Specifications include, but are not limited to: William Walk Address 4900 North Lamar / Austin / US / TX / 78711 11209 Metric Blvd, Building H, Suite A / Austin / US / TX / 78758 Qualified Data Pre-bid Events Buyer Requirements Other Data Phone (512) 490-7265 (512) 490-7252 C 385.8161 (512) 490-7674 r 556.0055 §385.8161 y 385.8161 >380.8557 >380.8705 >380.8785 >380.9103 >380.9113 >380.9117 >380.9121 >380.9183 >380.9301 >380.9311 >380.9313 >380.9315 >380.9317 >380.9333 >380.9337 >380.9353 >380.9909 >385.8137 >385.8181 >385.9941 >385.9951 Email William.Walk@tjjd.texas.gov Keyword alterations award bond contract period deliver delivery Historically Underutilized HUB intent Maintenance mandatory minority on-site purpose Questions registration renew sample scope site visit substitute term tour training warranty women owned All Metadata TEXAS JUVENILE JUSTICE DEPARTMENT 11209 Metric Boulevard Building H, Suite A Austin, Texas 78758 REQUEST FOR PROPOSAL 644-20-022520 TO PROVIDE: NON-SECURE SPECIALIZED RESIDENTIAL PROGRAM SERVICES Issued: March 18, 2020 TJJD RFP 644-20-022520 Non-Secure Specialized Residential Program Services Page 15 of 48 October 10, 2019 TEXAS JUVENILE JUSTICE DEPARTMENT The purpose of the Texas Juvenile Justice Department (TJJD) Request for Proposal (RFP) 644-20-022520 is to solicit non-secure specialized residential program services in Texas to female juvenile offenders ages 10-18. These services will commence, if needed, at a mutually agreed upon date. I. BACKGROUND INFORMATION TJJD, an agency of the state of Texas, is responsible for the care and custody of juveniles with delinquent conduct who have been committed to the agency by the courts. TJJD operates secure facilities and halfway houses and provides parole supervision and other services. The agency also contracts with private individuals, agencies, and organizations throughout the state to provide individualized care and treatment for TJJD youth. Texas Human Resources Code Section 242.053 provides TJJD with the authority to contract for the separate care and treatment of persons subject to the control of TJJD. TJJD is issuing RFP 644-20-022520 to contract for non-secure residential program services for up to 36 female juvenile offenders ages 10-18. TJJD is seeking to provide non-secure environment in Texas where the youth can receive individualized rehabilitative services with a primary focus on one or more specialized treatment services such as, alcohol and other drug dependency (AOD) treatment, mental health (MH) treatment, anger management, and/or sexual behavior treatment, to facilitate successful community reintegration. A non-secure environment would be one in which the construction fixtures, hardware, staffing models, and procedures do not restrict the egress of residents from the facility. The Provider will: engage in management practices that: promote the safety and well-being of staff and youth; establish clear expectations of behavior and an accompanying system of accountability for youth and staff that promote mutual respect, self-discipline, and order; protect public safety; identify and effectively respond to youth health, mental health, and related behavioral problems throughout the course of confinement through the use of professionally-appropriate diagnostic, treatment, and prevention protocols; provide meaningful opportunities and services for youth to improve their education and vocational competence, and effectively address underlying behavior problems and prepares them for responsible living in the community; operate the facility in a manner consistent with principles of fairness and that provide the means of ensuring and protecting each youth and family’s legal rights; and prepare (e.g. step-down or non-secure component) youth for successful reintegration into the community while they reside at the facility through individualized planning from the perspective of family and community, programming and activities that prepare them for transition and continue when appropriate after the youth leaves the facility, and linkages and activities between the facility and aftercare case managers with outside service providers or key community agencies. II. GENERAL INFORMATION AND REQUIREMENTS A. Contract Number and Name The identifying number and title for this contract will be TJJD RFP 644-20-022520, to provide non-secure residential program services for female juvenile offenders. B. Contract Specialist Contact Information The Contract Specialist for TJJD RFP 644-20-022520 will be: William Walk Texas Juvenile Justice Department 11209 Metric Boulevard, Building H, Suite A Austin, Texas 78758 Telephone: (512) 490-7265; Facsimile: (512) 490-7252 Email: William.Walk@tjjd.texas.gov The Contract Specialist will be the point of contact throughout the RFP process. C. Eligible Respondents Eligible Respondents are public or private, nonprofit or for profit organizations or individuals that meet the following requirements: 1. Private nonprofit organizations shall be incorporated and maintain good standing as a nonprofit corporation. Nonprofit organizations receiving funds from TJJD shall have a governing body or board that bears full responsibility for the integrity of the fiscal and programmatic management of the organization. All Respondents must have legal authority to do business in Texas. 2. All management practices must include accountability for all funds and materials received from TJJD; compliance with TJJD rules, policies, and procedures and applicable federal and state laws and regulations; and correction of fiscal and program deficiencies identified through self-evaluation and TJJD's monitoring processes. 3. Respondent shall be in good standing with any County, State, and/or Federal agency that has a contracting relationship with the Respondent. Therefore, TJJD will disqualify Respondents that have had a contract for similar services with a County, State, or Federal agency terminated within the last 36 months for deficiencies in performance of the contract. TJJD reserves the right to disqualify any Respondent for any other factor that played a role in terminating a contract with a County, State, or Federal agency within the previous 36 months. 4. Respondents must have an operating facility ready to accept TJJD youth at the time that Respondent’s proposal is submitted. D. Withhold Proposal Award TJJD reserves the right to withhold a proposal award and to terminate its obligations under contract in the event that TJJD is not granted funding in whole or in part to pay for this program. E. Proposals Subject to Public Information Act TJJD will not consider any proposal that bears a copyright. Proposals will be subject to the Texas Public Information Act, Texas Government Code, Chapter 552 (Act) and may be disclosed to the public upon request. Subject to the Act, Respondents may request protection of trade and/or confidential information from public release. Respondents may indicate the presence of such information in their proposals by clearly marking each page on which it appears with “Confidential” in bold face type at least 14 point font, however all information submitted is subject to the Act and considered for release. F. Incurring Costs The proposal preparation and submission costs are solely the responsibility of the Respondent. TJJD shall not provide reimbursement for any such costs. G. Schedule of Events Date* Event March 18, 2020 Issue RFP – Post on ESBD March 26, 2020 Deadline for Emailing Questions March 30, 2020 Final Answers Posted on ESBD April 9, 2020 Deadline for Submitting Proposals and HUB Plans at 3:00 PM April 15, 2020 Evaluations Complete April 24, 2020 Contract Executed May 1, 2020 Services Commence *These dates are subject to change. H. Response to Questions Questions regarding this RFP may be submitted to the Contract Specialist in writing at William.Walk@tjjd.texas.gov. Answers to the questions will be posted in an addendum posted to the Electronic State Business Daily (ESBD) at http://www.txsmartbuy.com/sp. Questions cannot be answered verbally by telephone or via electronic mail. I. Deadline for Receipt of Proposals Proposals will be accepted until the deadline for receipt of proposals of April 9, 2020 at 3:00 p.m. Proposals must be mailed or hand delivered so they arrive in the office of the Contract Specialist on or before the deadline. PROPOSALS RECEIVED AFTER THIS DEADLINE WILL NOT BE CONSIDERED. No proposals will be accepted by Facsimile or E-mail. J. Delivery of Proposals: Proposals shall be submitted to TJJD by one of the following methods: U.S. Postal Service Overnight/Express Mail Hand Deliver TJJD – Contracts ATTN: William Walk RFP 644-20-022520 PO Box 12757 Austin, TX 78711-2757 TJJD – Contracts ATTN: William Walk RFP 644-20-022520 11209 Metric Blvd., Bldg. H, Ste. A Austin, TX 78758 Hours – 8:00 AM to 5:00 PM TJJD – Contracts ATTN: William Walk RFP 644-20-022520 11209 Metric Blvd., Bldg. H, Ste. A Austin, TX 78758 Hours – 8:00 AM to 5:00 PM The Respondent should request a receipt at the time of delivery to verify that the proposal was received by the Contract Specialist on or before the due date and time. All proposals should be sealed at submission. There will be no formal opening of proposals. K. Oral Presentations, Written Responses, and On-Site Visits Following the submission of proposals, TJJD reserves the right to require oral presentations and/or written responses to questions for clarification, submitted by the Evaluation Committee through the Contract Specialist, by some or by all Respondents whose written proposals are determined to be responsive to the requirements established by TJJD RFP 644-20-022520. At TJJD’s discretion, on-site visits of some or all of the proposed sites may be scheduled during any phase of the evaluation process. TJJD will not refer youth to any facility that is not up to the proper standards required by this RFP. L. Best and Final Offer At the option of TJJD, top ranked Respondents may be given an opportunity to submit a Best and Final Offer. M. Validation of Proposals As part of the evaluation process, TJJD may choose to validate any aspect of the proposal. Validation may consist of on-site visits, review of records, reference checks, and/or confirmation of the information with third parties. N. Rejection of Proposals TJJD reserves the right to reject any and all offers received in response to this RFP and to cancel the RFP if it is determined in the agency's best interest. Issuance of this RFP in no way constitutes a commitment to award a contract or to pay costs incurred by any Respondent in its preparation. In the event no qualified Respondents are received, the agency may terminate the procurement effort, amend the request for proposals in whole or in part, or extend the deadline for submission of proposals. In the event that only a single qualified proposal is received, the agency, at its sole discretion, shall either (a) proceed with contract negotiations, (b) terminate the procurement effort, (c) amend the request for proposals in whole or in part, (d) or extend the deadline for submission of proposals. O. Notification TJJD intends to notify Respondents of the results of the proposal evaluation process. Those selected for oral presentations and site visits will be notified accordingly. P. One or More Contracts May be Awarded TJJD may award one or more contracts for residential services under this RFP. In order to meet the requirements of this solicitation, TJJD, at its discretion, may elect to award multiple contracts to achieve the bed capacity required by TJJD. A separate written contract will be executed with each Provider awarded. Q. Commencement of Services The date for the commencement of services described in this RFP will be a date mutually agreed upon. R. Contract Care Safety and Security Inspection Prior to referral of youth, the Respondent will submit to a Contract Care Safety and Security Inspection. This will be conducted by TJJD staff. All deficiencies will be corrected and inspection successfully completed before the placement of youth. Future inspections may be conducted up to but not limited to every 90 days for the life of the contract. S. Contract Period The duration of this contract may be for a 12-month service period with an option to renew for five (5) additional 12- month contract periods contingent on satisfactory contract performance, annual legislative appropriations; and by written agreement signed both parties. Initiating contract renewal will be at the sole discretion of TJJD. Any contract awarded under this solicitation shall become effective upon the execution of a contract. III. PROPOSAL REQUIREMENTS AND FORMAT One unbound original, two hard copies, and one electronic copy either on a USB flash drive of each proposal must be submitted to the Contract Specialist by the deadline and to the address in Section II, General Information and Requirements, Paragraph J. This is a minimum requirement for submission of proposals. Proposals that do not meet this requirement may be disqualified. All proposals must be sealed and will be opened and reviewed as they are received. No formal proposal opening will occur. The Contract Specialist or designee will open all proposals. TJJD will consider only those proposals actually received within the established deadline for submission. All proposals must be typed on 8 1/2 X 11" paper and be clearly legible and secured with a clip or put in a binder or folder. The proposal must follow the sequence outlined and respond to all questions. Respondent must complete and sign all required documents and forms. The Respondent should include a Table of Contents with each section clearly tabbed to make the information within the proposal readily accessible. The proposal should contain the following completed items in the following sequence as well as the required Exhibits. Tab 1. Respondent Data Form (Exhibit A). A completed Respondent Data Form is a minimum requirement for proposals. Proposals that do not include a completed Respondent Data Form may be disqualified. Tab 2. Assurances and Certification Form (Exhibit B). A completed and signed Assurances and Certification Form is a minimum requirement for proposals. If any assurances are marked “NO”, Respondent’s proposal will be disqualified. Tab 3. Rate and Financial Information (Exhibit C) Rates and Certification Statement of Respondent. Demonstrate sufficient resources necessary for start-up and continued operations. Budget Information and Certification Form. Description of components of central office allocated costs (if applicable). E. Most Recent Audited Financial Statement. Tab 4 HUB information and HUB Subcontracting Plan (Exhibit D/Attachment 2) Respondent must represent and certify as part of its offer that it is, or is not, a HUB certified by the Statewide Procurement Division (SPD). Respondent completes signs and submits the HUB Subcontracting Plan. Tab 5. Respondent History, Experience, Credentials, and Requirements History, experience, and qualifications, include experience with state and federal contracts. Proposed Program Overview (ONE PAGE). Experience in providing services to male and/or female juveniles. Experience in providing programs for young offenders 10-19 years of age. Types of treatment provided to this population, including assessment tools used. Staff organizational chart of the Respondent. Relationship of parent organization to Respondent. List of references. List of contracts terminated within the previous 36 months (if applicable). Affirmative action policy or plan. List of members of governing body and/or advisory group (if applicable). Litigation involvement within the past 5 years. Tab 6. Site and Facility Specifications A. Facility Description. B. Define other agencies or groups under contract or anticipated contracts in the same facility. C. Type of Program/Security level. D. Dorm Rooms. E. Recreational Space. F. Medical Room. G. Location and space for Educational services. Tab 7. Program Implementation and Commencement of Services Ability, Resources, and Commitment to Commence Services. Start-up Plan/Schedule. Time table of Activities. Notification of state and local Officials and the community. Computer Setup. All license held by staff and faculty. Tab 8. Program Components and Narrative A. Contractor Clinical Focus Narrative. B. License and Certifications of program staff and Resumes of key personnel. C. Contractor Clinical Program Policies and Procedures. D. Target Population. E. Transportation. F. Staff Requirements and Training. G. Hours of Operation and Program Schedule. H. Assessment Tools. I. Health Care/Medical Services. J. Educational Services. K. Clothing, Nutrition, and Hygiene Items. L. Food Services. M. Treatment Services (onsite and contracted services), include qualifications of providers. N. Handling Youth Rights, Youth Complaint and Resolution System, and Personal Funds. Behavioral Management/Modification System. Privilege System. Sample of case plan utilized by program. Literature review to support and validate programming offered. Understanding and Acceptance of TJJD Contract Provisions, Certifications and Representations. Agreement to execute Contract at time of award. Tab 9. Quality Control Plan/Measures of Performance and Quality of Services Detail of Quality Control Plan. Acceptance to Allow TJJD to conduct monitoring and to full cooperation in the process. Understanding of TJJD Contract Care Performance and Quality of Services Measures. Over 80% disagreement between vendor and TJJD and eject decisions; Reporting of incidents within 24 hours; Removal of direct care staff where serious allegations are likely to be found. Take appropriate action to correct findings and deficiencies. Monitor day-to-day operations. Monitor activities of consultants, subcontractors, subcontractor’s employees, and volunteer workers. IV. FINANCIAL COMPONENTS Respondent must provide a current audited Financial Statement of the Respondent and parent organization and it must include the name, signature, and certification of the company or individual who certifies that such document is true and accurate. Respondent must demonstrate the financial resources necessary for the initial program start-up and continued operations. Respondent must complete the Rates, Budget, and Staffing Information and Certification Form, Exhibit C, providing the requested information. Respondent, or its authorized representative, must sign of page 1 of Exhibit C. A completed and signed Rates, Budget, and Staffing Information and Certification Form is a minimum requirement for proposals. Proposals that do not include a completed and signed Rates, Budget, and Staffing Information and Certification Form shall be disqualified. If administrative overhead is included in Exhibit C, Budget Worksheet, page 2, Respondent must provide a short description of the items included in this cost and how this cost will benefit the proposed program. Respondent must indicate its willingness to apply for, and participate in, the USDA school lunch and breakfast programs. Respondent must report Food Cost in Exhibit C, page 2, Budget Worksheet, net of USDA reimbursement. Monthly payments will be issued on a per-day per-youth basis. The per-day per-youth payments will not commence until TJJD youth are actually placed in the program. TJJD will not accept proposals containing minimum guarantees. Respondent must state its willingness to apply for and participate in, all services available to youth, including education within TEA standards, recreation programs, trauma-informed supervision, visitation with support systems and responsible family members and fictive kin, and work with TJJD on re-entry planning. V. RESPONDENT HISTORY, EXPERIENCE, CREDENTIALS, AND REQUIREMENTS Respondent must provide a narrative statement of its history, experience, and qualifications including cultural diversity of the Respondent’s organization as well as a description of cultural sensitivity in the provision of services. It is preferred that the Respondent organization have a minimum of 5 years of experience. Respondent must describe experiences in providing services to male and/or female juvenile offenders in a residential setting and specifically for the population described in this RFP. Respondent must submit a complete staff organizational chart. D. Pursuant to 37 TAC §355.206 Certification and Registration of Facility, before admitting residents, the juvenile board in the county where the facility is located, shall ensure: the facility is in compliance with §51.126 of the Texas Family Code; the number beds is designated in the facility certification; the facility is registered with TJJD in compliance with §51.126 of the Texas Family Code; and the current facility certification and TJJD’s facility registration are posted within a public area of the facility. Respondent must, if it is a subsidiary of a parent organization, explain how the parent organization’s functions relate to the proposed program. Respondent must provide a list of at least three (3) references, including contact name, address, telephone numbers and e-mail addresses. These references must be knowledgeable of the Respondent’s previous projects or experiences related to this RFP. This is a minimum requirement for proposals. Proposals that do not include at least three references may be disqualified. Current employees of the Texas Juvenile Justice Department are not acceptable references. F. Respondent must provide a list of contracts with any State or Federal agency that were terminated within the previous 36 months, including the agency name, services provided, and reason for termination. In addition, provide information regarding any litigation Respondent has been involved in within the last five (5) years. This information must be updated during the RFP process. G. Describe any existing affirmative action policy or plan. If such a plan is not available, provide a statement that the Respondent will not discriminate against any employee or person seeking employment because of race, religion, sex, color, national origin, or non-job-related disability. H. For nonprofit and for profit private or public organizations, attach a list of current members of the governing body with the term of each member and the officers. Include the addresses and telephone numbers of the officers. Indicate whether any members are employees of the organization. I. For partnerships, attach a list of partners. Include the addresses and telephone numbers of the partners. J. If Respondent has an advisory group, include the addresses and telephone numbers of the members. K. Historically Underutilized Business TJJD promotes and encourages contracting and subcontracting opportunities for State of Texas Historically Underutilized Businesses (HUBs). Successful Respondents are strongly encouraged to sub-contract with HUBs and may obtain assistance from TJJD to identify available HUBs, prior to, and after the award of any contracts from TJJD RFP. TJJD and its contractors shall make a good faith effort to meet or exceed the statewide HUB participation goals set by the Texas Comptroller of Public Accounts for the following categories: Heavy construction other than building contracts (11.2%), Building construction contracts (21.1%), Special trade construction contracts (32.9%), Professional service contracts (23.7%), Other service contracts (26.0%), and Commodity contracts (21.1%). TJJD uses policies regarding HUBs. Respondent must state whether it is a Texas Certified Historically Underutilized Business (HUB). If yes, submit a copy of registration. Respondent must submit a HUB Subcontracting Plan (HSP). Additional information is included in Exhibit D. The forms for completing the HSP are located in Bid Package 2 in the RFP posting. A proposal submitted in response to this RFP that does not contain a HUB Subcontracting Plan, or if the plan submitted is determined not to be in good faith, will be considered non-responsive and be disqualified. The link to the SPD internet site for information regarding the HSP is: http://www.comptroller.texas.gov/purchasing/vendor/hub/ Respondent must state its willingness to submit monthly compliance reports regarding its HSP. L. Please describe all procurement preferences to which you are entitled under the Texas Government Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas. VI. SITE AND FACILITY SPECIFICATIONS The proposed program must be located in a facility that provides adequate and appropriate space for TJJD youth, according to the license or certification. Proposed programs may only be located in an existing facility that is appropriately licensed or certified by the Texas Department of Family and Protective Services, Texas Department of State Health Services, Texas Juvenile Justice Department, or individual facilities certified by a Texas County Juvenile Board. The proposed program may be located in a facility that houses other programs as long as: Only youth place by juvenile courts, TJJD or other child placing agencies are housed in the facility; and TJJD youth younger than 14 years of age are not assigned to living units with youth 18 years of age or older. Respondent must: Provide the address of the proposed facility; Describe the site and surrounding environment; Facilities in a metropolitan area, e.g., Fort Bend or Harris County, will be evaluated more favorably; Describe the layout of the facility and include floor plans as part of the response; State whether the proposed facility will be owned or leased by the Respondent; and Provide a short and concise description of the program's emergency plan for dealing with catastrophic events.