RFP 26-1165 - Attachment 3 - MDOC - Vendor Rules and Regulations.pdf

Attachment 3 – MDOC Vendor Rules and Regulations Michigan Department of Corrections

Request for Proposal No. 260000001165 Statewide Interpretation and Translation

Contractor and subcontractor staff that provide direct services to clients, handle or may have access to client records, or provides supervisory services to staff performing these functions, must read and sign the MDOC Vendor Rules and Regulations (Attachment A) as directed by the MDOC. As deemed necessary, the MDOC Program Manager will provide the Contractor with a copy of the applicable Vendor Rules and Regulations via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor and subcontractor must comply with all documentation provided.

Prison Rape Elimination Act

A. The Contractor and the Contractor Personnel shall comply with the Final Rule implementing the Prison Rape Elimination Act of 2003 (PREA) (42 U.S.C. § 15601), all applicable PREA standards and the agency’s policies. The Contractor and Contractor Personnel shall make itself familiar with and at all times shall observe and comply with all PREA regulations which in any manner affect the performance under this Contract. Failure to comply with the PREA standards and related polices of the MDOC will be considered a breach of contract and may result in termination of the contract.

B. Contract Personnel who may have contact with participants must complete PREA training Program A - Correctional Facilities Administration (CFA) Security Regulations prior to entrance in any MDOC Facility. Upon completion, Contractor Personnel shall submit a signed memorandum to the Contract Administrator documenting completion of the training and date of completion.

C. As is deemed necessary, the MDOC Contract Monitor or Program Manager will provide the Contractor with current copies of all PREA documents via email. Any revisions to the documents will be emailed to the Contractor throughout the Contract period, and the Contractor must comply with all documentation provided.

D. The Contractor must report any information concerning violations of PREA as soon as made aware of the alleged occurrence to the assigned FOA Supervising Agent, program onsite agent, Program Manager and Contract Monitor.

MDOC Security

The Contractor will be subject to the following security procedures:

A. No active police warrants or pending charges on any staff assigned to this contract, including subcontractors.

B. MDOC reserves the right to approve, decline, or remove Contractor and subcontractor staff from providing services on this Contract.

C. Contractor staff that provide direct services to clients (prisoner, parolee, probationer), handle or may have access to client records, or provides supervisory services to staff performing these functions, must complete the Law Enforcement Information Network (LEIN) Form at the start of the contract and annually thereafter, as directed by the Michigan Department of Corrections.

D. The completed LEIN Form must be sent to the MDOC-PMCD-FOA-LEINS@michigan.gov and approved by MDOC prior to Contract staff working with MDOC clients. There is no cost associated with the LEIN. The LEIN form will be provided to the Contractor.

E. Contractor must perform background checks on subcontractor staff prior to their assignment. Documentation must be provided upon request to the State of Michigan.

Contractor is responsible for all costs associated with the processing the background checks. The State, in its sole discretion, may also perform background checks. The background check must include the Michigan State Police Internal Criminal History Access Tool (ICHAT), or the municipal/federal equivalent. The Contractor must maintain a copy of the background check(s) for auditing purposes.

F. Contractor staff may be required to complete and submit an RI-8 Fingerprint Card for Finger Print Checks to the MDOC.

G. The Contractor and subcontractor must verify and document whether a staff member assigned to the Contract is related to or acquainted with a client receiving services under this Contract. For staff who are related to or acquainted with a client, the Contractor’s staff member must complete the Offender Contact Exception Request (CAJ-202) and submit it to the MDOC Program Manager or designee. The Contractor must ensure its staff complete the form and notify the MDOC Program Manager of any changes throughout the contract term. The Contractor must maintain a copy of the form in the employee’s personnel file for auditing purposes.

MDOC Procurement, Monitoring, and Compliance Division

The MDOC has developed a contract monitoring unit known as the Procurement Monitoring and Compliance Division (PMCD). This unit has oversight for the Department’s contracts and ensures that the Contractor is delivering services according to the contract requirements.

The Contract Manager or designee will serve as the lead for all contract related issues, and will assist in facilitating kick off meetings, determining service level agreements, overseeing the transition timeline and working with the MDOC program staff to ensure the contractual requirements are being met. A contract monitor will be assigned to monitor the contract(s), and as part of his or her role they will conduct regular monitoring of all contract related activities.

MDOC Training

In accordance with MDOC instruction, Contractor staff and subcontractor staff who provide direct services to clients must complete MDOC provided within 45 calendar days after initial hire and annually after. Exceptions may be made for transfers or employees with prior MDOC work mailto:MDOC-PMCD-FOA-LEINS@michigan.gov experience in similar positions who have completed MDOC training previously. Contact the MDOC Contract Monitor with any questions concerning MDOC training.

MDOC Americans with Disabilities Act

The Contractor must comply with the Americans with Disabilities Act (ADA) and the Rehabilitation Act and must notify the designated MDOC Program Manager or designee within 24 hours of any request for reasonable accommodation for a client.

The Contractor must comply and must notify the designated MDOC PMCD Contract Manager or designee within 24 hours of any request for reasonable accommodation made by Contractor’s staff, including temporary and subcontractor staff.

Please Note: All reasonable accommodation aids, services and equipment needed for Contractor’s staff, including temporary and subcontractor staff, is to be provided by the Contractor.