RFP_25-15._Misdeanor_Probabation_Supervision_Services.pdf

Putnam County Board of County Commissioners RFP No: 25-15 RFP Name: Misdemeanor Probation Supervision Services

SPECIFICATIONS

FOR

BOARD OF COUNTY COMMISSIONERS

PUTNAM COUNTY, FLORIDA

RFP No: RFP 25-15 RFP Name: Misdemeanor Probation Supervision

Services RFP Due: April 29, 2025 @ 2:00pm EST

Table of Contents

1.0 General Terms and Conditions

RFP DUE DATE AND TIME

2.0 Contract Term

Tentative Dates Scheduled

L. Termination of Probation

Section 1: RFP Qualification Cover Page (Complete and Submit)

Section 2: Letter of Interest

Section 3: Project Understanding and Approach

Section 4: Consultant’s Qualifications & Staff

Section 5: Ability of Consultant’s Professional Personnel

Section 6: References

Section 7: Administrative Information / Required Documents

7.0 Evaluation Criteria

PROPOSAL COVER SHEET

DETAILED PROPOSAL RESPONSE / SOLUTION

NON-DISCRIMINATION IN EMPLOYMENT FORM

ADDENDA ACKNOWLEDGEMENT FORM

PUBLIC ENTITY CRIMES FORM

DRUG-FREE WORKPLACE CERTIFICATION

INDEMNIFICATION AGREEMENT

REFERENCES

LEGAL ISSUSE

ADDITIONAL INFORMATION OR SERVICES

SAMPLE AGREEMENT FOR CONTRACTOR SERVICES

CALL FOR BIDS

The Putnam County Board of County Commissioners is soliciting responses from qualified firms for the provision of misdemeanor probation services in Putnam County.

Bid Documents, Construction Specifications and Drawings are available online at:

Deadline for receipt of sealed bids has been set for 2:00 p.m., April 29, 2025. To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 7/28/2023 one (1) original hard copy, five (5) duplicate copies and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format. Sealed bids may be deliver in person or by courier mail to Putnam County Procurement Department c/o Leigh Doran, 2509 Crill Avenue, Ste 200, Palatka, Florida, 32177. Only sealed bids received on or before the aforestated time and date will be considered. Vendor must indicate the bid number and description on the outside envelope.

There will be a mandatory pre-proposal meeting held at 10:00a.m., April 7, 2025, in the conference room at 2509 Crill Avenue, Suite 200, Palatka, Florida, 32177.

Questions concerning the specifications may also be emailed to Leigh Doran, Procurement Supervisor, at leigh.doran@putnam-fl.gov. Answers to questions received will be posted online with the bid documents.

Questions must be received 2:00 PM on April 21, 2025.

The Putnam County Board of County Commissioners reserves the right to accept or reject any or all bids and to waive any informalities. Putnam County complies with all federal statutes relating to non-discrimination.

Putnam County is an equal opportunity employer.

PUBLISH: March 31, 2025

Bid No. 25-15 http://bids.putnam-fl.com/bids mailto:leigh.doran@putnam-fl.gov

1.0 General Terms and Conditions

All Companies submitting a response to this RFP understand and agree that the affirmative act of submitting a response constitutes acceptance and agreement to the General Terms and Conditions. Proposers are responsible for adhering to the General Terms and Conditions. Lack of knowledge by the Proposer will in no way be cause for relief from responsibility.

RFP DUE DATE AND TIME

All Proposals must be delivered to the Procurement Department, located at 2509 Crill Ave, Suite 200, Palatka FL 32177 on or before the due date as listed below. Please boldly indicate the RFP number on the outside of your sealed proposal envelope to assist the County internally in identifying your bid.

To be responsive your proposal shall be signed by an authorized employee/officer with the authority to bind a contract.

To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 4/29/2025 one (1) original hard copy, five (5) duplicate copies and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format.

Note: Original proposal must be marked ORIGINAL and must have original signatures. Please label the USB drive with RFP number, and your company’s name. (i.e. “Copy” Acme Bid, RFP- 25-15). It is the bidder’s responsibility to guarantee the USB drive is 100% identical to your original hard copy bid. In the event of a discrepancy, your original hard copy will prevail.

PLACE FOR RECEIVING PROPOSALS

Bids may be mailed or hand delivered to:

Putnam County Board of County Commissioners c/o Leigh Doran Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

All bids must arrive and be received by a Purchasing Department representative prior to the specified bid due date/time. Bids received after that time will not be accepted. Bids cannot be faxed or emailed. The County will not be responsible for Postal or other delivery service delays.

PUBLIC BID OPENING

Putnam County Board of County Commissioners will conduct a Public bid/proposal opening immediately following the solicitation due date/time on Tuesday, April 29, 2025 in the conference room located at 2509 Crill Avenue, Suite 200, Palatka Florida 32177.

Sealed bids, proposals, or replies received by the County pursuant to this solicitation will remain confidential and are exempt from Florida’s Public Records Act (Ch. 119, Florida Statutes) until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. Thereafter, by submitting a response to this solicitation, the proposer acknowledges that all documents and information submitted to the County, including pricing information, is considered a public record under Florida’s Public Records Act and may be disclosed to third parties upon request notwithstanding any confidentiality clauses or labels contained in such documents. Please direct any inquires to the County’s contact listed below.

RFP PACKAGE

Interested bidders may obtain a RFP Package from Leigh Doran, Procurement Supervisor for Putnam County Board of County Commissioners by any of the following methods.

By email: Leigh.Doran@putnam-fl.gov

By download, available at: http://bids.putnam-fl.com/bids

By USPS: Request sent certified mail to:

Putnam County Board of County Commissioners c/o Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

Walk-in Pick Up:

c/o Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

RFP AWARD PROCESS

The basis for bid award, if awarded, is to the best proposal for solicited services which meets or exceeds the conditions of the bid specifications and the County is not bound to accept the lowest bid if that bid is contrary to the best interest of the County. POSTING OF RECOMMENDATION OF AWARD: The County’s recommendation of award will be posted to http://bids.putnam-fl.com/bids

PROTEST OF INTENDED DECISION

A Notice of Intended Decision to recommend or reject proposals will be posted to http://bids.putnam-fl.com/bids. In the event an unsuccessful firm desires to protest the County’s notice of intended decision to award or reject a proposal, that Firm shall be required to comply with Putnam County’s Protest Procedure, a copy of which is available from the Procurement Supervisor. Failure to follow the Bid Protest procedures prescribed by the Putnam County Purchasing Ordinance shall constitute a waiver of your protest and any resulting claims.

APPLICABLE LAW

The bidder shall comply with all federal, state, County and local laws, rules, ordinances and regulations (“Laws”) applicable to the Bidder’s response to the solicitation, the contract executed in connection with the solicitation, and the provision of services under the solicitation and the contract. The term “Laws” as used in this provision shall be deemed to include all laws which are specifically applicable to the County. This RFP and the contract to be executed in connection with the award of this solicitation must be modified in accordance with any statutory requirement of the State of Florida. Lack of knowledge by the Bidder will in no way be cause for relief from responsibility.

Venue The contract, when entered into and any disputes hereunder, shall be construed in accordance with the laws of the State of Florida and enforced in the courts of the State of Florida. County and firm hereby agree that venue shall be in Putnam County, FL.

ASSIGNMENT

If awarded, neither the resulting contract nor any of the Contractor’s rights, duties, or obligations under the contract may be assigned or subcontracted by the Contractor without the written consent of Putnam County BOCC. Any transfer of this Contract by merger, consolidation or liquidation, or (unless the stock of the Contractor is traded on a national stock exchange or in a generally recognized over the counter securities market) any change in ownership of or power to vote on the majority of the outstanding voting stock of the Contractor after the date hereof shall constitute an assignment of this Contract for purposes of this Section, and then in its discretion, Putnam County BOCC shall have the right to terminate the contract and shall specify the termination date in its written notice of termination. Any purchase order issued pursuant to this solicitation and any monies which may become due there under are not assignable except with the prior written approval of the County.

AWARD

As the best interest of the County may require, the right is reserved to reject any and all proposals, or any portion of the RFP, to waive any informality in proposals received, or to accept any item or group of items unless qualified by the Proposer. The County reserves the right to reject any portion or all proposals, to resolicit proposals or not and to waive informalities as deemed in the best interest of the County. The County reserves the right to issue to proposers Request for Information (RFI’s), to solicit best and final offers from all finalist firms and or to negotiate a satisfactory award of any portion(s) of this RFP with the top ranked firm. If this http://bids.putnam-fl.com/bids proposal requests prices for multiple items, the County reserves the right to award the proposal, by item, to the Bidder(s) which, in the sole discretion of the County, is the most responsive and responsible Bidder(s), price, qualifications, and other factors considered for that item. The issuance of a purchase order constitutes a binding contract.

BEST & FINAL OFFERS/NEGOTIATIONS

The County reserves the right to request revised proposals, best and final offers, and/or enter negotiations at any time with any and all Proposers after receipt of proposals.

BOND

A bond may be required to guarantee the payment of any losses by theft, burglary, pilfering or vandalism as a result of carelessness, negligence or willful acts of the Contractor, its agents, employees or assigns.

BRAND NAME OR EQUAL

(As used in this paragraph, the term "brand name" includes identification of supplies by make and model.) If the items called for herein have been identified in the Schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory if they meet the listed essential requirements. Proposals offering "equal" products will be considered for award, if allowed by the proposals/Special Conditions and if such products are clearly identified and are determined by the County to be equal in all material respects to the brand name products listed in the specifications. Unless the Proposer indicates in the proposal that they are offering an "equal" product, the proposal shall be considered as offering a brand name product identified in the specifications.

COMPLIANCE WITH SPECIFICATIONS

When formal specifications are referenced in the solicitation, insertion of brand names or makes and model numbers by the Proposer will be understood to mean that the product offered fully complies with such specifications unless the Proposer specifically states otherwise.

CONDITIONS AND PACKAGING

It is understood and agreed that any item offered or shipped as a result of this solicitation shall be new (current production model) at the time of the solicitation unless otherwise stipulated in the solicitation. All containers shall be suitable for storage or shipment. Proposal prices shall include standard commercial packaging, unless otherwise stipulated in the solicitation.

CONE OF SILENCE

From the time the public advertisement of this (ITN, RFQ, RFP, ITB, or other) takes place until the (ITN, RFQ, RFP, ITB, or other) is awarded and approved by the Board of Commissioners, a vendor shall not contact any other County personnel or members of the County’s Board of Commissioners, or Administrative staff either directly or indirectly, to discuss the selection process or in an attempt to further their interest in being selected.

Failure to abide by the Cone of Silence policy is grounds for disqualification from this (ITN, RFQ, RFP, ITB, or other) process and vendor will not receive further consideration in reference to this (ITN, RFQ, RFP, ITB, or other).

It is expected that personnel and team members from firms that have applied for this selection refrain from posting opinions, providing commentary or engaging is any discussion regarding the selection by the use of social media such as Twitter, Facebook, Instagram and the like. Violation of these guidelines may result in disqualification of the applicant. The latter applies to employees of the Proposer, retained consultants or any other representative or individual promoting on behalf of the Proposer. Violation of these guidelines may constitute grounds for disqualification.

CONFLICT OF INTEREST

Any award hereunder is subject to Chapter 112 Florida Statutes concerning conflict of interest. All Proposers must disclose the name of any officer, director, or agent who is also an employee of Putnam County BOCC. All Proposers must disclose the name of any County employee or Commissioner who owns, directly or indirectly, an interest of 5% or more in the Proposer's firm or any of its branches or dealerships.

COOPERATIVE PURCHASE AGREEMENT

The County has reviewed purchasing agreements and state term contracts available under Florida Statutes Section 287.056 as required in Section 1010.04, Florida Statutes.

As provided in the Florida State Board of Education Administrative Rule 6A-14.0734(2)(c), and with the consent and agreement of the successful Respondent(s)/Bidder(s), purchases may be made under this RFP/Bid Solicitation by other State of Florida community/state Countys, state universities, district school boards, political subdivisions and any other state agencies within the State of Florida. Such purchases shall be governed by the same terms and conditions stated in the proposal/bid solicitation document and resulting agreement, for the same price and for the same effective time period. If the period of time is not defined within the RFP/Bid solicitation document or resulting agreement, the prices and all terms and conditions shall be firm for one hundred and twenty (120) days from date of contract execution. Each State of Florida agency allowed by the successful Respondent(s)/Bidder(s) to use the resulting agreement shall do so independent of any other State of Florida agency. Each state agency shall be responsible for its own purchases and shall be liable only for goods or services ordered, received and accepted. No other state agency receives any liability by virtue of this RFP/Bid and subsequent agreement. This cooperative purchase agreement in no way restricts or interferes with the right of any State of Florida agency to re-bid any or all items or services.

DEFINITIONS

County or Putnam County BOCC refers to The Putnam County Board of County Commissioners.

Firm, vendor, business, proposer, contractor or bidder in this document refers to respondents to this request for proposal.

ELIGIBLE BIDDERS

Eligible bidders are defined as those bidders who are not excluded from bidding according to the Federal Government’s Excluded Parties List (www.epls.gov) or by Section 287.133, Florida Statute.

PAYMENT

Payment will be made by the County after the services have been received, and found to comply with the specifications, and have been properly invoiced. Discounts will be taken if payment is made within the discount period. All invoices shall bear the County purchase order number. If contract is awarded, payment to contractor for services will be monthly for the rendition of the preceding month’s service during the term thereof.

PERSONNEL

http://www.epls.gov/

Contractor agrees each of its employees will be properly qualified and will use reasonable care in the performance of services. If the County, in the County’s sole opinion, determines, for any reason, that the qualifications, actions or conduct of any particular Contractor employee has violated the Agreement by performing unsatisfactory services, interfering with operation of property, bothering or annoying any occupants, other contractors or subcontractors at Property, or that such actions or conduct is otherwise detrimental to the County, then upon the County’s written notice, Contractor shall immediately provide qualified replacement.

Contractor’s employees are expected to adhere to all County policies and procedures.

PROTEST OF RFP DOCUMENT

All firms are required to thoroughly review the RFP document within a reasonable time after receipt. Any concerns or comments relating to the RFP documents shall be brought to the attention of the Deputy County Administrator: Julianne Young, in writing, promptly after receipt. However, if the Firm desires to protest the RFP document, or any of the specifications, requirements, or procedures thereof, the Firms will be required to comply with the County’s Protest Procedures within seventy-two (72) hours after receipt of the proposal document. Failure to comply with this procedure will constitute a waiver by the Firms of any right to later protest on the basis of the form, content and substance, including without limitation, the specifications, requirements or procedures, of the RFP documents.

PUBLIC RECORDS

To the extent that CONTRACTOR meets the definition of “contractor” under Section 119.0701, Florida Statutes, in addition to other contract requirements provided by law, CONTRACTOR must comply with public records laws, including the following provisions of Section 119.0701, Florida Statutes:

(a) Keep and maintain public records required by COUNTY to perform the service.

(b) Upon request from COUNTY's custodian of public records, provide COUNTY with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter 119, F.S., or as otherwise provided by law.

(c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the CONTRACTOR does not transfer the records to COUNTY.

(d) Upon completion of the contract, transfer, at no cost, to COUNTY all public records in possession of the CONTRACTOR or keep and maintain public records required by COUNTY to perform the service.

If the CONTRACTOR transfers all public records to COUNTY upon completion of the contract, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the contract, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to COUNTY, upon request from COUNTY's custodian of public records, in a format that is compatible with the information technology systems of COUNTY.

(e) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT

PUTNAM COUNTY ATTORNEY

2509 CRILL AVENUE

PALATKA, FL 32177

PR-REQUESTS@PUTNAM-FL.COM

(386)329-1903 mailto:PR-REQUESTS@PUTNAM-FL.COM

(f) THE CONTRACTOR ACKNOWLEDGES THAT PUTNAM COUNTY BOCC CANNOT AND

WILL NOT PROVIDE LEGAL ADVICE OR BUSINESS ADVICE TO CONTRACTOR WITH

RESPECT TO ITS OBLIGATIONS PURSUANT TO THIS SECTION RELATED TO PUBLIC

RECORDS. THE CONTRACTOR FURTHER ACKNOWLEDGES THAT IT WILL NOT RELY ON

PUTNAM COUNTY BOCC OR ITS COUNSEL TO PROVIDE SUCH BUSINESS OR LEGAL

ADVICE, AND THAT CONTRACTOR HAS BEEN ADVISED TO SEEK PROFESSIONAL

ADVICE WITH REGARD TO PUBLIC RECORDS MATTERS ADDRESSED BY THIS

AGREEMENT. THE CONTRACTOR ACKNOWLEDGES THAT ITS FAILURE TO COMPLY

WITH FLORIDA LAW AND THIS AGREEMENT WITH RESPECT TO PUBLIC RECORDS

SHALL CONSTITUTE A MATERIAL BREACH OF THIS AGREEMENT AND GROUNDS FOR

TERMINATION.

PUBLIC ENTITY CRIME

Contractor selection will be in accordance with the Public Entity Crimes statute, Section 287.133, Florida Statutes which states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a BID/RFP/RFQ on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes for Category Two ($35,000) for a period of 36 months from the date of being placed on the convicted vendor list. A completed Public Entity Crime Form must be returned in the BID response.

RESPONSE MATERIALS

Any material submitted in response to this invitation to respond becomes the property of the County upon delivery to the Office of the General Services Director and may be appended to any formal document which would further define or expand the contractual relationship between the County and the successful proposer.

Additionally, any material or documentation submitted in response to this solicitation will be a public document pursuant to Section 119.07, Florida Statutes. This includes material which the responding bidder or proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission effective after public opening pursuant to Section 119.07, Florida Statutes.

SAFETY REQUIREMENTS

The Contractor by submitting a proposal response agrees that it shall be solely responsible for supervising its employees, that it shall comply with all rules, regulations, orders, standards and interpretations promulgated pursuant to Occupational Safety and Health Act of 1970, including but not limited to training, recordkeeping, providing personal protective equipment, lockout/tag out procedures, Material Safety Data Sheets and labeling as required by the right to know standard, 29 CFR 1910.1200.

SOVEREIGN IMMUNITY

The parties hereto acknowledge and agree that Putnam County is a political subdivision of the State of Florida.

As such, the County is entitled to sovereign immunity except to the extent of the waiver set forth in Section 768.28, Florida Statutes, the County's performance under any resulting agreement and any amendments thereto or attachments connected there with, shall at all times be subject to any and all state laws, state regulations and County Ordinances which are applicable to the County's operations, commitments and/or activities in furtherance of any terms specified herein.

TAXES

The County does not pay federal, excise or state sales taxes. The applicable tax exemption numbers are:

Florida Sales Tax: 85-8013889128C-1 Federal Identification Number: 59-6000816 Any and all taxes and licenses imposed by Federal, State and local governments on the services to be provided by the Contractor under the terms of the agreement are the sole responsibility of the Contractor.

WITHDRAWAL OF PROPOSAL

Proposal may be withdrawn by written or telegraphic notice prior to solicitation public opening. Withdrawals received after the time set for opening of solicitation will not be considered.

2.0 Contract Term

If awarded, the successful bidder will enter into a contract with the County based on the solicitation specifications and the results.

The consultant further agrees to provide additional services which the county may desire, if both parties are agreeable regarding scope, timing and fees, and additional service agreement is approved in an amendment to the Contract by Putnam County Board of County Commissioners.

If awarded, the successful bidder will enter into a contract with the County based on the RFP specifications and the result of the RFP.

Putnam County BOCC has the option and reserves the right to extend the contract beyond the initial contract term of three (3) years, June 10, 2025 – June 9, 2028, by mutual consent of the parties.

Tentative Contract Term: June 10, 2025 – June 9, 2028

Renewal Term 1: June 10, 2028 – June 9, 2030

3.0 Schedule

The following schedule is a general guideline for issuance and recommendation of award of this RFP and issuance of the contract. The County may change the dates of any events of this RFP and the issuance of the Contract. Any changes to this schedule will be posted on the webpage dedicated to this RFP.

Tentative Dates Scheduled Issue RFP Monday, March 31, 2025 Mandatory Pre-Proposal Meeting Monday, April 7, 2025 Written questions due by 2:00 pm Monday, April 21, 2025 *submit via email Leigh.Doran@putnam-fl.gov Proposals Due by 2:00 pm Tuesday, April, 29, 2025 Public Opening of Proposals Tuesday, April 29, 2025 Initial Evaluation Meeting Thursday, May 8, 2025 Presentations Thursday, May 15, 2025

Final Evaluation Meeting Thursday, May 15, 2025 Intent to Recommend Rank Order Monday, May 19, 2025 Protest Period May, 19, 2025 – May 22, 2025 Send Rank Order Recommendation to BOCC Tuesday, May 27, 2025 Contract to BOCC for Award Tuesday, June 10, 2025

*The Award is contingent upon acceptance and approval by the Putnam County Board of County Commissioners of the recommended Intent to Award. The recommendation of the Intent to Award will be presented at the board meeting on June 10, 2025.

3.2.1 Americans with Disabilities Act of 1990

If special accommodations are required in order to attend any Public Meeting, Pre-Bid Conference, Tour of Grounds, etc., contact the Procurement Supervisor via email at Leigh.Doran@Putnam-FL.gov or at 386-329-0376.

PRE-PROPOSAL MEETING

The county will conduct a mandatory pre-proposal meeting at 10:00 a.m. on Monday, April 7, 2025 at the Government Complex located at 2509 Crill Ave., Suite 200, Palatka, FL 32177.

Attendance at the pre-bid meeting is a mandatory requirement to be considered a ‘Responsive Bidder’.

PUBLIC BID OPENING

The County will conduct a Public bid/proposal opening on Tuesday, April 29, 2025. The meeting will be held at the Government Complex located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 immediately following the bid close at 2:00pm EST. The meeting is open to the public, bidders are welcome to attend but will not have the opportunity to speak.

INITIAL EVALUATION COMMITTEE REVIEW

If needed or desired, the County reserves the right to conduct an initial evaluation committee meeting on Thursday, May 8, 2025, the purpose of this meeting is to create a ‘short – list’ of proposers which will be invited to participate in the interview and or demonstration process OR to create a rank order list to recommend for award. The meeting will be held beginning at 10:00 AM EST. The meeting will be held at the Government Complex located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177. The Evaluation Committee Meeting is open to the public; bidders are welcome to attend but will not have the opportunity to speak.

PLEASE NOTE: THE COUNTY HAS AN OPTION TO RECOMMEND AN AWARD(S) BASED ON THE

INITIAL EVALUATION COMMITTEE MEEETING SCORING AND NOT CONDUCT

INTERVIEWS/FINAL EVALUATIONS.

PRESENTATIONS

If needed or desired, The County will conduct presentations with short-listed firms on Thursday, May 15, 2025.

Presentations will be held in the conference room located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 beginning at 9:00 AM EST. The meeting is open to the public; bidders are welcome to attend but will not have the opportunity to speak. IF presentations are desired a schedule of the assigned presentations will be posted to the webpage dedicated for this RFP.

FINAL EVALUATION COMMITTEE REVIEW

mailto:Leigh.Doran@Putnam-FL.gov

The County will conduct a final evaluation committee meeting in an effort to identify the rank order in which the committee intends to award the contract on Thursday, May 15, 2025. The meeting will be held in the conference room located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 immediately following presentations. The meeting is open to the public; bidders are welcome to attend but will not have the opportunity to speak.

4.0 Proposal Instructions

QUESTIONS

Questions concerning this Request for Proposal shall be directed to: Leigh Doran by email at:

Leigh.Doran@putnam-fl.gov and to no other person or department at the County.

MANDATORY REQUIREMENTS FOR RESPONSIVE BIDDERS

This section of the RFP provides proposers with instructions concerning required information that must be submitted as part of their proposal. Failure to provide any of the required information or required documents or failure to arrange the proposal in accordance with these instructions may result in the proposal being rejected.

ERRORS AND OMMISSIONS

Bidders are expected to comply with the true intent of these bid specifications taken as a whole and shall not avail themselves of any errors or omissions to the detriment of the services. Should any bidder suspect any error, omission, or discrepancy in the specifications or instructions, the bidder shall immediately notify the Purchasing Coordinator in writing who will issue written instructions to be followed. Bidders are responsible for the contents of their proposal and for satisfying the requirements set forth in the bid specifications.

EQUIPMENT/MATERIALS/LABOR

IT WILL BE THE RESPONSIBILITY OF THE SUCCESSFUL PROPOSER TO SUPPLY ALL

MATERIALS, TOOLS, NECESSARY LABOR, ETC. FOR THE WORK TO BE PERFORMED AS

SPECIFIED.

INSURANCE

The “awarded” contractor shall furnish a current Certificate of Insurance to the County’s General Services Director prior to contract award / commencement of the work, as well as a copy of your GL policy endorsement (on the ISO Endorsement Schedule format attached) that ensures the County will be provided 30 days written notice if your policy lapses for any reason. This certificate must include the Bid Number and be effective for the term of the contract and any extension thereof. All insurance companies named on the certificate shall be licensed to do business in the State of Florida and have a minimum A.M. Best rating of A-. All policies must be written on a primary basis, non-contributory with any other insurance coverages or self-insurance of the County. Contractor shall obtain and maintain the minimum insurance coverages set forth below. By requiring such minimum insurance, County shall not be deemed or construed to have assessed the risk that may be applicable to Contractor under this contract. Contractor shall assess its own risks and, if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The insurance coverages stated below do not replace any surety bonds as required by contract.

Minimum Insurance Requirements Schedule mailto:Leigh.Doran@putnam-fl.gov

Policy: Workers Compensation Coverage: WC Statutory Limits

Policy: Comprehensive General Liability Insurance:

Coverage: $1,000,000 Each Occurrence $ 100,000 Fire Damage (Any One Fire) $ 5,000 Medical Payments (Any One Person) $1,000,000 Personal and Adv Injury $2,000,000 General Aggregate $2,000,000 Products – Comp/OP Aggregate

5.0 Scope of Work Specifications

INTRODUCTION AND BACKGROUND

Putnam County Government seeks proposals from qualified individuals/firms to provide misdemeanor probation services in Putnam County, FL. A committee will review the proposals and may, at their discretion, invite one or more proposers for oral presentations. The committee will make a recommendation for award to the Chief Judge of the Seventh Judicial Circuit and the Board of County Commissioners.

Putnam County is located in Northeast Florida. It encompasses approximately 827 square miles and is 50 miles south of Jacksonville. It is bordered by Alachua, Clay, Flagler, Marion, St. Johns, and Volusia counties. The county seat is in the City of Palatka. The county's population is approximately 75,000.

In general terms, the successful proposer will provide supervision, rehabilitation, and probation services for misdemeanor offenders placed on probation by the County Court. Neither the County nor the Court makes any representations regarding the number of cases that will be assigned under the resulting contract.

Human Resources Development Services, Inc. has been the misdemeanor probation services provider in Putnam County for a number of years. The average active caseload is 250. Approximately forty-five (45) new cases are placed on misdemeanor probation each month. Compensation is limited to that provided by clients via the cost of supervision fees. The current Cost of Supervision fee set by the Court is $50.00 per month. The current contractual relationship with Human Resources Development Services terminates on May 31, 2025.

SCOPE OF SERVICES

Putnam County is seeking a Contractor to provide misdemeanor probation services as required by contractual agreement and by the judge(s) of the County Court. These services include, but may not be limited to, the following:

A. Staffing The Contractor shall maintain adequate staffing levels to provide proper liaison with the sentencing Court, to perform the initial intake of persons placed on misdemeanor probation with the Contractor, to properly supervise persons placed on misdemeanor probation with the Contractor, and to appear at all Court hearings involving probationers supervised by the Contractor. The Contractor shall maintain a minimum staffing level of one probation officer per each two hundred (200) probationers.

B. Programs & Services

The Contractor shall refer probationers to entities that provide services geared toward assisting probationers with successfully completing the terms of their probation. Examples of services include evaluations, counseling, employment, community service, and education. Records of referrals shall be included in the case file case notes.

The Contractor shall cooperate with all treatment agencies, schools, and other programs to which probationers are referred. Where a treatment provider, school, or other program does not appear to be providing its proper function, the Contractor shall immediately notify the sentencing Court.

The Contractor shall also record and maintain statistical data concerning the number and types of cases being supervised, terminated, and completed; the number of visits; the hours of community service performed by probationers; and such additional information as may be required by the County Court, the Court Administrator or his/her designee, or the County to assist them in evaluating the effectiveness of the Contractor's activities. A quarterly report shall be submitted to the Chief Judge and Court Administrator, or his/her designee, pursuant to Sec. 948.15(3), Florida Statutes.

Any new programs proposed by the Contractor to be utilized by those placed on probation in Putnam County shall be disclosed to the County Court prior to implementation and shall be subject to the county court's review and approval.

C. Records The Contractor shall maintain a separate file containing information on each probationer referred to it. The Contractor shall maintain records for a period of three (3) years from the expiration of the probationary term. The information in the file shall include, at a minimum, the name of the probationer, case number, charge(s), probation disposition, correspondence, payment records, and any known prior criminal record, as well as information referenced in sections B, E, G, H, and J herein.

The Contractor shall complete criminal background checks on all probationers. Local criminal histories can be accessed through the Putnam County Clerk of Court’s case management system. It is preferred, if available, that FCIC/NCIC criminal background checks be completed.

The Contractor shall complete a FDLE Sexual Offender/Predator Search on probationers ordered to complete community service. The results of this investigation must be considered before assigning or approving a community service site.

D. Offices The Contractor shall maintain an office in Palatka but is not precluded from operating satellite offices in other areas of the county.

The Contractor shall operate offices to receive Probationers Monday through Friday, excluding Court recognized holidays. The Contractor’s operations shall be flexible to encourage the employment of the probationers. This can be accomplished by the Contractor offering office hours until at least 7:00 p.m. one or more days per week, weekend appointments, and virtual appointments with the approval of the court. The Contractor shall notify the probationers and the Court of its hours of operation. The office(s) shall have posted hours of operation.

E. Job Assistance

The Contractor shall encourage unemployed probationers to improve their employability through schools and training. The Contractor shall assist probationers with securing suitable employment and document said assistance in probationer case files.

F. Special Conditions The Contractor shall follow up and enforce special conditions of probation, including, but not limited to:

1. Payment of restitution, fines, court costs, and cost of supervision fees

2. Obtaining evaluations and participating in treatment programs

3. Performance of community service

4. Procurement of licenses

5. Random Drug Screening

Per the Administrative Order (currently CR-2017-024-SC), the contractor shall prioritize payment of restitution.

The sentencing Court's waiver of any special condition of probation shall be noted in case files.

The Contractor shall direct probationers to pay all monetary penalties to the Clerk of Court. The sentencing Court's waiver of any special condition of probation shall be noted in the case file(s).

G. ADA & Foreign Language Interpreters The Contractor shall have either on-staff or on-call interpreters to assist the probationer(s) in understanding and meeting the terms of probation pursuant to the provisions of the Americans with Disabilities Act (ADA).

The Contractor shall have interpreters fluent in foreign languages on-staff or on-call to assist the probationer(s) in understanding and meeting the terms of probation.

H. Supervision

1. Initial Intake and Counseling - The Contractor shall conduct an initial face-to-face contact with all probationers, unless waived by the sentencing Court, upon initiation of the probation. The Contractor shall clearly explain the probation terms to the probationer in a manner that is understandable to the probationer. The Contractor shall verify and document the probationer’s actual home address and place of employment within 30 (thirty) days of the initiation of probation unless waived by the sentencing Court.

2. Probation Supervision - In addition to the initial intake session noted above, the Contractor must have at least one monthly contact with all probationers. The Contractor or the sentencing Court may require more frequent contact. The Contractor shall also require probationers to provide documentation regarding compliance with ordered conditions, along with receipts of payment of appropriate monetary obligations, to the Contractor’s office. Attendance by probationers at court-ordered counseling sessions is in addition to required contact with the Contractor.

3. Electronic/GPS Monitoring – In addition to activities noted in (1) and (2) above, the Contractor shall ensure that probationers so ordered are electronically monitored. The probationers shall bear the costs of electronic monitoring.

4. Court Attendance - The Contractor shall attend court proceedings as needed.

5. Documentation - The Contractor shall document the foregoing in each probationer’s case file-probationer’s name, case number, charge(s), probation conditions, payment records, electronic monitoring/GPS records, correspondence, criminal history records, violation reports, and motions.

I. Change in Orders Proposed orders for probation violation, modification, and/or early termination shall be prepared by the Contractor and conform to a format adopted by the County Court.

J. Community Service Work The Contractor shall refer probationers to governmental and/or nonprofit organizations for completion of community service hours. The Contractor is not permitted to utilize the service of probationers to perform community service work to the benefit of the Contractor.

K. Violations of Probation When a violation of any term/condition of probation is alleged to have occurred, the Contractor shall advise the sentencing Court of the alleged violation(s) by sworn affidavit within 15 (fifteen) days of the occurrence. If the affidavit recommends revocation of a probationer's probation, the affidavit must include the circumstances under which revocation is being recommended.

In any case, if the sentencing Court loses jurisdiction before the probationer has satisfied all conditions of probation, the Contractor shall transmit a letter on the Contractor's letterhead outlining, in detail, the efforts made by the Contractor to seek compliance with the terms and conditions of probation. The Contractor shall also be responsible for payment of any remaining unpaid financial obligations unless waived by the sentencing Court.

L. Termination of Probation Upon completion of all terms/conditions of probation, the Contractor shall submit a letter of termination to the sentencing Court on Contractor letterhead. In the event the Contractor recommends termination of probation before the Probationer has completed payment of restitution, fines, or court costs, without notifying the sentencing Court that said monetary obligations have not been completely paid, the Contractor shall be responsible for the payment of any remaining restitution, fines, or court costs, unless waived for good cause, by the sentencing Court.

M. Employees and Subcontractors The Contractor shall submit to the Court Administrator or his/her designee a list of the names of all probation employees, including those of any subcontractors or independent contractors to be used by the Contractor, if any.

The list shall include the education levels and job titles of all probation employees. The Contractor shall submit an updated list at the beginning of each calendar year. The Contractor shall submit any proposed changes in subcontractors for prior approval by the County Court.

The Contractor shall have each employee provide a signed affidavit, executed under oath, constituting an official statement within the purview of section 837.06 of the Florida Statutes, that the information provided by the person for his/her application and/or background check is true and accurate, that there are no material omissions therein, and that the intentional false execution of the affidavit constitutes a misdemeanor of the second degree. These affidavits must be maintained by the Contractor and made available upon request.

N. Contractor’s Financial Records

1. In addition to maintaining the individual case files, the Contractor shall maintain financial records, capable of being audited, of all fees received, expended, and disbursed by the Contractor. An annual financial report certified by a licensed, independent Certified Public Accountant shall be provided to the County and the Court Administrator or his/her designee within 120 (one hundred twenty) days following the close of the Contractor's fiscal year. The certified financial report shall be in such detail as to disclose the revenues, expenses, and disbursements relating to the services provided under the contract. Notes to the financial statements shall disclose any noncompliance with conflict-of-interest provisions of the contract.

2. The Contractor shall provide the Court Administrator, or his/her designee, and the County a copy of the Contractor's fiscal budget each year within 30 (thirty) days of the beginning of its fiscal year.

O. Public Records and Open Meeting Law The Contractor acknowledges the requirement, insofar as it may be deemed to be acting on behalf of either the County or Court, to comply, when applicable, with Florida public records and open meeting laws.

6.0 Submittal Requirements

Section 1: RFP Qualification Cover Page (Complete and Submit)

Section 2: Letter of Interest

Letter of Interest Consultants should include a letter indicating the Consultant's interest in and knowledge of the project and willingness to provide the services.

Section 3: Project Understanding and Approach This section should include a narrative necessary to show that the Consultant has an understanding of the scope and objectives to be performed in this project. The Consultant should describe the approach to the provision of services as required herein and the specific work plan to be employed to implement it. Indicate how this project will fit into the total workload of the Consultant during the project period.

Section 4: Consultant’s Qualifications & Staff Identify the manager and key staff who would be directly assigned to this project. Provide resumes to include years of experience within the area of specialty, length of service with the Consultant and knowledge of local government.

4.1 Summary of the Consultant's current workload and ability to satisfy the County requirements.

4.2 A brief statement shall be included, on the Consultant's background, organization and size.

4.3 The one person designated to act as primary liaison between the Consultant and the County. In addition, an alternate must be designated to act in the temporary absence of the primary liaison.

4.4 If any services are to be subcontracted, then those Consultants must be identified. Qualifications of any sub-consultant(s) and resumes of the individual(s) assigned to the projects are to be furnished as part of the submittal.

4.5 Consultants shall demonstrate in this section, respondent shall provide documentation to fully demonstrate any and all prior experience and past performance in the required industry. Specify the level of work experience, especially as it relates to the proposed Scope of Services. Respondents may provide supplemental documentation or information regarding services provided in the past.

Section 5: Ability of Consultant’s Professional Personnel In this section, each respondent shall submit information demonstrating the consultants professional personnel’s abilities and aptitudes, examples include but are not limited to resumes, biographies etc.

Section 6: References

In this section, provide a list (minimum of 3) of verifiable references, for whom the Consultant has performed these type services. List any installations performed for governmental entities.

The following should be provided for each reference listed:

6.1 Name, title, address and phone number of the individual within the organization for whom the work was performed who can be contacted in regards to the project.

6.2 The name(s) of the Manager or key staff person(s) who worked on the project.

Section 7: Administrative Information / Required Documents Include all required Putnam County forms. FAILURE TO PROVIDE ALL INFORMATION listed on each form may result in the rejection of your proposal, or a reduction in evaluation points.

Required forms are included in the RFP document.

Proposals shall include all of the information solicited in this RFP, and any additional data that the Proposer deems pertinent to the understanding and evaluation of the proposal. The Proposer should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited.

7.0 Evaluation Criteria

Evaluation Criteria/Basis of Award:

It is the County’s intent to award a contract to the best overall Proposer as determined solely by the County.

Proposals should specifically address each of the prequalification and evaluation criteria outlined below relative to the desired results described in the Scope of Work of the RFP, and in any addenda issued. It is appropriate to emphasize that the lowest priced proposal may not be the best overall proposal.

The County reserves the right to eliminate any proposal based on receipt of a less than satisfactory score for any one (1) of the evaluation criteria for this RFP. For example, if a firm scores below a ‘satisfactory’ on the criterion, “Experience” the proposal may be eliminated and the remaining categories will not be scored. Any such eliminated proposals shall be evaluated as ‘non-responsive’ for failure to obtain a satisfactory score for a particular criterion.

The County reserves the right to consider all relevant and reasonable criteria, which may or may not be expressed in this RFP, in selecting the successful Proposer. The County reserves the right to evaluate and score the criteria in any order it determines, not necessarily in the order listed below. In analyzing the proposals, the County will consider (along with all other relevant and reasonable criteria) the following criteria:

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