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CLOSED - Request for Proposals: Coordinator of Jail Standards


Posted Date: 
July 11, 2014
Contact: 
Jim Muskovich, MACo JPA/JPIA Loss Control Specialist

Download RFP in PDF Format

I.Introduction

The Montana Association of Counties is requesting proposals from qualified entities or individuals coordinate activities associated with the Montana Jail Standards in an advisory function. Compensation for the position will be commensurate with the proposer’s qualifications, experience, and education.

 

II.Description of Locations

The Coordinator will travel to County Detention Centers throughout the State of Montana, attend meetings at various locations throughout the State, and will conduct work at the Coordinator’s place of business.

 

III.Requirement and Scope of Work

The service provider, or individual, will be expected to provide a full range of service. These services include but are not limited to:

  • Coordinating Detention Center PEER Reviews,
  • Generating status reports and updates,
  • Providing County Commissioners, Sheriff, and staff with appropriate training
  • Assisting in the updating of Detention Center Policy and Procedure,
  • Providing written updates to the Montana Association of Counties through the Jail Advisory Panel, and
  • Assisting in the update of PEER Reviewer training criteria

More specific, but general in nature, descriptions of the requirements for each of the above noted services are outlined in Appendix B.

The coordinator must demonstrate the ability to deliver very competitive rates for the above noted services. This would be evidenced in part by submitted document templates and documented submittal procedures which will ensure that the Montana Association of Counties obtains the best value for the services requested. The Montana Association of Counties wishes to be billed on a monthly basis. The Montana Association of Counties will entertain risk sharing proposals which offer additional cost savings on actual services.

Of particular interest to the Montana Association of Counties is the ability of the coordinator to demonstrate pro-active management of Montana Association of Counties assets by assisting in the development of annual update and specialty projects with appropriate budgets. Further, the Montana Association of Counties seeks a coordinator capable of providing project coordination support for more complex projects. Demonstrated familiarity with correctional facilities and operation techniques and materials is essential.

Proposers must submit evidence that the applicant can satisfy the following requirements:

  1. ability to provide the necessary expertise and resources to satisfactorily complete the contract through either
  2. a government or private sector contract of the type and size described in this request for proposal and have satisfactorily completion of the contract, and / or
  3. prior employment in the type of service being proposed with references as to their satisfactory performance
  4. a B.A. degree in Criminal Justice with a minimum of 3 years of experience or 5 years of experience in a correctional environment
  5. proof of required insurances including Errors & Omissions, general liability, workers’ compensation, and auto naming the Montana Association of Counties as an additionally insured
  6. working knowledge of the Montana Jail Standards
  7. ability to utilize Microsoft Office products
  8. ability to meet deadlines for project completion
  9. maintain own transportation
  10. ability to travel to site locations

The Montana Association of Counties expects to enter into a contract beginning September 1, 2014 through August 31, 2015, subject to a semi-annual evaluation of the coordinator’s performance. In the contract the Montana Association of Counties will reserve the right to terminate coordinator services due to lack of performance measured by the Jail Advisory Panel or for any other suitable reason.

 

IV.General Provisions

The Montana Association of Counties reserves the right to reject any or all proposals for any reason or to accept any proposal in whole or in part on the basis of proposals received, which the Montana Association of Counties in its sole unrestricted discretion deems most advantageous to itself. The lowest cost proposal may not necessarily be accepted. The proposer acknowledges the Montana Association of Counties’ rights under this clause and absolutely waives any right of action against the Montana Association of Counties concerning the Montana Association of Counties’ failure to accept its proposal or any proposal whether such right of action arises in contract, negligence, bad faith or any other cause of action. The acceptance of any proposal is subject to budget funds being available, as well as the approval of the Montana Association of Counties Board of Directors or alternatively the employee of the Montana Association of Counties having authority to accept the proposal.

The Montana Association of Counties makes no representation or warranty; either expressed or implied, with respect to the accuracy or completeness of any information contained or referred to in this Request for Proposal. Each proposer is solely responsible to ensure that they have obtained and considered all information necessary to understand the requirements of the Request for Proposal and to prepare and submit their proposal. The Montana Association of Counties will not be responsible for any loss, damages or expenses incurred by a proponent as a result of any inaccuracy or incompleteness in this Request for Proposal, or as a result of any misunderstanding or misinterpretation of the terms of this Request for Proposal by any proposer.

Unless otherwise requested in writing, a proposer must not contact or communicate with any elected or appointed officer or employee of the Montana Association of Counties other than Mr. Jim Muskovich, Loss Control Specialist in relation to the proposal prior to the award of such proposal as outlined herein. Any such communication will result in disqualification of the proposal from further consideration.

Proposals may be withdrawn before the closing time and date noted herein, provided that notice to withdraw is received by the designated Montana Association of Counties contact person noted herein, at least 24 hours prior to the closing time and date. A facsimile of notice to withdraw will be accepted if sent to 406-442-5238 to the attention of Mr. Jim Muskovich. Proposals are irrevocable after the closing time and date.

Proposals must remain valid for sixty (60) days following the closing time and date.

 

V.Proposal Submission

Proposers must submit the following documents in the following order – proposals will be evaluated in part on adhering to these instructions:

  1. Cover letter indicating your understanding of the requirements of the Request for Proposal and identifying the primary contact for the contract. The letter must be signed by an authorized company representative.
  1. Resume of the contract manager including name, contact information, years of experience, specific technical qualifications and three recent contract references.
  1. At least three recent references from similar sized/type clients including current contact information. Outline for each client:
  • Type of service provided
  • Number of years services have been provided
  • Number of beds per facility(s)
  • Age of facility(s)
  • Approximate annual cost of services provided
  1. At least two examples of special projects (i.e.: Development of programs, policy, and/or procedure) completed in the last five years:
  • Type of project
  • Original budget and final cost
  • Name and contact information of the client
  1. Copy of standard tender template and tendering procedure.
  • Estimates of cost for the following services for the first year (quote prices separately for each component shown):
  • Coordinating Detention Center PEER Reviews,
  • Generating status reports and updates,
  • Providing County Commissioners, Sheriff, and staff with appropriate training based on the PEER Review recommendations
  • Assisting in the updating of Detention Center Policy and Procedure,
  • Providing written updates to Jail Advisory Panel members, and
    • Assisting in the update of PEER Reviewer training criteria
  1. Fee proposal (quote prices separately for each component shown):
  • 2014 / 2015 – Coordinator Services (i.e.: anticipated hours required to provide service, hourly rate, etc…)
  1. A brief description of your proposed billing process.

 

VI.Proposal Evaluation:

Proposals in sealed envelopes marked “Coordinator of Jail Standards” will be received at:

Montana Association of Counties

2715 Skyway Drive, Ste. A Helena, MT 59602

up to 5:00 p.m., September 20th, 2014.

Any proposal received after this time will not be considered. Faxed responses will not be accepted.

Proposals will be evaluated generally as follows:

Quality/Completeness of Proposal Submission                            5%
Coordinator Experience                                                             10%
Special Projects                                                                           5%
Overall Service Provision                                                            30%
(references/scope of services/procedures)
Fee proposal                                                                              50%

100%                                                         

 

VII.Additional Information

For any additional information regarding this proposal request, please contact Jim Muskovich, Loss Control Specialist at (406) 449-4370.

 


 

APPENDIX B

REQUEST FOR PROPOSALS

COORDINATOR OF JAIL STANDARDS DESCRIPTION OF SERVICES

 

PEER Review Coordination

Includes monthly scheduling of Detention Center PEER Reviews:

Detention Center PEER Reviews: Completed every three (3) years at County Detention Centers throughout the State of Montana. Peer Reviews are to be conducted by a qualified and trained base group of Detention Center staff provided by participating Counties on a voluntary basis. PEER Reviews base the inspections / reviews of the Montana Jail Standards. PEER Reviewers will follow the Montana Jail Standards in accessing Detention Center compliance. Scheduling will take place with the County Sheriff and Detention Center staff. Findings will be presented to Sheriff, Detention Center staff, and County Commissioners by PEER Review team.

PEER Review Panel Update: minimum of one formal report per month of all locations reviewed.

 

Generating Status Reports and Updates

The coordinator will provide the Jail Standards Panel with written reports detailing completion of tasks recommended by the Panel. In addition, written schedules and expected services to be provided.

 

Assisting in Updating of Detention Center Policy and Procedure

Includes the review of County Detention Center policy and procedure, ongoing knowledge of legislative changes / updates, and national standards related to policies and procedures.

 

Providing Updates to the Jail Advisory Panel

Includes the submission of written reports and updates, status of ongoing projects, and detailed billing invoices delineating services provided each month.

 

Assisting in Updating of PEER Reviewer Training Criteria

Includes the review and updating of PEER Reviewer training criteria, assisting in the generation of new updates for the training, and monitoring of training conducted for PEER Reviewers.

 

Other Fee Related Services

Special Projects

Includes assistance with more complex tasks such as creating training topics and criteria for Detention Center staff. Includes providing assistance with project development, costing and supervision. These services would be negotiated separately from the coordinator services above.

 

Click Here to Download RFP in PDF Format

Jim Muskovich | (406) 449-4370 | jmuskovich@mtcounties.org