Request for Proposals: Probation Services for the City of Statesboro Municipal Court

City of Statesboro

Request for Proposals: Probation Services for the City of Statesboro Municipal Court

The City of Statesboro is soliciting sealed proposals from qualified professional service providers to provide probation services for the Municipal Court of the City of Statesboro, GA. This initial contract shall be for one year with the option to renew on a year to year basis for two (2) additional years. Sealed proposals shall be due on June 19 ^th , 2025. The full requirements of this contract are contained in Article One and Article Two on following pages. In addition, all sealed submittals shall be evaluated based on the following criteria:

1. Firm’s proposed services to the City and ability to provide these services. 30 Points
2. Firm’s staffing and experience of staff                                                                                   25 Points
3. Firm’s proximity to Statesboro 15 Points
4. Firm’s references 15 Points
5. Completeness and quality of proposal package 15 Points

The City of Statesboro evaluation team will use the above criteria to come to a group consensus for recommendation to City Council. It is recommended each submitting firm structure their response based on tabbed sections listing each evaluation criteria. If desired by the City, firms may be required to offer a presentation to the evaluation team. All responses shall not exceed 20 pages to include the cover page.

All questions shall be directed to Darren Prather, Central Services Director at Darren.prather@staesboroga.gov . All questions shall be answered in an addendum issued to all participating firms. All questions shall be due no later than June 12 ^th , 2025.  One original and five (5) copies of sealed proposals are requested for submittal by participating firms. All firms shall comply with all Federal, State and Local laws governing the probation services process. In addition to supplying other requirements of this proposal, firms shall supply the following: Copy of current insurance policy to include limits and coverages, errors and omission insurance policy, Proof of E-verify registration and Workers Compensation insurance, if required.  The City of Statesboro shall reserve the right to accept and or reject any and or all proposals if it is in the best interest to the City to do so. Please review this complete RFP package (cover page, Article One and Two and the “Boiler Plate” sections to make sure all required information is provided by your firm in your submittal. Thank you for your interest and participation in this proposal process.

ARTICLE ONE

Services

Provider agrees to provide the following services for and on behalf of the Court:

1. Attend regularly scheduled Court sessions for the purpose of obtaining sentencing or pretrial diversion information and personal history information for each offender placed on probation. Dates of regularly scheduled court sessions will be made available to Provider at least 30 days in advance.
2. Conduct an initial interview with each probationer at the time of his or her sentencing or entry into Pre Trial Diversion Program (PTD) for purposes of explaining the scope of the court order (which for purposes herein shall also include PTD agreements) relative to fines, fees and/or restitution imposed as well as requirements and conditions for probation supervision.
3. Monitor and supervise probationers (which for purposes herein shall also include those enrolled in Court’s PTD program) to ensure compliance with the Court’s order. Complete a supervision assessment of the probationer to determine an appropriate reporting schedule.  Collect from probationers court ordered fines, restitution and other costs associated with the order of the Court.
4. Prepare referrals and lend assistance to probationers either ordered to receive or desiring counseling or employment assistance. Probationers identified by the Court as having special treatment and/or education needs will be referred to appropriate community programs and their progress followed and noted in their case record.
5. Drug counseling and urine surveillance will be provided to probationers identified by the Court as having drug or alcohol related problems. Probationers will assume the cost of random drug and/or alcohol testing.
6. Provide electronic monitoring services to the Court and governing authority at the direction of the Court. The cost of these services will be negotiated with the Court and/or governing authority based on the needs of the court and/or governing authority.
7. Coordinate community service work with local community service agencies as ordered by the court as a condition of probation. Provider will coordinate community service work that is reasonably consistent with those duties performed by regular, unskilled laborers.
8. Maintain case files for each probationer regarding compliance with the terms and conditions of probation, reporting dates, contacts as they occur and the amounts and dates of money collected.
9. All reports, papers, records, and files relative to the supervision of probationers are confidential and available only to officials of the affected governing authority, the Court, the Department of Audits and Accounts or the County and Municipal Probation Advisory Council.
10. Provide the Clerk of court with a monthly listing of cases for which all fines and fees have been collected so the Clerk will be notified as to when to remit monies owed to other authorities for which monies are collected
11. Provide reports summarizing the number of offenders supervised by Provider, the amount of fines, statutory surcharges, and restitution collected, and the number of probationers for who supervision has been terminated.
12. Provider will maintain collected fines and fees in a Court approved banking institution and will disburse all fines and fees collected each month in the manner directed by the Clerk of Court. If an account is deemed uncollectible, in whole or in part, Provider will disburse all collected funds pursuant to a Court order.
13. Reconcile all records with the Clerk’s office on a monthly basis. Records will be available on any given day, which reflect the Provider’s liability to the Court.
14. Disburse funds to recipients of restitution on a monthly basis as these funds are collected.
15. Assist the Court and law enforcement authorities in tracking absconders through the submission of a report that details the probationer’s personal history and employment information, the circumstances of his/her violation and his/her last known whereabouts.
16. Should a probationer be unable to make scheduled payments, Provider shall make every effort to convert the remaining fines, costs, etc. to community service hours. Probationers will be allocated the equivalent of one hour at the current federal minimum wage for one (1) hour of community service.
17. All efforts will be made to deal properly with delinquent cases at the mid-point juncture, if not earlier, in order that there will be enough time remaining on the sentence for appropriate disposition.
18. At any point in time should material violations regarding compliance with the conditions of probation occur, Provider will take appropriate action to bring the violations to the attention of the Court. If Probationer is brought back to Court for this reason Provider shall make every effort possible to ensure that Probationer’s supervising officer or another person with knowledge of the alleged violations will be present at Court hearing.
19. Make every effort to provide consistent supervision so that each Probationer shall have only one probation officer during the term of probation and that no probation officer shall have more than two hundred fifty (250) active probationers assigned to him or her at any given time.
20. In the event of a material default of any of the provisions of this Agreement, the non-defaulting party may terminate this Agreement if the non-defaulting party gives written notice to the party in default specifying the nature of the default and such default remains uncured or uncorrected for a period of thirty (30) days after written notice of such default is delivered to the defaulting party. For purposes of this Agreement, a “material default” of this Agreement shall be deemed as any illegal or unethical business transactions or a failure to adequately meet, maintain and comply with the obligations set forth in this Agreement.
21. Provider will maintain a policy of liability insurance coverage in the amount of not less than one (1) million dollars with respect to liability for negligent, willful or otherwise tortuous acts or omissions of Provider, its agents or employees, in connection with Provider’s provision of services and obligations contemplated by this agreement. Provider will also maintain a dishonest employee insurance policy of at least $300,000.  Provider will assign the benefits of said policies to the Court and the governing authority.
22. Provider will not engage in any employment, business, or activity that interferes or conflicts with the duties and responsibilities of this agreement.
23. Provider and its employees shall not have personal or business dealings, including the lending of money, with probationers under supervision.

ARTICLE TWO

Service Fees

1. In consideration of the services provided by Provider, the Court agrees that each court order shall require probationer to pay a fee directly to Provider for each month or partial month of the supervision period.  Probationers who are unemployable and declared by the Court to be indigent shall be supervised at no cost to the probationer, the Court or the governing authority.  Fees paid by probationers shall be as follows:

Supervision/Service Provided            Fee

Basic Probation Supervision               $35.00 per month

Intensive Probation Supervision         $45.00 per month

Pre-Trial Diversion Program              $35.00 per month

1. Payment of fines and fees will be set according to the plan approved both by the Court and Provider.
2. Provider will collect the Georgia Crime Victims Emergency Fund fee pursuant to O.C.G.A. § 17-15-13 from each probationer placed on probation unless the Court exempts the probationer. Sentinel will remit all collections for this surcharge on a monthly basis to the Georgia Crime Victims Compensation Board.
3. There is no cost to the Court or governing authority for the services enumerate herein.
4. Provider will retain no percentage of tine moneys and /or court fees collected. All fine moneys and court and program fees collected will be remitted to the Court.
5. Provider shall be equipped to accept payment (cash, certified or electronic funds) from Probationers on the day of court.
6. Provider shall waive all Supervision/ Service fees for Probationers who complete all terms and conditions within 15 days of court order.