S132ContractServices.pdf

Chapter I

Administration and Management

Policy #:

S132

References:

MGL c. 6

103 CMR 914.00; 915.03

ACI: 3-4012; 4068

3-ALDF-1A-12; 1G-05

General Administration

Contract Services

Date of Issue:

January 1, 2000

Approved:

Andrea J. Cabral, Sheriff Effective:

January 2013

Purpose

To describe the role and responsibilities of the consultants, contractors and employees of other public and private agencies (contract personnel) providing services to the Department and to delineate the authority and responsibility of the management staff in screening, orienting and supervising these individuals.

Policy Statements

I. In order to provide an accurate accounting of all work performed and to ensure performance consistent with contractual obligations, all contract personnel must be properly supervised.

II. All contract personnel shall be subject to the policies and procedures of the Department.

III. All contract personnel shall undergo a criminal record review prior to commencement of work.

IV. All contract personnel shall be informed of the confidentiality provisions established by

MGL c. 6 and shall agree in writing to abide by the terms of the Criminal Offender Records Information (CORI) statute.

Procedures

I. Roles and Functions of Contract Personnel and Employees of Other Public and

Private Agencies A. Terms and Conditions

1. The use of consultants, contractors, and individuals employed by other public and private agencies, are subject to the terms and conditions established under a contract, memorandum of understanding or other written agreement.

2. The contract manager, in collaboration with the division manager assigned supervisory responsibility over the contractor, is to complete and process the contract documents in accordance with the Department procurement requirements.

3. The contract manager is to maintain a copy of the current contract and associated documentation for all contractors engaged in providing services to the Department.

B. Screening Process

1. The division manager, or the chief executive officer of the public or private agency engaged to provide services1 to the Department, is responsible for ensuring that all individuals employed under contract have:

1 Contractors that provide services on an irregular and infrequent basis may be relieved of these screening requirements except for the criminal record check at the discretion of the Assistant Superintendent of Operations.

S132: Contract Services Page 2 of 2

a) furnished an application listing all information relevant to the program or service to be provided;

b) signed a written agreement to abide by the policies and procedures of the Department, including the confidentiality provisions established by the CORI statute;

c) successfully undergone a SID background clearance, including a criminal offender record information check (i.e. BOP); and

d) completed the Department orientation cited in section C., below.

2. Once the division manager is satisfied that the above steps have been completed, the individual is to be issued a Department identification badge containing the contractor’s name, photograph, and other relevant information.

B. Orientation

1. All contract personnel that provide services on a regular basis and who are likely to have inmate contact, will receive orientation to the Department.

2. The division manager is to refer contract personnel under their supervision to the Supervisor of Volunteer & Religious Services for orientation.

3. The Supervisor of Volunteer & Religious Services is to schedule the date, time and place for the orientation.

4. The orientation, at minimum, will cover the following topics:

a) the inmate guide;

b) inmate disciplinary procedures;

c) Department policies governing employee conduct;

d) emergency response and evacuation; and

e) facility tour.

5. The division manager will provide any specialized training to contractual employees consistent with the scope of work to be performed.

6. Upon completion of the orientation process, the Supervisor of Volunteer &

Religious Services will request the participant to verify their attendance by signing a form listing the topics covered during their orientation. The Supervisor of Volunteer & Religious Services is to forward a copy of this “Orientation Sign-Off” form to the division manager and the Contract Manager. The original form will be maintained on file by the Supervisor of Volunteer & Religious Services.

C. Contract Monitoring

1. The division manager will assign responsibility for the supervision of each contractor to a supervising manager.

2. The supervising manager will monitor compliance with the attendant contract or agreement to ensure that the terms of the contract are fulfilled.

3. The supervising manager will obtain and maintain such records as necessary to ensure compliance with department policy and shall make reports to the Superintendent or designee as needed.