RFP 10872_Addendum1_Final 101024.pdf

RFP #10872

Addendum #1

REQUEST FOR PROPOSAL (RFP)

ADDENDUM #1

October 10, 2024

RFP Number: 10872

RFP Services: The Department of Juvenile Justice (DJJ) and the Office of Probation and

Community Intervention are issuing this RFP for the provision of a Comprehensive Evaluation for each youth referred to the Department who are alleged to have committed a delinquent act and who is being considered for commitment to the Department; other youth may be referred for a Comprehensive Evaluation at the Department’s discretion. Comprehensive Evaluation services shall be provided in the awarded judicial circuit(s) by properly licensed professionals who possess the minimum qualifications contained herein.

UNSPSC Code: 92101702; 93141500; 93141503; 93141506; 93141507

Subject: This Addendum contains questions received from potential Respondents, and the

Department’s answers to the questions, and updates the Standard Comprehensive Evaluation language; updates the Specialized Add-On Evaluations language; updates the Staff Training language; updates the Reports language; updates the Minimum Components of the Evaluation/Data to be Collected by the Provider language; updates the Evaluation processes language;

updates the Face-to-Face Youth Interview and Psychometric Assessment (Questionnaire, Rating and Scales) language; updates the Standard Comprehensive Evaluation Summary Format language; updates the Total Maximum Contract Dollar Amount language, and updates the Past Experience With Population To Be Served language. Additionally, this addendum updates the Calendar of Events.

Deletions are indicated by “strikethrough”. Additions, updates or replacements are indicated by underscore.

All changes are highlighted yellow for quick reference.

REFERENCE: Page 6, Attachment A, Section III, A., 1., Standard Comprehensive Evaluation UPDATE: j. The Standard Comprehensive Evaluation must be completed and submitted within fifteen (15) business twelve (12) calendar days of the date the youth was referred to the Respondent by the Department. If circumstances lead to a Respondent’s anticipated non-compliance with the required timeframe, the Respondent shall notify the Circuit’s CPO and the youth’s JPO no later than forty-eight (48) hours (not including weekends) prior to the due date of the report. Notification shall be in writing (email acceptable) stating the reasons why the report will not be delivered within the required timeframe and identifying the date the report will be delivered. The CPO will determine if extenuating circumstances beyond the Respondent’s control do exist and will take appropriate action to notify appropriate parties. Notification of approval from the CPO of extenuating circumstances shall be made in writing (email acceptable) to the Respondent. Non-compliance with required timeframe due to such circumstances will not affect payment of services rendered as long as the exception authorization is included with the invoice. Failure to include exception authorization may result in delay or reduction of payment as a financial consequence.

REFERENCE: Page 7, Attachment A, Section III, A., 2., Specialized Add-On Evaluations UPDATE: a. The following Specialized Add-On Evaluations may be added to a Standard Comprehensive Evaluation:

iii. Psychosexual Evaluation as specified in Attachment A-6, Protocol for Psychosexual Evaluations/Juvenile Sexual Offender Evaluations, is required for youth with a history of sex offenses or sexually inappropriate behavior OR adjudicated sex offenders.

Not applicable to this Rate Agreement.

c. If a Specialized Add-On Evaluation is requested at the same time the youth is referred for a Standard Comprehensive Evaluation, the Specialized Add-On Evaluation must be completed and submitted with the Standard Comprehensive Evaluation within fifteen (15) business twelve

(12) calendar days of the date the youth was referred to the Respondent by the Department. If a Specialized Add-On Evaluation is requested at a different time, either by recommendation of the Respondent or as otherwise determined by the Department, the Specialized Add-On Evaluation must be completed and submitted with the Standard Comprehensive Evaluation or within five (5) calendar days, whichever is later within twelve (12) calendar days of the date the Specialized Add-On Evaluation was requested by the Department. If circumstances lead to a Respondent’s anticipated non-compliance with the required timeframe, the Respondent shall notify the Circuit’s CPO and the youth’s JPO no later than forty-eight (48) hours (not including weekends) prior to the due date of the report. Notification shall be in writing (email acceptable) stating the reasons why the report will not be delivered within the required timeframe and identifying the date the report will be delivered. The CPO will determine if extenuating circumstances beyond the Respondent’s control do exist and will take appropriate action to notify appropriate parties.

Notification of approval from the CPO of extenuating circumstances shall be made in writing (email acceptable) to the Respondent. Non-compliance with required timeframe due to such circumstances will not affect payment of services rendered as long as the exception authorization is included with the invoice. Failure to include exception authorization may result in delay or reduction of payment as a financial consequence.

REFERENCE: Pages 10-11, Attachment A, Section III, C., 3., Staff Training UPDATE: b. The Respondent is All personnel provided under this Rate Agreement, whether performance is as a Respondent, subcontractor, or any employee, agent, or representative of the Respondent or subcontractor, are required to complete comprehensive evaluation training provided by OHS prior to conducting any evaluation under this Rate Agreement; the Respondent is required to complete, as well as any updated comprehensive evaluation training(s) provided by OHS throughout the term of the Rate Agreement. New hire training with OHS shall be made available upon request and shall typically be provided via webinar.

REFERENCE: Pages 14-15, Attachment A, Section V, Reports

UPDATE:

REPORT LIST FREQUENCY DUE DATE DUE TO

DEPARTMENT

Standard Comprehensive Evaluation Report for all youth

For each youth when the evaluation is completed

Within fifteen (15) business twelve

(12) calendar days of the referral date from the Department.

Juvenile Probation Officer

REPORT LIST FREQUENCY DUE DATE DUE TO

DEPARTMENT

Specialized Add-On Evaluation Report requested for youth at the same time as a Standard Comprehensive Evaluation

For youth when the Specialized Add-On Evaluation is completed

Within fifteen (15) business twelve

(12) calendar days of the referral date and accompanied by the Standard Comprehensive Evaluation.

Juvenile Probation Officer

Specialized Add-On Evaluation Report requested for youth at a different time than the request for a Standard Comprehensive Evaluation

For youth when the Specialized Add-On Evaluation is completed

Within fifteen (15) business days of the referral date and accompanied by the Standard Comprehensive Evaluation or within five (5) business days of receipt of written approval by the CPO, whichever is later twelve

(12) calendar days of the date the Specialized Add-On Evaluation was requested by the Department.

Juvenile Probation Officer

REFERENCE: Page 17, Attachment A-1, Section I, C., Minimum Components of the

Evaluation/Data to be Collected by the Provider UPDATE: 4. Conduct a career interest inventory using Jobtimize, unless a career interest inventory using Jobtimize has been completed in the past twelve

(12) months and is attached to the evaluation.

REFERENCE: Page 17, Attachment A-1, Section I, E., Evaluation Process UPDATE: 5. The Provider shall conduct a career interest inventory using Jobtimize and

REFERENCE: Page 18, Attachment A-1, Section II, E., Evaluation Process UPDATE: 1. The Department will submit to the Provider, all available education data.

The Provider shall review the data for accuracy and completeness. The Provider shall request from the JPO any data not received as part of the referral packet.

2. The Provider shall review data for accuracy and completeness and collect important information through direct school contact and documents from the youth’s academic file. Attempts to obtain information shall be documented in the Comprehensive Evaluation packet. The Provider shall request additional information from the school district to conduct its Academic Evaluation, as necessary, and shall document its attempts in writing in the Standard Comprehensive Evaluation report.

3. The Provider shall administer the Woodcock-Johnson Tests of Cognitive Abilities (WJ IV) most recent version of the Wide Range Achievement Test (WRAT) with the youth face-to-face.

REFERENCE: Page 19, Attachment A-1, Section IV, D., Face-to-Face Youth Interview and

Psychometric Assessment (Questionnaire, Rating and Scales) UPDATE: 4. The following assessments shall be completed:

c. Wechsler Abbreviated Scale of Intelligence (WASI-II). When there is justification for use of an alternative, comparable intelligence test for a specific youth, based on recognized practice standards (e.g., American Psychological Association), the justification for use of the alternative intelligence test must be documented in the Comprehensive Evaluation. The Respondent shall not use an alternative, comparable intelligence test for all youth.

REFERENCE: Page 23, Attachment A-2, Standard Comprehensive Evaluation Summary Format

UPDATE: Evaluation Procedures/Information Sources List the information sources, evaluation instruments, and procedures used and dates the on which tests, structured interviews, rating scales, etc. were administered and completed. (Examples of evaluation procedures and information sources may include, but are not limited to, review of DJJ referral packet; review of prior academic, vocational, medical, mental health, and/or substance abuse records; parent interview; youth interview; career interest inventory; Woodcock- Johnson Tests of Cognitive Abilities (WJ IV); Wide Range Achievement Test (WRAT); Wechsler Abbreviated Scale of Intelligence (WASI-II); Millon Adolescent Clinical Interview (MACI-II); Personal Experiences Inventory (PEI); Youth Self Report (YSR); Mental Status Exam.)

REFERENCE: Pages 31-33, Attachment B, III, A, Calendar of Events (table) (Informational

Notice #1)

UPDATE:

DATE TIME ACTION WHERE

Friday, September 20, 2024 Thursday, October 10, Before or by 5:00

PM

EST/EDT

Anticipated date answers to written questions will be posted on the website

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

Wednesday, September 25, 2024 Thursday, October 17, Before or by 5:00

PM

EST/EDT

Deadline for Respondents to request access to the Bid Library

Send to Bethany.Richardson@djj.state.fl.us

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

Extended to October 2nd due to Hurricane

Friday, October 18, Before or by 5:00

PM

EST/EDT

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

Submit to the Bid Library.

To Be Determined

Monday, October 21, Before or by 2:00

PM

EST/EDT

Proposals Due and Opened - Conference Call

Telephone 1-888-585-9008 and enter code 853-498-626# when directed.

To Be Determined Wednesday, November

6, 2024

10:00 AM

EST/EDT

Evaluation Team Briefing Conference Call

(This meeting is open for public attendance)

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 853-498-626#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/conf https://vendor.myfloridamarketplace.com/ mailto:Bethany.Richardson@djj.state.fl.us http://www.djj.state.fl.us/partners/contracting/conference-calls

DATE TIME ACTION WHERE

erence-calls within 48 hours of the Briefing being concluded, excluding weekends and holidays.

To Be Determined

Monday, November 25, 2024

10:00 AM

EST/EDT

Evaluation Team Debriefing Conference Call

(This meeting is open for public attendance)

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 8015582#

A recording of the Conference Call will be available at:

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

Monday, December

2, 2024

Before or by 5:00

PM

EST/EDT

Notice of Intended Award

MyFlorida.com web site

Wednesday, January 1, Anticipated Contract Start Date

REFERENCE: Page 37, Attachment B, Section XIV, Total Maximum Contract Dollar Amount UPDATE: The Department has the obligation to provide Psychosexual Evaluation and Sex

Offender Treatment Services, as determined by the youth’s needs. The Department is required to complete a Comprehensive Evaluation for each youth referred to the Department who is alleged to have committed a delinquent act and is being considered for commitment to the Department. Other youth may require a Comprehensive Evaluation as ordered by the court or as determined by the Department. The actual number of service units to be provided each year is variable and changes based on the population and needs of the youth. Therefore, there is not an annual dollar amount included in this RFP.

REFERENCE: Page 41, Attachment B, Section XX, D., 3., Past Experience With Population

To Be Served UPDATE: a. This section shall describe the Respondent’s past experience serving the juvenile sex offender population.

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the RFP. Protests must be filed with the General Counsel’s Office, Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, within the time prescribed in section 120.57(3), Florida Statutes (F.S.), and chapter 28-110, Florida Administrative Code (F.A.C.). Notices delivered by hand delivery or delivery service shall be to the Agency Clerk, Office of the General Counsel, Florida Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, with a copy to the Department’s Procurement Manager responsible for this solicitation. Failure to file a protest within the time prescribed in section 120.57 (3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under chapter 120, F.S. Written notices, formal requests and proceedings must conform to the requirements set forth in chapter 28-110, F.A.C.

Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the department or agency pursuant to section 120.57(3), F.S., shall post with the department or the agency at the time of filing the formal written protest a bond payable to the department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the Respondent within seventy-two (72) hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Respondent. The estimated contract amount is not subject to protest pursuant to section 120.57(3), F.S. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the department or agency may, in either case, accept a cashier's check, official bank check, or money order in the amount of the bond. If, after completion of the administrative hearing process and any appellate court proceedings, the department or agency prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees. This section shall not apply to protests filed by the Office of Supplier Diversity. Upon payment of such costs and charges by the protestor, the bond, cashier's check, official bank check, or money order shall be returned to the protestor. If, after the completion of the administrative hearing process and any appellate court proceedings, the protestor prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees.

SIGNED BY: _______________________________________________________________________

NAME: ____________________________________________________________________________

COMPANY: ________________________________________________________________________

TITLE: ____________________________________________________________________________

DATE:_____________________________________________________________________________

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

Questions are presented in the exact manner they were received.

JoAnn Prisco - Chrysalis Health – Received 09/12/2024

Question #1 Can you please clarify what elements of the evaluations must be conducted face to face and what elements are allowable via telehealth?

o What we understand is that all contact with everyone except the identified youth is allowable via telehealth.

o Are there any circumstances that would allow for telehealth with the youth in lieu of face to face? (For example, what if the youth is ill and the only way to conduct the evaluation within the timeframe would be by doing an evaluation via telehealth?

Answer #1 Please refer to Attachment A, Section I., A.: “telehealth is not authorized as a means to conduct any aspect of the evaluations, excluding contact with the Juvenile Probation Officer (JPO), the parent/guardian or other collateral sources of information, such as a teacher, therapist, or other family member.”

Question #2 Can you please clarify:

o Section III (A) (1) (b) says “…Comprehensive Evaluation …shall include … a face to face clinical interview …” . The word “a” suggests one face to face.

o Then subsection III (A) (1) (g) says “If parent /guardian is not available to conduct clinical interview …contact … by telephone or telehealth….”

Answer #2 Please refer to Attachment A, Section III., A., 1., b.: “shall include at minimum [emphasis added] a face-to-face clinical interview of the youth and an interview with the parent(s)/legal guardian(s).”

Please also refer to Attachment A., Section III., A., 1., g.: “If the parent(s)/legal guardian(s) is not available for a face-to-face interview [emphasis added], the Respondent shall contact the parent(s)/legal guardian(s) by telephone or telehealth session to gather insight into the youth’s functioning and collect pertinent information.”

Question #3 The RFP specifies providing sex offender treatment services, is that a typo (p. 37) o TOTAL MAXIMUM CONTRACT DOLLAR AMOUNT The Department has the obligation to provide Psychosexual Evaluation and Sex Offender Treatment Services, as determined by the youth’s needs.

Answer #3 Please refer to the update referenced above for Page 37, Attachment B, Section XIV, TOTAL

MAXIMUM CONTRACT DOLLAR AMOUNT.

Jo-Ann Bliss - Center for Clinical and Forensic Psychology Inc. – Received 09/12/2024

Question #4 Once a packet is received, we will review to make sure we have all records. In the case of missing educational records, the RFP states to request them from the probation officer and also, “The Provider shall review data for accuracy and completeness and collect important information through direct school contact etc…” Can you clarify who we need to request this information from and if the school contact information will be provided?

Answer #4 Please refer to the update referenced above for Page 18, Attachment A-1, Section II, E., Evaluation Process.

Question #5 The time frame for submitting the psychological add-on is five calendar days, if it is requested after the Standard Comprehensive Evaluation. The psychological add-on requires just as much time as the Comprehensive. Would you consider increasing the time frame so the psychologist can have adequate time to schedule an appointment, administer the test and write the report?

Answer #5 Please refer to the updates referenced above for Page 7, Attachment A, Section III, A., 2., Specialized Add-On Evaluations, and Pages 14-15, Attachment A, Section V, Reports.

Question #6 Jobtimize appears to be a third party platform. With all the recent data breaches I am concerned about HIPAA compliance and how secure the youth's information would be. This would also require access to a computer to administer. This would present a security challenge at the Detention Centers and Residential programs. As outside contractors we are not allowed to bring in phones, computers or any recording devices. For this reason I have always utilized tests that have a paper version when I go into secure facilities. Pearson has a Vocational interest inventory called the CAI that has a paper and pencil version available. Pearson also has a HIPPA compliant scoring system available. The RFP states, “When there is justification for use of an alternative, comparable intelligence test for a specific youth, based on recognized practice standards (e.g., American Psychological Association), the justification for use of the alternative intelligence test must be documented in the Psychological Evaluation”. In situations where the youth is seen in secure detention or in home without a secure network connection may we use an alternative, comparable career vocational test?

Answer #6 Please refer to the updates referenced above for Page 17, Attachment A-1, Section I, C., Minimum Components of the Evaluation/Data to be Collected by the Provider, and Page 17, Attachment A-1, Section I, E., Evaluation Process.

Question #7 When the clinician finds it appropriate during other portions of the standard comprehensive evaluation, may we use an alternative, comparable test for a specific youth, based on recognized practice standards (e.g., American Psychological Association)?

Answer #7 Please refer to the update referenced above for Page 19, Attachment A-1, Section IV, D., Face-to- Face Youth Interview and Psychometric Assessment (Questionnaire, Rating and Scales).

Question #8 Under the academic assessment section you stipulated the latest version of the Woodcock -

Johnson test of Cognitive Ability. This is more of an Intelligence test and would not give specific data on reading, math, spelling, etc. That would be the Woodcock -Johson test of Achievement IV.

Wechsler and Kaufman also have Individual Achievement tests available. This is what the School Systems use when they are evaluating a child for possible ESE services. Can you clarify this?

Answer #8 Please refer to the updates referenced above for Page 18, Attachment A-1, Section II, E., Evaluation Process, and Page 23, Attachment A-2, STANDARD COMPREHENSIVE EVALUATION

SUMMARY FORMAT.

Patrick Miley - PEM Services LLC – Received 09/11/2024

Question #9 In the grant response description on p. 41, 3a- it specifically requests past experiencing serving juvenile sex offender population when that isn’t the focus of the RFP. The focus of past experience should be on describing experiences providing assessments to juvenile offenders as that is more relevant to the services being requested. Was this an error?

Answer #9 Please refer to the update referenced above for Page 41, Attachment B, Section XX, D., Technical Proposal - Volume 1, Tab 3.

Question #10 In the previous/existing contract, the expectation was to administer the Learning Style Inventory, but there is no mention of it in this RFP. Has that expectation been removed and not required in this RFP?

Answer #10 The Learning Style Inventory is not included in the protocols for Comprehensive Evaluations or Specialized Add-On Evaluations in this solicitation.

Question #11 Currently, abbreviated IQ scores below 80 requires a Full Scale Psychological IQ Add-on

Evaluations. Now, it appears that threshold has increased to 85 or below which will require more Psychological IQ Add-on evaluations. Is this correct?

Answer #11 Yes, the IQ range was updated in accordance with DSM-5 guidelines for Borderline Intellectual Functioning.

Question #12 On page 7 a. iii, last sentence, states Psychosexual Evaluations are not applicable to this Rate

Agreement. However, it appears Psychosexual Evaluations are described as part of the services that are expected. Can you clarify what is meant by it not being applicable?

Answer #12 Please refer to the update referenced above for Page 7, Attachment A, Section III, A., 2., Specialized Add-On Evaluations.

Question #13 On page 10, 3 b. it states that it is required to complete comprehensive evaluation training protocol by OHS. I’m not aware of this training. What does this entail? Do all providers that do comprehensive evaluations have to take this training or just the entity that has the contract? Is there a current webinar I can access now with this training? What more can you tell me about this required OHS training?

Answer #13 Please refer to the update referenced above for Pages 10-11, Attachment A, Section III, C., 3., Staff Training.

Question #14 On page 11 d- What are the Dept. required trainings for this contract?

Answer #14 Please refer to the update referenced above for Pages 10-11, Attachment A, Section III, C., 3., Staff

Training.

Question #15 On page 12-13, the list of contract managers is left blank. Should this be completed?

Answer #15 No, this will be completed if the Respondent is awarded a contract.

Question #16 On page 17, I C, the use of Jobtimize appears very prescriptive, lengthy, and costly. My understanding from talking to representatives of Jobtimize is the DJJ will be responsible for paying for and utilizing Jobtimize and the results will be shared with the Comprehensive Evaluator so that the results can be included in the report and reviewed with the youth. Please confirm this is the expectation or explain more how Jobtimize will work in the Comprehensive Evaluation process.

Answer #16 Please refer to the updates referenced above for Page 17, Attachment A-1, Section I, C., Minimum Components of the Evaluation/Data to be Collected by the Provider, and Page 17, Attachment A-1, Section I, E., Evaluation Process.

Question #17 On page 18, it references the requirement to use Woodcock-Johnson Test of Cognitive Abilities (WJ

IV). Is this to replace the WRAT-5 that is currently being used or can the WRAT-5 still be used in place of the WJ IV? The WJ IV can only be performed by a level C qualification provider who is specialized in interpretation of psychological assessments which LMHC, LMFT, and LCSW do not meet. Only psychologists trained in testing can meet this requirement which doesn’t seem to make sense to have this expectation. The Woodcock-Johnson Achievement and Oral Language Batteries are restricted to Level B qualifications which is at a level for the professionals qualified to conduct the Comprehensive Evaluations. Please clarify the expectations on what can be used to assess academic evaluation. The WRAT-5 has been acceptable in the past, but not mentioned in this RFP.

Answer #17 Please refer to the updates referenced above for Page 18, Attachment A-1, Section II, E., Evaluation Process, and Page 23, Attachment A-2, STANDARD COMPREHENSIVE EVALUATION

SUMMARY FORMAT.

Question #18 On page 19, it references the use of only WASI-II when the RIST-2 was acceptable in the past. Can the RIST-2 still be used as the IQ screening tool? It has been very reliable in predicting the Full Scale IQs performed by the psychologists in my experience.

Answer #18 Please refer to the update referenced above for Page 19, Attachment A-1, Section IV, D., Face-to- Face Youth Interview and Psychometric Assessment (Questionnaire, Rating and Scales).

Question #19 On page 41, C- it refers to submitting Attachment S, but there is no such attachment in the document. Please provide link or directions on how to complete Attachment S- Tie Breaking Certifications.

Answer #19 Attachment S, Tie Breaking Certifications, is posted as a separate document in the Vendor Information Portal (VIP) for this solicitation.

Question #20 On page 43-44, is it acceptable for the financial balance sheet to include January through December of 2023? Or do we have to submit more recent mid-year balance sheets?

Answer #20 Please refer to Attachment B, Section XX., E., 3., a., 2.: “If the balance sheet date [emphasis added] of the most recent, available audited or reviewed financial statements are earlier than sixteen (16) months from the issue date of the RFP [emphasis added], the Respondent must provide compiled financial statements in accordance with SSARS, with a balance sheet date no earlier than six months from the date of the RFP [emphasis added], along with the most recently issued or reviewed financial statements, with a balance sheet date no earlier than 24 months of the issue date of the RFP [emphasis added].”

Quinn Cohen – Directions for Living – Received 09/11/2024

Question #21 • Using sound hiring policies and practices, does the selected respondent have full and final authority to make the hiring decisions of the staff proposed?

• Will the selected respondent and the Department both have the option to terminate the agreement for convenience with 30-days written notice?

• Are respondents able to use funding for staff?

• Is there an allowable de minis rate?

Answer #21 Please refer to Attachment A, Section III., C., Staffing/Personnel, regarding staffing requirements and qualifications. Please note that all personnel provided under this Rate Agreement, whether performance is as a Respondent, subcontractor, or any employee, agent, or representative of the Respondent or subcontractor, must comply with the Department’s background screening requirements, in accordance with Attachment A, Section III., C., 4., Staff Background Checks.

Please also refer to Attachment G, Section V., B., regarding the advance notice required for a Provider to terminate a rate agreement for its convenience.

Austyn Van Der Linden- Tallahassee Counseling and Consulting – Received 09/10/2024

Question #22 Does DJJ provide the psychometric assessments (Achenbach’s Youth Self-Report, Conner’s Comprehensive Behavioral Rating Scale, Wechsler Abbreviated Scale of Intelligence, Massachusetts Youth Screening Instrument, Woodcock-Johnson test of Cognitive Abilities) to the providers or are providers required to purchase psychometric assessments to use for the comprehensive evaluations?

Answer #22 Attachment A-1, Section IV., D., requires the Respondent to complete a psychometric assessment, which includes a symptom checklist/rating scale. Subparagraph 4., a., provides examples of symptom checklists/ rating scales the Respondent may use; the Respondent is required to purchase the symptom checklist/rating scale it chooses to use. Please note that the Department will provide a completed MAYSI with the referral.

Question #23 Is there a minimum number of staff the agency/provider must have to be considered for the RFP?

Answer #23 Please refer to Attachment A., Section III., C., 1., a.: “The Respondent shall maintain sufficient staff to meet the Department’s referral needs…”

Question #24 Does the provider submitting a bid have to have a staff members in their agency that qualifies to complete each specialized add on? Ex: Agency submitting the bid must have psychiatrist, psychologist, and LCSW who is qualified to complete psychosexual.

Answer #24 Please refer to Attachment H: “the Respondent… may provide a price (rate) for specialized add-ons they are able to provide [emphasis added]” Please also refer to Attachment A., Section III., C., 1., Staffing Levels, and 2., Staffing Qualifications.

Question #25 If a specialized add on evaluation is approved for the Youth during the time of the comprehensive evaluation is being completed and the provider who is completing the evaluation is not qualified to do the specialized add on, whose responsibility is it to find a provider to complete the add on evaluation? Ex: Psychosexual or psychiatric was approved and requested during the comprehensive evaluation assessment period and the provider completing the comprehensive evaluation is not qualified to complete the psychosexual or psychiatric evaluation. Does the Probation Officer refer the specialized add on to an approved provider or is the responsibility of the provider completing the comprehensive evaluation to make sure the specialized add on is completed?

Answer #25 Youth requiring a Specialized Add-On Evaluation at the time of the Comprehensive Evaluation referral will be referred to a Respondent that was awarded a contract for the Specialized Add-On Evaluation required. If a Respondent recommends a Specialized Add-On Evaluation for which it is not contracted to provide, it will be the Department’s responsibility to identify a provider to complete the Specialized Add-On Evaluation.

Question #26 What happens if the parents/guardian refuses to sign release of information and informed consent for provider to complete comprehensive evaluation?

Answer #26 The Respondent should contact the referring Juvenile Probation Officer (JPO) if the necessary release of information form(s) are not provided with the referral or if the youth and/or parent/guardian refuses to participate in the evaluation process, including the informed consent process.

Question #27 On page 5, Section C (Youth Determination and Referral) number 3 states, “The automated email from JJIS will contain the following items, when available” and list several different documents. In number 4, it states the Respondent should contact the JPO to confirm the receipt of the referral and if the required information is missing, the Respondent shall request it. Since the items are being emailed as they are available, when does the 15-day assessment period begin? Is it as soon as all required documents are received or as soon as the initial email from JJIS is received?

Answer #27 Please refer to Attachment A., Section III., A., 1., j.: “The Standard Comprehensive Evaluation must be completed and submitted within fifteen (15) business twelve (12) calendar days of the date the youth was referred to the Respondent by the Department [emphasis added]. If circumstances lead to a Respondent’s anticipated non-compliance with the required timeframe, the Respondent shall notify the Circuit’s CPO and the youth’s JPO no later than forty-eight (48) hours (not including weekends) prior to the due date of the report. Notification shall be in writing (email acceptable) stating the reasons why the report will not be delivered within the required timeframe and identifying the date the report will be delivered. The CPO will determine if extenuating circumstances beyond the Respondent’s control do exist and will take appropriate action to notify appropriate parties.

Notification of approval from the CPO of extenuating circumstances shall be made in writing (email acceptable) to the Respondent. Non-compliance with required timeframe due to such circumstances will not affect payment of services rendered as long as the exception authorization is included with the invoice. Failure to include exception authorization may result in delay or reduction of payment as a financial consequence.”

Question #28 Is the legal reimbursement per testimony per Youth or is there a maximum amount allowed to be billed per Youth per month? Ex. You have been requested for Deposition for Youth you completed comprehensive evaluation on and then requested to testify in court within the same month due to Youth being having multiple charges. Is the provider able to bill for the preparation, travel time, and wait time prior to Deposition and preparation, travel time, and wait time prior to Court testimony on the same Youth within a 30-day period?

Answer #28 Please refer to Attachment H: “…per hour not to exceed five hours per appearance [emphasis added]…”

Question #29 Is there any data that shows the average number of Comprehensive Evaluation referrals per Circuit within a calendar year?

Answer #29 There were 2,975 Comprehensive Evaluation referrals statewide during fiscal year 2023-24:

Circuit Referrals Circuit Referrals Circuit Referrals 1 257 8 216 14 47 2 58 9 195 15 200 3 166 10 193 17 154

4 276 11 111 18 131 5 273 12 88 19 96 6 175 13 51 20 131 7 157