Department of Health and Human Services / Governor
Division of Child and Family Services / Richard Whitley
Director, Department of Health and Human Services
4126 Technology Way, 3rd Floor
Carson City NV 89706
Kelly Wooldridge
Administrator, Division of Child and Family Services
State of Nevada
Department of Health and Human Services
Division of Child and Family Services
Request for Proposal: JJ18-02
For
STAFFING ANALYSIS FOR
JUVENILE CORRECTIONAL FACILITIES
CULTURAL ASSESSMENT AND ADOLESCENT BRAIN DEVELOPMENT
TRAINING FOR ONE FACILITY
Release Date: August 16, 2017
Deadline for Submission and Opening Date and Time: September 13, 2017 @ 2:00 PM
Refer to Section 8, RFP Timeline for the complete RFP schedule
For additional information, please contact:
Sharon Knigge, Management Analyst II
State of Nevada, Division of Child and Family Services
4126 Technology Way, 3rd Floor
Carson City, NV 89706
Phone: 775-684-7952
Email address:
(TTY for Deaf and Hard of Hearing: 1-800-326-6868
Ask the relay agent to dial: 1-775-684-7952/V.)
Refer to Section 9 for instructions on submitting proposals
VENDOR INFORMATION SHEET FOR RFP JJ18-02
Vendor Must:
A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V6 will be used for development of the contract;
B) Type or print responses; and
C) Include this Vendor Information Sheet in Tab III of the Technical Proposal.
V1 / Company NameV2 / Street Address
V3 / City, State, ZIP
V4 / Telephone Number
Area Code: / Number: / Extension:
V5 / Facsimile Number
Area Code: / Number: / Extension:
V6 / Toll Free Number
Area Code: / Number: / Extension:
V7 / Contact Person for Questions / Contract Negotiations,
including address if different than above
Name:
Title:
Address:
Email Address:
V8 / Telephone Number for Contact Person
Area Code: / Number: / Extension:
V9 / Facsimile Number for Contact Person
Area Code: / Number: / Extension:
V10 / Name of Individual Authorized to Bind the Organization
Name: / Title:
V11 / Signature (Individual must be legally authorized to bind the vendor per NRS 333.337)
Signature: / Date:
TABLE OF CONTENTS
1. OVERVIEW OF PROJECT 4
2. ACRONYMS / DEFINITIONS 4
3. SCOPE OF WORK 7
4. COMPANY BACKGROUND AND REFERENCES 11
5. COST 16
6. FINANCIAL 16
7. WRITTEN QUESTIONS AND ANSWERS 17
8. RFP TIMELINE 17
9. PROPOSAL SUBMISSION INSTRUCTIONS 18
10. PROPOSAL EVALUATION AND AWARD PROCESS 27
11. TERMS AND CONDITIONS 28
12. SUBMISSION CHECKLIST 34
ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION 35
ATTACHMENT B – TECHNICAL PROPOSAL CERTIFICATION OF COMPLIANCE 36
ATTACHMENT C – VENDOR CERTIFICATIONS 37
ATTACHMENT D – CONTRACT FORM 38
ATTACHMENT E – INSURANCE SCHEDULE FOR RFP JJ18-02 39
ATTACHMENT F – REFERENCE QUESTIONNAIRE 40
ATTACHMENT G – PROPOSED STAFF RESUME 41
ATTACHMENT H – COST SCHEDULE 42
ATTACHMENT I – COST PROPOSAL CERTIFICATION OF COMPLIANCE 43
ATTACHMENT J – CERTIFICATION REGARDING LOBBYING 44
ATTACHMENT K – FEDERAL LAWS AND AUTHORITIES 45
1. OVERVIEW OF PROJECT
The Nevada Division of Child and Family Services is seeking (hereinafter referred to as “DCFS”) a Division of the State of Nevada, Department of Health and Human Services (DHHS), is soliciting proposals from qualified vendors to conduct staffing analysis for all three (3) youth correctional facilities (Caliente Youth Center, Nevada Youth Training Centre and Summit View Youth Center) to ensure that staff are being utilized appropriately and adequately to fulfill staffing ratios mandated in the Prison Rape Elimination Act (PREA) (28 C.F.R. Part 115, including using the analysis to request additional staff at the legislative level, as needed.
DCFS is also looking to have the vendor complete a cultural assessment at Caliente Youth Center, including providing brain development training.
The work would take approximately sic (6) months to complete and will be overseen by the DCFS Juvenile Services Programs Office.
2. ACRONYMS / DEFINITIONS
For the purposes of this RFP, the following acronyms/definitions will be used:
Acronym / Description /Assumption / An idea or belief that something will happen or occur without proof. An idea or belief taken for granted without proof of occurrence.
Awarded Vendor / The organization/individual that is awarded and has an approved contract with the State of Nevada for the services identified in this RFP.
BOE / State of Nevada Board of Examiners
Confidential Information / Any information relating to the amount or source of any income, profits, losses or expenditures of a person, including data relating to cost or price submitted in support of a bid or proposal. The term does not include the amount of a bid or proposal. Refer NRS §333.020(5) (b).
Contract Approval Date / The date the State of Nevada Board of Examiners officially approves and accepts all contract language, terms and conditions as negotiated between the State and the successful vendor.
Contract Award Date / The date when vendors are notified that a contract has been successfully negotiated, executed and is awaiting approval of the Board of Examiners.
Contractor / The company or organization that has an approved contract with the State of Nevada for services identified in this RFP. The contractor has full responsibility for coordinating and controlling all aspects of the contract, including support to be provided by any subcontractor(s). The contractor will be the sole point of contact with the State relative to contract performance.
Cross Reference / A reference from one document/section to another document/section containing related material.
CYC / Caliente Youth Center, 500 Youth Center Drive, Caliente NV 89008
DCFS / Division of Child and Family Services
DHHS / Department of Health and Human Services
Division / Department of Health and Human Services, Division of Child and Family Services
Evaluation Committee / An independent committee comprised of a majority of State officers or employees established to evaluate and score proposals submitted in response to the RFP pursuant to NRS §333.335.
Exception / A formal objection taken to any statement/requirement identified within the RFP.
Key Personnel / Vendor staff responsible for oversight of work during the life of the project and for deliverables, as applicable.
LOI / Letter of Intent - notification of the State’s intent to award a contract to a vendor, pending successful negotiations; all information remains confidential until the issuance of the formal notice of award.
May / Indicates something that is not mandatory but permissible.
Must / Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.
NAC / Nevada Administrative Code –All applicable NAC documentation may be reviewed via the internet at: www.leg.state.nv.us.
NOA / Notice of Award – formal notification of the State’s decision to award a contract, pending Board of Examiners’ approval of said contract, any non-confidential information becomes available upon written request.
NRS / Nevada Revised Statutes – All applicable NRS documentation may be reviewed via the internet at: www.leg.state.nv.us.
NTYC / Nevada Youth Training Center, 100 Youth Center Road, Elko, NV 89801
Pacific Time (PT) / Unless otherwise stated, all references to time in this RFP and any subsequent contract are understood to be Pacific Time.
PREA / Prison Rape Elimination Act of 2003 (United States Federal Law; Citation 117 Stat. 972; Law Number Public Law 108-79; 108th Congress, 1st Session, 2003).
Proprietary Information / Any trade secret or confidential business information that is contained in a bid or proposal submitted on a particular contract. (Refer to NRS 333.020 (5) (a).
Public Records / All books and public records of a governmental entity, the contents of which are not otherwise declared by law to be confidential must be open to inspection by any person and may be fully copied or an abstract or memorandum may be prepared from those public books and public records. (Refer to NRS 333.333 and NRS 600A.030 [5]).
Redacted / The process of removing confidential or proprietary information from a document prior to release of information to others.
RFP / Request for Proposal; a written statement which sets forth the requirements and specifications of a contract to be awarded by competitive selection NRS §333.020(7).
Shall / Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.
Should / Indicates something that is recommended but not mandatory. If the vendor fails to provide recommended information, the State may, at its sole option, ask the vendor to provide the information or evaluate the proposal without the information.
State / The State of Nevada and any agency identified herein.
Subcontractor / Third party, not directly employed by the vendor, who will provide services identified in this RFP. This does not include third parties who provide support or incidental services to the vendor.
SVYC / Summit View Youth Center, 5730 Range Road, Las Vegas, NV 89115
Trade Secret / Information, including, without limitation, a formula, pattern, compilation, program, device, method, technique, product, system, process, design, prototype, procedure, computer programming instruction or code that: derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by the public or any other person who can obtain commercial or economic value from its disclosure or use; and is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.
Vendor / Organization/individual submitting a proposal in response to this RFP.
Will / Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.
2.1 STATE OBSERVED HOLIDAYS
The State observes the holidays noted in the following table. When January 1st, July 4th, November 11th or December 25th falls on Saturday, the preceding Friday is observed as the legal holiday. If these days fall on Sunday, the following Monday is the observed holiday.
Holiday / Day Observed /New Year’s Day / January 1
Martin Luther King Jr.’s Birthday / Third Monday in January
Presidents' Day / Third Monday in February
Memorial Day / Last Monday in May
Independence Day / July 4
Labor Day / First Monday in September
Nevada Day / Last Friday in October
Veterans' Day / November 11
Thanksgiving Day / Fourth Thursday in November
Family Day / Friday following the Fourth Thursday in November
Christmas Day / December 25
3. SCOPE OF WORK
3.1 DESCRIPTION
Per the Prison Rape Elimination Act (PREA), juvenile correctional facilities must maintain ratios of one (1) staff per every eight (8) youth during waking hours and one (1) staff per every 16 youth during sleeping hours. This rule is currently established as a best practice rule, but is not enforced. This rule will be enforced commencing October 1, 2017. If the juvenile correctional facilities cannot meet this ratio, Nevada will be found noncompliant with PREA. Noncompliance will include a 5% reduction in Department of Justice Grant funds to Nevada.
3.2 VENDOR RESPONSE TO SCOPE OF WORK
3.2.1 Within the proposal, vendors must provide information regarding their approach to meeting the requirements described within Sections 3.4 through 3.6.
3.2.2 If subcontractors will be used for any of the tasks, vendors must indicate what tasks and the percentage of time subcontractor(s) will spend on those tasks.
3.2.3 Vendor’s response must be limited to no more than five (5) pages per task, not including appendices, samples and/or exhibits.
3.3 OBJECTIVES
3.3.1 Staffing analysis that provides insight on staffing themes, trends and needs at each facility that will provide a foundation for resolving the conflict on whether current staffing is sufficient or additional staff is needed
3.3.2 A cultural assessment report that will support an enhanced and positive culture at Caliente Youth Center with a focus on the rehabilitation of youth.
3.3.3 Adolescent brain development training that will enhance staff’s interaction with youth. These strategies will be designed to identify trends and enhance staff teamwork, build awareness, and develop skills to support and sustain positive outcomes.
3.4 TASK 1 – STAFFING ANALYSIS
3.4.1 Staffing analysis to take place at:
3.4.1.1 Caliente Youth Center;
3.4.1.2 Nevada Youth Training Center; and
3.4.1.3 Summit View Youth Center.
3.4.2 Staffing analysis will start with an online staff survey.
3.4.3 Awarded vendor will perform data collection of the:
3.4.3.1 Composition of youth population;
3.4.3.2 Number and placement of direct care and supervisory staff (to
include all classrooms and cottages if youth are not in school);
3.4.3.3 Programming and options for supervision of youth (to include frequency of 1:1 supervision assignments or staff that must
transport youth to medical or other appointments);
3.4.3.4 Shift relief factors; and
3.4.3.5 Any applicable state or local laws, regulations, or standards.
3.4.4 Consideration for the following will be included in the staffing analysis:
3.4.4.1 Security operations;
3.4.4.2 Food service;
3.4.4.3 Medical and mental health;
3.4.4.4 Administration;
3.4.4.5 Programming;
3.4.4.6 Education;
3.4.4.7 Prison Rape Elimination Act (PREA);
3.4.4.8 Special populations and youth transportation;
3.4.4.9 Maintenance;
3.4.4.10 Plant operations and design;
3.4.4.11 Contract employees;
3.4.4.12 Housing assignments;
3.4.4.13 Performance Based Standards (PbS); and
3.4.4.14 Staff intensity.
3.4.5 Awarded vendor will work with facility leadership and with Human Resources to assess:
3.4.5.1 Current staff turnover rates;
3.4.5.2 Reasons given for resignations;
3.4.5.3 Staff and youth injury rates for 2015-2017; and
3.4.5.4 Staff utilization of sick and annual leave.
3.4.6 Awarded vendor will collaborate with the Training Managers and the statewide PREA Coordinator to identify training and development programs at each facility that support retention efforts.
3.4.7 Consideration and acknowledgement of existing plans will inform vendor’s analysis.
3.4.8 Deliverables:
3.4.8.1 Awarded vendor will provide a Staffing Analysis report the will include findings on the areas identified in Sections 3.3.2 through 3.3.7 and will include:
A. Recommendations for adequate staffing levels;
B. Redeployment of current resources; and