DEPARTMENT OF JUVENILE SERVICES

INVITATION FOR BIDS (IFB)

SOLICITATION NO.15-JS-094

Issue Date: July 10, 2015

COMMUNITY SEX OFFENDER TREATMENT SERVICES FOR YOUTH IN BALTIMORE CITY, MARYLAND

NOTICE

A Prospective Bidder who received this document from the Department of Juvenile Serviceswebsite or or who received this document from a source other than the Procurement Officer, and who wishes to assure receipt of any changes or additional materials related to this IFB, should immediately contact the Procurement Officer and provide the Prospective Bidder’s name and mailing address so that addenda to the IFB or other communications can be sent to the Prospective Bidder.

Minority Business Enterprises Are Encouraged to Respond to this Solicitation

STATE OF MARYLAND

NOTICE TO VENDORS

In order to help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, we ask that you take a few minutes and provide comments and suggestions regarding this solicitation. Please return your comments with your response. If you have chosen not to respond to this Solicitation, please email or fax this completed form to the attention of the Procurement Officer (see the Key Information Sheet below for contact information).

Title: COMMUNITY SEX OFFENDER TREATMENT SERVICES FOR YOUTH IN BALTIMORE CITY, MARYLAND

Solicitation No: 15-JS-094

1.If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

( )Other commitments preclude our participation at this time.

( )The subject of the solicitation is not something we ordinarily provide.

( )We are inexperienced in the work/commodities required.

( )Specifications are unclear, too restrictive, etc. (Explain in REMARKS section.)

( )The scope of work is beyond our present capacity.

( )Doing business with the State of Maryland is simply too complicated. (Explain in REMARKS section.)

( )We cannot be competitive. (Explain in REMARKS section.)

( )Time allotted for completion of the Bid/Proposal is insufficient.

( )Start-up time is insufficient.

( )Bonding/Insurance requirements are restrictive. (Explain in REMARKS section.)

( )Bid/Proposal requirements (other than specifications) are unreasonable or too risky.

(Explain in REMARKS section.)

( )MBE or VSBE requirements. (Explain in REMARKS section.)

( )Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section.)

( )Payment schedule too slow.

( )Other:______

2.If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.).

REMARKS: ______

______

Vendor Name: ______Date: ______

Contact Person: ______Phone (____) _____ - ______

Address: ______

E-mail Address: ______

STATE OF MARYLAND

DEPARTMENT OF JUVENILE SERVICES

IFB KEY INFORMATION SUMMARY SHEET

Invitation for Bids:Community Sex Offender Treatment Services for Youth in Baltimore City, Maryland

Solicitation Number:15-JS-094

IFB Issue Date:July 10, 2015

IFB Issuing Office:Department of Juvenile Services

Procurement Officer:Eureka Yorkman

Department of Juvenile Services

One Center Plaza

120 W. Fayette Street, 3rd floor

Baltimore, Maryland 21201

Phone: 410-230-3207,Fax: 410-333-4191

e-mail:

Contract Monitor:Michael Ito, Director of Behavioral Health or Designee

Department of Juvenile Services

Bids are to be sent to:Department of Juvenile Services

One Center Plaza

120 W. Fayette Street, 3rd Floor Procurement Office

Baltimore, Maryland 21201

Attention: Eureka Yorkman

Pre-Bid Conference:July 31, 2015, 10:00 AMLocal Time

Department of Juvenile Services

One Center Plaza

120 W. Fayette Street

Baltimore, Maryland 21201

2nd Floor Small Conference Room

Closing Date and Time:August 24, 2015, 3:30:00 PMLocal Time

Public Bid Opening:August 25, 2015

MBE Subcontracting Goal:0 %

VSBE Subcontracting Goal:0 %

Table of Contents

SECTION 1 - GENERAL INFORMATION

1.1Summary Statement

1.2Abbreviations and Definitions

1.3Contract Type

1.4Contract Duration

1.5Procurement Officer

1.6Contract Monitor

1.7Pre-Bid Conference

1.8eMarylandMarketplace

1.9Questions

1.10Procurement Method

1.11Bids Due (Closing) Date and Time

1.12Multiple or Alternate Bids

1.13Receipt, Opening and Recording of Bids

1.14Confidentiality of Bids

1.15 Award Basis

1.16 Tie Bids

1.17Duration of Bid

1.18 Revisions to the IFB

1.19Cancellations

1.20Incurred Expenses

1.21Protest/Disputes

1.22Bidder Responsibilities

1.23Substitution of Personnel

1.24Mandatory Contractual Terms

1.25Bid/Proposal Affidavit

1.26Contract Affidavit

1.27Compliance with Laws/Arrearages

1.28Verification of Registration and Tax Payment

1.29False Statements

1.30Payments by Electronic Funds Transfer

1.31Prompt Payment Policy

1.32Electronic Procurements Authorized

1.33Minority Business Enterprise Goals

1.34Living Wage Requirements

1.35Federal Funding Acknowledgement

1.36Conflict of Interest Affidavit and Disclosure

1.37Non-Disclosure Agreement

1.38HIPAA - Business Associate Agreement

1.39Nonvisual Access

1.40Mercury and Products That Contain Mercury

1.41Veteran-Owned Small Business Enterprise Goals

1.42Location of the Performance of Services Disclosure

1.43Department of Human Resources (DHR) Hiring Agreement

1.44Small Business Reserve (SBR) Procurement

SECTION 2 – MINIMUM QUALIFICATIONS

2.1Bidder Minimum Qualifications

SECTION 3 – SCOPE OF WORK

3.1Background and Purpose

3.2Scope of Work - Requirements

3.3Security Requirements

3.4Insurance Requirements

3.5Problem Escalation Procedure

3.6Invoicing

3.7MBE Reports

3.8VSBE Reports

3.9SOC 2 Type II Audit Report

3.10Monthly Statistical Reports

3.11Program Narrative Reports

3.12Incident Reports

3.13Youth Grievance Procedure

3.14Standards of Conduct and Disciplinary Process

3.15Communication with the Courts

3.16Quality Improvement

3.17End of Contract Transition

SECTION 4 – BID FORMAT

4.1One Part Submission

4.2Labeling

4.3Bid Price Form

4.4Required Bid Submission

4.5Reciprocal Preference

4.6Delivery

4.7Documents Required upon Notice of Recommendation for Contract Award

IFB ATTACHMENTS

ATTACHMENT A – CONTRACT

ATTACHMENT B – BID/PROPOSAL AFFIDAVIT

ATTACHMENT C – CONTRACT AFFIDAVIT

ATTACHMENT D – MINORITY BUSINESS ENTERPRISE FORMS

ATTACHMENT E – PRE-BID CONFERENCE RESPONSE FORM

ATTACHMENT F – BID PRICING INSTRUCTIONS AND BID FORMS

ATTACHMENT G – LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS

ATTACHMENT H - FEDERAL FUNDS ATTACHMENT

ATTACHMENT I – CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

ATTACHMENT J – NON-DISCLOSURE AGREEMENT

ATTACHMENT K – HIPAA BUSINESS ASSOCIATE AGREEMENT

ATTACHMENT L – MERCURY AFFIDAVIT

ATTACHMENT M – VETERAN-OWNED SMALL BUSINESS ENTERPRISE

ATTACHMENT N – LOCATION OF THE PERFORMANCE OF SERVICES DISCLOSURE

ATTACHMENT O – DHR HIRING AGREEMENT

ATTACHMENT P – SAMPLE INVOICE

ATTACHMENT Q – MONTHLY STATISTICAL REPORTS

ATTACHMENT R – DJS POLICIES AND PROCEDURES

ATTACHMENT S – DJS REGIONAL OFFICES AND DETENTION FACILITIES

1

Solicitation № 15-JS-094 Community Sex Offender Treatment Services for Youth

in Baltimore City, Maryland

SECTION 1 - GENERAL INFORMATION

1.1Summary Statement

1.1.1The Maryland Department of Juvenile Services (DJS or the Department)is issuing this Invitation for Bid (IFB) to procure community-based sex offender treatment servicesin Baltimore City, Maryland. These servicesare for selected youth who are alleged or adjudicated offenders. These services are ordered by the court or recommended by Juvenile Services staff. Male and female youth, ages ten (10) through twenty (20), are the target of these services.

1.1.2It is the Department’s intention to obtain services, as specified in this IFB, from a Contract between the successful Bidder and the Department.

1.1.3The Department intends to makeone (1) award as a result of this IFB.

1.1.4Bidders, either directly or through their subcontractor(s), must be able to provide all services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

1.2Abbreviations and Definitions

For purposes of this IFB, the following abbreviations or terms have the meanings indicated below:

  1. ADA – Americans with Disabilities Act.
  1. Adjudicated Offenders – The youth found to have committed a delinquent act through a court of law.
  1. Assessment - An evaluation of a youth’s well-being, including objective data that supports findings made during the evaluation, followed by aplan of care that identifiesthe specific needs of the youth and how those needs will be collectively addressed by staff of the Contractor, the Department and other healthcare Contractors.
  1. ASSIST – Automated Statewide Support and Information Systems Tool utilized by DJS to manage information related to youth and programs utilized by the agency.
  1. Bid – A statement of price offered by a Bidder in response to this IFB.
  1. Bidder – An entity that submits a Bid in response to this IFB.
  1. BPW – Maryland Board of Public Works.
  1. Business Day(s) – The official Working Day(s) of the week to include Monday through Friday. Official Working Days excludes State Holidays (see definition of “Normal State Business Hours” below).
  1. Case Management Specialist – DJS staff that oversees the management and supervision of youth in the community.
  1. Clinical Services – Includes psychiatric assessments, psychological assessments, psychiatric consultations, and psychological consultations.
  1. Clinical Staff – Qualified professionals who provide active direct patient care.
  1. COMAR – Code of Maryland Regulations available on-line at
  1. Contract – The Contract awarded to the successful Bidder pursuant to this IFB. The Contract will be in the form of Attachment A.
  1. Contract Commencement - The date the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board of Public Works, if such approval is required. See Section 1.4.
  1. Contract Monitor (CM) – The State representative for this Contract who is primarily responsible for Contract administration functions, including issuing written direction, invoice approval, monitoring to ensure compliance with the terms and conditions of the Contract, monitoring MBE and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The Contract Monitor may authorize in writing one or more State representatives to act on behalf of the Contract Monitor in the performance of the Contract Monitor’s responsibilities.
  1. Contractor – The selected Bidder that is awarded a Contract by the State.
  1. Crisis Intervention – Emergency psychological care aimed at assisting individuals in a crisis situation to restore equilibrium to their biopsychosocial functioning and to minimize the potential for psychological trauma.
  1. DBM–Maryland Department of Budget and Management.
  1. Diversion – Refers to diverting a youth out of the justice system by having them complete various requirements for the program. Charges are typically dismissed when a youth successfully completes a diversion program.
  1. DJS or Department –Maryland Department of Juvenile Services.
  1. eMM – eMaryland Marketplace (see IFB Section 1.8).
  1. ERASOR – Estimate of Risk of Adolescent Sexual Offense Recidivism.
  1. Go-Live Date – The date when the Contractor must begin providing all services required by this solicitation. See Section 1.4. As of the date of issue of this IFB, the Go-Live Date is anticipated to be ______.
  1. GOMA – Governor’s Office of Minority Affairs.
  1. HIPAA – Health Insurance Portability Accountability Act of 1996 and the regulations promulgated pursuant thereto, including the administration simplification provisions relating to the privacy and security of protected health information, the electronic exchange of health information, standard data transaction codes and code sets, and national unique identifiers.
  1. Individual Service Plan (ISP) – A written treatment plan completed for a youth prior to providing mental health treatment that documents treatment goals, strategies for goal achievement, a schedule, and mental health progress and status, including changes in functioning.
  1. Invitation for Bids (IFB) – This Invitation for Bids solicitation issued by DJS, Solicitation Number 15-JS-094, dated July 10, 2015, including any addenda.
  1. J-SOAP-II – Juvenile Sex Offender Assessment Protocol II.
  1. Local Time – Time in the Eastern Time Zone as observed by the State of Maryland. Unless otherwise specified, all stated times shall be Local Time, even if not expressly designated as such.
  1. Mental Health Professional - Means the following types of licensed mentalhealth providersthat the Department accepts as qualified to provide mental health services, typically a Psychiatrist, Mental Health NursePractitioner,Psychologist, Psychiatric Nurse, Psychiatric Physician Assistant, Licensed Practical Nurse (LPN), Licensed Mental Health Counselor, or Licensed Certified Social Workers-Clinical (LCSW-C) or Registered Nurse (RN).All Mental Health Professionals shall only work within the scope of their licenses.
  1. Minority Business Enterprise (MBE) – Any legal entity certified as defined at COMAR 21.01.02.01B(54) which is certified by the Maryland Department of Transportation under COMAR 21.11.03.
  1. MDOT – Maryland Department of Transportation.
  1. Missed Appointment – Failure by a program participant to appear for a scheduled session or assessment without prior notification.
  1. Normal State Business Hours - Normal State business hours are 8:00 a.m. – 5:00 p.m. Monday through Friday except State Holidays, which can be found at: – keyword: State Holidays.
  1. Notice to Proceed (NTP)– A written notice from the Procurement Officer that, subject to the conditions of the Contract, work under the Contract is to begin as of a specified date. The start date listed in the NTP is the Go Live Date, and is the official start date of the Contract for the actual delivery of services as described in this solicitation. After Contract Commencement, additional NTPs may be issued by either the Procurement Officer or the Department Contract Monitor regarding the start date for any service included within this solicitation with a delayed or non-specified implementation date.
  1. Procurement Officer – Prior to the award of any Contract, the sole point of contact in the State for purposes of this solicitation. After Contract award, the Procurement Officer has responsibilities as detailed in the Contract (Attachment A), including being the sole State representative who can authorize changes to the Contract. The Department may change the Procurement Officer at any time with written notice to the Contractor.
  1. Resource Office - Departmental office located at various regional DJS offices within the state that provide referral information to Contractors on youth services.
  1. SFP – The State Finance and Procurement Article of the Maryland Annotated Code as amended from time to time.
  1. State – The State of Maryland.
  1. Treatment Service Plan (TSP) - Document developed by the Case Management Specialist that provides information on a youth including education, somatic health services, and previous treatments.
  1. Total Bid Price - The Bidder’s total price for services in response to this solicitation, included in the Bid in Attachment F – Bid Form, and used in determining the recommended awardee (see IFB Section 1.15).
  1. Veteran-owned Small Business Enterprise (VSBE) – a business that is verified by the Center for Veterans Enterprise of the United States Department of Veterans Affairs as a veteran-owned small business. See Code of Maryland Regulations (COMAR) 21.11.13.

1.3Contract Type

The Contract resulting from this solicitation shall be anIndefinite quantity contract with fixed unit pricesas described in COMAR 21.06.03.06.

1.4Contract Duration

1.4.1The Contract that results from this solicitation shall commence as of the date the Contract is signed by the Department following any required approvals of the Contract, including approval by the Board of Public Works, if such approval is required (“Contract Commencement”).

1.4.2The period of time from the date of Contract Commencement through the Go-Live Date (see Section 1.2 definition and Section 1.4.3) will be the Contract “Start-up Period.” During the Start-up Period, the Contractor shall perform start-up activities such as are necessary to enable the Contractor to begin the successful performance of Contract activities as of the Go-Live Date. No compensation will be paid to the Contractor for any activities it performs during the Start-up Period.

1.4.3As of the Go-Live Datecontained in a Notice to Proceed (see Section 1.2. definition), anticipated to be on or about September 1, 2015, the Contractor shall begin performing all activities required by the Contract, including the requirements of the solicitation.

1.4.4The duration of the Contract will be for the period of time from Contract Commencement to the Go-Live Date (the Start-up Period as described in Section 1.4.2) plus three (3) years from the Go-Live Date for the provision of all services required by the Contract and the requirements of the IFB.

1.4.5The Contractor’s obligations to pay invoices to subcontractors that provided services during the Contract term, as well as the audit, confidentiality, document retention, and indemnification obligations of the Contract (see Attachment A) shall survive expiration or termination of the Contract and continue in effect until all such obligations are satisfied.

1.5Procurement Officer

The sole point of contact in the State for purposes of this solicitation prior to the award of any Contract is the Procurement Officer at the address listed below:

Eureka Yorkman

Procurement Officer

Department of Juvenile Services

One Center Plaza

120 W. Fayette Street

Baltimore, Maryland 21201

Phone Number: 410-230-3207

Fax Number: 410-333-4191

E-mail:

The Department may change the Procurement Officer at any time by written notice.

1.6Contract Monitor

The Contract Monitor is:

Dr.Michael Ito

Director of Behavioral Health or Designee

Department of Juvenile Services

One Center Plaza

120 W. Fayette Street

Baltimore, Maryland 21201

Phone Number: 410-230-3480

Fax Number: 410-333-4197

E-mail:

The Department may change the Contract Monitor at any time by written notice.

1.7Pre-Bid Conference

A Pre-Bid Conference (the Conference) will be held on July 31, 2015 beginning at 10:00 AM Local Time, at Department of Juvenile Services, One Center Plaza, 120 W. Fayette Street, Baltimore, Maryland 21201 in the 2nd floor conference room. All prospective Bidders are encouraged to attend in order to facilitate better preparation of their Bids.

The Conference will be summarized. As promptly as is feasible subsequent to the Conference, a summary of the Conference and all questions and answers known at that time will be distributed to all prospective Bidders known to have received a copy of this IFB. This summary, as well as the questions and answers, will also be posted on eMaryland Marketplace. See IFB Section 1.8.

In order to assure adequate seating and other accommodations at the Conference, please e-mail, mail, or fax to410-333-4191the Pre-Bid Conference Response Form to the attention of theProcurement Officer no later than 4:00 p.m. Local Time on July 29, 2015. The Pre-Bid Conference Response Form is included as Attachment E to this IFB. In addition, if there is a need for sign language interpretation and/or other special accommodations due to a disability, please notify the Procurement Officer no later than July 29, 2015. The Department will make a reasonable effort to provide such special accommodations.

1.8eMarylandMarketplace

Each Bidder is requested to indicate its eMaryland Marketplace (eMM) vendor number in the Transmittal Letter (cover letter) submitted at the time of its Bid submission to this IFB.

eMM is an electronic commerce system administered by the Maryland Department of General Services. In addition to using the DJS website possibly other means for transmitting the IFB and associated materials, the solicitation and summary of the Pre-Bid Conference, Bidder questions and the Procurement Officer’s responses, addenda, and other solicitation-related information will be provided via eMM.