RFP 37-25-039 Youth Assistance Providers FINAL.pdf

THE CHARTER COUNTY OF WAYNE, MICHIGAN

REQUEST FOR PROPOSALS

FOR

YOUTH ASSISTANCE PROGRAM

CONTROL NO. 37-25-039

RFP TIMETABLE

ACTION DATE TIME

RFP Issue Date 04/02/2025

Pre-Proposal Conference* n/a Proposer’s Questions Due 04/14/2025 2:00 pm

Responses to Proposer’s Questions 04/21/2025 Oral Presentations* TBD

Proposals Due 04/30/2025 2:00 pm Notice to Award** 05/30/2025

Contract Start Date** 10/01/2025

* If Necessary ** Estimated Dates

Procurement Contact: Carrie Marlow, Strategic Sourcing Analyst

(313) 967-0034 Cmarlow@waynecountymi.gov

Description: The County of Wayne is requesting proposals for Youth Assistant Program (YAP) Service Providers to provide prevention services to at-risk youth and juveniles placed on diversion.

A copy of this RFP may be obtained from the BidNet Direct website (formerly MITN.info) at https://www.bidnetdirect.com, until the deadline date and time noted above.

https://www.bidnetdirect.com/

RFP# 37-25-039 2

Contents

PART 1 – REQUEST FOR PROPOSALS (RFP)

SECTION 1.0 – INTRODUCTION & INSTRUCTIONS

1.1 Introduction/Background

1.2 Objective

1.3 Overview of Solicitation (RFP) Document

1.4 Contact with Wayne County Personnel

1.5 Wayne County Rights & Responsibilities

1.6 Subcontractors

1.7 Disqualification of Respondents

1.8 Freedom of Information Act (FOIA)

1.9 Disclosure of Contents

1.10 County-Based Enterprise (and other) Advantage Programs

1.11 Final Agreement Award Determination

1.12 Conflict of Interest

1.13 Gratuities

1.14 Compliance with Laws

1.15 Cooperative Contract (Optional)

1.16 Proposal Guarantee

1.17 Pre-Proposal Meeting and Site Visit

1.18 Definitions (Optional)

SECTION 2.0 – MINIMUM QUALIFICATIONS

2.1 Adherence to Minimum Qualifications (Pass/Fail)

2.2 Preferred Qualifications (Optional)

SECTION 3.0 – SCOPE OF WORK/SPECIFICATIONS

3.1 Contracted Scope of Services/Statement of Work:

3.2 Specifications:

3.3 Contract Term:

3.4 Additional Specifications:

SECTION 4.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

4.1 Wayne County Responsibility

4.2 Truth and Accuracy of Representations

4.3 Proposer Q&A

4.4 Preparation of the Proposal

4.5 Proposal Submission Requirements

4.6 Duplicate Proposals

4.7 Withdrawal

4.8 Evaluation Process

4.9 Evaluations and the Proposal Evaluation Committee

4.10 Evaluation Criteria

4.11 Optional Tools to Enhance the Evaluation Process

4.12 Negotiations

RFP# 37-25-039 3

4.13 Wayne County Option to Reject Proposals

PART 2 – SUPPLIER SUBMITTAL REQUIREMENTS

SECTION 5.0 – REQUIRED DOCUMENTATION AND FORMS

5.1 REFERENCES THAT DEMONSTRATE MINIMUM QUALIFICATIONS

5.2 PROPOSAL FORM

5.3 PRICING SHEET AND OTHER PRICING REQUIREMENTS

5.4 PROPOSAL GUARANTEE/BID BOND

5.5 RESPONSE TO SCOPE OF WORK REQUIREMENTS FORM

5.6 TERMS AND CONDITIONS FORM

APPENDICES

Appendix A – Price Sheet

Appendix B – Agreement/Contract or Terms and Conditions

Appendix C – Sample Program Services

RFP# 37-25-039 4

PART 1 – REQUEST FOR PROPOSALS (RFP)

SECTION 1.0 – INTRODUCTION & INSTRUCTIONS

1.1 Introduction/Background

INTRODUCTION: Through this Request for Proposals (RFP), the Charter County of Wayne (County) hereby invites businesses who meet the qualifications and specifications set forth herein to submit proposals for the purpose of providing proactive, research-driven prevention and diversion programs, designed to support and uplift youth at risk of entering the juvenile justice system.

GENERAL WAYNE COUNTY INFORMATION: Situated in the heart of the Great Lakes region along the beautiful Detroit River, Wayne County is the 19th most populous county in the United States. With 43 distinct communities including the automotive capital of the world - Detroit, Wayne County is rich in history, culture, arts, and world-class amenities. We take pride in being one of the most diverse counties in the United States; a place where different cultures come together to offer a truly cosmopolitan experience.

Wayne County offers a first-class business environment, a top-rated international airport, diverse residential areas, expansive parks, and a multitude of recreational and cultural activities. We are home to several major universities including Wayne State, the University of Michigan-Dearborn, and the University of Detroit- Mercy. We have several award-winning secondary and primary schools, as well as numerous community colleges and vocational schools. We are also home to the Detroit Symphony Orchestra, Michigan Opera Theater, Detroit Institute of Arts, the Henry Ford, and dozens of theaters, art galleries and concert halls.

With hundreds of musical and cultural events every year, Wayne County is Michigan's cultural epicenter.

SPECIFIC BACKGROUND INFORMATION:

Juvenile & Youth Services (JYS) is dedicated to empowering youth and families through proactive, research-driven prevention and diversion programs designed to support and uplift youth at risk of entering the juvenile justice system. Targeting individuals aged 7 to 17, the program provides restorative, supportive, therapeutic, and innovative interventions to help youth build positive futures as they transition into adulthood.

Our approach emphasizes proven practices that reduce recidivism, promote personal development, and empower youth to make constructive choices. By prioritizing restorative and preventative strategies, JYS aims to enhance community-based interventions and expand rehabilitative resources, fostering stronger connections between youth, their families, and their communities.

1.2 Objective

The general objectives of this solicitation are the following:

RFP# 37-25-039 5

• competitively award a contract

• ensure there is a fair process at every step of the procurement process

• to fulfill the purchase request in a timely manner

• ensure that taxpayers dollars are spent wisely

1.3 Overview of Solicitation (RFP) Document

The solicitation is composed of the following 2 parts:

PART 1: REQUEST FOR PROPOSALS

Section 1.0: INTRODUCTION, OVERVIEW, INSTRUCTIONS: Specifies the information regarding the requirements of the solicitation process.

Section 2.0: MINIMUM QUALIFICATIONS: Specifies the requirements a Proposer must meet in order to be considered for evaluation.

Section 3.0: SCOPE OF WORK: Sets forth a description of the required youth assistance providers for prevention, diversion & at-risk youth.

Section 4.0: PROPOSAL EVALUATION, SELECTION & AWARD PROCESS: Includes information on how proposals will be evaluated, selected and awarded.

PART 2: SUPPLIER SUBMITTAL REQUIREMENTS (CHECKLIST)

Section 5.0: REQUIRED DOCUMENTATION AND FORMS: Proposer will submit the required documentation and complete the requisite forms that will be utilized in determining whether the Proposer is a responsive and responsible Proposer that has the capacity and capability to deliver and provide products under this agreement.

1.4 Contact with Wayne County Personnel

In order to create a more competitive and unbiased procurement process, the County has designated a single point of contact for the duration of this solicitation. From the issue date of this proposal, until a Successful Proposer is selected, all requests for clarification or additional information regarding this RFP, or contact with County personnel concerning this RFP or the evaluation process must be solely to the contact person listed on the cover page of this RFP.

If it is discovered that a Proposer contacted and received information regarding this Solicitation from any Wayne County personnel other than the person specified above, the Wayne County Procurement Director, in his/her sole discretion may disqualify its proposal from further consideration. Only those communications made by the Procurement Department contact in writing will be binding with respect to this RFP.

If it is later discovered that a violation regarding this section has occurred, the County may reject any proposal or terminate any contract awarded pursuant to this RFP.

RFP# 37-25-039 6

1.5 Wayne County Rights & Responsibilities

Wayne County has the right to amend this RFP by one or more written addenda. Wayne County is responsible only for that which is expressly stated in the solicitation document and any authorized written addenda.

Should any such addenda require additional information not previously requested, Proposer’s failure to address the requirements of such addenda may result in the Proposal not being considered, as determined in the sole discretion of Wayne County. Wayne County is not responsible for and shall not be bound by any representations otherwise made by any individual acting or purporting to act on its behalf, other than the Procurement Director, Procurement Director’s designee, and/or stated contact for the solicitation.

It is the Proposer’s responsibility to periodically check the source of the RFP until the posted Proposal Deadline to obtain any issued addenda. However, Wayne County will make reasonable efforts to inform all Proposers of any clarifications, modifications, or amendments.

When, either before or after receipt of proposals, Wayne County changes its requirements or terms and conditions, the Procurement Director, or their designee, shall amend the solicitation.

The Procurement Director will have the discretion to extend the RFP deadline date if he/she determines that it is in the best interest of the County. Furthermore, the Procurement Director may also cancel the original solicitation and issue a new solicitation if it is in the best interest of the County or if the amendment is so substantial in nature as to exceed what prospective offerors reasonably could have anticipated, so that additional sources likely would have submitted offers had the substance of the amendment been known to them.

1.6 Subcontractors

In an effort to promote supplier diversity, Wayne County encourages Proposers to identify and include qualified disadvantaged businesses as subcontractors when proposing to provide products and services to the County.

Subcontractors (or their assignments), as it pertains to the Scope of Work, may not be changed without prior written approval by the County. The Contract will not be assignable to any other business entity without the County’s approval. Proposers are encouraged to consider a joint venture.

1.7 Disqualification of Respondents

Any one or more of the following causes may be considered sufficient for the disqualification of a Proposer and the rejection of the Proposal:

a. Evidence of collusion among proposers

b. Lack of competency as revealed by either financial, experience, or equipment statements

c. Lack of responsibility as shown by past work

RFP# 37-25-039 7

d. Uncompleted work under other contracts which, in the judgment of the County, might hinder or prevent the prompt completion of additional work if awarded

e. Being in arrears on existing contracts, in litigation with the County, or having defaulted on previous contracts.

1.8 Freedom of Information Act (FOIA)

Proposal responses, resultant contract(s) and all information submitted to Wayne County by Proposers and Contractors is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

1.9 Disclosure of Contents

All information provided in the proposal shall be held in confidence and shall not be revealed or discussed with competitors, until after award of the contract except as provided by law or court decision. All material submitted with the proposal becomes the property of the County and may be returned only at the County’s option.

Proposers must make no other distribution of their proposals other than authorized by this RFP. A Proposer who shares cost information contained in its proposal with other County personnel or competing Proposer personnel shall be subject to disqualification.

1.10 County-Based Enterprise (and other) Advantage Programs

Wayne County administers a procurement program that gives pricing advantages (equalization credits) to businesses located within Wayne County and to businesses located within the 10 Targeted Growth Communities within Wayne County (Detroit, Ecorse, Hamtramck, Highland Park, Inkster, Melvindale, River Rouge, Romulus, Sumpter Township, and Taylor). The County shall apply equalization credits up to 7% to the price for proposals submitted by certified County Based Enterprises (CBE) and 2% for Targeted Growth Community Enterprise (TGCE).

County Based Enterprise / Targeted Growth Community Enterprise Equalization Allowance Table

Contract Amount Equalization Percentage

Up to $50,000 (CBE) 7%

$50,000 to $200,000 (CBE) 5%

$200,000.01 and over (CBE) 2%

Targeted Growth Community Enterprise (TGCE) 2%

This program also includes five additional certifications that provide businesses with equalization credits.

RFP# 37-25-039 8

The five additional certifications are: Small Business Enterprise (SBE), Expanding Business Enterprise (EBE), Joint Venture (JV), Mentor Venture (MV) and Veteran Enterprise (VE). These equalization credits for qualifying certified suppliers have maximum allowable credits that cannot exceed 10% of the price. All suppliers and their first tier subcontractors*, who wish to receive credits for their proposals, must be certified by the Human Relations Division at the time of Proposal and must submit a copy of their current certification in the proposal.

Certification Eligible for Equalization Credits

Equalization Percentage

Small Business Enterprise (SBE) 2%

Expanding Business Enterprise (EBE) 2%

Joint Venture (JV) 2%

Mentor Venture (MV) 2%

Veteran Enterprise (VE) 2%

Equalization Allowance table for SBE, EBE, JV, MV, VE

If you have questions regarding certification or to apply for certification please visit Human Relations website at https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx or call the office (313) 224-5021.

Most federal and state funded projects will not include the application of geographic advantages such as the CBE and TGCE in accordance with funding requirements as well as other advantage categories; in these cases, equalization credits will not apply.

*Additional equalization credits will be awarded to first tier CBE and TGCE subcontractors of the Proposer.

(See section 4.10.5)

1.11 Final Agreement Award Determination

The County reserves the right to withdraw the RFP, to award to one Proposer, to any combination of Proposers, by item, group of items, or total proposal. The County may waive informalities. The Proposer to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided by written notice sent to the Proposer at the address designated in the proposal. If, for any reason, a contract is not executed with the selected Proposer within a reasonable amount of time, as determined by Wayne County, after notice of recommended award, then the County may recommend the next most responsive and responsible Proposer. Award of this proposal is contingent upon the availability of funds for this project, within the sole discretion of the County. Acceptance of the Proposer’s proposal does not constitute a binding contract.

https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx

RFP# 37-25-039 9

There is no contract until the agreement is approved by the Wayne County Commission (if such approval is required by the Procurement Ordinance) and executed by the County Executive.

The County is not liable for performance costs until the successful Proposer has been given a fully executed contract. Failure to accept the terms and conditions of the County’s Standard Contract may deem the Proposer non-responsive.

1.12 Conflict of Interest

No Wayne County employee or agent whose position in Wayne County enables him/her to influence the selection of a Supplier for this RFP, or any competing RFP, nor any spouse of economic dependent of such employees, shall be employed in any capacity by a proposer or have any other direct or indirect financial interest in the selection of a supplier.

1.13 Gratuities

It is prohibited for any Wayne County officer, employee or agent to accept a gratuity for themselves or for a relative, except as permitted by the County’s Procurement Ordinance.

A proposer shall not offer or give either directly or through an intermediary, consideration, in any form, to a Wayne County officer, employee or agent for the purpose of securing favorable treatment with respect to the award of the Contract.

1.14 Compliance with Laws

The Proposer must comply with all federal, state, and local laws and policies including, but not limited to:

A. The provisions of the Wayne County Procurement Ordinance governing “Ethics in Public Contracting”, as applicable to contractors, being Article 12 of Chapter 120, and Contractor agrees to provide all required disclosures;

B. The Michigan Civil Rights Act;

C. The Persons With Disabilities Act;

D. The Age Discrimination Act;

E. Section 504 of the Rehabilitation Act;

F. The Slavery Era Disclosure Ordinance;

G. The Fair Employment Practices of the Equal Contracting Opportunities Ordinances.

1.15 Cooperative Contract

NOT APPLICABLE

1.16 Proposal Guarantee

RFP# 37-25-039 10

1.17 Pre-Proposal Meeting and Site Visit

1.18 Definitions

Prevention

Prevention targets youth ages 7 to 17 through a proactive approach designed to prevent problems from arising or escalating. The goal is to keep young people from entering the juvenile justice system. Youth are referred to from various community settings and are identified as being at risk for negative behaviors that could lead to adverse outcomes and involvement in the juvenile justice system.

Diversion

Diversion provides an alternative pathway for status and misdemeanor offenders under the age of 18 who have been assigned to the court's informal docket. This approach allows youth to avoid formal entry into the court system following law enforcement by diverting them from the traditional court process. The goal is to address issues informally and reduce the likelihood of deeper system involvement.

Right Trac

Right Trac Youth serve youth under the age of 18 who are diverted to the program for services by the Wayne County Prosecutor's Office or the Wayne County Third Circuit Court-Family Division. Youth with minor charges may have those charges held in abeyance upon consent to participate in a 12-week program designed to provide structured support and intervention as an alternative to formal judicial proceedings.

RFP# 37-25-039 11

SECTION 2.0 – MINIMUM QUALIFICATIONS

2.1 Adherence to Minimum Qualifications (Pass/Fail)

Interested and qualified proposers that can demonstrate their ability to successfully provide the services/products outlined in the Scope of Work/Specifications section of this RFP are invited to submit proposal(s), provided they meet the following minimum qualifications:

a) The Proposer or its subcontractor or key personnel of either Proposer or subcontractor must have at least three (3) years’ experience operating prevention programs which serve similar target populations;

and

b) The Proposer has the capacity to account for Child Care Fund payments separately and apart from other revenues; and

c) The Proposer has the capacity to fund additional costs necessary to comply with Child Care Fund service requirements; and

d) The Proposer has the capacity to operate on a reimbursement-based payment schedule where the Proposer pays for all services first and then obtains reimbursement from the County; and

e) The Proposer has cash reserves and evidence that the organization has sufficient financial liquidity to enter a contract structured on a reimbursement-based payment schedule, specifically:

1. Proposer must submit an annual audit and 990 (tax return)

2. Provide evidence that your organization has experience working with youth ages 7-17 who have had contact with law enforcement or the juvenile court system.

3. Submit proof of financial solvency

f) The Proposer must have a YAP Chief Administrator / Director that possesses at least a bachelor’s degree with a major in Social Work, Sociology, Guidance and Counseling, Criminal Justice, Education, Business Administration, or Public Administration, and four (4) years post bachelor’s experience as an administrator in a youth services organization or family support services agency (Submit copies of degrees and detailed resume); and

g) The Proposer must have YAP Counselors and Social Workers that possess one of the following: 1) At least a Bachelor’s degree in Sociology, Social Work, Counseling, Criminal Justice or Psychology and one year of experience in case management in a youth services organization or family support services agency; 2) Associate’s degree in social services, youth development and education, community and public services and two years of experience in case management in a youth services organization and or family support services agency (Submit copies of degrees and detailed resume); and

h) The Proposer must demonstrate that its organization has provided or provides prevention and diversion youth services in one of the four (4) designated geographical areas – 1) City of Detroit, City of Hamtramck, and City of Highland Park; 2) Downriver; 3) Western Wayne County; and 4) Eastern Wayne County; and

i) The Proposer must have proof of maintaining a continuous Quality Assurance process.

Failure of the Proposer to meet all of the minimum qualifications will eliminate its proposal from any further consideration.

RFP# 37-25-039 12

2.2 Preferred Qualifications (Optional)

Following the determination of meeting the minimum qualifications, the Proposer may be scored higher during evaluation if they meet the following preferred qualifications:

a) The Proposer’s Organization demonstrates the ability to provide or contract for best practice services.

These services may include but are not limited to Substance Use Disorder (SUD) guidelines, clinic social work guidelines, etc.

b) The Proposer’ Organization OR Proposer or its subcontractor or its key personnel has current or prior experience in delivering Child Care Fund (CCF) supported services.

c) The Proposer’s Organization has prior experience in collaboration with human services stakeholders.

RFP# 37-25-039 13

SECTION 3.0 – SCOPE OF WORK/SPECIFICATIONS

3.1 Contracted Scope of Services/Statement of Work:

Project Overview:

Through this Request for Proposals (RFP), the Charter County of Wayne (County) hereby invites qualified organizations to submit proposals for the purpose of providing proactive, research-driven prevention and diversion programs, designed to support and uplift youth at risk of entering the juvenile justice system.

Through partnerships with community-based organizations, the program focuses on intervention strategies for high-risk youth to help them avoid formal court action, reduce delinquency adjudications, and increase engagement in school and community activities.

Together, these efforts are designed to improve outcomes for youth, creating opportunities for growth and long-term success.

The successful Proposer(s) [Selected agency (ies) or Contractor(s)] will be responsible for the following:

Organizational Objectives:

o Implement evidence-based or research-informed, Restorative Interventions: Deliver programs grounded in research to address the root causes of delinquency, encouraging accountability, empathy, and positive behavior.

o Support Youth Diversion from Formal System Entry: Use therapeutic and supportive techniques to minimize justice involvement and guide youth toward healthier pathways.

o Build Collaborative Community Partnerships: Partner with schools, community organizations, and families to foster a holistic, restorative environment for youth development.

o Evaluate Program Effectiveness Continuously: Measure outcomes and refine evidence-based or research- informed practices to enhance program impact, ensuring alignment with JYS’s restorative and transformative goals.

o Incorporate community – based resources in discharge and aftercare plans upon disenrollment.

o Conduct follow-up 90 days after a youth’s disenrollment from the program, regardless of whether the outcome was successful or unsuccessful.

o Conduct an annual assessment of the program’s recidivism rates.

o Annually administer parent and youth satisfaction surveys, ensuring participation from a least 90% of the total number of youth and families, RFP# 37-25-039 14

Participant Objectives:

o Engage in Targeted Prevention and Diversion Programs: Offer specialized, evidence-based or research-informed community-based services to youth aged 7 to 17 that prioritize skill-building, resilience, and positive decision-making.

o Develop Conflict Resolution and Accountability Skills: Through restorative practices, empower participants to resolve conflicts peacefully, accept accountability, and avoid future criminal behavior.

o Enhance Academic and Social Engagement: Use supportive and therapeutic methods to bolster educational success and social connections, fostering community involvement and personal growth.

o Promote Positive Relationships and Community Ties: Guide youth in building healthy peer and family relationships that reinforce constructive choices and reduce risk factors.

Additional Contractor Responsibilities

The Selected YAP agencies will deliver or coordinate prevention and diversion services targeting communities with at-risk youth. These services will address the key risk factors:

1) Individual Behaviors

a. Bullying

b. Impulsivity and poor self-control

c. Emotional dysregulation

d. Problem-solving that relies upon physical aggression

e. Any prior arrest(s)

f. Oppositional defiance with authority figures

g. Self-harming behavior

h. Complaint file with the Wayne County Third Circuit Court- Family Division

i. Substance abuse

j. Association with delinquent peers

2) Family Risk Factors

a. Family history of alcoholism/drug use

b. Family history of abuse or neglect

c. Family conflict/domestic violence

d. Parental mental health

e. Lack of parental supervision

f. Parental criminal behavior or incarceration

g. Parental absence

h. Allegations and/or substantiation of neglect or abuse

3) School Risk Factors

a. High rates of truancy/expulsion/drop-out

b. Truancy or poor school attendance

c. Academic failure

RFP# 37-25-039 15

d. Poor educational resources

e. History of Special Education Services

4) Community Risk Factors

a. Frequent housing disruptions

b. High rates of crime and delinquency

c. Gang violence

d. Inadequate community resources

e. Lack of recreational facilities and youth programs

f. Inadequate access to mental health services

g. Community norms favoring violence, social media, and substance abuse

Services must include individual counseling, in addition to a minimum of five (5) of the following evidence-based or research-informed interventions and services must be provided a minimum of four days a week:

a. Group counseling

b. Anger Management

c. Substance Abuse Treatment

d. Family Substance Abuse and Mental Health Services

e. Psychoeducational groups

i. Emotional Regulation

ii. Social Skills

iii. Self Esteem and Confidence Building

iv. Dealing with Anxiety, ADHD and Depression

v. Healthy Relationships

vi. Mindfulness and Meditation

f. Anti-bullying program

g. Truancy Reduction and Intervention

h. Gang Reduction and Intervention

i. Tutoring/Academic Enrichment/Homework Assistance

j. Special Education Resources (Advocate 504 Plan)

k. Mentoring

l. Life Skills

m. Cultural Arts and Recreation

n. Career Prep/Job Readiness/Employment Skills

o. Financial Advisement and Assistance

The targeted population for these services includes at-risk youth. Individuals face a range of environmental, social, and personal challenges that increase their likelihood of engaging in behaviors that could lead to involvement with the juvenile justice system or other negative outcomes. This diverse population specifically comprises youth who are currently within or are at risk of coming under the jurisdiction of the Circuit Court.

RFP# 37-25-039 16

With varying levels of severity in risk factors and needs, tailored interventions are essential to provide support and prevent deeper system involvement while addressing the unique needs of this vulnerable group.

Payments and Compensation:

The obligation of Wayne County to make payments required under a contract will be subject to and conditional upon the appropriation of funds for such purposes by the Wayne County Board of Commissioners.

It is anticipated that the final Contract amount may be negotiated with each selected Contractor.

Awarded Contractor(s) shall be compensated on a reimbursement basis for actual expenses incurred each month. Contractors shall incur costs and bill Wayne County for reimbursement subject to a negotiated compensation schedule. Reimbursement by Wayne County for expenditures on eligible and approved services shall be made within 45 days of receipt of the invoice from Contractor(s). Please note all supporting documents must be submitted before payment will be made to the Contractor.

The Contractor must incur the costs of providing the services, and bill Wayne County for reimbursement of these costs.

The obligation of Wayne County to make payments required under a contract will be subject to and conditional upon the appropriation of funds for such purposes by the State of Michigan, Department of Health, and Human Services (DHHS), and approval of the Annual CCF Plan and Budget. In the event DHHS disapproves a vendor payment due to non-compliance with CCF requirements, subsequent to the county's actual reimbursement, the contractor is responsible for remittance of the disallowed payment.

The Youth Assistance program is funded through the Child Care Fund (CCF), a cost-sharing program with a 75%/25% structure. This arrangement provides uncapped financial support, ensuring resources are available to meet the needs of the program and the youth it serves.

The County incurs expenses and then bills the state for 75% reimbursement of eligible expenditures. The County must submit an Annual Plan and Budget, subject to the approval of the Department of Health and Human Services (DHHS). The CCF is unique compared to other state-administered fund sources in that it is the County that controls decisions about services and expenditures. Programs are locally developed and administered, and the state becomes involved only in assuring that reimbursement is made for eligible expenditures.

RFP# 37-25-039 17

Reporting Requirements:

Contractors are required to submit a detailed monthly program report to JYS. This report must include a roster of all youth enrolled in the program, a summary of the activities each youth participated in during the month, the applicable units of service (e.g., hourly sessions or daily workshops), the unit rate for each service provided, and the total number of service units completed by each youth.

In addition to reporting requirements, contractors must build and maintain strong relationships with parents and guardians. They should also be prepared to provide referrals for family mental health and substance abuse treatment services as needed, ensuring a comprehensive and supportive approach to meeting the needs of both youth and their families.

The Youth Assistance Program (YAP) focuses on prevention services that help youth avoid formal involvement in the judicial system by addressing the root causes of risky behaviors. At its core, the program offers family support services that strengthen relationships through counseling and conflict resolution, while also providing parenting workshops to promote positive behavior management.

The YAP will provide educational support as another cornerstone of the program, helping youth stay on track academically with tutoring and mentoring. These services are complemented by workshops designed to enhance decision-making, conflict resolution, and critical thinking skills. For those struggling with behavioral challenges, the program provides targeted interventions such as anger management classes and substance abuse education, equipping youth with tools to navigate their emotions and making healthier choices.

The YAP will recognize the importance of positive engagement, connecting youth with community involvement opportunities, including volunteer work and recreational activities, creating spaces where they can build meaningful connections. Additionally, skill-building programs, such as vocational training and leadership development workshops, empower youth by fostering confidence and preparing them for future success.

Together, these prevention services work to address the risk factors that can lead to court involvement, providing youth with the resources, guidance, and support they need to thrive as capable and contributing members of society.

The selected organizations will subcontract with two (2) to three (3) identified community-based organizations (CBOs) to provide services in the following categories or a combination of:

• Prevention, diversion and treatment programs

• Educational, vocational, and related achievement programs/centers

• Substance Abuse intervention and services

• Home-based programs and services

RFP# 37-25-039 18

• Any other services that support the prevention of a youth's removal from their home or promote the reunification of youth with their family or another permanent living arrangement.

* The selected organizations must deliver evidence-based or research-informed community programming and provide ongoing guidance to the community-based organizations (CBOs) they subcontract with.

Program Evaluation

Youth Assistance Program (YAP) providers will be subject to regular oversight by JYS contract managers, including site visits, contract compliance reviews, quarterly case file audits, and annual Juvenile Agency Information System (JAIS) audits conducted by JYS contract management. Providers are encouraged to establish a quality assurance department or designate personnel responsible for ensuring compliance with Wayne County contract requirements and maintaining proper case file management.

In addition to their internal KPIs, YAPs must meet the following JYS KPIs to ensure effective youth assistance programming:

1) Program Retention Rate: 80% of youth successfully complete the program.

2) Active Engagement: More than 20 youth actively participate in discussions, projects, or activities within a 90-day period.

3) Connection to Support Systems: 80% of youth are connected to additional services (e.g., mental health, housing, or legal assistance).

4) Recidivism Rate: 80% of youth avoid re-entering the formal juvenile justice court system within 6 months post program completion AND 12 months post program completion.

5) Sustained Employment or Education: 70% of youth maintain employment or education 6-12 months post-program.

Providers will be expected to demonstrate measurable progress toward these KPIs to maintain compliance and support the success of the program.

Staffing and Professional Requirements

1) All individual counseling sessions must be conducted by a counselor/social worker that possesses at least a Bachelor's degree with a major in sociology, social work, psychology, or guidance/counseling or criminal justice.

2) The counselor/social worker supervisor must possess one of the following:

a. At least a Bachelor’s degree in Sociology, Social Work, Counseling, Criminal Justice or Psychology

AND one year of experience in case management in a child caring institution or child-placing agency OR

b. At least an Associate’s degree in social services, youth development and education, community and public services AND two years of experience in case management in a child-caring institution or child-placing agency OR

c. A Master's Degree in Social Work AND one year of experience as a case manager in a child caring institution or child-placing agency.

RFP# 37-25-039 19

3) The Chief Administrator/ Director must possess one of the following:

a. A master's degree in social work, sociology, psychology, guidance and counseling, criminal justice, education, business administration, or public administration and two years' post master's experience as an administrator in a child caring institution or child placing agency.

b. A bachelor's degree with a major in social work, sociology, guidance and counseling, criminal justice, education, business administration, or public administration and 4 years' post bachelor's experience as an administrator in a child caring institution or child placing agency.

4) The Proposer must ensure that staff receive initial and ongoing training necessary to fulfill the services outlined in this contract and as specified in their job descriptions. Training must total a minimum of 25 hours annually and include the following topics: child development, adolescent substance abuse, domestic violence, trauma-informed care, youth mental health first aid, conflict resolution, restorative practices, cultural competency and diversity, behavior management, suicide prevention and crisis intervention, motivational interviewing, as well as current child placement practices, laws, and administrative rules applicable to child placing in Michigan.

5) Staff are required to obtain MJIC certification, as mandated by CCF regulations, within two years of their hire date.

6) There must be a job description for each position identifying duties, qualifications, education, training requirements, and lines of authority. A copy shall be made available to the employee.

7) All staff must undergo a background clearance check upon hire and annually thereafter

8) No social worker/counselor shall have a caseload greater than a 1 staff per 20 youth ratio.

9) A social worker or counselor must conduct at least one face-to-face visit weekly with each youth. If a session is missed or canceled, make-up sessions must be offered at an alternative time to ensure the youth receives the required support. Make-up sessions shall not interfere with the regularly scheduled weekly face-to-face sessions. Makeup sessions must be noted in JAIS in the youth’s case notes.

Youth File Management

1) Case Documentation

a. Referral Documentation: Copy of the original complaint, petition, law enforcement ticket, or referral notice from the JAC (for Right Trac and Status Offender Unit referrals).

b. Assessment and Planning: YAP Treatment Plan or JIFF assessment including a family history, family assessment, and goals with timeframes (where applicable).

c. Youth Record Fact Sheet: Detailed record with youth’s personal information, family details, medical records, and nearest relatives.

d. Parent/Agency Agreement: Signed by the youth's parent or legal guardian.

e. Treatment Plans: Completed within 21 days of acceptance notice and signed by the youth and parent/guardian by day 30.

f. Casework Visits and Contacts: Document the dates, purpose, and outcomes of all visits with the youth and their family. Additionally, ensure that all attempts to contact the youth and family are recorded in the case file notes.

RFP# 37-25-039 20

g. Monthly Progress Reports: Summary reports of youth progress in the JAIS system, including how YAP services reduce the risk of out-of-home placement.

h. School Reports: Documentation of grades, progress/report cards, and attendance.

i. Psychological and Psychiatric Reports: Test results, evaluations, and follow-up treatment reports, if available.

j. Disenrollment Form: Completed at the end of services.

2) Program Criteria

a. Monthly Reporting: Contractors must submit a Statement of Expenditures, Narrative Report, Client Report, and Performance Summary to the Juvenile and Youth Services Division each month.

The Client Report must include a roster of youth in the program, details of activities they participated in, and the number of service hours each youth received.

b. Data Recording: Grantees must record the status of each juvenile in the JAIS system following JYS policies. Agencies must ensure adequate staff and computer hardware/software are available to meet these requirements.

c. Compliance with Child Care Fund Rules: Services provided under this contract must comply with Child Care Fund rules and requirements as outlined in MCL 400.117c and support the purposes of the Social Welfare Act (MCL 400.1 et seq.).

COMMENCEMENT OF PERFORMANCE

Any performance prior to the contract being approved by the Wayne County Commission is done solely at the organization's own risk, and the organization will not be reimbursed for the performance.

County Responsibilities

The County shall apply for reimbursement of Child Care Fund expenditures that are eligible under state law. The total budget amount is a combination of one-tenth millage funds and Child Care Fund reimbursements from the State of Michigan for funds expended from the Child Care Fund. County shall not be required to commit any funds, other than one-tenth millage funds and DHHS reimbursement funds.

3.2 Specifications:

NOT APPLICABLE

3.3 Contract Term:

The term of the resultant contract shall be for a period of two (2) years from the date of award, with three (3) additional one-year extension option, which may be exercised at the discretion of Wayne County.

3.4 Additional Specifications:

3.4.1 Service Work Schedules:

RFP# 37-25-039 21

3.4.2 Service Security of Building and Property Requirements:

County facilities are secured and Contractor will provide notification of its need to access County facilities timely so as to allow the County to notify security and to provide timely access to the Contractor.

3.4.3 Service Equipment Requirements:

The Contractor is responsible for providing its own computer equipment and information technology systems, unless specified otherwise under this RFP.

3.4.4 Service Consumable Supplies Requirements:

NOT APPLICABLE

3.4.5 Service Inspection and Correction of Deficiencies Requirements:

The County may inspect the part of the plant, place of business, or work site of a Contractor or Sub-Contractor at any tier, which is pertinent to the performance of any contract awarded or to be awarded by the County.

Repeated failure to correct deficiencies will result in cancellation of any contract awarded.

3.4.6 Service Capabilities:

The Contractor will provide professionals who are current with professional development and will provide such documentation as necessary to show compliance.

3.4.7 Ordering of Services:

NOT APPLICABLE

3.4.8 Customer Service:

Contractor provided professionals assigned to the engagement will reply to email or phone calls timely.

3.4.9 Roles and Responsibilities:

The Contractor will not subcontract the responsibilities outlined in this RFP without prior written approval (excluding subcontractor(s) disclosed in the response to this RFP).

3.4.10 Delivery Acceptance Criteria:

RFP# 37-25-039 22

The designated Wayne County representative shall provide the final review and approval of the required services/productions outlined in this RFP.

3.4.11 Service Level Agreements:

NOT APPLICABLE

3.4.12 Milestones:

The Contractor, as part of the response to this RFP, shall provide a timeline with milestones identified for timely implementation of services/delivery of products. The proposed timeline and milestones should preferably be presented in a Gantt chart format.

3.4.13 Training:

The Contractor shall provide training, as outlined in the Scope of Work/Specifications section of this RFP.

3.4.14 Success Criteria:

The Contractor is responsible for the successful performance of all requirements outlined in this

RFP.

RFP# 37-25-039 23

SECTION 4.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key information as well as instructions to proposers on how to prepare and submit their proposal:

4.1 Wayne County Responsibility

Wayne County is not responsible for representations made by any of its officers or employees prior to the execution of the Contract unless such understanding or representation is included in the Contract.

4.2 Truth and Accuracy of Representations

The Wayne County Procurement Director or designee may reject any proposal that is evaluated and determined to include false, misleading, incomplete, or deceptively unresponsive statements.

4.3 Proposer Q&A

Proposers may submit written questions regarding this RFP, by the questions deadline date, to the individual identified on the cover page. All questions, without identifying the submitting company, will be compiled with the appropriate answers and issued as an addendum to the RFP.

When submitting questions please specify the RFP section and paragraph number, and quote the language that prompted the question. This will ensure that the issue can be quickly found in the RFP. Wayne County reserves the right to group similar questions when providing answers.

Wayne County may modify the RFP at any time during the proposal process. All changes to the RFP will be posted as an addendum under the proposal number and each posting officially revises the RFP.

4.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFP. The proposal must remain valid for at least 180 days from the due date for responses to this RFP.

The Proposer will be responsible for completing all documents and forms listed under Part 2, Section 5, of this RFP, which is titled Supplier Submittal Requirements. If not provided, proposer will be required to download the forms. Complete the forms, including signature, and then upload the forms. These documents and forms are as follows:

• Documents demonstrating minimum qualifications – It is expected that a Proposer will include completed forms to demonstrate minimum qualification requirements are met, which include:

o References o Business Information Questionnaire (included in the Ethics in Contracting Form) o Resumes for key personnel (REQUIRED)

RFP# 37-25-039 24

o Licenses/Certificates (REQUIRED)

• Signed Proposal Form – The Proposer must sign the Proposal Form. Each signature represents binding commitment upon the Proposer to provide the goods and/or services offered to the County if the Proposer is determined to be the most responsive and responsible Proposer.

• Pricing Sheet – The Proposer must use the Pricing Sheet that accompanies this RFP. Any other pricing format submittal may result in disqualification.

• Proposal Guarantee – NOT APPLICABLE

• Response to Scope of Work Requirements Form - The Proposer shall include a detailed response to the outlined requirements.

• Terms & Conditions Form – Proposer will review terms and conditions. Any exceptions to the terms and conditions need to be identified in the proposal otherwise it will be determined that the terms and conditions are acceptable to the Proposer.

• First Tier Subcontractor Designation Form – This form is required to be completed by all prime contractors for contracts greater than $50,000.

• Ethics in Contracting Vendor Form – This form is required to disclose any relationships between the principal/managing members of the proposing company and Wayne County employees for all contracts greater than$10,000.

• W-9 Form – This form is required to verify the proposer’s federal tax identification (EIN) number and legal business name.

• Fair Employment Practices (FEP) Certificate – A current FEP certificate is required of all companies that do business with Wayne County. If the proposer does not have this certification, an on-line application shall be submitted to the Human Relations Department at the time of proposal submission for all contracts greater than $50,000. Print a hard copy of your company’s on-line application and submit with the proposal.

• Certificate of Insurance (COI) – A current COI is required, which lists, at minimum, commercial general liability limits and as applicable other insurance that may be required. The requirements for the resultant contract are listed in the Contract/Terms and Conditions attachment.

• Evaluation Criteria – Proposer is to include any additional materials or documentation, which supports its ability to meet or exceed the Evaluation Criteria outlined in Section 4.10 of this RFP.

There are no unique formatting requirements. Information provided shall be organized and in a readable format.

RFP# 37-25-039 25

4.5 Proposal Submission Requirements

To be considered, the proposal must be prepared in the manner and detail specified in this RFP.

1) Proposals, all attachments, and any modifications or withdrawals, must be submitted electronically through the BidNet Direct (MITN) Bid System (https://www.bidnetdirect.com/). Proposers should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but have the option to also provide copies of any documents in a non-modifiable form (e.g. PDF) with the sole exception of any pricing which must be provided in Excel format, when an Excel Pricing Sheet is provided. Proposer’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date and time identified above.

Proposals received after the deadline will not be accepted.

Do not wait until the last minute to submit the proposal, as the BidNet system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The BidNet system will not allow a proposal to be submitted after the due date and time identified on the cover page.

2) The opening/downloading of a proposal does not constitute the County’s acceptance of the Proposer as a responsive and responsible Proposer.

3) Submission of a proposal establishes a conclusive presumption that the Proposer is thoroughly familiar with the RFP, specifications and terms of the Form of Contract, and the County’s Procurement Ordinance, and that the Proposer understands and agrees to abide by each and all of the stipulations and requirements contained therein.

4) Proposals sent by facsimile, telegraph, or email will not be considered.

5) All costs incurred in the preparation and presentations of the proposal, as well as any resulting contract, are the Proposer’s sole responsibility; no such costs will be reimbursed to any Proposer. All documentation submitted with the proposal will become the property of the County.

4.6 Duplicate Proposals

No more than one (1)…