RFP10838_Final.pdf

RFP #10838

Version: 19 Rev 11-01-23 Page 1 of 53

Date: February 8, 2024

Subject: Solicitation # 10838 – Leon County Juvenile Assessment Center (JAC), Circuit 2 (Leon, Gadsden, Franklin, Wakulla, Jefferson, and Liberty Counties) and Circuit 3 (Taylor and Madison Counties) in the North Region.

Request for Proposals (RFP): The Department of Juvenile Justice (DJJ) and the Office of Probation and Community

Intervention are issuing this RFP for the provision of administrative services, detention screening, intake screening, and security at the Juvenile Assessment Center (JAC) located in Leon County, which serves Circuit 2 (Leon, Gadsden, Franklin, Wakulla, Jefferson, and Liberty Counties) and Circuit 3 (Taylor and Madison Counties) in the North Region. The Provider shall provide services twenty-four (24) hours per day, seven days a week.

The RFP package consists of this transmittal letter with the following attachments and exhibits (some of which are not included but are available electronically as noted):

1 Available at:

http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources /purchasing_forms 2 Available at: http://www.djj.state.fl.us/partners/procurement-and-contract-administration 3 Document uploaded as a separate document for the RFP and posted on the Vendor Bid System.

4 Available at: http://www.djj.state.fl.us/partners/forms-library/contracts

PUR 1000[1] General Contract Conditions - Incorporated by Reference1 PUR 1001[1] General Instructions to Respondents - Incorporated by Reference1 Attachment A Services Sought – Circuit 2 (Leon, Gadsden, Franklin, Wakulla, Jefferson, and

Liberty Counties) and Circuit 3 (Taylor and Madison Counties) in the North Region Attachment B General Instructions for the Preparation and Submission of Proposals Attachment C General Instructions to Respondents Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Selection Methodology and Evaluation Criteria Attachment G Sample Vendor Contract2 Attachment H Budget3 Attachment I Reserved Attachment J Reserved Attachment K Drug-Free Workplace Certification2

Attachment L PUR 1355 – Foreign Country of Concern Attestation3 (MANDATORY) Attachment M Reserved Attachment N Notice of Intent to Submit a Response3 Attachment O RFP Proposal Cross Reference Table Attachment P Written Evaluation Questions/Considerations Attachment Q Proposal Verification Form3 Attachment R Certification of Experience Attachment S Tie Breaking Certifications3 Attachment T Client Contact List / Reserved Attachment U Florida Certified Minority Business Enterprise (CMBE) Subcontracting Utilization

Plan2 Attachment V Reserved

Exhibit 1 Invoice4 Exhibit 2 Florida Minority Business Enterprise (MBE) Utilization Report4 Exhibit 3 Youth Census Report4

Exhibit 4 Probation Medical and Mental Health Clearance Form3

Exhibit 5 Parent Responsible Adult Release Affidavit3 http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://dms.myflorida.com/business_operations/state_purchasing/documents_forms_references_resources/purchasing_forms http://www.djj.state.fl.us/partners/procurement-and-contract-administration http://www.djj.state.fl.us/partners/forms-library/contracts

Version: 19 Rev 11-01-23 Page 2 of 53

Respondents shall comply fully with the instructions on how to respond to the RFP.

Per subsection 287.057(25), Florida Statute (F.S.), Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or manager of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the procurement documents.

Violation of this provision may be grounds for rejecting a proposal. All communications from Respondents shall be in writing (by e-mail, facsimile or mail), and cite the subject solicitation number and be directed to the attention of the Procurement Manager below.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any proposal/proposal documents or the attendance at any related meeting or proposal opening.

If accommodations are needed because of a disability, please contact the Bureau of Procurement and Contract Administration at (850) 413-0708 at least five business days prior to the meeting.

Terminated for Cause Exclusions In addition to other criteria set forth in this solicitation document, any Respondent, and any and all subsidiaries of the Respondent, that have had a contract terminated by the Department for cause is subject to the follow provisions below:

1) The 12-month period shall begin with the effective date of termination for cause, as delineated in the termination letter from the Department.

2) If terminated for cause in the last 12-month period preceding the Date Written Proposals Are Due and Opened for this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to submit a response to the solicitation.

3) If terminated for cause in the last 12-month period preceding the Notice of Intended Award resulting from this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to receive a contract award.

4) The above applies regardless of the business structure (for profit/not for profit) or the dates the corporations were created.

One Florida Initiative Requirement The “One Florida Initiative” was developed in an effort to increase diversity and opportunities in state contracting without using discriminatory policies. If a Respondent(s) is awarded a Contract resulting from this solicitation, answers to the following questions may be due to the Department prior to Contract execution:

1) Does your organization have a Small Business Administration 8(a) certification? Yes (Y) / No (N) If Y, then proceed no further with these questions.

2) Is your organization a non-profit? Y/N If Y, then proceed no further with these questions.

3) Does your organization have more than 200 permanent full-time employees (including the permanent full-time staff of any affiliates)? Y/N If Y, then proceed no further with these questions.

4) Does your organization have a net worth of $5 million or more (including the value of any affiliates)?

Y/N

Sincerely, Brian Thompson, Procurement Manager Bureau of Procurement and Contract Administration Florida Department of Juvenile Justice The Knight Building, Suite 1100 2737 Centerview Drive Tallahassee, Florida 32399-3100 Telephone: 850-717-2600 Fax: 850- 414-1625 E-Mail Address: Brian.Thompson@fldjj.gov

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ATTACHMENT A

SERVICES TO BE PROVIDED

LEON COUNTY JUVENILE ASSESSMENT CENTER (JAC), CIRCUIT 2 AND CIRCUIT 3

I. GENERAL DESCRIPTION

A. General Overview The Department of Juvenile Justice requires the provision of administrative services, detention screening, intake screening, and security at the Juvenile Assessment Center (JAC) located in Leon County, which serves Circuit 2 (Leon, Gadsden, Franklin, Wakulla, Jefferson, and Liberty Counties) and Circuit 3 (Taylor and Madison Counties) in the North Region. The Provider shall provide services twenty-four (24) hours per day, seven days a week.

B. Description of Services

1. The Provider shall administer and coordinate the day-to-day operations of the JAC program and provide the facility, pursuant to the direction of the Department, the advisory committee, statute, rule and policy.

2. The Provider shall identify the responsible parties and funding for all services listed on Attachment I.

3. The advisory committee shall consist of those parties identified in section 985.135, Florida Statutes (F.S.), including substance abuse programs, mental health providers, law enforcement agencies, schools, health service providers, state attorneys, public defenders and other agencies serving youth.

4. The direction of the Chief Probation Officer shall supersede the authority of the advisory committee related to detention screening, the use and expenditure of Department funds and fulfillment of this Contract.

5. The Provider shall coordinate services provided for youth by other agencies/organizations at the JAC, including the purchase and provision of operating supplies and materials, facility management, facilitation of advisory committee and partner/stakeholder meetings in compliance with Chapter 119, F.S., and resolution of any problems that arise.

6. All contractual requirements to provide service, support, and related performance shall be available and provided when the youth enter the JAC.

C. Authority The Provider shall provide services in a manner consistent with sections 985.115 and 985.135, F.S., Rules 63D-13.002-.0022 and 63D-13.005-.0054, Florida Administrative Code (F.A.C.), and Chapters 63H-3, 63M-2, and 63N-1, F.A.C.

D. Limits on Services Services shall be limited to youth presented to the JAC by law enforcement who are alleged to have committed a delinquent act and meet the minimum criteria for admission to the JAC. Administrative services shall be limited to those directly related to the provision of services under this Contract.

II. YOUTH TO BE SERVED

A. Youth to be Served The Provider shall provide services at the JAC to all male and female youth who are presented by law enforcement and alleged to have committed a delinquent act.

B. Youth Eligibility Youth who are presented to the JAC by law enforcement and who are medically cleared shall be admitted to the JAC and provided with screening services. A medical clearance must be obtained prior to admission. Youth who have previously been sentenced as an adult are not eligible for admission to the JAC.

C. Youth Determination Through screening of the youth, the Provider shall determine whether:

1. The youth meet detention criteria for transfer to the Juvenile Detention Center and the custody of the Department. Or,

2. The youth meet criteria for Supervised Release and be authorized for release to the youth’s parent/legal guardian/responsible adult. Or, Version: 19 Rev 11-01-23 Page 4 of 53

3. The youth does not meet any detention criteria and is released to the youth’s parent/legal guardian/responsible adult.

D. Limits on Youth to be Served

1. Youth who are not cleared for admission, including medically cleared, shall not be admitted to the JAC and shall remain in the custody of the transporting law enforcement officer.

2. Youth who have previously been sentenced as an adult are not eligible for admission to the JAC.

III. SERVICES TO BE PROVIDED

All services shall be delivered in accordance with the Scope of Services, sections 985.115 and 985.135, F.S., Rules 63D-13.002-.0022 and 63D-13.005-.0054, F.A.C., and Chapters 63H-3, 63M- 2, and 63N-1, F.A.C. The following tasks shall be completed for each year of the Contract term, unless otherwise noted.

A. Administration Services:

1. The Provider shall perform daily administration of the JAC and ensure facility operations and services are performed in accordance with applicable laws, regulations, and licensing requirements. This includes daily performance of administrative functions, including, but not limited to the following:

a. Development and maintenance of written policies and procedures for the operation of the facility and the processing, care, and disposition of youth brought to the JAC. All policies and procedures shall be developed and implemented by the Provider and approved in writing by the Contract Manager (e-mail acceptable) prior to the Contract start date.

b. Provision of an operational twenty-four (24) hour secure booking facility, including video imaging and fingerprinting, and coordination or arrangements for emergency medical services. Pursuant to section 943.051(3), F.S., ensure compliance for fingerprints, palm prints, and facial images.

c. Provision of staff support to the JAC Advisory Committee, including ensuring compliance with public meeting laws contained in Chapter 119, F.S. Provider staff shall coordinate interagency meetings to discuss facility issues, problems, concerns, and solutions. The Chief Probation Officers, Circuits 2 and 3, shall be invited to all interagency meetings. A written copy of the minutes shall be furnished within seven days to the Department’s Chief Probation Officers, Circuits 2 and 3, and the Contract Manager.

d. Coordination of activities related to public information and requests from governmental agencies and human service entities from Florida and other states. This includes scheduling and conducting of tours, upon request, and responding to inquiries from persons interested in the JAC operation.

The Department’s Chief Probation Officer (or designee), Circuit 2, will be notified when tours are scheduled. The Provider shall ensure such activities are conducted in accordance with the Department’s media policy.

e. Development of an Interagency Agreement for approval by the JAC Advisory Committee and execution by participating parties. The Provider shall ensure valid and enforceable interagency agreements are in place and shall facilitate their amendment or execution as needed. The approved Interagency Agreement shall be forwarded within thirty (30) calendar days of the start date of this Contract to the Department’s Contract Manager and Chief Probation Officers, Circuits 2 and 3.

2. The Provider shall perform JAC operations in accordance with roles and responsibilities specified in the JAC Advisory Committee’s interagency agreement.

Daily operations, include, but are not limited to the following:

a. Coordination of the on-site participating entities.

b. Receiving, admitting/booking youth, screening and security functions.

c. Contracted mental health and substance abuse screening functions.

d. Any other co-located services.

e. The integration of the JAC into juvenile justice system operations, including the Circuit Courts, the State Attorney’s Offices, the Public

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Defender’s Offices, the Department’s Probation units, and community diversion agencies.

f. Coordination of urine testing functions with the appropriate agency.

g. Assurance that facility operations and services provided are performed in accordance with applicable laws, regulations, and licensure.

h. Coordination of interagency meetings to discuss common issues, problems, and solutions. The Chief Probation Officers, Circuits 2 and 3, shall be invited to all interagency meetings. A copy of the minutes shall be sent to the Chief Probation Officers, Circuits 2 and 3, and to the Contract Manager.

i. Supply of all materials, equipment and supplies required for the daily operation of the JAC as it relates to services provided under this Contract unless supplied by other participating entities.

3. The Provider shall develop a contingency plan within 30 calendar days of the start date of this Contract to ensure adequate staff provides screening services at the JAC in the event mass detention screening needs are required. A copy shall be furnished to the Department’s Contract Manager and Chief Probation Officers, Circuits 2 and 3.

4. The Provider shall ensure the maintenance of computer hardware with the exception of computer processors, monitors, and keyboards, provided by the Department. Equipment provided by the Department shall only be utilized for screening functions and other services directly related to those required by the contract.

5. The Provider shall offer and provide a nutritious snack and/or beverage to all youth who accept the offer of a snack and/or beverage. Snacks and beverages purchased with contract funds are exclusively for youth admitted to the JAC.

B. Detention Screening Services

1. Booking/Admission:

a. The Provider shall ensure each youth presented to the JAC meets eligibility requirements defined in Florida Statutes and obtain documentation of the completion of a youth search by the transporting law enforcement officer and/or JAC security staff, and adhere to written procedures developed by the Provider within thirty (30) calendar days of the Contract start date to ensure the safe custody and return of all youth property obtained during the booking process upon release from the JAC.

b. The Provider shall make every effort to ensure that all youth are processed and released within six hours after they have been accepted for admission.

If a youth is not released within six hours, the Provider shall document the reason(s) for the delay and actions taken to ensure the earliest possible release in the JJIS case notes. The Provider shall monitor processing timeframes on at least a monthly basis to identify and resolve any ongoing problems related to youth not being processed and released within six hours.

c. Documentation of these reviews shall be provided to the Chief Probation Officers, Circuits 2 and 3, and Contract Manager on a monthly basis. All contractual requirements to provide service, support, and related performance shall be available and provided when the youth enter the

JAC.

d. The Provider’s detention screening staff shall ensure all youth presented to the JAC by law enforcement are fingerprinted and documented pursuant to section 943.051(3), F.S.

e. The Provider’s detention screening staff shall ensure all youth presented to the JAC by law enforcement are screened for vulnerability to victimization and sexually aggressive behaviors upon booking and admission to the JAC. This is to ensure a youth’s potential for victimization or predatory risk has been reviewed. The Provider shall use the Department’s Screening for Vulnerability to Victimization and Sexually Aggressive Behavior (VSAB) form. This form shall be completed upon

Version: 19 Rev 11-01-23 Page 6 of 53 each youth’s admission and placed in the youth’s intake file. Forms shall be available at the JAC.

2. Documentation Requirements Upon admission of a youth to the JAC, the Provider shall ensure the following is appropriately documented:

a. Documentation of all activities, including the times the youth was admitted and released and/or transferred to detention status.

b. Documentation of youth searches by transporting law enforcement officers and/or JAC security staff.

c. Documentation of medical clearance for youth presenting impairment due to drugs, alcohol, injury, or illness.

d. Documentation of contacts or attempted contacts made with the parent/ guardian for all youth presented to the JAC by law enforcement.

e. Documentation of demographic information of the individual(s) to whom the youth is released (if the youth is not securely detained) or may be released (if the youth is securely detained).

f. Documentation of all attempts to release youth to another responsible adult or respite care in cases involving domestic violence.

g. Documentation that the youth was made aware of their right to counsel and against self-incrimination.

3. Medical Clearance

a. Prior to Admission to the JAC, the Provider staff shall ensure each youth receives a medical clearance using the Probation Medical and Mental Health Clearance Form (Exhibit 4).

b. This must be conducted in order to implement the statutory prohibition in section 985.115(2), F.S., against the acceptance into the JAC of youth exhibiting symptoms or demonstrating behaviors that suggest the youth is in need of immediate evaluation or treatment due to physical illness/injury, mental illness, or intoxication.

c. Documentation of medical clearance to ensure youth who are/appear to be impaired by drugs, alcohol, injury, or illness are not admitted to the JAC shall be completed and a copy of the completed form maintained in the JJIS Document Library.

4. Personal Property Removal/Inventory/Transfer

a. The Provider’s security staff shall relieve the youth of any personal property, inventory the property, place the property in a property bag and seal the bag.

b. If the youth is released from the JAC (i.e., not securely detained), the property shall be returned to the youth.

c. If the youth is transferred to the Juvenile Detention Center, the property shall be transferred to the custody of the Juvenile Detention Center.

d. Staff shall adhere to written procedures ensuring the safe custody and return, upon release, of all youth property obtained during the booking process.

5. Detention and Intake Screening Services

a. The Provider shall provide detention and intake screening services twenty-four (24) hours a day, seven days a week including weekends, holidays, and other state office closures. Detention hearings shall be attended by the Provider’s assigned staff on weekends, holidays and other state office closures.

b. Screening and release shall be completed within six hours of admission to the JAC. When screening exceeds six hours, the Provider shall maintain documentation of the reason(s) for the duration.

c. The Provider shall conduct a face-to-face interview with the youth and his/her parent(s)/legal guardian(s) (if available) and gather available information to assess the youth’s service needs in order to develop the recommendation to the State Attorney’s Office and deliver the detention screening packet to all partners and the Department pursuant to local procedures.

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d. The Provider shall contact the victim(s) and the complainant or arresting officer by telephone to solicit their input, recommendations and/or document the attempted contact. Contacts shall be made or attempted by the Provider prior to the submission of a recommendation to the State Attorney’s Office. A questionnaire provided by the Detention Screener and completed by the arresting officer may be utilized in lieu of a call to the arresting officer.

e. The Provider shall ensure tasks, including but not limited to the following, are completed, as part of the detention screening process:

1) Screening of youth based on statutory criteria specified in sections

985.14 and 985.145, F.S.

2) Determination to detain or release a youth using the Department’s

Detention Screening Instrument (DSI). This instrument is used to determine if a youth meets detention criteria and to determine whether a youth should be placed in secure detention or on supervised release prior to a detention hearing.

3) Inputting youth data into the Juvenile Justice Information System (JJIS), pursuant to Department JJIS Business Rules listed at:

https://www.djj.state.fl.us/partners-providers-staff/data-integrity-jjis/jjis-information/business-rules.

4) Photographing youth and inputting the photo into the JJIS.

5) Completion and documentation of substance abuse and mental health screenings using Department approved instruments and forms including the Massachusetts Youth Screening Instrument, Second Version (MAYSI-2), and the Suicide Risk Screening Instrument (SRSI) in accordance with Rule 63N-1.0051, F.A.C.

Both assessment instruments and forms are required.

6) Completion of the Human Trafficking Screening Tool (HTST).

7) Complete detention screening packets, in accordance with Rule

63D-13.0021(3), F.A.C., policy memorandum PCI-15-001 (Screening Packets), or any future superseding administrative rule or policy memorandum that addresses screening packets.

Policy memoranda are available at https://www.djj.state.fl.us/ services/probation-community-intervention/policy-memoranda.

8) Check the Florida Criminal Investigation Center/National Criminal Investigation Center (FCIC/NCIC) and Florida Safe Families Network (FSFN) systems to obtain a prior history on the youth, check for active warrants, and ensure that the youth is not identified as missing. If the provider does not have access to one or both systems, the provider shall identify alternative means to obtain this information during the detention screening process.

f. When further assessment is indicated by the SRSI or MAYSI-2, or when other information obtained during the detention screening process suggests the youth is a possible suicide risk, the following must take place:

1) If the youth is to be released into the custody of the parent or guardian, the parent or guardian must be informed verbally and in writing that suicide risk findings were disclosed during screening and that an assessment of suicide risk should be conducted by a qualified mental health professional.

2) The parent or guardian must be provided the Suicide Risk Screening Parent/Guardian Notification Form (MHSA 003) in accordance with Rule 63N-1.0092(1)(b), F.A.C. Form MHSA 003 is available at https://www.djj.state.fl.us/partners-providers-staff/forms-library. A copy of form MHSA 003, signed by the parent or guardian, is to be permanently filed in the JJIS Document Library.

3) If the youth is to remain in the custody of the Department, a Suicide Risk Alert is to be immediately entered into the JJIS and https://www.djj.state.fl.us/services/probation-community-intervention/policy-memoranda https://www.djj.state.fl.us/services/probation-community-intervention/policy-memoranda

Version: 19 Rev 11-01-23 Page 8 of 53 the youth is to be placed on constant supervision until an Assessment of Suicide Risk is conducted by, or under the supervision of, a licensed mental health professional as set forth in Chapter 63N-1, F.A.C.

4) The Provider is to notify the Juvenile Detention Center of the risk/watch status of the youth and maintain written documentation of the individual notified and the receiving Juvenile Detention Officer who acknowledges the same.

g. When further assessment is indicated by the SRSI or MAYSI-2, or when other information obtained at initial intake suggests the youth has mental health or substance abuse treatment service needs, the following must take place:

1) The screener shall refer the youth to the designated provider for a

Comprehensive Assessment.

2) If the youth is to be released into the custody of the parent or guardian, the parent or guardian must be informed verbally and in writing that mental health and/or substance abuse treatment service needs were disclosed during screening and that a Comprehensive Assessment should be conducted by the designated provider.

3) The parent or guardian must be provided the form entitled MAYSI Report, informing the parent that the youth has been referred to the designated provider for a Comprehensive Assessment. A copy of MAYSI Report is to be permanently filed in the JJIS Document Library.

6. State Attorney’s Office Recommendation:

a. The Provider’s staff shall conduct a face-to-face interview with the youth and his/her parent(s)/legal guardian(s) and gather available information to assess the youth’s service needs in order to develop the recommendation to the State Attorney.

b. The Provider’s staff shall furnish to the State Attorney’s Office a recommendation on each case through weekly staffing held at the JAC, unless otherwise requested by the Department. The staffing must include the Detention Screener Supervisor or delegated Detention Screener, a representative of the Department, and the Public Defenders’ Office.

c. The recommendation to the State Attorney shall include the best course of action for each case considering all aspects of the situation, including the probability the youth will not re-offend if non-judicial action(s) is recommended.

d. If required, the State Attorney Recommendation shall be submitted separate from the Detention Admission Packet.

7. Parental/Guardian Contact.

a. The Provider’s staff shall ensure the youth’s parent(s)/legal guardian(s) are contacted to:

1) Notify the parents of the youth’s location.

2) Encourage the parent to be present while the youth is at the JAC.

And,

3) Ensure the youth is released to the parent(s)/legal guardian(s), or a responsible adult, when applicable.

b. At a minimum, the Provider’s staff shall ensure staff document attempts to contact the parent(s)/legal guardian(s).

c. The Provider’s staff shall ensure staff complete the Department’s Affidavit of Release to a Responsible Adult (Exhibit 5) for each youth released from the JAC and not eligible for detention at the Juvenile Detention Center.

8. Transportation

a. Transportation services for youth to the JAC for detention screening are provided directly by law enforcement agencies, as arranged through cooperative agreements. Law enforcement will transport youth to the JAC facility.

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b. Any juvenile meeting detention criteria are provided secure transportation from the JAC to the Juvenile Detention Center solely by Juvenile Detention Center staff. This will only occur at times conducive to admitting youth to the Juvenile Detention Center, as determined by the Juvenile Detention Center. A schedule for pick up shall be provided to the JAC with the protocols for requesting pick up by local Detention staff.

c. Under no circumstances shall a youth meeting criteria for secure detention be transported and/or dropped off by the JAC staff at the Juvenile Detention Center. If there is a medical or mental health emergency, the JAC staff shall contact 911.

d. Family members shall be contacted and requested to drive juveniles not meeting secure detention criteria back to their home. The Provider’s staff at the JAC shall not transport non-detained youth as a regular facility function. However, if transportation for a youth not meeting the criteria for home detention is deemed necessary, JAC staff will adhere to the JAC facilities approved transportation policy and procedures, which must be approved by the Department’s Contract Manager.

9. File/Court Packets The Provider shall develop youth file/court packets for the court, the Department, the State Attorney, the youth’s attorney of record, and the Juvenile Detention Center, for detained youth. The Provider shall retain one copy of the complete file.

PCI-15-001 Screening Packets requirements shall be followed.

The Department shall deliver the Court packet to the Court on weekdays and non-holidays in the manner prescribed by the Court. The Provider shall deliver the Court packet to the Circuit Court detention/advisory hearings on weekends and holidays in the manner prescribed by the Court. After the detention/advisory hearing, the Provider shall scan each packet to the assigned Juvenile Probation Officer and Juvenile Probation Officer Supervisor.

10. Case Management Services The Provider shall ensure the provision of case management services to youth who receive services through the JAC that shall include, but is not limited to:

a. Coordination with Department Juvenile Probation Officers, Detention

Services staff, the courts and other community–based agencies providing services to Department youth to ensure all service providers are aware of the arrest and charges against the youth. This includes referral to the Department of Children and Families when the youth is a dependent.

b. The Provider shall attend Circuit Court detention/advisory hearings on weekends and holidays and represent the Department. Documentation of attendance on a weekend hearing log must be maintained. In addition, the attending JAC staff member shall document the rulings by the Judge which shall be entered into JJIS in the case note section of the youth’s case file.

11. Data Collection and Reporting Services

a. The Provider shall provide Data Collection and Reporting Services that shall include, but are not limited to:

1) Documentation of youth information in the Department’s Juvenile

Justice Information System (JJIS).

2) Documentation of the completion of all required intake and detention screening forms.

3) Documentation of the length of time each youth was held at the

JAC for intake and screening.

4) Documentation of the total number of youths screened.

5) Documentation of the total number of youths referred to the

Department for detention, released to his/her home, and the total number of youths referred to shelter.

6) Development and distribution of statistical reports generated by data collection to the Department and JAC services agencies.

And,

7) Other data collection and statistical reports as required or requested by the Department.

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b. The Provider shall input into JJIS all non-arrest probable cause affidavits, pursuant to DJJ Business Rule, Procedure # 99-004 (January 2005).

12. If a youth scores for Intensive Home Detention with Electronic Monitoring (IHD/EM) on the DSI or is court ordered to EM, prior to release from the JAC, the Provider shall ensure the Department-provided EM equipment is installed on the youth. This will include the following actions:

a. The Provider’s staff shall conduct activation of the EM unit in the

Department’s EM database.

b. The Provider’s staff shall perform the initial entering of the youth’s EM twenty-four (24)-hour schedule and home zone, which shall include a one-time grace period for travel to home set up.

c. The Provider will contact the Chief Probation Officer (or designee), Circuit 2, at least once a week to review the available EM unit inventory. In the event the current inventory is depleted or in danger of being depleted due to an influx of youth, the Provider shall immediately contact the Circuit Chief or designee.

d. The Department will provide training on EM installation and coordinate access to the contracted EM Provider’s data base.

13. The Provider shall work in collaboration with the Department, and law enforcement on the implementation and maintaining detailed protocol agreements for when law enforcement is processing pick up orders for failure to appear, violation of probation, probable cause orders to take into custody, processing warrants for new charges, and when processing youth with mental health conditions. A copy of the protocol shall be kept by the Department’s Contract Manager.

14. The Provider shall work in collaboration with the Department, and law enforcement on the implementation and maintaining detailed protocol agreements for an override of a non-compliant youth’s assessment, based off of the MAYSI instrument. A copy of the protocol shall be kept by the Department’s Contract Manager.

15. The Provider shall work in collaboration with the local crisis stabilization unit, the Department, and law enforcement on the implementation and maintaining of the law enforcement protocol agreement for youth crisis stabilization and mobile response team initialization, to minimize the time spent at the JAC by law enforcement. A copy of the protocol shall be kept by the Department’s Contract Manager.

C. Twenty-four (24)-Hour Security, Booking and Receiving Services

1. The Provider shall ensure that there is an operational twenty-four (24)-hour secure booking facility, including video imaging, fingerprinting and coordinate or arrange emergency medical service.

2. The Leon County Sheriff’s Office shall provide and maintain booking and video imaging equipment at no cost to the Department or the Provider and provide personnel or subcontract for such personnel to operate security equipment and to provide security monitoring of youth in the custody at the JAC at no cost to the Department or the Provider.

D. Limits Within Services Must be Provided Services shall be limited to youth presented to the JAC by law enforcement who are alleged to have committed a delinquent act, and who meet the minimum criteria for admission to the JAC. The Provider shall ensure each youth receives a medical clearance using the Department’s Medical and Mental Health Clearance Form (Exhibit 4). Administrative services shall be limited to those directly related to the operation of the JAC.

E. Staffing/Personnel The Provider and all personnel provided under this Contract, whether performance is as a Provider, subcontractor, or any employee, agent or representative of the Provider or subcontractor, shall continually maintain all licenses, protocols, and certifications that are necessary and appropriate or required by the Department or another local, state or federal agency, for the services to be performed or for the position held.

All personnel shall renew licenses or certifications pursuant to applicable law or rule. The Provider shall provide copies of all current licenses or certificates required for the delivery of services under this Contract to the Department’s Contract Manager prior to the delivery of

Version: 19 Rev 11-01-23 Page 11 of 53 services. The Provider shall comply with 63H-1.001-.016 and 63H-3.001-.007, F.A.C., and Department training required by this Contract, and certify the necessary staff as Instruction Techniques Workshop (ITW) trainers to ensure in-house training capabilities.

1. Staffing Levels

The Provider shall employ the following staff to ensure provision of services twenty-four (24) hours a day, seven days a week, as required under the terms and conditions of this Contract:

a. One-fourth (0.25) Full-Time Equivalent (FTE) Director to serve as the JAC

Manager/Juvenile Services Director.

b. One FTE Detention Screener Supervisor to serve as the supervisor for

Detention Screeners.

c. One FTE Senior Detention Screener to serve as the JAC Screening

Coordinator.

d. One FTE JAC Lead Detention Screener.

e. Five FTE JAC Detention Screeners to perform screening services for youth admitted to the JAC. And,

f. Six FTE JAC Technicians to assist with daily operational tasks and assist

JAC Detention Screeners over the twenty-four (24)/7 daily operations.

2. Staffing Qualifications

Program staff must be at least nineteen (19) years of age and pass the Department Background Screening. The following minimum qualifications are required for each of the following positions prior to the provision of services to Department youth:

a. Director: The individual in this position shall possess a bachelor’s degree from an accredited college or university. The Program Director is responsible for the day-to-day operations of the JAC. This includes coordination with partners co-located at the JAC, community partners/stakeholders, and the JAC Advisory Committee; development and ensuring proper implementation of policies and procedures to ensure the efficient operation of the JAC; prepare and submit reports to the Department; And, ensure all Provider staff have successfully completed training requirements (annual and pre-service).

b. Detention Screener Supervisor: The individual in this position shall possess a bachelor’s degree from an accredited college or university and three years of professional experience working with youth in criminal justice, social services, or education or a master’s degree from an accredited college or university in criminal justice or social services can substitute for one year of the required work experience. The Detention Screener Supervisor shall supervise Detention Screener performance, develop schedules to ensure coverage twenty-four (24) hours a day, seven days per week, review youth files/packets prior to distribution, ensure all staff providing services to Department youth have successfully completed training, communicate with the State Attorney’s Office when youth meet mitigation criteria, contact the youth’s Juvenile Probation Officer/or case manager, when applicable, and ensure youth have been advised of their rights and have completed the medical clearance and booking process. The Detention Screener Supervisor will be responsible for ensuring youth information is entered accurately into JJIS in a timely manner.

c. Senior Detention Screener: The individual in this position shall possess a bachelor’s degree or its equivalent and two years of professional experience working with youth in criminal justice, social services, or education or a bachelor’s degree from an accredited college or university in criminal justice or social services can substitute for one year of the required work experience. In absence of the Program Supervisor, shall supervise Detention Screener performance, review youth files/packets prior to distribution. communicate with the State Attorney’s Office when youth meet mitigation criteria, contact the youth’s Juvenile Probation Officer/or case manager, when applicable, ensure youth have been advised their rights and have completed the medical clearance and booking process, and will be

Version: 19 Rev 11-01-23 Page 12 of 53 responsible for ensuring youth information is entered accurately into JJIS in a timely manner.

d. Detention Screener: Individuals in this position shall possess a high school diploma or its equivalent and two years’ experience working with youth is required. Screeners are responsible for conducting screening activities using the Department’s approved forms and procedures, and preparing a youth file packet for the court, the State Attorney, the Department’s Circuit Offices, the youth’s attorney, and the Juvenile Detention Center, when the youth meet detention criteria. The screener shall contact the Juvenile Probation Officer/case manager, when applicable, advise the youth of his/her rights. and complete the Detention Screening Log.

e. JAC Technicians: Individuals in this position shall possess a high school diploma or its equivalent and past clerical/clerk experience. JAC Technicians are responsible for administrative tasks, assisting JAC Detention Screeners with preparing youth packets, staffing the reception room, answering the phones during busy times and other duties as assigned during the twenty-four (24) hours a day, seven days a week daily operation.

3. Staff Shift Coverage/Schedule/Sign-In Log

a) Weekly Shifts:

To ensure a sufficient level of staff is available to provide services twenty-four hours a day, seven days a week, the Provider shall ensure that the Detention Screener Supervisor is present for each eight-hour shift to supervise Detention Screeners/Admission Screeners and oversee any administrative tasks.

b) Monthly Schedule:

The Provider shall provide a monthly staffing schedule to the Chief Probation Officer or designee of all staff assigned to provide services.

Changes to the schedule may be made upon mutual agreement of the Chief Probation Officer and the Provider.

c) Staff Sign-In Log:

The Provider shall develop and maintain a sign-in log for Provider staff to utilize to sign in and out to document hours worked. Copies of the sign-in log shall be provided with the monthly invoice.

4. Staff Training Staff performing screening duties shall successfully complete the Department’s curriculum for detention screening, JJIS, DSI, PAR, CPR, First Aid, Trauma Informed Care, Civil Rights training and the requirements specified in Rule 63H-2.004, F.A.C.

5. Changes in Staffing The Provider shall provide a written request to the Department’s Contract Manager and Chief Probation Officer to request a waiver of the above professional qualifications. Waivers of the above professional qualifications shall be granted only when it is determined to be in the best interest of the Department and be approved in writing by the Regional Director and the Chief Probation Officer.

F. Service Location and Times:

1. The JAC is required to be located within Leon County in an appropriately zoned provider-owned/leased facility that has a sally port for law enforcement to enter with youth, a booking area, a minimum of two holding cells, a secure common area for youth, detention screening and assessment areas, a reception area, and office space.

2. The Provider shall ensure staff provides administration, security, detention screening at the JAC 365 days per year, seven days per week, and twenty-four (24) hours a day. The provider shall ensure staff provide detention screening during third shift weekdays, twenty-four (24) hours weekend days and holidays.

G. Property and Facility Standards

1. Non-Expendable Tangible Personal Property:

a. Title (ownership) to all non-expendable property shall be vested in the

Department at the time of the purchase of the property if the property is acquired from:

1) Expenditure of funds provided by the Department under a cost-

Version: 19 Rev 11-01-23 Page 13 of 53 reimbursement contract.

2) Expenditure of funds provided by the Department as pre-operational. And/or,

3) Expenditure of funds provided by the Department as operational expense dollars.

b. All state-furnished property acquired by the Provider through funding sources identified above, with a cost of $1,000 or more and lasting more than one year, and hardback-covered bound books costing $250 or more, and computers, regardless of cost, shall be accounted for in accordance with Chapter 10.300, Rules of the Auditor General. All such property, including replacements to state-furnished property that is lost, destroyed, exhausted or determined surplus under the terms of this Contract, shall be returned to the Department upon Contract termination. Any replacements shall be in equal or greater value when returned to the Department.

c. Upon delivery of Department-furnished property to the Provider, the Provider assumes the risk and responsibility for its loss and damage.

d. The Provider shall submit to the Department’s Contract Manager, on a quarterly basis, a listing of all items purchased that quarter under the Contract. The listing shall include a statement as to whether the items were purchased with Department or Provider funds and include supporting documentation of funds used.

e. The Provider shall not dispose of state-furnished property without the written permission of the Department. Department policies and procedures shall be followed when disposing of state-furnished property.

f. The Provider shall not use any state-furnished property for any purpose except the delivery of services identified in this Contract.

g. The Provider shall submit a final inventory report for approval by the Department at conclusion of this Contract.

h. The Provider shall submit an annual joint inventory report of all state-furnished property and all Provider-owned property located at the facility to the Department’s Contract Manager.

i. The Provider shall report annually to the Department’s Contract Manager an inventory of all state-titled vehicles or other vehicles purchased with state funds. The Provider shall maintain a monthly vehicle log for each vehicle and submit the completed log to the Department’s Contract Manager by the 5th day of each month. When utilizing state-furnished vehicles, the Provider shall comply with the Department’s Vehicle Operations Policy and Department of Management Services issued Fleet Management Manual.

j. The Department finds it necessary to purchase property through the Provider as opposed to direct acquisition for the following reason(s):

1) The property is solely intended for use by the Provider in the delivery of the contracted services or the same or different Provider’s under subsequent continuing Contracts intend continued use of this property throughout its useful life. It is not intended for direct use by Department staff.

2) The property is critical to the delivery of the contracted services and the Department more appropriately identifies the cost as a contract cost rather than Operating Capital Outlay.

3) Direct purchase by the Provider is more efficient than Department purchase, which would include additional costs for storage, delivery, retrieval, disposal, etc.

2. Facility Standards The facilities where services are provided to youth shall be provider owned or leased facilities. All providers shall comply with standards required by fire and health authorities. The Provider shall ensure that all subcontractor buildings and grounds, equipment and furnishings are maintained in a manner that provides a safe, sanitary and comfortable environment for youth, family, visitors and employees.

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IV. DELIVERABLES

Service Units/Deliverables:

The Provider shall submit an invoice with sufficient documentation to fully justify payment for services delivered. Failure by the Provider to promptly report and document deliverables as required may result in a reduction in the respective invoice. In months where the Provider did not complete services, an invoice is not required.

The Department will pay the Provider for one or more service units delivered in accordance with section III., Services to be Provided. The quantity and frequency of the service tasks may vary as outlined in Section III., A., Administrative Services. The service units to be delivered under this Contract are as follows: Service Units/Deliverables are daily services to include administration, management, security and detention screening services.

The Provider shall provide the following deliverables 365 days per year, seven days per week, twenty-four (24) hours per day:

A. The Provider shall provide daily administration and management and security of the JAC facility consistent with the minimum requirements contained in section III., Services to be Provided.

B. The Provider shall provide detention screening for each youth presented by law enforcement and admitted to the JAC twenty-four (24) hours per day, seven days a week, 365 days per year. Admission screening shall be provided twenty-four (24) hours.

V. REPORTS

The Department will require progress or performance reports throughout the term of the Contract.

The Provider shall complete reports as required to become eligible for payment.

The following are the Contract Managers for the respective parties. All matters shall be directed to the Contract Managers for action or disposition. Any and all notices shall be delivered to the parties at the following addresses:

Provider Department

After execution of this Contract, any changes in the information contained in this section will be provided to the other party in writing and shall be sent by United States Postal Service or other delivery service with proof of delivery. A copy of the written notification shall be maintained in the official Contract record.

All notices required by this Contract or other communication regarding this Contract shall be sent by United States Postal Service or other delivery service with proof of delivery.

1. Invoice

A properly prepared…