RFP 44DOC-S2838 - Final~1.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Solicitation: 44DOC-S2838 For

STAFFING ANALYSIS SERVICES

Release Date: 07/08/2024 Deadline for Submission and Opening Date and Time: 07/25/2024 @ 1:00 pm

Single point of contact for the solicitation:

ANNETTE MORFIN, PURCHASING OFFICER II

Phone, 775-531-3301 Email Address, amorfin@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-515-5173/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

SINGLE POINT OF CONTACT. Vendors and/or their representatives shall only contact the single point of contract or use the electronic procurement system regarding this solicitation until after a notice of award (NOA) has been issued. Failure to observe this restriction may result in disqualification of a proposal per NAC 333.155(3).

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada Purchasing Division, on behalf of the Nevada Department of Corrections (NDOC) is seeking proposals from qualified vendors to provide complete staffing analysis services as described in the scope of work and attachments.

The State intends to award one (1) contract in conjunction with this Request for Proposals (RFP), as determined in the best interests of the State. NDOC shall administer the contract resulting from this solicitation. The resulting contract is expected to be for a contract term of one (1) year, subject to Board of Examiners approval.

GOALS AND OBJECTIVES

The primary goal of this project is to provide the NDOC with a comprehensive objective review and assessment of current security staffing, as well as non-uniform staff and the management structure at its facilities.

This will enable it to perform security operations in the most effective, efficient and uniform manner while preserving the primary mission to maximize public safety, facility security and staff safety.

Ensuring that staffing levels and posts are consistent with NDOC’s mission is of paramount concern.

SCOPE OF WORK

Conduct a review of existing staffing levels at each facility.

Recommend modifications reflecting optimal levels within each facility based on industry best standards and national correctional research.

Auditors Responsibilities

Auditors will review the actual staffing levels at each facility to determine whether the levels are consistent with each site’s physical plant, mission, custody levels, and specific inmate activities, commissary, medical, programs, and services conducted.

The review will also consider such factors as inmate demographics such as age, gender, custody levels, special populations (e.g. mental health, level of violence, etc.), as well as physical design and security system, and the ability of the staff to respond in a timely manner should an emergency arise.

The review will include an assessment of whether there are an adequate number of posts and positions from correctional officers up to and including Associate Wardens.

Additionally, a review of existing post chart design and methodologies with best practice recommendations.

Auditors will review and recommend best practices for Correctional Officer to Supervisor ratios (Correctional Officer to Sergeant and Lieutenants.

Review Correctional Officer to inmate ratios to include Central Transportation, Medical Hospital Transportation, Medical Hospital Guarding, Inspector General and institutional training staff and inmates to Caseworkers, Programs staff-ratios and support staff.

Auditors will consider the appropriateness of staffing levels including:

Consideration of whether staffing charts are being utilized as designed If current operations are consistent with the post chart position Whether any posts can be combined with others or eliminated/reassigned, and Whether additional coverage is needed.

This assessment will consider the following:

Specific post task levels, Proximity to other posts, Comparability of adjacent post functions, Such factors as the number and types of inmates under supervision, Physical configuration of the area, Type of observational sight lines, Degree of compatibility between inmate activity schedules commissary staff, medical staff, program staff and shift staffing schedules, Recommendations for modification to the existing staffing pattern and schedules will be made, Throughout all its work, the team will maintain a particular focus on maximizing staff safety and assess existing staffing patterns at each facility.

Tasks to be Performed:

Review prison-specific services (including Commissary, Medical, Programs), mandates, staff charts and schedules, inmate activity schedules, inmate demographics, incident reports, grievances, unit floor plans, and other data (e.g.: log reports, overtime reports, rosters, use of force, staff sick time, etc.).

Observe shift activity within each unit and prepare specific recommendations for improving staffing levels.

Develop standardized staffing patterns in similar facilities, while applying a zero-based approach to unique facilities.

When conducting reviews of staffing patterns and levels, the auditors will identify those facilities that are sufficiently similar in design, function and staffing need to enable standardization.

Wherever feasible, they will be categorized into like groupings.

Those facilities that are clearly unique in design, function and need will be reviewed through a zero-based approach wherein the team will look at the staffing needs from the perspective of “form following function” rather than starting from the existing staffing pattern and simply modifying it.

Meet with NDOC officials to identify potentially similar facilities and those that are unique.

Categorize facilities that are similar in design, function and staffing needs.

Develop zero-based staffing patterns for each unique facility; and prepare recommendations for standardization of staffing patterns at similar facilities.

Conduct a study to prioritize all security posts, non-uniform staff and associated management structure within each prison according to inmate activity levels, specific service mandates, and agency mission.

Auditors will begin site work by performing an assessment of all security posts at each facility, including non-uniform staff and associated management structure including their use on all shifts and weekends.

Based on the role and function of the post in the operation of the facility, each post will be determined to be a mandatory post or non-mandatory post.

The extent to which non-mandatory posts can remain unfilled will also be determined.

The importance of a post may vary according to the day of the week.

For example, the relative importance of a given s even (7)-day post may vary on those days that a significant number of five (5)-day posts are filled as opposed to those two (2)-days when the five (5)-day post is not being filled.

Similarly for those posts that are designated for staffing on more than one (1)-shift, there may also be discernable differences in the need for filling those posts on different shifts.

It may be instructive and valuable to weigh the number of continuous shifts or days that a post has been vacated in determining when it should be increased in priority for filling.

Additional Tasks to be Performed:

Site visits by consultant teams to each facility to observe security operations and inmate activities within each building, yard and housing unit.

Conduct interviews, as necessary, with Administrative, Commissary, Medical, Programs, and Security personnel from the Warden down to Correctional Officers.

Using data collection instruments categorize levels of activity and staffing at each security post; ranking each post according to level of importance.

Review NDOC's current shift relief factor formulas/system and propose revisions as necessary.

A critical component in determining staffing needs is an accurate and realistic formula for calculating relief factors for each post category.

These require a review of agency personnel policies and procedures, records of actual staff attendance and use of paid/unpaid time off and use of overtime.

It is also important to include all types of leave including military leave, bereavement, training and other unusual circumstances such as administrative suspensions; all based upon actual experience at each facility.

Auditors will review the post relief factor formula for each type of post including:

Five (5)-day, Eight (8)-hour posts, Seven (7)-day 24-hour posts, Four (4)-day ten (10)-hour posts, and 12-hour posts.

The relief factor formulas proposed by the team will not be recommended for rounding up or down.

This will include inclusion and recommendation for muster pay, and other factors that have been left out of the shift relief calculation from the 2015 legislative session.

This process will be very collaborative with the department to make sure they are using a three (3)-year average and recommendations based on best practices.

Review NDOC’s personnel policies and procedures.

Analyze personnel data (e.g., attendance, time off, etc.).

Assess each post position for the need for relief at each staffing level.

Design revised post relief factor formula for each type of post.

Compute shift relief factors for each rank at each prison.

Produce staffing plans for security staff in all ranks at all facilities to include non-uniform staff and the management structure, such as correctional assistants, caseworkers, Inspector General staff, commissary, medical, programs as well as central transportation.

List all posts including the shifts during which they are to be filled, the number of additional staff required to fill each post, as determined by the shift relief factor for that rank at that facility.

Summarize and total the number of security staff by rank, to include non-uniform staff, management, correctional assistants, caseworkers, Inspector General staff, commissary, medical, programs as well as, central transportation required to fill all posts at each facility.

Estimate the annual cost to staff all security posts at each facility, non-uniform staff and associated management structure based on the recommended staffing plan. Present the recommended staffing plans to NDOC officials and to others identified by NDOC.

PROJECT SPECIFIC TERMS AND CONDITIONS

Conduct a review of existing staffing levels at each facility and recommend modifications reflecting optimal levels within each facility.

Develop standardized staffing patterns in similar facilities, while applying a zero-based approach at unique facilities.

Conduct a study to prioritize all security posts within each facility according to inmate activity levels, specific service mandates and agency mission.

Completion of this project must be done on or before June 30, 2025.

ATTACHMENTS

ATTACHMENTS INCORPORATED BY REFERENCE. To be read and not returned.

Terms and Conditions for Services

ATTACHMENTS FOR REVIEW. To be read and not returned (unless redlining).

Contract Form Insurance Schedule

PROPOSAL ATTACHMENTS. To be completed and returned.

Cost Schedule Proposed Staff Resume Reference Questionnaire Attachments for Signature

Vendor Information Response Vendor Certifications Certification Regarding Lobbying Confidentiality and Certification of Indemnification

PROPOSAL ATTACHMENTS. To be completed and returned if awarded the contract.

Contractor and Volunteer PREA Questionnaire Contractor Background Check Application NDOC Contractor Security Regulations Acknowledgement PREA Zero Tolerance Policy

TIMELINE

QUESTIONS. All questions regarding this solicitation shall be submitted using the Bid Q&A feature in NevadaEPro.

TIMELINE. The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

EVALUATION

Evaluation and scoring are conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the solicitation is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the solicitation.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

NEVADA-BASED BUSINESS PREFERENCE

The State awards a five percent (5%) preference to Nevada-based businesses pursuant to NRS 333.3351 to 333.3356, inclusive.

Nevada-based business is defined in NRS 333.3352(1).

The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a business’s corporate headquarters.

To claim this preference a vendor must indicate it on their vendor account and submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

INVERSE PREFERENCE

The State applies an inverse preference to vendors that have a principal place of business in a state other than Nevada and that state applies an in-state preference not afforded to Nevada based vendors, pursuant to AB28 passed in the 81st session of the Nevada Legislature.

The amount of the inverse preference is correlated to the amount of preference applied in the other state.

Vendors who meet this criterion must indicate it on their submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contract cannot be awarded to a proposal that does not comply with the requirements listed in this section. Proposal shall include confirmation of compliance with all mandatory minimum requirements.

NEVADA LAW AND STATE INDEMNITY. Pursuant to NRS 333.339, any contract that is entered into may not: (1) Require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) Require the State to indemnify another party against liability for damages.

NO BOYCOTT OF ISRAEL. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a proposal or bid, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

INDEMNIFICATION. Required contract terms on Indemnification: "To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

LIMITED LIABILITY. Required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

CONTRACT RESPONSIBILITY. Awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this solicitation, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

DATA ENCRYPTION. State IT requires that data be encrypted in transit and in rest.

STATESIDE DATA. State IT requires that State data assets must be maintained in the United States and data will not be held offshore.

NEVADA BUSINESS LICENSE. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b).

DISCLOSURE. Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response. To the extent a vendor has prior contractual dealings with the State, no assumption should be made that terms outside those provided herein have any influence on this project.

INSURANCE SCHEDULE

The State strongly prefers vendors agree to the terms of the attached Insurance Schedule as is. Vendors who cannot agree must explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this solicitation.

Provide a brief description of the length of time vendor has been providing services described in this solicitation to the public and/or private sector.

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this solicitation. This does not include third parties who provide support or incidental services to the contractor.

Proposal should include a completed Vendor Information Response form for each subcontractor.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised How channels of communication shall be maintained How compliance with contracts terms and conditions will be assured Previous experience with subcontractor(s)

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

Proposing vendor shall provide the following financial information and documentation:

Dun and Bradstreet Number Federal Tax Identification Number

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) years, see Reference Questionnaire.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Ability to interpret and apply relevant state and federal laws, regulations.

Knowledge of state and federal laws concerning corrections and rights of incarcerated persons.

Experience analyzing data.

Experience preparing staffing plans for correctional facilities.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

Business references shall not be requested from the soliciting agency.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Cost proposal attachment shall not be flagged as confidential in NevadaEPro.

Additional attachments may be included, but are discouraged and should be kept to a minimum.

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material

PROPRIETARY INFORMATION. If necessary. Attachment should be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment should be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Vendor Certifications Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

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