10 - Section J Attachment 5 - Secure Juvenile Service Compliance Matrix.pdf

SECURE JUVENILE SERVICE COMPLIANCE

MATRIX

DECE:MBER 2010

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PAST PERFORMANCE EVALUATION AREA

FACTOR: Accountability

The offeror's record of performance and level of success in developing and implementing juvenile offender accountabil programs.

PROPOSAL PREPARATION INSTRUCTIONS

lowing performance information shall be tted in the offeror's proposal.

1. The 5 most relevant contracts and/or subcontracts that were, or are currently being, performed in the past 3 years. "Relevant" re rs to contracts, which are of similar size, scope and complexity being acquired under this solicitat Contracts listed may include those entered into by the Federal Government, agencies of state, local and tribal governments and commercial customers.

Offerors that are newly formed entities without prior contracts should list contracts and/subcontracts as required above for all key personnel. Offerors should note that the Government will conduct an assessment of the relevancy of the past performance contracts submitted by the offeror. Offeror's past performance evaluations may be negatively impacted if they submit contracts response to these instructions which are considered s relevant or irrelevant required r this solicitation.

2. Include the llowing information on each the 5 past performance contracts submitted. The Past Performance submission for each of the 5 contracts shall not exceed 3 pages.

a. Name of the contracting activity b.

c.

d.

e.

Contract Contract type Total contract va Contracting 0 r

(including options) name, telephone number

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f. Program Manager or Technical Representative name, telephone number and e-mail

g. Administrative Contracting Officer name, address, telephone number, and e-mail address.

h. A written narrative that scribes the offeror's record of performance and level of success on the contract in the following categories:

i. Developing and implementing accountability programs for juvenile offenders.

ii. Assisting juveni offenders to prepare for successful community reintegration.

Ability to leverage and network with other relevant community resources to provide juveniles with an effective support stem.

iii. Acquiring and maintaining public support for juvenile correctional programs.

iv. Meeting mandated fa lity operational availability schedules.

v. Recruiting, training and retaining an adequate staff of personnel with the necessary skills and integrity to work with juvenile offenders throughout the performance of the contract.

vi. Ensuring open communications about and timely response to customer needs and requirements.

Note: In describing the record of pe rmance and level of success in the above areas, the offeror is requi ,if applicable, to submit information on problems encountered on the contracts and/or subcontracts identified and the corrective actions taken to resolve the issues.

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FACTOR: Programs

The offeror's record of rformance and level of success in providing juvenile offenders with quality programming designed to assist with community reintegration and a comprehensive support system.

Ability to provide quality programming by providing educational, vocational training, independent living preparation, group and individualized counseling services, specialized treatment, structured recreation, family reunification and religious services.

PAST PERFORMANCE EVALUATION AREA

FACTOR: Community Relations

The offeror's record of performance and level of success in acquiring and maintaining public support for juvenile correctional programs.

Ability to increase public outreach through the establishment of a Community Relations Board that serves as a means of mutual communication and support between the program and local communities.

PAST PERFORMANCE EVALUATION AREA Ability for paid staff to supervise, guide and FACTOR: Personnel account for juvenile offenders 24 hours a day, seven days a week, 12 months a year.

The offeror's record of performance and level of success in recruiting, training and retaining Ability to recruit and retain a diverse group of adequate direct supervision paid staff and juvenile mentors, individual volunteers and community volunteers with the necessary skills and volunteer groups to enhance the juvenile's integrity to work with juvenile offenders rehabilitative process through guidance, throughout the performance of the contract. spirituality, and youth development.

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FACTOR: Communication and Responsiveness

The offeror's record of performance and level of success in ensuring open communications about and rapid response to customer needs and requirements.

TECHNICAL/MANAGEMENT EVALUATION AREA

FACTOR: S1te Locat10n SUBFACTOR: S1te Va11d1ty and SU1tab1l1ty

The Site Validity and Suitability subfactor evaluates the proposed site location and considers the validity of the offeror's right to use and zoning approval. The assessment of validity includes both the legality of the instrument and the nature of the interest and appropriate zoning as it relates to any potential r k it poses to the government. This subfactor also evaluates the suitability of the site location with regard to environmental impacts and the responsiveness to proximity requirements defined in the SOW and RFP Section J.

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The offeror shall submit official documentation that demonstrates they have a right to use, signed by both parties, and an approval or plan to obta zoning and/or occupancy permit for their proposed site location. Acceptable evidence of right to use is limited to deeds, leases, bills of sale, options to-lease, options to buy, or contingency deeds.

The Government reserves the right to conduct discussions if the Contracting Officer determines them necessary. If d1scuss1ons are requ1red, offerors shall prov1de the Contract1ng Off1cer w1th va11d proof of all zon1ng and local ord1nance requ1rements necessary for the operation a juveni facility as speci ed in the applicable Statement of Work w1th1n 60 days after the date of the 1n1t1al proposal subm1ss1on. In addition, the offeror is required to maintain proper zoning throughout the life of the contract. An offeror's ilure to establish and maintain proof may resu in elimination from the competitive range prior to award and termination default following award.

The offeror shall complete and submit the Local Area Concerns Within a Half-Mile Radius Attachment, which lists the public concerns that are within the ~ mile radius of the proposed site location. For those public concerns identified in the Matrix, include your approach for mediating any potential community impacts in the space provided .

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FACTOR: Site Location SUBFACTOR: Community Relations Program

The Community Relations Program subfactor evaluates the progressive efforts, credibility and effectiveness of the offeror's proposed program for educating and interacting with the local community in their efforts to acquire and maintain publ support.

The offeror shall provide a Community Relations an which describes their strategy for educating and interacting with the local community in their efforts to acquire and maintain public support.

The Plan shall not exceed 2 pages. Offeror shall ensure the Plan is relevant to the location required under this solicitation.

In responding to this factor, offerors shall also submit proof that the law enforcement agency with primary jurisdiction and at least two levels of local government officials have been notified of their intent to open and operate a juvenile correctional program as identified in this solicitation. The proof shall be a signed copy of each notification sent via registered or certified mail to the Chief Executive Officer of the law enforcement agency and two levels of public off ials of the geographical area in which the proposed program is located. The noti cation letter shall be the letter provided as an Attachment in Section J of the Community Notification Letter.

Offerors shall also submit documentation to evidence community support or acknowledgment for the location of the proposed site (e.g., letters of affirmation from public officials, minutes of community relations board meetings that indicate community support or acknowledgment for the proposed site, petitions of support, etc.). The documentation shall not be dated prior to the date of the solicitation. The intent of this requirement is to ensure the offeror has a positive and affirmative relationship in existence prior to establishing the site.

FACTOR: Accountability

This factor evaluates the comprehensiveness, credibility and effectiveness of the offeror's juvenile offender accountabil y plan. The offeror will be evaluated on the plans, procedures and practices they will employ to ensure that offenders are accurately accounted for, at all times, while in or out of the facility.

The offeror shall provide an Offender Accountability Plan that describes the plans, procedures, and practices they will employ to ensure that juveni offenders are accurately accounted for while in and out of the facility in accordance with the specifications outlined in the applicable Statement of Work. This plan shall include the offeror's approach to ensuring that there is adequate separation and supervision of juveniles in coeducational facilities and that juveniles identified as sex offenders are housed single sleeping rooms and are monitored to prevent the commission of sex offenses at the facility. A staffing pattern shall be submitted and the staff to juvenile ratio shall be defined.

The Plan shall not exceed 10 pages in total. The page l~itation includes the submission of supporting documentation regarding an organizational chart, and staffing patterns.

Offeror shall ensure the Plan is relevant to the location required under this sol tation.

FACTOR: Programs

This factor evaluates the quality and effectiveness of the offeror's plan for assessing the juvenile's treatment needs and develop and implement individualized program plans based on these comprehensive assessments. Such needs encompass special education, behavioral management, discipline, specialized treatment, mental health services, vocational training, counseling, independent living preparation, community reintegration and family reunification.

The offeror shall submit a Service Delivery Plan which describes their strategy for assessing, developing and implementing an individualiz program plan that addresses the treatment needs r juvenile offenders in accordance with the specifications outlined in the applicable Statement of Work. The plan shall include a description of the assessment tool, education, vocational training, counseling and specialized treatment (sex offender, chemical dependency, emotional and mental disturbance, violent offender treatment), independent living preparation, recreational activities, religious services, community reintegration and family reunification opportunities. The plan shall address the sex offender treatment philosophy and assessment tools.

The plan shall include a description of the staff positions and any support agencies who may be livering these services. The plan description shall include how the 50 hours of quality programming requirements in the Statement of Work shall be met.

The Plan shall not exceed 15 pages in total. The page l~itation includes the submission of supporting documentation regarding treatment modality, Suicide Prevention and Intervention Plan, Individualized Treatment Plan, and Special Management Plan.

location required under this solicitation.

FACTOR: Facility

This factor evaluates the offeror's proposed facility with regard to (1) overall quality; (2) degree of compliance to applicable local, state, national health, safety, environmental laws, regulations, Executive Orders, and building codes;

and (3) the soundness and credibility of the offeror's plan for ensuring operational availability within 120 days a r contract award.

Of ror shall provide a legib copy of the site photographs, site plan, and architectural floor plans (that are within 120 days of proposal submission) pursuant to the SOW. Floor plan shall.

identify and provide the total square footage of sleeping rooms, dining room, visiting room, conference room, recreation areas, offender bathrooms and fixtures, staff 0 ces, laundry rooms, kitchen, storage areas, furnishings, lighting and temperature control. Plan shall address handicapped access and special management housing. Of rors shall complete and submit the CCC/CSC/MINT Contract Facility Certi cation of Compliance provided as an Attachment. Offerors shall submit the plan for complying with the 120 day availability requirement and all local, state and national health, safety, environmental and building codes. In cases of substantial new construction or renovation, a detailed plan shall be submitted, describing all major construct elements and estimated time frames initiation and completion of the work, demonstrating how the facility will be operational within 120 days from contract award. The definition "substantial" is provided at RFP Section J, Environmental Checklist.

This plan shall not exceed 3 pages. Offeror shall ensure the Plan is relevant to the location required under this solicitation.

Bureau of Prisons representatives will conduct an onsite inspection and evaluation of offeror's performance location and fa lity as part of the Government's evaluation process. The purpose this inspection is to obtain information for use in determining if the site is in compliance, or capable of being brought into compliance with the requirements of this solicitation.

FACTOR: Personnel s factor evaluates the offeror's strategy for recruiting, training and retaining adequate qualified staff with the necessary skills and integrity to work with juvenile offenders in a juvenile facility.

This also includes evaluating the effectiveness of the offeror's plan for ensuring 1 personnel will be aware of and abide by the standards of employee conduct as defined in the SOW.

The offeror shall provide a Personnel Resources Plan (PRP) which describes the offeror's strategy for recruiting, training and retaining adequate qualified staff to work with juvenile offenders.

an shall demonstrate that personnel will have the necessary skills to ensure successful, continuous performance of the contract.

Plan shall not exceed 10 pages in total. The page l~itation includes the submission of supporting documentation regarding a training curriculum for employee standards of conduct, employee annual training and employee qualifications, in accordance with the specifications outlined in the applicable Statement of Work.

location required under the solicitation.

Submission Description Copies Page Limitations

Volume I: Technical/Management Original and 3 copies

Right to Use and Zoning Approval N/A

Local Area Concerns Within A Half-Mile Radius (lAW At tch. , Section J)

N/A

Community Relations Plan 2

Community Notification Letters (lAW Atch, Section J)

N/A

Documentat of Community Support N/A

Offender Accountability Plan 10

Service Delivery Plan 15

Copy of Floor Plans, Site Plans, and Photographs

N/A

CCC/CSC/MINT Contract Facility Certification of Compliance (lAW Atch, Section J)

N/A

Plan for 120 day Availability 3

Critical Path Method (if applicable) N/A

Personnel Resources Plan 10

Staffing Pattern/Schedule N/A

Volume II: Business Proposal Completed Contract Sections: A,B, J and K

Original and 1 copy

N/A

Volume III: Past Performance Original and 1 copy

Not to Exceed 15 pages