RFP_10888.pdf

RFP #10888

Version: 23 Rev 08-13-24 Page 1 of 44

Date: October 24, 2024

Subject: Department of Juvenile Justice (Department or DJJ) Solicitation #10888 – Statewide

Compliance Monitoring

Request for Proposals: The Department of Juvenile Justice (Department or DJJ) and the Office of Prevention

Services are seeking a Respondent to conduct on-site monitoring visits and provide technical assistance to the Department concerning the Office of Juvenile Justice Delinquency Prevention (OJJDP) Act and compliance-related issues to include on-site visits of facilities that have authority to securely detain juveniles; data verification; review of monitoring forms and tools; updating policy and procedure manuals; and providing annual compliance reports, annual colocation reports, and violation reports.

The primary goal of the resulting contract is to implement an effective system of monitoring for compliance to be in line with the first three core requirements of the OJJDP Act: Deinstitutionalization of Status Offenders (DSO); Separation of Youth from Adults, and Jail Removal. The Department refers to facilities that have authority to securely detain juveniles as being within the Monitoring Universe. This Monitoring Universe includes, but is not limited to adult jails, adult lockups, detention centers, residential facilities, and correctional facilities.

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 Evaluation Criteria Attachment G Sample Contract2 Attachment H Prevention Budget (2018)2 (MANDATORY) Attachment I Reserved Attachment J Price Sheet3 (MANDATORY) Attachment K Drug-Free Workplace Certification2

Attachment L PUR 1355 – Foreign Country of Concern Attestation3 (MANDATORY) Attachment M Notice of Intent to Attend Solicitation Conference3 Attachment N Notice of Intent to Submit a Response3 Attachment O 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 Exhibit 2 Start-Up Implementation Plan3 Exhibit 3 Department of Juvenile Justice Monitoring Universe3 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: 23 Rev 08-13-24 Page 2 of 44

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) 717-2680 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, Tiffany Baylor, 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: 850-717-2680 Fax: 850- 414-1625 E-Mail Address: Tiffany.Baylor@djj.state.fl.us

ATTACHMENT A

SERVICES SOUGHT

I. GENERAL DESCRIPTION

Version: 23 Rev 08-13-24 Page 3 of 44

A. General Description of Services The Respondent shall conduct on-site monitoring visits and provide technical assistance to the Department of Juvenile Justice (the Department or DJJ) concerning the Office of Juvenile Justice Delinquency Prevention (OJJDP) Act and compliance-related issues to include on-site visits of facilities that have authority to securely detain juveniles; data verification; review of monitoring forms and tools; updating policy and procedure manuals;

and providing annual compliance reports, annual colocation reports, and violation reports.

The primary goal of the resulting contract is to implement a compliance monitoring strategy to be in line with the first three core requirements of the OJJDP Act: Deinstitutionalization of Status Offenders (DSO); Separation of Youth from Adults, and Jail Removal. The Department refers to facilities that have authority to securely detain juveniles as being within the Monitoring Universe. This Monitoring Universe includes, but is not limited to, adult jails, adult lockups, detention centers, residential facilities, and correctional facilities.

B. General Services to be Provided The Respondent and approved subcontractors (if applicable) shall deliver services that include, but are not limited to:

1. Collection and Verification of Data.

2. Monitoring Program Universe, Forms and Tools.

3. Monthly Status Report.

4. Required Meeting Participation.

5. Policies and Procedures Manual.

6. Annual Compliance Report.

7. Technical Assistance Workshop or Individual Technical Assistance Training.

8. Title II Application Information.

9. Ad Hoc Reports or Similar Titled Report.

10. Operational Risk Management System.

11. Fidelity and Compliance System Requirements.

C. Authority for Specific Contracted Program Services The Respondent shall provide prevention monitoring and technical assistance for the Department’s OJJDP Act in accordance with subsections 985.115 (3), 985.037 (1), and

985.037 (2), (4), F.S.

D. Service Limits Services will be limited to the service tasks specified within the resulting contract from this RFP. Services will be delivered for a five-year period.

E. Major Goal(s) of the Program/Service The Respondent shall assist the Department in maintaining its identified on-site violation reports; provide analyses and confirmation of data in a timely manner; and provide continued support in ensuring the safety and well-being of Florida’s at-risk and delinquent youth, which will aid in the State of Florida maintaining its OJJDPA compliance.

F. Definitions

1. Office of Juvenile Justice Delinquency and Prevention Act (OJJDPA)

A federal Act that provides protections for youth in custody.

2. Subcontractor

An agreement entered into by the Respondent with any other person or organization that agrees to perform any performance obligations for the Respondent specifically related to securing or fulfilling the Respondent’s obligations to the Department under the terms of this resulting contract.

II. SERVICES TO BE PROVIDED

A. Service Tasks

1. Collection and Verification of Data

a. The Respondent shall collect and verify data from facilities, through site visits and desk audits, in accordance with the OJJDP Act, as amended.

1) Data shall be collected from facilities on a monthly basis.

2) The data will include, but not be limited to: date and time admitted and released from the facility; date of birth, race, gender, offense, case/arrest number; location of where youth held, custody status (secure/non-secure); if a youth is held beyond six hours; and if a youth is held outside of the sight and sound of any adult

Version: 23 Rev 08-13-24 Page 4 of 44 offenders/inmates/trustees. Additional categories of information will be based on OJJDP guidance.

3) Data shall be compiled for each period of 12 months by federal reporting year.

b. Site Visits

1) Site visits shall consist of a pre-visit notice and preparation; the on-site visit of the facility; and any training and technical assistance as applicable.

2) The Respondent shall provide a report of all site visits made monthly. The report shall include: the site name; the last site visit date during current OJJDP reporting year; monitoring results; and any written recommendations of corrective actions to be taken or required. The Respondent shall perform 300 site visits per Contract year with at least a minimum of 25 site visits per month.

c. Desk Audits/Reports Desk audits consist of monthly Data Report reminders; the receipt and review of Data Reports; processing of violations; technical assistance; and the monitoring of State Statute and Administrative Rule changes. The Respondent shall perform 12 desk audits per Contract year with at least a minimum of one per month.

d. Violation Report

1) The Respondent shall maintain database of all violations of the

OJJDP Act and make it available to the Department’s Contract Manager as requested and with the Annual Compliance Report.

2) This report shall include the agency name, date of birth of the youth, gender, race, violation of the appropriate core requirement, and the agency’s response to the violation.

2. Monitoring Program Universe, Forms and Tools

a. The Respondent will review and recommend changes that identify and classify the monitoring locations for the State of Florida, within the Monitoring Universe, as identified in Exhibit 3, Department of Juvenile Justice Monitoring Universe.

b. The Respondent shall perform monthly updates to the Department of Juvenile Justice Monitoring Universe (Exhibit 3).

c. The Respondent shall review and recommend changes to the Department’s monitoring forms, monitoring tools, and monitoring facilities reporting form. The Department must approve any changes to the documents prior to implementing the revised forms and tools via the Department’s Contract Manager.

d. The Annual Compliance Report and all recommended changes shall be provided to the Department’s Contract Manager by January 30th of each year.

3. Monthly Activity Report The Respondent shall submit a Monthly Status Report that includes all activities for the prior months; the current number of site visits completed for the prior month;

and the current number of potential and verified violations of the OJJDP Act.

4. Meeting Participation

a. The Respondent shall participate in the Florida Model Jail Standards

(FMJS) meetings on a quarterly basis. The Respondent shall participate in additional meetings as required by the updated OJJDP guidelines or through the advisement of the meeting shall be attended, to include OJJDP conference calls.

b. The Respondent shall participate in a minimum of one Department-sponsored meeting with representatives from other state and local agencies in regard to the OJJDP Act compliance monitoring related issues per Contract year. The Respondent will be given a minimum of two weeks advance notice of any required meeting participation.

c. The Respondent shall attend the National OJJDPA Conference one time per Contract year, if held.

5. Policies and Procedures Manual

Version: 23 Rev 08-13-24 Page 5 of 44

a. The Respondent shall review and update the manual of policies and procedures for monitoring Florida’s compliance with the OJJDP Act one time per Contract year.

1) The manual shall include the current state and federal regulations regarding compliance monitoring; updates of the Monitoring Universe; process for collecting and verifying data from the Monitoring Universe; and a timetable and procedures for on-site verification.

2) The draft of changes shall be provided to the Department’s Contract Manager by December 30th of each year, or whenever applicable based on OJJDP guidance.

3) The Department shall review and approve any proposed changes within 30 days of receipt of request.

4) The final revised manual will be provided to the Department’s Contract Manager by January 30th of each year, or whenever applicable based on OJJDP guidance.

b. Barriers and Strategies Report The Respondent shall provide a continuous list of identified barriers to appropriately monitor the OJJDP Act and the strategies utilized to overcome the barriers.

c. Schedule of Activities and Monitoring The Respondent shall provide a list of anticipated monitoring activities that may extend beyond the current reporting period.

d. Updates and Revisions to Definitions The Respondent shall provide an annual review of the definitions used in the state.

6. Annual Compliance Report

a. The Respondent shall review and analyze compliance data to prepare the

Annual Compliance Report and deliver it to the Department’s Contract Manager for review and approval by December 30th each year.

b. The Respondent shall provide a Collocated Facility Report within the Annual Compliance Report. The Collocated Facility Report shall list all Juvenile Facilities that are collocated with Adult Facilities.

7. Technical Assistance Workshop or Individual Technical Assistance Training The Respondent shall conduct technical assistance workshops regarding the requirements of the OJJDP Act and compliance related issues as requested by the Department or conduct individual technical assistance training to agencies, as requested.

8. Title II Application Information The OJJDP's Formula Grants Program supports state and local efforts in planning, operating, and evaluating projects that seek to prevent at-risk youth from entering the juvenile justice system or intervene with first-time and non-serious offenders to provide services that maximize their chances of leading productive, successful lives. The Formula Grants Program also provides funds to enhance the effectiveness of the juvenile justice system. The Respondent shall deliver assistance to Department staff regarding information relevant to the federal Title II application.

9. Ad Hoc Reports or Similar Titled Report The Respondent shall provide the Department with ad hoc reports upon request of the Department’s Prevention Office Federal Programs Manager or designee.

10. Operational Risk Management System

a. Bi-Weekly Conference Call

The Respondent shall conduct a bi-weekly conference call with all project staff. This call shall be focused on current trends identified, assistance requests, review of travel plans, review of site visit reports, review of expense reports and an update as needed from the Bi-Weekly Management Meeting. If the Respondent is unable to conduct the call, 24-hour notice shall be provided to the Department’s Contract Manager.

b. Florida Department of Juvenile Justice (FDJJ) Monthly Conference Call The Respondent shall conduct a monthly conference call with the Department’s Contract Manager. This call shall focus on current trends identified, cancellation of site visits, and updates to prior calls or requests.

Version: 23 Rev 08-13-24 Page 6 of 44

Additionally, this call shall be used to further identify items for inclusion on the Barriers and Strategies report. If the Respondent is unable to conduct the call, notice shall be provided to the Department’s Contract Manager.

c. Monthly Reporting The Respondent shall ensure the completion of monthly reports, which shall include: projected number of site visits planned and completed;

current number of potential violations and confirmed violations;

identification of agencies that received a site visit and any outcomes or technical assistance that is requested; agency contacts; completed technical assistance outside of the site visit; identification of changes to the monitoring universe; and identified challenges that require further review and notification to the Department.

d. OJJDP Conference Call OJJDP conducts a nationwide Compliance Monitor conference call that is scheduled by OJJDP and attended by the Respondent. The Respondent shall provide the notes for the meeting to each project staff as they are released by OJJDP (standard is by the next conference call). The Respondent shall provide verbal updated during the Bi-Weekly Conference Call.

e. Annual Reporting Requirements The Respondent shall ensure that all annual reporting components are completed as identified in the proposal including a draft review conference call with the Department in order to review and make revisions to the draft report before the final report being submitted to the Department’s Federal Manager.

11. Fidelity and Compliance System Requirements Monthly fidelity and compliance activities shall be routinely conducted by the Respondent. Fidelity and compliance review activities shall include, but are not limited to, a review of key documentation in operations; a review of outstanding agency reports; a review of outstanding agency requests, and a review of the site visit report. Any deficiencies shall be corrected.

B. Service Tasks Limits All prescribed services shall be provided in a manner consistent with applicable federal and state laws, rules, and regulations.

C. Service Locations and Times The Respondent shall maintain a list of all site location(s) and this list shall be provided to the Department’s Contract Manager prior to the delivery of services. A revised (updated) list shall be submitted to the Department’s Contract Manager as additions/deletions occur.

All services may be provided at varied non-traditional and traditional times and locations.

All files shall be maintained and secured at site location(s) of the Provider. All files shall be maintained and secured at the administrative location(s) of the Provider and subcontractors (if applicable).

III. STAFFING & PERSONNEL

The Respondent and all personnel provided under the resulting contract from this RFP, 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 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 resulting contract, to the Department’s Contract Manager, prior to the delivery of services or as a part of the proposal.

A. Staffing Levels

The Respondent shall ensure the constant presence of sufficient qualified staff to provide the services listed in order to ensure that there shall be no waiting lists for program services and shall monitor staff vacancies to ensure services are not cancelled, postponed, or rescheduled.

B. Staffing Qualifications All staff shall possess adequate education and training to perform the duties for which they are assigned and meet all applicable licensing or certification requirements for their respective disciplines.

Version: 23 Rev 08-13-24 Page 7 of 44

C. Staffing Schedule and Vacancies The Respondent shall have and utilize a written back-up plan and have adequate qualified staff to fill-in for required Respondent staff who may be absent from work (e.g., unexpected emergency, illness, or vacation) to ensure that services shall not be cancelled or rescheduled. Those individuals who are responsible for the delivery of services are considered key personnel. In the event of a vacancy of key personnel, the Department’s Contract Manager shall be notified within 24 hours. Additionally, the vacant positions shall be filled by an individual with equivalent experience and expertise.

D. Staff Changes Changes to the minimum number of staff and qualifications required in the resulting contract are not authorized. Staff changes shall be approved in writing by the Department’s Contract Manager. Staffing changes at any level within the program shall be reported on the Staff Vacancy Report which shall be submitted monthly to the Department's Contract Manager.

E. Staff Training This section shall address the Respondent’s training plan to deliver trainings required by the Office of Prevention. All costs occurring from, associated with, Department-required training necessary for performance under the resulting contract or otherwise required by federal or state law, rule, or Department policy for Respondent employees, agents, or subcontractors, shall be the responsibility of the Respondent. The Respondent may offer these required trainings in-house or use the Department’s Learning Management System. All staff must have in his/her personnel file documentation of the completion of minimum training requirements, with the number of hours earned. All independent training curriculums shall be submitted to the Department’s Contract Manager for review and approval by the Department’s Talent, Leadership, and Culture (TLC) Unit. Training information shall be updated based on certification or minimum training requirements for individual trainings. Training information may be requested by the Office of Accountability and Program Support. All training costs and expenses associated with training/travel for the Respondent staff are the responsibility of the Respondent.

F. Background Screening Prior to the provision of services, staff shall comply with the Department’s Statewide Procedure on Background Screening for Employees, Vendors, and Volunteers available for review on the Department’s website. The Provider 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. The Provider shall verify the employment eligibility of all current and prospective employees through the United States Department of Homeland Security’s E-Verify System, throughout the duration of the resulting contract.

IV. PROPERTY

A. Non-Expendable Tangible Personal Property

1. Title (ownership) to all non-expendable property shall be vested in the Department at the time of the purchase of the property if the property is acquired from:

a. Expenditure of funds provided by the Department under a cost reimbursement contract.

b. Expenditure of funds provided by the Department as operational expense dollars.

2. All Department-furnished property acquired by the Provider through funding sources identified above, with a cost of $1,000 or more and lasting more than one year, and hardback-covered bound books costing $250 or more, and computers regardless of cost, shall be accounted for in accordance with Rule 69I-72, Florida Administrative Code (F.A.C.). All such property, including replacements to Department-furnished property that is lost, destroyed, exhausted, or surplused under the terms of the resulting contract, shall be returned to the Department upon contract termination. Any replacements shall be of equal or greater value when returned to the Department.

3. Upon delivery of Department-furnished property to the Provider, the Provider assumes the risk and responsibility for its loss and damage.

4. The Provider shall submit to the Department’s Contract Manager a listing of all items purchased for the program with Department funds and include supporting documentation of funds used. The Provider shall include this with the first invoice submitted after purchase of the item(s). The Provider shall not dispose of Department-furnished property without the written permission of the Department.

Version: 23 Rev 08-13-24 Page 8 of 44

Department policies and procedures shall be followed when disposing of Department-furnished property.

5. The Provider shall not use any Department-furnished property for any purpose except the delivery of services identified in the resulting contract.

6. The Provider shall submit a final inventory report that is approved by the Department at the conclusion of the resulting contract.

V. DELIVERABLES

A. Service Units/Deliverables

1. Monthly Required Deliverables

a. Site Visits

b. Desk Audits/Reports

c. Updating of Monitoring Universe Report

d. Monthly Activity Report to DJJ

2. Quarterly Required Deliverables Attendance at the Florida Model Jail Standard (FMJS) Meeting

3. Annual Deliverables

a. Completion of Policy and Procedures Manual and Forms

b. Completion of the OJJDPA Compliance Monitoring Report

c. Completion of the Barriers and Strategies List per OJJDP Guidelines

d. Completion of a Schedule of Activities and Monitoring

e. Completion of the updates and revisions to Definitions per OJJDP

Guidelines

f. Attendance at the National OJJDPA Conference

g. Completion of one Technical Assistance Workshop or Individual Technical

Assistance Training to DJJ Law Enforcement

4. Annual Required Deliverables as Requested

a. Completion of the Title II Application Information

VI. REPORTS

The Department will require progress or performance reports throughout the term of the resulting contract. The Respondent shall complete reports as required to become eligible for payment.

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

Provider Department Individual’s Name Contract Manager’s Name (To be provided in the final contract)

Mailing Address 2737 Centerview Drive City, State, Zip code Tallahassee, Florida 32399

Telephone Number (850) 717-XXXX

E-Mail Address XXX@djj.state.fl.us

B. Contract Manager Contact Information Changes After execution of the resulting 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 to be sent to the Department’s Bureau of Procurement & Contract Administration. A copy of the written notification shall be maintained in the official contract record. All notices required by the resulting contract or other communication regarding the resulting contract shall be sent by United States Postal Service or other delivery service with proof of delivery.

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ATTACHMENT B

GENERAL INSTRUCTIONS FOR THE PREPARATION AND SUBMISSION OF PROPOSALS

I. SOLICITATION NUMBER RFP #10888

II. SOLICITATION TYPE Request for Proposals (RFP): The Department of Juvenile Justice

(the Department or DJJ) is seeking a Respondent to conduct on-site monitoring visits and provide technical assistance to the Department concerning the Office of Juvenile Justice Delinquency Prevention (OJJDP) Act and compliance-related issues to include onsite visits of facilities that have authority to securely detain juveniles; data verification; review of monitoring forms and tools;

updating policy and procedure manuals; and providing annual compliance reports, annual colocation reports, and violation reports.

The primary goal of the resulting contract is to implement an effective system of monitoring for compliance to be in line with the first three core requirements of the OJJDP Act:

Deinstitutionalization of Status Offenders (DSO); Separation of Youth from Adults, and Jail Removal. The Department refers to facilities that have authority to securely detain juveniles as being within the Monitoring Universe. This Monitoring Universe includes, but is not limited to, adult jails, adult lockups, detention centers, residential facilities, and correctional facilities.

III. PROCUREMENT OFFICE Tiffany Baylor, 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: 850-717-2680 Fax: 850-414-1625 E-Mail Address: Tiffany.Baylor@djj.state.fl.us

IV. GENERAL INFORMATION

A. Calendar of Events Listed below are the important actions and dates/times by which the actions must be taken or completed. All references to “days” in this document refer to calendar days unless otherwise specified. If the Department finds it necessary to change any of these dates and/or times, the change will be accomplished via an informational notice or addendum, and will be posted on the “MyFlorida” website https://vendor.myfloridamarketplace.com/.

All listed times are local time in Tallahassee, Florida (Eastern Daylight/Standard Time).

DATE TIME ACTION WHERE

Thursday, October 24, Before or by

5:00 PM

EDT

Release of solicitation

MyFlorida.com website:

https://vendor.myfloridamarketplace.com/

Wednesday, November 6, Before or by

5:00 PM

EST

Deadline for Submission of Intent to Attend Solicitation Conference form (Attachment M)

Send to Tiffany.Baylor@djj.state.fl.us mailto:Tiffany.Baylor@djj.state.fl.us http://www.myflorida.com/apps/vbs/vbs_www.main_menu https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us

Version: 23 Rev 08-13-24 Page 11 of 44

Wednesday, November 6, Before or by

5:00 PM

EST

Solicitation Conference Question Deadline

– Last date and time written questions will be accepted for discussion at Solicitation Conference

Send to Tiffany.Baylor@djj.state.fl.us

Tuesday, November 19, 10:00

AM EST

Solicitation Conference Call

(This is a Public Meeting to be held via telephone only upon public interest)

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 760.231.540# when directed.

The agenda can be found on MyFlorida.com web site https://vendor.myfloridamarketplace.com/ under the solicitation #.

Thursday, November 21, Before or by

5:00 PM

EST

Deadline for Written Questions

Send to Tiffany.Baylor@djj.state.fl.us

Wednesday, December 11, Before or by

5:00 PM

EST

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

MyFlorida.com web site:

https://vendor.myfloridamarketplace.com/

Monday, December 16, 2024

1:00 PM

EST

Technical Assistance (TA) Conference Call

(To be held before proposals due)

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 760.231.540# when directed.

A recording of the Conference Call will be available at:

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

Monday, December 30, Before or by

5:00 PM

EST

Deadline for Respondents to request access to the Bid Library

Send to Tiffany.Baylor@djj.state.fl.us

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

Monday, December 30, Before or by

5:00 PM

EST

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

Submit to the Bid Library.

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

Version: 23 Rev 08-13-24 Page 12 of 44

Friday, January 3, Before or by

2:00 PM

EST

Proposals Due and Opened - Conference Call

Telephone 1-888-585-9008 and enter code 760.231.540# when directed.

Tuesday, January 14, 1:00 PM

EST

Evaluation Team Briefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100, or telephone 1-888-585-9008 and enter code 760.231.540# when directed.

A recording of the Conference Call will be available at:

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

Friday, January 31, 1:00 PM

EST

Evaluation Team Debriefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100, or telephone 1-888-585-9008 and enter code 760.231.540# when directed.

A recording of the Conference Call will be available at:

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

Tuesday, February 25, Before or by

5:00 PM

EST

Notice of Intended Award

MyFlorida.com web site:

https://vendor.myfloridamarketplace.com/

Tuesday, July 1, 2025

Anticipated Contract Start Date

B. Time, Date and Place Proposals are Due

Proposals must be received NO LATER than the date and time specified in the Calendar of Events (Attachment B, Section IV., A.), and submitted to the Department electronically, as outlined in Section VI., C., 1.

Caution: A proposal received in the DJJ Bid Library after the exact time specified will not be considered, as specified by Attachment B.

C. The Department reserves the right to modify non-material terms of the RFP prior to execution of the contract resulting from this RFP, when such modification is determined to be in the best interest of the State of Florida.

D. Solicitation Conference Call The Department may conduct a Solicitation Conference Call on the date and at the time specified in the Calendar of Events. The purpose of the Solicitation Conference Call is to discuss the contents of the solicitation, answer the Respondents’ questions and clarify areas of misunderstanding or ambiguity. If no interest in the call is indicated by Respondents (Attachment M), the Department has the option of cancelling the conference by placing a notice of cancellation of the call on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/ under the solicitation number. If the call is cancelled, questions and answers will be posted in the form of an addendum on or before http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.myflorida.com/apps/vbs/vbs_www.main_menu

Version: 23 Rev 08-13-24 Page 13 of 44 the date specified in the Calendar of Events. Respondents interested in the Solicitation Conference Call shall take note of the following:

1. Notice of “Intent to Attend Solicitation Conference Call”

Respondents interested in participating in the Solicitation Conference Call are encouraged to submit a Notice of Intent to Attend Solicitation Conference Call (Attachment M in this RFP) by the date and time specified in the Calendar of Events, to the Procurement Manager, by fax or e-mail. This is not a mandatory requirement.

2. Questions for Solicitation Conference Call Questions for verbal discussion at the Solicitation Conference Call shall be submitted in writing and sent to the Procurement Manager at:

Tiffany.Baylor@djj.state.fl.us, or by mail or facsimile, and shall be received by the date specified for Solicitation Conference Call questions in the Calendar of Events (Attachment B, Section IV., A.). The intent of this deadline is to provide the Department sufficient time to prepare answers for discussion at the conference call.

3. Agenda An agenda with questions submitted to date by Respondents will be posted on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/ under the solicitation number no less than 48 hours (two business days) prior to the meeting time.

E. Final Questions/Inquiries Final questions after the Solicitation Conference Call, or any other inquiries regarding the solicitation, shall be submitted in writing and sent to the Procurement Manager at Tiffany.Baylor@djj.state.fl.us, or by mail or facsimile, and shall be received by the date specified for Deadline for Written Questions in the Calendar of Events (Attachment B, Section IV., A.). The Department will not accept questions for this solicitation after close of business on the date specified in the Calendar of Events. The Respondent is responsible for ensuring that the Procurement Manager receives the inquiry.

1. Non-Binding Communication

The Department will accept verbal questions during the Solicitation Conference Call and will make a reasonable effort to provide answers. Impromptu questions will be permitted, and spontaneous answers provided; however, the Department will issue written answers ONLY to questions subsequently submitted in writing, as indicated in Attachment B, VII. Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any Respondent. Questions shall be submitted in writing in accordance with the deadline for questions in the Calendar of Events.

2. Department’s Official Answer to Questions The Department’s official response to all written questions will be posted at https://vendor.myfloridamarketplace.com/ as an addendum to this solicitation on or about the date specified in the Calendar of Events.

F. Technical Assistance (TA) Conference Call The Department will conduct a Technical Assistance Conference Call at the date and time specified in the Calendar of Events. The purpose of the call is for the Department’s Procurement Manager for this RFP to review all of the mandatory criteria and submission requirements with Respondent’s before the proposals are due. This call will provide a “verbal checklist” for Respondents. The Department will accept verbal questions during the TA Conference Call and will make a reasonable effort to provide answers at that time;

however, questions will only be taken and answered related to the General Instructions for Preparation of the Proposal (see Attachment B, Section XX.). No questions will be answered related to the programmatic requirements of the RFP. Any information communicated through oral communication shall not be binding on the Department.

G. Evaluator Briefing Session The Department will hold an Evaluator Briefing Session at the date and time specified in the Calendar of Events. The purpose of the Evaluator Briefing Session is to ensure that evaluators fully understand the solicitation requirements and the evaluation and scoring process. This meeting is open for public attendance. A recording of the call will be available on the Department’s website https://www.djj.state.fl.us/partners-providers-mailto:Tiffany.Baylor@djj.state.fl.us http://www.myflorida.com/apps/vbs/vbs_www.main_menu mailto:Tiffany.Baylor@djj.state.fl.us https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls

Version: 23 Rev 08-13-24 Page 14 of 44 staff/procurement-and-Contract-administration/conference-calls within 48 hours of the date listed on the Calendar of Events excluding weekends and holidays.

H. Evaluator Debriefing Session The Department will hold an Evaluator Debriefing Session at the date and time specified in the Calendar of Events. The purpose of the Debriefing Session is to allow evaluators an opportunity to state the page number(s) in the technical proposals where information relied on for assessing a score was found, record the scores assessed for the technical proposals and provide a concise summary of comments for each category/consideration. A recording of the call will be available on the Department’s website at https://www.djj.state.fl.us/partners-providers-staff/procurement-and-Contract-administration/conference-calls within 48 hours of the date listed on the Calendar of Events excluding weekends and holidays.

I. On or about the date specified in the Calendar of Events (Attachment B, Section IV., A.), the Department’s Notice of Agency Decision will be posted on the Vendor Bid System website at https://vendor.myfloridamarketplace.com/. Click on “Search Advertisements,” and use the drop-down list under Advertisement Type and select Agency Decision, then under Agency, select the Department of Juvenile Justice. Click “Initiate Search,” select the RFP and double click on the RFP number. Call the Department’s Procurement Manager at the telephone number listed in Attachment B, Section III., with any questions regarding accessing the website.

J. At every meeting subject to the Sunshine Law which relates to this procurement, the public shall be given reasonable opportunity to be heard.

V. MANDATORY CRITERIA

The following requirement must be met by the Respondent to be considered responsive to this RFP. Although there are other criteria set forth in this RFP, these are the only criteria deemed by the Department to be mandatory. Mandatory criteria that is incomplete or inaccurate may not be considered a “minor irregularity” as defined in Attachment C, 20.

Failure to meet the MANDATORY criteria shall result in a proposal not being evaluated and rejected as non-responsive.

A. It is MANDATORY that the Respondent submit its complete proposal within the time frame specified in the Calendar of Events (Attachment B, Section IV., A.). A proposal is considered complete if it contains all of the required documents listed in Attachment B, Section XX.

B. It is MANDATORY that the Respondent submit a completed and signed Attachment L – Foreign Country of Concern Attestation (PUR 1355) form.

C. It is MANDATORY that the Respondent shall provide a price for the services by returning a completed and signed copy of the Department’s Attachment J (Price Sheet.) The price must include all services, materials, and labor necessary to complete the Services Sought, as outlined in Attachment A, and described in this RFP, and the Respondent’s proposal.

This price shall be expressed as two decimal number prices.

D. It is MANDATORY the total maximum annual amount proposed in Attachment H – Prevention Budget (2018) is at or below the Total Maximum Annual Contract Dollar Amount stated in the RFP.

VI. SOLICITATION INFORMATION

A. The term “Provider” refers to:

1. “Provider” is defined to also include: any and all subsidiaries of the prospective Provider where the prospective Provider owns 80% or more of the common stock of the subsidiary; the parent corporation of the prospective Provider where the parent owns 80% or more of the common stock of the prospective Provider; and any and all subsidiaries of the parent corporation of the prospective Provider where the parent owns 80% of the common stock of the prospective Provider and the parent’s subsidiaries.

2. For all other purposes, the definition shall be as specified in Attachment C, 1.

https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls

Version: 23 Rev 08-13-24 Page 15 of 44

B. For the purposes of the Dun & Bradstreet Business Information Report (BIR) (if applicable):

the proposing entity (“Provider”) named in the Transmittal Letter and the DUNS number listed there must match the company name and DUNS number listed on the D & B BIR.

C. Respondents shall submit proposals in the following format:

1. Electronic Upload of the Proposal(s)

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

b. Respondents shall request to register for a DJJ Bid Library account no later than the deadline specified in the Calendar of Events for this RFP, by contacting the Procurement Manager: Tiffany Baylor, via e-mail at:

Tiffany.Baylor@djj.state.fl.us or phone: (850) 714-2680.

c. Respondents are required to register their email address for access to the DJJ Bid Library using a Microsoft account:

1) If the Respondent’s organization already uses a Microsoft account, that email address should be utilized in the registration request.

2) If the Respondent’s organization does not use a Microsoft account, a free account can be created through Microsoft at https://signup.live.com/?lic=1 . This step must be completed first, prior to submitting the DJJ Bid Library registration request. The email address used to create the Microsoft account should be utilized in the registration request to your Procurement Manager.

3) Access to the DJJ Bid Library is granted by each user’s specific Microsoft account. The Respondent’s organization may elect to register a single or general Microsoft account for all submissions.

This allows multiple users, with the Microsoft account log-in information, to view each other’s uploads to the DJJ Bid Library. It also allows other users to edit and delete each other’s uploads.

This is the method recommended by the Department.

4) If the Respondent’s organization elects to register multiple users with individual Microsoft accounts, each user will not be able to view, edit, or delete each other’s submissions. If two users with individual accounts upload the same document, the Department will use the most current version of the document (by the established deadline for proposals), even if there are multiple uploaded versions of the same document.

5) Once registered, the access link to the DJJ Bid Library will be emailed (sent from no-response@sharepointonline.com. Check Spam, Clutter, or Junk folders).

d. The complete Notice of Intent to Submit a Proposal (Attachment N) shall be uploaded to the DJJ Bid Library no later than the deadline specified in the Calendar of Events for this RFP.

e. The complete electronic proposal shall be uploaded to the DJJ Bid Library no later than the deadline specified in the calendar of events for this RFP.

Any and all documents uploaded, edited, or modified in any way after this deadline will be deemed non-responsive.

f. The complete electronic proposal documents uploaded to the DJJ Bid Library must be in a “Checked-In” status at the time of Proposal opening to be accessible and available for review by Departmental staff. Any document that remains in a “Checked-Out” status will be deemed non-responsive.

g. The complete electronic proposal contains all documents as required per Attachment B., Section XX., General Instructions for Preparation of the Proposal. Volumes 1, 2, and 3 shall be saved in Microsoft Word and/or Excel. The signed transmittal letter (Volume 1, Tab 1) and Attachment R are the only documents which can be saved in a PDF format. The Attachment H – Prevention Budget (2018) (Volume 2, Tab 1) must be submitted in Excel.

mailto:Tiffany.Baylor@djj.state.fl.us https://signup.live.com/?lic=1 mailto:no-reply@sharepointonline.com

Version: 23 Rev 08-13-24 Page 16 of 44

h. In the event a Respondent needs technical assistance, the DJJ Bid Library Technical Assistant is Bryant Wombles, who can be reached via e-mail at:

William.Wombles@djj.state.fl.us or phone: (850) 717-2606.

i. If the requirement for electronic submission through the DJJ Bid Library would cause the Respondent undue hardship, the Respondent shall contact the Procurement Manager (Attachment B, VI., B., 1., c.) for…