RFQ-1329 Prison Rape Elimination Act Certified Auditor Services for IDOC.docx

IDAHO DEPARTMENT OF CORRECTION

RFQ # 1329

Prison Rape Elimination Act Certified Auditor Services for IDOC

Purpose:

The State Department of Corrections (IDOC) is requesting Bids from qualified Vendors for Department of Justice (DOJ) certified Prison Rape Elimination Act (PREA) auditors to perform required PREA compliance audits at IDOC adult facilities.

The contact for this RFQ is:

David Brooks, Idaho Department of Correction Phone: (208) 658-2012 E-mail: dabrooks@idoc.idaho.gov

Timelines

3. GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND CONDITIONS This Solicitation is issued by the state of Idaho (the “State”) via IPRO: (IPRO LOGIN). The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ shall be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ shall not be relied upon. All changes to this RFQ must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

4. INQUIRIES

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the RFQ, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

5. BACKGROUND

The Idaho Department of Correction (IDOC) is a state government agency presided over by a three (3) member board appointed by the Governor of the state of Idaho and charged with the housing, care and management of Idaho’s adult felony incarcerated individuals, hereinafter referred to as “residents.” Vendor is advised that IDOC’s standard operating procedures (SOP) makes references to “offenders” or “inmates” or “incarcerated individuals” and all such references are synonymous with one another. A “resident,” “inmate,” “offender” or “incarcerated individual” is a person who is under the legal care, custody, control, supervision, and authority of the Idaho Board of Correction.

6. SCOPE OF WORK

IDOC is soliciting bids for Department of Justice (DOJ) certified Prison Rape Elimination Act (PREA) auditors to perform required PREA compliance audits at IDOC adult facilities. During each three (3) year audit cycle, each facility must be audited at least once, and one third (1/3) of IDOC’s facilities must be audited during each one (1) year period in compliance with the Federal Code of Regulations, 28 CFR Section 115.401(a)(b).

This request seeks to initiate audits for the PREA audit-cycle that begins July 2026. The new auditor must start on that Month.

Certified PREA auditors (Contractor’s audit staff) must follow all requirements as outlined in PREA Standards 115.401-115.405 and adhere to the PREA Auditors Handbook parameters, code of conduct, and compliance requirements.

Bids must take into consideration the four-phased approach to include the following elements:

1. Pre-onsite audit: This six to eight (6 to 8) week window includes a pre-audit meeting with the auditor, facility and agency PREA representatives for the purpose of setting expectations, timelines and logistics for the audit. Audit initiation and notifications. Submission from IDOC to the Contractor of the pre-audit questionnaire and all required documentation.

2. On-site audit: Time spent by Contractor’s audit staff onsite at the audit location includes reviewing documentation, touring the site, conducting interviews with staff, residents, volunteers, contractors and interns.

3. Interim report and corrective action (when required): This element requires collaboration between the IDOC and the Contractor to develop a corrective action plan (CAP) to address any deficiencies identified during the audit and a final review of corrective action taken to allow final certification of the facility by the Contractor.

4. Final report: The final report must be delivered by the Contractor to the facility PREA Compliance Manager or warden and agency PREA coordinator within thirty (30) calendar days of the completion of the corrective action. A one hundred eighty (180) day corrective action period is allowed; however, the Contractor’s audit staff shall seek to close-out the review period and deliver the report earlier when appropriate.

The required agency audit must be performed once annually as part of the first audit completed during each audit year. This cost must be reflected in the first audit of each cycle.

The Contract must include twenty-five (25) facility audits during the six (6) year term (as long as renewal options are exercised). For the purpose of this (RFQ), please use the audit schedule shown in Attachment 2 – PREA Audit Bid Schedule. Facilities in each audit cycle are highlighted by audit year with the on- site visit month noted. IDOC also houses residents in contract facilities, those shall not be included as part of the Contract.

Prior to each audit, the Contractor must notify IDOC who the lead auditor is, and any other auditors and/or any other support staff, including their roles for each audit.

7. LOCATIONS

IDOC manages fifteen (15) facilities, including nine prisons, and six community confinement facilities.

Nampa Community Reentry Center

Idaho Falls Community Reentry Center

Treasure Valley Community Reentry Center

East Boise Community Reentry Center

Twin Falls Community Reentry Center

North Idaho Correctional Institution

Pocatello Women’s Correctional Center

South Boise Women’s Correctional Center

Mountain View Transformational Center

Idaho Maximum Security Institution

Idaho Correctional Institution Orofino

Idaho State Correctional Institution

The total bed capacity is approximately eight thousand three hundred fifty-nine (8,359).

The Department reserves the right to add facilities to the contract at any time.

Two (2) additional facilities are planned. A new community confinement facility in Pocatello, and a new prison in the south Boise complex. IDOC reserves the right to add these two facilities to the audit list in the event they are completed before the life of the contract runs out.

Pocatello Community Reentry Center

8. CONTRACT TERM

This contract is for one (1) year, including five (5) one (1) year renewable options for total of Six (6) years.

IDOC will notify the contractor of their intent to renew

9. COST

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 2).

10. BILLING PROCEDURE

There will be four (4) separate billings during each audit period and requires completion of four distinct tasks:

1. Completion of pre-audit preparation.

2. Completion of on-site audit.

3. Completion of initial report.

4. Completion of final report.

Payment shall be twenty-five percent (25%) of the bid for each portion completed. The auditor can bill the state upon completion of the task.

The Contractor must provide the following information with each invoice:

1 IPRO contract number 2 Dates of services 3 Total amount billed for work completed 4 Description of work completed 5 Contact information for Contractor

Invoices and reports are to be submitted to:

Agency Contact Person: PREA Coordinator, Jeremy Clark Emailed to: jerclark@idoc.idaho.gov

11. SUBMISSION REQUIREMENTS

11.1 Required Bid Submission Items

Your Bid Submission must consist of the following:

11.1.1 Bid Schedule

Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

11.1.2 List other required response items –See Attachment 3 -Contractor Requirements

11.1.3 State of Idaho Signature Page –See Attachment 4

The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached below - See Attachment 4

12. Bid Submission Methods Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received by IDOC by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the IPRO system

12.2.1 Electronic Submission via IPRO

Submitting electronically via IPRO, upload all of the Required Bid Submission Items and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.00 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a Bid manually outside of IPRO) as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

13. AWARD

Award will be made, ALL OR NONE, to the responsive responsible Bidder that meets all requirements on the Attachment 3—Contractor Requirements with the lowest Total Cost submitted on Attachment 2 - Bid Schedule.

After acceptance of the bid, the vendor and PREA coordinator will discuss timetables, logistics, and requirements to ensure the first year of audits can be scheduled and completed. This shall occur within fifteen (15) days after award of the Contract.

14. HEALTH AND SAFETY CONCERNS

Contractor(s) entering any IDOC facility must comply with IDOC health and safety protocols.

The agency will inform the auditor of any health protocols present in the facility and identify any tiers or cells which are in isolation status and advise the contractors or staff on any current requirements to enter such areas.

15. CONFIDENTIALITY

IDOC understands the Department of Justice requires validation of sensitive documents for certification and will provide appropriate access to files required to certify compliance. The Contractor is required to maintain confidentiality and security of all documents received to evaluate PREA compliance at IDOC facilities.

The Contractor must ensure the safekeeping and confidentiality of any sensitive correspondence and documents received to evaluate PREA compliance. Exceptions include documents requested by the Department of Justice, information required by the PREA Resource Center or PREA Project Management Office Audit Oversight Program, or a legal or professional requirement to disclose audit-related information. The Contractor must inform residents of any mandatory reporting requirements that apply during the interview process. Idaho law requires licensed medical and mental health professionals to report sexual abuse of vulnerable adults. IDOC requires mandatory reporting to the facility when the safety of an individual or the facility is in jeopardy.

IDOC will ensure residents can correspond with the Contractor’s audit staff in a manner that is consistent with the confidential treatment of legal mail. IDOC and facility understand that the Contractor’s audit staff are entitled to unfettered access to all areas of the facility, staff, contractors, volunteers and residents, as well as a wide variety of sensitive and confidential documentation and information. The Contractor’s audit staff have the right to conduct confidential interviews.

16. BACKGROUND CHECKS

IDOC will require agency-specific background checks for certified auditors, and any non-certified contract support staff. The successful bidder will be required to submit an electronic background form online. A link will be provided to the successful bidder. The auditor and any staff will be required to submit it at least one (1) month prior to facility-entry.

17. CERTIFICATION LAPSE NOTIFICATION

Auditors must maintain certification and notify IDOC one (1) year prior if they intend to allow their certification to lapse.

18. REPORTING REQUIREMENTS

The interim report must be delivered by the Contractor to the facility PREA Compliance Manager or warden and agency PREA coordinator within forty-five (45) calendar days of the on-site visit, or upon completion of the evidence review. If corrective action is completed or not required, a final report shall be delivered at this time.

18.1 Corrective action and Interim report: This element requires collaboration between the IDOC and the Contractor’s audit staff to develop a correction action plan to address any deficiencies identified during the audit and a final review of corrective action taken to allow final certification of the facility by the Contractor’s audit staff.

18.2 The final report must be delivered by the Contractor to the facility PREA Compliance Manager or warden and agency PREA coordinator with thirty (30) calendar days of the completion of the corrective action. A one hundred eighty (180) day corrective action period is allowed, however, the contractor shall seek to close-out the review period and deliver the report earlier when appropriate.

19. COMPLIANCE AND TRAINING

Certified PREA auditors (Contractor’s audit staff) must follow all requirements as outlined in PREA Standards 115.401-115.405 and adhere to the PREA Auditors Handbook parameters, code of conduct, and compliance requirements.

PREA auditors must be trained and certified by the Department of Justice and adhere to the auditor code of conduct in Section 3 of the PREA Auditor Handbook. The DOJ PREA Management Office operates under a statutory obligation to evaluate all PREA auditors for compliance with the auditor certification agreement. Auditors must maintain certification and notify IDOC one year prior if they intend to allow their certification to lapse.

20. INSURANCE REQUIREMENTS

Within ten (10) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no exceptions to this requirement. Failure to provide the certificates of insurance within the ten (10) business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

Contractor shall carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated.

20.1 Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to the Contract.

20.1.1 CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

20.2 Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

20.2.1 Bidder or Offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid or Proposal if the Bidder or Offeror will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the State of Idaho will consider the request. If the Bidder or Offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids or Proposals, the State of Idaho may not consider the request.

20.3 Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident or $1,000,000 each employee for bodily injury by disease.

20.3.1 Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

20.4 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

20.4.1 The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

20.4.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

20.5 Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

20.6 Contractor shall further request from their insurance carrier that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

20.7 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the Contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

20.8 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

21 RECORDS MAINTENANCE

Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

22 AUDIT RIGHTS

The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ATTACHMENT 2-BID SCHEDULE

By Facility Cost Prison Rape Elimination Act Certified Auditor Services for IDOC

Please provide your fully burdened costs below. Costs must include, but not be limited to, providing all services required in this RFQ (including required reports), overhead, salaries, administrative expenses, meals, supplies, equipment, training and materials, travel and quality assurance. The only costs that the Contractor will be paid are those shown in the “COST” column below.

(The table below covers six years and is also to be considered to be the audit schedule. See the Scope of Work, which references this.)

POPULATION SIZE

Orofino

Institution

Orofino

15208

(The Total Cost is the sum of the dollar amounts in the Cost column.)

*First audit of the year includes the agency audit.

Company Name of Vendor: _____________________________________________________

Contact Name/Phone: _________________________________________________________

Contact E-mail: ________________________________________________________________

Attachment 3 – Cover Form Prison Rape Elimination Act Certified Auditor Services for IDOC Attachment 3 - Cover Form must be completed, signed, and submitted with your Quote. Failure to complete and submit this form may result in your Quote not being considered for award. Additionally, any responses of “No” for Requirement #1 through Requirement #9 may result in your Quote not being considered for award. And failure to provide the references information for Requirement #10 may result in your Quote not being considered for award.

Requirement #1: Does Vendor affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs?

Note: vendor information is available at https://sam.gov.

Requirement #4: Vendor confirms that if it is awarded the Contract from this RFQ it will provide Department of Justice (DOJ) certified Prison Rape Elimination Act (PREA) auditor(s) with active adult facility certification.

Requirement #5: Vendor confirms that if it is awarded the Contract from this RFQ its auditor(s) who provides services under the Contract have completed at least one (1) PREA-certification audit as the lead (or only) auditor and must retain certification status by completing recertification requirements.

Requirement #7: Vendor confirms that if it is Auditor(s) have at least two years of in-facility corrections experience. In the cell to the right, enter the name, phone number and email address for three professional references with at least one of them relating to a PREA audit that either the Vendor or an individual that the Vendor intends to use to provide services under the Contract has worked on. Include the company or entity name for whom services were provided and when services were provided as well.

References can be all for the Vendor, all for auditors that the Vendor intends to use if awarded the Contract, or a combination.

Reference 1:

Reference 2:

Reference 3:

Requirement #9: Does the Vendor agree that if it is awarded the Contract from this RFQ that it will obtain the required commercial auto insurance? (If your response is No, then please request a waiver in accordance with this ITB’s insurance requirements.)

Company name: __________________________________________

Signature: _______________________________________________

Printed Name: ____________________________________________

Title: ____________________________________________________

Email: ___________________________________________________

Date:____________________________________________________

Attachment 4 Signature page

Idaho Department of Correction

Protect the public, our staff and those within our custody and supervision

SIGNATURE PAGE for Use with a Manually Submitted Request for Quote (RFQ) Response

Quotes and pricing information shall be typewritten or handwritten in ink. Originals and copies of the quote shall be submitted in accordance with the solicitation documents. MANUALLY SUBMITTED QUOTES MUST INCLUDE THIS SIGNATURE PAGE WITH THE ORIGINAL SIGNATURE OF AN INDIVIDUAL AUTHORIZED TO BIND THE SUBMITTING CONTRACTOR.

NO LIABILITY WILL BE ASSUMED BY THE DEPARTMENT OF CORRECTION FOR A CONTRACTOR’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS AND ANY PROPERLY ISSUED SOLICITATION ADDENDUMS IN A TIMELY MANNER FOR USE IN THE CONTRACTOR'S RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE CONTRACTOR TO CONSIDER THE TERMS, CONDITIONS, AND ANY ADDENDUMS IN THE CONTRACTOR'S RESPONSE TO THE SOLICITATION.

RFQ NUMBER: 1329

CLOSES: May 20 2026

The RFQ response is submitted in accordance with all documents and provisions of the specified RFQ number and Title detailed below. By my signature below I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the STATE OF IDAHO STANDARD CONTRACT TERMS AND CONDITIONS and the SOLICITATION INSTRUCTIONS TO CONTRACTORS in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any SPECIAL TERMS AND CONDITIONS incorporated in the solicitation documents (e.g. Software, Telecommunications, Banking, etc.). As the undersigned, I certify I am authorized to sign and submit this response for the Contractor. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

RFQ Number: _______________RFQ Title: ___________________________________________________________________

Quoting Company Name ___________________________________________________________________________________ ADDRESS ______________________________________________________________________________________________ CITY,STREET,ZIP_________________________________________________________________________________________ PHONE:________________________________FAX:________________________________FEIN:_________________________ E-Mail ___________________________________________________________________________________________________

THIS SIGNATURE PAGE MUST BE SIGNED WITH AN ORIGINAL HANDWRITTEN SIGNATURE (PREFERABLY IN BLUE INK) AND RETURNED WITH YOUR MANUALLY SUBMITTED QUOTE FOR YOUR QUOTE TO BE CONSIDERED.

Original Signature (Manually Signed in Ink) Date

IDOC Data Sensitivity Classification - L3 Restricted image1.jpeg