Insurance Manager
Resume:
STATE OF NEW JERSEY
DEPARTMENT OF CORRECTIONS
MOTHER/CHILD TRANSPORTATION AND VISITATION SERVICES
FOR CHILDREN OF FEMALE INMATES AT
EDNA MAHAN CORRECTIONAL FACILITY FOR WOMEN
NOTICE OF GRANT OPPORTUNITY
Announcement Date: November 19, 2012
Application Due Date: December 17, 2012
Gary M. Lanigan
Commissioner
MOTHER/CHILD TRANSPORTATION AND VISITATION SERVICES
FOR CHILDREN OF FEMALE INMATES AT
EDNA MAHAN CORRECTIONAL FACILITY FOR WOMEN
TABLE OF CONTENTS
A. Information for Applicants (Background) . . . .. . . . . . . . . . . . . . . . . . Page 3
B. Important Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 4
C. Eligible Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 5
D. Scope of Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 5
E. Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 7
F. Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 8
G. Grant Proposal Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 8
H. Selection Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 9
I. No Client Fees . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 9
J. Availability of Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 9
K. Grant Award and Grant Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 10
L. Instructions for Submitting Questions . . . . . . . . . . . . . . . . . . . . . . . . Page 10
M. Instructions for Submitting Application and Submission Deadline . . Page 10
N. Panel Review and Award Process . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 11
O. Appendix Proposal Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 12
Title Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 13
Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 14
2
NOTICE OF GRANT OPPORTUNITY
MOTHER/CHILD TRANSPORTATION AND VISITATION SERVICES
FOR CHILDREN OF FEMALE INMATES AT
EDNA MAHAN CORRECTIONAL FACILITY FOR WOMEN
Take Notice that in compliance with N.J.S.A. 52:14-34.4 et seq. (P.L. 1987, c.7), the
Department of Corrections hereby publishes a notice of the availability of the following
grant:
Mother/Child Transportation and Visitation Services for Children of Female Inmates at
Edna Mahan Correctional Facility for Women
A. Information for Applicants (Background)
The U.S. Department of Justice, Bureau of Justice Statistics, estimates that more than two
million (2,000,000) children have at least one (1) parent in prison. Having a mother in prison
can have many negative effects on children. Children who have a mother in prison are at risk for
emotional problems and have increased chances of being arrested and incarcerated. Women who
learn to be better mothers can help reduce these risks and have positive effects on their children's
lives. Research shows that women who are taught more effective parenting skills are less likely
to return to prison, and their children adjust better when they are reunited. To that end, the New
Jersey Department of Corrections (NJDOC) has designed a comprehensive plan to address this
problem. On an annual basis, Federal Social Services Block Grant (SSBG) funding is awarded
through the NJ Department of Human Services (DHS) to the NJDOC. The NJDOC plans to
award a grant to a non-profit organization or government entity to provide transportation and
services for the children of inmates at the Edna Mahan Correctional Facility for Women
(EMCFW) in Clinton, New Jersey.
Mother/Child Visitation Transportation Service
The NJDOC will award a grant to a non-profit organization or government entity to provide
transportation services for children participating in the Mother/Child Visitation Program at
EMCFW. EMCFW is responsible for housing state-sentenced female offenders at all levels of
security. Established in 1913, EMCFW has separate and diverse housing suited to the various
custody status limitations of the population. The approximate average daily inmate population
of the facility is seven hundred fifty-two (752) inmates. The race/ethnic background of the
population is approximately forty-eight (48) % Black, thirty-seven (37) % White, fourteen (14)
% Hispanic, and one (1) % Asian.
The Mother/Child Visitation Program consists of a visitation program for children of
incarcerated mothers. The program operates three (3) days per week on Mondays, Thursdays and
Fridays during the months of February through October. No more than ten (10) children
participate in each day s session. Visits through the Mother/Child Visitation Program are not
held during the months of November and January. In December, the schedule and frequency of
3
the visits are modified when a special visit occurs for a larger segment of the inmate population.
The December visits are further explained in Section D Scope of Work.
Transportation is provided to children from ten (10) counties throughout New Jersey, and the
participating counties are rotated on a six (6) to eight (8) week basis. The ten (10) counties
include the following:
Pick up of the children will be arranged by the grantee at a centralized location(s) in each of the
above-noted counties. The names of the children, and any guardian/caregiver approved to
accompany a child on the trip, are provided by the EMCFW. As long as the mother is housed in
the appropriate security level, the children are provided with a specialized visit and activities
including games, arts and crafts, story telling and individual bonding time with the mother.
B. Important Dates
RFP release date: November 19, 2012
End of question period: November 26, 2012
All questions and answers posted on the NJDOC Web site: December 3, 2012
Proposal closing date: December 17, 2012
Grant award notification: December 31, 2012
Grant Period: January 1, 2013 December 31, 2013
4
C. Eligible Organizations
In order to be eligible for consideration, grantees must be a non-profit corporation duly
registered to conduct business in the State of New Jersey or a government entity. It is also
required that each grantee maintain a facility in a central location within each of the ten (10)
designated counties. These facilities shall be the transportation pick up and drop off locations for
each designated county.
D. Scope of Work
The grantee shall ensure that it has 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 guardians/caregivers at the grantee s facilities
while awaiting the transportation service to commence. The grantee shall also ensure that
agency staff is present at the designated pick up and drop off facilities on assigned days to serve
as a point of contact for communication with EMCFW program staff if necessary.
In most instances, children will be unaccompanied by their guardian/caregiver on the vehicle and
at the correctional facility. The grantee shall provide an aide to be present during the
transportation and at the EMCFW to assist and supervise the children. For children requiring
accompaniment by their guardian/caregiver, the EMCFW program staff will inform the grantee
of those guardians/caregivers approved to accompany the children to the facility. Only EMCFW
approved guardians/caregivers are to accompany the children on the trip to the facility as
provided by the grantee.
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
grantee 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 grantee s staff
in ensuring the care, safety and supervision of all children and guardian participants. The social
worker will serve as the direct liaison to address any matters that may require EMCFW Social
Services Supervisor, Administration and/or Custody attention or consultation.
The grantee shall be responsible for the care, safety and supervision of all children and
guardian/caregiver participants at all times during the transportation and facility visit. The
grantee shall ensure that, at a minimum, two (2) staff be assigned to the program. This staff
shall, at a minimum, include a driver and an aide. Substitute staff shall be available to fulfill the
duties of the driver or aide in the absence of these primary staff. The driver, aide and all
substitute drivers and aides shall be required to submit to, and pass, a criminal background
check. In addition, these staff will be issued a temporary identification card that must be worn
visibly 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.
The grantee s primary staff for the project and substitute staff will be required to attend security
training prior to commencing work on the project. Each training session will address safety and
security protocol, and institutional procedures. The grant agreement liaison will inform the
5
grantee of the training requirements, with reasonable notice, as these requirements are identified.
Once trained, all staff must ensure that they, the children and the guardians/caregivers adhere to
the security rules of the EMCFW when present at the facility. Annual security training will be
required in instances of grant agreement extension. All drivers and substitute drivers will be
required to possess a valid New Jersey Commercial Driver's License (CDL) and passenger
endorsement for the class and type of grantee s vehicle to be operated. This CDL license must
be issued by the New Jersey Motor Vehicle Commission.
During the months of February through October, the Mother/Child Visitation sessions operate at
EMCFW from 1:00 p.m. to 3:00 p.m. on Mondays, Thursdays and Fridays. The grantee shall
adhere to a schedule in order to ensure that the children arrive at the EMCFW no later than 12:30
p.m. This will allow for sufficient time for all children, guardians/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 grantee s staff must ensure that the children, guardians/caregivers and staff
follow the visitor dress code. The EMCFW visitor dress code can be found on the NJDOC Web
site at: http://www.state.nj.us/corrections/pdf/cia_visitation/dress_code.pdf At least one (1) of
the grantee s approved staff must escort the children and guardians/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 guardians/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 he/she must return to the facility by 2:45 p.m. to prepare for
the transportation back to the grantee s designated drop off facilities.
Special visitation events occur during the month of December and shall require the grantee to
adjust the transportation schedule and pick up/drop off locations. Special visitation events are
scheduled Monday, Wednesday and Thursday during the second week of December only. A
larger group of inmates and their children participate during this time. For the special visitation
in December, the EMCFW arranges and pays for bus transportation for children attending from
multiple sending counties throughout the state. The bus transportation for the larger, special
visitation event in December is outside the scope of work for this subgrant. However, the
grantee 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 smaller counties does not warrant pick up
from the bus service. Within one month of the event, EMCFW will notify the grantee of the
counties for which transportation is required during the month of December.
The grantee must provide the EMCFW staff with contact information at each designated site to
communicate vital program notifications. Such information may include a cancellation or delay
of the scheduled event due to inclement weather or facility lockdown, as well as revision of the
approved child or guardian/caregiver participant list. A cell phone, paid for by the grantee, shall
also be available to the staff on the vehicle in order for EMCFW staff to reach them during
transport. Lunch is provided by the EMCFW for the children, guardians/caregivers and staff
members attending the event. The grantee s staff shall notify the EMCFW staff of the count of
the number of children and guardians/caregivers transported to the event within one (1) hour of
arriving at the facility to ensure sufficient time for lunch preparation.
The grantee s staff shall monitor the conduct of the children and guardian/caregiver at all times
while on the bus and on the grounds of the EMCFW. Staff shall respond to inappropriate conduct
of the children or guardians/caregivers to appropriately rectify any incident, as it may occur. The
6
grantee 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 grant agreement liaison within one (1) business day of the accident 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 grantee s 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.
At times, 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 grantee s staff will be requested to
accompany the participants in the larger of the two visits scheduled or the visit deemed to require
additional support.
E. Insurance
The grantee shall secure liability insurance in accordance with the minimum Standards for
Insurance Coverage, as outlined below, and maintain it in force for the term of the grant
agreement. The grantee shall maintain adequate insurance coverage. Such insurance policies
must contain the provision that the insurance provided in the declaration page shall not be
canceled or non-renewed for any reason except after thirty (30) days written notice to the
NJDOC. The grantee is responsible for forwarding a copy of its insurance policy declaration
page to the NJDOC Grants Management Unit for their grant agreement files upon purchase or
renewal. Public entities, such as counties, municipalities or public school districts that are self
insured, must provide acknowledgment that they are self insured to the extent necessary to cover
liabilities imposed by law and assumed under the grant agreement.
The following are the minimum Standards for Insurance Coverage:
1. General Liability Insurance written on a commercial liability occurrence form against any
liability of the grantee. Said insurance shall not be circumscribed by an endorsement
limiting the breadth of coverage. The State of New Jersey, Department of Corrections
and the EMCFW shall be named as an Additional Insured. The policy shall include the
following:
a. Broad Form Comprehensive General Liability
b. Products/Completed Operations
c. Premises/Operations
The minimum limits of liability shall be: Bodily injury liability and property damage
liability - $1,000,000 each occurrence, $3,000,000 aggregate (may be written as a
combined single limit). An Umbrella Policy may be used to supplement the base policy
7
to meet the minimum standards for insurance. The State of New Jersey, Department of
Corrections and the EMCFW shall be named as an Additional Insured.
2. Commercial Automobile Liability Insurance written to cover cars, vans, buses or trucks
used by the grantee. Limits of liability for bodily injury and property damage should not
be less than $2,000,000 each occurrence. The State of New Jersey, Department of
Corrections and the EMCFW shall be named as an Additional Insured.
3. Workers Compensation Insurance without regard to liability, required by State law in
case of illness, injury, disability or death as a result of a job-related accident.
4. Employer s Liability Insurance is to be included with limits of not less than:
a. $100,000 Bodily Injury, each occurrence
b. $100,000 Disease, each employee
c. $1,000,000 Disease, aggregate limit
5. Employee Fidelity Bond issued for a stated amount on all regular employees of the
grantee insuring against loss from employees dishonest acts. The Bond should be for at
least fifteen (15) % of the full dollar amount of all State of New Jersey contracts held by
the grantee for the current year when the combined dollar amount exceeds $50,000.
F. Reporting
The grantee agrees to submit quarterly narrative progress reports to the grant agreement liaison at
EMCFW. The format of the quarterly narrative report will be mutually agreed upon by the
grantee and the grant agreement liaison. At a minimum, the quarterly narrative progress reports
will include data on the number of trips completed and number of children and adults transported
per trip. The reports will also include a narrative explanation of any barriers to service
implementation that should be addressed by the grant agreement liaison. The grantee will need
to maintain attendance records to help ascertain duplicated vs. unduplicated service numbers.
G. Grant Proposal Format
The application shall be double-spaced, using a standard 12-point font (Times New Roman is
preferred) with not less than 1-inch margins, and should not exceed 10 pages. Pages should be
numbered 1 of x, 2 of x, etc.
Proposals submitted in response to this Notice of Grant Opportunity are to describe in narrative
form the grantee s general approach to accomplishing the described tasks. The proposals must
include information regarding:
Mission and/or background of the agency
Location of the agency s facilities
8
Agency Data Universal Numbering System (D-U-N-S) number
Experience providing transportation services
Table of organization
Key individuals who will be involved in the project
Staffing qualifications
Backup/substitute staff
Prior and/or current experience facilitating services in a correctional institution
Anticipated difficulties with the tasks as described by this Notice of Grant Opportunity
Other State agency grants or contracts (if applicable)
Project budget, including all project costs and project total
Budget narrative
H. Selection Criteria
Selection criteria will be based upon the following and in this order of importance:
Applicant s qualifications 25%
Applicant s experience in similar work ...25%
Completeness of the proposal 20%
Applicant s understanding of the program based on content of the proposal ..20%
Budget and budget narrative 10%
I. No Client Fees
The grantee shall impose no fees or any other types of charges of any kind upon recipients of
grant agreement services.
J. Availability of Funds
A total of $55,000 in Federal Social Services Block Grant funds is available for an annualized
project period. The grantee shall be reimbursed for program expenditures on a quarterly basis.
Grant funds shall be dispersed as a cost reimbursement only. No advance of funding will be
9
permitted. The organization will submit a State of New Jersey Payment Voucher, a detailed cost
statement (format to be provided by the NJDOC) and a supporting narrative program report.
The grant agreement will be subject to appropriation and availability of State and/or Federal
funds. In the event that the funds are not appropriated by the Legislature or are otherwise
unavailable, the NJDOC reserves the right to terminate the grant agreement upon written notice
to the organization. Said termination shall not be deemed a breach of contract by the NJDOC.
Should such an event occur, the grantee agency shall be entitled to compensation of all
satisfactory and authorized services completed as of the termination date. Upon such
termination, the grantee agency shall have no right to recover from the NJDOC an actual,
general, special, incidental, consequential, punitive or any other damages whatsoever, of any
description or amount.
K. Grant Award and Grant Period
The grant shall be awarded with reasonable promptness, by written notice, to the applicant
whose proposal best meets the aforementioned specifications. NJDOC staff may request a site
visit to the organization. Grant applicants will be notified of grant award by December 31, 2012.
The grant award period shall begin on January 1, 2013.
The grant period may be renewed for two (2) additional one (1) year periods, or fractions thereof,
dependent upon the availability of additional grant funds and satisfactory performance of the
grantee agency, as determined by the NJDOC in its sole discretion.
L. Instructions for Submitting Questions
Questions regarding this Notice of Grant Opportunity cannot be accepted via telephone.
Questions may be faxed or e-mailed prior to the end of the question period, to:
New Jersey Department of Corrections
Attn: Therese Matthews
Fax: 609-***-****
E-mail: abqbz7@r.postjobfree.com
All questions and answers will be posted on the NJDOC s Web site.
M. Instructions for Submitting Applications and Submission Deadline
The Notice of Grant Opportunity will be posted on NJDOC s Web site at:
http://www.state.nj.us/corrections/pages/NJSA5216A.html.
The responsibility for a timely submission rests with the applicant. NJDOC must receive one (1)
original and four (4) copies of the completed application with all attachments no later than 4:00
p.m. on Monday, December 17, 2012, without exception. NJDOC will not accept and cannot
evaluate for funding consideration an application received after this deadline.
10
One (1) original and four (4) copies of the application must be mailed or delivered to:
New Jersey Department of Corrections
Central Office Headquarters
Therese Matthews, Grants Manager
Whittlesey Road
P.O. Box 863
Trenton, NJ 08625-0863
Postmarks are not acceptable evidence of timely submission of the application. Receipt of the
application by the due date and time is required. Applicants are strongly encouraged to hand-
deliver the application to the address above, send the application by Certified Mail, Return
Receipt Requested, or arrange for delivery by an overnight delivery service, so as to ensure
timely delivery and receipt of the application.
N. Panel Review and Award Process
The NJDOC will conduct an internal review of each grant application. A review panel will
evaluate the applications in accordance with the selection criteria indicated on page 9.
Applicants are reminded that the grant will be awarded through a competitive process. The
NJDOC cannot fund all applications submitted. The successful applicant will be notified of grant
award on or around Monday, December 31, 2012.
11
Notice of Grant Opportunity
Appendix
Proposal Forms
12
NEW JERSEY DEPARTMENT OF CORRECTIONS
Mother/Child Transportation and Visitation Services - Title Page
SECTION I:
TITLE OF NGO: Mother/Child Transportation and Visitation Services for Children of Female Inmates at Edna
Mahan
Correctional Facility for Women
DIVISION: Office of Policy and Planning
OFFICE: Grants Management Unit
SECTION II:
CONTACT NAME:
APPLICANT AGENCY:
ADDRESS:
CITY: STATE: ZIP:
PREVIOUS FUNDING: Agency received funding from the NJ Department of Corrections within the last two years of
submission of this application.
YES NO
PROJECT DIRECTOR (Please print or type name):
TELEPHONE NUMBER: FAX NUMBER:
E-MAIL:
BUSINESS MANAGER: PHONE NUMBER:
E-MAIL:
DURATION OF PROJECT: FROM: TO:
TOTAL AMOUNT OF FUNDS REQUESTED: $
APPLICATION CERTIFICATION: To the best of my knowledge and belief, the information contained in the application is true
and correct. The document has been duly authorized by the governing body of this agency, and we will comply with the attached
assurances if funding is awarded.
SIGNATURE OF CHIEF EXECUTIVE OFFICER/ TITLE DATE
AUTHORIZING OFFICIAL
(Please print or type name)
*FAILURE TO INCLUDE A REQUIRED APPLICATION COMPONENT CONSTITUTES A VIOLATION AND WILL RESULT IN
THE APPLICATION BEING ELIMINATED FROM CONSIDERATION.
SECTION III:
SEND OR DELIVER PROPOSALS TO: APPLICATIONS MUST BE RECEIVED BY:
4:00 pm on December 17, 2012
NEW JERSEY DEPARTMENT OF CORRECTIONS
WHITTLESEY ROAD
ATTN: THERESE MATTHEWS, GRANTS MANAGER
P.O. BOX 863
TRENTON, NJ 08625-0863 NO FACSIMILE SUBMISSIONS WILL BE ACCEPTED.
13
New Jersey Department of Corrections
Budget Detail Form
BUDGET CATEGORIES FEDERAL IN-KIND/ OTHER TOTAL
A. Salaries & Wages $ $ $
Fringe Benefits $ $ $
B. Purchase of Services $ $ $
C. Travel, etc. $ $ $
D. Consumable Supplies $ $ $
E. Facilities, etc. $ $ $
F. Equipment $ $ $
G. Indirect Costs $ $ $
TOTALS $ $ $
14
Contact this candidate