T1464 QA Bid Amendment 092816.docx

State of New Jersey

September 28, 2016

To: All Interested Vendors {Bidders}

Re: Bid Solicitation {RFP} # 17DPP00056 Substance Abuse Services, DOC

Bid Amendment {Addendum} #2

The following constitutes Bid Amendment {Addendum} #2 to the above referenced Bid Solicitation {RFP}:

· This Bid Amendment {Addendum} includes answers to questions, the revised Price Sheet/Schedule, and the revised Bid Solicitation {RFP}.

· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation {RFP} # 17DPP00056, please refer to the Revised Bid Solicitation {RFP} titled “Revised T1464 Substance Abuse 9.28.2016”.

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all of the additions, deletions, clarifications, and modifications to the Bid Solicitation {RFP} and/or the New Jersey Standard Terms and Conditions relative to this Bid Solicitation {RFP} as set forth in all Bid Amendments {Addenda}.

All other instructions, terms, and conditions of the Bid Solicitation {RFP} shall remain the same.

Substance Abuse Services, DOC Bid Solicitation {RFP} Number: 17DPP00056

Answers to Questions

Note: Some of the questions have been paraphrased in the interest of readability and clarity. Each question is referenced by the appropriate Bid Solicitation {RFP} page number(s) and section where applicable.

Seeking to view the actual bid?

The Bid Solicitation {RFP} was posted and available for download on www.NJStart.gov on 8/5/16.

B. Could a vendor apply for EMCFW and the Psycho Educational Initiative, but no MSCF?

A. Yes, Quotes {Proposals} for all services at all locations are required.

B. No, Quotes {Proposals} for all services at all locations are required.

There is currently no historical data available to the DOC with regards to licensed levels of care.

It is possible that clients will require only certain levels of care as determined by Vendor’s {Contractor’s} clinical staff.

The DOC abides by internal operational standards for custody staffing levels. The Vendor {Contractor} has no responsibility for inmate movements. Inmate safety is the responsibility of DOC and Vendor {Contractor} staff.

Inmate offenses have no bearing on the services provided under the program, with respect to this Bid Solicitation {RFP}.

Inmate prison terms have no bearing on the program, with respect to this Bid Solicitation {RFP}.

100% implementation is expected by the end of the 45 day mobilization period.

The State has sixty (60) days to make payment after receipt of an accurate, properly executed invoice pursuant to SSTC section 6.5.

With the understanding that many SUD counselors would be rehabilitated with criminal drug abuse convictions, the DOC recognizes that those would be valuable experiences in drug treatment programs. Each case will be evaluated based on its own merit and the decision to permit or deny security clearance will be made by DOC facility administrative staff.

Facility upgrades and modifications are determined by, and are the responsibility of, the DOC.

The predetermined weights referenced are not made available to the public until the Notice of Intent to Award is issued.

Blanket P.O. {Contract} award will be made to one Vendor {Contractor}.

Yes, all levels of care will operate Monday through Sunday.

It is anticipated that programming at Mid-State Correctional Facility and Edna Mahan Correctional Facility for Women will begin prior to 9/30/2017.

Please refer to section 4.4.1.1.2 No Subcontractor Certification of the Bid Solicitation {RFP}. The use of Subcontractors is not a requirement for this Bid Solicitation {RFP}; however, Vendors {Contractors} that intend to subcontract should make a good faith effort NJ registered small businesses as subcontractors on State contracts.

Please refer to section 1.2.2 SUD Programs of the Bid Solicitation {RFP}.

Edna Mahan has female offenders of minimum, medium, and maximum security classifications. SUD programming shall only be offered to inmates classified as medium. Psycho Educational Initiative services are available to DOC inmates in all security levels.

The DOC has no preference on which model will be used; however, the DOC requires that only one modality be employed across all levels of services.

The licensing application process will begin after Blanket P.O. {Contract} award; however, Vendor {Contractor} may choose to begin the application process sooner.

There is currently no historical data available to the DOC with regards to licensed levels of care.

Yes, with prior approval from the State Contract Manager (SCM) or its designee.

The tasks listed in the Bid Solicitation [RFP} are typical of duties performed by Administrative Assistants; the Vendor {Contractor} has sole responsibility to define staff duties.

It is currently anticipated that the office will be located at Mid State Correctional Facility; however, that is subject to change pending availability of suitable space at the facility.

The DOC will provide sufficient office furniture (desks, chairs, phones, phone/fax lines) PC’s, scanners, and printers (Reference section 3.4.1 of the Bid Solicitation {RFP}). Photocopiers and other equipment not listed above and/or in the Bid Solicitation {RFP} are the responsibility of the Vendor {Contractor}.

Per section 3.4.1 of the Bid Solicitation {RFP}, the Vendor {Contractor} is not required to provide software.

The DOC expects the Vendor {Contractor} to provide all services to inmates who are hearing impaired and visually limited by any means the Vendor {Contractor} deems appropriate subject to review and approval by the SCM or designee.

Current data indicates 2,081 inmates per month, Department wide, are receiving Psycho Educational services in general population. With regards to Restrictive Housing Unit (RHU), the DOC has incomplete data to provide an accurate estimate of inmates participating in the therapeutic activities. However, Vendors {Bidders} are advised that RHU exists in the following six (6) facilities:

a. Albert C. Wagner Youth Correctional Facility (ACWYCF)

b. Adult Diagnostic and Treatment Center (ADTC)

c. Edna Mahan Correctional Facility for Women (EMCFW)

d. New Jersey State Prison (NJSP)

e. Northern State Prison (NSP)

f. South Woods State Prison (SWSP)

RHU consists of individuals in Administrative Segregation (Ad Seg), Management Control Unit (MCU), and Protective Custody (PC).

Institution AD Seg MCU PC

TOTAL 1,056 29 204

TOTAL Census in RHU on August 1, 2016 = 1,289

Vendors {Bidders} should check www.NJStart.gov to ascertain when answers to the questions submitted will be posted via Bid Amendment {Addendum}.

The State anticipates awarding a Blanket P.O. {Contract} prior to current contract expiration of 9/30/2017.

The State anticipates awarding a Blanket P.O. {Contract} prior to current contract expiration of 9/30/2017.

The DOC may regionally (North, Central, and South) phase-in the Psycho Educational programs on a schedule that meets the Department’s needs. The current contract provides for a transition period of 180 days.

No.

Yes.

Pursuant to section 4.4.3.3.1 of the Bid Solicitation {RFP}, Vendors {Bidder’s} should incorporate such key dates and should identify the completion date for each task and sub-task required by the Scope of Work.

Pursuant to section 3.2.5 of the Bid Solicitation {RFP}, The Vendor {Contractor} shall provide clinical and support services at the facilities in office space provided by the DOC. DOC would consider this should it be requested by the awarded Vendor {Contractor}. The walls are removable, should the DOC agree with the Vendor’s {Contractor’s} recommendation.

The DOC will work with the Vendor {Contractor} to assure that adequate facilities/equipment are provided.

The specific location within MSCF is unknown at this time.

The Vendor {Contractor} will have access to the inmate management system (ITAG), which will allow the Vendor {Contractor} to track inmate movements.

This service is currently available on the DOC network. Users can request file shares with the accounts they’ll receive.

If this is for Vendor {Contractor} data, yes; they can request Internet access for staff. The websites will need to be “thin client” (i.e. no additional software needs to be installed to access them). If the site will contain DOC data, then it will need to go through a review process and the Vendor {Contractor} will need to meet State security criteria.

A VPN connection may be permitted, as long as no client is required to create the tunnel. It is recommended to test access to confirm, as this is not currently done on the DOC network.

The DOC does not require a not-for-profit Vendor {Contractor}.

The requirements for this Bid Solicitation {RFP} differ from the current contract requirement, and are therefore not applicable to this procurement.

This has not been determined.

The number is not constant, therefore unknown.

The number is not constant, therefore unknown.

Please see http://www.state.nj.us/treasury/purchase/noa/contracts/t1464_10-x-20640.shtml for current contract information.

Please see Attachment 1 to the Bid Solicitation {RFP} posted with this Bid Amendment {Addendum} under the Attachments Tab.

The State anticipates awarding a Blanket P.O. {Contract} prior to current contract expiration of 9/30/2017.

The DOC anticipates both facilities reaching full census by the end of the Vendor’s {Contractor’s} mobilization period (45 days after Blanket P.O. {Contract} award).

1) Yes, the DOC may, at its option, phase-in SUD facilities as needed.

2) Yes, the psycho educational initiative may also be phased in regionally at DOC facilities, per DOC’s schedule. Yes, the DOC will work with the Vendor {Contractor} to establish a mutually agreeable ramp-up schedule.

The State anticipates awarding a Blanket P.O. {Contract} prior to current contract expiration of 9/30/2017.

The State anticipates awarding a Blanket P.O. {Contract} prior to current contract expiration of 9/30/2017.

Yes, it is.

Pursuant to section 3.2.3 of the Bid Solicitation {RFP}, while the identification, referral, and placement of offenders in programming are the responsibility of DOC as guided by N.J.A.C. 10A, the Vendor {Contractor} shall assist DOC in appropriate program assignment.

A. Pursuant to section 3.2.3 of the Bid Solicitation {RFP}, while the identification, referral, and placement of offenders in programming are the responsibility of DOC as guided by N.J.A.C. 10A, the Vendor {Contractor} shall assist DOC in appropriate program assignment.

B. All levels of care are priced the same.

A. Pursuant to section 3.2.3 of the Bid Solicitation {RFP}, while the identification, referral, and placement of offenders in programming are the responsibility of DOC as guided by N.J.A.C. 10A, the Vendor {Contractor} shall assist DOC in appropriate program assignment.

B. This will be clinically determined by the Vendor {Contractor}.

B. Can the Department provide historical program participation census for the past 12 months?

A. The DOC has allocated 65 beds and anticipates full occupancy; however minimum and maximum numbers of program participants are not guaranteed.

B. There is no historical data as the SUD program is new to the DOC.

The DOC has allocated 696 beds at MSCF and anticipates full occupancy. However at MSCF only, the DOC may utilize up to 6% of the beds for non SUD enrolled inmates; however minimum and maximum numbers of program participants are not guaranteed.

There is no historical data as the SUD program is new to the DOC. The DOC has no data on the closed program at SSCF.

The DOC has no data on the closed program at SSCF.

The State anticipates awarding a Blanket P.O. {Contract} prior to current contract expiration of 9/30/2017.

No.

The DOC anticipates both facilities reaching full census by the end of the Vendor’s {Contractor’s} mobilization period (45 days after Blanket P.O. {Contract} award).

At EMCFW, no. However at MSCF, the DOC may utilize up to 6% of the beds for non SUD enrolled inmates.

Current data indicates 2,081 inmates per month, Department wide, are receiving Psycho Educational services in general population.

This has not been determined.

Rutgers University/UCHC. The final extension period of the current contract with Rutgers/UCHC will expire on December 31, 2017.

Currently, inmate participation is voluntary.

Currently unknown if incentives will be offered.

Currently unknown if incentives will be offered.

Yes, through coordination with the SCM or designee, staffing plans may be adjusted; however, per bed, firm fixed pricing is required per Bid Solicitation {RFP} Section 4.4.5.2.

All program materials are the responsibility of the Vendor {Contractor}. LIB information can be found on Hazelden’s website http://www.hazelden.org/web/public/livinginbalance.page as detailed in § 3.3.1 Psycho-Educational Programs for General Population of the Bid Solicitation {RFP}.

Yes.

Yes, through coordination with the SCM or designee.

B. As described in Section 3.3, does the Department want Vendors to propose staffing for Psycho-Educational Initiative services to be provided at "all NJDOC facilities"?

C. Are "all NJDOC facilities" listed on the table on page 39 of the RFP?

A. All programs should be in one Quote {Proposal}.

B. Yes.

C. Yes, all DOC facilities are listed.

Vendors {Contractors} can contact www.NJSTART.gov via the hotline number: 609-341-3500, or via email njstart@treas.nj.gov. A Vendor {Bidder} must not contact the Using Agency and/or the Procurement Specialist directly, in person, by telephone or by e-mail, concerning this Bid Solicitation {RFP}.

There is no modified version of ASAM in New Jersey.

Vendors {Bidders} may designate data or materials in its Quote {Proposal} exempt from public disclosure as detailed in Section 1.4.4 of the Bid Solicitation {RFP}. The State retains the discretion to make the final determination on confidentiality.

Price lines require firm fixed prices bid as all-inclusive hourly rates. Those terms are defined in Section 2.2 of the Bid Solicitation {RFP}.

Position number refers to the number/quantity of positions for a given title.

Vendors {Bidders} should not specify a particular census level. The Price Sheet/Schedule requires a firm fixed price per bed based on full occupancy; however, occupancy is not guaranteed.

This information is not available as the SUD program is new and there is no historical data available to the DOC with regards to licensed levels of care.

SUD assessments are to be done within five (5) business days. The Vendor {Contractor} will be expected to complete ASAM assessments during regular business hours. Should an exigent situation exist, the Vendor {Contractor} will be provided access to inmates during weekends and holidays at CRAF and EMCFW to complete ASAM assessments.

The licensing application process shall begin after Blanket P.O. {Contract} award; however, Vendor {Contractor} may choose to begin the application process sooner.

The licensing application process shall begin after Blanket P.O. {Contract} award; however, Vendor {Contractor} may choose to begin the application process sooner.

B. Does a provider need one single license to cover all services provided under the SUD Program contract?

C. Is a separate license needed for each SUD Program site?

A. The expectation is that the Vendor {Contractor} shall comply with any licensing standard for each of the four (4) identified levels of care.

B. At this time, it has not yet been determined whether one (1) or more licenses will be required.

C. Separate licensing will be required at the two (2) SUD sites (MSCF and EMCFW).

The DHS will be inspecting the Vendor’s {Contractor’s} on-site program at each facility, which will include but not be limited to, any space used by the program for the provision of SUD treatment services (e.g. staffing ratios, credentialing, offices, counseling space, educational space, recreational areas).

Yes.

The most appropriate and available mental health professional shall provide mental health treatment to clients identified with a co-occurring mental health disorder and in need of mental health treatment services. Currently, the DOC contracts with Rutgers University/UCHC for inmate mental health services.

Vendor {Contractor} support of MAT includes, but is not limited to, educating clients on MAT treatment availability and options, incorporating MAT into individual, group and didactic sessions, and de-stigmatization of the use of MAT as a treatment modality for addiction. Although the Vendor {Contractor} will not provide MAT, the Vendor {Contractor} will refer clients who would benefit from MAT to the DOC’s contracted healthcare Vendor {Contractor}, Rutgers-UCHC. If MAT is implemented, then the Vendor {Contractor} shall ensure integration of MAT into any client SUD treatment and discharge planning.

B. Will the awarded Vendor be required to have staff at CRAF and MSCF for the men's SUD program? Is the staff required at CRAF different than staff required at MSCF?

A. Classification meetings are held at all DOC facilities to determine inmate assignments at each facility. It is anticipated that Vendor {Contractor} staff at MSCF and EMCFW will be in attendance at those meetings as a representative of the SUD Program; no intake assessments are done at these meetings.

Intake assessments are done at CRAF and EMCFW through a separate process.

B. The Vendor {Contractor} will determine appropriate staffing.

As required by this Bid Solicitation {RFP}, the only mandated assessment is the ASAM level of care determination. There are no supplemental assessments required of the SUD vendor.

The Vendor {Contractor} is responsible for this cost.

This will be determined by a needs analysis submitted by the Vendor {Contractor} to the DOC. The DOC will work with the Vendor {Contractor} to assure that adequate facilities/equipment are provided.

Please see Bid Solicitation {RFP} section 3.2.6.1, program hours. Proposed/draft SUD Program schedules are not required with Quote {Proposal} submissions.

New Year's Day, Martin Luther King Jr. Day, Presidents Day, Good Friday, Memorial Day, Independence Day, Labor Day, Columbus Day, Election Day, Veteran's Day, Thanksgiving Day, and Christmas Day.

Working towards LCADC or CADC status means that interns are actively engaged in pursuing their LCADC/CADC license or certification, as applicable, which includes, but is not limited to, being enrolled in courses, working under and being evaluated by a clinical supervisor, and meeting any requirements of the applicable licensing board, see e.g. N.J.A.C. 13:34C.

The Vendor {Contractor} is responsible for verifying with the applicable professional licensing board or committee whether work of an alcohol and drug counseling nature is permitted within their scope of practice.

Yes, all records, hard copy and/or electronic, must be maintained on-site.

Yes, all records, hard copy and/or electronic.

DOC staff.

Currently there are no Vendor {Contractor} SUD assessment functions at CRAF. Vendors {Bidders} should determine appropriate staffing levels for Assessments at CRAF based on Bid Solicitation {RFP} section 3.2.9.1.

Currently there are no Vendor {Contractor} SUD assessment functions at EMCFW. Vendors {Bidders} should determine appropriate staffing levels for Assessments at EMCFW based on Bid Solicitation {RFP} section 3.2.9.1.

Currently there are no Vendor {Contractor} SUD assessment functions at CRAF. As such, DOC cannot provide an estimate. Vendors {Bidders} should determine appropriate staffing levels for Assessments at CRAF based on Bid Solicitation {RFP} section 3.2.9.1.

Currently there are no Vendor {Contractor} SUD assessment functions at EMCFW. As such, DOC cannot provide an estimate. Vendors {Bidders} should determine appropriate staffing levels for Assessments at EMCFW based on Bid Solicitation {RFP} section 3.2.9.1.

Currently, one (1) overall supervisor and one (1) staff member per region (3 total) for Restrictive Housing and one (1) staff member per region (3 total) for General Population. Additionally, there is one (1) staff member acting as a back-up for all sites.

This section refers to Vendor {Contractor} internal functions/meetings. DOC mandated meetings are addressed in section 3.2.9.10 of the Bid Solicitation {RFP}.

Prices lines are all inclusive firm fixed prices as defined in section 2.2 of the Bid Solicitation {RFP}.

Yes.

This will be determined by a needs analysis submitted by the Vendor {Contractor} to the DOC. The DOC will work with the Vendor {Contractor} to assure those adequate facilities/equipment are provided.

It is a requirement for the current Vendor {Contractor}.

The number of inmates affected is not constant; therefore, unknown. The DOC expects the Vendor {Contractor} to provide all services to inmates who are hearing impaired and visually limited by means the Vendor {Contractor} deems appropriate subject to approval by the SCM or designee.

It takes approximately two (2) weeks after receipt of the application for staff to be cleared through DOC’s background check. Should additional information be requested by the DOC, the timeframe would be extended. Background checks are required when changing employers, so staff would need to undergo a new DOC criminal background check.

Inmates are not permitted to have CD’s; however, books/paper handouts are permitted. The Vendor {Contractor} must determine the appropriate methods of document distribution which are subject to approval by the SCM or designee.

The DOC will not provide training/costs associated with LIB. Vendor {Contractor} to determine the appropriate number of copies that will be purchased.

B. How many program slots are anticipated at each location?

C. Are both general population and restrictive housing (RH) population involvement expected at each site?

D. If so, how many program slots at each facility will be general population and how many program slots will be RH?

A. Yes, there are 13 total sites.

B. The chart below shows the total number of RHS and GP inmates by facility on August 1, 2016. The DOC estimates that approximately 47% of those inmates would have a need for Psycho Educational Services. Restrictive Housing Units are only at ACW, ADTC, EMCFW, NJSP, NSP, and SWSP. The number of program slots will be determined by institutional needs.

Facility General Population RHU (AdSeg/MCU/PC) Total Pop

Total 15,690 1,289 16,979

C. Yes, except for SUD, which will not have RH population involvement.

D. This has not been determined. The number of program slots will be determined by institutional needs. It is noted that pricing is per region.

There is a current requirement; however, requirements have changed and are reflected in the SOW in this Bid Solicitation {RFP}.