RFP 10872 FINAL.pdf

RFP #10872

Version: 21 Rev 01-22-24 Page 1 of 68

Date: September 3, 2024

Subject: Department of Juvenile Justice (Department or DJJ) Solicitation # 10872 – PROB –

RFP - Comprehensive Evaluations and Specialized Add-On Evaluations - - Statewide

Request for Proposals (RFP): 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.

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 A-1 Standard Comprehensive Evaluation Protocol Attachment A-2 Standard Comprehensive Evaluation Summary Format Attachment A-3 Comprehensive Evaluation Referral Form Attachment A-4 Specialized Add-On Evaluation Psychological Evaluation Protocol Attachment A-5 Specialized Add-On Evaluation Psychiatric Evaluation Protocol Attachment A-6 Specialized Add-On Evaluation Psychosexual Evaluation Protocol Attachment B General Instructions for the Preparation and Submission of Proposals Attachment C Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Evaluation Criteria Attachment G Sample Vendor Rate Agreement2 Attachment H Price Sheet (MANDATORY) Attachment I Reserved Attachment J Reserved Attachment K Drug-Free Workplace Certification2

Attachment L PUR 1355 – Foreign Country of Concern Attestation3 (MANDATORY) Attachment M 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 Invoice2 https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms http://www.djj.state.fl.us/partners/procurement-and-contract-administration http://www.djj.state.fl.us/partners/forms-library/contracts

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Exhibit 2 Designation and Request to Change Primary Intervention and Treatment Services2

Exhibit 3 Florida Minority Business Enterprise (MBE) Utilization Report2

Exhibit 4 Staffing Qualifications and Educational Requirements Chart2

Exhibit 5 Pre-Service Training Plan2

Exhibit 6 Annual In-Service Training Plan2

Exhibit 7 Delinquency Interventions and Treatment Sessions Table2

Exhibit 8 Youth Census Report2 Exhibit 9 Overview of Specialized Treatment Services

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

Per subsection 287.057(25), Florida Statute (F.S.), Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or manager of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the procurement documents.

Violation of this provision may be grounds for rejecting a proposal. All communications from Respondents shall be in writing (by e-mail, 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) 717-2635 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, Bethany Richardson, Procurement Manager

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Bureau of Procurement and Contract Administration Florida Department of Juvenile Justice The Knight Building, Suite 1100 2737 Centerview Drive Tallahassee, Florida 32399-3100 Telephone: 850-717-2635 Fax: 850- 414-1625 E-Mail Address: Bethany.Richardson@djj.state.fl.us

Version: 21 Rev 01-22-24 Page 4 of 68

ATTACHMENT A

SERVICES SOUGHT

COMPREHENSIVE EVALUATIONS

I. GENERAL DESCRIPTION

A. General Description of Services

The Department is required to complete 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. All Comprehensive Evaluations shall be conducted in accordance with Chapters 63D-13 and 63N-1, Florida Administrative Code (F.A.C.). All of the components of a Comprehensive Evaluation include a face-to-face interview with the youth and face-to-face assessments;

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.

B. General Services to be Provided

1. Standard Comprehensive Evaluations: This evaluation is a thorough analysis of the youth in five (5) domains of a youth’s life (i.e., vocational, academic, medical, mental health, and substance abuse) and includes administration of an in-depth evaluation of one (1) or more of these areas where indicated. The objective of the Standard Comprehensive Evaluation is to determine the youth’s level of functioning and treatment needs. The Standard Comprehensive Evaluation builds on information and data generated in previous screening and assessments of the youth and shall include a face-to-face interview of the youth and an interview of the youth’s parent/legal guardian. Protocols set forth in section III., B. (Service Limits) of this Attachment and Attachment A-1 define the data and clinical information that shall be collected in each of the five (5) domains of the Comprehensive Evaluation. The Respondent shall avoid duplicating documented information from previous assessments or screenings.

2. Specialized Add-On Evaluations: These additional evaluations, which may be added to a Standard Comprehensive Evaluation, may include a Psychological Evaluation, Psychiatric Evaluation, and/or Psychosexual Evaluation, based on the needs of the youth, with prior approval of the Chief Probation Officer (CPO) in the identified Circuit. Requirements and set protocols for Specialized Add-On Evaluations are set forth in Attachments A-4, A-5, and A-6.

C. Authority Authority for the Department to obtain Comprehensive Evaluations is granted in sections 985.18(5), 985.185, and 985.43(1), Florida Statutes (F.S.). Services provided to Department youth shall be in accordance with the Chapters 63D-13 and 63N-1, Florida Administrative Code (F.A.C.).

D. Goal of the Service A Comprehensive Evaluation is not intended to recommend for or against commitment, but to assist the Department in making the most appropriate placement decision by identifying treatment needs for the youth based on his/her unique characteristics, diagnoses, and the youth’s presentation. This does not prohibit the Respondent from making recommendations related to the youth’s receptivity and potential responsiveness to residential and/or community-based treatment. Exhibit 1 provides an overview of specialized treatment services provided in the Department’s residential commitment programs. This table may be altered as residential commitment programs change, and final youth placement decisions shall be made by the Department. The Department may provide an updated Exhibit 1 at any time without an amendment to this Rate Agreement.

II. YOUTH TO BE SERVED

A. General Description of Youth to be Served

The Respondent shall provide services to all youth referred by the Department.

B. Youth Eligibility

All youth referred for services by the Department are eligible to receive services.

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C. Youth Determination and Referral

1. The Respondent shall accept all Department referrals and complete a Standard

Comprehensive Evaluation for all youth referred. Referrals will be sent to the Respondent via an automated email from the Department’s Juvenile Justice Information System (JJIS).

2. For any Specialized Add-On Evaluation (Psychological, Psychiatric, and/or Psychosexual), the service must be authorized in writing (e-mail acceptable) by the CPO or designee at the time of the referral; the authorization should be included in the automated email from JJIS. The Department will only pay for services with the appropriate approval documentation.

3. The automated email from JJIS will contain the following items, when available:

a. Comprehensive Evaluation Referral Form (Attachment A-3);

b. Expanded Face Sheet;

c. School information (e.g., statewide assessment scores, Individual

Education Plan [IEP], Progress Monitoring Plan [PMP], 504 Plan, Educational Plan [EP], English Language Learner [ELL] Plan, exceptional student education [ESE] plan(s), intelligence quotient [IQ] scores or ratings, grades, and behavior and attendance records), as permissible by a release of information form(s) and/or interagency agreement(s) between the Department and the local school district;

d. Arrest affidavits, violations of probation, and transfer requests;

e. Victim statements;

f. Most recent Community Assessment Tool (CAT) Overview Report;

g. Release of Information forms;

h. Prior assessments available to the Department (e.g., prior comprehensive evaluations, Substance Abuse/Mental Health (SAMH-2) assessments, Massachusetts Youth Screening Instrument - Second Version (MAYSI-2), Suicide Risk Screening Instrument (SRSI), psychological, and biopsychosocial);

i. Prior mental health/substance abuse treatment records available to the Department;

j. Prior medical information available to the Department (i.e., medical history and/or results of a medical exam after obtaining release, when necessary), as permissible by a release of information form(s);

k. History of employment and vocational training;

l. Most recent pre-/post-disposition report (PDR); and

m. Signed Authority for Evaluation and Treatment (AET) form.

4. The Respondent shall contact the JPO via telephone or email to confirm receipt of the referral. If the Respondent does not receive the required information, as outlined above, the Respondent shall contact the JPO to request the missing information and document any extenuating circumstances that would not allow completion of the evaluation in the required timeframe.

D. Limits on youth to be served Services shall only be provided to youth referred by the Department. Specialized Add-On Evaluations shall only be provided upon written approval of the CPO.

III. SERVICE TASKS

A. Service Tasks The Respondent shall provide evaluation services as requested by the Department.

Respondent service tasks are as follows:

1. Standard Comprehensive Evaluation

a. The Standard Comprehensive Evaluation shall collect, analyze and summarize data in five (5) domains of a youth’s life (i.e., mental health and substance abuse, vocational, academic, and medical,) and conducts an in-depth evaluation in these areas where indicated.

b. The objective of the Standard Comprehensive Evaluation is to determine the youth’s level of functioning and treatment needs. The Standard Comprehensive Evaluation builds on the information and data generated in previous screening and assessments of the youth and shall include at

Version: 21 Rev 01-22-24 Page 6 of 68 minimum a face-to-face clinical interview of the youth and an interview with the parent(s)/legal guardian(s).

c. Set protocols, as specified in Attachment A-1, define the data and clinical information that shall be collected in each of the five (5) domains of the Standard Comprehensive Evaluation: vocational (if indicated), academic, medical, mental health, and substance abuse.

d. The Standard Comprehensive Evaluation shall include recommendations for treatment for any identified diagnoses as identified in the most recent version of Diagnostic and Statistical Manual of Mental Disorders (DSM), including specifiers, V Codes, and “Other Conditions That May Be a Focus of Clinical Attention” and documentation of functional impairment related to each diagnosis and overall functioning.

e. The Respondent shall include recent information gathered from the youth and parent(s)/legal guardian(s) during the evaluation and ensure all domains have been addressed within the Standard Comprehensive Evaluation Report format included as Attachment A-2 (Standard Comprehensive Evaluation Summary Format). The Standard Comprehensive Evaluation must be written in narrative form and provide detailed information on the components above.

f. The Respondent shall conduct the needed components of the Standard Comprehensive Evaluation using the approved protocols and protocol format in the Attachments of this Rate Agreement. The Respondent shall ensure minimum questions/data are covered in each of the domains.

g. The Respondent shall meet face-to-face with the youth and with the parent(s)/legal guardian(s), if the parent/guardian is available, to conduct a clinical interview and gain insight into the youth’s functioning in the five

(5) domains. If the parent(s)/legal guardian(s) is not available for a face-to-face interview, 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. If the parent(s)/legal guardian(s) cannot be available for a telephone interview or telehealth session, attempts to contact the parent/guardian shall be documented in the Standard Comprehensive Evaluation and other collateral sources shall be interviewed.

h. The Respondent shall make appropriate clinical diagnoses and recommendations for treatment and service needs based on information provided and information obtained as part of the evaluation process.

i. The Respondent shall make appropriate assessment and recommendations for services related to a supervision plan for youth who remain in the community or for reference and use during the commitment staffing for youth to be placed in a residential commitment program.

j. The Standard Comprehensive Evaluation must be completed and submitted within fifteen (15) business 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.

2. Specialized Add-On Evaluations

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a. The following Specialized Add-On Evaluations may be added to a Standard Comprehensive Evaluation:

i. Psychological Evaluation, as specified in Attachment A-4, Protocol for Psychological Evaluations is required for any youth with a documented formal psychological evaluation over twelve

(12) months old which indicates a full scale IQ of seventy (70) or below and adaptive functioning deficits resulting in a developmental disability (DD)/a diagnosis of Intellectual Disability, or a full scale IQ between seventy (70) and eighty-five (85) and adaptive functioning deficits resulting in a diagnosis of Borderline Intellectual Functioning (BIF). Youth with an abbreviated IQ of eighty-five (85) or below who appears in need of a psychological evaluation to determine the youth’s eligibility for a residential commitment program with DD services or BIF services are to be brought to the attention of the CPO.

ii. Psychiatric Evaluation, as specified in Attachment A-5, Protocol for Psychiatric Evaluations, is primarily used for youth with Complex Mental Health issues or youth referred based upon identification of severe mental health issues in available records or Court Order.

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.

b. Any Specialized Add-On Evaluation determined necessary for a youth must have prior authorization, in writing (e-mail acceptable) by the CPO or designee, or the Respondent may not be compensated for the service.

Specialized Add-On Evaluations must be written in narrative form and provide detailed information on the components required by the applicable protocol (i.e., Attachments A-4, A-5, and A-6). The use of a checklist or fill-in-the-blank format in lieu of a narrative is strictly prohibited.

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 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. 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.

B. Service Limits The following protocols set limits for each domain of the Comprehensive Evaluation:

1. Vocational Evaluation Protocol: A Vocational Evaluation shall be completed as part of the Standard Comprehensive Evaluation for all youth referred for a

Version: 21 Rev 01-22-24 Page 8 of 68 comprehensive evaluation who are at least sixteen (16) years old and for whom a vocational placement might be appropriate. The Vocational Evaluation shall address the components listed in Section I (Vocational Evaluation Protocol) of Attachment A-1.

2. Academic Evaluation Protocol: An Academic Evaluation shall be completed as part of the Standard Comprehensive Evaluation for all youth referred for a comprehensive evaluation. The Academic Evaluation shall address the components listed in Section II (Academic Evaluation Protocol) of Attachment A- 1.

3. Medical History and Review of Available Medical Information Protocol: A Medical History and Review of Available Medical Information shall be completed as part of the Standard Comprehensive Evaluation for all youth referred for a comprehensive evaluation. The Medical History and Review of Available Medical Information shall address the components listed in Section III (Medical History and Review of Available Medical Information Protocol) of Attachment A-1.

4. Mental Health Evaluation Protocols: A Mental Health Evaluation shall be completed as part of the Standard Comprehensive Evaluation and for all youth referred for a comprehensive evaluation. The Mental Health Evaluation shall address the components listed in Section IV (Mental Health Evaluation Protocols) of Attachment A-1.

5. Substance Abuse Evaluation Protocols: A Substance Abuse Evaluation shall be completed as part of the Standard Comprehensive Evaluation for all youth referred for a comprehensive evaluation. The Substance Abuse Evaluation shall address the components listed in Section IV (Substance Abuse Evaluation Protocols) of Attachment A-1.

6. Psychological Evaluation Protocol Upon approval of the CPO, the Respondent shall provide a Psychological Evaluation for youth identified as in need of psychological evaluation. The Psychological Evaluation shall address the components listed in Attachment A-4 (Psychological Evaluation Protocol).

7. Psychiatric Evaluation Protocol Upon approval of the CPO, the Respondent shall provide a Psychiatric Evaluation for youth identified as in need of a psychiatric evaluation. The Psychiatric Evaluation shall address the components listed in Attachment A-5 (Psychiatric Evaluation Protocol).

8. Psychosexual Evaluation Protocol Upon approval of the CPO, the Respondent shall provide a Psychosexual Evaluation for youth identified as in need of a psychosexual evaluation. The Psychosexual Evaluation shall address the components listed in Attachment A-6 (Psychosexual Evaluations Protocol).

C. Staffing/Personnel The Respondent and 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, shall continually maintain all licenses, protocols, and certifications necessary, 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 such 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 Rate Agreement to the Department’s Contract Manager, prior to the delivery of services or as part of this Rate Agreement. All clinical staff qualifications must be reviewed and approved by the Department’s Office of Health Services (OHS) and the Contract Manager prior to conducting evaluation services.

1. Staffing Levels

a. The Respondent shall maintain sufficient staff to meet the Department’s referral needs, with staff meeting the minimum professional, educational, and licensure qualifications and requirements as outlined in this Rate Agreement. The Respondent shall maintain a back-up staffing plan to ensure the ability to maintain qualified staffing as proposed to meet service needs. All staff providing services shall have qualifications pre-approved by OHS, prior to delivering any services to Department youth. A list of

Version: 21 Rev 01-22-24 Page 9 of 68 approved staff is included as Exhibit 2 (Staffing Documentation Requirements) attached to this Rate Agreement. Exhibit 2 may be updated/revised upon approval of OHS without the need of an Amendment to this Rate Agreement. Upon revision, a copy of the updated Exhibit 2 shall be provided to the Department’s Contract Manager for inclusion in the official Rate Agreement file.

b. The Respondent shall have available, through staff or contract with appropriate professionals, the availability of mental health, substance abuse, education, and medical professionals, as needed, who have the education, experience, and licensure as specified in Section III., C., 2.

(Staffing Qualifications) to complete Standard Comprehensive Evaluations.

c. If services are provided through subcontracted staff, the Respondent shall ensure its subcontractors make their principal or qualified employees available to interview and assess youth in locations convenient to the youth and family, including but not limited to, homes, schools, juvenile detention centers, residential commitment programs, community-based programs, hospitals, juvenile probation offices, juvenile assessment centers, or community centers.

d. The Department will not make payment for any Standard Comprehensive Evaluation or Specialized Add-On Evaluation in which the interview or testing was conducted by an individual who does not meet appropriate qualifications listed in this Rate Agreement and is not reflected on Exhibit 2.

2. Staffing Qualifications

a. A Florida licensed or certified professional acting within the scope of his/her licensure in his/her respective profession shall personally conduct each evaluation and may be assisted by non-licensed evaluation staff as set forth in this section. The term “Florida licensed or certified professional” as used above includes: a psychiatrist licensed under chapter 458 or 459, F.S. who is Board Certified in child and adolescent psychiatry or psychiatry by the American Board of Psychiatry and Neurology; a licensed psychologist or school psychologist under chapter 490, F.S.; a licensed mental health counselor, licensed clinical social worker or licensed marriage and family therapist under chapter 491, F.S.; a licensed physician or physician assistant under chapter 458 or 459, F.S.; or a certified addictions professional under chapter 397, F.S.

b. Mental Health Evaluations shall be conducted by a licensed mental health professional, and may be assisted by a master’s level or Doctoral level mental health clinical staff person working under the direct supervision of a licensed mental health professional meeting the qualifications below:

i. A licensed mental health professional means a psychiatrist licensed pursuant to chapter 458 or 459, F.S. who is board certified in Child and Adolescent Psychiatry by the American Board of Psychiatry and Neurology, a psychologist licensed pursuant to chapter 490, F.S., or a mental health counselor, clinical social worker or marriage and family therapist licensed pursuant to chapter 491, F.S. The licensed mental health professional must conduct the face-to-face interview or the assessment/evaluation of the youth, and when assisted by a mental health clinical staff person as set forth in paragraph (ii) below, the name of each mental health clinical staff person who assisted the licensed mental health professional and his/her role in the evaluation must be specified in the evaluation report. Each report must be reviewed and signed by the licensed mental health professional. Please note that Registered Interns under chapter 491, F.S., are not licensed, and cannot function as a licensed mental health professional.

ii. A mental health clinical staff person shall have no less than a master’s degree from an accredited university or college with a

Version: 21 Rev 01-22-24 Page 10 of 68 major in Psychology, Counseling, Clinical Social Work, or Marriage and Family Therapy and shall meet the qualifications set forth in paragraph (a) or (b) below:

a) Is a “Registered Mental Health Counselor Intern”, “Registered Clinical Social Worker Intern” or “Registered Marriage and Family Therapist Intern” under chapter 491, F.S., working under the direct supervision of the licensed mental health counselor, licensed clinical social worker or licensed marriage and family therapist under chapter 491, F.S., conducting the evaluation; OR

b) Is a licensed school psychologist, psychological intern, psychological trainee or psychological resident (holding, at a minimum, a master’s or Doctoral degree in psychology) working under the direct supervision of the licensed psychologist conducting the evaluation as set forth in Rule 64B19-18.004, F.A.C.

c. Substance Abuse Evaluations shall be conducted by a substance abuse professional who meets the qualifications provided in paragraph (i) or (ii) below:

i. Is a substance abuse service Respondent licensed under chapter

397, F.S., or an employee of a substance abuse service Respondent licensed under chapter 397, F.S., who holds no less than a Master’s degree from an accredited university or college with a major in Psychology, Counseling, Social Work or Related Therapeutic Services Field is one in which major course work includes the study of human behavior and development, counseling and interviewing techniques, psychopathology or diagnoses, and individual, group and family therapy. The employee of the service Respondent licensed under chapter 397, F.S., shall work under the direct supervision of a “qualified professional” as defined in section 397.311(26), F.S.; OR

ii. Is a physician or physician assistant licensed under chapter 458 or 459, F.S., a psychologist licensed under chapter 490, or a mental health counselor, clinical social worker or marriage and family therapist licensed under chapter 491, F.S.

d. Psychological Evaluations shall be conducted by a licensed psychologist under chapter 490, F.S., and may be assisted by a psychological intern, psychological trainee, or psychological resident (a person holding, a Master’s or Doctoral degree in psychology who has education and training specifically in psychological testing) as set forth in Rule 64B19-18.004, F.A.C.

e. Psychiatric Evaluations shall be conducted by a licensed physician under chapter 458 or 459, F.S., who is a board certified in Child and Adolescent Psychiatry by the American Board of Psychiatry and Neurology.

f. Psychosexual Evaluations shall be personally conducted by a licensed psychologist meeting the requirements under section 490.0145 F.S., and Rule 64B19-18.0025 F.A.C., to practice juvenile sexual offender therapy or a licensed mental health counselor, licensed clinical social worker or licensed marriage and family therapist meeting the requirements under section 491.0144, F.S., and Rule 64B4-7.007 F.A.C., to practice juvenile sexual offender therapy.

3. Staff Training

a. The Respondent shall ensure all staff is properly trained in service delivery and the requirements of this Rate Agreement, including documentation and contents required for evaluation reports. Additionally, the Respondent shall ensure all staff maintain all training requirements for licensing and continuing education for their professions.

b. The Respondent is required to complete comprehensive evaluation training provided by OHS prior to conducting any evaluation under this Rate Agreement; the Respondent is required to complete any updated

Version: 21 Rev 01-22-24 Page 11 of 68 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.

c. The Respondent is responsible for all training costs associated with this Rate Agreement. Respondent staff training shall be accomplished in accordance with the requirements contained herein and shall be coordinated with the Department. Any training to be provided by the Department shall be coordinated with the Department’s Contract Manager.

d. All staff delivering services to Department youth must have in his/her personnel file, maintained by the Respondent, documentation demonstrating successful completion of Department required training, documentation of required training for the service to be provided, documentation of a background screening conducted by the Department’s Office of the Inspector General, and the minimum education and professional qualifications for the applicable position.

4. Staff Background Checks

a. The Respondent shall comply with the Department’s Statewide Procedure on Background Screening for Employees, Vendors, and Volunteers that is available on the Department’s website. The Respondent shall comply with the requirements for background screening pursuant to chapters 39, 435, 984, and 985, F.S. and the Department’s background screening policy.

Failure to comply with the Department’s background screening requirements may result in termination of this Rate Agreement.

b. A background screening shall be completed in accordance with the Department’s Background Screening Policy and Procedures on all newly hired staff and provided to the Department’s Contract Manager prior to the initiation of employment to provide services under this Rate Agreement.

c. The Respondent shall ensure staff obtains the required five (5) year background re-screening every five (5) years from the date of their approval to work at the facility in accordance with the Department’s statewide procedure. Five (5) year re-screenings shall not be completed more than twelve (12) months prior to the original screening approval date.

Results of re-screenings shall be provided to the Department’s Contract Manager.

d. The Respondent shall notify the Background Screening Unit and the Department’s Contract Manager when any personnel provided under this Rate Agreement, whether performance is as a Respondent, subcontractor, or any employee, agent, or representative of the Respondent or subcontractor, is no longer providing services under this Rate Agreement.

e. The Respondent’s Contract Manager shall notify appropriate Department staff to update the Staffing Verification System if the Respondent does not have access to the system.

5. Staffing Changes Changes to the minimum number of staff and qualifications required in this Rate Agreement are not authorized. Staff changes shall be approved in writing by the Department’s Contract Manager, OHS, and CPO/designee.

D. Service Location and Times

1. Service Locations

a. The Respondent shall make its principal or qualified employees available to interview and assess youth in locations throughout the awarded circuit(s) convenient to the youth and family, including but not limited to, homes, schools, juvenile detention centers, residential commitment programs, community-based programs, hospitals, juvenile probation offices, juvenile assessment centers, and community centers.

b. If the Respondent does not have a Respondent-owned or leased facility in the circuit proposed where youth files shall be securely maintained, then the files shall be maintained at the administrative office location.

2. Service Times

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Services shall be provided to youth during traditional and non-traditional business hours, including weekends. The Respondent shall maintain an administrative office and/or contact number to receive Department referrals between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding State holidays.

3. Changes in Service Times/Locations Any changes to service delivery time or locations must be approved in advance by the Department’s Contract Manager, in consultation with the CPO in the circuit where services are provided.

E. Property No property furnished or purchased with Rate Agreement funds is required for the delivery of services defined under the terms of this this Rate Agreement.

F. Informed Consent/Records Release Procedures The Respondent must obtain informed consent for evaluations and release of records in accordance with Florida law. Confidential information may be shared as set forth in Chapter 985.04, F.S.

G. Documentation and Record Management The Respondent is responsible for implementing a record-keeping system which ensures the confidentiality, security, and integrity of information on youth relating to services provided in this Rate Agreement. The Respondent shall document updated comprehensive evaluations that address the components listed in this Rate Agreement. All reports shall be checked for accuracy prior to submission.

H. Legal Testimony

1. The Respondent acknowledges that services performed under this Rate

Agreement are for youth currently under jurisdiction of the Department, and as such, the Respondent may receive written/verbal requests or legal subpoenas from the Circuit Court, State Attorney’s Office, Public Defender’s Office, and/or other judicial entities to provide testimony regarding the comprehensive evaluation.

2. The Respondent shall ensure that qualified personnel are available to provide such expert testimony and that qualified personnel responds timely and/or appears as stipulated in the request and/or subpoena. The Respondent shall immediately notify the CPO or designee upon receipt of any subpoena involving or affecting the Department. In addition, if unavoidable circumstances result in the personnel not being able to appear, the CPO or designee shall be notified as soon as possible to the potential failure to appear.

IV. DELIVERABLES

A. Service Units/Deliverables The service unit to be delivered under the resulting Rate Agreement is a Standard Comprehensive Evaluation with Report with Report. Upon further written approval (email acceptable) of the CPO, the following deliverables may be provided:

1. Specialized Add-On Psychological Evaluation with Report;

2. Specialized Add-On Psychiatric Evaluation with Report; and/or

3. Specialized Add-On Psychosexual Evaluation with Report;

B. Legal Testimony The service unit for legal testimony is one hour of preparation, traveling, and waiting time prior to testimony. The Respondent shall invoice the Department for actual hours spent on preparation, travel, and waiting time prior to testimony, not to exceed five (5) hours. The Respondent shall document time spent by the date and hours worked when submitting an invoice for such testimony and provide a copy of the request (email request acceptable) or the legal subpoena. If request was verbal, the Respondent should request a written e-mail request from the CPO or designee.

V. REPORTS

A. The following are the Contract Managers for the respective parties. All matters shall be directed to the Contract Managers for action or disposition. Any and all notices shall be delivered to the parties at the following addresses:

Respondent Department

Version: 21 Rev 01-22-24 Page 13 of 68

B. Contract Manager Contact Information Changes

After execution of this Rate Agreement, 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 to be sent to the Department’s Bureau of Procurement and Contract Administration. A copy of the written notification shall be maintained in the official Rate Agreement record. All notices required by this Rate Agreement or other communication regarding this Rate Agreement shall be sent by United States Postal Service or other delivery service with proof of delivery.

C. The Department will require progress or performance reports throughout the term of this Rate Agreement. The Respondent shall complete reports as required to become eligible for payment.

1. Invoice

A properly prepared invoice shall be submitted directly to the 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, F.S., and any interest due shall be paid pursuant to section 55.03(1), F.S. A Vendor Ombudsman, established within the Department of Financial Services, may be contacted if a Respondent is experiencing problems in obtaining timely payment(s) from a State of Florida agency. The Vendor Ombudsman may be contacted at 850- 413-5516. The Respondent shall submit a monthly invoice with sufficient documentation to fully justify payment for the deliverables/service units delivered the previous month.

2. Youth Census Report A complete list of youth who were provided services required under the terms and conditions of this Rate Agreement during the service period detailed on the invoice shall be furnished. At a minimum, the Youth Census Report shall include the referral date, the referring JPO’s last name, youth’s first initial, juvenile justice identification number, date Standard Comprehensive Evaluations and Specialized Add-On Evaluations (if applicable) were conducted, and date complete report submitted. Final Youth Census Report format in any Rate Agreement, shall be determined between the Respondent and the Department’s Contract Manager.

3. Standard Comprehensive Evaluation Report The Respondent shall produce a Standard Comprehensive Evaluation Report for each youth evaluated using the prescribed format of Attachment A-2 (Standard Comprehensive Evaluation Summary Format) and attach key documents that provide background for the service needs recommendations, including, but not limited to, vocational evaluation, academic evaluation, medical history and review of available medical information, mental health evaluation, and substance abuse evaluation. The report shall be completed for Standard Comprehensive Evaluations.

4. Specialized Add-On Evaluation Reports For Specialized Add-On Evaluations (Psychological, Psychiatric, or Psychosexual), the Respondent shall produce a written report in narrative form and provide detailed information on the components provided in the applicable protocol. The use of a checklist or fill-in-the-blank format in lieu of a narrative is strictly prohibited.

5. 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 minimum requirements listed in this Rate Agreement.

Version: 21 Rev 01-22-24 Page 14 of 68

6. Subcontract(s) A copy of all subcontracted agreements entered into by the Respondent and a subcontractor for services required of the Respondent via this Rate Agreement, shall be submitted to the Department’s Contract Manager in advance for review. A signed copy of the subcontract reviewed by the Department shall be provided to the Department’s Contract Manager prior to the delivery of services to Department youth and payment to the subcontractor.

7. Organizational Chart The Respondent’s organizational chart shall be provided upon execution of this

Rate Agreement, annually, and upon changes. The organizational chart shall include the programmatic and administrative structure of the Respondent’s organization.

8. Staff Vacancy Report The Respondent shall provide a complete list of all vacant program positions required by this Rate Agreement, and include the position title, position number, date of vacancy, and position description. The Respondent shall provide the Department’s Contract Manager with an explanation for vacancies which exceed ninety (90) calendar days. Services shall be provided to all Department youth by qualified Respondent staff regardless of whether a position(s) is vacant.

9. 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 this Rate Agreement, a copy of the license, certification, and/or education credentials shall be provided with the Staff Hire Report, which is available at http://www.djj.state.fl.us/partners/contract-management. New staff hire qualifications shall be submitted to the Contract Manager for review by OHS prior to providing services.

10. Florida Minority Business Enterprise (MBE) Utilization Report The Respondent shall submit to the Department’s Contract Manager, along with each monthly invoice, the Florida MBE Utilization Report, listing all payments made for supplies and services to MBEs during the invoice period. The listing shall identify the MBE code for each payment. The Florida MBE Utilization Report is available at https://www.djj.state.fl.us/partners-providers-staff/bureau-of-procurement-and-contract-administration-bpca.

11. State of Florida, EO 20-44 Annual Report The Respondent shall submit the State of Florida, 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 DATE DUE TO

DEPARTMENT

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

Contract Manager

Youth Census Report Monthly To be submitted with the monthly invoice.

Contract Manager

Standard Comprehensive Evaluation Report for all youth

For each youth when the evaluation is completed

Within fifteen (15) business days of the referral date from the Department.

Juvenile Probation Officer

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 days of the referral date and accompanied by the Standard Comprehensive Evaluation.

Juvenile Probation Officer http://www.djj.state.fl.us/partners/contract-management https://www.djj.state.fl.us/partners-providers-staff/bureau-of-procurement-and-contract-administration-bpca https://www.djj.state.fl.us/partners-providers-staff/bureau-of-procurement-and-contract-administration-bpca

Version: 21 Rev 01-22-24 Page 15 of 68

REPORT LIST FREQUENCY DUE DATE DUE TO

DEPARTMENT

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.

Juvenile Probation Officer

Organizational Chart Upon Rate Agreement execution;

annually; and upon changes

Prior to the delivery of services and July 1.

Contract Manager

Proof of Insurance Coverage

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

Contract Manager

Copy of Subcontracts and Agreements

Upon…