3.0 SCOPE OF WORK 3.1 GENERAL INFORMATION 3.2 VISITATION DAYS OF OPERATION & SCHEDULING VISITATION SCHEDULE DECEMBER VISITATION SCHEDULE

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1 3.0 SCOPE OF WORK 3.1 GENERAL INFORMATION The Mother & Child Visitation Program at the Edna Mahan Correctional Facility for Women consists of a visitation program for children of incarcerated mothers. Provided the mother is housed in the appropriate security level, the children are provided with a specialized visit and activities that include games, arts and crafts, storytelling, and individual bonding time with their mother. The Contractor shall provide pick-up, drop-off, transportation, and visitation aide services for the EMCFW program from all ten (10) locations specified in this contract. The Contractor shall provide transportation for up to ten (10) passengers, not including Contractor staff (driver and aide), to and from all scheduled EMCFW visitation events. 3.2 VISITATION DAYS OF OPERATION & SCHEDULING The program shall operate three (3) days per week on Mondays, Thursday, and Fridays during the months of February through October. The program will also take place during the month of December, consisting of a specialized schedule outlined in Section VISITATION SCHEDULE During the months of February through October, the program sessions operate at the EMCFW from 1:00 p.m. to 3:00 p.m. on Mondays, Thursdays, and Fridays. The Contractor shall develop and adhere to a schedule in order to ensure that the children arrive at the EMCFW from the pick-up location no later than 12:30 p.m. This will allow for sufficient time for all children, approved caregivers, and staff to complete the security screening process at the facility and arrive at the event location by the 1:00 p.m. start time. The larger counties of Camden, Essex, and Mercer will have visits more often due to the number of participants; the smaller counties will have fewer visits. The calendar with the schedule is created no less than 15 days in advance and is created based on location of participating children. Visits are scheduled according to the number of participants within each county and may fluctuate DECEMBER VISITATION SCHEDULE During the month of December, the EMCFW holds special visitation events on the Monday, Wednesday, and Thursday of the second week of December. These events involve a larger group of inmates and their children participating, resulting in the need for the EMCFW to arrange and pay for larger bus transportation to these special events. The large bus transportation to these events falls outside the scope of this contract and is not the responsibility of the awarded Contractor. However, the Contractor shall be required to transport a group of no more than ten (10) children from smaller outlying counties if the number of children from the small counties does not warrant a pick-up from the larger bus service. The responsibilities of the Contractor and the cost to the EMCFW during these December events would be the same as the normally scheduled events. These special events shall require the Contractor to adjust the transportation schedule and pickup/drop-off locations if needed by the EMCFW. Within one month of the December special events, the EMCFW will notify the Contractor of the counties for which transportation is required during the month of December and the schedule of these events. 3.3 PICK-UP LOCATIONS AND FACILITIES The pick-up and transportation services shall be provided to children in ten (10) counties throughout New Jersey. The Contractor shall provide complete services as directed by this contract to all ten (10) counties. The ten (10) counties where pick-ups and drop-offs will be located are as follows: Bergen County Camden County

2 Essex County Hudson County Mercer County Middlesex County Monmouth County Morris County Passaic County Union County There shall be one location pick-up per visit day except for Union County, which will have two sites (Elizabeth and Plainfield) done on the same day PICK-UP FACILITIES The Contractor shall ensure that it has DOC approved facilities in each of the ten (10) designated counties to serve as the pick-up and drop-off locations for the children. In the event of inclement weather, shelter shall be provided for the program participants and caregivers at the facility while awaiting the transportation service to commence. The facility must be a specified location that is protected from the elements. The Contractor shall ensure that staff is present at the designated locations on assigned days to serve as a point of contact for communication with EMCFW program staff if necessary PICK-UP SECURITY The EMCFW will provide the Contractor with the names of the children and any caregiver approved to accompany a child on the trip. Before each scheduled event, the EMCFW will provide the Contractor with a list of approved names that include the following: Inmate Name, Child Name, Escort Name (if applicable), and County. These approved children and caregivers only are allowed to board the van and attend the event. The EMCFW will only allow up to ten (10) visitors per event, including the children and any caregivers. The ten (10) passengers allowed per visit do not include Contractor s staff (driver and aide). It is the Contractor s responsibility to ensure that the child and caregiver s names are on the approved list provided by the EMCFW. Should a caregiver present at the time of pick-up not be listed on the approval list, the Contractor is not to allow them in the van. The Contractor should contact the State Contract Manager immediately for additional direction if necessary. Caregivers are required for children under the age of four (4) years old and must be from the inmate s approved visit list. Only female caregivers will be approved to attend the event. The Contractor shall not allow any male caregiver entry to the van. One (1) escort per family is permitted, with the exception being that two (2) escorts may be approved if the children are living in separate households. All caregivers escorting children on the trip must be on the approved EMCFW attendance list. If a child under the age of four (4) years old is accompanied by a caregiver that is not on the approved EMCFW attendance list, then the Contractor must contact EMCFW immediately to receive instruction on how to proceed. 3.4 CONTRACTOR RESPONSIBILITIES CARE AND SUPERVISION OF PARTICIPANTS The Contractor shall be responsible for the care, safety, and supervision of all children and caregiver participants at all times during the transportation and facility visit. The Contractor shall assign, at a minimum, two (2) staff to the program. At least one (1) staff member must be female for all visitation events. Contractor staff shall include a driver and an aide. Substitute staff must be available to fulfill duties of the driver or aide in the absence of these primary staff. The driver, aide, and all substitute staff shall be required to submit to, and pass, a criminal background check 2

3 conducted by the NJDOC Special Investigations Division. In addition, all Contractor staff must have a valid driver s license. Contractor staff members will be issued a temporary identification card that must be worn visibly at all times while at EMCFW. Only staff and substitute staff who have passed the criminal background check, and have been approved by EMCFW, will be issued an identification card allowing them to accompany the children on the trip and enter the EMCFW. In most instances, children will be unaccompanied by their caregiver on the vehicle and at the correctional facility. The Contractor shall provide an aide to be present during the transportation and at the EMCFW event to assist and supervise the children. At least one (1) of the Contractor s approved staff must escort the children and caregivers at all times while on grounds at the EMCFW. This includes accompanying and assisting the children through the security check point, traveling with the children and caregivers to the event location, and remaining present during the event at all times. The driver may leave the EMCFW grounds once the event commences; however, the driver must return to the facility no later than 2:45 p.m. to prepare for the transportation back to the Contractor s designated drop off facility DRESS CODE The Contractor s staff must ensure that the children, caregivers, and staff follow the visitor dress code. The EMCFW visitor dress code can be found at the NJDOC web site at: MONITORING RESPONSIBILITIES The Contractor staff shall monitor the conduct of the children and caregiver at all times while on the bus and on the grounds of the EMCFW. Contractor staff shall respond to inappropriate conduct of the children or caregivers to appropriately rectify any incident, as it may occur. The Contractor shall notify the EMCFW staff of an accident or medical emergency as soon as possible after the accident or emergency occurs. An EMCFW incident report shall be completed and forwarded to the EMCFW State Contract Manager within one (1) business day of the accident, incident, or emergency occurrence. On the day of each scheduled visit, all participants will proceed as a group to the event location and shall be accompanied by the Contractor staff. At times, participants will walk a short distance outdoors from the security check point to the visit location. The EMCFW Social Services Department staff member will be waiting at a designated location to meet the participants. There will be occasions when visits will be managed in two locations at the facility. On such occasions, an EMCFW social worker will be assigned to each event location, and the Contractor staff will be requested to accompany the participants in the larger of the two visits scheduled, or the visit deemed to require additional support by the EMCFW ACCIDENT & MEDICAL EMERGENCY REPORTING Reporting for accidents that occur at pick-up, during transportation to or from EMCFW, and at dropoff is the responsibility of the Contractor. Reporting for accidents that occur while the vehicle and visitors are on EMCFW grounds is the responsibility of the EMCFW Social Services Department. The Contractor s sequence of reporting shall be as follows: 3

4 1. Police; 2. The Contractor s chain of command; 3. EMCFW State Contract Manager; 4. Child s guardian or caretaker; and 5. Contractor s insurance company. The Contractor shall complete an EMCFW incident report and submit the report to the State Contract Manager within one (1) business day of the accident or emergency occurrence. The EMCFW shall follow the institution s accident and incident reporting Internal Management Procedure for the reporting of an accident or medical emergency that occurs with the visitors, escorts, driver, or aide while on EMCFW grounds. A copy of the incident report shall be provided to the Contractor s management COMMUNICATION The Contractor must provide the EMCFW State Contract Manager with the contact information at each designated site in order to communicate vital program notifications. Such vital notifications may include the cancellation or delay of a scheduled event due to inclement weather, facility lockdown, or an unforeseen circumstance; as well as a revision to the approved child and caregiver participant list. A cell phone, paid for by the Contractor, shall also be available to the staff at all times on the vehicle in order for the EMCFW staff to reach them during transport. The EMCFW will notify the Contractor as well as caregivers or guardians in advance of any delay or cancellation of scheduled events. If an event is forced to be cancelled on less than three (3) hour notice and the Contractor has already mobilized then the Contractor may request and will be entitled to full payment for the event trip. Lunch is provided by the EMCFW for the children, caregivers, and Contractor staff members attending the event. The Contractor staff shall notify the EMCFW staff of the count of the number of children, caregivers, and Contractor staff requiring a lunch within one (1) hour of arriving at the facility to ensure sufficient time for lunch preparation. No food or drink items are permitted to be carried into the facility SECURITY TRAINING The Contractor s primary and substitute staff will be required to attend annual security training provided by the NJDOC prior to commencing work on the project. Each training session will address safety and security protocol, and institutional procedures. The State Contract Manager will inform the Contractor of the training requirements with reasonable notice, as these requirements are identified. Once trained, all staff must ensure that they, the children, and the caregivers adhere to the security rules of the EMCFW when present at the facility. If the Contractor wishes to hire new employees during the term of this contract, then the Contractor must contact the State Contract Manager at EMCFW for background checks and the subsequent scheduling of training for any and all new hires. If this contract is extended for additional years then additional annual training shall also be required. All drivers and substitute drivers will be required to possess a valid New Jersey Commercial Driver s License (CDL) and passenger endorsement for class and type of Contractor vehicle to be operated. This CDL license must be issued by the New Jersey Motor Vehicle Commission CAR SEATS 4

5 The Contractor staff must ensure that the appropriate car seats are provided by the caregiver for those children who are required by New Jersey law to be in a car seat during transport. It is the responsibility of the caregiver to provide any necessary car seat(s). Contractor staff must ensure that all car seats are correctly installed and positioned by the caregiver before leaving the pick-up location. It is the responsibility of the Contractor to ensure that all passengers are safely and lawfully traveling during all trips to and from the facility LOCK BOX The Contractor must provide a secure lock box for storing items that the visitors choose to leave in the vehicle. The lock box key shall be kept by the staff member escorting the children to the visit inside the facility. At no time shall a staff member who does not attend the mother and child visitation have possession of the lock box key. 3.5 EMCFW SOCIAL WORKER On the day of each scheduled visit, an EMCFW Social Services Department social worker will be assigned to manage the overall visit process. The EMCFW social worker will assist the Contractor s staff in the accompaniment of all program participants as they navigate from one location of the EMCFW institution to another. The EMCFW social worker will also be present at the event location for the duration of the visit. The social worker will assist the Contractor s staff in ensuring the care, safety, and supervision of all children and caregiver participants. The social worker will serve as the direct contract liaison to address any matters that may require EMCFW Social Services supervisor, administration, and/or custody attention or consultation. 3.6 PRISON RAPE ELIMINATION ACT OF 2003 (PREA) 42 U.S.C , ET SEQ. The EMCFW shall ensure that all Contractor staff that will have contact with inmates has been trained on their responsibility under the NJDOC s Sexual Abuse and Sexual Harassment Prevention, Detection, and Response Policies and Procedures. All Contractor staff that has contact with inmates shall be notified of the NJDOC s zero-tolerance policy regarding sexual abuse and sexual harassment and informed how to report sexual abuse. Upon completion of the training, the Contractor s staff shall review and sign the PREA Contractor Receipt Form confirming they understand the training they have received. Said document shall be forwarded to the EMCFW Social Services Department to be maintained in compliance with PREA Standard: PRICING The NJDOC anticipates that approximately 120 round trips will occur annually. However, the actual number of trips may be lower or higher, depending NJDOC scheduling requirements. Pricing shall be all inclusive and on a per round trip basis. 3.8 CONTRACT TERM AND EXTENSION OPTION The term of the contract shall be for a period of three years, commencing on January 1, 2016 and ending on December 31, The contract may be extended for all or part of two (2) one year periods, by the mutual written consent of the contractor and the NJDOC. The contract extension shall be under the same terms, conditions, and pricing in effect on December 31,

6 4.0 Forms and DOCUMENTS REQUIRED before contract award The successful bidder shall be required to comply with the following forms requirements after contract award. Forms and documents will be provided by the NJDOC Procurement Office. 4.1 MACBRIDE PRINCIPLES CERTIFICATION The bidder must certify pursuant to N.J.S.A. 52: that it is in compliance with the MacBride principles of nondiscrimination in employment as set forth in N.J.S.A. 52:18A-89.5 and in conformance with the United Kingdom s Fair Employment (Northern Ireland) Act of 1989, and permit independent monitoring of their compliance with those principles. Please refer to Section 2.5 of the State of NJ Standard Terms and Conditions and N.J.S.A. 52: for additional information about the McBride principles. 4.2 OWNERSHIP DISCLOSURE FORM Pursuant to N.J.S.A. 52: , in the event the bidder is a corporation, partnership or sole proprietorship, the bidder must complete the attached Ownership Disclosure Form. A current completed Ownership Disclosure Form must be received prior to or accompany the proposal. Failure to submit the form will preclude the award of a contract. 4.3 CERTIFICATION OF NON-INVOLVEMENT IN PROHIBITED ACTIVITIES IN IRAN Pursuant to N.J.S.A. 52:32-58, the bidder must certify that neither the bidder, nor one of its parents, subsidiaries, and/or affiliates (as defined in N.J.S.A. 52:32-56(e)(3)), is listed on the Department of the Treasury s List of Persons or Entities Engaging in Prohibited Investment Activities in Iran and that neither is involved in any of the investment activities set forth in N.J.S.A. 52:32-56(f). If the bidder is unable to so certify, the bidder shall provide a detailed and precise description of such activities. 4.4 DISCLOSURE OF INVESTIGATIONS AND ACTIONS INVOLVING BIDDER The bidder shall provide a detailed description of any investigation, litigation, including administrative complaints or other administrative proceedings, involving any public sector clients during the past five (5) years including the nature and status of the investigation, and, for any litigation, the caption of the action, a brief description of the action, the date of inception, current status, and, if applicable, disposition. The bidder shall use the Disclosure of Investigations and Actions Involving Bidder form for this purpose. 4.5 BUSINESS REGISTRATION In accordance with N.J.S.A. 52:32-44(b), a bidder and its named subcontractors must have a valid Business Registration Certificate ( BRC ) issued by the Department of Treasury, Division of Revenue prior to the award of a contract. To facilitate the proposal evaluation and contract award process, the bidder should submit a copy of its valid BRC and those of any named subcontractors with its proposal. Refer to Section 2.1 of the State of NJ Standard Terms and Conditions. Any bidder, inclusive of any named subcontractors, who does not have a valid business registration at the time of the proposal submission opening or whose BRC was revoked prior to the submission of the proposal should proceed immediately to register its business or seek re-instatement of a revoked BRC. Bidders are cautioned that it may require a significant amount of time to secure the re-instatement of a revoked BRC. The process can require actions by both the Division of Revenue and the Division of Taxation. For this reason, a bidder s early attention to this requirement is highly recommended. The bidder and its named subcontractors may register with the Division of Revenue, obtain a copy of an existing BRC or obtain information necessary to seek re-instatement of a revoked BRC online at A bidder otherwise identified by the Division as a responsive and responsible bidder, inclusive of any named subcontractors, but that was not business registered at the time of submission of its proposal must be so registered and in possession of a valid BRC by a deadline to be specified in writing by the Division. A bidder who fails to comply with this requirement by the deadline specified by the Division will be deemed ineligible for contract award. Under any circumstance, the Division will rely upon information available from computerized 6

7 systems maintained by the State as a basis to verify independently compliance with the requirement for business registration. A bidder receiving a contract award as a result of this procurement and any subcontractors named by that bidder will be required to maintain a valid business registration with the Division of Revenue for the duration of the executed contract, inclusive of any contract extensions. 4.6 REQUIREMENTS OF PUBLIC LAW 2005, CHAPTER 51, N.J.S.A. 19:44A N.J.S.A. 19:44A (FORMERLY EXECUTIVE ORDER NO. 134) AND EXECUTIVE ORDER NO. 117 (2008) a) The State shall not enter into a contract to procure from any Business Entity services or any material, supplies or equipment, or to acquire, sell or lease any land or building, where the value of the transaction exceeds $17,500, if that Business Entity has solicited or made any contribution of money, or pledge of contribution, including in-kind contributions, to a candidate committee and/or election fund of any candidate for or holder of the public office of Governor or Lieutenant Governor, to any State, county, municipal political party committee, or to any legislative leadership committee during certain specified time periods b) Prior to awarding any contract or agreement to any Business Entity, the Business Entity proposed as the intended awardee of the contract shall submit the Certification and Disclosure form, certifying that no contributions prohibited by either Chapter 51 or Executive Order No. 117 have been made by the Business Entity and reporting all contributions the Business Entity made during the preceding four years to any political organization organized under 26 U.S.C.527 of the Internal Revenue Code that also meets the definition of a continuing political committee within the means of N.J.S.A. 19:44A-3(n) and N.J.A.C. 19: The required form and instructions, available for review on the Division s website at shall be provided to the intended awardee for completion and submission to the Division with the Notice of Intent to Award. Upon receipt of a Notice of Intent to Award a Contract, the intended awardee shall submit to the Division, in care of the Division Procurement Specialist, the Certification and Disclosure(s) within five (5) business days of the State s request. Failure to submit the required forms will preclude award of a contract under this RFP, as well as future contract opportunities. c) Further, the Contractor is required, on a continuing basis, to report any contributions it makes during the term of the contract, and any extension(s) thereof, at the time any such contribution is made. The required form and instructions, available for review on the Division s website at shall be provided to the intended awardee with the Notice of Intent to Award. 4.7 AFFIRMATIVE ACTION The intended awardee must submit a copy of a New Jersey Certificate of Employee Information Report, or a copy of Federal Letter of Approval verifying it is operating under a federally approved or sanctioned Affirmative Action program. Intended awardee(s) not in possession of either a New Jersey Certificate of Employee Information Report or a Federal Letter of Approval must complete the Affirmative Action Employee Information Report (AA-302) located on the web at NEW JERSEY BUSINESS ETHICS GUIDE CERTIFICATION The Treasurer has established a business ethics guide to be followed by State contractors in their dealings with the State. The guide provides further information about compliance with Section 2.8 of the State of New Jersey Standard Terms and Conditions. The guide can be found at: BY SIGNING THE REQUEST FOR PROPOSAL PAGE, the bidder is automatically certifying that it has read the guide, understands its provisions and is in compliance with its provisions. 4.9 NON-COLLUSION 7

8 BY SIGNING THE REQUEST FOR PROPOSAL PAGE, the bidder certifies as follows: a. The price(s) and amount of its proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. b. Neither the price(s) nor the amount of its proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before proposal submission. c. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal. d. The proposal of the firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal. e. The bidder, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by state or federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract. 8