S132ContractServices ST.pdf

Chapter I

Administration and

Management

Policy #:

S132

References:

G.L. c. 6

28 CFR 115.12, 21-22

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:

Steven W. Tompkins, Sheriff

Effective:

January 2015

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 records review prior to commencing work.

IV. All contract personnel shall be informed of the confidentiality provisions in G.L. c.6, the

Criminal Offender Records Information (CORI) statute, and shall agree in writing to abide by its terms.

Procedures

I. Roles and Functions of Contract Personnel

A. The use of contract personnel is subject to the terms and conditions established by a contract, memorandum of understanding, or other written agreement.

B. The contract manager, in collaboration with the division manager assigned supervisory responsibility over the contractor personnel, must complete and process the contract documents in accordance with the Department procurement requirements.

C. The contract manager must maintain a copy of the current contract and associated documentation for all contract personnel providing services to the Department.

I. Screening Process

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

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

Contract personnel that provide services on an irregular and infrequent basis may be relieved of the screening requirements except for the criminal records check at the discretion of the AS/OPS.

S132: Contract Services Page 2 of 2

2) signed a written agreement to abide by the policies and procedures of the

Department, including the confidentiality provisions established by the CORI statute;

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

4) completed the Department orientation cited in paragraph III, below.

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

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

B. The division manager shall refer contract personnel under their supervision to the

Supervisor of Volunteer & Religious Services for orientation.

C. The Supervisor of Volunteer & Religious Services shall schedule the date, time and place for the orientation.

D. The orientation, at minimum, will include the following topics:

1) the inmate guide;

2) inmate disciplinary procedures;

3) Department policies governing employee conduct and sexual abuse/harassment;

4) emergency response and evacuation; and

5) a facility tour.

E. The division manager will provide any specialized training to contract personnel consistent with the scope of work to be performed.

F. Upon completion of the orientation process, the Supervisor of Volunteer & Religious

Services will request each participant verify his/her 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 form to the division and contract managers. The original form will be maintained on file by the Supervisor of

Volunteer & Religious Services.

IV. Contract Monitoring

A. The division manager will assign responsibility for the supervision of each contract personnel to a supervising manager.

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

C. The supervising manager will obtain and maintain such records as necessary to ensure compliance with Department policy and shall submit regular reports to the division manager.