STATE of ILLINOIS INVITATION for BID Illinois Department of Corrections Prison Rape Elimination Act (PREA) Certified Audit Services PBC: 17-105188
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STATE OF ILLINOIS INVITATION FOR BID Illinois Department of Corrections Prison Rape Elimination Act (PREA) Certified Audit Services PBC: 17-105188 The Illinois Department of Corrections requests Bids from responsible vendors to meet its needs. A brief description is set forth below for Bidder’s convenience, with detailed requirements in subsequent sections of this solicitation. If interested and able to meet these requirements, the State appreciates and welcomes a Bid. Brief Description: The federal Prison Rape Elimination Act of 2003 [PREA] was passed by Congress to “address the problem of sexual abuse of persons in the custody of U.S. correctional agencies. PREA calls for Federal, State, and local corrections systems to have a zero-tolerance policy regarding prison rape (as defined by PREA) in prisons, jails, police lock-ups, and other confinement facilities”. [National Institute of Justice, 2014] PREA required the United States Attorney General to publish a final rule adopting national standards for the detection, prevention, reduction, and punishment of prison rape. [42 U.S.C. 15607(a)(1)] The U.S. Department of Justice [DOJ] promulgated a final rule through the federal rule making process setting forth the national standards which became effective on August 20, 2012. This final rule is referred to the PREA Standards. The overall goal of IDOC is to meet the compliance requirements of the PREA Standards. The PREA Standards require the Illinois Department of Corrections [IDOC], as a State agency that confines inmates, to ensure that proper and timely audits are conducted using the PREA audit instrument developed by DOJ. The persons conducting PREA audits must be certified by DOJ as having met the required training requirements. PREA Standard 115.401(a) requires that during the three-year period starting on August 20, 2013 each agency facility is audited at least once. IDOC has contracted with vendors for the completion of final PREA audit reports for all of IDOC’s facilities by August 1, 2016. PREA Standard 115.401(a) also provides IDOC shall ensure that during the next three-year period commencing on August 20, 2016 through to August 19, 2019 that each of IDOC’s facilities again be audited for compliance with the PREA Standards. PREA Standard 115.401(b) requires that during each one year period of this second three-year period IDOC “shall ensure that at least one-third of each facility type operated by the agency” is PREA audited. IDOC’s facilities fall under two facility types: a prison (referred to as a correctional center) and a community confinement facility (referred to as an adult transition center [ATC]). IDOC also has work camps and impact incarceration program [IIP] boot camps. Organizationally, the work camps and IIP boot camps are under the administrative control of a correctional center’s warden. Appendix A provides a list of IDOC’s facilities; further identifying the work camps and IIP boot camps associated with which correctional center. There are a total of 27 (twenty-seven) correctional centers, along with associated work camps and IIP boot camps, and 4 (four) ATCs. Additional information concerning the correctional centers and ATCs (including, but not limited to: operational capacity; population; male/female facility; and, whether the correctional center is also the parent institution of a reception and classification center is available at IDOC’s website. The final audit reports for the various IDOC facilities for the two years involved and three years in subsequent cycle are to be completed and provided to IDOC by August 19th of each year during the term of the contract. Pursuant to the PREA Standard 115.401(b) requirements, the following numbers of each IDOC facility type are to be audited for the following periods: In compliance with the State and Federal Constitutions, the Illinois Human Rights Act, the U.S. Civil Rights Act, and Section 504 of the Federal Rehabilitation Act, the State of Illinois does not discriminate in employment, contracts, or any other activity. The State of Illinois encourages prospective vendors to consider hiring qualified veterans. 1 State of Illinois IFB Title Page V.16.1 (A) First Year [by 8/19/2018] – a minimum of 10 facilities which may consist of 8 correctional centers and 2 adult transition centers; (B) Second Year [by 8/19/2019] – a minimum of 10 facilities which may consist of 9 correctional centers and 1 adult transition center; (C) Third Year [by 8/19/2020] – a minimum of 11 facilities which may consist of 10 correctional centers and 1 adult transition center; (D) Fourth Year [by 8/19/2021] – a minimum of 10 facilities which may consist of 8 correctional centers and 2 adult transition center; (E) Fifth Year [by 8/19/2022] – a minimum of 10 facilities which may consist of 9 correctional centers and 1 adult transition center; During the term of the contemplated contract IDOC will be operating 31 facilities (27 correctional centers and 4 adult transitional centers); should IDOC open any additional facilities during the initial term of this contract, this may affect audit schedule and number of facilities to be audited. A complete list of all of the facilities that IDOC currently operates (including any of a facility’s subsidiary facilities) is attached as Appendix A. IDOC will identify the correctional centers that will be audited each year to meet the PREA Standard 115.401(b) frequency requirement; taking into account facility location and other logistical considerations. Associated work camp(s) and IIP boot campS will be considered part of the correctional center and not as a separate facility for purposes of the contract. Further, the audits for those correctional centers that are also parent institutions of reception and classifications [R&C] centers will include the R&C centers. In those instances, the correctional center and the R&C center are one facility even though inmates in R&C centers are housed separately from other inmates at the correctional center. The PREA audit process will be conducted in three phases: pre-audit, audit, and post-audit. During the pre-audit phase, IDOC’s Departmental PREA Coordinator and each IDOC facility PREA coordinator will participate in this process by completing required surveys, questionnaires and interviews, calls, providing documentation to the PREA auditor, and posting the required six-week notice at each facility. During the audit phase, the PREA auditor will review IDOC Departmental Rules, Administrative Directives and Institutional Directives, tour each facility, and conduct interviews with both staff and inmates. During the post–audit phase, the PREA auditor will review collected information and documentation, determine the level of PREA Standards compliance, and provide each facility with a timely preliminary/interim audit report that may trigger a 180-corrective action period depending upon the audit findings. If corrective action is required, the PREA auditor will present those findings to the facility and will work jointly with IDOC staff to develop a corrective plan to achieve PREA compliance. A final PREA audit report will be issued by the PREA auditor after the completion of the 180-day corrective action period per each IDOC facility. Submitted Bids must set forth a proposed PREA audit schedule that includes proposed milestone completion dates for each of the three PREA audit phases. However, the actual milestone dates will be determined by IDOC management and the IDOC PREA Coordinator at execution of contract. State of Illinois general revenue funds provided to IDOC for purposes of PREA compliance actions and expenses will be used for the resulting contract with a vendor providing final PREA audit reports conducted by DOJ certified PREA auditors using the PREA audit instrument developed by the DOJ in conjunction with the PREA Resource Center. The contract will require reporting responsibilities by the awarded Bidder to establish the proper use of State funds. The resulting contract with the awarded Bidder shall have a term of five years from August 20, 2017 to August 19, 2022. To coincide with the current three-year PREA audit periods of August 20, 2016 through to August 19, 2019 and then August 20, 2019 through to August 19, 2022. Please read the entire solicitation package and submit a Bid for evaluation in accordance with the instructions. All forms and signature areas contained in the solicitation package must be completed in full and submitted along with the price proposal which will constitute the Bid. Do not submit the instructions pages with bids. Bidders should keep the instructions and a copy of their bids for future reference. State of Illinois IFB V.16.1 STATE OF ILLINOIS OUTLINE Forms A, Forms B, BEP Utilization Plan, and VSB Utilization Plan may be downloaded from the Illinois Procurement Bulletin (IPB) or from links provided in this document. These sections are a material part of this solicitation, and must be returned when applicable with a Bidder’s Bid. Bids that do not adhere to Form and Content of Bid requirements may not be considered. State of Illinois IFB vi Instructions V.13.1 STATE OF ILLINOIS OUTLINE SECTION 1. Part Instructions and General Information ....................................................................................................................... A. How to Enter Information ....................................................................................................................................... A.1 Published Procurement Information .....................................................................................................................