RFQ_661_Main_Doc_PREA_Audit_Svcs.docx

STATE OF IDAHO

Idaho Department of Juvenile Corrections

RFQ 661

PREA Audit Services

Note the insurance requirements within the attached Exhibit C – Insurance Requirements and make sure that you can obtain the required insurance and will obtain it if you are awarded a Contract.

Note also that we may choose to award multiple contracts. See section 5, Multiple Award, and section 11.1.2 below.

Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for Prison Rape Elimination Act (PREA) audit services for its Juvenile Correction Centers (JCCs), as further detailed in this Request for Quote (RFQ).

The addresses for the IDJC JCCs are as follows:

Juvenile Correction Center – Lewiston (JCC-Lewiston) 140 Southport Ave.

Lewiston, ID 83501 Link to information regarding JCC-Lewiston on IDJC’s public website:

JCC-Lewiston | Juvenile Corrections (idaho.gov)

Juvenile Correction Center – Nampa (JCC-Nampa) 1650 11th Ave North Nampa, ID 83687 Link to information regarding JCC-Nampa on IDJC’s public website:

JCC-Nampa | Juvenile Corrections (idaho.gov)

Juvenile Correction Center – Saint Anthony (JCC-Saint Anthony) 2220 East 600 North Saint Anthony, ID 83445 Link to information regarding JCC-Saint Anthony on IDJC’s public website:

JCC-Saint Anthony | Juvenile Corrections (idaho.gov)

The contact for this RFQ is: Jason Urquhart, Purchasing Agent, IDJC; phone: 208-577-5426; email: jason.urquhart@idjc.idaho.gov

Time Lines

2.1 Written questions due (by 11:59:59 p.m. Mountain time): Tuesday, October 8, 2024 (Email written questions to the contact for this RFQ.)

2.2 Quotes Due (by 5:00 p.m. Mountain time): Thursday, October 17, 2024

Information Regarding PREA A link to a general PREA description on IDJC’s public website (the past PREA audits of all our facilities, a few IDJC policies pertaining to PREA, and PREA statistics for all of IDJC combined as well as by facility) are available here):

Prison Rape Elimination Act (PREA) | Juvenile Corrections (idaho.gov)

Scope of Work See Exhibit A – Scope of Work.

Multiple Award IDJC reserves the right to award multiple Contracts from this RFQ, and, in accordance with I.C. § 67-9211(3), for each audit, which occur once per year on one (1) of the three (3) IDJC JCCs on a rotating basis, IDJC will choose the Contractor to perform the audit.

Location and Scheduling During each one (1) year term of the Contract(s), the Agency PREA Coordinator, Joe Blume (joe.blume@idjc.idaho.gov; 208-908-3283) shall contact the Contractor selected for the year’s audit, and that Contractor shall provide PREA audit services for that one (1) year term, meeting the requirements found within Exhibit A – Scope of Work.

PREA Auditor Certification The PREA auditor must be certified by the United States Department of Justice as a PREA auditor for performing PREA audits of juvenile facilities. Additionally, the PREA auditor must retain that certification for the entire term of the Contract.

W-9 We request that you submit a completed W-9 with your quote, unless you know that you are already set up as a Vendor in Idaho’s Luma system. (Please note that you can be a Vendor registered in IPRO, which is part of Luma, and not be set up as a Vendor that is able to receive payments in the Luma system.)

References In order to be considered for award (in part), the Vendor must provide a list of at least three (3) but no more than five (5) references for which the Vendor has provided PREA auditing services for juvenile facilities within the last five (5) years on a similar scale (or larger scale) to that required in this RFQ. We will use scored reference questionnaires (see Attachment 1 – Reference Questionnaire) when we contact the references, and, in order to be considered for award (in part) the scores for each reference must be average to at least an overall average score of 7 (out of 10), averaging all Question scores together per reference.

The list must include the client’s business name, the name of a contact that currently works for the client that is familiar with Vendor’s work, and that client’s current business phone number and email address.

Payments See section 1.11.4 in the State of Idaho Contract Terms and Conditions.

Award

11.1 Award shall be made using one of the following two (2) methods:

11.1.1 ALL OR NONE to the responsive responsible Vendor with the lowest Total Cost, as provided on Exhibit B - Price Sheet.

11.1.2 (Multiple award) To the responsive responsible Vendors with the lowest Total Costs, as provided on Exhibit B - Price Sheet.

Response Complete Exhibit B – Price Sheet and the signature page and e-mail your quote to the contact for this RFQ or submit your quote via IPRO (IPRO LOGIN) so that it is received at the location specified on the signature page prior to the deadline established above.

Quotes must be accompanied by a signed Signature Page, and must include all Required Submittal Items (see below).

If submitting via IPRO complete Exhibit B – Price Sheet AND in enter the Total Cost from Exhibit B – Price Sheet in IPRO, AND UPLOAD all Required Submittal Items.

Exhibit A – Scope of Work Exhibit B – Price Sheet Exhibit C – Insurance Requirements Attachment 1 – Reference Questionnaire Signature Page Solicitation Instructions to Vendors State of Idaho Contract Terms and Conditions W-9 Exhibit B – Price Sheet List of References (see section 9, References) Completed Signature Page

Exhibit A – Scope of Work

RFQ 661

PREA Audit Services

The services you quote must meet all of the requirements of the Scope of Work. If you cannot meet any of these requirements, you may submit requests for changes as questions in writing to the contact for this RFQ by the written questions due date. After the quotes are due and before the Contract is awarded, IDJC will not consider requests for changes to the Scope of Work and will not accept quotes that don’t meet all of the requirements of the Scope of Work.

I. Contract Goals:

The goal of the Contract is to secure PREA compliance audits at IDJC’s JCCs pursuant to the Juvenile Facility PREA standards. Each audit includes three (3) Phases, outlined in section IV, Performance Requirements, below.

II. Introduction:

The mission of the Idaho Department of Juvenile Corrections (IDJC) is to develop productive citizens in partnership with communities, through juvenile crime prevention, education, rehabilitation and reintegration. Establishing a zero-tolerance culture for incidence of sexual abuse and sexual harassment is critical in achieving this mission. PREA compliance audit results will be analyzed for improvement of services.

III. Scope:

The requirements for each audit are detailed in the Juvenile Facility PREA Standards 28 CFR Part I 15, standard 115.401, 115.402, 115.403, 115.404 and 115.405.

IV. Performance Requirements:

The performance requirements for each audit are the three (3) Phases outlined below:

Phase 1 - The submission of information to the Contractor from IDJC in order to complete the pre-audit questionnaire. This includes any follow up necessary between IDJC and the Contractor in order to satisfy Contractor requests for additional information.

Phase 2 - The Contractor shall spend time onsite at the JCC being audited reviewing documentation and conducting interviews with staff, juveniles, volunteers, contractors and interns. Meals will be provided to the Contractor while at the JCC. This Phase includes conducting any necessary interviews off site, after the onsite portion of the audit has concluded.

Phase 3 - The Contractor will be responsible for providing the JCC with either a PREA Interim Report (if needed) or a PREA Final Report. If the Contractor provides a PREA Interim Report, the Contractor must continue to provide technical assistance with corrective action planning throughout the interim corrective action period. Following the interim corrective action period, the Contractor shall issue final certification of the facility.

V. Audit Cycle:

Each audit shall be conducted during audit cycles as defined by the DOJ. Specific dates on-site during each audit shall be identified by Agency PREA Coordinator.

Exhibit B – Price Sheet

PREA Audit Services

This Exhibit B - Price Sheet must be submitted as part of your quote.

Provide your prices below for the services required in this RFQ meeting the requirements of Exhibit A – Scope of Work and all other requirements in this RFQ. Your prices must be fully burdened to include all costs associated with providing the services.

The costs below will be used for evaluation purposes, and also must be held for three (3) years by the Contractor(s) awarded a Contract. For pricing beyond three (3) years, see section 1.3.2, Price Increases, in the State of Idaho Contract Terms and Conditions.

In order to be considered for award, Vendors must enter pricing for all Phases for every JCC.

B.1 Cost to conduct a PREA compliance audit at JCC-Lewiston pursuant to the Juvenile Facility PREA standards (see Exhibit A – Scope of Work, section IV, Performance Requirements, for the Phases):

B.1.1 Cost for Phase 1: $_____________________________________

B.1.2 Cost for Phase 2: $_____________________________________

B.1.3 Cost for Phase 3: $_____________________________________

Total, B.1: $_____________________________________ (The Total, B.1 is the sum of the costs from B.1.1 through B.1.3 above.)

B.2 Cost to conduct a PREA compliance audit at JCC-Nampa pursuant to the Juvenile Facility PREA standards (see Exhibit A – Scope of Work, section IV, Performance Requirements, for the Phases):

B.2.1 Cost for Phase 1: $_____________________________________

B.2.2 Cost for Phase 2: $_____________________________________

B.2.3 Cost for Phase 3: $_____________________________________

Total, B.2: $_____________________________________ (The Total, B.2 is the sum of the costs from B.2.1 through B.2.3 above.)

B.3 Cost to conduct a PREA compliance audit at JCC-Saint Anthony pursuant to the Juvenile Facility PREA standards (see Exhibit A – Scope of Work, section IV, Performance Requirements, for the Phases):

B.3.1 Cost for Phase 1: $_____________________________________

B.3.2 Cost for Phase 2: $_____________________________________

B.3.3 Cost for Phase 3: $_____________________________________

Total, B.3: $_____________________________________ (The Total, B.3 is the sum of the costs from B.3.1 through B.3.3 above.)

Total Cost (for all services required in this RFQ): $_____________________________________ (The Total Cost is the sum of the Totals from B.1 through B.3 above.)

Do not alter this Exhibit B - Price Sheet. Altering this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

Do not submit pricing on any form or in any document other than this Exhibit B - Price Sheet. Providing your pricing on any form or in any document other than this Exhibit B - Price Sheet may be cause for your quote to not be considered for award.

The Contractor shall not assess any other fees or charges other than those listed as the on this Exhibit B - Price Sheet.

Company Name (Vendor Name):

Contact Name/Phone:

Contact Email:

Exhibit C – Insurance Requirements

PREA Audit Services

C.1 Within five (5) business days of award of the Contract (or such other time as designated by the Purchasing Activity), the Contractor must provide certificates of insurance required herein and must maintain the insurance for the entire term of the Contract, including any renewal and extension terms. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for the Contract to be terminated.

C.2 The 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.

C.3 The 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 of Idaho. All insurance policies and certificates must be signed copies.

C.4 Commercial General and Umbrella Liability Insurance. The 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.

C.4.1 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).

C.5 Automobile Insurance. If the Contractor uses a personal or rental vehicle in order conduct any of the business related to the Contract, the Contractor shall maintain either personal or commercial automobile insurance. The insurance shall cover liability arising out of use of any auto (including owned, hired, and non-owned autos).

C.6 Client Not Responsible for Workers’ Compensation. Because the Contractor is engaged in its own independent contracting business and is not an employee of the IDJC, IDJC will not obtain workers’ compensation insurance for the Contractor or its employees. The Contractor agrees to obtain workers’ compensation coverage as required by law for itself and employees, and to furnish a copy of its certificate of workers’ compensation insurance to IDJC upon request. Failure to provide proof of insurance may be cause to terminate the Contract.

C.7 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the state of Idaho, IDJC and their divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

C.7.1 The Contractor must provide proof of the state of Idaho, IDJC and their divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the state of Idaho, IDJC and their divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

C.7.2 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, IDJC and their divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

C.8 Notice of Cancellation or Change: The 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.

C.9 The Contractor shall further ensure 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, IDJC and their divisions, officers and employees.

C.10 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 of Idaho 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.

C.11 Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the state of Idaho, IDJC and their divisions, officers and employees 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 of Idaho.

Attachment 1 – Reference Questionnaire

PREA Audit Services

The Idaho Department of Juvenile Corrections (IDJC) is interested in PREA audit services for juvenile facilities that vendor has provided to its customers. They have identified you as a reference. We would greatly appreciate it if you would answer just a few questions below.

Please complete and return this questionnaire to Jason Urquhart, IDJC Purchasing Agent (jason.urquhart@idjc.idaho.gov) by day, month/day/year.

Please identify the facility(ies) for which the vendor performed PREA audit services and the dates during which the services were performed:

Question 1. Rate the communications of vendor during the period(s) above (appropriateness; timeliness; effectiveness) (with 1 being the lowest rating and 10 being the highest). (circle one)

1 2 3 4 5 6 7 8 9 10

Question 2. Please rate the ease of information exchange with vendor (e.g., information that you provided to vendor did not need to be provided multiple times throughout the process) (with 1 being the lowest rating and 10 being the highest). (circle one)

1 2 3 4 5 6 7 8 9 10

(For Question 2 consider whether or not you had to repeatedly provide information directly to vendor. Please don’t factor any redundancy or complication of entering information into the Online Audit System (OAS).)

Question 3. Please rate the reasonableness of the vendor when working with them on corrective actions (with 1 being the lowest rating and 10 being the highest). (circle one)

1 2 3 4 5 6 7 8 9 10

Question 4. Please rate how closely vendor’s interpretation of the standard matched the literal text of the standard (with 1 being the lowest rating and 10 being the highest). (circle one)

Question 5. Please rate vendor’s thoroughness in performing PREA audit services (with 1 being the lowest rating and 10 being the highest). (circle one) image1.png