Specifications include, but are not limited to: 4.1 Certified Auditor • Auditor: For each Audit, the Respondent must provide one or more Auditors certified and trained by the Department of Justice (DOJ) and be in good standing to conduct PREA audits. • Support Staff: Respondent may employ Support Staff to work under the supervision and direction of the certified PREA Auditor. The Support Staff members need not be certified PREA Auditors, but must conduct all business in compliance with PREA requirements. 4.2 Pre-Audit • Respondent shall provide a notification for posting to the facility designated Warden indicating that the facility will be audited. Notifications must be provided at least seven (7) weeks prior to the onsite portion of the Audit. Respondent shall provide contact information on the notification. • Respondent shall utilize the PREA Online Audit System (OAS) to collect data and produce the required audit report. The Respondent will ensure that access to the OAS has been granted to the PREA Coordinator, designated facility’s Warden and PREA Compliance Manager at least eight (8) weeks prior to the onsite audit date. • Respondent at least six (6) weeks prior to the onsite portion of the Audit, shall initiate a review of the Agency/Facility Questionnaire and discuss with the PREA Compliance Manager to get clarification and explain the audit process. Review all relevant agencywide policies and procedures for completion of the Auditor Compliance Tool. • Review a sample of any available videotapes and other electronic data available that may be relevant to the requirements of the Audit. • Provide the PREA Coordinator a work plan including a timeline six (6) weeks prior to the onsite audit phase to complete the Audit and provide a final report. 4.3 Audit During the Audit, the Respondent Shall: • Conduct an onsite facility tour and provide instruction/facility guidance for conducting the tour. • Review all relevant reports, internal and external audits, and accreditations for each facility type. • Conduct interviews with the following in accordance with the Department of Justice approved PREA Audit Instrument provided by the PREA National Resource Center https://www.prearesourcecenter.org/audit/paper-audit-instruments: o Warden or designee 4.4 Post-Audit and Reports • The Respondent shall finalize an interim or final Audit Report to be submitted to audited facility in compliance with PREA within 45 days of the final onsite Audit. The audit report shall: • Include a certification by the Auditor that no conflict if interest exit with respect to his/her ability to conduct an audit of the agency under review. • Make a standard by standard determination of findings, including the need for corrective action for each measure based on the review of: o Policies and/or Procedures; o All documentation; o Data collected for this purpose; o Interviews with inmates and staff; o Information for the tour of the facility. • Determine compliance for each standard, following guidelines provided for auditors by the Department of Justice. • Indicate the findings in accordance with PREA standard for each audited facility as follows: o Exceeds Standards – (substantially exceeds the requirement of Standard); o Meets Standards – (substantial compliance; complies in all material ways with the standard for the relevant review period); o Does Not meet standards – (requires corrective action) The Audit Report shall indicate, among other things, the number of standards the facility has achieved at each grade level • Describe the methodology, sampling sizes, and basis for the Auditor’s conclusions concerning each standard provision for each audited facility, and shall include recommendations for any required corrective action. • Not contain any personally identifiable inmate or staff information, but the Respondent shall provide such information to Agency upon request and may provide such information to the Department of Justice. • Retain and preserve all documents (including, e.g. videotapes and interview notes) relied upon in making audit determination for five (5) years from the date of the contract termination. Such documentation shall be provided to the Department of Justice upon request, and notification of the request must be provided to PREA Coordinator. 4.5 Corrective Action Plan If the audited facility receives a finding of “Does not Meet Standard” for one or more standards, the Respondent and the PREA Compliance Manager shall jointly develop a corrective action plan to achieve compliance within 180 days of receiving an interim report. The Respondent shall: • Take necessary and appropriate steps to verify the implementation of the corrective action plan, (e.g., reviewing updated policies and procedures for re-inspecting portions of facility). • After the 180-day corrective action period ends, issue a final determination as to whether the facility has achieved compliance with those standards requiring corrective action.
