RFP10769_Addendum1_102524.pdf

RFP #10769

Addendum #1

REQUEST FOR PROPOSAL (RFP)

ADDENDUM #1

October 25, 2024

RFP Number: 10769

RFP Services: The Department of Juvenile Justice (DJJ) and the Office of Probation and

Community Intervention are issuing this RFP for an Aftercare Resource Navigator Program (Program) in each judicial circuit. The purpose of the Program is to increase positive outcomes for youth who are reentering the community from a residential commitment facility (Facility) by identifying and establishing relationships with resources that address the service needs of youth and families, connecting youth served by the Program and their families with the appropriate resources to address their specific service needs, and collaborating with Department staff, Facility staff, educational and workforce credentialing providers, other targeted service providers, community partners, and stakeholders.

The Program shall provide transitional planning services to youth who are pending release from a Facility, including youth who will be supervised on Conditional Release (CR) or Post-Commitment Probation (PCP) upon their release, and Direct Discharge youth, who will be released with no supervision. The Program shall continue to provide services for a period of time after the youth’s release from the Facility to ensure that services identified during transitional planning are completed or substantially underway.

UNSPSC Code: 92101702, 93141500, 93141503, 93141506, 93141507

Subject: This Addendum contains questions received from potential Respondents, and the

Department’s answers to the questions. Additionally, the addendum updates language in the Attachment A, B, O and Q of this RFP.

Deletions are indicated by “strikethrough”. Additions, updates or replacements are indicated by underscore.

All changes are highlighted yellow for quick reference.

REFERENCE: Page 5, Attachment A, Section II, YOUTH TO BE SERVED UPDATE: A. General Description of Youth to be Served

The Respondent shall provide transitional planning services to youth who are pending release from a Facility, including youth who will be supervised on CR or PCP and Direct Discharge youth. The Program shall continue to provide services for a period of time after the youth’s release from the Facility to ensure that services identified during transitional planning are completed or substantially underway. Direct Discharge youth may opt out of the Program upon their release from the Facility or at any time thereafter. If assigned to the Program by the Department, the Respondent may provide post-release services to youth in the awarded circuit who are being supervised by the Department under the Interstate Compact for Juveniles (ICJ) on CR, PCP, or the sending state’s equivalent supervision status. If assigned to the Program by the Department, the Respondent may provide post-release services to youth in the awarded circuit who are being supervised by the circuit under intrastate courtesy supervision or a jurisdiction transfer on CR or PCP from another circuit.

B. Youth Eligibility Youth who are pending release from a Facility, including youth who will be supervised on CR or PCP and Direct Discharge youth, are eligible to participate in the Program. Youth who have already been released from a Facility and are being supervised by the Department under ICJ, intrastate courtesy supervision, or a jurisdiction transfer on CR, PCP, or the sending state’s equivalent supervision status are also eligible to participate in the Program, if assigned to the Program by the Department.

1. CR and PCP youth shall be served by the Program for a period of time following their release from a Facility, until such time that the service(s) for which the youth was referred is completed or substantially underway.

2. Direct Discharge youth are eligible to remain in the Program for a period of time following their release from a Facility, until such time that the service(s) for which the youth was referred is completed or substantially underway, or the youth opts out of the Program upon their release from the Facility or at any time thereafter.

C. Youth Assignment/Determination

1. The Department will assign eligible youth to the Program within 30 days of entry into their Facility, with Navigator services to commence at least 90 days prior to the youth’s anticipated release from the facility. Youth who have already been released from a Facility and are being supervised by the Department under ICJ, intrastate courtesy supervision, or a jurisdiction transfer on CR, PCP, or the sending state’s equivalent supervision status may be assigned to the Program at any time. The Department will assign youth to the Program through the Juvenile Justice Information System (JJIS).

REFERENCE: Page 8, Attachment A, Section III, A., 3., a.

UPDATE: Employees or volunteers of the Respondent; all services provided by employees or volunteers shall be included in the contracted rate for youth and families served by the Program.

REFERENCE: Page 11, Attachment A, Section III, D., Post-Release Services ADD/UPDATE: 8. Notwithstanding the release criteria outlined in Sections III, D., 6-7., of this

Attachment, youth shall be released from the Program under the following circumstances:

a. If a youth absconds from supervision, the Respondent shall end the Program placement in JJIS if the youth does not return to supervision within ten (10) calendar days. If the youth returns to community supervision, the Department will assign the youth back to the Program to resume services.

b. If a youth is placed in adult jail pending the disposition of new law charges, the Respondent shall end the Program placement in JJIS if the youth is not released within ten (10) calendar days. If the youth returns to community supervision, regardless of whether or not the case has been disposed, the Department will assign the youth back to the Program to resume services.

c. If a youth is sentenced to an adult correctional facility, the Respondent shall end the Program placement in JJIS; the end date shall be the disposition date.

d. If a youth is placed in a residential commitment facility, regardless of whether the placement is the result of a new disposition or an administrative transfer, the Respondent shall end the Program placement in JJIS; the end date shall be the residential commitment facility placement date. The Department will assign the youth back to the Program pursuant to Section II, C. 1., of this Attachment; the Respondent shall handle the assignment as a new assignment, rather than a resumption of services.

e. Releases from the Program under any circumstance not outlined in Sections III, D., 6-7., or 8., a-d, of this Attachment must be agreed upon by the CPO and approved by the Regional Director or designee in writing (email acceptable).

8 9. The Respondent shall maintain documentation of post-release services provided to each youth served by the Program, including, but not limited to, each in-person, telephone, and email contact and attempted contact with any individual; and the review of all information obtained from individuals or though JJIS. Documentation must sufficiently demonstrate the completion of each task required by this Contract.

REFERENCE: Page 13, Attachment A, Section III, D., Post-Release Services UPDATE: Post-release services shall begin once the youth is released from the Facility.

Beginning on the first working day after the youth is released from the Facility, the Respondent may bill the Department for each working day daily at the contracted rate; the rate shall be based on the Service Tier in which the youth is placed on the day services were provided. The purpose of post-release services is to ensure that the service needs identified during transitional planning are initiated immediately upon the youth’s release from the Facility and ensure that services are completed or substantially underway before the youth is released form the Program. The Respondent shall coordinate with the youth’s assigned JPO (for CR or PCP youth) or DDDC (for Direct Discharge youth) to ensure that services are provided pursuant to the youth’s Transition Plan for Success (for all youth) and YES Plan (for CR or PCP youth). Post-release services shall include, but are not limited to, the following tasks:

REFERENCE: Page 17, Attachment A, Section V, B., 1., Invoice UPDATE: b. The Respondent shall submit the monthly invoice accompanied by the

Youth Census Report with sufficient documentation to fully justify payment for the number of staff service hours. The Respondent shall report, in accordance with Department policy, all youth admissions, releases, and inactive status in JJIS as required. Failure by the Respondent to promptly report may result in a reduction in the monthly invoice.

REFERENCE: Page 27, Attachment B, Section VIII, NUMBER OF AWARDS UPDATE: The Department anticipates making multiple awards as a result of this solicitation, not to exceed one (1) award per judicial circuit. The awards shall be made to responsive and responsible Respondents.

REFERENCE: Page 28, Attachment B, Section XI, CONTRACT PERIOD AND RENEWAL UPDATE: The resulting contract is expected to begin on January 1, 2025, and shall end at

11:59 p.m. ET on December 31, 2029. This contract may be renewed. If renewal is permitted, include the following statement: The Department may renew the contract upon the same terms and conditions, the duration(s) of which may not exceed the term of the original contract, or three years, whichever is longer, and in accordance with subsection 287.057(14), F.S., and 60A-1.048, F.A.C.

REFERENCE: Page 28, Attachment B, Section XIV, TOTAL MAXIMUM CONTRACT DOLLAR

AMOUNT

UPDATE: 1 Based on 30 billable days of transitional planning services for all youth, 210 days of post-release services for CR and PCP youth, and 30 60 days of post-release services for Direct Discharge youth.

REFERENCE: Page 33, Attachment B, Section XX, D., 6., Referral Resources UPDATE: a. Describe your understanding of the intake assessment to identify the youth’s transitional needs as specified by the RFP, to include timeframes, required and supplementary assessment tools and required documentation. Identify and describe the resources available in the proposed circuit that will be available to provide services the start of the Contract. If a specific resource for a service(s) that is required on Page 7, Attachment A, Section III, A., 1., of the RFP has not been identified, describe how the Respondent will identify those resources prior to the contract start date. Describe how the Respondent will identify additional resources throughout the term of the Contract.

REFERENCE: Page 33, Attachment B, Section XX, D., 7., Evidence-Based Promising

Practice, or Practice with Demonstrated Effectiveness UPDATE: a. Describe your process for the development of an Individual Service Plan

(ISP) based on the Juvenile Interview for Functioning requirements as specified by the RFP, including timeframes, required components of the online evaluation, and the Summary Report documentation requirement.

Identify and describe the evidence-based practice(s), promising practice(s), or practice(s) with demonstrated effectiveness that the Respondent proposes to provide to youth pursuant to Page 7, Attachment A, Section III, A., 2., of the RFP. Please note that, if the Department will not approve or disapprove a proposed practice(s) as part of the evaluation process; if the Department does not disapprove a proposed practice prior to execution of a resultant Contract, the awarded Respondent will work with the Department to identify an alternative practice(s).

b. Describe your understanding of Formal Review of the ISP with the youth, family, and Community Action Team.

REFERENCE: Page 34, Attachment B, Section XX, D., 8., Service Provision, Referral to

Resources, Services Directly Provided UPDATE: a. Describe your understanding of the requirements to provided educational services, as specified by the RFP. Describe how services will be provided to youth assigned to the program and their families.

b. Describe the identified or anticipated resource(s) that will provide each service required on Page 7, Attachment A, Section III, A., 1., of the RFP.

Descriptions should identify the category of each resource, as shown on Page 8, Attachment A, Section III, A., 3., of the RFP.

c. Describe the timeframes for service referrals and follow-up with the youth and the identified resource.

REFERENCE: Page 34, Attachment B, Section XX, D., 11., Post-Release Services UPDATE: a. Describe your process for accepting referrals, scheduling appointments and the timeframes associated with initiating face-to-face contact with a referred youth and completing service delivery and submitting required reports. Describe the Respondent’s understanding of providing services for CR, PCP, and DD youth assigned to the Program.

b. Describe the post-release services in required by the RFP.

c. Describe the Aftercare Resource Navigator’s tasks once the youth is released form a residential commitment facility.

d. Describe of the timeframes and process for Program completion.

e. Describe how the Respondent intends to maintain documentation of post-release services provide to each youth that demonstrates the completion of each task required by the RFP.

REFERENCE: Page 34, Attachment B, Section XX, D., 12., Community Resource Guide UPDATE: a. Provide a detailed description of the proposed service location(s)

(including places in the community) (in the Circuits proposed) that best meet the needs of referred youth and where services will be made available under your proposal. Describe the process for maintaining and updating the contents of the Department’s Community Resource Guide for all counties located within the awarded circuit(s).

b. Describe the Respondent’s understanding of the resources that are to be included in the Community Resource Guide.

c. Describe the Respondent’s understanding of the contact information required for each resource included in the Community Resource Guide.

REFERENCE: Pages 48-49, Attachment F, Evaluation Criteria, section II, D., E., DELETE: Delete Section D and E in its Entirety

D. Highest Ranking Proposer Staff Documentation The highest ranking Respondent(s) FOR EACH CIRCUIT will be required to provide, within five (5) business days of Contract Award, documentation to the Department’s Procurement Manager that the Respondent has staffing capacity (employed or subcontracted) to deliver services as proposed. In addition, the highest ranking Respondent(s) FOR EACH CIRCUIT shall provide documentation that proposed staff meets qualifications, licensing, experience and training requirements listed in Exh ib i t 4 of this RFP. Staff qualification, licensing, experience and training requirements documentation will be reviewed by Department technical advisors at that time. If documentation is not provided, or if proposed staff does not meet all RFP staffing requirements, the Department will allow five (5) days for the Respondent to demonstrate capacity and provide required documentation and, if the Respondent cannot do so, the Department may move to award the Rate Agreement to the next highest ranking Respondent(s) for the Circuit area.

E. Staffing Capacity Qualification The highest ranking Respondent(s) FOR EACH CIRCUIT will be required to provide, within five (5) business days of Contract Award, documentation to the Department’s Contract Manager that the Respondent has staffing capacity (employed or subcontracted) to deliver services as proposed.

In addition, the highest ranking Respondent(s) FOR EACH CIRCUIT shall provide documentation that proposed staff meets qualifications, licensing, experience and training requirements listed in Exhibit 4 of this RFP. Staff qualification, licensing, experience and training requirements documentation will be reviewed by Department technical advisors at that time. If documentation is not provided or if proposed staff does not meet all RFP staffing requirements, the Department will allow five (5) days for the Respondent to demonstrate capacity and provide required documentation and if the Respondent cannot do so, the Department will move to award the contract to the next highest ranking Respondent(s) for the Circuit area.

REFERENCE: Pages 51-57, Attachment O, RFP Proposal Cross Reference Table UPDATE: Revised Attachment O, RFP Proposal Cross Reference Table

REFERENCE: Attachment Q, Proposal Verification Form UPDATE: Revised Attachment Q, Proposal Verification Form

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

Drive, Tallahassee, Florida 32399-3100, with a copy to the Department’s Procurement Manager responsible for this solicitation. Failure to file a protest within the time prescribed in section 120.57 (3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under chapter 120, F.S. Written notices, formal requests and proceedings must conform to the requirements set forth in chapter 28-110, F.A.C.

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

SIGNED BY: _______________________________________________________________________

NAME: ____________________________________________________________________________

COMPANY: ________________________________________________________________________

TITLE: ____________________________________________________________________________

DATE: _____________________________________________________________________________

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

Questions are presented in the exact manner they were received.

Eckerd Connects– Received 10/21/2024

Question #1 Is one proposal submission expected regardless of number of circuits we are proposing services for? So, for the purposes of proposing for multiple circuits we would have 1 technical proposal and multiple budgets (one for each circuit)?

Answer #1 The Respondent must submit a separate technical proposal, Budget (Attachment H), and Price Sheet (Attachment J) for each circuit proposed.

Question #2 Page 31 says “proposals shall be submitted in black and white only.” Is this just for the technical proposal portion? Can any attachments, charts, photos, maps, diagrams, or other resource materials that support the information provided in the Technical Proposal be in color?

Some of these documents are original and in color, should we convert them to black and white? Signatures are typically in blue ink, do you want all signature pages also converted to black and white?

Answer #2 Per Attachment B., page 31, Section XX., General Instructions for Preparation of The Proposal, paragraph 3 states, “Proposals shall be submitted in black and white only, as documents throughout the proposal may be used to draft the resulting contract(s) which cannot contain color for scanning purposes.”

If documents are included as part of the proposals, the requirements are to submit in black and white which would include the signature pages

Question #3 Page 28, item XI states “If renewal is permitted, include the following statement…”. Where are we to include this statement within our proposal? Does it need to be signed?

Answer #3 Please refer to the update referenced above for Page 28, Attachment B, Section XI, CONTRACT PERIOD AND RENEWAL.

Question #4 Can you please provide a breakdown or checklist of how many uploaded documents are required and the names of each required upload? RFP pages 1-2 list 32 documents, attachments, and exhibits but only 3 are listed as “MANDATORY”. Are the other 29 forms optional or not required at all? Page 26, paragraph g (as well as Attachment Q) lists what appears to be eight (8) required uploads, but there are numerous other forms (“attachments” and “exhibits” as noted above) which are included in the RFP and seemingly need to be in PDF due to signature requirements. Is the following list of required uploads complete? Vol 1 in MS Word (except for Tab 1 and Tab 2 which are uploaded separately as PDFs), Volume 2 in MS Word (except for Tab 2 uploaded in Excel and Tab 3 which is uploaded in PDF), Volume 3 in MS Word, and Attachment D in PDF.

Answer #4 Per RFP 10769 please refer to Page 30., Section XX., Attachment B., General Instructions for preparation of the proposal.

Question #5 Page 26, paragraph g lists Attachment D, Part II. Attachment D does not appear to be available or described. Can you please provide this document? Which Volume and Tab should Attachment D be located?

Answer #5 Attachment D is not applicable for this RFP.

Question #6 On page 29, DJJ has stated “For the period of January 1, 2025, through June 30, 2025, the Department will pay the Respondent per youth per day at the contracted daily rate for the Service Tier in which the youth is placed on the day services are provided, as described in Attachment A, Section III. B. If the number of youth assigned to the Program is less than the anticipated daily population for an awarded circuit on any given day, the Department will pay the Respondent at the contracted daily rate for Service Tier 1 for the difference between the actual daily population and the anticipated daily population for the awarded circuit. For the remainder of the contract term, the Department will pay the Respondent per youth per day at the contracted daily rate for the Service Tier in which the youth is placed on the day services are provided, as described in Attachment A, Section III. B. If the number of youth assigned to the Program is less than the anticipated daily population for an awarded circuit on any given day, the Department will pay the Respondent at fifty percent (50%) of the contracted daily rate for Service Tier 1 for the difference between the actual daily population and the anticipated daily population for the awarded circuit.” If the contract start is delayed and the contract does not start on Jan 1, 2025, will the grace period be extended to equal 6 months before the 50% rule is applied?

Answer #6 Yes.

Question #7 If addendums are issued, will the require inclusion or signatures? If inclusion is required, please specify which volume and tab.

Answer #7 Return of Addendums is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit the addendum with its response to the RFP.

Question #8 Attachment N indicates there will be a site visit. Please provide the details of the site visit

(date, time, location, etc.).

Answer #8 The Site Visit is not applicable for this RFP.

Question #9 Attachment Q, page 2, says “Respondent shall insert the Transmittal Letter in Volume 1, Tab 1, after the Proposal Verification Form” (Attachment Q), however, on page 1 it says Attachment L is supposed to be placed after Attachment Q. What is the proper order for the entirety of Volume 1, Tab 1?

Answer #9 Per RFP 10769, page 31, it states, “Prior to submitting the response, the Respondent shall complete, sign, and submit the Attachment Q – “Response Verification Form” to ensure that the response is in compliance with the instructions listed below. This form shall be placed in Volume 1, Tab 1, before Attachment L - Foreign Country of Concern Attestation (PUR 1355) and the Transmittal Letter.”

Question #10 Are education requirements on page 15 for all staff including supportive/administrative staff?

Answer #10 Please refer to Page 15, Attachment A, Section III, E., 2., of the RFP: “All personnel providing services to youth and families [emphasis added] under this contract…”

Question #11 Regarding the guidance on RFP page 7, paragraph 2 (at the bottom) is the evidence-based practice, promising practice, or practice with demonstrated effectiveness required to be on DJJ’s list on the department’s website? (https://www.djj.state.fl.us/partners-providers-staff/programming-and-technical-assistance-unit/research-informed-and-best-practices) https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.djj.state.fl.us%2Fpartners-providers-staff%2Fprogramming-and-technical-assistance-unit%2Fresearch-informed-and-best-practices&data=05%7C02%7CBrian.Thompson%40fldjj.gov%7C63d998f841294a877eb508dcf1ccee54%7C446f3eb4b3de4f0492ea54497eaca292%7C0%7C0%7C638651109717640294%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=VpQ1z%2B9fEeCaWZGp%2Ft0wRROmfQGXZ6hjGAmI6o51erI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.djj.state.fl.us%2Fpartners-providers-staff%2Fprogramming-and-technical-assistance-unit%2Fresearch-informed-and-best-practices&data=05%7C02%7CBrian.Thompson%40fldjj.gov%7C63d998f841294a877eb508dcf1ccee54%7C446f3eb4b3de4f0492ea54497eaca292%7C0%7C0%7C638651109717640294%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=VpQ1z%2B9fEeCaWZGp%2Ft0wRROmfQGXZ6hjGAmI6o51erI%3D&reserved=0

Answer #11 Please refer to Page 7, Attachment A, Section III, A., 2., of the RFP: “The Respondent shall provide at least one service that uses an evidence-based practice, promising practice, or practice with demonstrated effectiveness; the service(s) shall fall under at least one of the service categories listed above. The service(s) shall be approved by the Department in writing prior to implementation [emphasis added].”

Question #12 Does FLDJJ have a preference of staff to youth ratios?

Answer #12 This information must be included in the Respondent’s technical response. Please refer to Page 34, Attachment B, Section XX., D., 15., Staffing/Personnel of the RFP: “a. Describe in detail the staff requirements for Aftercare Resource Navigators and other staff for this program.”

Question #13 Does FLDJJ have a preference for staff to supervisor ratio?

Answer #13 This information must be included in the Respondent’s technical response. Please refer to Page

Question #14 Can FLDJJ provide a list of Evidence Based Practices currently being utilized in residential settings such as detention, secure settings etc.. in order to not duplicate services?

Answer #14 Adolescent Coping with Depression Aggression Replacement Training (ART) Anger Management for Substance Abuse and Mental Health Clients Cannabis Youth Treatment (CYT) Dialectical Behavior Therapy (DBT) Impact of Crime LifeSkills Training (LST) Living a Legacy: A Rite of Passage Living in Balance Moral Reconation Therapy (MRT) Pathways: A Guided Workbook for Youth Beginning Treatment Resilience Builder Program for Children and Adolescents Seeking Safety Skillstreaming the Adolescent The EQUIP Program The Seven Challenges Thinking for a Change (T4C) Trauma Affect Regulation: Guide for Education and Therapy (TARGET) Trauma-Focused Cognitive Behavioral Therapy (TF-CBT)

This list was compiled in August 2024; it is the most recent information available and subject to change. Each service is utilized in at least one DJJ facility; however, none of the services are utilized at all DJJ facilities. By providing this information, the Department is not endorsing the implication that Respondents should exclude any of these services from consideration.

Question #15 On RFP Page 33, paragraph 7 Evidence-Based Promising Practice, or Practice with Demonstrated Effectiveness it says ”Describe your process for the development of an Individual Service Plan (ISP) based on the Juvenile Interview for Functioning requirements as specified by the RFP, including timeframes, required components of the online evaluation, and the Summary Report documentation requirement.” Question: Please clarify the requirement for "development of an Individual Service Plan" referenced on page 33 of 65. We understand the provider will be required to participate in the YES Planning process and will have at least one goal associated with program services that is included on the YES Plan. Is the provider also required to develop a separate Individual Service Plan that is not part of the YES Plan?

Answer #15 Please refer to the updates referenced above for Page 33, Attachment B, Section XX, D., 7., Evidence-Based Promising Practice, or Practice with Demonstrated Effectiveness; Pages 51- 57, Attachment O, RFP Proposal Cross Reference Table; and Attachment Q, Proposal Verification Form.

Question #16 On RFP Page 34: Service Provision, Referral to Resources, Services Directly Provided, it says “Describe your understanding of the requirements to provided educational services, as specified by the RFP.” Question: Please clarify "educational services", does this refer specifically to Academic Services? Are direct education/academic services a requirement of this RFP or may these services be addressed through linkage to the local school district or other academic resources?

Answer #16 Please refer to the update referenced above for Page 34, Attachment B, Section XX, D., 8., Service Provision, Referral to Resources, Services Directly Provided; Pages 51-57, Attachment O, RFP Proposal Cross Reference Table; and Attachment Q, Proposal Verification Form.

Question #17 On RFP Page 25 it says “For the purposes of the Dun & Bradstreet Business Information Report (BIR) (if applicable): the proposing entity (“Provider”) named in the Transmittal Letter and the DUNS number listed there must match the company name and DUNS number listed on the D & B BIR.” Question: The federal government has transitioned from DUNS to a Unique Entity Identifier (UEI) system; may we substitute our UEI for the DUNS number where referenced in the RFP?

Answer #17 Yes, the (UEI) can be substituted.

Question #18 How does life skills that would typically be a part of DJJ client programming fit into categories a-k on page 7 of the RFP? Would an evidence-based life skills curriculum meet the requirement for evidence-based practice, promising practice, or practice with demonstrated effectiveness?

Answer #18 Please refer to Page 7, Attachment A, Section III, A., 1., of the RFP: “Services shall include, but are not limited to [emphasis added].” Please also refer to Page 7, Attachment A, Section III, A., 2., of the RFP: “The Respondent shall provide at least one service that uses an evidence-based practice, promising practice, or practice with demonstrated effectiveness; the service(s) shall fall under at least one of the service categories listed above. The service(s) shall be approved by the Department in writing prior to implementation [emphasis added].”

Question #19 Is the provider limited to only 30 billable days of services while the youth is in residential? On page 6 C(1), “The Department will assign eligible youth to the Program within 30 days of entry into their Facility, with Navigator services to commence at least 90 days prior to the youth’s anticipated release from the facility.”

Answer #19 Please refer to Page 9, Attachment A, Section III, C., of the RFP: “During the transitional planning phase (i.e., prior to the youth’s release from the Facility), the Respondent may bill the Department for up to 30 days [emphasis added] at the contracted rate…”

Question #20 What tier does the evidence-based service fall under?

Answer #20 The evidence-based practice, promising practice, or practice with demonstrated effectiveness should be available to all youth (i.e., Service Tier 1), unless the Respondent proposes and the Department approves an evidence-based practice, promising practice, or practice with demonstrated effectiveness that meets the definition of educational services and/or vocational services, as shown on Page 7, Attachment A., Section III., A., 1., d-e., of the RFP (which would fall under Service Tier 2), or the definition of mental health services, substance abuse services, and/or sex offender services, as shown on Page 7, Attachment A., Section III., A., 1., a-c., of the RFP (which would fall under Service Tier 3).

Question #21 For introduction tasks requiring contact with the JPO, parent, or residential case manager, will email be considered an acceptable form of communication if unable to engage by telephone or in person within the required timeframe to ensure compliance?

Answer #21 No, per the RFP requirements, an email will not be acceptable.

Question #22 Will the expectation be for the provider to document updates in JJIS Case notes?

Answer #22 No, the expectation will not be for the provider to update in the JJIS case notes.

Question #23 Regarding the staff minimum qualifications, will administrative/support staff be held to the same requirement?

Answer #23 Please refer to Page 15, Attachment A, Section III, E., 2., of the RFP: “All personnel providing services to youth and families [emphasis added] under this contract…”

Question #24 Are there limitations to billable service days if a youth should become detained?

Answer #24 Please refer to the update referenced above for Page 11, Attachment A, Section III, D., Post- Release Services.

Question #25 Will the provider be permitted to work with youth that are already in the community, but previously released from residential?

Answer #25 The Department will work with each awarded Respondent regarding the assignment youth who have already been released from a residential commitment facility. The Department does not intend to assign youth whose previously identified services are completed or substantially underway and no additional service needs have been identified by the Department.

Question #26 On page 17 under Deliverables, for the transitional planning phase a respondent may bill up to 30 days at the contracted rate. Documentation must include the specific services that were provided for each day billed. Is a respondent required to track the 30 days so as not to exceed the 30 day maximum?

Answer #26 Please refer to Page 9, Attachment A, Section III, C., of the RFP: “During the transitional planning phase (i.e., prior to the youth’s release from the Facility), the Respondent may bill the Department for up to 30 days [emphasis added] at the contracted rate…” The Respondent may not bill the Department days of service in excess of 30 days.

Question #27 On page 18, respondents are required to submit monthly an invoice, youth census report, pay rate report, staff vacancy report and staff hire report. On the invoice report, paragraph b states that the invoice be accompanied by the Youth Census report with sufficient documentation for the number of staff service hours. In paragraph 2 listing the requirements of the Youth Census Report, there is no mention of listing staff service hours. Please clarify if staff service hours are required on the Youth Census report.

Answer #27 Please refer to the update referenced above for Page 17, Attachment A, Section V, B., 1., Invoice.

Question #28 On Attachment H, what is the threshold for non-expendable property? Would computers be listed as operational expenses or non-expendable property?

Answer #28 Please refer to Page 35, Attachment B, Section XX, E., 1., b., of the RFP: “The Attachment H must reflect proposed costs which are allowable, reasonable, and necessary to provide the proposed services.” Please also refer to Page 48, Attachment F, Section II, C., 3., of the RFP:

“The Department reserves the right to require changes to Attachment H, Budget, after the Department has reviewed the proposed costs for being in accordance with this RFP and allowable, reasonable, and necessary.” Computers should be categorized as non-expendable property.

Question #29 On Attachment H, Line 9 lists Communications/Utilities/Office Lease. Are we to lump those costs on one line or can we break them out separately as they have different units of measure and unit pricing?

Answer #29 The Respondent may add/edit/replace the prepopulated Descriptions on the Expenses tab as needed to describe each line item with sufficient detail for the Department to understand the necessity of the expense.

Question #30 Is a budget narrative required? If so, is there a template?

Answer #30 On the Expenses and Non-Expendable Property tabs of Attachment H, Budget, the Respondent should provide a Description that describes each line item with sufficient detail for the Department to understand the necessity of the expense; the Respondent may add/edit/replace the prepopulated Descriptions on the Expenses tab as needed. Likewise, Position Titles on the Direct Service Personnel and Administration Personnel tabs should be equally descriptive.

Question #31 Is it expected that we submit letters of support, MOUs, etc. now as an exhibit to support our proposal or are these documents only expected after award?

Answer #31 Please refer to Page 19, Attachment A, Section V, B., 9., Memoranda of Understanding/ Agreement, Letters of Support, and Similar Documents Maintained with Resources: “A copy of all memoranda of understanding/agreement, letters of support, and similar documents maintained with resources pursuant to Attachment A, Section III., A., 4., of this solicitation, shall be provided upon execution of this Contract [emphasis added], as relationships with additional resources are established throughout the term of the contract, and as amended or replaced throughout the term of the Contract.”

Question #32 Regarding RFP Page 4, I-B4, “The Navigator shall coordinate with the youth, Parent/Guardian, and JPO to complete the referral.” Please provide clarity on "coordinate". Does Navigator use a required DJJ referral form and if so, who signs? What is the role of the Navigator as it pertains to court orders for a needed service that rise to a critical level?

Answer #32 It is the responsibility of the Respondent to determine the required referral process for each resource it identifies in accordance with Attachment A, Section III, A., Services and Resources, of the RFP, and complete the referral process for each youth referred to the resource. The process may require information or documentation not otherwise available to the Respondent, or signatures other than the Respondent’s; it is the Respondent’s responsibly to work with the appropriate individuals to obtain the information, documentation, or signatures. The Department does not understand the second part of the question and is therefore unable to respond.

Question #33 Regarding RFP Page 4, I-B5, is there a DJJ required form to document referral, and if so, who is required to sign the referral? Is there a DJJ required form, e.g., ROI, that is required to be utilized to engage referral providers on behalf of the client?

Answer #33 It is the responsibility of the Respondent to determine the required referral process for each resource it identifies in accordance with Attachment A, Section III, A., Services and Resources, of the RFP, and complete the referral process for each youth referred to the resource. The process may require completion of a resource’s release of information or similar form; it is the Respondent’s responsibly to work with the appropriate individuals to obtain the required signatures.

Question #34 Regarding RFP Page 4, I-B6, “Navigator shall maintain contact with each youth…”. Can you please provide clarity on required Client, Parent/Guardian, and JPO contact, e.g., 1 time per week documented in JJIS for Client, P/G, and JPO?

Answer #34 Please refer to the specific tasks outlined on Pages 9-15, Attachment A, Section III, C., Transitional Planning Services, and Section III, D., Post-Release Services, of the RFP.

Question #35 Regarding RFP Page 5, I-B8, “…including resources available to youth and families not eligible to participate in the Program, which may include youth on Intake or Probation status and youth with no history of or current involvement with the Department.” Please provide clarity on how the provider identifies youth/families in need who are not in the program. Also states youth who may not be probation placement so clarity needed on how provider would identify this subgroup.

Answer #35 Please refer to Page 16, Attachment A, Section III, F.,2, of the RFP: “The Community Resource Guide shall include resources available to youth served by the Program, as well as resources available [emphasis added] to youth and families not eligible to participate in the Program…” An awarded Respondent is not required to identify specific resources for specific youth and families;

the Community Resource Guide should include resource that address the general needs of youth and families, as well as any needs that are specific to the local community.

Question #36 Regarding RFP Page 6, II-C1, noted is JPO could refer at time of long term residential placement and provider has three days to accept or reject referral. States services to commence NLT 90 days before release. Can provider billable services begin post acceptance of referral and placement in the program?

Answer #36 Yes. However, please note that the tasks required for transitional planning services, as outlined on Pages 9-12, Attachment A, Section III, C., of the RFP occur within the last 90 days of a youth’s placement in a residential facility. Awarded Respondents are encouraged to make the best use of the 30 billable days allowed during the transitional planning phase.

Question #37 Regarding RFP Page 8, III-3-A2, says “The Respondent shall provide at least one service that uses an evidence-based practice, promising practice, or practice with demonstrated effectiveness; the service(s) shall fall under at least one of the service categories listed above.” Following verbiage allows for providers to add additional service components. Pg 7- III A1 “The Respondent shall identify the resources available in each awarded circuit that provide services to address the needs of youth and families served by the Program. Services shall include but are not limited to (A-K).” Can the EBS/PDE support the added in service component or does it have to align with one outlined above, A-K?

Answer #37 Please refer to Pages 7-8, Attachment A, Section III, 2., of the RFP: “The Respondent shall provide at least one service that uses an evidence-based practice, promising practice, or practice with demonstrated effectiveness; the service(s) shall fall under at least one of the service categories listed above [emphasis added].”

Question #38 Regarding RFP Page 8, III-3-A2, says “The Respondent shall be responsible for entering data in the Department’s Evidence-Based Services (EBS) module for the service(s) provided under this provision.” In the event the EBS/PDE/PP is not in EBS module, will the Department add?

Answer #38 Yes, if it is an evidence-based practice, promising practice, or practice with demonstrated effectiveness approved by the Department pursuant to Attachment A, Section III, A., 2.

Question #39 Can referred/enrolled students continue to access the DJJ Florida Scholars program?

Answer #39 Please refer to Page 8, Attachment A, Section III., A., 3., e., of the RFP: “Other providers, which may include, but are not limited to, government agencies and instrumentalities, non-profit organizations, and for-profit entities, that have entered into a contract or similar agreement with the Department to provide the service [emphasis added]; such providers shall be paid directly by the Department.

Prosperity Social & Community Development Group, Inc - Received 10/21/2024

Question #40 Could there be a solicitation Q&A call? It would be really great to hear from you and your vision.

Answer #40 Per RFP 10769, a Solicitation conference call was not scheduled.

Question #41 PSCDG has active MOUs with DJJ and Department of Corrections but we do not have a net worth of $5 Million. Is that required for proposal submission?

Answer #41 RFP 10769 is open to any qualified respondents as outlined in RFP.

Question #42 PSCDG has a highly trained staff of 25. So much so, we've been recognized by North Miami and the State for our work. Are we required to have 200+ employees prior proposal submissions? Could we hire remaining staff if we are awarded the grant?

Answer #42 The answers to the questions on Pages 2-3 of the RFP do not disqualify a Respondent from responding to this solicitation. Pursuant to Page 38, Attachment B, Section XXI, of the RFP, an awarded Respondent must submit answers to those questions prior to Contract execution, not in its response to the solicitation. The Respondent is not required to have 200+ employees to provide services under a resultant Contract. Please refer to Page 34, Attachment B, Section XX., D., 15., Staffing/Personnel of the RFP: “a. Describe in detail the staff requirements for Aftercare Resource Navigators and other staff for this program.”

Question #43 Are there stellar examples of reentry programs DJJ refers to? For example, the National Institute of Justice provided a toolkit for Tribal Communities.

Answer #43 The Department does not understand the question and is therefore unable to respond.

Twin Oaks Juvenile Development, Inc. – Received 10/21/2024

Question #44 Currently, a significant portion of the youth being served in the transition contract in the north region are Probation youth. That population group is not addressed in this RFP. Is it the Department’s intent for these resources/services to only be allocated to PCP/CR and DD youth?

Answer #44 Please refer to Page 5, Attachment A, Section II, YOUTH TO BE SERVED, of the RFP.

Question #45 The RFP states that staff “Navigators” will be classified as Direct Care and references Rule 63H-33.001(13) which states, “Direct Care Staff: Staff having direct contact with youth for the purpose of providing supervision, custody, or control in a detention center, community-based program, probation unit, day treatment program, or residential commitment program within any restrictiveness level operated by the department or by a provider under contract with the department.” For the past 11+ years, the transition contractors have not been classified as Direct Care for the reason above. They provide direct support services but not supervision like JPOs, nor custody and control like Detention officers. Rather, we have been considered Support Staff under Rule 63H-3.001(32) “Support Staff: Any state or provider staff that are not direct care”. Furthermore, the current QI Standard 1.03 for transition service contracts states:

Lastly, over the past 11+ years of providing community-based transition services, our agency has never experienced a physical altercation with youth that would warrant the need or use of PAR techniques. It is our opinion that this would drain time and resources from this program that would have very limited, if any, return on investment. Therefore, would the Department https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.p-scdg.org%2Fcopy-of-board-of-directors&data=05%7C02%7CBrian.Thompson%40fldjj.gov%7Cefcd03d54355468bd6e608dcf1c7fcdf%7C446f3eb4b3de4f0492ea54497eaca292%7C0%7C0%7C638651088452791472%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=e4xnCDHc8gXvO0Xvzlun3K%2B8DXPS2dwnkxNW30ZncHY%3D&reserved=0…