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Bidders Conference


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									                          Secure ALP Bidders’ Conference
                                September 21, 2009
                                  Worcester, MA

                                Questions and Answers

Q: Is the submittal of a transportation program mandatory for bidders?
A: No.

Q: Has EOPSS changed their philosophy from „transportation as a municipal/police
   responsibility‟ to „transportation is an ALP responsibility‟?
A: No.

Q: Page 6 cites the Juvenile Accountability Block Grant (JABG) Performance Measures that
   these grants will have to report on to EOPSS. Are these appropriate for the short-term non-
   treatment nature of an Alternative Lock-up Program?
A: Some of the performance measures listed in the AGF would not be applicable. The
   required performance measures will be:
   1. Number of program youth served.
   2. Percentage of program youth completing program requirements.

Q: Since these programs can be somewhat difficult to site in short periods of time, with limited
   financial assistance from the contract (for a secured location): Are there any EOPSS or
   contract funds available for build-out, security costs, etc. for new sites?
A: The JABG grant allows funds to be spent for construction, but requires a dollar for
   dollar cash match.

Q: What if a program, through no fault of its own, cannot obtain, renovate and open a site by
    January 1, 2010 in a particular region?
A: It is unlikely the program will be offered an award if they are not able to show the ability
    to open on time.

Q: What siting assistance can EOPSS give to programs trying to locate in neighborhoods? For
   example, will EOPSS staff attend neighborhood meetings to explain the programs? Or will
   EOPSS attend legislative meetings if legislators have questions about the program, model,
   services, clients, funding, etc.?
A: EOPSS will not offer any assistance prior to the award decisions and prefers that all
   such matters be resolved prior to the offer of an award. However, in limited
   circumstances, after notice of an award, such assistance may be available.

Q: Is there any flexibility to the required 10% Agency match?
A: No.

Q: Is there any way this contract can be changed from Cost Reimbursement?
A: No.

Q: The Award period is listed as one year. Are there extensions or roll overs planned for
   subsequent years or will it go out to competitive re-bidding?
A: This has yet to be determined.

Q: Can staff supervision costs and other QA services that are covered by existing state grants be
   used to meet the match requirements?
A: If the supervisor is already elsewhere in your agency's budget but will actively dedicate
   a set proportion of his/her time to supervise the ALP project, then that proportion of
   the supervisor's time (i.e., the cost of it) may be counted as a cash match. You can wish
   to consult the JABG Program Guidance 2007
   http://www.ojjdp.ncjrs.gov/jabg/files/2007_jabg_guidance_manual.pdf to clarify the
   sources of funding that may be used to pay for match.

Q: Can kids be housed in the same building with separate entrance/exit as adults if separated?
A: Only if the program meets all pertinent state and federal sight and sound separation

Q: Can the program house girls and boys in same building?
A: Yes.

Q: What is expected day-to-day for kids from Friday through Monday morning? Or any period
   of time they are with us?
A: There should be safe and secure detention that meets the DEEC requirements and grant

Q: Can kids go outside?
A: Yes, if it is a safe and secure area. Additionally, the program must comply with all
   DEEC requirements, grant conditions, and sight and sound separation requirements of
   the Office Juvenile Justice and Delinquency Prevention.

Q: Are we expected to provide clothing for the kids?
A: Yes. For the length of their stay clothing must be available. Clothing may include items
   such as sweat pants, T shirts, and other necessary clothing and products. If appropriate,
   they may be washed and re-used.

Q: On average, what is the anticipated daily census?
A: Most regions do not average more than 2-3 youth per day. Weekends tend to have
   higher numbers.

Q: When kids are picked up from other locations, are they handcuffed?
A: Law enforcement agencies are responsible for transportation. The answer to this
   question depends on the practice of the respective law enforcement agency.

Q: Is the facility expected to be locked or staff secured?
A: A locked facility is preferred, although, staff secure facilities are not ruled out.

Q: What happens if a youth runs away? Who must be notified?
A: The police and the parent/guardian must be notified immediately. EOPSS must also be
   notified as soon as possible.

Q: What documentation, if any, is required when kids are at the site?
A: The program must maintain intake forms and records that include, but are not limited
   to, the following: identifying information (e.g., name, DOB, race, home address,
   charges), the day and time that the youth arrived at and left the facility and the police
   department that the youth came from.

Q: What happens if staff is en route to pick up a kid and the program receives another call?
   What response time is required?
A: Only law enforcement agencies will be involved in transportation. A law enforcement
   agency that applies to operate both an ALP facility and a transportation program
   should maintain staffing levels that that allow all youth to be picked up and removed
   from police detention within the mandatory six hour limit.

Q: Will staff be required to complete 80 hours of DYS mandated training?
A: The nature and extent of training for staff must comply with DEEC requirements to
   operate as a temporary shelter program.

Q: Are staff expected to utilize restraints when needed?
A: Only when necessary. The program should have a restraint policy that complies with
   state and federal regulations.

Q: The match formula works out to 11% not 10% as noted in the AGF, please clarify?
A: The grantees’ match is 10% of the total project cost. The instruction in the AGF as to
   how to calculate match is accurate. Another way to arrive at the same number is to look
   at the total project cost. For example, if the total project cost is $300,000, the required
   match is at least 10% or $30,000 and the federal share is up to 90% or $270,000.

Q: Can you clarify if “hard cash” or an “in kind match” is required?
A: The match must be hard cash.

Q: Can an ALP youth be placed with non ALP youth?
A: Yes.

Q: If kids come into the ALP with psychiatric medicine, are there expectations to have a
   psychiatrist or medical personnel on staff?
A: ALPs are expected to comply with DEEC requirements.

Q: Page 5 of the AGF has a section about “critical elements.” Regarding transportation, have
   there been any fundamental changes from prior years?
A: No.

Q: Can an ALP youth be placed in a Department of Children and Families (DCF) program bed?
A: Secure ALP beds should be in a locked facility or, at the least, a staff secure facility that
   meets all the above described requirements.

Q: The AGF notes providers must adhere to the 6 bed minimum requirement, would it be
   permissible if 3 of the 6 beds were in close proximity to each other or must they be in the
   same building?
A: An exception to the six bed minimum will be allowed for Secure ALP beds that are
   located within a larger operating and licensed juvenile detention facility.

Q: If a provider is unable to get the DEEC licensing within 90 days, should the program still
A: Consult the DEEC regulations and/or the DEEC regarding licensing requirements to
   determine what, if any, alterations or changes must be made to the existing program for
   licensure. Then the program must determine if such changes or alterations are feasible
   within the required time period.


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