, as part of the detention screening process:

1) Screening of youth based on statutory criteria specified in sections

985.14 and 985.145, F.S.

2) Determination to detain or release a youth using the Department’s

Detention Screening Instrument (DSI). This instrument is used to determine if a youth meets detention criteria and to determine whether a youth should be placed in secure detention or on supervised release prior to a detention hearing.

3) Inputting youth data into the Juvenile Justice Information System (JJIS), pursuant to Department JJIS Business Rules listed at:

https://www.djj.state.fl.us/partners-providers-staff/data-integrity-jjis/jjis-information/business-rules.

4) Photographing youth and inputting the photo into the JJIS.

5) Completion and documentation of substance abuse and mental health screenings using Department approved instruments and forms including the Massachusetts Youth Screening Instrument, Second Version (MAYSI-2), and the Suicide Risk Screening Instrument (SRSI) in accordance with Rule 63N-1.0051, F.A.C.

Both assessment instruments and forms are required.

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6) Completion of the Human Trafficking Screening Tool (HTST).

7) Complete detention screening packets, in accordance with Rule

63D-13.0021(3), F.A.C., or any future superseding administrative rule or policy memorandum that addresses screening packets.

Policy memoranda are available at https://www.djj.state.fl.us/ services/probation-community-intervention/policy-memoranda.

8) Check the Florida Criminal Investigation Center/National Criminal Investigation Center (FCIC/NCIC) and Florida Safe Families Network (FSFN) systems to obtain a prior history on the youth, check for active warrants, and ensure that the youth is not identified as missing. If the Respondent does not have access to one or both systems, the Respondent shall identify alternative means to obtain this information during the detention screening process.

f. When further assessment is indicated by the SRSI or MAYSI-2, or when other information obtained during the detention screening process suggests the youth is a possible suicide risk, the following must take place:

1) If the youth is to be released into the custody of the parent or guardian, the parent or guardian must be informed verbally and in writing that suicide risk findings were disclosed during screening and that an assessment of suicide risk should be conducted by a qualified mental health professional.

2) The parent or guardian must be provided the Suicide Risk Screening Parent/Guardian Notification Form (MHSA 003) in accordance with Rule 63N-1.0092(1)(b), F.A.C. Form MHSA 003 is available at https://www.djj.state.fl.us/partners-providers-staff/forms-library. A copy of form MHSA 003, signed by the parent or guardian, is to be permanently filed in the JJIS Document Library.

3) If the youth is to remain in the custody of the Department, a Suicide Risk Alert is to be immediately entered into the JJIS and the youth is to be placed on constant supervision until an Assessment of Suicide Risk is conducted by, or under the supervision of, a licensed mental health professional as set forth in Chapter 63N-1, F.A.C.

4) The Respondent is to notify the Juvenile Detention Center of the risk/watch status of the youth and maintain written documentation of the individual notified and the receiving Juvenile Detention Officer who acknowledges the same.

g. When further assessment is indicated by the SRSI or MAYSI-2, or when other information obtained at initial intake suggests the youth has mental health or substance abuse treatment service needs, the following must take place:

1) The screener shall refer the youth to the designated Respondent for a Comprehensive Assessment.

2) If the youth is to be released into the custody of the parent or guardian, the parent or guardian must be informed verbally and in writing that mental health and/or substance abuse treatment service needs were disclosed during screening and that a Comprehensive Assessment should be conducted by the designated Respondent.

3) The parent or guardian must be provided the form entitled MAYSI Report, informing the parent that the youth has been referred to the designated Respondent for a Comprehensive Assessment. A copy of MAYSI Report is to be permanently filed in the JJIS Document Library.

6. State Attorney’s Office Recommendation:

https://www.djj.state.fl.us/services/probation-community-intervention/policy-memoranda https://www.djj.state.fl.us/services/probation-community-intervention/policy-memoranda

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a. The Respondent’s staff shall conduct a face-to-face interview with the youth and his/her parent(s)/legal guardian(s), and gather information, when available; to assess the youth’s service needs in order to develop the recommendation to the State Attorney.

b. At Broward JAC, the Respondent’s staff shall furnish to the State Attorney’s Office a recommendation on each case within twenty-four (24) hours, if the youth is detained, and within twenty (20) business days, if the youth is not detained.

c. The recommendation to the State Attorney shall thoroughly justify the best course of action for each case considering all aspects of the situation, including the probability the youth will not re-offend if non-judicial action(s) is recommended.

d. The State Attorney Recommendation shall be submitted separate from the Detention Admission Packet. The recommendation to the State Attorney must be reviewed by a Broward JAC Respondent staff supervisor or designee in advance of submission.

e. The Respondent’s staff shall complete the PACT prescreen forms during the development of the recommendation to the State Attorney. These forms provide guidance in making the determination of whether to recommend judicial or non-judicial handling.

7. Processing Diversion Eligible Youth for Release:

a. The Respondent’s staff shall contact the victim to clarify the circumstances of the alleged act and determine if they suffered a loss or injury and obtain the victim’s recommendation for disposition such as diversion. The Respondent shall document victim information on the Recommendation to the State Attorney’s Office form.

b. The Respondent’s staff shall register youth in JJIS and print face sheet.

c. The Respondent’s staff shall conduct Florida Safe Families Network

(FSFN) check and document results on Contact Notes/log.

d. The Respondent’s staff shall contact parent or guardian.

e. The Respondent’s staff shall conduct inform youth of right to counsel and against self-incrimination and of Grievance Procedure, along with Purpose of Conference.

f. The Respondent’s screening staff shall administer the Suicide Risk Screening Instrument (SRSI) and the Massachusetts Youth Screening Instrument (MAYSI-2), to determine whether a referral for further assessment or immediate intervention shall be made. The detention screener shall refer youth directly to the designated assessment Respondent (TASC or community Respondent) for the comprehensive assessment using the MAYSI-2 report and provide a copy to the parent or guardian.

g. The Respondent’s staff shall determine which diversion program meets the needs of the youth.

h. The Respondent’s staff shall prepare all necessary paperwork needed for the face-to-face initial conference with the parent or guardian.

i. Upon completion of parent/guardian conference, the Respondent’s staff shall complete victim letter and mail letter to the victim. The Respondent’s staff shall either discuss with or complete and send a letter to Law Enforcement requesting input regarding the case. Copies of letters shall be maintained in the youth’s file.

j. The Respondent’s staff shall discharge youth from JJIS and document release time.

8. Parental/Guardian Contact.

a. The Respondent’ staff shall ensure the youth’s parent(s)/legal guardian(s) are contacted to:

1) notify the parents of the youth’s location;

2) encourage the parent to be present while the youth is at the

Broward JAC; and

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3) ensure the youth is released to the parent(s)/legal guardian(s), or a responsible adult, when applicable;

b. At a minimum, the Respondent’s staff shall ensure staff document attempts to contact the parent(s)/legal guardian(s).

c. The Respondent’s staff shall ensure staff complete the Department’s Affidavit of Release to a Responsible Adult (Exhibit 5) for each youth released from the Broward JAC and not eligible for detention at the Department’s Regional Juvenile Justice Detention Center.

9. Transportation The Respondent shall arrange for the transportation of youth who are released, if the youth cannot be released in six hours or less to the parent/responsible adult, to the youth’s home or an approved shelter.

10. File/Court Packets

a. The Respondent shall develop youth files/court packets for the court, the

Department, the State Attorney, the youth’s attorney of record, and the respective Regional Juvenile Detention Center, for detained youth. The Respondent shall retain one copy of the complete file.

b. The Respondent shall retain one (1) copy of the complete file and a record of to whom and when the youth file was delivered.

c. For Broward JAC, the Respondent shall have the youth files/court packets available for the Department’s designee to pick up and deliver to the Court on a daily basis, pursuant to the local operating procedures of the Broward JAC and the Department’s Circuit 17 Juvenile Probation Office.

11. Case Management Services:

The Respondent shall ensure the provision of case management services to youth who receive services through the Broward JAC that shall include, but is not limited to:

a. Coordination with Department Juvenile Probation Officers, Detention

Services staff, the courts and other community–based agencies providing services to Department youth to ensure all service Respondents are aware of the arrest and charges against the youth. This includes referral to the Department of Children and Families when the youth is dependent.

12. Other Required Services

a. The Respondent shall participate in the Juvenile Assessment Center

Advisory Committee.

b. The Respondent shall coordinate with the Department regarding public information and requests from other agencies received by the Respondent of their JAC staff.

c. The Respondent shall abide by the Juvenile Assessment Center Advisory Committee’s Interagency Agreement.

13. Data Collection and Reporting Services:

a. The Respondent shall provide Data Collection and Reporting Services that shall include, but are not limited to:

1) Documentation of youth information in the Department’s Juvenile

Justice Information System (JJIS).

2) Documentation of the completion of all required intake and detention screening forms.

3) Documentation of the length of time each youth was held at the

JAC for intake and screening.

4) Documentation of the total number of youths screened.

5) Documentation of the total number of youths referred to the

Department for detention, released to his/her home, and the total number of youths referred to shelter.

6) Development and distribution of statistical reports generated by data collection to the Department and JAC services agencies.

And,

7) Other data collection and statistical reports as required or requested by the Department.

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b. The Respondent shall input into JJIS all non-arrest probable cause affidavits, pursuant to DJJ Business Rule, Procedure # 99-004 (January 2005).

14. Installation of Electronic Monitoring (EM) Equipment:

If a youth scores for Intensive Home Detention with Electronic Monitoring (IHD/EM) on the DSI or is court ordered to EM, prior to release from the JAC the Respondent shall ensure the Department-provided EM equipment is installed on the youth. This will include the following actions:

a. The Respondent’s staff shall conduct activation of the EM unit in the

Department’s EM database, Total Access.

b. The Respondent’s staff shall perform the initial entering of the youth’s EM twenty-four (24)-hour schedule and home zone, which shall include a one-time grace period for travel to home set-up.

c. The Respondent will contact the Department Circuit Chief or designee at least once a week to review the available EM unit inventory. In the event the current inventory is depleted or in danger of being depleted due to an influx of youth, the Respondent shall immediately contact the Department’s Circuit Chief or designee.

d. The Department will provide training on EM installation and coordinate access to the contracted EM Respondent’s data base, Total Access.

C. Service Limits Services shall be limited to youth presented to the JAC by local law enforcement who are alleged to have committed a delinquent act, and who meet the minimum criteria for admission to the JAC. The Respondent shall ensure each youth receives a medical clearance using the Department’s Medical and Mental Health Clearance Form (Exhibit 4).

D. Staffing/Personnel The Respondent and all personnel provided under this Contract, 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, for the services to be performed or for the position held.

All personnel shall renew licenses or certifications pursuant to applicable law or rule. The Respondent shall provide copies of all current licenses or certificates required for the delivery of services under this Contract to the Department’s Contract Manager prior to the delivery of services, the Respondent shall comply with Chapter 63H-3, Florida Administrative Code and Department training required by this Contract and certify the necessary staff as Instruction Techniques Workshop (ITW) trainers to ensure in-house training capabilities.

1. Staffing Levels

The Respondent shall employ the following staff to ensure provision of services twenty-four (24) hours a day, seven days a week, as required under the terms and conditions of this Contract:

a. One Detention Screener Supervisor to serve as the supervisor for Detention

Screeners for up to forty (40) hours per week as scheduled;

b. Eight Detention Screeners, for the required shift work and flexible scheduling, to perform screening services for youth admitted to the JAC total hours not to exceed an average of 320 hours per week as scheduled.

c. Two Booth Operators for up to eighty (80) hours per week as scheduled.

d. The Respondent, with the partnership of the Department, shall ensure full and complete coverage in the Booth at all times. Additional hours can be spent assisting the Data Entry clerk or other duties as required by the Detention Screening Supervisor.

e. One Clerical Position for up to forty (40) hours per week as scheduled.

f. Two Lead Screeners to perform screening services, for up to forty (40) hours per week, as scheduled.

2. Minimum Pay Rates

The pay rate for Respondent employees shall be no less than $20 per hour for contracted direct care staff (i.e., positions that provide services to youth under this contract); $21 per hour for selected senior staff (e.g., lead staff and supervisor positions); and $18 per hour for administrative support staff (e.g., administrative

Version: 21 Rev 01-22-24 Page 10 of 50 assistant positions). The Respondent is not precluded from increasing base pay rates for positions or increasing pay rates for individual employees within the parameters of the contracted rate to address recruitment and retention challenges.

3. Staff Shift Coverage/Schedule

a. Weekly Shifts:

To ensure a sufficient level of staff is available to provide services twenty-four hours a day, seven days a week, the Respondent shall coordinate with the Department of Juvenile Justice and the JAC Administration provider to ensure either a Detention Screener Supervisor or a Senior/Lead Detention Screener is present per the staff schedule established by JAC Administration provider Department of Juvenile Justice, and the Respondent to supervise Detention Screeners and oversee any administrative tasks.

b. Flexible Scheduling:

The Respondent shall ensure the availability of Detention Screeners on a flexible basis to provide services upon request of the Chief Probation Officer or designee as long as total Contract amount is not exceeded.

c. Monthly Schedule The Respondent shall participate with the JAC Administration provider and the Circuit 17 Juvenile Probation Office in the development of monthly staff schedule and shall ensure that Respondent staff work as scheduled.

d. Staff Sign-In/Out Log A log utilized by Respondent staff to sign or clock in and out to document hours worked shall be maintained at the Detention Screening Unit.

4. Staff Qualifications and Duties Program staff must be at least twenty-one (21) years of age at Broward JAC. The following minimum qualifications are required for the following position prior to the provision of services to Department youth:

a. Detention Screener Supervisor: This individual shall possess a bachelor’s degree from an accredited college or university and three (3) years of professional experience working with youth. Equivalent experience working with youth, year for year can substitute for the bachelor’s degree, but shall require the approval of the Regional Director with input from the Chief Probation Officer and notification to the Probation Assistant Secretary. The Detention Screener Supervisor is responsible for supervising the Detention Screeners.

b. Senior Detention Screener: This individual shall possess a high school diploma or its equivalent and two (2) years’ experience working with youth.

It is preferred that a Senior Detention Screener have a bachelor’s degree from an accredited college or university. Vocational/technical training can substitute at the rate of thirty (30) semester, forty-five (45) quarter or seven hundred twenty (720) classroom hours for each year of education. Senior Screeners are responsible for assisting the Detention Screening Supervisor and conducting screening activities using the Department’s approved forms and procedures, and preparing a youth file packet for the court, the State Attorney, Department’s Circuit Office, youth’s attorney, and Department’s Regional Juvenile Detention Center, when the youth meets detention criteria. The screener shall contact the Juvenile Probation Officer/Case Manager, when applicable; advise the youth of his/her rights;

and complete the Detention Screening Log.

c. Detention Screener: This individual shall possess a high school diploma or its equivalent and two (2) years’ experience working with youth.

Screeners are responsible for conducting screening activities using the Department’s approved forms and procedures, and preparing a youth file packet for the court, State Attorney, the Department’s Circuit Office, the youth’s attorney, and Department’s Regional Juvenile Detention Center, when the youth meets detention criteria. The screener shall contact the Juvenile Probation Officer/Case Manager, when applicable; advise the youth of his/her rights; and complete the Detention Screening Log.

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d. Control Booth Operator: This individual shall possess a high school diploma or its equivalent.

e. Part-time Clerical Support: This individual shall possess a high school diploma or its equivalent and typing skills.

4. Staff Training Staff performing screening duties shall successfully complete the Department’s curriculum for detention screening, JJIS, DSI, PAR, CPR, First Aid, Trauma Informed Care, Civil Rights training and the requirements specified in Chapter 63H-3, F.A.C.

5. Changes in Staffing The Respondent shall provide a written request to the Department’s Contract

Manager and Chief Probation Officer to request a waiver of the above professional qualifications. Waivers of the above professional qualifications shall be granted only when it is determined to be in the best interest of the Department and be approved in writing by the Regional Director and the Chief Probation Officer.

E. Service Location Detention Screening and Intake Services shall be provided for youth brought to the Broward County Juvenile Assessment Center (JAC) located at 2600 SW 4th Avenue, Fort Lauderdale, Florida 33315. Changes to the location for services shall only be made at the direction of the Office of Probation and Community Intervention and shall require a Contract amendment.

IV. Deliverables

A. Service Units/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 required shall result in a reduction in the invoice. In months where the Respondent did not complete services, an invoice is not required. The service unit/deliverable under this Contract is one twenty-four (24) hour day of detention screening services, consistent with the minimum requirements contained in this Attachment. If the Respondent’s staffing falls below seventy-five percent (75%), the department shall only pay the Respondent for hours worked by Respondent staff. Payment for hours worked shall be at the hourly rate listed in the Respondents budget, which shall be maintained by the Contract Manager. The Department reserves the right to withhold any payment, or pro rate any payment, if the Respondent fails to perform any task or other activity required by this Contract in accordance with the terms and conditions of this Contract.

B. Reports The Department will require progress or performance reports throughout the term of this

Contract. The Respondent shall complete reports as required to become eligible for payment. 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

Contract Manager Contact Information Changes: After execution of this Contract, any changes in the contact information to the above Contract Managers may be provided by either party, by written notification to the other party, with a copy of the written notification sent to the Department’s Bureau of Contracts. A copy of the written notification shall be maintained in the official Contract record. All notices required by this Contract or other communication regarding this Contract shall be sent by United States Postal Service or other delivery service with proof of delivery.

1. Invoice

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A properly prepared invoice shall be submitted directly to the Department’s Contract Manager within thirty (30) calendar days following the end of the month for which services were rendered. Payment of the invoice shall be pursuant to section 215.422, Florida Statutes and any interest due shall be paid pursuant to section 55.03(1), Florida Statutes. 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.

a. The Respondent shall submit the monthly invoice accompanied by the

Youth Census Report with sufficient documentation to fully justify payment for the number of staff service hours. The Respondent shall report, in accordance with Department policy, all youth admissions, releases and inactive status in JJIS as required. Failure by the Respondent to promptly report may result in a reduction in the monthly invoice.

b. The Respondent shall not receive payment for services rendered prior to the execution date or after the termination date of this Contract.

c. Invoices for amounts due under this Contract shall be submitted in detail sufficient for a proper pre-audit and post-audit thereof.

d. Documentation of service delivery shall be in accordance with Attachment I, Section IV., Deliverables.

2. Monthly Staff Hours Summary Report The Respondent shall submit, with the invoice, a summary report of all staff hours worked, by position, documenting the total number of hours submitted on the invoice. The summary report shall also include the pay rate for each individual employee during the invoice period. The format of this report shall be approved by the Contract Manager.

3. Staff Time Sheets Staff Time Sheet for each staff who worked during the invoice month shall be submitted with the monthly invoice to document the number of hours worked. The time sheets shall distinguish between hours worked and leave/vacation/personal time off.

4. Staff Sign-In/Out Log or Time Clock Log A log utilized by Respondent staff to sign or clock in and out to document hours worked shall be maintained at the Detention Screening Unit.

5. List of Youth Screened and Six Hour Admission/Release Report A list of youth for whom detention screening or intake services were provided shall be submitted monthly. The report shall include the youth’s name, JJIS number, date youth was screened or provided intake services and time of admission and release from the Juvenile Assessment Center. The report shall be submitted to the Department’s Contract Manager on a monthly basis in a format to be approved by the Contract Manager.

6. Proof of Insurance A Certificate of Insurance shall be provided to the Department’s Contract Manager prior to the delivery of service, and prior to expiration. Certificates of Insurance shall reflect appropriate coverage(s) based on the recommendation of a licensed insurance agent, and the minimums listed in this Contract.

7. Subcontract(s) A copy of all subcontracted agreements entered into by the Respondent and a subcontractor for services required of the Respondent via this Contract, shall be submitted to the Department in advance for approval. A signed copy of the subcontract approved 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.

8. Organizational Chart The Respondent’s organizational chart shall be provided upon execution of this Contract, annually, and upon changes. The organizational chart shall include the programmatic and administrative structure of the Respondent’s organization.

9. Staff Vacancy Report

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The Respondent shall provide a complete list of all vacant program positions required by this 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 90 calendar days. Services shall be provided to all Department youth by qualified Respondent staff regardless of whether a position(s) is vacant.

10. Certified Minority Business Enterprise (CMBE) The Respondent shall submit to the Contract Manager, along with each monthly invoice, a copy of Exhibit 2, Florida MBE Utilization Report – available at:

http://www.djj.state.fl.us/Respondents/contracts/index.html, listing all payments made for supplies and services to Minority Business Enterprises (MBEs) during the invoice period. The listing shall identify the MBE code for each payment.

11. Ad Hoc Reports:

The Respondent shall provide the Department ad hoc reporting upon request of the Department’s Contract Manager or designee.

12. 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 contract, a copy of the license, certification, and/or education credentials shall be provided with the Staff Hire Report. The Respondent shall use Exhibit 6 for the staff hire report submission. A copy can be found at http://www.djj.state.fl.us/partners/contract-management.

13. Training Plan:

The Respondent shall provide a training plan to incorporate at a minimum pre-service and in-service training as outlined in Chapter 63H-3, F.A.C. Training plans will be approved by Staff Development & Training (SD&T) to ensure compliance with Chapter 63H-3, F.A.C. If applicable, the plan should also include any specialized training outlined in the Respondent’s Contract. A plan must be submitted at the onset of this Contract as well as annually each January. The Respondent shall use the Department’s Training Plan template to develop its plan.

A copy of the template can be found at http://www.djj.state.fl.us/partners/contract-management.

14. State of Florida, Executive Order (EO) 20-44 Annual Report The Respondent shall submit the State of Florida, Executive Order (EO) 20-44 Annual Report upon request by the Department by the required due date. The EO 20-44 Annual Report requires submittal of the most recent IRS Form(s) or other source documentation and the total compensation for the Respondent’s executive leadership team.

REPORT LIST FREQUENCY DUE DATES DUE TO

Invoice Monthly 30 calendar days Contract Manager Monthly Staff Hours Summary Report

Monthly Submit with Invoice Contract Manager

Payroll Time Sheet Monthly Submit with invoice Contract Manager

Staff Time Sheets Monthly Submit with invoice Contract Manager

Staff Sign In/Out Log or Time Clock Log

Monthly Maintain at the Detention Screening Unit

Contract Manager

List of Youth Screened and Six Hour Admission/ Release Report

Monthly To be submitted with the invoice Chief Probation Officer http://www.djj.state.fl.us/providers/contracts/index.html http://www.djj.state.fl.us/partners/contract-management http://www.djj.state.fl.us/partners/contract-management http://www.djj.state.fl.us/partners/contract-management http://www.djj.state.fl.us/partners/contract-management

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Proof of Insurance Coverage

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

Contract Manager

Copy of Subcontracts Upon execution of Contract

Upon execution of Contract Contract Manager

Organizational Chart Upon Contract execution;

annually; and upon changes

Prior to the delivery of services and July 1

Contract Manager

Staff Vacancy Report Monthly 10th day of the month following the reporting month

Contract Manager

CMBE Utilization Report

Monthly 10th day of the month following the reporting month

Contract Manager

Ad Hoc Reports Upon Request Upon Request Contract Manager

Staff Hire Report Monthly 10th day of the following reporting month

Contract Manager

Training Plan Upon Contract Execution;

Annually

Prior to the delivery of services and January 1

Contract Manager

State of Florida, Executive Order (EO) 20-44 Annual Report

Annually, upon request

As requested by the Department’s Contract Manager or designee

Contract Manager

C. Delivery of deliverables and reports shall not be construed to mean acceptance of those deliverables and reports. The Department reserves the right to reject deliverables and reports as incomplete, inadequate, or unacceptable. The Contract Manager will approve or reject deliverables and reports.

V. PERFORMANCE MEASURES

A. Listed below are the key Performance Measures, with minimum standards of performance, deemed most crucial to the success of the overall desired service delivery. The Respondent shall ensure that the stated performance measures and standards (level of performance) are met. Performance shall be measured, beginning the second month after which service has been fully implemented.

1. GOAL: 100% of youth admitted to the Detention Screening Unit shall have a completed Detention Risk Assessment Instrument.

MEASURE: This percentage shall be calculated by dividing the number of DSIs conducted by the number of youth admitted to the Detention Screening Unit.

STANDARD: 100% of youth admitted to the Detention Screening Unit shall have a completed Detention Risk Assessment Instrument conducted.

2. GOAL: 100% of youth receiving a detention screening shall be out-processed within six (6) hours from the time of entry at the Detention Screening Unit or have documentation of the Respondent’s effort to ensure the youth was processed and released within six (6) hours after they were accepted for admission.

MEASURE: This percentage shall be calculated by dividing the number of youth out-processed within six (6) hours of entry at the Detention Screening Unit by the number of youth entering the Detention Screening Unit.

STANDARD: 85% of youth receiving a detention screening shall be out-processed within six (6) hours from the time of entry at the Detention Service Unit or have documentation of the Respondent’s effort to ensure the youth was processed and released within six (6) hours after they were accepted for admission.

B. Outcome Evaluation:

1. The Respondent, throughout the term of the Contract, shall document compliance with required service tasks, performance and provide documentation of such for inspection via Contract Management, annual program monitoring, and quality improvement inspections and deliver findings in applicable reports.

2. The Department will use the process and outcome data collected throughout the duration of the Contract to determine the effectiveness of the services.

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3. The results may be used in evaluation of the service needs or the Respondent’s performance when considering future Contract renewals and funding.

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ATTACHMENT B

GENERAL INSTRUCTIONS FOR THE PREPARATION AND…