RFP_10925 Addendum 2.pdf

RFP #10925

Addendum #2

REQUEST FOR PROPOSAL (RFP)

ADDENDUM #2

August 29, 2025

RFP Number: 10925

RFP Services: Department of Juvenile Justice (DJJ) Solicitation # 10925 – Mental Health and

Substance Abuse Evaluation and Treatment Services

UNSPSC Codes: 92101702, 9314500, 9314501, 9314503, 9314506, 9314507

Subject: This Addendum contains questions received from potential Respondents, and the Department’s answers to the questions. Additionally, the Addendum updates the Services Sought language and the Calendar of Events.

Deletions are indicated by “strikethrough”. Additions, updates or replacements are indicated by underscore. All changes are highlighted yellow for quick reference.

REFERENCE: Page 4, Attachment A, Section I., B., Description of Services UPDATE: 5. Treatment services provided to each youth by the Respondent shall include an monthly ITP review (at least once every sixty (60) days, not to exceed once per month); clinical case management activities (up to four per month, unless otherwise authorized by the Office of Health Services); a monthly drug screening/urinalysis (if applicable based on the treatment needs); and a monthly progress report. The Respondent shall develop an individualized discharge plan at the conclusion of treatment services.

REFERENCE: Pages 10-11, Attachment A, Section III., I., Clinical Case Management UPDATE: 1. If a youth qualifies for the Juvenile Redirections Program (i.e., the youth is at risk of commitment, as determined by the Department) and the youth is receiving treatment services using a treatment modality that includes family counseling/therapy, the Respondent may conduct up to four (4) clinical case management activities per month without prior authorization by OHS. Otherwise, Cclinical case management services must be authorized by OHS in writing (email acceptable) for each youth prior to implementation. Clinical case management services may be provided for eligible youth with complex issues and needs, including, but not limited to:

a. Youth who are receiving juvenile sex offender treatment provided by a Department-approved provider;

b. Youth with severe psychiatric disturbance (e.g., schizophrenia or other psychotic disorder, bipolar disorder severe, reactive attachment disorder [RAD] severe, post-traumatic stress disorder [PTSD] severe, major depressive disorder [MDD] severe, or intermittent explosive disorder [IED] severe).

Specifiers, when applicable, must be in the severe category in order to be considered a complex case;

c. Youth with acute intentional self-harm behavior and/or a recent suicide attempt(s) that have been serious;

d. Youth with co-occurring disorders, one of which must be severe (e.g., opioid use disorder [OUD] severe, in partial remission and co-occurring with MDD moderate; or intellectual disability and RAD severe);

e. Youth currently placed, or in danger of being placed, in DCF foster care; (Youth who have remained stable in a relative placement for over one year are not considered complex in most instances without clinical justification.)

f. Youth who have been diagnosed with intellectual disability, autism spectrum disorder, or other developmental disability;

g. Pregnant youth with diagnosed moderate to severe mental illness and co-occurring substance use disorder (mild to severe);

h. Young mothers with postpartum depression;

i. Youth who are homeless or residing in a Children in Need of

Services/ Families in Need of Services (CINS/FINS) shelter placement;

j. Youth who are hospitalized under a Baker Act or Marchman Act while receiving services in a current program; and

k. Youth who the Department has verified are victims of human trafficking.

2. Clinical case management activities shall be conducted by the youth’s counselor/ therapist and involve complex consultation and coordination with other healthcare providers, school personnel, attorneys, juvenile probation officers, other agencies, and the youth’s family to assist in ensuring necessary clinical services and supports are in place for the youth. The clinician shall utilize their clinical expertise and professional skills to facilitate communication and promote coordinated services and continuity of care for the youth and family.

3. Clinical case management services activities may include, but is not limited to:

a. Communicating critical clinical information to the youth’s healthcare provider, school personnel, or other service providers (with appropriate consent as required under state and federal law);

b. Linking and facilitating necessary clinical services for the youth and family;

c. Coordinating the delivery of clinical services to assist in continuity of care for the youth and family; and

d. Participating in planning and discharge activities pertaining to the youth conducted at school or other programs.

4. Clinical case management services are limited to four (4) activities per month, unless otherwise authorized by OHS. Please note that, for youth served under the Juvenile Redirections Program, as described above, clinical case management services in excess of four (4) activities per month require prior authorization from OHS on a case-by-case basis.

REFERENCE: Pages 22-23, Attachment B, Section IV., A., Calendar of Events (as amended by Addendum #1)

UPDATE:

Wednesday August 27, Friday, August 29, Before or by

5:00 PM

EDT

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

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

Tuesday, August 26, Cancelled

1:00 PM

EDT

Technical Assistance Conference Call

Telephone 1-888-585-9008 and enter code 457-739-862# when directed.

https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

REFERENCE; Pages 26-27, Attachment B, Section VI., C., 1., Electronic Upload of the Proposal(s)

UPDATE: 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), signed Attachment I (Proposed Treatment Modality), signed Attachment J (Price Sheet), and signed Attachment R (Volume 1, Tab 2) are the only documents which can be saved in a PDF format. The Attachment J – Price Sheet (Volume 2, Tab 2) must be submitted in Excel.

REFERENCE: Page 33, Attachment B, Section XX., D., 4., Counseling/Therapy UPDATE: a. This section shall demonstrate an understanding of treatment services provided in the manner prescribed by the selected proposed treatment modality(ies) for each circuit proposed, as identified in the Respondent’s submitted Attachment I (Proposed Treatment Modality), including, but not limited to, the curriculum/methodology prescribed by the publisher/ developer/owner of the modality; minimum qualifications and specific training required to deliver the modality; type(s) of counseling/therapy (i.e., individual, family, and/or group); frequency and length of counseling/therapy sessions; and duration of counseling/ therapy.

REFERENCE: Pages 44-45, Attachment F, Evaluation Criteria UPDATE: Pages 44-45, Attachment F, Evaluation Criteria (as amended by Addendum #2)

REFERENCE: Pages 57-58, Attachment P, Evaluation Questions/Considerations UPDATE: Pages 57-58, Attachment P, Evaluation Questions/Considerations (as amended by Addendum #2)

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ATTACHMENT F

EVALUATION CRITERIA (as amended by Addendum #2)

l. Maximum Possible Points

Proposal Section Section Title

Maximum Possible

Points per Section

A. Transmittal Letter 0

B. Technical Proposal – Volume 1

1. Management Capability 40

2. Youth to be Served and Youth Referrals 60

3. Diagnostic Evaluations and Diagnostic Evaluation Reports 100

4. Counseling/Therapy 200

5. Individual Treatment Plans and Individual Treatment Plan Reviews 60

6. Clinical Case Management 50

7. Monthly Progress Reports 30

8. Discharge Plan 60

9. Records and Documentation 60

10. Staffing/Personnel 60

C. Financial Proposal – Volume 2

1. Price Sheet (Attachment J -

MANDATORY) 80

Total Maximum Overall Points 800

ll. Evaluation Criteria This RFP contains requirements that are specified in Attachment B, Section V. Failure to meet these requirements may result in a proposal not being evaluated and rejected as non-responsive. Evaluation and review of the Respondent’s proposal will be based solely on the Volumes 1, 2, and 3, unless otherwise noted in this RFP.

The Department will use the following methodology to score each section of the Respondent’s proposal:

A. A Transmittal Letter is required but will not be scored.

B. Technical Proposal

1. The Technical Proposal will be evaluated by a minimum of three Department employees serving as evaluators. They will independently score each section based on the requirements of the RFP on a 0-5 scale. The assignment of points by each evaluator will be based upon the following description of each score:

RATING SCORE EVALUATION DESCRIPTION

Excellent 5

The proposal exceeds all technical specifications and requirements for the specified components. The approach is innovative, comprehensive, and complete in every detail.

Very Good 4

The proposal meets all technical specifications and requirements for the specified components. The approach is comprehensive and complete in every detail.

The approach contains some innovative details for some components.

Adequate 3 The proposal meets all technical specifications and requirements for the specified components.

Poor 2

The proposal does not meet all technical specifications and requirements for the specified components, or it demonstrates minimum understanding of the requirements for the specified components.

Unsatisfactory 1

The proposal does not demonstrate an understanding of the requirements for the specified components or the Respondent’s ability to provide the service.

Not Addressed 0 The proposal does not address the specified components or the evaluator is not able to locate the information in the proposal.

2. Evaluators will score proposals based on the information provided in response to the criteria outlined in Attachment P, Evaluation Questions/Considerations.

C. Financial Proposal

1. Attachment J, Price Sheet, will be evaluated by the Department based on the proposed rates being at or below the maximum rates listed in this RFP.

2. A Respondent must meet all of the criteria in 1., above, in order to “pass” the evaluation of the financial proposal. Failure of a Respondent to meet the above criteria shall result in a “fail” status, and the proposal shall be deemed non-responsive and not moved forward for the evaluation of the technical proposal.

D. Staffing Capacity Qualification The highest ranking Respondent(s) FOR EACH CIRCUIT will be required to provide, within five (5) business days of the award notice prior to execution of any resultant Rate Agreement, documentation to the Department’s Procurement Manager that the Respondent has staffing capacity (employed or subcontracted) to deliver services as proposed. In addition, the highest ranking Respondent(s) FOR EACH CIRCUIT shall provide documentation that proposed staff meets qualifications, licensing, experience, and training requirements listed in Exhibit 4 of this RFP; such documentation will be reviewed by Department technical advisors at that time. If documentation is not provided, or if proposed staff does not meet all RFP staffing requirements, the Department will allow five (5) business days for the Respondent to demonstrate capacity and provide the required documentation; if the Respondent cannot do so, the Department may move to award the Rate Agreement to the next highest ranking Respondent(s) for the Circuit.

ATTACHMENT P

EVALUATION QUESTIONS/CONSIDERATIONS (as amended by Addendum #2)

EVALUATION QUESTIONS

CATEGORY #1: Management Capability

Consideration 1.1: Does the Respondent’s proposal demonstrate their capability to manage the delivery of mental health and substance abuse evaluation and treatment services required by the RFP, including internal compliance monitoring of all personnel provided under the resultant Rate Agreement to identify problems and improve processes? (Weighted: 8 Max Pts: 40)

CATEGORY #2: Youth to be Served and Youth Referrals

Consideration 2.1: Does the Respondent’s proposal demonstrate their understanding of the target population for mental health and substance abuse evaluation and treatment services required by the RFP and how the services are intended to impact the target population? (Weighted: 6 Max Pts: 30)

Consideration 2.2: Does the Respondent’s referral/placement process meet the requirements of the RFP, including, but not limited to, meeting timeframes for evaluating youth and implementing services, scheduling youth appointments, and obtaining informed consent as required? (Weighted: 6 Max Pts: 30)

CATEGORY #3: Diagnostic Evaluations and Diagnostic Evaluation Reports

Consideration 3.1: Does the Respondent’s proposal demonstrate an understanding of the diagnostic evaluation and diagnostic evaluation report requirements specified by the RFP, including timeframes, review of required documentation, structured face-to-face clinical interviews, administration of appropriate standardized assessment instruments, required components of diagnostic evaluations, required components of the evaluation report, and documentation requirements of the licensed professional conducting or supervising the evaluation? (Weighted: 20 Max Pts: 100)

CATEGORY #4: Counseling/Therapy

Consideration 4.1: Does the Respondent’s proposal demonstrate an understanding that treatment services shall be provided in the manner prescribed by the selected proposed treatment modality(ies) for each circuit proposed, as identified in the Respondent’s submitted Attachment I (Proposed Treatment Modality), including, but not limited to, the curriculum/methodology prescribed by the publisher/developer/ owner of the modality; minimum qualifications and specific training required to deliver the modality; type(s) of counseling/therapy (i.e., individual, family, and/or group); frequency and length of counseling/therapy sessions; and duration of counseling/ therapy. (Weighted: 50 Max Pts: 200)

CATEGORY #5: Individual Treatment Plans and Individual Treatment Plan Reviews

Consideration 5.1: Does the Respondent’s proposal demonstrate an understanding of the requirements for the development of Individual Treatment Plans, including the diagnosis(ses) from the DSM-5-TR (or most recent version of the DSM); specific symptoms that will be the focus of the treatment; treatment goals (written in achievable and measurable terms); the selected treatment modality; functional strengths, abilities, preferences, and needs that may affect the youth’s success in treatment; signature requirements; and timeframes? (Weighted: 6 Max Pts: 30)

Consideration 5.2: Does the Respondent’s proposal demonstrate an understanding of the procedures for Individual Treatment Plan reviews, including the assessment of the youth’s progress; treatment plan modifications (if needed); timeframes; signature requirements; and allowing the youth the opportunity to participate in the development and review of her/his treatment plan and assist the youth with completion of ITP prior to discharge from treatment services? (Weighted: 6 Max Pts: 30)

CATEGORY #6: Clinical Case Management

Consideration 6.1: Does the Respondent’s proposal demonstrate an understanding of the requirements for clinical case management, including eligibility, types of complex issues, number of sessions permitted, and the process for obtaining authorization from Office of Health Services? (Weighted: 10 Max Pts: 50)

CATEGORY #7: Monthly Progress Reports

Consideration 7.1: Does the Respondent’s proposal demonstrate an understanding of the requirements for monthly progress reports for each youth receiving treatment services, including timeframes and the elements required in the progress report. (Weighted: 6 Max Pts: 30)

CATEGORY #8: Discharge Plan

Consideration 8.1: Does the Respondent’s proposal demonstrate an understanding of the requirements for the development of an individualized discharge plan prior to the discharge for each youth who receives treatment services? (Weighted: 6 Max Pts: 30)

Consideration 8.2: Does the Respondent’s proposal meet the requirements for discharge/release from services as required by the RFP, including meeting the requirements for successful completion or substantial completion, as well as an understanding of the requirements, timeframes, and supporting documentation needed for discharge and notification to the Department? (Weighted: 6 Max Pts: 30)

CATEGORY #9: Records and Documentation

Consideration 9.1: Does the Respondent’s proposal demonstrate an understanding of the requirements for informed consent for treatment and release of treatment records? (Weighted: 4 Max Pts: 20)

Consideration 9.2: Does the Respondent’s proposed demonstrate an understanding of the requirements related to files, recordkeeping, and documentation, including documents to be filed in the Department’s Electronic Medical Record (EMR)/Electronic Health Record (EHR), as well as the confidentiality and location requirements for storing records? (Weighted: 8 Max Pts: 40)

CATEGORY #10: Staffing/Personnel

Consideration 10.1: Does the Respondent’s proposal describe appropriate mental health clinical staff credentials, appropriate substance abuse clinical staff credentials, and appropriately licensed clinical oversight for evaluation and treatment services proposed? (Weighted: 8 Max Pts: 40)

Consideration 10.2: Does the Respondent’s back-up plan (i.e., plan for covering planned or unplanned absences, staff vacations, and filling vacancies) demonstrate that there will be qualified personnel and supervisors, as applicable, available to provide services as needed and ensure little or no interruption of services. (Weighted: 4 Max Pts: 20)

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the ITN. Protests must be filed with the General Counsel’s Office, Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, within the time prescribed in section 120.57(3), Florida Statutes (F.S.), and chapter 28-110, Florida Administrative Code (F.A.C.). Notices delivered by hand delivery or delivery service shall be to the Agency Clerk, Office of the General Counsel, Florida Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, with a copy to the Department’s Procurement Manager responsible for this solicitation. Failure to file a protest within the time prescribed in section

120.57 (3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under chapter 120, F.S. Written notices, formal requests and proceedings must conform to the requirements set forth in chapter 28-110, F.A.C.

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

SIGNED BY: _______________________________________________________________________

NAME: ____________________________________________________________________________

COMPANY: ________________________________________________________________________

TITLE: ____________________________________________________________________________

DATE:_____________________________________________________________________________

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Questions are presented in the exact manner they were received.

A Great Life Services, Inc. – Received 7/14/2025

Question #1 Before proceeding further, I would like to confirm whether this solicitation is open to applications from me:

1. 501 (c) (3) nonprofit organizations only.

2. For-profit entities, or

3. Both nonprofit and for-profit organizations.

Answer #1 This RFP is open to any qualified applicant.

Maria Pagan, EPIC Behavioral Healthcare – Received 7/17/2025

Question #2 Does this apply to us? Are we expected to apply to maintain continuity of service we currently provide?

Answer #2 The Department does not determine the applicability of a solicitation to a potential Respondent.

Interested parties may respond in the manner described on Pages 30-35, Attachment B, Section XX., General Instructions for Preparation of the Proposal, and Pages 36-43, Attachment C, General Instructions to Respondents – Special Conditions, of this RFP. Responses will be evaluated as described on Pages 44-45, Attachment F, Evaluation Criteria, of this RFP.

Question #3 If yes, will this replace our existing contract? And if yes, is there a transition from the current contract to the “new”?

Answer #3 Potential Respondents that are under an existing rate agreement(s) with the Department should refer to the expiration date of said rate agreement(s). If any existing provider is awarded a rate agreement as a result of this RFP, the Department will coordinate with the provider to ensure the continuity of services for youth and families during the transition between rate agreements.

Question #4 I didn’t see any material changes in service expectations or reporting requirements compared to existing contract. But please advise if there’s any.

Answer #4 The Department does not offer the information requested. Potential Respondents should review this RFP in its entirety to understand service expectations and reporting requirements that will be included in any resultant Rate Agreement. Rate agreements awarded to existing providers as a result of this RFP will not be considered an extension of any existing rate agreement.

Jason Thomas, Youth and Family Advocates, Inc. (YFA) – Received 7/31/2025

Question #5 How many unduplicated youth were served in Fiscal Year 2024-2025 in the following circuits:

5, 6, 10, 12, 13, and 20?

Answer #5 Circuit 5 – 178 Circuit 6 – 30 Circuit 10 – 68 Circuit 12 – 12 Circuit 13 – 50 Circuit 20 – 130

Question #6 How many youth were referred for services in July 2025 in the following circuits: 5, 6, 10, 12, 13, and 20?

Answer #6 The information requested is not yet available for the month of July 2025; the numbers of youth referred for services in the requested circuits for the month of June 2025 are shown below:

Circuit 5 – 25 Circuit 6 – 4 Circuit 10 – 8 Circuit 12 – 1 Circuit 13 – 2 Circuit 20 – 9

Question #7 Is it the expectation to interview and offer positions to applicants from an incumbent provider who are in good standing if a new provider is selected?

Answer #7 Hiring and subcontracting decisions are made by the awarded Respondents. Please note that all personnel provided under any rate agreement resulting from this RFP, whether performance is as a Respondent, subcontractor, or any employee, agent or representative of the Respondent or subcontractor, must meet the qualifications, training, and background screening requirements outlined on Pages 15-17, Attachment A, Section III., R., Staffing/Personnel, of this RFP.

Question #8 Will each circuit be required to have individual staffing for all positions or can there be overlap?

i.e. clinical staff lead-can they serve more than one circuit?

Answer #8 Awarded Respondents are not precluded from utilizing the same personnel in multiple circuits.

Question #9 Is funding available for start-up costs?

Answer #9 Each respondent should contemplate all costs associated with providing services as outlined in this RFP when providing proposed rates using Attachment J, Price Sheet, of this RFP.

Question #10 What was the allocated funding for 2025?

Answer #10 Please refer to Page 29, Attachment B, Section XIV., Total Maximum Rate Agreement Dollar

Amount, of this RFP. All agreements resulting from this RFP will be $0 rate agreements.

Question #11 Is the highest rated Respondent for each circuit required to provide proof of staffing capacity to deliver the services proposed within 5 business days of the positing of the Notice of Intent to Award scheduled for October 31, 2025, which would be November 7, 2025?

Answer #11 Please refer to the update referenced above for Page 45, Attachment F, Section II., D., Staffing Capacity Qualification and Addendum #1.

Question #12 Do the incumbent providers in the following circuits occupy office space provided by the Department or their own office space: 5, 6, 10, 12, 13, and 20?

Answer #12 The Department will not provide office space for the awarded Respondent(s). Each awarded Respondent may work with the Chief Probation Officer(s) of the awarded circuit(s) to determine if space is available to conduct evaluations or provide treatment services on a case-by-case basis; however, the Department does not guarantee the availability of such space.

Question #13 Which party is responsible for covering the costs of equipment and cell phones?

Answer #13 Each Respondent should contemplate all costs associated with providing services as outlined in this RFP when providing proposed rates on Attachment J, Price Sheet, of their response.

Question #14 What changes would you propose to improve the model currently in use?

Answer #14 Each Respondent is responsible for proposing treatment model(s) using Attachment I, Proposed

Treatment Modality, of this RFP. Please note that Respondents are encouraged to propose more than one treatment modality in each circuit proposed. The Department is seeking a variety of treatment model(s) to meet the various and unique needs of youth and families.

Suzanne E. Smith, Rite of Passage – Received 8/1/2025

Question #15 What is the anticipated number of youth to be served annually in each of the circuits?

Answer #15 The Department is seeking a variety of treatment model(s) to meet the various and unique needs of youth and families. The number of youth served by the resultant Rate Agreements will be largely dependent upon the awarded treatment modalities, the specific risk factors and needs addressed by those modalities, and any age restrictions, as documented in the Respondent’s submitted Attachment I (Proposed Treatment Modality). For informational purposes, the number of youth referred to current providers for mental health and substance abuse evaluation and treatment services during FY24/25 is provided below for each judicial circuit:

Circuit 1 – 67 Circuit 2 – 60 Circuit 3 – 65 Circuit 4 – 93 Circuit 5 – 178 Circuit 6 – 30 Circuit 7 – 30

Circuit 8 – 125 Circuit 9 – 36 Circuit 10 – 68 Circuit 11 – 20 Circuit 12 – 12 Circuit 13 – 50 Circuit 14 – 0

Circuit 15 – 28 Circuit 16 – 0 Circuit 17 – 22 Circuit 18 – 59 Circuit 19 – 53 Circuit 20 – 130

Question #16 Please provide the names of the organizations that are currently providing these services in each circuit.

Answer #16 A New Dawn A New Beginning – Circuit 3

Center for Progress and Excellence – Circuit 20 Chrysalis Center – Circuits 1, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, 17, 18, 19 Emergen – Circuit 18 Guidance/Care Center – Circuit 16 Henry and Rilla White Foundation – Circuits 2, 3, 8 Lee Barrow – Circuit 10 Ocala Consulting and Prevention – Circuit 5

Question #17 If the youth is utilizing 3rd party insurance or Medicaid, is the program required to submit all clinical documents to DJJ or will the program submit a Monthly Progress Report?

Answer #17 Awarded Respondents will be required to submit to the JPO and/or upload to the EMR/EHR all documents as required by the resultant Rate Agreement for each youth referred for treatment services, regardless of full or partial funding by Medicaid or a third-party insurer.

Question #18 What level of drug screen is required in the RFP? (5-panel or 10-panel; On-site or lab based:

or other)

Answer #18 Awarded Respondents who propose substance abuse services or integrated mental health and substance abuse services may utilize any type of drug screen they feel is beneficial for each youth based on the youth’s needs and substance use history. Probation staff may provide drug screen results to providers when available; drug screens conducted by Probation staff are not billable to the Department under any resultant Rate Agreement.

Question #19 Will all the required documents/forms (diagnostic evaluations, treatment planning, treatment plan reviews, clinical case management, counseling/therapy sessions, and discharge planning) be available in the Department’s Electronic Medical Record (EMR)/Electronic Health Record (EHR) system?

Answer #19 Awarded Respondents will be required to upload to the EMR/EHR all documents as required by Attachment A, Section III., P., 3., of the RFP. Please note that there are not any templates/forms for services sought under this RFP currently available in the EMR/EHR. Awarded Respondents will utilize their own documents/forms; if and when the Department creates any templates/forms for these services, award Respondents may choose, but are not required, to utilize those forms.

Question #20 Given that the award notice is scheduled for October 31 and the contract start date is January 1, could the Department clarify the rationale for requiring staffing capacity documentation within five business days of the award notice (see page 45)? Since service delivery does not begin until January, can this timeframe be extended to align it more closely with the program start-up period?

Answer #20 Please refer to the update referenced above for Page 45, Attachment F, Section II., D., Staffing Capacity Qualification and Addendum #1.

Question #21 In the event that qualified clinical staff are not immediately available in rural areas, would the Department permit the use of telehealth evaluations for youth that are identified for amenable for telehealth services, provided we demonstrate best efforts to recruit and onboard in-person staff?

Answer #21 Please refer to Pages 6-8 and 12-13, Attachment A, Sections III., A. (Mental Health Diagnostic Evaluations), B. (Substance Abuse Diagnostic Evaluations), C. (Integrated Mental Health and Substance Abuse Diagnostic Evaluations), and O. (Telehealth Parameters), of this RFP.

Diagnostic evaluations require a structured face-to-face interview; telehealth is not authorized.

Katie Cruickshank, AMIKids, Inc. – Received 8/1/2025

Question #22 Page 1 The RFP indicates that the Department intends to award multiple rate agreements.

• Is there a set number of agreements per Circuit that will be awarded, or if there an overall number of agreements for the Contract that will be divided among Circuits based on ranking activities?

Answer #22 No.

Question #23 Page 5, I.D.2

If a youth is discharged and re-referred, is the Provider able to complete an additional Diagnostic Evaluation or Update to capture any change in clinical status since prior referral/admission?

Answer #23 Yes.

Question #24 Page 5, I.D.2 Can the Respondent provide a one or two times deviation from the prescription of services for a supportive service in response to a crisis/release from hospitalization without penalty?

Answer #24 An additional individual therapy session or family therapy session may be provided immediately without penalty if a youth is in active crisis. For youth returning from hospitalization, any additional sessions may be requested with rationale to the Contract Manager, Office of Health Services, and Office of Probation and Community Intervention.

Question #25 Page 5, I.D.6 If Medicaid is billed as first-party payee, is the Respondent able to balance bill the difference between Rate Agreement and Medicaid payment(s)?

Answer #25 Yes.

Question #26 Page 5, II.B Youth Referrals

• Can automated referrals from JJIS include documentation of legal guardianship for each youth referred?

• If no, how can the Department ensure a Respondent can verify legal guardianship within the 10 day window?

Answer #26 If the required information is not available in the referral packet (i.e., the attachments contained in the automated email from JJIS), the awarded Respondent may contact the referrer.

Question #27 Page 6, II.B.2 Since referrals do not result in JJIS Placement, are general notes to file in Respondent EHR sufficient to document missing referral data or delay reasons in completion of Diagnostic Evaluation?

Answer #27 An awarded Respondent may maintain documentation regarding information missing from a referral packet and their attempts to obtain that information in whatever manner they choose.

Question #28 Page 6, II.C.1 Please describe how “and their families” may refer to the Respondent. Are families able to refer themselves directly to Respondent without going through the Department first?

Answer #28 In order for a youth and their family to receive services from an awarded Respondent under the resultant Rate Agreement, the youth must be referred to the Respondent by the Department.

Question #29 Page 6, II.C.2 If a service is eligible under Medicaid but not paid at rate negotiated in Rate Agreement, may the Respondent balance bill the difference?

Answer #29 If reimbursement provided by Medicaid or a third-party insurer, plus any required copay, coinsurance, or deductible (if required), is less than the rate established in the resultant Rate Agreement, the Respondent may bill the Department for the difference. The Department will not pay more than the rate established for each service in the resultant Rate Agreement at any time.

Question #30 Page 6, III. Services to Be Provided The RFP indicates that telehealth is not authorized for A. Mental Health Diagnostic Evaluations, B. Substance Abuse Diagnostic Evaluations, or C. Integrated Mental Health and Substance Abuse Diagnostic Evaluations.

• Can Department provide a method for refusing referrals based on the lack of an available licensed provider to complete diagnostic face-to-face in the prescribed 10 days window?

• If not, can the 10 days window be extended?

Answer #30 No. An extension may be requested for extraordinary circumstances only, not routinely for the entire area or circuit due to staffing limitations.

Question #31 Page 9, III.G.1.D, III.G.2.B, III.G.3.D What is acceptable communication for reporting attendance and participation in each session to the JPO within three business days of each session?

Answer #31 A specific method of communication is not required, but the Department encourages awarded Respondents to utilize email for documentation purposes.

Question #32 Page 9, III.G.1.D, III.G.2.B, III.G.3.D Would the department consider reports to JPO of only sessions where youth did not participate within three business days rather than all sessions to eliminate administrative time? The monthly report would detail all sessions that occurred.

Answer #32 The Department requires timely confirmation of attendance as part of its supervision process.

Question #33 Page 9, III.G.1.D, III.G.2.B, III.G.3.D

Please define “participation” reporting – i.e., would “poor, fair, good, excellent” rating suffice?

Answer #33 A very brief description of the youth’s participation, as described in this question, will suffice.

Question #34 Page 9, III.G.3

If a youth/family prefers only individual/family therapy modality, is group therapy still required?

Answer #34 Group therapy must be provided in accordance with the awarded treatment modality. If group therapy is an optional component of an awarded treatment modality (as determined by the publisher/developer/owner of the modality), it would not be required; however, if group therapy is a required component of an awarded treatment modality, the Respondent should select an alternative awarded treatment modality that does not require group therapy.

Question #35 Page 10, H. ITP Reviews On page 4, I.B.5, the RFP reads that “treatment services provided to each youth by the Respondent shall include a monthly ITP review. On page 10, H.2, the RFP reads that “ITP reviews shall be conducted at least once every sixty calendar days. ITP reviews may be conducted more frequently, not to exceed once per month.”

• Can the Department clarify whether ITP review is monthly or every other month?

Answer #35 Please refer to the update referenced above for Page 4, Attachment A, Section I., B., Description of Services, of this RFP.

Question #36 Page 11, J. Drug Screening/Urinalysis

• Can the Department clarify if the drug screens must be observed?

• Can a Respondent contract with a third-party provider to offer this service?

Answer #36 The Department prefers that awarded Respondents observe the collection of samples for drug screening/urinalysis; however, observation is not required as long as appropriate precautions are utilized as part of the collection process (e.g., having the youth empty their pockets, checking the temperature of samples, etc.). Awarded Respondents may subcontract for drug screens.

Question #37 Page 12, N.

• Can the Respondent propose contracting with a crisis response team to provide the services listed in this section?

• Does a Respondent have to be on call and respond in person, or is there a provision for telehealth?

Answer #37 No. Crisis response teams are contracted through DCF’s Managing Entities; however, an awarded Respondent may enter into a memorandum of understanding or agreement with an existing crisis response team. Please note that on-call services are not required in this RFP.

Question #38 Page 12, III.N.5 If ASR can be conducted by Respondent, is a referral still required?

Answer #38 If the ASR is completed by an awarded Respondent, the JPO should be notified of assessment services provided. If no further crisis management services are deemed necessary, a referral is not required.

Question #39 Page 13, III.O.9 The Beck Depression Inventory is cited as an example. What diagnostic tools are required to document clinical outcomes through pre-/post-testing?

Answer #39 Respondents may propose any evidence-based tool(s) of their choosing related to adolescent diagnosis or symptom expression.

Question #40 Page 14, III.P.3 As a Medicaid provider, services are billed through provider EHR. May the Respondent upload .pdfs of all required documents to the Department’s Medical Record/EHR rather than requiring duplicate entry by the therapists?

Answer #40 Awarded Respondents will be required to upload to the EMR/EHR all documents as required by Attachment A, Section III., P., 3., of the RFP. Please note that there are not any templates/forms for services sought under this RFP currently available in the EMR/EHR. Awarded Respondents will utilize their own documents/forms; if and when the Department creates any templates/forms for these services, award Respondents may choose, but are not required, to utilize those forms.

Question #41 Page 15, R.1 Staffing Levels To help a Respondent determine what is “sufficient staff,” can the Department provide an anticipated level of need for each Circuit, or historical data for each Circuit?

Answer #41 The Department is seeking a variety of treatment model(s) to meet the various and unique needs of youth and families. The number of youth served by the resultant Rate Agreements will be largely dependent upon the awarded treatment modalities, the specific risk factors and needs addressed by those modalities, and any age restrictions, as documented in the Respondent’s

Seavey, Daniel Probation defers to OHS.

submitted Attachment I (Proposed Treatment Modality). For informational purposes, the number of youth referred to current providers for mental health and substance abuse evaluation and treatment services during FY24/25 is provided below for each judicial circuit:

Circuit 1 – 67 Circuit 2 – 60 Circuit 3 – 65 Circuit 4 – 93 Circuit 5 – 178 Circuit 6 – 30 Circuit 7 – 30

Circuit 8 – 125 Circuit 9 – 36 Circuit 10 – 68 Circuit 11 – 20 Circuit 12 – 12 Circuit 13 – 50 Circuit 14 – 0

Circuit 15 – 28 Circuit 16 – 0 Circuit 17 – 22 Circuit 18 – 59 Circuit 19 – 53 Circuit 20 – 130

Question #42 Page 15, R.1 Staffing Levels

• Can the Department elaborate on what their expectations are for a Respondent to maintain bilingual staff, where feasible?

• Can the Department provide historical data on the need for bilingual services (the languages most often requested AND the number of times each language was requested) in each Circuit to help the Respondent determine resources needed?

Answer #42 The Department encourages awarded Respondents in areas of the state with the highest levels of bilingualism (e.g., Miami-Dade, Broward, Osceola, and Orange counties) to consider hiring or subcontracting with bilingual clinical staff. Alternatively, awarded Respondents may utilize in-person, video, or voice translation services to address such needs as they arise.

Question #43 Page 17, III.S.1.b Youth files are documented in the EHR. Is there a requirement to print hard copy youth files?

Answer #43 No. However, Respondents may be required to maintain hard copy files by other entities.

Question #44 Page 17, III.S.2

The RFP indicates that services “shall be provided to youth during traditional and non-traditional business hours, including weekends.”

• Will the Department be defining a requirement of evening/weekend and holiday hours?

Answer #44 Traditional business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding state holidays. Non-traditional business hours are 12:00 a.m. to 7:59 a.m. and 5:01 p.m. to 11:59 p.m.

Monday through Friday and all day on Saturdays, Sundays, and state holidays.

Question #45 Page 17, III.T The RFP indicates that no property furnished or purchased with department funds is required.

Does this mean that the purchase of technology equipment (e.g., laptops) for use by clinicians to enter data into JJIS and other systems is not allowed?

Answer #45 Each Respondent should contemplate all costs associated with providing services as outlined in this RFP when providing proposed rates on Attachment J, Price Sheet, of their response.

Question #46 Page 19, V.B.3, Staff Vacancy Report

• Since the volume of referrals is variable and the Department will only make payment for services provided by qualified staff, how will vacancies be determined?

• Is the department requiring a minimum number of staff even when referrals may not warrant the staff level?

o If so, how will the provider be compensated for required staff in excess of referral volume?

Answer #46 It is the responsibility of each awarded Respondent to identify the number of positions required to provide services under the resultant Rate Agreement. Please refer to Attachment A, Section III., R., 1., Staffing Levels, of this RFP.

Question #47 Page 21, VI.B.2 Performance Evaluation The RFP indicates that “the performance evaluation will use the process and data collected throughout the duration of the resultant Rate Agreement to determine the effectiveness of the services.”

• Can the Department explain how it will measure effectiveness for this contract?

Answer #47 Please refer to Page 21, Attachment A, Section VI., A., Performance Measures, of this RFP.

Question #48 Page 23 Calendar of Events

Please confirm the date of the Evaluation Team Debriefing Conference Call indicated as Wednesday, October 6, 2025. October 6, 2025 is a Monday.

Answer #48 Please refer to Addendum #1 of this RFP.

Question #49 Page 23 Calendar of Events

Based on the schedule of events, the Soliciation Call is scheduled after final questions are due.

How will new items discussed on the Soliciation Call (outside of those questions already submitted by the Written Questions deadline) be documented and incorporated into the RFP?

Answer #49 Please refer to Addendum #1 and #2 of this RFP.

Question #50 Page 25, H. Evaluator Briefing Session

Can the Department provide the names of the individuals that will be evaluating these proposals?

Answer #50 No.

Question #51 Page 31, Foreign Countries of Concern Prohibited

The RFP states that the Department is prohibited from accepting a proposal with a respondent who will be granted access to an individual’s personal identifying information. Should this be revised to state unless an affidavit is provided?

Answer #51 Please see Attachment B, section XX., A., for instruction on the Foreign Countries of Concern Prohibited submission.

Question #52 Page 31, Transmittal Letter Is the Department still requiring the use of DUNS numbers, or will UEI numbers from SAM.gov suffice?

Answer #52 Please see Attachment B, section XX., A., regarding the DUNS requirement.

JoAnn Prisco, Chrysalis Health – Received 8/1/2025

Question #53 Can the Department clarify whether the new Rate Agreement is intended to serve youth who would have previously been referred to Redirection services—particularly those on Probation, Conditional Release, or Post-Commitment Probation with moderate to high risk scores on the CAT? If so, how does DJJ plan to ensure that the required intensity of care—such as frequent family therapy, robust care coordination, and consistent stakeholder engagement—is maintained under the new structure?

Answer #53 Please refer to Page 5, Attachment A, Section II., A., Description of Youth to be Served, of this RFP, regarding youth who are eligible to be served under the resultant Rate Agreements. Each Respondent is responsible for proposing treatment model(s) using Attachment I, Proposed Treatment Modality, of this RFP. For each treatment modality proposed, the Respondent is required to identify the specific risk factor(s) or need(s) addressed, age(s) of youth, frequency and duration of delivery, length of sessions, and session types (i.e., individual, family, or group).

If an awarded treatment modality and a referred youth meet the criteria for inclusion in the Juvenile Redirections Program, as defined by proviso (ref: Specific Appropriation 1066 for fiscal year 2025-26), the youth will be considered served by Redirections. Please also refer to Pages 10-11, Attachment A, Section III., I., Clinical Case Management, of this RFP, which allows for the provision of case management services for youth with complex issues and needs.

Question #54 Will the Department consider implementing a bundled rate for youth presenting with complex needs—such as severe psychiatric disturbances and/or multiple, co-occurring DSM-5 diagnoses—to ensure adequate support and service intensity?

Answer #54 Please refer to the update referenced above for Pages 10-11, Attachment A, Section III., I., Clinical Case Management.

Question #55 If the respondent provides crisis intervention services, what is the maximum allowable reimbursement rate, given that these services are not listed on Attachment J (the price sheet)?

Answer #55 Crisis intervention services may be billed as an individual therapy session or family therapy session as appropriate. An additional individual therapy session or family therapy session may be provided immediately without penalty if a youth is in active crisis. For youth returning from hospitalization, any additional sessions may be requested with rationale to the Contract Manager, Office of Health Services, and Office of Probation and Community Intervention.

Question #56 Is it permissible to discontinue the use of sign-in sheets for telehealth sessions if the respondent’s telehealth/ehr platform automatically records participant attendance, including start and end times?

Answer #56 Please refer to Pages 18-19, Attachment A, Section V., B., 1., c., of this RFP. Invoices that include billing for individual, family, and/or group counseling/therapy must include a sign-in sheet for each session. If services are provided via telehealth, all required elements of the sign-in sheet must be provided; however, in lieu of attendee signatures, an awarded Respondent may provide sufficient documentation of attendance from their telehealth platform.

Question #57 How does the Department intend to ensure continuity and therapeutic progress—especially for high-risk youth who historically benefited from Redirection's intensive care model?

Answer #57 The Department will coordinate with all existing providers and awarded Respondents to ensure the continuity of services…