Mecklenburg County Juvenile Crime Prevention Council Request for Proposals - Fiscal Year 2015-2016 The Mecklenburg County Juvenile Crime Prevention Council (JCPC) has studied the risk factors and needs of Juvenile Court involved youth in the county and hereby publishes this Request for Proposals. The Council seeks proposals for community-based programs targeting delinquent or gang-involved youth (ages 6-17), undisciplined youth, or those youth at highest risk of juvenile court involvement. Contingent upon funding availability, grants will be awarded to nonprofit and governmental applicants providing service consistent with the Mecklenburg County JCPC annual plan. 1) Introduction and JCPC Overview As provided in General Statute 143B-845 852, it is the intent of the General Assembly to develop community-based alternatives to youth development centers and to provide community-based delinquency and substance abuse prevention strategies and programs and that the General Assembly intends to provide non-institutional disposition alternatives that will protect the community and juveniles. These programs and services are to be planned at the local level by local Juvenile Crime Prevention Councils (JCPCs) in partnership with the state. Each year, NC JCPCs are required to conduct a planning process that includes a data review of the needs of juveniles in the county who are at risk of delinquency or who have been adjudicated undisciplined or delinquent and review the resources available to address those needs. [In Mecklenburg County this analysis is performed by the JCPC s Risk and Needs Committee.] These data are available from P. Scott Stoker, JCPC Area Consultant. The data for 2013-14 reveal several significant trends. These trends in Mecklenburg County include: Youth regularly associating with those involved with delinquency, 4+ undisciplined/delinquency referrals, serious problems in school, academic functioning below grade level, and marginal parenting/supervision. Moreover, data from the county continue to demonstrate an overrepresentation of youth of color. The NC JCPCs then prioritize community risk factors for youth, for families, and for the community and determine the services needed to address those problem areas. The Councils develop and advertise a request for proposal (RFP) process and submit a written plan of action for the expenditure of juvenile sanction and prevention funds to the board of county commissioners for its approval. In addition, the JCPCs monitor and evaluate the performance of programs for juveniles and the services they provide, work to increase public awareness of the causes of delinquency and of strategies to reduce the problem, Meck. Co. JCPC RFP 2015/16; p. 1
develop strategies to intervene and appropriately respond to and treat the needs of juveniles at risk of delinquency and provide funds for services for treatment, counseling, or rehabilitation for juveniles and their families. The Mecklenburg County JCPC is a statutorily authorized advisory board charged with: reviewing the needs of juveniles who commit delinquent acts or are at-risk of becoming court-involved, assessing local service needs, and presenting an annual service proposal to the BOCC. The JCPC s mission is to address gaps in youth services by promoting prevention, intervention, treatment, and aftercare strategies and programs that strengthen families and support community safety. 2) Timeline and Overview of the RFP Process Activity Date Posting of RFP on Mecklenburg County website January 20, 2015 Mandatory Pre-Bid Information Session January 29, 2015 & February 4, 2015 RFP Submission Deadline February 24, 2015 by 1:00 pm JCPC Reviews of Submissions on or before March 19, 2015 JCPC Selection of RFP Awards March 19, 2015 3) Funding Priorities NC General Statute 143B-851(b) provides: Juvenile Crime Prevention Councils shall ensure that appropriate intermediate dispositional options are available and shall prioritize funding of intermediate and community level dispositional options. Therefore, proposals that ensure appropriate communitybased intermediate dispositions and or that address the specific data based needs of Mecklenburg County per legislative mandate will receive priority consideration. Mecklenburg County JCPC is seeking proposals for evidence-based programs for youth and their families to address the following concerns through: Individual Domain: Risk factors: Substance use, mental health issues, minority status, developmental disabilities; Protective factors: Education, stable housing, physical & mental health care, social supports Peer Domain: Risk factors: Court or gang-involved peers; Protective factors: Positive social supports, curricular and extracurricular activities Family Domain: Risk factors: Marginal parenting skills, marital discord, domestic violence, family substance abuse and criminal justice involvement; Protective factors: Parenting programs, social services & supports Meck. Co. JCPC RFP 2015/16; p. 2
School Domain: Risk factors: Performing at or below grade level, behavior problems at school, expulsion or suspension, excessive absences; Protective factors: Access to educational resources, tutoring/academic enhancement services Applicants are sought whose: Program services are compatible with research that has been shown to be effective with at-risk youth, juvenile offenders, and/or gangs; Program services are outcome-based; and Program has a detailed evaluation component. Any and all program types that address risk and protective factors for at-risk youth will be considered, but these mentioned specifically will receive priority. Risk/Threat Factors JCPC Program Type 1. Mental Health Needs 1. Shelter Services 2. School/Adjustment Problems 2. Tutoring/Academic Enhancement 3. Delinquency 3. Restitution/Community Service 4. Parenting/Supervision 4. Parent/Family Skill Building 5. Peer Relationships 5. Juvenile Structured Day Programs 6. General Academic Functioning 6. Individual, Group, Family Counseling Applications from programs that address not only the data-reflected needs of Mecklenburg County but also that address gaps in services which may or may not be reflected in the data, are welcomed. Proposals should include measurable objectives for the program s impact on participants behaviors that will lead to: Reduced subsequent juvenile complaints, Reduced violations of community supervision, Reduced subsequent juvenile court adjudications, and/or Increased parental involvement and support Mecklenburg County JCPC is particularly interested in programs that include restorative justice components and that are culturally sensitive, inclusive, and accessible to youth and their families. 4) Eligibility and Instructions for Prospective Applicants Eligibility: JCPC funds are only available to local public agencies, 501(c)(3) non-profit corporations, and local housing authorities. In addition, the JCPC requires that applicants have matching funds. Applicants must itemize the match in the budget and explain the match separately in the Budget Narrative. A program must secure 75% of its annual cash-operating budget, which may include requested DPS JCPC funds, in order to be eligible for DPS JCPC funding. Programs shall not use JCPC funds to supplant existing funds for services or revenues and shall not require program participants to pay fees for services. DPS JCPC-funded programs may collect revenues from third party payments on behalf of clients served. (The revenue source shall be identified and funds used only for authorized expenses in the approved program budget.) Match: The required cash and/or in-kind match for this RFP is 30%. In-kind support may be used for the match requirement. In-kind support includes the value of goods and services donated to the Meck. Co. JCPC RFP 2015/16; p. 3
operation of the JCPC program, including but not limited to office space, volunteer secretarial services, pro bono accounting services, and other volunteer services to support the program s work. A match level over the required amount will not result in a higher review score. Sustainability Plan: JCPC grant funds are awarded year-to-year and subject to funding availability and the service needs in the community. The Mecklenburg County JCPC mandates that programs develop and present a sustainability plan as part of their funding application. The purpose of the plan is to provide achievable short- and long-term strategies for sustaining the program without the availability of JCPC funds. Previous years recipients of JCPC funds will be evaluated during the funding process on progress in implementing their sustainability plan, and currently funded programs should specifically address their progress in their sustainability plan submission. Directives: Prospective applicants are expected to read all sections of the RFP thoroughly. It is the responsibility of the prospective applicant to understand the requirements of the RFP. Inaccurate or False Statements: Inaccurate or false statements/information provided as a part of this RFP process will invalidate the application and the provider will be considered ineligible for the RFP. Mandatory Pre-Bid Information Session: Attendance at the Pre-Bid Information Session is mandatory for prospective applicants. RFP submissions from applicants who did not attend this meeting will not be considered. The purpose of this meeting is to answer questions from prospective applicants related to the RFP to assist applicants in responding to the RFP. Prospective applicants are encouraged to submit written questions prior to the Information Session, although questions may be submitted at the session. Prospective applicants may submit questions for the Information Session via email to: RoCheryl.Pratt@mecklenburgcountync.gov. Requesting an Application Packet: Applications are submitted online, via the NC Department of Public Safety s NC ALLIES system. Information related to this RFP and the Program Agreement to submit may be found on Mecklenburg County s website at www.charmeck.org. Additionally, interested applicants may contact RoCheryl Pratt, at 704-534-6459, for additional information on the application process. Application Content: All applications are required to contain the following: 1. Submit the Program Application online, via NC ALLIES, at: https://cp.ncdjjdp.org/cp/. In addition to providing the required information in each section of the Program Agreement (denoted by italics in each section), please pay particular attention to the following items and additional information requested by the JCPC in the following sections of the Program Agreement: a. Section III, 1. STATEMENT OF THE PROBLEM: Please provide a thorough response which addresses how the program will meet the needs identified in this County. b. Section III, 2. TARGET POPULATION: Clearly identify the targeted risk level of juveniles to be admitted by the program, including how the program will monitor that the appropriate juveniles are being served. c. Section IV, 2. OPERATION: Clearly describe how often services will be provided to juveniles in the program, how long each session lasts, and the total anticipated duration of services in the program (in weeks and hours) for each juvenile. Please also provide an example of a typical session, including structure, activities, etc. Meck. Co. JCPC RFP 2015/16; p. 4
d. Section IV, 3. STAFF POSITIONS: Please provide thorough information related to the qualifications of each staff and volunteer of the program, including their roles and responsibilities within the program. e. Section IV, 5. ADMISSION PROCESS: Please provide a clear description of an appropriate referral for the program. f. Section IV, 8. INTERVENTION/TREATMENT: Please provide specific examples of how the program materials will address the risk and need factors of the juvenile and family. If the program is utilizing a manual/curriculum, please provide examples from the curriculum materials. Include any relevant background research to support the program s implementation. g. Section IV, 9. BEST PRACTICE MODEL: Please provide specific information related to which research-based materials or models will be utilized by the program, including any relevant background research to support the program s implementation. 2. No Over Due Tax forms, required for private, non-profit applicants 3. Conflict of Interest Statements, required for private, non-profit applicants 4. Agency Conflict of Interest Policy, required for private, non-profit applicants 5. Proof of 501(c)(3) status, required for private, non-profit applicants 6. Documentation of one month s worth of operating expenses, as identified in Section V, 3 of this RFP. 7. Documentation of the program s long-term sustainability plan, including additional financial resources of the program and plans for generating additional revenue throughout the year to supplement any JCPC funds awarded. Interested programs should also familiarize themselves with the SPEP resources, which are available through the NC DPS website and from the JCPC Area Consultant, P. Scott Stoker. Submission of Proposals: The complete proposal must be submitted electronically through NC ALLIES AND any required hardcopies (including one hardcopy of the Program Agreement) must be received by 1 p.m. on the submission deadline. Hardcopies of applications may be mailed or hand-delivered to: RoCheryl Pratt Criminal Justice Services 600 East 4 th Street, Fourth Floor Rm 481 Charlotte, NC 28202 5) RFP Evaluation, Decisions, and Outcomes Evaluation: Proposals will be evaluated first by the Funding Committee to determine completeness. (Programs should use the attached checklist to insure their proposal is complete.) Then, using the specified rubric, programs will be evaluated by each member of the JCPC for funding. All applications submitted completely and on time will be scored on a 100-point scale. Each program s total score will be the average of JCPC members reviews for each program. Rejections: The Mecklenburg County JCPC reserves the right to consider only those proposals which meet all of the requirements set forth in this RFP, demonstrate an understanding of the population served and the issues involved, and comply with the service specifications defined. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP will be rejected without further notice. Meck. Co. JCPC RFP 2015/16; p. 5
Withdrawals: Prospective applicants may withdraw proposals through written notification at any time. Cost of Proposal Preparation: Any cost incurred by a prospective applicant in preparing or submitting a proposal is the responsibility of the applicant. Award Notification: Programs awarded funding will be announced at the April JCPC meeting. Funding awards will be submitted to the Mecklenburg County Board of County Commissioners for their approval, after which the contracts between the programs and both Mecklenburg County and NCDPS will be executed. It is anticipated that funding will be available to disburse to programs on July 1, 2015. Award Period: Funds will be available for services provided for a one-year period, beginning July 1, 2015, ending June 30, 2016. 6) Expectations for Funded Programs Financial Requirements at the Point of Contract: If the program is awarded a contract, the program must continue to maintain financial stability including, as evidenced by but not limited to, a line of credit or liquid assets in an amount equal to one month s expenses, and shall notify the Mecklenburg County JCPC in writing within 10 days after any substantial negative change in its financial stability including, but not limited to, a reduction of liquid assets below one month s expenses, or any reduction in, or loss of, the line of credit. Acceptable documents are a balance sheet, bank statement or letter from bank regarding line of credit in addition to documentation of actual monthly expenses for the month prior to the execution of this contract. JCPC funding should be utilized to provide effective programming that meets the needs of juveniles in Mecklenburg County. It is expected that funded programs will: Utilize an evidence based program to fidelity that appropriately addresses the risk, need, and responsivity factors of each juvenile. Become familiar with the Standardized Program Evaluation Protocol (SPEP) guidelines, expectations, and evaluation criteria, as set forth by the NCDPS. The SPEP instrument has been adopted by NCDPS as the primary means of evaluation of JCPC funded programs in North Carolina. The crosswalk of JCPC Programs with the corresponding SPEP service guidelines is attached and can be found in Appendix A of this RFP. The attached SPEP guidelines lay out the definitions of service types, as well as the appropriate dosage of the services, in contact hours and weeks. In regards to service duration and dosage amounts, some evidence based curricula will fall outside of the established SPEP guidelines (i.e. sex offender treatment services should likely continue for longer than 24 weeks, which is the duration length for counseling services). Provide services simultaneously to one risk level, rather than serving low and medium risk juveniles in the same setting at the same time, as research has shown that providing a service simultaneously to youth of varying risk levels decreases the effectiveness of the services provided. Establish referral and admission criteria that clearly identify which juveniles are appropriate for services. This criteria should be provided to the District 26 Division of Adult Corrections and Meck. Co. JCPC RFP 2015/16; p. 6
Juvenile Justice staff so that the Juvenile Court Counselors are better able to make appropriate program referrals. Establish working relationships with District 26 DACJJ and Juvenile Judges in order to meet the needs of the local Juvenile Court, as well as to address and remedy any issues that may arise, in a timely manner. Comply with the requirements of the Mecklenburg County JCPC, as set forth in the contract between funded programs and the County. Comply with the reporting and data entry requirements of NCDPS, including the use of NCALLIES. Agree to participate in the monitoring and evaluation of services provided, which includes the evaluation(s) by representatives of the local JCPC, as well as a third party monitor contracted with Mecklenburg County. Contacts: If you have questions related to this RFP, use the following contacts for resolution. Your questions will be answered within 24-48 business hours. QUESTIONS RELATED TO TECHNICAL ASSISTANCE: P. Scott Stoker, JCPC Area Consultant p.scott.stoker@ncdps.gov (704) 603-6833, ext. 25 QUESTIONS RELATED TO ADMINISTRATIVE ISSUES OF THIS RFP: RoCheryl Pratt, JCPC Administrative Assistant RoCheryl.Pratt@mecklenburgcountync.gov (704) 534-6459 Meck. Co. JCPC RFP 2015/16; p. 7