RFP 10888_SolicitationConferenceCall_Agenda.pdf

SOLICITATION CONFERENCE CALL AGENDA

REQUEST FOR PROPOSAL (RFP) #10888

Tuesday, November 19, 2024 @ 10:00 a.m. EST

Florida Department of Juvenile Justice

For Conference Attendance by Telephone Call #1-888-585-9008 and enter Participant Code 760-231-540# when directed

Description of Services Sought: The Department of Juvenile Justice (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 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.

1. Introductions

Tiffany Baylor, Procurement Manager

2. Review of Answers to Frequently Asked Questions

3. Opportunity for Additional Questions/Discussion from Prospective Respondents

All verbal questions discussed during the Solicitation Conference Call must be submitted in writing for an official Department response. Additional questions for submission after this Solicitation Conference Call is concluded must be submitted in writing to the Procurement Manager by 5:00 p.m. EST, Thursday, November 21, 2024.

4. Review of Calendar Deadlines (All listed times are local time Eastern Standard in Tallahassee, Florida.)

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 https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us

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

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.

Monday, January 13, 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

5. Closing Statements

Nothing discussed during the Solicitation Conference Call will augment or change the specifications of the RFP. Any Department changes to the specifications and the Department’s formal answers to all questions will be posted in the form of an addendum to the RFP document on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/. Prospective Respondents should monitor the site for each solicitation.

NOTICE TO ALL ATTENDEES: The Department will accept oral questions during the Solicitation Conference Call and will make a reasonable effort to provide answers at that time. Impromptu questions will be permitted, and spontaneous answers provided; however, the Department will issue an official answer ONLY to questions subsequently submitted in writing. Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any Prospective Respondent.

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 officer of the executive or legislative 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 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 response.

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/proposal opening. If accommodations are needed because of a disability, please contact Tiffany Baylor at (850) 717- 2680 or by email at Tiffany.Baylor@djj.state.fl.us.

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RFP 10888

STATEWIDE COMPLIANCE MONITORING

Frequently Asked Questions

Question #1 Have these services been previously provided by an outsourced vendor, or have they been performed internally by Department personnel?

Answer #1 Yes. The compliance monitoring services have been provided by an outsourced vendor.

Question #2 If an outsource vendor was used for these services, has that vendor been invited to bid?

Answer #2 All vendors have the opportunity to bid for the Department of Juvenile Justice (Department or DJJ) Solicitation #10888 – Statewide Compliance Monitoring through MyFloridaMarketPlace.

Question #3 If an outsourced vendor was used for these services, what were some common issues/concerns encountered during the performance of those services or regarding the overall monitoring activity?

Answer #3 Compliance monitoring services were provided at a satisfactory level.

Question #4 What logistical challenges, if any, does the Department foresee with these requested services?

Answer #4 Compliance monitoring services have been provided at a satisfactory level. The

Department does not see any logistical challenges.

Question #5 Are previous monitoring reports available for review?

Answer #5 Yes. Monitoring reports can be available through a public records request by contacting the Public Records Unit by phone, fax, email, or regular mail: Email:

PublicRecordsReq@fldjj.gov.

Question #6 Will requested ad-hoc reports be separately priced as they are determined to be needed, or should the preparation of ad-hoc reports be included in the fee estimate?

Answer #6 No. Ad-hoc reports will not be separately priced. Please see attachment J.

Question #7 Please clarify that the desk audits are in addition to the 300 site visits.

Answer #7 Yes. Desk audits are a separate service component for the compliance monitoring services than the site visits.

Question #8 Is there an established monitoring program that can be provided to proposing vendors?

Answer #8 No. The Department does not provide a monitoring program to proposing vendors.

Question #9 When were monitoring services most recently performed (internally or externally)?

Answer #9 The compliance monitoring services are provided by any outsourced vendor during the month of May 2024.

Question #10 Did the most recently performed monitoring services include the annual on-site monitoring of 300 or more facilities?

Answer #10 Yes. The most recent compliance monitoring services included the annual on-site monitoring of 300 Monitoring Universe.

mailto:PublicRecordsReq@fldjj.gov

Question #11 What is the Department’s annual budget for these monitoring services? Attachment B Section XIV suggests the maximum for all services provided is $190,000. Is that correct, and does that maximum fee include travel and out-of-pocket costs?

Answer #11 Yes. The total maximum annual amount for all services is $190,000.00. Respondents are required to submit a Prevention Budget (2018) with their proposal for all costs, which may include travel and out-of-pocket costs, up to the total maximum annual amount for all services, which is $190,000.00.

Question #12 Previously, how much time was needed to perform each on-site monitoring visit?

Answer #12 DJJ is unable to provide a set timeframe to perform a monitoring visit as each facility may have different factors to review in determining its compliance.

Question #13 Does the Department have a summary of monitoring findings by facility?

Answer #13 Yes. The Department has a summary of each on-site monitoring visit.

Question #14 What is the total number of facilities eligible for monitoring services?

Answer #14 The Department refers to facilities that have authority to securely detain juveniles as being within the Monitoring Universe. This Monitoring Universe includes 300 eligible facilities, which includes, but is not limited to adult jails, adult lockups, detention centers, residential facilities, and correctional facilities.

Question #15 Please describe the level of turnover within the division (Office of Juvenile Justice

Delinquency Prevention (OJJDP)) over the past two years and the level of experience the key personnel who will be assisting and overseeing the monitoring have within the specific program being monitored.

Answer #15 The Department is not responsible, nor has, data on internal turnover within the division of OJJDP) for the past two years or level of experience for key personnel for OJJDP.

Question #16 Attachment J indicates that the maximum cost per site visit is $500. How did the

Department arrive at the reasonableness of this budget?

Answer #16 Respondents have the options to submit a proposal for the services listed in the RFP.

The department has determined that this is allowable, reasonable, and necessary for the total maximum annual amount for all services is $190,000.00.

Question #17 Attachment A Section II Subsection C states, “The Respondent shall perform 12 desk audits per Contract year with at least a minimum of one per month.” Can you please clarify whether this is 12 desk audits per facility per year or 12 total desk audits?

Answer #17 RFP #10888 – Statewide Compliance Monitoring, Attachment A, Section II., A., 1., c., Desk Audits, states “the Respondent shall perform 12 desk audits per facility per Contract year with a minimum of one per month per facility”.

Question #18 Is there a vendor payment schedule for vendors?

Answer #18 No. There is no payment associated with a response or to submit a solicitation.

Question #19 Is there a requirement to complete site visits for 25 per month?

Answer #19 The Respondent shall perform 300 site visits per Contract year with at least a minimum of 25 site visits per month.