Project Title: Offender Transitional Housing with Supportive Services

Vermont Department of Corrections

Request for Proposals

Project Title: Offender Transitional Housing With Supportive Services

Grant Period: May 15, 2014 - June 30, 2016

Date RFP Issued: February 4, 2014

Bidders Conference: February 13, 2014, 2:30-3:30 PM

Proposal Due: February 28, 2014, 4:00 PM Eastern Time Zone

Single Point of Contact: Liz Whitmore, Housing Coordinator

Contact Address: Vermont Department of Corrections
103 South Main Street
Waterbury, VT 05671-1001

Phone: (802)951-5023 Email: elizabeth.whitmore@state.vt.us

Overview

1.1.Requests for Proposals

The Vermont Department of Corrections (DOC) is seeking proposals to provide for transitional housing with supportive services for offenders reentering the community from incarceration.

Anticipated grant period will be May 15, 2014 through June 30, 2016, with the option to renew for two consecutive one year periods. The option to renew will be based upon performance of grantee and continued funding.

For the purpose of this RFP, Transitional Housing is defined as a DOC funded program that provides temporary (generally up to twenty-four (24) months) housing for offenders in need of a stable living environment and provides support for a transition to independent living. Supportive Services include, but are not limited to, case management, structured daily schedules, phased supervision levels, community referrals, transportation, employment support/training, and life skills education.

1.2.Background and Need Statement

The Vermont Department of Corrections currently incarcerates approximately 1943 male and 156 female offenders in its correctional facilities and through out-of-state contracts. Upon reaching community reentry eligibility, many of these offenders lack appropriate housing, and could benefit from services which support successful reintegration, increase public safety and reduce recidivism. The DOC recognizes the need to develop community partnerships in order for the men and women leaving its facilities to successfully transition back to the community.

The Department is seeking structured transitional housing sites which collaborate with DOC to address the criminogenic and behavioral health needs of moderate to high risk offenders. These need areas include substance abuse disorders, mental health needs, combinations of criminal attitudes and orientation, and vocational needs. Grantees will have expertise in working with offenders who may have developmental disabilities, difficulty with emotional and /or behavioral regulation and who may have been incarcerated for long periods of time. The Department will subsidize the provision of transitional housing with supportive services, through direct grants or sub-granting.

Inmates being released from prison are the priority target population; however the Department may consider funding projects that serve offenders in the community who are at risk of being (re)incarcerated due to a lack of suitable housing and individuals who are engaged in community-based treatment programs.

Based on a recent Needs Assessment completed by the Department, the table below outlines the number and type of housing sought by DOC District Office (the results of the needs assessment indicate that adult males are the target population for the larger scale transitional housing sites):

Based on the resources available, it’s unlikely that the Department will fund all of the types of Housing Sought listed above.

□The Burlington District Office supervises offenders in the following towns: Bolton, Burlington, Charlotte, Colchester, Essex, Essex Junction, Hinesburg, Huntington, Jericho, Milton, Richmond, Saint George, Shelburne, South Burlington, Underhill, Westford, Williston, and Winooski

∞The Rutland District Office supervises offenders in the following towns: Benson, Brandon, Castleton, Chittenden, Clarenden, Danby, Fairhaven, Hubbardton, Ira, Killington, Mendon, Middletown Springs, Mount Holly, Mount Tabor, Pawlet, Pittsfield, Pittsford, Poultney, Proctor, Rutland City, Rutland Town, Shrewsbury, Sudbury, Tinmouth, Wallingford, Wells, Westhaven and West Rutland

While the SFI designation applies only during incarceration, these individuals frequently encounter special challenges and have special needs association with re-entering the community. The housing needs of these individuals will vary greatly, and may include greater or lesser needs for daily structure, social interaction, case work and behavioral support. Housing sites and proposals that can flexibly address these needs are of special interest to the Department.

Scope of Work

Transitional housing sites may be in the form of apartments (shared or single) within the community (with full or partial rental assistance), large-scale transitional housing sites (10-30 beds), beds in an existing housing program, or houses with shared rooms or apartments.

Generally transitional housing programs shall provide temporary housing to offenders for no more than twenty-four (24) months while supporting and encouraging the offender to move to independent living. The Department recognizes that some individuals may require placement in a long-term community setting for the duration of their time under DOC supervision due to significant medical or mental health needs.

Grantee Responsibilities:

• Grantee will be expected to work closely with local State representatives to integrate the transitional housing and services associated with the local Probation and Parole office (P&P).

• Utilizing a DOC provided template, each grantee and local P&P office will create a Memorandum of Understanding (MOU) within two (2) weeks of receiving a DOC grant award.

• Proposed programs will be required to consider sex offenders on a case-by-case basis and provide intensive services on-site (substance abuse and/or mental health support, life skills education, relapse stabilization, employment support, etc.).

• Grantee must be prepared to serve moderate to high risk offenders as determined by DOC risk assessment tool(s).

• TH program staff must have prior experience in residential programming.

• Grantee will be required to utilize the data management program provided by the State to collect information about services provided, offender demographic information, and program outcomes. Grantee data entry shall be timely and accurate during the grant period.

• Attend quarterly meetings with the DOC to discuss general program operation.

• Offender rent/ program fees should offset grant funds, and grantee shall notify the DOC grant administrator of any changes in programmatic payments and subsequent change in use of grant funds.

• All staff and volunteers must undergo a criminal background check. Having a criminal history will not automatically exclude a person from employment or becoming a volunteer, but DOC must review all results and agree on suitability for an applicant to become an employee or volunteer.

• Adhere to Prison Rape Elimination Act (PREA) guidelines as outlined in the Community Confinement Standards.

Additionally, grantee performance shall align with the DOC principles:

-That people can change

-That community participation and support are essential for the successful delivery of correctional services

-In the inherent worth and dignity of all individuals

-In treating people with respect and dignity

-In teamwork and the process of continuous improvement

-In professional self-improvement

-In the placement of offenders in the least restrictive environment consistent with public safety and offense severity

-In fairness throughout decision making

-In respect for the liberty interests, rights and entitlements of the individual

-In individual empowerment

-In non-violent conflict resolution

-In maintaining a safe and secure environment

-In the value of individual, cultural and racial diversity

-That victims have the right to have an active role in determining how their needs can best be met

-That offenders are responsible, to the extent possible, to repair harm done to victims and the community

• The goals of all DOC funded transitional housing programs are to support offenders in community reintegration/reentry, to assist in maintaining public safety by offering an array of services and to reduce offender recidivism through on-site programming.

General Provisions

1.3.Grant Terms

The selected grantee(s) will sign a grant with the DOC to carry out the specifications and provide the activities detailed in the proposal. Terms and conditions from this RFP and grantee’s response will become part of the grant. This grant will be subject to review throughout its entire term. The DOC will consider cancellation upon discovery that a grantee is in violation of any portion of the agreement, including an inability by the grantee to provide the support and/or service offered in their response.

1.4.Grant Award

The DOC may award one or more grants and reserves the right to make additional awards at any time during the first year of the grant if such award is deemed to be in the best interest of the DOC.

1.5.Ownership of Work Product and Intellectual Capital

Except for proprietary or commercial software, the DOC will have all ownership rights to the documentation designed, developed, and/or utilized for this grant. All data, technical information, materials gathered, originated, developed, prepared, used or obtained in the performance of the grant, including, but not limited to, all reports, surveys, plans, charts, literature, brochures, mailings, recordings (video and/or audio), pictures, drawings, analyses, graphic representations, notes and memoranda, and, written procedures and documents, regardless of the state of completion, which are custom developed and/or are the result of the services required under this grant, shall be and remain the property of the DOC and shall be delivered to the DOC upon 30 days’ notice by the DOC. A grantee shall not sell a work product or deliverable produced under a grant awarded as a result of bids without explicit permission from the DOC.

1.6.Penalties and/or Retainage

Penalties will be imposed for a bed vacancy rate of longer than fourteen (14) days per month if DOC has provided an appropriate referral that was accepted by the grantee.

Within five (5) days of program entry/acceptance or exit, grantee will enter/exit the client into the state provided data management program. Monthly “services provided” data shall be entered by the 15th of the following month. If grantee does not follow these data guidelines for three consecutive months, a $250 penalty shall apply monthly thereafter until the data is timely and accurate.

Grantee is required to submit an annual final report outlining the budgetary and programmatic uses of these grant funds. These reports will be due by August 1 (30 days after the end of each fiscal year). Penalties will be assessed by State for late submission of final reporting at the rate of $10 per day until the final reporting has been received by State.

1.7.Subgrantees

Any subgrantees hired by the primary grantee must adhere to the same standards and grant provisions applicable to the primary grantee. The primary grantee retains overall responsibility for grant performance. The primary grantee must advise the DOC of intent to hire a subgrantee in the proposal and provide the name of company, name of president/owner and location of company. The DOC reserves the right to reject the hiring of subgrantee during the term of grant.

1.8.Invoicing

All invoices are to be submitted by the Grantee on the Grantee's standard invoice. The invoice must include the following: an authorizing signature, name and address for remittance of payment by the state, the grant number, date of performance and a brief description of the service or product provided.

1.9.Grantee Performance Guidance

All grantees will be held to specific performance review criteria over the life of the grant to ensure that project deliverables as outlined in the RFP and attested to in the Scope of Work are being met. Review of program deliverables will occur at least quarterly.

• Grantee shall perform an initial assessment, provide a program orientation and create a Service Plan for each offender within two (2) business days of program entry, if not prior.

• Grantee shall ensure that 100% of DOC residents have a collaborative Service Plan which shall be approved by P&P.

• Grantee shall ensure that 100% of DOC residents enter into programming for independent living.

• Grantee shall provide a written response to each referral from DOC within fourteen (14) business days of receipt.

• By the end of each quarter, all DOC beds shall be filled to at least 80% occupancy, unless the number of referrals provided by DOC is not adequate to support the 80% utilization rate.

1.10.Additional Grantee Responsibilities

The selected Grantee must assume primary responsibility for the implementation of the grant specifications and activities.

3.8.1The Grantee will successfully implement the plan to accomplish the tasks described and defined in the Scope of Work.

3.8.2The Grantee must abide by all State policies, standards and protocols as provided, and defined in this grant. Before commencing work on this Agreement the Party must provide certificates of insurance to show that the following minimum coverage is in effect. It is the responsibility of the Party to maintain current certificates of insurance on file with the state through the term of the Agreement. No warranty is made that the coverage and limits listed herein are adequate to cover and protect the interests of the Party for the Party’s operations. These are solely minimums that have been established to protect the interests of the State.

Workers Compensation:

With respect to all operations performed, the Party shall carry workers’ compensation insurance in accordance with the laws of the State of Vermont.

General Liability and Property Damage:

With respect to all operations performed under the Agreement, the Party shall carry general liability insurance having all major divisions of coverage including, but not limited to:

Premises - Operations

Products and Completed Operations

Personal Injury Liability

Grant Liability

The policy shall be on an occurrence form and limits shall not be less than:

$1,000,000 Per Occurrence

$1,000,000 General Aggregate

$1,000,000 Products/Completed Operations Aggregate

$50,000 Fire/ Legal/Liability

Party shall name the State of Vermont and its officers and employees as additional insureds for liability arising out of this Agreement.

Automotive Liability:

The Party shall carry automotive liability insurance covering all motor vehicles, including hired and non-owned coverage, used in connection with the Agreement. Limits of coverage shall not be less than: $1,000,000 combined single limit.

Party shall name the State of Vermont and its officers and employees as additional insureds for liability arising out of this Agreement.

3.8.3The Grantee must abide by all Federal Regulations if applicable to this grant.

Management Structure and General Information

1.11.Project Management

The Grantee will be accountable to the Housing Coordinator(s) and his/her designee(s), and holds responsibility for the project deliverables, schedule and adherence to grant provisions. The Grantee must abide by all DOC standards and protocols as defined by the Housing Coordinator(s) and his/her designee(s).

1.12.Status Reports

In additional to regular quarterly meetings, the Vermont Department of Corrections reserves the right to call meetings with the grantee either in person or by conference call to ensure that unresolved issues are resolved during this grant period. The grantee will be accountable in advising the Housing Coordinator(s) when/if performance measures agreed upon will not be met. The following status reports will become part of the grant. They include the following:

• Quarterly performance reports shall be submitted using the report spreadsheet provided by the DOC. Reports are due no later than fifteen (15) days following the end of the reporting period.

• An annual report will be due no later than August 1 (thirty (30) days following the end of the fiscal year.) This report shall follow the format provided by the DOC and shall include a line-item financial report.

Proposal Requirements

1.13.Proposal Guidelines

This RFP defines the scope of work required and work/management structure within which the chosen Grantee must operate. In order to be considered for selection, bidders must complete all responses to this RFP in the format described in this document. Proposals not meeting the requirements described in this RFP will not be considered.

1.14.Single Point of Contact

The Housing Coordinator is the sole contact for this proposal. All communications concerning this RFP are to be addressed in writing to the attention of Liz Whitmore listed on cover sheet of this proposal. Attempts by bidders to contact any other party could result in the rejection of their proposal as determined by the DOC.

1.15.Bidders Conference

Attendance at the bidder’s conference is not mandatory but is strongly recommended. The conference is intended to be an interactive exchange of information, with appropriate State of Vermont staff available to provide clarification and/or answers to questions.

Bidders may submit written questions and discussion points in advance of the bidder’s conference. Written copies of the submitted questions and answers will be distributed by the State to attendees of the bidder’s conference. Information and answers to questions will not be transcribed for distribution to interested parties not in attendance.