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Management & Maintenance of Juvenile Correctional Facility Proposal, Clark Co NV DOA, 2013

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State of Nevada
Department of Administration

Brian Sandoval
Governor

Purchasing Division

Jeff Mohlenkamp
Director

515 E. Musser Street, Suite 300
Carson City, NV 89701

Greg Smith
Administrator

State of Nevada
Purchasing Division

Request for Proposal: 3016
For

MANAGEMENT AND MAINTENANCE OF SECURE JUVENILE
CORRECTIONAL FACILITY
Release Date: February 15, 2013
Mandatory Site-Visit: March 12, 2013 at 2:00 p.m.
Deadline for Submission and Opening Date and Time: April 23, 2013 @ 2:00 PM
Refer to Section 8, RFP Timeline for the complete RFP schedule

For additional information, please contact:
Shannon Berry, Assistant Chief Procurement Officer
State of Nevada, Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
Phone: 775-684-0171
Email address: sberry@admin.nv.gov
(TTY for Deaf and Hard of Hearing: 1-800-326-6868
Ask the relay agent to dial: 1-775-684-0171/V.)

Refer to Section 9 for instructions on submitting proposals

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

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VENDOR INFORMATION SHEET FOR RFP 3016
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 Name

V2

Street Address

V3

City, State, ZIP

V4

V5

V6

Telephone Number
Area Code:

Number:

Extension:
Facsimile Number

Area Code:

Number:

Extension:
Toll Free Number

Area Code:

Number:

Extension:

Contact Person for Questions / Contract Negotiations,
including address if different than above
V7

Name:
Title:
Address:
Email Address:

V8

V9

V10

V11

Area Code:

Telephone Number for Contact Person
Number:
Extension:

Area Code:

Facsimile Number for Contact Person
Number:

Extension:

Name of Individual Authorized to Bind the Organization
Name:

Title:

Signature (Individual must be legally authorized to bind the vendor per NRS 333.337)
Signature:
Date:

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RFP No. 3016

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TABLE OF CONTENTS
1. PROJECT OVERVIEW ..................................................................................................................... 4
2. ACRONYMS/DEFINITIONS ............................................................................................................ 5
3. SCOPE OF WORK ........................................................................................................................... 12
4. COMPANY BACKGROUND AND REFERENCES ...................................................................... 27
5. COST ................................................................................................................................................ 33
6. FINANCIAL ..................................................................................................................................... 35
7. WRITTEN QUESTIONS AND ANSWERS .................................................................................... 37
8. RFP TIMELINE ................................................................................................................................ 37
9. PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT ............................. 38
10. PROPOSAL EVALUATION AND AWARD PROCESS ............................................................... 48
11. TERMS AND CONDITIONS .......................................................................................................... 49
12. SUBMISSION CHECKLIST ........................................................................................................... 55
ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION ....... 56
ATTACHMENT B – TECHNICAL PROPOSAL CERTIFICATION OF COMPLIANCE ................... 57
ATTACHMENT C – VENDOR CERTIFICATIONS ............................................................................. 58
ATTACHMENT D – CONTRACT FORM ............................................................................................. 59
ATTACHMENT E – INSURANCE SCHEDULE FOR RFP 3016 ......................................................... 60
ATTACHMENT F – REFERENCE QUESTIONNAIRE ........................................................................ 61
ATTACHMENT G – PROPOSED STAFF RESUME............................................................................. 62
ATTACHMENT H – STATE OF NEVADA REGISTRATION SUBSTITUTE IRS FORM W-9 ........ 63
ATTACHMENT I – COST SCHEDULE ................................................................................................. 64
ATTACHMENT J – COST PROPOSAL CERTIFICATION OF COMPLIANCE................................. 65
ATTACHMENT K – FURNISHINGS TO BE PROVIDED BY THE STATE ...................................... 66

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RFP No. 3016

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A Request for Proposal (RFP) process is different from an Invitation to Bid. The State expects
vendors to propose creative, competitive solutions to the agency's stated problem or need, as
specified below. Vendors’ technical exceptions and/or assumptions should be clearly stated in
Attachment B, Technical Proposal Certification of Compliance with Terms and Conditions of RFP.
Vendors’ cost exceptions and/or assumptions should be clearly stated in Attachment J, Cost Proposal
Certification of Compliance with Terms and Conditions of RFP. Exceptions and/or assumptions will
be considered during the evaluation process; however, vendors must be specific. Nonspecific
exceptions or assumptions may not be considered. The State reserves the right to limit the Scope of
Work prior to award, if deemed in the best interest of the State per NRS 333.350(1).
Prospective vendors are advised to review Nevada’s ethical standards requirements, including but
not limited to, NRS 281A and the Governor’s Proclamation, which can be found on the Purchasing
Division’s website (http://purchasing.state.nv.us).
1.

PROJECT OVERVIEW
The Nevada Purchasing Division, on behalf of the Department of Health and Human Services,
Division of Child and Family Services is seeking proposals for the management and maintenance
of a secure juvenile correctional facility. The facility is the Summit View Correctional Center
located at 5730 Range Road, Las Vegas, NV 89115. The facility is approximately five (5) miles
from the city of Las Vegas. The State built facility was originally opened in 2000 and was
managed by a private vendor. The facility closed in 2002. The facility was reopened in January
2004 and was operated by the State. Due to budget constraints the facility again closed in May
2010. The State is again seeking proposals for the operation, management and maintenance of the
facility with a private vendor on or about October 1, 2013.
The State currently operates two staff secure facilities for the committed juvenile offender
population. The Nevada Youth Training Center is located in Elko, Nevada and currently houses
approximately eighty (80) males. The Caliente Youth Center is a co-ed facility located in
Caliente, Nevada. It has a bed capacity of one hundred-forty (140) of which forty (40) is
designated for females with the remaining one hundred (100) for males.
The Summit View Juvenile Facility is a 96 single bed secure juvenile facility. The facility
contains a main control unit, visiting area, administration / medical area, kitchen and dining room,
laundry, school classrooms; two housing units divided into two pods each, a gym and a
maintenance area.
The population of this facility will be males between the age of twelve (12) and nineteen (19).
These youth present a range of challenges including but not limited to violence, substance abuse,
sex offending behaviors, mental illness, low academic achievement and low employment skills.
Many have had multiple unsuccessful community based interventions and prior institutional
commitments.
This program will specifically address the need for a full scale confinement and treatment program
for serious and chronic male juvenile offenders. The facility will be used for youth, who through
the comprehensive assessment and classification process performed by the State, are too severe to
be appropriately referred to the existing State operated facilities.

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RFP No. 3016

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The purpose of the facility is to utilize best practices programs to provide a range of services to
include safety and security of juveniles, substance abuse treatment, mental health treatment,
psychological services, medication management, suicide prevention, sex offender treatment,
education remediation, skill enhancement, vocational training, recreation, medical care and
community re-entry preparation and programming.
This facility is not Medicaid eligible. While youth are housed in this facility there will be no
reimbursement for services including medical, Psychosocial Rehabilitation Services (PRS) or
Basic Skills Training (BST). The State does not anticipate placing more than fifty (50) youth in
this facility allowing the vendor to take placements from other states. There will be a phase in
process for the placement of juveniles. The initial phase will be 10/01/13 – 12/31/13 in which a
maximum of thirty (30) juveniles may be placed. Through the subsequent months ending
06/30/14, five (5) additional juveniles may be placed in the program for a maximum of thirty-five
(35) juveniles. From 07/01/14 through 06/30/15, fifteen (15) additional juveniles may be placed
in the facility for a maximum total of fifty (50) juveniles.
The vendor must be a not for profit 501 © III corporation. Additionally, vendors must
attend the mandatory site-visit; see Section 8 – RFP Timeline. Proposals will only be
accepted from vendors who participate in the mandatory site visit.
The contract resulting from this RFP is expected to commence on or about October 1, 2013, if
legislatively approved and subject to approval of the State Board of Examiners, for a period of
four (4) years.
2.

ACRONYMS/DEFINITIONS
For the purposes of this RFP, the following acronyms/definitions will be used:
Acronym

Description

ACA

American Correctional Association.

Accreditation

Accreditation means formal review and approval by agencies which
promulgate standards and guidelines relating to the delivery of correctional
services in juvenile institutions. Specifically included are the accreditation
programs of the American Correctional Association and the National
Commission on Correctional Health Care.

Administrator

The Administrator of the Division of Child and Family Services.

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.

Bed Days

Each 24 hour period a juvenile is admitted to the Facility, including the first
day of incarceration, but not the last.

BOE

State of Nevada Board of Examiners.

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RFP No. 3016

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Acronym

Description

BST

Basic Skills Training.

Case Work
Supervisor

The supervisor of case workers must be licensed by the State of Nevada to
provide professional therapy; e.g. Licensed Clinical Social Worker, Clinical
Psychologist.

Chief

The Chief of the Youth Parole Bureau.

Client Records

The complete file of a juvenile including, but not limited to; classification,
treatment plan, educational plan, medical plan, vocational plan, aftercare
plan, recreation, visitation, disciplinary actions, grievances and on-going
documentation of services and actions.

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 The date the State of Nevada Board of Examiners officially approves and
accepts all contract language, terms and conditions as negotiated between the
Date
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.

Commitment
Orders

An order issued by a court of competent jurisdiction committing a youth to
the Division of Child and Family Services for placement in a correctional or
mental health facility.

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.

Control Center

A secure post located within the facility for institutional staff which has,
among other things, the responsibility for monitoring security for the
correctional facility and is staffed 24 hours a day, using both physical and
technological means.

Court Orders

Orders or judgments issued by a court of competent jurisdiction or any
stipulations, contracts or plans entered into in connection with litigation
which are applicable to the operation, management or maintenance of the
facility or which relate to the and custody of inmates at the facility, whether
current, existing, or as may be determined in the future.

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Acronym

Description

Cross Reference

A reference from one document/section to another document/section
containing related material.

Customer

Department, Division or Agency of the State of Nevada.

Daily Log

The written record (which may include any computerized record) recording
the daily events or activities of staff and juveniles, including documentation
of unusual incidents or juvenile movement.

Direct Care
Worker

Person responsible for direct custodial supervision of juveniles at facility.

Deputy
Administrator

The Deputy Administrator for Juvenile Justice Services.

Director

The Director of the Department of Health and Human Services.

Division/Agency

The Division/Agency requesting services as identified in this RFP.

DCFS

Division of Child and Family Services.

DHHS

Department of Health and Human Services.

Disability
Requirements

All programs and services must meet all applicable State and federal
requirements for access to and delivery of services to the disables, including
but not limited to the Americans with Disabilities Act and the Individuals
with Disabilities Education Act.

EFF

Refers to the “Equipment, Furniture and Fixtures” included in the proposal
or the provision of said items, depending upon the contextual use.

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.

Facility

Summit View Correctional Center located at 5730 Range Road, Las Vegas,
NV 89115.

Facility
Maintenance

Includes written policy and procedures for the on-going cleanliness,
maintenance, repair and review of the facility by identified state employees.

Facility Policy
and Procedures

A written set of documents that provides instruction and directions for day to
day operations. It provides a written response for contingencies for common

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Acronym

Description
problems and insures consistency and quality of services.

Force Majeure

The failure of performance of any of the terms and conditions of the Contract
resulting from acts of God.

Goods

The term “goods” as used in this RFP has the meaning ascribed to it in NRS
§104.2105(1) and includes, without limitation, “supplies”, “materials”,
“equipment”, and “commodities”, as those terms are used in NRS Chapter
333.

Group Supervisor

Any position which as security, custody and direct contact with juveniles and
the primary job responsibility. These positions are line level positions.
Positions such as counselor, recreation worker, teacher and supervisor are
not considered to satisfy the requirement for direct care worker positions in
meeting minimum staffing ratios.

IEP

Individual Education Plan.

IFC

Interim Finance Committee - A committee composed of the members of the
Senate Committee on Finance and the Assembly Committee on Ways and
Means, within the Legislative Counsel Bureau, that administers a
contingency fund between sessions.

In-Patient
Hospital Costs

These costs incurred upon and during admission to a hospital.

ITP

Individual Treatment Plan.

JJS

Juvenile Justice Services is the State organization that operates state
programs and facilities that balance youth rehabilitation, treatment and
community safety. The organization currently operates two state-operated
juvenile facilities and provides supervision to youth upon release in the
community.

Key Personnel

Vendor staff responsible for oversight of work during the life of the project
and for deliverables.

LCB

Legislative Counsel Bureau

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 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.

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RFP No. 3016

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Acronym

Description

Medicaid

Program which provides reimbursement for certain medical services for low
income individuals and families. Individuals housed at the Summit View
facility are not Medicaid eligible and there will be no reimbursement for
BST or PSR.

MHC

Mental Health Counselor, Youth Parole Bureau.

Monitor

A state employee who has the responsibility to ensure that the vendor is
complying with all contractual agreements.
Indicates a mandatory requirement.
Failure to meet a mandatory
requirement may result in the rejection of a proposal as non-responsive.

Must

NAC

Nevada Administrative Code –All applicable NAC documentation may be
reviewed via the internet at: www.leg.state.nv.us.

NCCHC

National Commission on Correctional Health Care.

NOA

Notice of Award – formal notification of the State’s decision to award a
contract, pending Board of Examiners’ approval of said contract, any nonconfidential 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.

Oversite
Committee

A committee comprised of State employees who will provide over-site to the
management, services provided and maintenance of the Summit View
Juvenile Facility.

Pacific Time (PT)

Unless otherwise stated, all references to time in this RFP and any
subsequent contract are understood to be Pacific Time.

Per Diem Rate

Represents the cost per juvenile, per bed day, for each day or part thereof in
which the juvenile is housed at the facility, including the first but not the last
day of incarceration.

PREA

Prison Rape Elimination Act.

Post

A work location staffed according to the approved staffing chart, as
described in the contract between the parties.

Program Services

Includes all functions, services, programs and activities to be provided by a
vendor to operate the facility as set forth in the contract including (a) the
operation of the facility including the management, custody, safety and
security of juveniles; (b) services for food, clothing, medical care, dental
care, vision care, transportation, sanitation, library, recreation, visitation and
other ancillary services; (c) implementation of systems for classification,

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Acronym

Description
management and information and other similar services; (d) education,
training and other programs for employment; (e) mental health and substance
abuse treatment programs, and other programs designed to address the
special needs of the juveniles, including appropriate medication
management; (f) a written policy and procedure manual and Post orders that
address the implementation and management of the services.

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).

PSR

Psychosocial Rehabilitation.

Public Record

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]).

Ratio

American Correctional Association (ACA) standard for supervision of
juveniles.

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 as
defined in NRS 333.020(8).

School

An accredited educational program.

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.

Special Education
Teacher

Special Education teachers must be credentialed and / or certified by the
State of Nevada to teach in special education classrooms and / or provide
educational services to children with formal Individual Education Programs.

State

The State of Nevada and any agency identified herein.

Subcontractor

Third party, not directly employed by the contractor, who will provide
services identified in this RFP. This does not include third parties who

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Acronym

Description
provide support or incidental services to the contractor.

Superintendent

The onsite individual who is responsible for the operations of the facility.

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.

Teacher

Teachers must be credentialed by the State of Nevada to teach at the high
school level. Recreation workers can be used to meet the minimum staffing
ratio is they are credentialed as physical education teachers.

UNITY

Unified Nevada Information Technology for Youth.

User

Department, Division, Agency or County of the State of Nevada.

Vendor

Organization/individual submitting a proposal in response to this RFP.

Visitation

The visit to a juvenile from an approved individual.

Will

Indicates a mandatory requirement.
Failure to meet a mandatory
requirement may result in the rejection of a proposal as non-responsive.

YPB

Youth Parole Bureau is the State agency responsible to provide supervision
and services to committed youth released to the community.

YPC

Youth Parole Counselor.

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
Martin Luther King Jr.’s Birthday
Presidents' Day
Memorial Day
Independence Day
Management and Maintenance of
Secure Juvenile Correctional Facility

January 1
Third Monday in January
Third Monday in February
Last Monday in May
July 4

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Holiday

Day Observed

Labor Day
Nevada Day
Veterans' Day
Thanksgiving Day
Family Day
Christmas Day
3.

First Monday in September
Last Friday in October
November 11
Fourth Thursday in November
Friday following the Fourth Thursday in November
December 25

SCOPE OF WORK
3.1

3.2

PROGRAM AND SERVICE REQUIREMENT
3.1.1

The Department of Health and Human Services (DHHS), Division of Child and
Family Services (DCFS) is seeking proposals for the maintenance and
management of a ninety-six (96) bed secure correctional facility for male
offenders between the ages of twelve (12) and nineteen (19). The facility is
located at 5730 Range Road, Las Vegas Nevada. There are two housing units
with all single cell housing. Each unit has two wings which each house twentyfour (24) juveniles for a total of forty-eight (48) juveniles on each unit.

3.1.2

The Summit View Juvenile Facility was originally opened in 2000 with a private
vendor. The facility closed in January 2002. The facility was reopened January
2004 and was operated by the State. Due to budget constraints the facility again
closed in May 2010. The State is seeking proposals for the management,
treatment programming and maintenance of the facility by a private vendor.

3.1.3

The State is obligated to make a bond payment yearly in the amount of
approximately 1.3 million per year. The vendor shall propose how they would
satisfy the bond payment each year of the contract either by paying in full to the
State or in exchange for services with the State i.e. free beds.

3.1.4

The purpose of this facility is to provide safety and security while providing best
practices programs to address the issues of juveniles who present a variety of
challenges. The issues include violence, sex offending behavior, substance
abuse, mental illness, low academic achievement, low employment skills, gang
involvement and abuse and neglect. Successful management of this correctional
facility can only be achieved through the vendor’s ability to balance the multiple
missions of the facility. The operator must have a theoretical framework upon
which the mix of programs and services are based and must have sufficient
flexibility to modify and adjust program offerings to meet the needs of various
ages, security and classification differences. The vendor must show how facility
programming will enhance efficient transitional services.

STANDARDS/REQUIREMENTS
3.2.1

The vendor shall have, or apply for and obtain, accreditation from the American
Correctional Association and the National Commission on Correctional Health
Care within twelve (12) months of the date the facility accepts the first juvenile.

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3.3

3.2.2

The vendor shall insure that in all aspects of the proposal that American
Correctional Association (ACA) Standards, Prison Rape Elimination Act (PREA)
requirements, Nevada Statutes and Division of Child and Family Services
(DCFS) policy be adhered to.

3.2.3

DCFS is intending in participating in the MacArthur Foundation for Performance
Based Standards. Should DCFS become a partner in the Foundation the vendor
shall be responsible for one third (1/3) of the payment. Presently, the vendor's
payment would be approximately $12,000.00 per year.

3.2.4

The vendor shall participate in the State’s UNITY automated information system.
Data required for this system includes but is not limited to case notes, education,
medical, mental health, treatment planning and incident reports. The vendor shall
comply with all timeframes established by the State. The State shall provide the
UNITY software and initial training.

3.2.5

The vendor shall admit and accept all juveniles referred to the facility by the State
up to the maximum available design capacity. The State will conduct an
assessment and screening which will determine the most suitable placement in
every case.

3.2.6

Juvenile Justice Services (JJS) shall retain the authority to determine parole dates
for all youth placed at the Summit View facility.

3.2.7

The vendor shall allow employees of the Youth Parole Bureau or employees of
Juvenile Justice Services to utilize the gymnasium for a period of eight (8) hours
each month for training purposes. Scheduling of the facility will be at the
approval of the Deputy Administrator.

OUT OF STATE JUVENILES
3.3.1

3.4

The State may allow the awarded contractor to utilize unused bed space for
juveniles not in the custody of the State of Nevada. The Deputy Administrator
for JJS shall be advised of each juvenile under consideration and retain the
authority to reject any youth deemed inappropriate. The State shall negotiate
with the vendor reimbursement for each out of state juvenile placed at the
facility.

FACILITY
3.4.1

The State will provide to the vendor a facility which is in operational condition
prior to opening. This will include sufficient office furniture for the following
areas: main control, visiting, administration, medical, kitchen, laundry, school,
housing unit 1, housing unit 2 and campus wide. Refer to Attachment K for
complete list of furnishing to be provided. The vendor will be responsible for all
remaining office equipment, computers etc.

3.4.2

The State shall provide security and telephone systems deemed necessary for
facility operations. Any additional security and/or telephone systems may be

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added with Deputy Administrator approval. The vendor shall be responsible for
all costs of additional security and/or telephone systems.
3.4.3

The vendor’s responsibility for the Summit View facility shall include the
following:
3.4.3.1

Maintaining proper insurance on all fixtures, furnishings and
equipment used by the vendor;

3.4.3.2

Maintenance and repair of all equipment used by the vendor;

3.4.3.3

Provide janitorial and landscaping service at the facility; and

3.4.3.4

The vendor shall maintain an inventory of all State owned
equipment used by the vendor and pay the cost of any physical
improvements to the premises deemed necessary by the vendor and
approved the State. Vendor shall make inventory list available to
the State upon request.

3.4.4

Any use of the Summit View facility by the vendor for purposes other than those
outlined in the agreement is prohibited unless written consent is issued by the
State.

3.4.5

The vendor shall be responsible for utilities i.e. gas, electric, sewer, water and
waste management.

3.4.6

Should the vendor provide television service, they shall be responsible for
equipment, installation and ongoing cost.

3.4.7

The State’s responsibility to the vendor shall be to provide minor facility repairs
at the Summit View Facility.
3.4.7.1

3.5

It is the vendor's responsibility to notify the State of any potential
facility repairs required in a reasonable amount of time, to avoid
future facility damage and to minimize potential repair cost.

PROGRAMS
The proposal shall give a general philosophical rationale for the structure of the program as
it relates specifically to the population to be served by this facility. Within that context,
each of the program areas shall be discussed in detail. It is important to show how each is
consistent with the overall philosophy and enhances the ability of the program to deliver
successful outcomes and the length of stay which optimizes the juvenile’s progress. The
vendor shall discuss anticipated outcomes, performance indicators, monitoring and
evaluation plans for each program. The vendor shall provide examples of where this
approach has been successfully implemented in other program locations and the measures
used to determine the degree of success.
3.5.1

Case Management

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3.5.1.1

The vendor shall submit written policies and procedures that address
intake, orientation and assessments. The vendor shall provide one
case manager for every twenty-five (25) juveniles.
Case
management staff will review file materials and conduct an inperson interview on all commitments to determine:
A.
B.
C.
D.

3.5.1.2

Appropriate commitment
Security assessment
Medical/Mental /Dental Assessment
Education

The vendor shall submit written policies and procedures that comply
with the requirement that a complete assessment of each juvenile be
conducted within ten working days of the juvenile’s arrival at the
facility. The assessments are to serve as the basis for the
development of an Individualized Treatment Plan (ITP). Each
juvenile shall be assessed by properly trained and qualified staff
using appropriate assessment instruments to determine treatment
needs. Assessments and ITP should particularly address the needs
of juveniles with histories of:
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.

Learning disabilities;
Physical disabilities;
Substance abuse;
Chemical dependency;
Sexual and physical abuse;
Mental illness;
Sex offenses;
Violent offenses;
Mental retardation;
Emotional disturbance;
Neglect;
Gang involvement;
Fire setting;
Animal cruelty;
Suicide ideation;
Current and past medications to include psychotropic; and
Current and past diagnosis.

3.5.1.3

The vendor shall ensure that whenever possible the juvenile, youth
parole counselor, parents and or guardians are involved in the
development and review of the ITP.

3.5.1.4

The ITP must include short-term and long-term treatment objectives
that not only meet the needs of the juvenile, but also address public
protection, accountability, victim awareness and the acquisition of
skills that will contribute to the reduction of future delinquent or
criminal behavior.

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3.5.1.5

The vendor shall ensure that a juvenile’s progress is reviewed with
him at least every two weeks and that quarterly progress reports are
provided to the assigned YPC of the Youth Parole Bureau. The
vendor shall ensure at a minimum the quarterly progress reports
discuss:
A.
B.
C.
D.
E.
F.
G.
H.

3.5.1.6

3.5.2

Individualized Treatment Plan;
Objectives and goals;
Assessments;
Incident reports;
Amenability to treatment;
Health;
Family visitation; and
Community reintegration plans / release date

The vendor shall develop and submit a juvenile program orientation
process and handbook prior to the opening of the facility.

Education
3.5.2.1

The vendor shall be responsible for providing the educational
component of the program including the teachers, curriculum,
administrative staff, office equipment and furnishings not stated in
this RFP. The vendor may coordinate with an accredited school
program or school district to provide this service.

3.5.2.2

The vendor shall propose how to provide a comprehensive
accredited education program for each juvenile. In cases of learning
disabilities, the vendor shall ensure that an IEP is developed and
incorporated into the juvenile’s ITP. The education program shall
address the opportunity for academic instruction and/or remediation
to graduation from high school, pass a proficiency test or obtain a
GED. The education program shall at a minimum provide for:
A. Evaluation regarding educational achievement and ability;
B. ITP’s that include education services, and the IEP, if applicable;
and
C. Instructional opportunity, at least through the equivalence of
high school.

3.5.2.3

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Education services must provide for a minimum of five (5) hours per
day, of academic/vocational instruction and one (1) hour per day of
physical education. School is to be provided a minimum of two
hundred fifty days per year. Proposals shall include a sample of the
education plan, method of recording performance and progress,
specific course listings and specialized equipment (e.g., computer
lab and network, internet access)
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3.5.3

Programming
3.5.3.1

The vendor shall propose a specific policies and procedures for
programming that addresses the areas identified in 3.5.3.3. The
vendor shall be specific in the number of hours of quality
programming. Formal programing must be meaningful, measurable
and responsive to the educational, cultural, emotional, physical and
spiritual needs of the juvenile offender population. The vendor shall
be specific and detail in the proposal the services and interventions
that will be used.

3.5.3.2

The facility shall operate on a sixteen (16) hour programming day
for all seven (7) days of the week. The daily schedule shall show
how time is allocated for programs, services and activities. At a
minimum, education shall be provided as outlined in the Education
Section. The time a juvenile is confirmed in their room shall not be
considered programming time.

3.5.3.3

The vendor shall address the following in their proposals:
A. Mental Health Treatment / Counseling and Psychological
Services;
B. Substance Abuse Treatment;
C. Behavior Management System / De-escalation Techniques;
D. Gang Involvement;
E. Social and Group Living;
F. Visitation / Family Living;
G. Parenting;
H. Religious Services;
I. Independent Living Preparation;
J. Social and Group Living;
K. Victim Issues; and
L. Suicide Prevention.

3.5.4

Health Care
The vendor shall provide all medical, dental, laboratory pharmaceutical,
optometric and auditory care as may be needed by any juvenile. Care must be
provided for routine, chronic, crisis and emergency situations, including on-site

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triage, or off-site emergency or acute care hospitalization. The vendor is also
obligated to provide psychological counseling and psychiatric consultation. All
health care will meet NCCHC standards. The vendor is responsible for all costs
of these services, inclusive of transportation and security supervision, regardless
of where the service is obtained or provided.
3.5.5

Physical Activity
The vendor shall propose how juveniles will be provided physical activity. The
vendor shall propose the amount of time and activities.

3.5.6

General Library
A general library shall be established and maintained at the facility by the vendor,
in accordance with ACA Library Standards, at the vendor's expense.

3.5.7

Visitors
The vendor shall establish a written procedure for permitting approved visitors
into the facility to visit juveniles. The facility superintendent shall make the
determination to allow or disallow an individual to visit. The Deputy
Administrator may also disapprove a visitor.

3.5.8

Attorney Visits
Juveniles shall be afforded reasonable opportunity to receive visits from their
legal counsel. The visit shall be during normal business hours. The
superintendent may authorize an exception. The visits shall occur in an area
where the visual observation by staff is provided; however the conversation shall
not be monitored.

3.5.9

Telephone
The vendor shall develop written policies and procedures for juveniles to utilize
the telephone.

3.5.10

Transportation
The vendor shall establish written procedures governing the transportation of
juveniles outside the facility and from one jurisdiction to another. The
procedures should address the number of staff necessary to accompany juveniles
during transportation and situations which may require the temporary use of
mechanical restraints as precautions against incidents which may cause accidents
during transportation. The procedures shall require that all juveniles and staff
wear seat belt restraints at all times the vehicle is in motion. Such transportation
shall include but is not limited to medical, court and all routine facility
transportation.

3.5.11

Disciplinary Process

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3.5.12

3.5.11.1

The vendor shall establish and include in the proposal a written
juvenile disciplinary process that complies with ACA standards and
DCFS policy and made available to DCFS upon request.

3.5.11.2

The Deputy Administrator shall approve the disciplinary process. A
written record of all disciplinary actions and or hearings shall be
maintained in the juvenile’s file.

Grievance Procedure
The vendor shall establish a procedure where and how juveniles may file
grievances. This procedure shall meet ACA standards and shall be approved by
the Deputy Administrator. The grievances shall be reviewed and monitored by
DCFS.

3.5.13

3.5.14

Food Service
3.5.13.1

The vendor shall be responsible for providing at least three
nutritious meals per day, two of which must be hot each day. No
more than fourteen (14) hours may elapse between any two meals.
A nutritious snack shall be provided in the evening. The menu shall
be on a minimum twenty-eight (28) day rotation and shall be
approved by a registered nutritionist or dietician to ensure that the
meals provided to juveniles meet basic nutritional requirements.

3.5.13.2

Alternative diets shall be provided for medical or religious reasons.
Food may not be withheld for disciplinary purposes, but an
alternative food selection may be served to any juvenile that has
been found through the disciplinary process to have disrupted the
food service.

Commissary
If the vendor intends on providing a commissary for the juveniles written policy
and procedures shall be provided.

3.5.15

Clothing and Bedding
3.5.15.1

The vendor shall provide clothing and bedding to all juveniles.
Clothing and bedding provided shall be appropriate for the season
and climate.

3.5.15.2

Sufficient quantities and types of clothing will be maintained by the
facility to allow for changes at prescribed intervals. The vendor
shall establish written policies and procedures to ensure the issue of
clean clothing, bed linens and towels to juveniles in accordance with
ACA standards and DCFS policy.

3.5.15.3

Newly admitted juveniles will be given a cleaned mattress as well as
freshly laundered bedding and clothing.

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3.5.16

Hair Care
The proposal shall address the policy on hair care and how juveniles will be
provided a haircut and at what intervals.

3.5.17

Laundry
The vendor shall provide a staffed laundry sufficient to provide clean and
serviceable clothing and bedding without any delay or reliance on juveniles as
workers.

3.5.18

3.6

Maintenance
3.5.18.1

All grounds, sidewalks, roadways, parking lots, buildings, furniture,
carpeting and equipment shall be maintained in a good state of
repair and appearance. A quarterly review of the status of repairs
and appearance will be conducted by a representative of DCFS or
their designee and a written report will be provided to the vendor if
corrective action is required. The vendor shall be required to
establish and implement a Preventative Maintenance Plan within (3)
months of commencement of services.

3.5.18.2

The vendor shall establish a system and schedule for controlling and
disposing of pests, vermin, trash, hazardous waste, sewage and
garbage and in general shall keep the facility clean and in good
repair, in accordance with all applicable local, State and federal
regulations.

3.5.18.3

The vendor shall verify that all security including but not limited to
fencing, locks, gates, doors, and lighting be in working order prior
to the opening of the facility. The facility shall be free of graffiti
prior to the opening of the facility. A plan shall be established to
ensure the facility remains secure and free of graffiti and vandalism.

3.5.18.4

The superintendent shall establish a schedule for the regular
inspections of the facility.

STAFFING AND PERSONNEL MATTERS
3.6.1

Minimum Staffing Ratios
3.6.1.1

Direct Care Staff: There shall be a minimum of one group
supervisor (direct care staff person) on duty for every eight (8)
juveniles (1:8) during the sixteen (16) hours when juveniles are
awake, and one group supervisor (direct care staff) on duty for every
sixteen (16) juveniles during the 8 hours at night (1:16).

3.6.1.2

Unit Coverage: There shall be at least one (1) direct care staff in
each unit any time a juvenile is present in the unit.

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3.6.1.3

Vendor must provide twenty-four (24) hour care and supervision to
juveniles as well as administrative and support service personnel for
the overall operation of the facility in compliance with ACA
standards. Vendors shall include a proposed organizational chart,
classification of employees and numbers of each, the minimum
qualifications for each classification, the number and classification
of staff for each shift and an appropriate relief factor will be
identified and explained so that sufficient relief and backup
coverage is available. The staffing must be provided for all aspects
of the management, and operation of the facility, including all
programming for juveniles during the week and weekends,
providing transportation and security and ensuring appropriate
health care.

3.6.1.4

The vendor shall provide a written job description for each position,
including the minimum job qualifications. The job description shall
include the job title, responsibilities, minimum required experience,
education and training, and any required physical capabilities.
Vendors shall also provide a summary of the benefits and
entitlements afforded to employees; including but not limited to
holidays, sick leave, pension, insurance and stock options.

3.6.1.5

The vendor shall employ at least one full-time caseworker for each
twenty-four (24) juveniles to carry out the responsibilities associated
with classification and case management including casework
documentation, handling grievances, coordinating ITP, handling
visitation, etc.

3.6.1.6

It is understood by the parties that staff vacancies will occur from
time to time. For purposes of the contract, vacancy is defined to
occur when the employee assigned to the position has been
terminated, resigned or is reassigned to another position, and no
other qualified person is available to regularly perform the duties of
that position. The vendor shall notify DCFS within three (3)
calendar days of the date any position becomes vacant and shall fill
any vacant position with a qualified individual within thirty (30)
days after the vacancy occurs. If a position remains vacant for more
than thirty (30) days, an amount equal to the monthly base salary of
that position may reduce payment to the vendor, pro-rated by day
and, accrued for each day the position is vacant. Vendor also agrees
that transferring employees between positions to avoid these
penalties is prohibited and may result in the breach of the contract.

3.6.1.7

Vendors must describe plans for the recruitment, retention and
supervision of staff.

3.6.1.8

Employee personnel files will be maintained on-site and shall
contain, without limitation, the following:
service records,
certifications, official transcripts showing degree conferred,

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certifications and/or licenses or other qualifying data, certificates of
attendance to all mandatory training, employee evaluations, reports
of all disciplinary actions and background checks. Employee
personnel files shall be provided for audit or investigative purposes.

3.6.2

3.7

3.6.1.9

Vendor shall comply with DCFS policy for those potential
employees that have previous convictions. Vendor shall comply
with DCFS policy for employees that have been arrested and / or
convicted. The Deputy Administrator will be notified within
twenty-four (24) hours if an employee has been arrested or is under
investigation and retains the authority to require that the employee
not have contact with juveniles pending disposition of the charge(s).

3.6.1.10

Vendors shall discuss and provide procedures to be used for
conducting criminal record checks and health examinations for all
staff. All potential employees must have a physical examination,
TB, Hepatitis B tests and drug testing is mandatory.

Staff Training
3.6.2.1

Vendors shall describe the training program for all new employees
and continuing education requirements for continuing employees, in
all job classifications. Training must be provided for all full time,
part time and temporary employees. Newly hired direct care
workers must have a minimum of forty (40) hours of pre-service
training before assuming any supervisory responsibility for
juveniles.

3.6.2.2

Vendors shall describe the training curriculum to be used for all job
classifications. All positions must be able to understand the mission
and goals of the facility, the operational regulations governing the
facility and the specific responsibilities of the job being performed.
Direct care workers must receive instruction in at a minimum use of
force and self-defense tactics, key control, suicide prevention,
counseling techniques, use of positive reinforcement in behavior
management, disciplinary and grievance procedures, CPR and first
aid, effects of medications or drug withdrawal, all policies and
procedures for the facility and crisis intervention, de-escalation
techniques, and search and control of contraband. Additional
training will depend on treatment options by the vendor and shall be
detailed and included in the proposal.

SECURITY
3.7.1

The vendor shall outline policies, procedures, staff interaction and physical
layout, including emergency plans and use of force issues, which shall be used to
ensure the safety of juveniles, staff, visitors, community and facility.

3.7.2

The vendor shall provide sufficient staff to ensure the appropriate supervision of
juveniles at all times. Post orders shall be developed and made available to staff

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detailing all security-related duties and responsibilities. The overall security plan
shall be submitted to DCFS for review and approval prior to opening the facility.
3.7.3

The facility’s security perimeter shall be controlled by appropriate means
sufficient to ensure that juveniles remain within the perimeter and that the general
public will not be allowed access into the facility without permission.

3.7.4

There shall be a control center staffed twenty-four (24) hours a day, seven days a
week and access to it must be limited to approved staff. The control center shall
monitor and take responsibility for juvenile counts, key control and coordination
of the facility’s internal and perimeter security network.

3.7.5

The control center shall maintain a permanent log was well as shift reports which
record routine and emergency activities. Each shift shall maintain records of
pertinent activity regarding juvenile and staff situations. Records shall be
compiled daily and reviewed by appropriate supervisory staff.

3.7.6

The vendor shall maintain a system to physically count juveniles at a minimum of
six (6) intervals per day, and to properly notify appropriate staff or increases and
decreases in the population on a shift-by-shift basis. A daily count sheet shall be
maintained which records all housing moves, school and work assignment
changes, admissions, releases and other related data.

3.7.7

There shall be inspections conducted by staff on at least a weekly basis to ensure
the health, safety and security of the facility. Emergency keys shall be checked at
least quarterly to ensure they function properly. Results of all inspections shall
be submitted in writing to the Superintendent and site monitor.

3.7.8

There shall be written procedures for searches and the control of contraband. The
procedure shall be reviewed at least annually and updated as the need arises.
Direct care workers shall be trained in effective search techniques designed to
protect against bodily harm to both staff and juveniles in compliance with ACA
standards and DCFS regulations.

3.7.9

The vendor shall establish procedures to govern the control and use of keys. The
key control system shall provide a current accounting, location and possessor of
each key.

3.7.10

The vendor shall establish written policies and guidelines to govern the control
and use of tools, culinary and medical equipment, butcher knives, barber shears
and other instruments which can cause death or serious injury.

3.7.11

The vendor shall comply with State laws and DCFS policies and regulations
regarding the handling of escapes from the facility. This shall include the prompt
reporting to appropriate personnel, mobilization of staff, implementation of a
predetermined search plan, and notification to law enforcement agencies, and
DCFS. After capture of the escapee, prompt notification to law enforcement
agencies and DCFS must be effected. The vendor shall be responsible for any
and all transportation, housing and other related costs resulting from the escape,
which shall be in addition to the vendor’s liability for injuries or damages.

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3.7.12

The vendor shall provide adequate and appropriate cells and shall address the use
of protective custody, isolation and/or time-out. If done as part of the behavior
management program, it shall be clear where this takes place, the length of time
and the procedure of authorization. If isolation is done for medical reasons, the
role of the health care staff must be identified.

3.7.13

The use of physical force shall be governed by written policy, consistent with
DCFS policy and constitutional requirements. Under no circumstances shall
physical force be used as punishment. Whenever physical force is used, a written
Use of Force Report shall be prepared documenting the incident, the amount of
force required, identifying all participants and specifying whether and to what
extent injuries to staff or juveniles occurred and what treatment was
administered. The policy shall include the requirement that whenever use of
force has been applied to a juvenile, the juvenile shall be immediately examined
by medical personnel, who shall document their observations. All reports of
physical force shall be submitted with the facility Superintendent, site monitor,
and Deputy Administrator.

3.7.14

The vendor shall ensure that procedures are established regarding the availability,
control and use of all security devices.

3.7.15

All persons injured in an incident or accident must be provided with immediate
medical examination and treatment. In cases of accident, accident forms must be
completed in accordance with written procedure, which shall be made available
for review by the site monitor or other State designee upon request. Any
appropriate insurer for the vendor must be timely notified.

3.7.16

The use or possession of firearms, gases, mace or chemicals for control of
juveniles in the facility shall be prohibited except in emergency situations.
Firearms, gases, mace or chemicals for control of juveniles shall only be
permitted on the facility during emergency situations by public law enforcement
agency personnel.

3.7.17

All unusual incidences, including but not limited to the taking of hostages and the
use of physical restraints, must be handled in accordance with written policies
and procedures, and must be subsequently reported in writing, dated and signed
by the staff person (s) reporting the incident. The report must include a thorough
summary of all actions taken by juveniles and staff, and whether any injuries
occurred. A copy of the report shall be placed in the file of each juvenile and
staff member involved in the incident. The report shall be reviewed by the
facility Superintendent, on-site monitor, and Deputy Administrator.

3.7.18

The proposal must address the use of segregation cells for protective custody,
isolation and or time-out. The vendor shall and include in the proposal policies
and procedures for the segregation area. The policies and procedures shall be
compliant with ACA standards and constitutional requirements.

3.7.19

The vendor shall develop policies and procedures for the search, seizure and
disposal of contraband.

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3.8

3.9

ADMINISTRATION
3.8.1

The facility shall be managed by a single on-site superintendent. The
superintendent shall coordinate with the Deputy Administrator or designee at
least monthly for facilitate communication, review or establish procedures,
discuss concerns and problems and to ensure conformity to the contract.

3.8.2

The selection or change of the Superintendent or Assistant Superintendent must
be reviewed and approved by the Deputy Administrator.

3.8.3

The facility shall have a policy and procedures manual which has been reviewed
and approved by DCFS prior to opening the facility. The manual shall describe
the purpose of the facility, its programs, procedures, chain of command,
confidentiality and services offered. The manual shall also describe the “drug
free workplace” policy and any affirmative action or other policy which supports
the goal of maintaining a fair and safe place of employment. The manual shall be
reviewed annually by DCFS and the facility Superintendent.

3.8.4

The facility shall maintain post orders, which have been approved by DCFS prior
to opening the facility for all units, which summarize approved methods of
implementing facility procedures and provide detailed information regarding the
daily operation of the unit and the facility.

3.8.5

The facility shall have a quality assurance program which shall be developed and
implemented to ensure that all programs meet applicable standards. There shall
be periodic inspections and reviews by the Superintendent or his/her designee,
with written reports which shall include recommendations and time frames for
improvements.
The written procedures shall require meetings of the
Superintendent and the supervisors responsible for all programs with written
reports sent to the Deputy Administrator or designee.

3.8.6

The vendor shall provide DCFS with an organizational chart prior to opening the
facility which accurately reflects the structure of authority, responsibility,
reporting and accountability of staff employed at the facility. The organizational
chart must be maintained monthly and be made available to the State upon
request.

3.8.7

The vendor shall provide a representative sample of the daily schedule of
activities and daily routine for the facility. This shall include the entire twentyfour (24) hour day and shall identify differences between the schedule during the
week compared to the Saturday and Sunday routine. The schedule must
demonstrate how minimum levels of programs and activities will be
accommodated during the day and during the entire week.

MONITORING
3.9.1

A monitor employed by DCFS will be located on-site. The vendor shall be
responsible for providing office space, telephone and computer access to the
DCFS system. The monitor’s office shall be in close proximity to other

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administrative offices. Monitoring for policy compliance, program effectiveness
and contract compliance will be the monitor’s primary responsibility. This shall
be accomplished by reviewing facility records, juvenile’s files, budget
documents, and attending selected meetings or hearings. In addition, the monitor
may interview juveniles and staff and inspect the facility at any time. The
monitor shall review decisions by the facility superintendent regarding juvenile
disciplinary appeals and grievances to assure conformity with DCFS policies.
The facility shall be opened to inspection at any reasonable hour to other State
and local officials. Any action that prevents the monitor from performing his/her
duties is strictly prohibited and may result in a breach of contract.
3.9.2

3.10

3.11

Recognizing that damages for non-performance are difficult to determine, the
sum of $5,000 per day is the reasonable amount which will be assessed the
vendor for failure to substantially perform the services required, provided that
such failure is attributed to vendor. The violation of a material term, condition or
obligation of the contract by the vendor, its officers, employees, agents and
independent vendors shall constitute unsatisfactory performance. Liquidated
damages will only be assessed for failure substantially to perform after DCFS has
provided written notice by certified mail to vendor of the failure to substantially
to perform; and only if the failure persists beyond a thirty (30) day notification
period with notification date being date of mail delivery.

FISCAL MANAGEMENT
3.10.1

The vendor shall ensure the written procedures are prepared which must include:
internal controls, petty cash, bonding, signature control on checks, juvenile funds,
juvenile property and employee expense reimbursements. There shall be written
procedure for the purchase and requisition of supplies and equipment, and
methods that document and authorize wage payments to employees, subcontractors and consultants.

3.10.2

If the vendor chooses to allow money to be deposited on a juvenile’s behalf
written policy and procedures shall be provided.

BIDDING REQUIREMENT
3.11.1

Costs as a whole shall be expressed as a “per diem” per juvenile. Additional
expenses as outlined in the COST section of the proposal must also be submitted.

3.11.2

Vendors must have substantial experience operating correctional facilities for
high risk youth and have trained and experienced management and operational
personnel necessary to carry out the terms of the contract. The vendor must
comply with all federal and State laws and constitutional standards and maintain
accreditation with standards of the American Correctional Association (ACA)
within one (1) year of the contract start date. NCCHC accreditation may be
obtained as an alternative for medical and mental health.

3.11.3

The vendor shall provide evidence of qualifications, experience and ability to
comply with applicable court orders, DCFS regulations and ACA standards. If

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the vendor has an existing facility a copy of the policy and procedure manual
shall be submitted.

3.12

4.

3.11.4

The vendor shall have a plan of indemnification for liability, including indemnity
for negligence, non-performance and civil rights claims. The plan must protect
the State from all claims and losses incurred as a result of the Contract, while not
depriving the vendor or the State of any benefits of any law that limits its
exposure to liability or damages. The plan must provide that the vendor bear its
own costs of litigation.

3.11.5

The vendor shall provide evidence of past performance of similar contracts,
including audited financial statements for the past five (5) years or for each of the
years the vendor has been in operation if less than five (5) years, and other
financial information as requested.

3.11.6

The vendor shall provide a detailed statement of the litigation history of the
vendor, which describes the allegations and outcomes (or current status),
including settlement details, of all cases filed against it and/ or its employees
within the last ten (10) years.

3.11.7

Vendors must participate in the mandatory site visit. Proposals shall only be
accepted from vendors who participate in the mandatory site visit to the facility;
refer to Section 8 – RFP Timeline.

EVALUATION OF FACILITY OPERATIONS
3.12.1

The proposal shall describe the record keeping protocol as it relates to the
provision of programs and services. The State of Nevada must have access to all
such records for program monitoring and contract compliance purposes. Records
will include but not be limited to staff sign-in /sign-out records, payroll, incident
reports, maintenance records, inventory and purchasing records and other facility
management issues. The State shall also have available all inspection reports
including but not limited to fire and health inspections. The State shall also have
available all facility safety inspections and emergency procedures including all
emergency drills carried out.

3.12.2

The vendor shall propose the types of records maintained which relate to
programs and services.

3.12.3

Vendor shall discuss the types of records that will be maintained that support an
outcome measure evaluation. Vendor shall in advance propose the performance
measure that will be tracked and used to document the ability of the program to
produce success. If the vendor has managed a similar program, performance
measures and outcomes shall be included in the proposal.

COMPANY BACKGROUND AND REFERENCES
4.1

VENDOR INFORMATION
4.1.1

Vendors must provide a company profile in the table format below.

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Question

Response

Company name:
Ownership (sole proprietor, partnership, etc.):
State of incorporation:
Date of incorporation:
# of years in business:
List of top officers:
Location of company headquarters:
Location(s) of the company offices:
Location(s) of the office that will provide the
services described in this RFP:
Number of employees locally with the
expertise to support the requirements identified
in this RFP:
Number of employees nationally with the
expertise to support the requirements in this
RFP:
Location(s) from which employees will be
assigned for this project:
4.1.2

Please be advised, pursuant to NRS 80.010, a corporation organized pursuant to
the laws of another state must register with the State of Nevada, Secretary of
State’s Office as a foreign corporation before a contract can be executed between
the State of Nevada and the awarded vendor, unless specifically exempted by
NRS 80.015.

4.1.3

The selected vendor, prior to doing business in the State of Nevada, must be
appropriately licensed by the State of Nevada, Secretary of State’s Office
pursuant to NRS76. Information regarding the Nevada Business License can be
located at http://sos.state.nv.us.
Question
Nevada Business License Number:
Legal Entity Name:

Response

Is “Legal Entity Name” the same name as vendor is doing business as?
Yes

No

If “No”, provide explanation.
4.1.4

Vendors are cautioned that some services may contain licensing requirement(s).
Vendors shall be proactive in verification of these requirements prior to proposal
submittal. Proposals that do not contain the requisite licensure may be deemed
non-responsive.

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4.1.5

Has the vendor ever been engaged under contract by any State of Nevada agency?
Yes

No

If “Yes”, complete the following table for each State agency for whom the work
was performed. Table can be duplicated for each contract being identified.
Question
Name of State agency:
State agency contact name:
Dates when services were
performed:
Type of duties performed:
Total dollar value of the contract:
4.1.6

Response

Are you now or have you been within the last two (2) years an employee of the
State of Nevada, or any of its agencies, departments, or divisions?
Yes

No

If “Yes”, please explain when the employee is planning to render services, while
on annual leave, compensatory time, or on their own time?
If you employ (a) any person who is a current employee of an agency of the State
of Nevada, or (b) any person who has been an employee of an agency of the State
of Nevada within the past two (2) years, and if such person will be performing or
producing the services which you will be contracted to provide under this
contract, you must disclose the identity of each such person in your response to
this RFP, and specify the services that each person will be expected to perform.
4.1.7

Disclosure of any significant prior or ongoing contract failures, contract breaches,
civil or criminal litigation in which the vendor has been alleged to be liable or
held liable in a matter involving a contract with the State of Nevada or any other
governmental entity. Any pending claim or litigation occurring within the past
six (6) years which may adversely affect the vendor’s ability to perform or fulfill
its obligations if a contract is awarded as a result of this RFP must also be
disclosed.
Does any of the above apply to your company?
Yes

No

If “Yes”, please provide the following information. Table can be duplicated for
each issue being identified.

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Question
Date of alleged contract failure or
breach:
Parties involved:
Description of the contract
failure, contract breach, or
litigation, including the products
or services involved:
Amount in controversy:
Resolution or current status of the
dispute:
If the matter has resulted in a
court case:
Status of the litigation:
4.1.8

Response

Court

Case Number

Vendors must review the insurance requirements specified in Attachment E,
Insurance Schedule for RFP 3016. Does your organization currently have or
will your organization be able to provide the insurance requirements as specified
in Attachment E.
Yes

No

Any exceptions and/or assumptions to the insurance requirements must be
identified on Attachment B, Technical Proposal Certification of Compliance
with Terms and Conditions of RFP. Exceptions and/or assumptions will be
taken into consideration as part of the evaluation process; however, vendors must
be specific. If vendors do not specify any exceptions and/or assumptions at time
of proposal submission, the State will not consider any additional exceptions
and/or assumptions during negotiations.
Upon contract award, the successful vendor must provide the Certificate of
Insurance identifying the coverages as specified in Attachment E, Insurance
Schedule for RFP 3016.
4.1.9

Company background/history and why vendor is qualified to provide the services
described in this RFP. Limit response to no more than five (5) pages.

4.1.10

Length of time vendor has been providing services described in this RFP to the
public and/or private sector. Please provide a brief description.

4.1.11

Financial information and documentation to be included in Part III, Confidential
Financial Information of vendor’s response in accordance with Section 9.5,
Part III – Confidential Financial Information.
4.1.11.1

Dun and Bradstreet Number

4.1.11.2

Federal Tax Identification Number

4.1.11.3

The last two (2) years and current year interim:

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A. Profit and Loss Statement
B. Balance Statement
4.2

SUBCONTRACTOR INFORMATION
4.2.1

Does this proposal include the use of subcontractors?
Yes

No

If “Yes”, vendor must:
4.2.1.1

Identify specific subcontractors and the specific requirements of this
RFP for which each proposed subcontractor will perform services.

4.2.1.2

If any tasks are to be completed by subcontractor(s), vendors must:
A. Describe the relevant contractual arrangements;
B. Describe how the work of any subcontractor(s) will be
supervised, channels of communication will be maintained and
compliance with contract terms assured; and
C. Describe your previous experience with subcontractor(s).

4.2.1.3

Vendors must describe the methodology, processes and tools
utilized for:
A. Selecting and qualifying appropriate subcontractors for the
project/contract;
B. Ensuring subcontractor compliance with the overall performance
objectives for the project;
C. Ensuring that subcontractor deliverables meet the quality
objectives of the project/contract; and
D. Providing proof of payment to any subcontractor(s) used for this
project/contract, if requested by the State. Proposal should
include a plan by which, at the State’s request, the State will be
notified of such payments.

4.2.1.4

Provide the same information for any proposed subcontractors as
requested in Section 4.1, Vendor Information.

4.2.1.5

Business references as specified in Section 4.3, Business
References must be provided for any proposed subcontractors.

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4.3

4.2.1.6

Vendor shall not allow any subcontractor to commence work until
all insurance required of the subcontractor is provided to the vendor.

4.2.1.7

Vendor must notify the using agency of the intended use of any
subcontractors not identified within their original proposal and
provide the information originally requested in the RFP in Section
4.2, Subcontractor Information. The vendor must receive agency
approval prior to subcontractor commencing work.

BUSINESS REFERENCES
4.3.1

Vendors should provide a minimum of three (3) business references from similar
projects performed for private, state and/or large local government clients within
the last five (5) years.

4.3.2

Vendors must provide the following information for every business reference
provided by the vendor and/or subcontractor:
The “Company Name” must be the name of the proposing vendor or the vendor’s
proposed subcontractor.
Reference #:
Company Name:
Identify role company will have for this RFP project
(Check appropriate role below):
VENDOR

SUBCONTRACTOR

Project Name:
Primary Contact Information
Name:
Street Address:
City, State, Zip
Phone, including area code:
Facsimile, including area code:
Email address:
Alternate Contact Information
Name:
Street Address:
City, State, Zip
Phone, including area code:
Facsimile, including area code:
Email address:
Project Information
Brief description of the
project/contract and description of
services performed, including
technical environment (i.e., software
applications, data communications,
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etc.) if applicable:
Original Project/Contract Start Date:
Original Project/Contract End Date:
Original Project/Contract Value:
Final Project/Contract Date:
Was project/contract completed in
time originally allotted, and if not,
why not?
Was project/contract completed
within or under the original budget/
cost proposal, and if not, why not?

4.4

4.3.3

Vendors must also submit Attachment F, Reference Questionnaire to the
business references that are identified in Section 4.3.2.

4.3.4

The company identified as the business references must submit the Reference
Questionnaire directly to the Purchasing Division.

4.3.5

It is the vendor’s responsibility to ensure that completed forms are received by
the Purchasing Division on or before the deadline as specified in Section 8, RFP
Timeline for inclusion in the evaluation process. Reference Questionnaires not
received, or not complete, may adversely affect the vendor’s score in the
evaluation process.

4.3.6

The State reserves the right to contact and verify any and all references listed
regarding the quality and degree of satisfaction for such performance.

VENDOR STAFF RESUMES
A resume must be completed for each proposed key personnel responsible for performance
under any contract resulting from this RFP per Attachment G, Proposed Staff Resume.

5.

COST
The contract resulting from this RFP will be based on a cost per day per juvenile and is subject to
authorized legislative appropriation. Vendors must provide detailed prices for all costs associated
with the responsibilities and related services. Clearly specify the nature of all expenses
anticipated.
5.1

Cost information must not be included with the vendor's Technical Proposal.
Vendors must complete Attachment I, Cost Schedule, which comprises of the
following:
5.1.1

Total cost per day per juvenile.

5.1.2

Cost breakdown and general calculations used to determine the cost per day per
juvenile. The cost breakdown should be sub-divided by medical/mental health,
programs, and custody. If any category of cost is not listed below please add
additional categories and define the nature of each additional category.

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5.1.2.1

Personnel Services
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.

5.1.2.2

In-state Travel
A.
B.
C.
D.
E.

5.1.2.3

Salaries by position classification
Overtime
Shift Differential
Employee Benefits
Group Insurance
Retirement
Social Security
Liability Insurance
Workers’ Compensation
Unemployment Insurance

Mileage and Fares
Meals and Lodging
Gas and Oil – Transportation
Insurance – Transportation
Maintenance and Repairs - Transportation

Maintenance
A. Maintenance Supplies/Maintenance Services (Janitorial, pest
control, etc.)
B. Maintenance of buildings, furniture and equipment
C. Property Insurance

5.1.2.4

Supplies
A.
B.
C.
D.
E.
F.
G.
H.
I.

5.1.2.5

Contractual Services
A.
B.
C.
D.
E.
F.
G.
H.
I.

Management and Maintenance of
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Office Supplies
Medical, Lab and Related Supplies
Drugs
Field Supplies
Food
Kitchen Supplies
Clothing, Uniforms and Linens
Recreation Supplies
Juvenile Supplies (ID Badges, Photocopies, etc.)

Printing
Advertising
Medical Services
Professional Service Contract
Contractual Service Fees
Postage
Utilities
Rent/Equipment
Telephone
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J. Subscriptions/Dues
K. Freight
5.1.2.6

Other Operating Costs
A.
B.
C.
D.
E.
F.

5.1.2.7

Training
Education
Grants and Services
Incentive Pay
Settlements and Other Losses
Overheads/profit

Out-of-State Travel
A. Mileage and Fares
B. Meals/Lodging

6.

FINANCIAL
6.1

6.2

BILLING/PAYMENT
6.1.1

The State does not issue payment prior to receipt of goods or services.

6.1.2

Vendor shall bill DCFS for each calendar month; one (1) calendar month in
arrears. Upon review and acceptance, DCFS shall pay such invoice within thirty
(30) days after receipt of vendor’s invoice, providing all required information,
documents and/or attachments have been received.

6.1.3

If there are any billing items requiring further verification or explanation, those
items will be deleted from the billing to ensure prompt payment of the undisputed
monthly billing claim. Those items withheld by the DCFS for such confirmation
will be processed for payment immediately upon verification.

6.1.4

Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for
supplies, materials, equipment and services purchased under the provisions of
this RFP electronically, unless determined by the State Controller that the
electronic payment would cause the payee to suffer undue hardship or extreme
inconvenience.

6.1.5

Vendors may propose an alternative payment option. Alternative payment
options must be listed on Attachment J, Cost Proposal Certification of
Compliance with Terms and Conditions of the RFP. Alternative payment
options will be considered if deemed in the best interest of the State, project or
service solicited herein.

ANNUAL EXPENDITURE REPORTS
Within sixty (60) days after the end of each year (August 31 unless otherwise agreed)
during the term of the Contract, or within sixty (60) days after the effective date of
termination or cancellation of the Contract, vendor shall provide an annual expenditure
report detailing the financial operation of vendor under the Contract during the said year;

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such reports must clearly and separately identify financial operations for each separate
services program. This report shall be subject to audit by DHHS and shall include, at a
minimum, a description of how the report was prepared.
6.3

AUDITED FINANCIAL STATEMENTS
Vendor shall provide DCFS with copies of its annual audited financial statements for at
least the past five years and for every year of the Contract.

6.4

TAXES, PERMITS LICENSES
Vendor shall be responsible for all applicable local, county, state, and federal taxes.
Vendor will pay all taxes, permits and licenses required by law. Personal property taxes
are the responsibility of vendor in accordance with NRS 361.159. Vendor shall warrant
that it has a valid business license to perform the Contract.

6.5

PRIOR MEDICAL COSTS
Except as otherwise provided in the Contract, beginning with first day juveniles are
accepted at the facility, the vendor will be responsible for medical costs. Charges or costs
incurred in connection with services provided to any hospitalized juvenile admitted prior to
the date the juvenile enters the facility shall not be the responsibility of the vendor.

6.6

LIQUIDATED DAMAGES FOR NON-PERFORMANCE OR UNSATISFACTORY
PERFORMANCE OF SERVICES
Recognizing that damages for non-performance or unsatisfactory performance are difficult
to determine, the sum of $5,000 per day is the reasonable amount which will be assessed
the vendor for failure to substantially perform the services required, provided that such
failure is attributed to vendor. The violation of a material term, condition or obligation of
the contract by the vendor, its officers, employees, agents and independent vendors shall
constitute unsatisfactory performance. Liquidated damages will only be assessed for failure
substantially to perform after DCFS has provided written notice by certified mail to vendor
of the failure substantially to perform; and only if the failure persists beyond a thirty (30)
day notification period with notification date being date of mail delivery.

6.7

ADJUSTMENT ANALYSIS
DCFS shall prepare an analysis of all monthly adjustments, including per diem
adjustments, adjustments for unsatisfactory performance, adjustments for position
vacancies, deductions for DCFS employees and any other reductions or adjustments, which
identify each adjustment made and provide a copy to vendor. DCFS shall submit its
analysis of adjustments to vendor with the monthly payment. The Director of the DCFS
will have the final decision regarding any dispute.

6.8

OTHER REMEDIES UNAFFECTED
Adjustments and deductions provided for in the contract shall not be construed as
liquidated damages nor shall the provision of these adjustments or deductions, or the terms
of the contract be construed to limit or otherwise affect other remedies of the parties.

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6.9

RENEGOTIATION OF STAFFING LEVELS
DCFS agrees to reasonably renegotiate the staffing levels required under the contract if the
average daily inmate population at the facility declines by 10% or more of the negotiated
capacity for a period of thirty (30) consecutive days. Provide overall staffing standards
and a plan to adjust for inmate population changes.

7.

6.10

Payments will be made monthly after receipt of an itemized invoice detailing the
names and identification numbers of inmates assigned, as well as the number and
listing of calendar days in which the inmates resided in the facility. All monthly
payments to the vendor shall be in arrears on a reimbursement basis. Payments shall
be claimed for inmates who are residing in the facility at the evening count prior to
the evening meal. Monthly invoices shall be submitted to DCFS.

6.11

Vendor shall pay DCFS for beds filled from jurisdictions other than the State of
Nevada, DCFS. Vendor shall pay DCFS an amount to be negotiated per juvenile,
per juvenile day, for beds filled from other jurisdictions.

WRITTEN QUESTIONS AND ANSWERS
In lieu of a pre-proposal conference, the Purchasing Division will accept questions and/or
comments in writing, received by email regarding this RFP.
7.1

8.

QUESTIONS AND ANSWERS
7.1.1

The RFP Question Submittal Form is located on the Services RFP/RFQ
Opportunities webpage at http://purchasing.state.nv.us/services/sdocs.htm. Select
this RFP number and the “Question” link.

7.1.2

The deadline for submitting questions is as specified in Section 8, RFP Timeline.

7.1.3

All questions and/or comments will be addressed in writing and responses
emailed or faxed to prospective vendors on or about the date specified in Section
8, RFP Timeline.

RFP TIMELINE
The following represents the proposed timeline for this project. All times stated are Pacific Time
(PT). These dates represent a tentative schedule of events. The State reserves the right to modify
these dates at any time.
Task

Date/Time

Mandatory Site-Visit

03/12/2013 @ 2:00 PM

Deadline for submitting questions

03/19/2013 @ 2:00 PM

Answers posted to website

On or about 04/02/2013

Deadline for submittal of Reference Questionnaires
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RFP No. 3016

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Task

Date/Time

Deadline for submission and opening of proposals

No later than 2:00 PM on 04/23/2013

Evaluation period (approximate time frame)
Selection of vendor

9.

04/24/2013 - 05/08/2013
On or about 05/09/2013

Anticipated BOE approval

07/09/2013

Contract start date (contingent upon legislation and
BOE approval)

10/01/2013

PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT
9.1

GENERAL SUBMISSION REQUIREMENTS
Vendors’ proposals must be packaged and submitted in counterparts; therefore, vendors
must pay close attention to the submission requirements. Proposals will have a technical
response, which may be composed of two (2) parts in the event a vendor determines that a
portion of their technical response qualifies as “confidential” as defined within Section 2,
Acronyms/Definitions.
If complete responses cannot be provided without referencing confidential information,
such confidential information must be provided in accordance with Section 9.3, Part I B –
Confidential Technical and Section 9.5, Part III Confidential Financial Information.
Specific references made to the tab, page, section and/or paragraph where the confidential
information can be located must be identified on Attachment A, Confidentiality and
Certification of Indemnification and comply with the requirements stated in Section 9.6,
Confidentiality of Proposals.
The remaining section is the Cost Proposal. Vendors may submit their proposal broken out
into the three (3) sections required, or four (4) sections if confidential technical information
is included, in a single box or package for shipping purposes.
The required CDs must contain information as specified in Section 9.6.4.
Detailed instructions on proposal submission and packaging follows and vendors must
submit their proposals as identified in the following sections. Proposals and CDs that do
not comply with the following requirements may be deemed non-responsive and rejected
at the State’s discretion.
9.1.1

All information is to be completed as requested.

9.1.2

Each section within the technical proposal and cost proposal must be separated by
clearly marked tabs with the appropriate section number and title as specified.

9.1.3

Although it is a public opening, only the names of the vendors submitting
proposals will be announced per NRS 333.335(6). Technical and cost details
about proposals submitted will not be disclosed. Assistance for handicapped,
blind or hearing-impaired persons who wish to attend the RFP opening is
available. If special arrangements are necessary, please notify the Purchasing

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Division designee as soon as possible and at least two (2) days in advance of the
opening.
9.1.4

If discrepancies are found between two (2) or more copies of the proposal, the
master copy will provide the basis for resolving such discrepancies. If one (1)
copy of the proposal is not clearly marked “MASTER,” the State may reject the
proposal. However, the State may at its sole option, select one (1) copy to be
used as the master.

9.1.5

For ease of evaluation, the proposal must be presented in a format that
corresponds to and references sections outlined within this RFP and must be
presented in the same order. Written responses must be in bold/italics and placed
immediately following the applicable RFP question, statement and/or section.
Exceptions/assumptions to this may be considered during the evaluation process.

9.1.6

Proposals are to be prepared in such a way as to provide a straightforward,
concise delineation of capabilities to satisfy the requirements of this RFP.
Expensive bindings, colored displays, promotional materials, etc., are not
necessary or desired. Emphasis should be concentrated on conformance to the
RFP instructions, responsiveness to the RFP requirements, and on completeness
and clarity of content.
Unnecessarily elaborate responses beyond what is sufficient to present a complete
and effective response to this RFP are not desired and may be construed as an
indication of the proposer’s lack of environmental and cost consciousness.
Unless specifically requested in this RFP, elaborate artwork, corporate brochures,
lengthy narratives, expensive paper, specialized binding, and other extraneous
presentation materials are neither necessary nor desired.
The State of Nevada, in its continuing efforts to reduce solid waste and to further
recycling efforts requests that proposals, to the extent possible and practical:

9.1.7

9.1.6.1

Be submitted on recycled paper;

9.1.6.2

Not include pages of unnecessary advertising;

9.1.6.3

Be printed on both sides of each sheet of paper; and

9.1.6.4

Be contained in re-usable binders rather than with spiral or glued
bindings.

For purposes of addressing questions concerning this RFP, the sole contact will
be the Purchasing Division as specified on Page 1 of this RFP. Upon issuance of
this RFP, other employees and representatives of the agencies identified in the
RFP will not answer questions or otherwise discuss the contents of this RFP with
any prospective vendors or their representatives. Failure to observe this
restriction may result in disqualification of any subsequent proposal per NAC
333.155(3). This restriction does not preclude discussions between affected
parties for the purpose of conducting business unrelated to this procurement.

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9.1.8

Any vendor who believes proposal requirements or specifications are
unnecessarily restrictive or limit competition may submit a request for
administrative review, in writing, to the Purchasing Division. To be considered,
a request for review must be received no later than the deadline for submission of
questions.
The Purchasing Division shall promptly respond in writing to each written review
request, and where appropriate, issue all revisions, substitutions or clarifications
through a written amendment to the RFP.
Administrative review of technical or contractual requirements shall include the
reason for the request, supported by factual information, and any proposed
changes to the requirements.

9.1.9

9.2

If a vendor changes any material RFP language, vendor’s response may be
deemed non-responsive per NRS 333.311.

PART I A – TECHNICAL PROPOSAL
9.2.1

The technical proposal must include:
9.2.1.1
9.2.1.2

One (1) original marked “MASTER”; and
Eight (8) identical copies.

9.2.2

The technical proposal must not include confidential technical information (refer
to Section 9.3, Part I B, Confidential Technical) or cost and/or pricing
information. Cost and/or pricing information contained in the technical proposal
may cause the proposal to be rejected.

9.2.3

Format and Content
9.2.3.1

Tab I – Title Page
The title page must include the following:

RFP Title:

Part I A – Technical Proposal
Management and Maintenance of
Secure Juvenile Correctional Facility
3016

RFP:
Vendor Name:
Address:
Proposal Opening Date:
Proposal Opening Time:
9.2.3.2

April 23, 2013
2:00 PM

Tab II – Table of Contents
An accurate and updated table of contents must be provided.

9.2.3.3
Management and Maintenance of
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Tab III – Vendor Information Sheet
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The vendor information sheet completed with an original signature
by an individual authorized to bind the organization must be
included in this tab.
9.2.3.4

Tab IV – State Documents
The State documents tab must include the following:
A. The signature page from all amendments with an original
signature by an individual authorized to bind the organization.
B. Attachment A – Confidentiality and Certification of
Indemnification with an original signature by an individual
authorized to bind the organization.
C. Attachment C – Vendor Certifications with an original signature
by an individual authorized to bind the organization.
D. Copies of any vendor licensing agreements and/or hardware and
software maintenance agreements.
E. Copies of applicable certifications and/or licenses.

9.2.3.5

Tab V - Attachment B, Technical Proposal Certification of
Compliance with Terms and Conditions of RFP
A. Attachment B with an original signature by an individual
authorized to bind the organization must be included in this tab.
B. If the exception and/or assumption require a change in the terms
or wording of any section of the RFP, the contract, or any
incorporated documents, vendors must provide the specific
language that is being proposed on Attachment B.
C. Only technical exceptions and/or assumptions should be
identified on Attachment B.
D. The State will not accept additional exceptions and/or
assumptions if submitted after the proposal submission deadline.
If vendors do not specify any exceptions and/or assumptions in
detail at time of proposal submission, the State will not consider
any additional exceptions and/or assumptions during
negotiations.

9.2.3.6

Tab VI – Section 3 – Scope of Work
Vendors must place their written response(s) in bold/italics
immediately following the applicable RFP question, statement
and/or section.

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9.2.3.7

Tab VII– Section 4 – Company Background and References
Vendors must place their written response(s) in bold/italics
immediately following the applicable RFP question, statement
and/or section. This section must also include the requested
information in Section 4.2, Subcontractor Information, if
applicable.

9.2.3.8

Tab VIII – Attachment G – Proposed Staff Resume
A. Vendors must include all proposed staff resumes per Section 4.4,
Vendor Staff Resumes in this section.
B. This section should also include any subcontractor proposed
staff resumes, if applicable.

9.2.3.9

Tab IX – Other Informational Material
Vendors must include any other applicable reference material in this
section clearly cross referenced with the proposal.

9.3

PART I B – CONFIDENTIAL TECHNICAL PROPOSAL
9.3.1

Vendors only need to submit Part I B if the proposal includes any confidential
technical information (Refer to Attachment A, Confidentiality and Certification
of Indemnification).

9.3.2

The confidential technical proposal must include:
9.3.2.1
9.3.2.2

9.3.3

One (1) original marked “MASTER”; and
Eight (8) identical copies.

Format and Content
9.3.3.1

Tab I – Title Page
The title page must include the following:
Part I B – Confidential Technical Proposal
RFP Title:
Management and Maintenance of
Secure Juvenile Correctional Facility
RFP:
3016
Vendor Name:
Address:
Proposal Opening Date: April 23, 2013
Proposal Opening Time: 2:00 PM

9.3.3.2
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Vendors must have tabs in the confidential technical information
that cross reference back to the technical proposal, as applicable.
9.4

PART II – COST PROPOSAL
9.4.1

The cost proposal must include:
9.4.1.1
9.4.1.2

One (1) original marked “MASTER”; and
Eight (8) identical copies.

9.4.2

The cost proposal must not be marked “confidential”. Only information that is
deemed proprietary per NRS 333.020(5)(a) may be marked as “confidential”.

9.4.3

Format and Content
9.4.3.1

Tab I – Title Page
The title page must include the following:

RFP Title:

Part II – Cost Proposal
Management and Maintenance of
Secure Juvenile Correctional Facility
3016

RFP:
Vendor Name:
Address:
Proposal Opening Date:
Proposal Opening Time:
9.4.3.2

April 23, 2013
2:00 PM

Tab II – Cost Proposal
Vendor’s response for the cost proposal must be included in this tab.

9.4.3.3

Tab III – Attachment J, Cost Proposal Certification of Compliance
with Terms and Conditions of RFP
A. Attachment J with an original signature by an individual
authorized to bind the organization must be included in this tab.
B. In order for any cost exceptions and/or assumptions to be
considered, vendors must provide the specific language that is
being proposed in Attachment J.
C. Only cost exceptions and/or assumptions should be identified on
Attachment J.
D. Do not restate the technical exceptions and/or assumptions on
this form.

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E. The State will not accept additional exceptions and/or
assumptions if submitted after the proposal submission deadline.
If vendors do not specify any exceptions and/or assumptions in
detail at time of proposal submission, the State will not consider
any additional exceptions and/or assumptions during
negotiations.
9.5

PART III – CONFIDENTIAL FINANCIAL INFORMATION
9.5.1

The confidential financial information part must include:
9.5.1.1
9.5.1.2

9.5.2

One (1) original marked “MASTER”; and
One (1) identical copy.

Format and Content
9.5.2.1

Tab I – Title Page
The title page must include the following:
Part III – Confidential Financial Information
RFP Title:
Management and Maintenance of
Secure Juvenile Correctional Facility
RFP:
3016
Vendor Name:
Address:
Proposal Opening Date: April 23, 2013
Proposal Opening Time: 2:00 PM

9.5.2.2

Tab II – Financial Information and Documentation
Vendors must place the information required per Section 4.1.11 in
this tab.

9.6

CONFIDENTIALITY OF PROPOSALS
9.6.1

As a potential contractor of a public entity, vendors are advised that full
disclosure is required by law.

9.6.2

Vendors are required to submit written documentation in accordance with
Attachment A, Confidentiality and Certification of Indemnification
demonstrating the material within the proposal marked “confidential” conforms
to NRS §333.333, which states “Only specific parts of the proposal may be
labeled a “trade secret” as defined in NRS §600A.030(5)”. Not conforming to
these requirements will cause your proposal to be deemed non-compliant and will
not be accepted by the State of Nevada.

9.6.3

Vendors acknowledge that material not marked as “confidential” will become
public record upon contract award.

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9.6.4

The required CDs must contain the following:
9.6.4.1

One (1) “Master” CD with an exact duplicate of the technical and
cost proposal contents only.
A. The electronic files must follow the format and content section
for the technical and cost proposal.
B. The CD must be packaged in a case and clearly labeled as
follows:
Master CD
RFP No:
Vendor Name:
Contents:

9.6.4.2

3016
Part IA – Technical Proposal
Part IB – Confidential Technical Proposal
Part II – Cost Proposal

One (1) “Public Records CD” which must include the technical
and cost proposal contents to be used for public records requests.
A. This CD must not contain any confidential or proprietary
information.
B. The electronic files must follow the format and content section
for the redacted versions of the technical and cost proposal.
C. All electronic files must be saved in “PDF” format.
D. The CD must be packaged in a case and clearly labeled as
follows:

RFP No:
Vendor Name:
Contents:

Public Records CD
3016
Part IA – Technical Proposal for Public Records
Request
Part II – Cost Proposal for Public Records
Request

9.6.5

The Public Records submitted on the CD will be posted to the Purchasing
Website upon the Notice of Award.

9.6.6

It is the vendor’s responsibility to act in protection of the labeled information and
agree to defend and indemnify the State of Nevada for honoring such designation.

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9.6.7

9.7

Failure to label any information that is released by the State shall constitute a
complete waiver of any and all claims for damages caused by release of said
information.

PROPOSAL PACKAGING
9.7.1

If the separately sealed technical and cost proposals as well as confidential
technical information and financial documentation, marked as required, are
enclosed in another container for mailing purposes, the outermost container must
fully describe the contents of the package and be clearly marked as follows:

9.7.2

Vendors are encouraged to utilize the copy/paste feature of word processing
software to replicate these labels for ease and accuracy of proposal packaging.
Shannon Berry
State of Nevada, Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
3016
RFP:
PROPOSAL OPENING DATE:
April 23, 2013
2:00 PM
PROPOSAL OPENING TIME:
Management and Maintenance of Secure
FOR:
Juvenile Correctional Facility
VENDOR’S NAME:

9.7.3

Proposals must be received at the address referenced below no later than the date
and time specified in Section 8, RFP Timeline. Proposals that do not arrive by
proposal opening time and date will not be accepted. Vendors may submit their
proposal any time prior to the above stated deadline.

9.7.4

The State will not be held responsible for proposal envelopes mishandled as a
result of the envelope not being properly prepared.

9.7.5

Email, facsimile, or telephone proposals will NOT be considered; however, at the
State’s discretion, the proposal may be submitted all or in part on electronic
media, as requested within the RFP document. Proposal may be modified by
email, facsimile, or written notice provided such notice is received prior to the
opening of the proposals.

9.7.6

The technical proposal shall be submitted to the State in a sealed package and be
clearly marked as follows:
Shannon Berry
State of Nevada, Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
3016
RFP:
PART I A – TECHNICAL PROPOSAL
PROPOSAL COMPONENT:
PROPOSAL OPENING DATE: April 23, 2013

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PROPOSAL OPENING TIME:
FOR:

2:00 PM
Management and Maintenance of Secure
Juvenile Correctional Facility

VENDOR’S NAME:
9.7.7

If applicable, confidential technical information shall be submitted to the State in
a sealed package and be clearly marked as follows:
Shannon Berry
State of Nevada, Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
3016
RFP:
PART I B – CONFIDENTIAL
PROPOSAL COMPONENT:
TECHNICAL PROPOSAL
PROPOSAL OPENING DATE: April 23, 2013
PROPOSAL OPENING TIME: 2:00 PM
Management and Maintenance of Secure
FOR:
Juvenile Correctional Facility
VENDOR’S NAME:

9.7.8

The cost proposal shall be submitted to the State in a sealed package and be
clearly marked as follows:
Shannon Berry
State of Nevada, Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
3016
RFP:
PART II – COST PROPOSAL
PROPOSAL COMPONENT:
PROPOSAL OPENING DATE: April 23, 2013
PROPOSAL OPENING TIME: 2:00 PM
Management and Maintenance of Secure
FOR:
Juvenile Correctional Facility
VENDOR’S NAME:

9.7.9

Confidential financial information shall be submitted to the State in a sealed
package and be clearly marked as follows:
Shannon Berry
State of Nevada, Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
3016
RFP:
PART III - CONFIDENTIAL FINANCIAL
PROPOSAL COMPONENT:
INFORMATION
PROPOSAL OPENING DATE: April 23, 2013
PROPOSAL OPENING TIME: 2:00 PM
Management and Maintenance of Secure
FOR:

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Juvenile Correctional Facility
VENDOR’S NAME:
9.7.10

The CDs shall be submitted to the State in a sealed package and be clearly
marked as follows:
Shannon Berry
State of Nevada, Purchasing Division
515 E. Musser Street, Suite 300
Carson City, NV 89701
3016
RFP:
CDs
PROPOSAL COMPONENT:
PROPOSAL OPENING DATE: April 23, 2013
PROPOSAL OPENING TIME: 2:00 PM
Management and Maintenance of Secure
FOR:
Juvenile Correctional Facility
VENDOR’S NAME:

10.

PROPOSAL EVALUATION AND AWARD PROCESS
The information in this section does not need to be returned with the vendor’s proposal.
10.1

Proposals shall be consistently evaluated and scored in accordance with NRS 333.335(3)
based upon the following criteria:
10.1.1

Demonstrated competence

10.1.2

Experience in performance of comparable engagements

10.1.3

Conformance with the terms of this RFP

10.1.4

Expertise and availability of key personnel

10.1.5

Cost

Note: Financial stability will be scored on a pass/fail basis.
Proposals shall be kept confidential until a contract is awarded.
10.2

The evaluation committee may also contact the references provided in response to the
Section identified as Company Background and References; contact any vendor to clarify
any response; contact any current users of a vendor’s services; solicit information from any
available source concerning any aspect of a proposal; and seek and review any other
information deemed pertinent to the evaluation process. The evaluation committee shall
not be obligated to accept the lowest priced proposal, but shall make an award in the best
interests of the State of Nevada per NRS 333.335(5).

10.3

Each vendor must include in its proposal a complete disclosure of any alleged significant
prior or ongoing contract failures, contract breaches, any civil or criminal litigation or

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investigations pending which involves the vendor or in which the vendor has been judged
guilty or liable. Failure to comply with the terms of this provision may disqualify any
proposal. The State reserves the right to reject any proposal based upon the vendor’s prior
history with the State or with any other party, which documents, without limitation,
unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to
meet contract milestones or other contractual failures. See generally, NRS 333.335.

11.

10.4

Clarification discussions may, at the State’s sole option, be conducted with vendors who
submit proposals determined to be acceptable and competitive per NAC 333.165. Vendors
shall be accorded fair and equal treatment with respect to any opportunity for discussion
and/or written revisions of proposals. Such revisions may be permitted after submissions
and prior to award for the purpose of obtaining best and final offers. In conducting
discussions, there shall be no disclosure of any information derived from proposals
submitted by competing vendors. Any modifications made to the original proposal during
the best and final negotiations will be included as part of the contract.

10.5

A Notification of Intent to Award shall be issued in accordance with NAC 333.170. Any
award is contingent upon the successful negotiation of final contract terms and upon
approval of the Board of Examiners, when required. Negotiations shall be confidential and
not subject to disclosure to competing vendors unless and until an agreement is reached. If
contract negotiations cannot be concluded successfully, the State upon written notice to all
vendors may negotiate a contract with the next highest scoring vendor or withdraw the
RFP.

10.6

Any contract resulting from this RFP shall not be effective unless and until approved by
the Nevada State Board of Examiners (NRS 284.173).

TERMS AND CONDITIONS
11.1

PROCUREMENT AND PROPOSAL TERMS AND CONDITIONS
The information in this section does not need to be returned with the vendor’s proposal.
However, if vendors have any exceptions and/or assumptions to any of the terms and
conditions in this section, they MUST identify in detail their exceptions and/or
assumptions on Attachment B, Technical Proposal Certification of Compliance. In order
for any exceptions and/or assumptions to be considered they MUST be documented in
Attachment B. The State will not accept additional exceptions and/or assumptions if
submitted after the proposal submission deadline.
11.1.1

This procurement is being conducted in accordance with NRS Chapter 333 and
NAC Chapter 333.

11.1.2

The State reserves the right to alter, amend, or modify any provisions of this RFP,
or to withdraw this RFP, at any time prior to the award of a contract pursuant
hereto, if it is in the best interest of the State to do so.

11.1.3

The State reserves the right to waive informalities and minor irregularities in
proposals received.

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11.1.4

For ease of responding to the RFP, vendors are encouraged to download the RFP
from the Purchasing Division’s website at http://purchasing.state.nv.us.

11.1.5

The failure to separately package and clearly mark Part I B and Part III – which
contains confidential information, trade secrets and/or proprietary information,
shall constitute a complete waiver of any and all claims for damages caused by
release of the information by the State.

11.1.6

Proposals must include any and all proposed terms and conditions, including,
without limitation, written warranties, maintenance/service agreements, license
agreements and lease purchase agreements. The omission of these documents
renders a proposal non-responsive.

11.1.7

The State reserves the right to reject any or all proposals received prior to
contract award (NRS 333.350).

11.1.8

The State shall not be obligated to accept the lowest priced proposal, but will
make an award in the best interests of the State of Nevada after all factors have
been evaluated (NRS 333.335).

11.1.9

Any irregularities or lack of clarity in the RFP should be brought to the
Purchasing Division designee’s attention as soon as possible so that corrective
addenda may be furnished to prospective vendors.

11.1.10 Descriptions on how any and all services and/or equipment will be used to meet
the requirements of this RFP shall be given, in detail, along with any additional
informational documents that are appropriately marked.
11.1.11 Alterations, modifications or variations to a proposal may not be considered
unless authorized by the RFP or by addendum or amendment.
11.1.12 Proposals which appear unrealistic in the terms of technical commitments, lack of
technical competence, or are indicative of failure to comprehend the complexity
and risk of this contract, may be rejected.
11.1.13 Proposals from employees of the State of Nevada will be considered in as much
as they do not conflict with the State Administrative Manual, NRS Chapter 281
and NRS Chapter 284.
11.1.14 Proposals may be withdrawn by written or facsimile notice received prior to the
proposal opening time. Withdrawals received after the proposal opening time
will not be considered except as authorized by NRS 333.350(3).
11.1.15 Prices offered by vendors in their proposals are an irrevocable offer for the term
of the contract and any contract extensions. The awarded vendor agrees to
provide the purchased services at the costs, rates and fees as set forth in their
proposal in response to this RFP. No other costs, rates or fees shall be payable to
the awarded vendor for implementation of their proposal.

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11.1.16 The State is not liable for any costs incurred by vendors prior to entering into a
formal contract. Costs of developing the proposal or any other such expenses
incurred by the vendor in responding to the RFP, are entirely the responsibility of
the vendor, and shall not be reimbursed in any manner by the State.
11.1.17 Proposals submitted per proposal submission requirements become the property
of the State, selection or rejection does not affect this right; proposals will be
returned only at the State’s option and at the vendor’s request and expense. The
masters of the technical proposal, confidential technical proposal, cost proposal
and confidential financial information of each response shall be retained for
official files.
11.1.18 The Nevada Attorney General will not render any type of legal opinion regarding
this transaction.
11.1.19 Any unsuccessful vendor may file an appeal in strict compliance with NRS
333.370 and Chapter 333 of the Nevada Administrative Code.
11.2

CONTRACT TERMS AND CONDITIONS
The information in this section does not need to be returned with the vendor’s proposal.
However, if vendors have any exceptions and/or assumptions to any of the terms and
conditions in this section, they MUST identify in detail their exceptions and/or
assumptions on Attachment B, Technical Proposal Certification of Compliance. In order
for any exceptions and/or assumptions to be considered they MUST be documented in
Attachment B. The State will not accept additional exceptions and/or assumptions if
submitted after the proposal submission deadline.
11.2.1

The awarded vendor will be the sole point of contract responsibility. The State
will look solely to the awarded vendor for the performance of all contractual
obligations which may result from an award based on this RFP, and the awarded
vendor shall not be relieved for the non-performance of any or all subcontractors.

11.2.2

The awarded vendor must maintain, for the duration of its contract, insurance
coverages as set forth in the Insurance Schedule of the contract form appended to
this RFP. Work on the contract shall not begin until after the awarded vendor has
submitted acceptable evidence of the required insurance coverages. Failure to
maintain any required insurance coverage or acceptable alternative method of
insurance will be deemed a breach of contract.

11.2.3

The State will not be liable for Federal, State, or Local excise taxes per NRS
372.325.

11.2.4

Attachment B and Attachment J of this RFP shall constitute an agreement to all
terms and conditions specified in the RFP, except such terms and conditions that
the vendor expressly excludes. Exceptions and assumptions will be taken into
consideration as part of the evaluation process; however, vendors must be
specific. If vendors do not specify any exceptions and/or assumptions at time of
proposal submission, the State will not consider any additional exceptions and/or
assumptions during negotiations.

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11.2.5

The State reserves the right to negotiate final contract terms with any vendor
selected per NAC 333.170. The contract between the parties will consist of the
RFP together with any modifications thereto, and the awarded vendor’s proposal,
together with any modifications and clarifications thereto that are submitted at the
request of the State during the evaluation and negotiation process. In the event of
any conflict or contradiction between or among these documents, the documents
shall control in the following order of precedence: the final executed contract,
any modifications and clarifications to the awarded vendor’s proposal, the RFP,
and the awarded vendor’s proposal. Specific exceptions to this general rule may
be noted in the final executed contract.

11.2.6

Local governments (as defined in NRS 332.015) are intended third party
beneficiaries of any contract resulting from this RFP and any local government
may join or use any contract resulting from this RFP subject to all terms and
conditions thereof pursuant to NRS 332.195. The State is not liable for the
obligations of any local government which joins or uses any contract resulting
from this RFP.

11.2.7

Any person who requests or receives a Federal contract, grant, loan or
cooperative agreement shall file with the using agency a certification that the
person making the declaration has not made, and will not make, any payment
prohibited by subsection (a) of 31 U.S.C. 1352.

11.2.8

Pursuant to NRS Chapter 613 in connection with the performance of work under
this contract, the contractor agrees not to unlawfully discriminate against any
employee or applicant for employment because of race, creed, color, national
origin, sex, sexual orientation or age, including, without limitation, with regard to
employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation,
and selection for training, including, without limitation apprenticeship.
The contractor further agrees to insert this provision in all subcontracts,
hereunder, except subcontracts for standard commercial supplies or raw
materials.

11.3

PROJECT TERMS AND CONDITIONS
The information in this section does not need to be returned with the vendor’s proposal.
However, if vendors have any exceptions and/or assumptions to any of the terms and
conditions in this section, they MUST identify in detail their exceptions and/or
assumptions on Attachment B, Technical Proposal Certification of Compliance. In order
for any exceptions and/or assumptions to be considered they MUST be documented in
Attachment B. The State will not accept additional exceptions and/or assumptions if
submitted after the proposal submission deadline.
11.3.1

Award of Related Contracts
11.3.1.1

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The State may undertake or award supplemental contracts for work
related to this project or any portion thereof. The contractor shall be
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bound to cooperate fully with such other contractors and the State in
all cases.
11.3.1.2

11.3.2

11.3.3

All subcontractors shall be required to abide by this provision as a
condition of the contract between the subcontractor and the prime
contractor.

Products and/or Alternatives
11.3.2.1

The vendor shall not propose an alternative that would require the
State to acquire hardware or software or change processes in order
to function properly on the vendor’s system unless vendor included
a clear description of such proposed alternatives and clearly mark
any descriptive material to show the proposed alternative.

11.3.2.2

An acceptable alternative is one the State considers satisfactory in
meeting the requirements of this RFP.

11.3.2.3

The State, at its sole discretion, will determine if the proposed
alternative meets the intent of the original RFP requirement.

State Owned Property
The awarded vendor shall be responsible for the proper custody and care of any
State owned property furnished by the State for use in connection with the
performance of the contract and will reimburse the State for any loss or damage.

11.3.4

11.3.5

Inspection/Acceptance of Work
11.3.4.1

It is expressly understood and agreed all work done by the
contractor shall be subject to inspection and acceptance by the State.

11.3.4.2

Any progress inspections and approval by the State of any item of
work shall not forfeit the right of the State to require the correction
of any faulty workmanship or material at any time during the course
of the work and warranty period thereafter, although previously
approved by oversight.

11.3.4.3

Nothing contained herein shall relieve the contractor of the
responsibility for proper installation and maintenance of the work,
materials and equipment required under the terms of the contract
until all work has been completed and accepted by the State.

Travel
If travel is required, the following processes must be followed:
11.3.5.1

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All travel must be approved in writing in advance by the
Department.
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11.3.6

11.3.5.2

Requests for reimbursement of travel expenses must be submitted on
the State Claim for Travel Expense Form with original receipts for
all expenses.

11.3.5.3

The travel expense form, with original signatures, must be submitted
with the vendor’s invoice.

11.3.5.4

Vendor will be reimbursed travel expenses and per diem at the rates
allowed for State employees at the time travel occurs.

11.3.5.5

The State is not responsible for payment of any premium, deductible
or assessments on insurance policies purchased by vendor for a
rental vehicle.

Completion of Work
Prior to completion of all work, the contractor shall remove from the premises all
equipment and materials belonging to the contractor. Upon completion of the
work, the contractor shall leave the site in a clean and neat condition satisfactory
to the State.

11.3.7

Right to Publish
11.3.7.1

All requests for the publication or release of any information
pertaining to this RFP and any subsequent contract must be in
writing and sent to the Administrator of DCFS or designee.

11.3.7.2

No announcement concerning the award of a contract as a result of
this RFP can be made without prior written approval of the
Administrator of DCFS or designee.

11.3.7.3

As a result of the selection of the contractor to supply the requested
services, the State is neither endorsing nor suggesting the contractor
is the best or only solution.

11.3.7.4

The contractor shall not use, in its external advertising, marketing
programs, or other promotional efforts, any data, pictures or other
representation of any State facility, except with the specific advance
written authorization of the Administrator of DCFS or designee.

11.3.7.5

Throughout the term of the contract, the contractor must secure the
written approval of the State per Section 11.3.7.2 prior to the release
of any information pertaining to work or activities covered by the
contract.

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12.

SUBMISSION CHECKLIST
This checklist is provided for vendor’s convenience only and identifies documents that must be submitted with each
package in order to be considered responsive. Any proposals received without these requisite documents may be
deemed non-responsive and not considered for contract award.
Part I A– Technical Proposal Submission Requirements

Completed

Required number of Technical Proposals per submission requirements
Tab I

Title Page

Tab II

Table of Contents

Tab III

Vendor Information Sheet

Tab IV

State Documents

Tab V

Attachment B – Technical Proposal Certification of Compliance with Terms and Conditions of RFP

Tab VI

Section 3 – Scope of Work

Tab VII

Section 4 – Company Background and References

Tab VIII

Attachment G – Proposed Staff Resume(s)

Tab IX

Other Information Material
Part I B – Confidential Technical Submission Requirements

Required number of Confidential Technical Proposals per submission requirements
Tab I

Title Page

Tabs

Appropriate tabs and information that cross reference back to the technical proposal
Part II – Cost Proposal Submission Requirements

Required number of Cost Proposals per submission requirements
Tab I

Title Page

Tab II

Cost Proposal

Tab III

Attachment J - Cost Proposal Certification of Compliance with Terms and Conditions of RFP
Part III – Confidential Financial Information Submission Requirements

Required number of Confidential Financial Proposals per submission requirements
Tab I

Title Page

Tab II

Financial Information and Documentation
CDs Required

One (1)

Master CD with the technical and cost proposal contents only

One (1)

Public Records CD with the technical and cost proposal contents only
Reference Questionnaire Reminders

Send out Reference Forms for Vendor (with Part A completed)
Send out Reference Forms for proposed Subcontractors (with Part A completed, if applicable)

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ATTACHMENT A – CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION
Submitted proposals, which are marked “confidential” in their entirety, or those in which a significant portion of the submitted
proposal is marked “confidential” will not be accepted by the State of Nevada. Pursuant to NRS 333.333, only specific parts
of the proposal may be labeled a “trade secret” as defined in NRS 600A.030(5). All proposals are confidential until the
contract is awarded; at which time, both successful and unsuccessful vendors’ technical and cost proposals become public
information.
In accordance with the Submittal Instructions of this RFP, vendors are requested to submit confidential information in separate
binders marked “Part I B Confidential Technical” and “Part III Confidential Financial”.
The State will not be responsible for any information contained within the proposal. Should vendors not comply with the
labeling and packing requirements, proposals will be released as submitted. In the event a governing board acts as the final
authority, there may be public discussion regarding the submitted proposals that will be in an open meeting format, the
proposals will remain confidential.
By signing below, I understand it is my responsibility as the vendor to act in protection of the labeled information and agree to
defend and indemnify the State of Nevada for honoring such designation. I duly realize failure to so act will constitute a
complete waiver and all submitted information will become public information; additionally, failure to label any information
that is released by the State shall constitute a complete waiver of any and all claims for damages caused by the release of the
information.
This proposal contains Confidential Information, Trade Secrets and/or Proprietary information as defined in Section 2
“ACRONYMS/DEFINITIONS.”

Please initial the appropriate response in the boxes below and provide the justification for confidential status.

Part I B – Confidential Technical Information
YES

NO
Justification for Confidential Status

A Public Records CD has been included for the Technical and Cost Proposal
YES

NO
Part III – Confidential Financial Information

YES

NO
Justification for Confidential Status

Company Name
Signature

Print Name

Date
This document must be submitted in Tab IV of vendor’s technical proposal

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ATTACHMENT B – TECHNICAL PROPOSAL CERTIFICATION OF COMPLIANCE
WITH TERMS AND CONDITIONS OF RFP
I have read, understand and agree to comply with all the terms and conditions specified in this Request for
Proposal.
YES

I agree to comply with the terms and conditions specified in this RFP.

NO

I do not agree to comply with the terms and conditions specified in this RFP.

If the exception and/or assumption require a change in the terms in any section of the RFP, the contract,
or any incorporated documents, vendors must provide the specific language that is being proposed in the
tables below. If vendors do not specify in detail any exceptions and/or assumptions at time of proposal
submission, the State will not consider any additional exceptions and/or assumptions during negotiations.

Company Name
Signature

Print Name

Date
Vendors MUST use the following format. Attach additional sheets if necessary.
EXCEPTION SUMMARY FORM

EXCEPTION #

RFP SECTION
NUMBER

RFP
PAGE NUMBER

EXCEPTION
(Complete detail regarding exceptions must be
identified)

ASSUMPTION SUMMARY FORM
ASSUMPTION #

RFP SECTION
NUMBER

RFP
PAGE NUMBER

ASSUMPTION
(Complete detail regarding assumptions must
be identified)

This document must be submitted in Tab V of vendor’s technical proposal
Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 57 of 66

ATTACHMENT C – VENDOR CERTIFICATIONS
Vendor agrees and will comply with the following:
(1) Any and all prices that may be charged under the terms of the contract do not and will not violate any existing federal, State
or municipal laws or regulations concerning discrimination and/or price fixing. The vendor agrees to indemnify, exonerate
and hold the State harmless from liability for any such violation now and throughout the term of the contract.
(2) All proposed capabilities can be demonstrated by the vendor.
(3) The price(s) and amount of this proposal have been arrived at independently and without consultation, communication,
agreement or disclosure with or to any other contractor, vendor or potential vendor.
(4) All proposal terms, including prices, will remain in effect for a minimum of 180 days after the proposal due date. In the case
of the awarded vendor, all proposal terms, including prices, will remain in effect throughout the contract negotiation process.
(5) No attempt has been made at any time to induce any firm or person to refrain from proposing or to submit a proposal higher
than this proposal, or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith
and without collusion.
(6) All conditions and provisions of this RFP are deemed to be accepted by the vendor and incorporated by reference in the
proposal, except such conditions and provisions that the vendor expressly excludes in the proposal. Any exclusion must be
in writing and included in the proposal at the time of submission.
(7) Each vendor must disclose any existing or potential conflict of interest relative to the performance of the contractual services
resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. By
submitting a proposal in response to this RFP, vendors affirm that they have not given, nor intend to give at any time
hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a
public servant or any employee or representative of same, in connection with this procurement. Any attempt to intentionally
or unintentionally conceal or obfuscate a conflict of interest will automatically result in the disqualification of a vendor’s
proposal. An award will not be made where a conflict of interest exists. The State will determine whether a conflict of
interest exists and whether it may reflect negatively on the State’s selection of a vendor. The State reserves the right to
disqualify any vendor on the grounds of actual or apparent conflict of interest.
(8) All employees assigned to the project are authorized to work in this country.
(9) The company has a written equal opportunity policy that does not discriminate in employment practices with regard to race,
color, national origin, physical condition, creed, religion, age, sex, marital status, sexual orientation, developmental disability
or handicap.
(10) The company has a written policy regarding compliance for maintaining a drug-free workplace.
(11) Vendor understands and acknowledges that the representations within their proposal are material and important, and will be
relied on by the State in evaluation of the proposal. Any vendor misrepresentations shall be treated as fraudulent
concealment from the State of the true facts relating to the proposal.
(12) Vendor must certify that any and all subcontractors comply with Sections 7, 8, 9, and 10, above.
(13) The proposal must be signed by the individual(s) legally authorized to bind the vendor per NRS 333.337.

Vendor Company Name
Vendor Signature
Print Name

Date
This document must be submitted in Tab IV of vendor’s technical proposal

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 58 of 66

ATTACHMENT D – CONTRACT FORM
The following State Contract Form is provided as a courtesy to vendors interested in responding to this
RFP. Please review the terms and conditions in this form, as this is the standard contract used by the
State for all services of independent contractors. It is not necessary for vendors to complete the Contract
Form with their proposal.
If exceptions and/or assumptions require a change to the Contract Form, vendors must provide the
specific language that is being proposed on Attachment B, Technical Proposal Certification of
Compliance with Terms and Conditions of RFP.
Please pay particular attention to the insurance requirements, as specified in Paragraph 16 of the
embedded contract and Attachment E, Insurance Schedule for RFP 3016.

Contract Form.doc

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once you have doubled clicked on the icon,
please contact Nevada State Purchasing at
srvpurch@admin.nv.gov for an emailed copy.

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 59 of 66

ATTACHMENT E – INSURANCE SCHEDULE FOR RFP 3016
The following Insurance Schedule is provided as a courtesy to vendors interested in responding to this
RFP. Please review the terms and conditions in the Insurance Schedule, as this is the standard insurance
schedule used by the State for all services of independent contractors.
If exceptions and/or assumptions require a change to the Insurance Schedule, vendors must provide the
specific language that is being proposed on Attachment B, Technical Proposal Certification of
Compliance with Terms and Conditions of RFP.

INSURANCE
SCHEDULE FOR RFP 3016.doc

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once you have doubled clicked on the icon,
please contact Nevada State Purchasing at
srvpurch@admin.nv.gov for an emailed copy.

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 60 of 66

ATTACHMENT F – REFERENCE QUESTIONNAIRE
The State of Nevada, as a part of the RFP process, requires proposing vendors to submit business
references as required within this document. The purpose of these references is to document the
experience relevant to the scope of work and provide assistance in the evaluation process.
INSTRUCTIONS TO PROPOSING VENDOR
1.
2.
3.

Proposing vendor or vendor’s proposed subcontractor MUST complete Part A of the Reference
Questionnaire.
Proposing vendor MUST send the following Reference Questionnaire to EACH business
reference listed for completion of Part B, Part C and Part D.
Business reference is requested to submit the completed Reference Questionnaire via email or
facsimile to:
State of Nevada, Purchasing Division
Subject:
RFP 3016
Attention:
Geoff Landry
Email:
rfpdocs@admin.nv.gov
Fax:
775-684-0188

4.
5.
6.
7.
8.

Please reference the RFP number in the subject line of the email or on the fax.
The completed Reference Questionnaire MUST be received no later than 4:30 PM PT April 23,
2013
Business references are NOT to return the Reference Questionnaire to the Proposer (Vendor).
In addition to the Reference Questionnaire, the State may contact any and all business references
by phone for further clarification, if necessary.
Questions regarding the Reference Questionnaire or process should be directed to the individual
identified on the RFP cover page.
Reference Questionnaires not received, or not complete, may adversely affect the vendor’s score
in the evaluation process.

RFP 3016 Reference Questionnaire.doc

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please contact Nevada State Purchasing at
srvpurch@admin.nv.gov for an emailed copy.

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 61 of 66

ATTACHMENT G – PROPOSED STAFF RESUME

A resume must be completed for all proposed prime contractor staff and proposed subcontractor staff
using the State format.

Proposed Staff
Resume.doc

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srvpurch@admin.nv.gov for an emailed copy.

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 62 of 66

ATTACHMENT H – STATE OF NEVADA REGISTRATION SUBSTITUTE IRS
FORM W-9

The completed form must be included in Tab II, Financial Information and Documentation of the Part III –
Confidential Financial Information proposal submittal.

KTLVEN-05
Registration.doc

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once you have doubled clicked on the icon,
please contact Nevada State Purchasing at
srvpurch@admin.nv.gov for an emailed copy.

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 63 of 66

ATTACHMENT I – COST SCHEDULE

Attachment I - Cost
Schedule.xls

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srvpurch@admin.nv.gov for an emailed copy.

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 64 of 66

ATTACHMENT J – COST PROPOSAL CERTIFICATION OF COMPLIANCE
WITH TERMS AND CONDITIONS OF RFP
I have read, understand and agree to comply with all the terms and conditions specified in this Request for
Proposal.
YES

I agree to comply with the terms and conditions specified in this RFP.

NO

I do not agree to comply with the terms and conditions specified in this RFP.

If the exception and/or assumption require a change in the terms in any section of the RFP, the contract,
or any incorporated documents, vendors must provide the specific language that is being proposed in the
tables below. If vendors do not specify in detail any exceptions and/or assumptions at time of proposal
submission, the State will not consider any additional exceptions and/or assumptions during negotiations.
Note: Only cost exceptions and/or assumptions should be identified on this attachment. Do not restate
the technical exceptions and/or assumptions on this attachment.

Company Name
Signature

Print Name

Date
Vendors MUST use the following format. Attach additional sheets if necessary.
EXCEPTION SUMMARY FORM

EXCEPTION #

RFP SECTION
NUMBER

RFP
PAGE NUMBER

EXCEPTION
(Complete detail regarding exceptions must be
identified)

ASSUMPTION SUMMARY FORM
ASSUMPTION #

RFP SECTION
NUMBER

RFP
PAGE NUMBER

ASSUMPTION
(Complete detail regarding assumptions must
be identified)

This document must be submitted in Tab III of vendor’s cost proposal.

This form MUST NOT be included in the technical proposal.
Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 65 of 66

ATTACHMENT K – FURNISHINGS TO BE PROVIDED BY THE STATE

Facility equipment list
final.xlsx

Management and Maintenance of
Secure Juvenile Correctional Facility

RFP No. 3016

Page 66 of 66

 

 

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