Texas Juvenile JusticeDepartment

11209 Metric Boulevard, Bldg. H, Suite A

Austin, TX 78758

YOUTH IN CUSTODY PRACTICE MODELSERVICES

REQUEST FOR PROPOSAL (RFP)

RFP# 644-6-030116

ISSUED: MARCH 21, 2016

RFP 644-6-030116 Youth Custody Practice Model

Table of Contents

Section IStatement of Work...... 3

Section IIGeneralInformation...... 6

Section IIIOffer Information...... 7

Section IVGeneral Terms and Conditions...... 11

Exhibit AExecution of Offer...... 23

Exhibit BProposed Price...... 25

Exhibit CHUB Subcontracting Plan (HSP)...... 26

SECTION I

STATEMENT OF WORK

Thesespecifications and/or requirements are being advertised under Section 2155.067, TexasGovernment Code. The procuring agency has provided a letter to the Comptroller providing a justification for the specifications and the reasons why competing products are not satisfactory. If a competing vendor believes it can satisfy these specifications, it should respond with its product and explain how the specifications will be adequately met.

.

Vendor will not make any substitution to the specifications of any solicitation or PO, unless the substitution is (1) proposed to TJJD in writing by the vendor, and (2) supported by the expressed written prior approval of TJJD.

  1. SCOPE OF WORK
  1. General Statement of Work: The Texas Juvenile Justice Department (TJJD) is soliciting proposals for a service provider to providetraining and technical assistance to implement the Youth in Custody Practice Model (YICPM) services to align core, research-based principles with everyday practices to achieve more positive outcomes for youth, families, staff and communities. The term of the contract will be for 18 months from date of award.

The respondent must provide the following:

The Youth in Custody Practice Model provides TJJD with guidance on essential practices in four key areas:

  1. Case planning;
  2. Facility-based services (e.g., education, behavioral health, behavior management, rehabilitative programming);
  3. Transition/reentry; and
  4. Community-based services

The Respondent will provide the following services for implementation of The Youth in Custody Practice Model to TJJD:

  1. Elements of Training and Technical Assistance:

a. Gap Analysis

b.Infrastructure Development (IT, WGs, GC)

c.Training on YICPM

d.Action Plan Development

e.Data Collection and Analysis

f.Expansion Plan Development

2.Communication:

a. Quarterly Site Visits

b. Monthly calls

c. Email/Calls as needed

b.Technical:Intensive training and technical assistance will be provided to the sites to support their efforts to implement the YICPM. Each site’s 18-months of training and technical assistance will be a customized package of services within the general framework of the overall initiative. The training and technical assistance will support sites in:

1.Assessing current practices compared to the comprehensive, research-based blueprint presented by the YICPM;

  1. Developing a customized action plan to implement desired policy and practice improvements and achieve measurable objectives;
  2. Training staff on the research undergirding the YICPM and the strategies listed therein;
  3. Building and broadening a coalition of support for the system improvements through an implementation team and a key stakeholders group;
  4. Creating strategies designed to achieve long term sustainability of the efforts, such as policy development, training, quality assurance and performance measurement; and
  5. Measuring the effectiveness of the training and technical assistance in changing practices and achieving positive outcomes.

c.Performance Standards:

The Respondent recognizes that TJJD is paying Respondent to deliver the services specified herein. Respondent is required to meet a minimum Acceptable Quality Level (AQL). The AQL is defined as the level of service which is stated in this RFP and subsequent contract, below which payment may be withheld until corrective actions are taken. In addition, if service remains below the AQL without required corrective actions being taken, damages may be assessed. At a minimum the following objectives and goals must be met in order to have reached the AQL.

Objectives of Project:

  1. Identify and develop an automated structure for reporting outcome measures that appropriately reflect youth well-being and positive outcomes, as opposed to recidivism.
  2. Review recently revised oversight tools to ensure they are useful for, and are being used in meaningful ways, for program improvement.
  3. Improve PACT inter-rater reliability and review case plan structure, training and processes for necessary improvements to ensure plans are meaningful to youth and families.
  4. Examine workload expectations for case managers and method of case manager assignment to find ways to decrease changes in case managers, address CM ability to build relational capacity with youth, and improve family, youth and CM satisfaction with services provided.
  5. Establish dorm-based mentoring programs for youth in orientation and explore feasibility of “treatment readiness dorms,” wherein youth are assigned to a more focused dorm setting until they demonstrate treatment readiness and are moved into general population or specialized treatment.
  6. Review and improve polices relating to disciplinary consequences to expand immediate and meaningful consequences; Incorporate elements of restorative justice in alignment with recent procedure updates that have recognized and encouraged reparative behavior from youth.
  7. Improve training and staff coaching/mentoring so that JCO staff consider themselves critical to the overall rehabilitation process in the establishment of healthy, respectful relationships with appropriate boundaries, and have increased job satisfaction.
  8. Improve collaboration in aftercare planning between youth, case managers, youth’s guardian, community service providers, and parole officers; explore and enhance existing aftercare services including, but not limited to, family reunification.

The YIPCM initiative will be implemented in up to three participating sites that will be determined by TJJD.

GOALS:

The goals to obtain from implementation are (1) to promote safe, fair and healthy environments for youth, staff and families; (2) prepare, equip, empower and support staff to provide effective services; (3) increase positive youth and family experiences and outcomes; and (4) enhance community safety.

  1. QUALIFICATONS

A.COMPANY QUALIFICATIONS:

The Respondent shall have the experience and qualifications required to provide the services requested in the RFP including, but not limited to, the following:

1.Any Respondent awarded a contract as a result of this RFP must obtain a Texas Identification Number (TIN) through the Texas Comptroller of Public Accounts at:

2.Any Respondent must be, in TJJD’s sole judgment, an established company that is financially stable with the ability to meet the financial responsibilities of this project; and the Respondent has delivered to TJJD a copy of its most recent audited financial report. This report must include, at a minimum the following financial information: audited balance sheet and statement of income and any changes in financial position of the company. This statement fairly presents the financial position of the Respondent at the date shown and the results of its operations for the periodcovered, and has been prepared in conformity with generally accepted accounting principles applied on a consistent basis, except as discussed in the notes to the financial statement.

B.PERSONNEL QUALIFICATIONS:

1.Respondent shall provide “key personnel” that must be experienced experts in the juvenile justice system, specifically youth in custody. “Key Personnel” will be those individuals essential to the services being provided.

2.Respondent personnel must have extensive experience and high skill levels in areas related to the services requested in this RFP. These skills include:

a.Writing and oral communication skills with the ability to communicate with people of varying technical skills;

b.Developing and presenting training materials for TJJD staff;

c.Providingdocumentation: resumes, licenses, certifications for each key personnel staff; and

d.Providing quality management services.

.

  1. PRICE FOR SERVICES: Respondent shall complete Exhibit B for the price for the services to be performed. TJJD shall pay all cost in accordance with the Terms and Conditions.
  1. PAYMENT:Terms of payment shall be in accordance with Chapter 2251, Texas Government Code and Texas Government Code 403.0551 that payment owing to the contractor under this contract will be applied toward elimination of the contractor’s indebtedness to the state, delinquency in payment of taxes to the state, or delinquency in payment of taxes that the Comptroller administers or collects until the indebtedness or delinquency is paid in full.

SECTION II

GENERAL INFORMATION

A.PERIOD OF PERFORMANCE:

It is the intention of TJJD to issue one contract for theseservices.

The term of the contractwill begin upon signature by both parties and continue for an 18 month performance period. The Contract may be renewed for two (2) additional one (1) year renewal option periods, provided that both parties agree in writing (via contract amendment) to do so prior to the expiration date. Any renewals shall be at the same terms and conditions, plus any approved changes to be mutually agreed upon.

B.SUBCONTRACTORS:

Subcontractors providing services under the contract shall meet the same requirements and level of experience as required of the Respondent. No subcontract under the contract shall relieve the primaryRespondent of the responsibility for the service. If the Respondent uses asubcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

1.If the Respondent is planning to subcontract any portion of the work, identify the proposed subcontractors;

2.Subcontracting shall be at the Respondent’s expense;

3.TJJD retains the right to check subcontractor’s background and make approval determination as to the use of the proposed subcontractor(s);

4.The Respondent shall be the only contact for TJJD and subcontractors. Respondent shall designate a point-of-contact for all TJJD and subcontractor inquiries; and

5.No subcontractor may provide services under the contract without TJJD 's prior written consent.

SECTION III

OFFERINFORMATION

A.PROPOSAL SUBMISSION:

1.Deadline for Submission of Proposals: Offers shall be received at TJJD prior to 3:00 p.m., April 7, 2016.

Respondents shall submit one (1) original and one (1) copy of the proposal that contains all documents,

Offer should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the Offer to TJJD by the specified time and date.

Receipt of anyaddendum to this RFPmust be acknowledged by returning a signed copy of each addendum(first page only) to be included in the respondent’s proposal. Any addendums will be posted to the ESBD at:

Respondents to this RFPare responsible for all costs of Offer preparation.

TJJD reserves the right to reject any or all proposals, in whole or in part, to advertise for new proposals, to abandon the need for such services, and to cancel this RFP if it is in the best interest of TJJD.

Offer shall be submitted to: Texas Juvenile Justice Departmentlocated at 11209 Metric Blvd., Austin, Texas 78758. Attn: Jeanette Vrabel, Contracts Office.

Schedule of Events—TJJD reserves the right to change the dates shown below.

EVENT / DATE
RFP Issued / March 21, 2016
Written Questions Due / March 28, 2016
TJJD Response to Written Questions / March31, 2016
Proposals Due / April 7, 2016@ 3:00 p.m.
Award Contract / April 12, 2016
Contract Performance Begins / April 12, 2016

2.Content: Below is a summary of requested information. Offers submitted without this information will be evaluated accordingly. TJJD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. The following documents must be submitted with the response. Failure to do so may result in disqualification.

2.1Technical Submission:

2.1.1Company Information (see below)

2.1.2Execution of Offer(Exhibit A)[Note: Failure to return a completed Exhibit A will result in rejection of your proposal]

2.1.3Technical Approach-Services

2.1.4Company Experience and Qualifications (see below)

2.1.5Proposed Price (Exhibit B)

2.2Company Information: Including, but not limited to the following:

2.2.1Company description

2.2.2Ownership

2.2.3Physical and mailing address, if different

2.2.4Other company locations

2.2.5Telephone and facsimile number

2.2.6E-mail address of company’s primary contact

2.2.7HUB Representation

2.2.8Identify any pending administrative, civil, criminal proceedings against Contractor

2.2.9Identify any administrative, civil, criminal proceedings against the vendor brought within the last five (5) years and if any provide a clear and concise statement of all allegations against the Contractor and the status of the proceeding.

2.2.10Identify other projects in which the Contractor is currently providing or has provided services similar to the services described in this RFP.

2.3Technical Approach-Services (20 points) : Respondent shall provide:

2.3.1A description of how you intend to meet the goals as stated in Section I.

2.4Company Experience and Qualifications (15 points): Describe services your organization has provided in the past two (2)years that demonstrates your organization’s capability to carry out the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided. Also, provide any experience in providing similar services to public entities.

2.5Proposed Price (50 points)- Exhibit B

2.6Personnel Qualifications(15 points): Details provided in Section I.

3Inquiries:

All inquiries should be submitted in writing to Jeanette Vrabelby email by March 28, 2016. Questions cannot be answered by telephone.

All relative inquiries will result in written responses (addendums) posted to the Electronic State Business Daily at:

If Respondent does not have Internet access, copies may be obtained by sending a written requestto the point of contact listed above.

Upon issuance of this RFP, beside written inquiries as described above, other employees and representatives of TJJD will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or their representatives. Failure to observe this restriction may result in disqualification of any subsequent response. TJJD assumes no responsibility for representations made by its employees prior to the execution of a legal contract, unless such representations are specifically incorporated into this RFP. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this Offer.

B.POINT OF CONTACT:

The Respondent shall provide the name, address and phone number of a point-of-contact for questions concerning the submitted proposal.

Name: Title:

Phone Number: Fax Number:

Street Address:

City: State: Zip Code:

C.OFFER EVALUATION AND AWARD:

1.The intent of TJJD is to award one contract. Any contract resulting from this Request for Proposal is contingent upon the availability of appropriations.

2.This solicitation is being advertised under TX. Govt’. Code, Section 2155.067. The procuring agency has provided a letter to the Comptroller providing a justification for the specifications and the reasons why competing products are not satisfactory. If a competing vendor believes it can satisfy these specifications, it should respond with its product and explain how the specifications will be adequately met.

3.Respondent’s past performance will be measured based upon pass/fail criteria in compliance with applicable provisions of §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Gov't Code. Respondents may fail this selection criterion for any of the following conditions:

A score of less than 90% in the Vendor Performance System,

Currently under a Corrective Action Plan through the Comptroller of Public Accounts(CPA),

Having repeated negative Vendor Performance Reports for the same reason,

Having purchase orders that have been cancelled in the previous 12 non-performance (i.e. late delivery, etc.).

Contractor performance information is located on the CPA web site at:

(

TJJD may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.108), TJJD may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of TJJD, and any negative findings, as determined by TJJD, may result in non-award to the Respondent.

4.An evaluation committee will be established to evaluate the proposals. The committee will include employees of TJJD and may include other impartial individuals who are not TJJD employees. The evaluation committee will evaluate and score each proposal based on the following criteria:

CriteriaPoints

• Technical Approach(service)20

• Company experience and Qualifications15

• Proposed Price50

• Personnel Qualifications15

• Respondent’s Past Performance Pass/Fail

Total Points100

E.REDACTED ELECTRONIC COPY:

Under Tex. Gov’t Code §322.020 and as per the following requirements, no later than two (2) business days after Awarded Vendor’s receipt of notice from TJJD of Awarded Vendor’s tentative contract award, the Awarded Vendor (and no other vendors) must deliver to Texas Juvenile Justice Department two (2) electronic copies of its complete proposal. Awarded Vendor shall deliver these electronic copies to TJJD via overnight delivery in compliance with all of the following requirements:

  • Two (2) CDs, each containing a copy of Awarded Vendor’s Proposal, in searchable pdf format, which has excised, blacked out, or otherwise redacted information from its Proposal that Awarded Vendor reasonably considers to be confidential and exempt from public disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code (this should be a de minimis portion, if any, of Awarded Vendor’s Proposal, such as social security numbers). Each CD shall also contain an Appendix for Awarded Vendor’s Proposal which provides a cross reference for the location of all information redacted by Awarded Vendor and a general description of the redacted information. These two (2) identical CDs should be entitled “For Public Release: Redacted Version of [Name of Awarded Vendor]’s Proposal and Exhibits. TJJD’s RFP No. 644-15-060315”
  • The Texas Legislative Budget Board has now implemented this contracts database. For information regarding the LBB website, go to:
  • See the LBB website at Texas Juvenile Justice Department shall upload to the LBB’s contracts database the text of the complete contract (with limited redaction and appendix) no later than ten (10) days after date of contract award. In submitting a Proposal in response to this RFP, Vendors acknowledge that they understand and accept this requirement.

F.PROPRIETARY OR CONFIDENTIAL INFORMATION:

Responses may include proprietary or confidential information. Subject to the provisions of the Texas Public Information Act,TJJD will take reasonable precautions in protecting such information provided that is clearly identified as proprietary or confidential on the page on which it appears. See Section III-E above.