0039_Residential Treatment_Eastern District of Texas.pdf

NIKKI STEPHENS

CHIEF PROBATION OFFICER

CHARLEY FULLER

DEPUTY CHIEF

PROBATION OFFICER

UNITED STATES DISTRICT COURT

EASTERN DISTRICT OF TEXAS

PROBATION AND PRETRIAL SERVICES

June 24, 2026

Reply to:

104 NORTH THIRD ST.

ROOM 110

LUFKIN, TX 75901

(936) 632-9004

FAX: (936) 632-9806

The United States District Court for the Eastern District of Texas is soliciting proposals to provide treatment services in the following areas:

Substance Use Treatment and Urine Collection/Testing

• 0540-2027-0001 Substance Use Treatment and Urine Collection/Testing for Lufkin, TX

• 0540-2027-0130 Substance Use Treatment and Urine Collection/Testing for Orange, TX

Substance Use Treatment Only

• 0540-2027-0009 Substance Use Treatment for Prosper, TX

• 0540-2027-0012 Substance Use Treatment for Longview, TX

• 0540-2027-0013 Substance Use Treatment for Grayson County, TX

• 0540-2027-0022 Substance Use Treatment for Lewisville, TX

• 0540-2027-0037 Substance Use Treatment for Celina, TX

• 0540-2027-0040 Substance Use Treatment for Brownsboro, TX

• 0540-2027-0083 Substance Use Treatment for Denton, TX

Urine Collection/Testing Only

0540-2027-0014 Urine Collection/Testing for Grayson County, TX 0540-2027-0033 Urine Collection/Testing for Lewisville, TX 0540-2027-0034 Urine Collection/Testing for Denton, TX 0540-2027-0036 Urine Collection/Testing for Texarkana, TX and/or Texarkana, AR 0540-2027-0131 Urine Collection/Testing for Paris, TX

Residential Substance Use Treatment

• 0540-2027-0039 Residential Substance Abuse Treatment for all Eastern District of TX

Mental Health Treatment

• 0540-2027-0005 Mental Health Treatment for Orange, TX

• 0540-2027-0011 Mental Health Treatment for Longview, TX

• 0540-2027-0038 Mental Health Treatment for Celina, TX

Rvsd. 02/2024

• 0540-2027-0041 Mental Health Treatment for Brownsboro, TX

• 0540-2027-0006 Mental Health Treatment for Prosper, TX

The offeror would provide services for male and female federal defendants/persons under supervision who have been ordered by the Court to participate in treatment. These individuals include persons on probation, supervised release, or parole, who are under supervision of the United States Probation Office, as well as persons on Pretrial status under the supervision of United States Pretrial Services Office. Pursuant to Section C, vendors should offer treatment that is readily accessible to reasonably accommodate defendant/person under supervision schedules. This will likely require the vendor to offer evening hours for those persons working during normal business hours.

Regarding Request for Proposals (RFPs) that include Urine Collection, the offeror is not required to maintain a call-in phone system for the urine collection, as this will be operated by the U.S. Probation Office.

Request for Proposals (RFPs) are located on the district’s website at www.txep.uscourts.gov (Under the tab Contract Treatment Services & Other Solicitations). The instructions for downloading an RFP are as follows:

• Click the Contract Treatment Services & Other Solicitations tab.

• Click the Open Solicitations/RFP/Q&A tab.

• Click the RFP that you are interested in (you will need to download the RFP).

• Please read the RFP Cover letter carefully.

The RFP contains the full text of all applicable government regulations, and all offerors are subject to the provisions contained in the RFP. In responding to the RFP, you should answer each item and supply all information requested.

Section L provides specific directions for potential offerors in completing the proposal. The offeror should fully read Section L and follow the directions set forth. The minimum standards for the services listed are contained in the Clauses and Terms of Agreement. All proposals will be evaluated by the criterion explained in Section M. Note if you intend to subcontract any services, instructions are included in Section L the offeror should follow.

On Tuesday July 7th, 2026, a virtual vendors conference will be held using Microsoft Teams. The meeting will begin at 10:00 a.m. We will discuss how to submit a proposal, including some of the significant changes and revisions to the new FY 2027 Statement of Work. If you are unable to attend the conference, we will post a recording of this conference on the U.S. Probation Office website to include questions and answers. Please be sure to check the U.S. Probation Office website frequently under the http://www.txep.uscourts.gov/

Contract Treatment Services tab to view the conference recording and to see the Power Point. Please refer to the attachment following this cover letter for information on how to join the meeting. If you encounter problems joining the meeting, please send an email to TXEPml_Treatment_Services_Team@txep.uscourts.gov. Attendance is not required but is highly encouraged.

If you have any questions regarding the RFP, please submit your questions in writing to TXEPml_solicitationquestions@txep.uscourts.gov. You may NOT call with ANY questions regarding the RFP, regardless how minor the question. All questions are due by Tuesday July 21st, 2026, at 5:00 p.m. All responses to questions will be posted to the U.S. Probation Office website as questions are received. Therefore, please check the web site occasionally while working on the RFP, and prior to submitting the RFP, for any clarification issues. All responses to questions will be posted on the U.S.

Probation Office website at www.txep.uscourts.gov (under the Contract Treatment Services tab, then click on the link that says BPA Questions and Answers).

Proposals will be awarded on the basis of initial offers submitted, and each initial offer should contain your organization’s best terms from a cost and technical standpoint. There will be no additional opportunity to modify your proposal.

Please read the RFP carefully; do not rely on knowledge of previous RFPs, or knowledge of previous Federal procurement procedures. As a reminder, the offeror must have a physical site within the catchment area (unless otherwise indicated in the RFP), which will be evaluated during an on–site visit. A catchment area may consist of multiple counties/zip codes, in which case the offeror must have a physical site within at least one of the counties/zip codes identified in that catchment area.

An offeror must be capable of providing all services identified in Section B, including local services identified at the end of Section C, and must have a physical site located within the geographic area identified in Section B. If the offeror is unable to provide a service identified in Section B and does not identify/subcontract with someone to provide the service, the offeror will be technically unacceptable.

The estimated monthly quantity listed in Section B of the RFP is the estimate of the services to be provided during the terms of this agreement. It is only an estimate.

Although the Government may choose to enter into a Blanket Purchase Agreement with multiple offerors, the Government reserves the right to award a single offeror.

The term for this Blanket Purchase Agreement is twelve (12) months with a start date of October 1, 2026, with a provision that shall allow the Government to unilaterally extend the agreement for an additional four (4) years, at four (4) twelve (12) month intervals, at the Government’s discretion.

Proposals are due by Monday July 27th, 2026, at 5:00 p.m. Proposals shall be e-mailed in pdf format to TXEPml_Treatment_Services_Team@txep.uscourts.gov. All e-mail submissions must reference in the subject line, the Solicitation number indicated in Section A, Block 1 of the Solicitation/Offer/Acceptance.

mailto:TXEPml_Treatment_Services_Team@txep.uscourts.gov mailto:TXEPml_solicitationquestions@txep.uscourts.gov http://www.txep.uscourts.gov/ mailto:TXEPml_Treatment_Services_Team@txep.uscourts.gov

Hard copies will not be accepted, unless otherwise noted. It is the responsibility of the offeror to confirm the government’s receipt of the proposal.

All proposals must be signed by a representative authorized to commit the offeror to contractual obligations. Electronic signatures are accepted.

A copy of the Blanket Purchase Agreement, Clauses and Terms of Agreement, should be retained by the offeror for their files.

Sincerely, Andrea Van Ness Simone Norman U.S. Probation Officer U.S. Probation Officer Contracting Officer Contracting Officer

Wesley Basham U.S. Probation Officer Contracting Officer

Andrea Van Ness My Signature

Simone Norman Simone Signature

WesleyBasham Signature

FY 2027 Vendor Conference Treatment Services RFPs

Tuesday July 7, 2026 @ 10:00 a.m.

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BPA-Solicitation Number: 0540-27-0039 Page A- 1 of 1

✎AO 367

(Rev. 3/24)

SECTION A SOLICITATION / OFFER / ACCEPTANCE

1. Solicitation No. 2. Date Issued 3. Award No.

0540-27-0039 06/24/2026

4. Issued By: 5. E-mail Address Offer To (if other than Item 4):

Wesley Basham «A_F_recipientName» TXEPml_Treatment_Services_Team@txep.uscourts.gov

SOLICITATION

6. Proposals for furnishing the required services listed in Section B will be received electronically via the e-mail address(es) specified in Item 4 or 5 until 05:00 PM local time 07/27/2026 (hour) (date)

7. For Information call:

a. Name Wesley Basham b. Telephone (936) 465-6466

TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I – THE SCHEDULE PART II – AGREEMENT CLAUSES

X A SOLICITATION/OFFER/ACCEPTANCE 1 X I REQUIRED CLAUSES 13

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 23 X J LIST OF ATTACHMENTS «A_FP_SecJ»

X D PACKAGING AND MARKING 1 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 1

X K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OR OFFERORS 2

X F DELIVERIES OR PERFORMANCE 1

X G AGREEMENT ADMINISTRATION DATA 3 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 15

X H SPECIAL AGREEMENT REQUIREMENTS 4 X M EVALUATION CRITERIA 6

OFFER

8. In compliance with the above, the undersigned agrees, if this offer is accepted within _____________calendar days (365 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

9. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS 20 CALENDAR DAYS 30 CALENDAR DAYS CALENDAR DAYS (See Section I, Clause No. 52-232-8) % % % %

10. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amend-ments to the SOLICITATION for offerors and related documents numbered and dated:

AMENDMENT NO. DATE AMENDMENT NO. DATE

11. NAME 16. AWARD

AND

ADDRESS Your offer on Solicitation Number , including the OF additions or changes made by you which additions or changes are set forth in full above, is hereby accepted as to the items listed above and on any continuation sheets.OFFEROR

12. Telephone No. (Include area code)

13. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 17A. NAME OF CONTRACTING OFFICER (Type or print)

17B. UNITED STATES OF AMERICA 17C. DATE SIGNED

14. Signature 15. Offer Date BY (Signature Of Contracting Officer)

BPA-Solicitation Number: 0540-27-0039 Page B- 1 of 2

Revised FY 2027

SECTION B - SUPPLIES OR SERVICES AND OFFEROR'S PRICES

The United States District Court for the Eastern District of Texas is soliciting a vendor to provide substance use, mental health, and/or sex offender treatment services. A vendor must be capable of providing services within a geographic area encompassing the Eastern District of Texas.

As a result of this solicitation the Government intends to enter into a Blanket Purchase Agreement (BPA). For this BPA, approximately 1 to 2 vendors are needed to provide the required services. The Government reserves the right to award to a single vendor. If the Government awards to more than one vendor, each vendor placed on the BPA will receive a share of the total quantity of Estimated Monthly Quantities stated.

A Blanket Purchase Agreement is a “charge account” arrangement, between a buyer and a seller for recurring purchases of services. BPAs are not contracts and do not obligate government funds in any way. A contract occurs upon the placement of a call or referral from the Probation/Pretrial Services Office and the vendor’s acceptance of the referral. In the event the Government has awarded to more than one vendor on a BPA, referrals will be rotated among all the vendors on the BPA. BPAs are valid for a specific period of time, not to extend beyond the current fiscal year. The total duration of this BPA, including the exercise of four 12-month options, shall not exceed 60 months. BPAs will be issued to those vendors determined to be technically acceptable and offering the lowest cost to the Government, using the Evaluation Criteria established in Section M of the Request for Proposal.

Section B is generic and used nationwide to procure the particular needs of each U. S. Probation/Pretrial Services Office. An asterisk * indicates a requirement line item which has been modified under “Local Services.” Offerors shall submit pricing and proposal information related to only the required services. Services proposed, but not required, will not be evaluated or included under any resultant agreement. Offerors failing to provide pricing on all identified project codes (with the exception of actual cost or administrative fees), will be considered technically unacceptable.

Note: the fiscal year for the federal Government begins on October 1 of one calendar year through September 30 of the next. Pricing shall include the base fiscal year, as well as pricing for each fiscal option year.

Note: Estimated Monthly Quantities (EMQs) represent the estimated total monthly quantities to be ordered per project code. However, EMQ’s are estimates only and do not bind the government to meet these estimates.

BPA-Solicitation Number: 0540-27-0039 Page B- 2 of 2

RESIDENTIAL TREATMENT:

PROJECT CODE REQUIRED SERVICES ESTIMATED MONTHLY QUANTITY UNIT PRICE

X * 2001 Short-Term Residential Treatment Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Unit: per day

MAP OF THE EASTERN DISTRICT OF TEXAS

1. Anderson

2. Angelina

3. Bowie

4. Camp

5. Cass

6. Cherokee

7. Collin

8. Cooke

9. Delta

10. Denton

11. Fannin

12. Franklin

13. Grayson

14. Gregg

15. Hardin

16. Harrison

17. Henderson

18. Hopkins

19. Houston

20. Jasper

21. Jefferson

22. Lamar

23. Liberty

24. Marion

25. Morris

26. Nacogdoches

27. Newton

28. Orange

29. Panola

30. Polk

31. Rains

32. Red River

33. Rusk

34. Sabine

35. San Augustine

36. Shelby

37. Smith

38. Titus

39. Trinity

40. Tyler

41. Upshur

42. Van Zandt

43. Wood

BPA-Solicitation Number: 0540-27-0039 Page C- 1 of 23

SECTION C. DESCRIPTION/STATEMENT OF WORK

PROVISION OF SERVICES

The United States Probation and Pretrial Services Office (hereafter USPO/USPSO) shall provide a Probation Form 45 for each defendant/person under supervision that authorizes the provision of services. The vendor shall provide services strictly in accordance with the Probation Form 45 for each defendant/person under supervision. The Judiciary shall not be liable for any services provided by the vendor that have not been authorized for that defendant/person under supervision on the Probation Form 45. During treatment, the United States Probation or Pretrial Services Officer may issue amended Probation Form 45’s to reflect any changes in the service requirements. The USPO/USPSO will notify the vendor in writing via Probation Form 45 when services are to be terminated. The Judiciary shall not be liable for any services provided by the vendor subsequent to the written notification.

INTRODUCTION

A. Pursuant to the authority contained in 18 U.S.C. §§ 3154 and 3672, contracts or Blanket Purchase Agreements may be awarded to provide services for defendants/persons under supervision who are drug-dependent, alcohol-dependent, and/or suffering from a psychiatric disorder. Such services may be provided to federal defendants/persons under supervision supervised by the USPO/USPSO, under the terms of this agreement. The vendor shall submit separate invoices for services provided to the referring agency (USPO or

USPSO).

Note regarding pretrial services defendants: The vendor shall not ask questions pertaining to the instant offense (pending charges) or ask questions or administer tests that compel the defendant to make incriminating statements or provide information that could be used in the issue of guilt or innocence. If such information is divulged as part of an evaluation or treatment, it shall not be included in the written report.

B. The services to be performed are specified in Sections B and C of this agreement.

The vendor shall comply with all requirements and performance standards of this agreement to ensure the effective and efficient delivery of services. The vendor is responsible for their knowledge of the agreement and shall adhere to these standards to maintain the quality and integrity of the authorized services.

C. The judiciary will refer defendants/persons under supervision on an “as needed basis.” The judiciary does not guarantee referrals for a specific quantity of services or a specific number of persons.

BPA-Solicitation Number: 0540-27-0039 Page C- 2 of 23

DEFINITIONS

A. “Judiciary” means United States Government.

B. “Authorized representative” means any person, persons, or board (other than the contracting officer and Chief Probation Officer/Chief Pretrial Services Officer) authorized to act for the head of the agency.

C. “Contracting Officer” (i.e. CO) means the duly authorized representative to execute this Agreement on the behalf of the Judiciary, and any other successor Contracting Officer who has responsibility for this agreement. The term includes, except as otherwise provided in this Agreement, the authorized representative of a Contracting Officer acting within the limits of their written authority.

D. “Defendant/Person Under Supervision” means any pretrial releasee, probationer, parolee, mandatory releasee, mandatory parolee, or supervised releasee receiving drug/alcohol testing and/or substance use assessment/treatment, mental health assessment/evaluation/treatment, and or sex offense specific evaluation/treatment/testing while under the supervision of the Federal Probation or Pretrial Services Office. Hereinafter, the term defendant applies to those on pretrial supervision, whereas person under supervision applies to those on post-conviction supervision.

E. “U.S. Probation Officer” (i.e., USPO) and “U.S. Pretrial Services Officer” (i.e., USPSO) means an individual appointed by the United States District Court to provide pretrial, presentence and supervision (pre and post sentence) services for the court. USPO and USPSO refers to the individual responsible for the direct supervision of a defendant/person under supervision receiving drug/alcohol testing and/or substance use assessment/treatment, mental health assessment/evaluation/treatment, sex offense specific evaluation/treatment/testing, and/or specialized treatment for pretrial defendants charged with a sex offense.

F. “Designee” means the person selected by the Chief Probation Officer or the Chief Pretrial Services Officer to act in their behalf in drug, alcohol, and mental health treatment matters.

G. “Telehealth” includes providing health care delivery, assessment, diagnosis, consultation, and treatment and the transfer of medical data through interactive audio, video, or electronic/data communications.

H. “Clarifications” are limited exchanges, between the Judiciary and offerors that may occur when award without discussions is contemplated. If award will be made without conducting discussions, offerors may be given the opportunity to clarify certain aspects of proposals or to resolve minor or clerical errors.

I. “AOUSC” refers to the Administrative Office of the U.S. Courts.

J. “Probation Form 45" is the referring document submitted by the USPO/USPSO per defendant/person under supervision that outlines only those services the vendor is authorized to provide and invoice to the Judiciary. It should be noted the Probation Form 45 only requires the signature of the referral agent.

K. “Monthly Sign-In Log” is a document the vendor will use for each defendant/person under supervision to verify services are being offered/provided per Probation Form 45 requirements. The Monthly Sign In Log includes a place for defendant/person under supervision to sign for services based on project code, with a time in/out, vendor initials, co-payment received, and comments (to

BPA-Solicitation Number: 0540-27-0039 Page C- 3 of 23 include a comment if the defendant/person under supervision failed to report, if no services were provided/received within the month, and if telehealth was provided including the means in which the session was provided (teleconference, video conference, internet). This document accompanies the monthly invoice.

L. “Case Staffing Conference” is a collaborative meeting involving the officer, the vendor, and when possible, the defendant/person under supervision, to exchange information, identify issues, and ensure the purpose of services is focused on targeting the identified risk and needs of the individual.

M. “DSM” is the Diagnostic and Statistical Manual of Mental Disorders and “ICD” is the International Classification of Diseases.

N. “Co-payment” is any payment from defendant/person under supervision.

O. “AMO” is the Acquisition Management Office at the Administrative Office of the U.S. Courts.

P. “PCRA” means the Post-Conviction Risk Assessment, which is an assessment administered by the USPO with the person under supervision used to determine risk level, identify dynamic risk factors (criminogenic needs) and criminal thinking styles. A copy of the PCRA interpretation report with the identified risk level should be provided to the treatment vendor with the referral for services.

Q. “Criminogenic Risk” includes factors in a person under supervision’s life that are directly related to recidivism. The most significant are Cognitions, Alcohol and Drugs, Employment/Education, Social Networks and Criminal History.

R. “PTRA” means the Pretrial Risk Assessment, which is an assessment administered by the USPSO with the defendant used to determine failure to appear and new criminal arrests or revocations due to technical violations.

MANDATORY REQUIREMENTS

For Project Codes in Section B, the corresponding paragraphs in this statement of work shall be considered mandatory requirements, as well as the sections listed below:

A. Defendant/Person under supervision Reimbursement and Co-payment B. General Requirements C. Notifying USPO/USPSO of Defendant/Person under Supervision

Behavior D. Staff Requirements and Restrictions E. Facility Requirements F. Local Services (if applicable)

1. RESIDENTIAL TREATMENT

The vendor shall provide, at the daily per diem rates stated in Section B, the following services. The CO shall include a Local Service requirement which defines whether the required residential placement services is needed for males, females, or both. It should be noted there are a few instances wherein the defendant/person under supervision may not report as directed for residential placement. In the event of a no-show for residential placement, the vendor shall not invoice unless in person services were provided.

BPA-Solicitation Number: 0540-27-0039 Page C- 4 of 23

(1) Per diem rates include room and board, assessment, counseling/therapeutic services, drug testing, physical examination and blood and urine specimen collection.

(2) For invoicing purposes per diem rates are calculated based on the following:

a. A calendar day unit (midnight to midnight) for continuous placement of over 24 hours; and

b. Is prorated/calculated as one-fourth of a calendar day for (1) six hours or less, or (2) when a defendant/person under supervision is absent from contractor’s facility without USPO/USPSO’s or vendor’s permission for over twenty-four (24) hours.

Example:

Assume a per diem rate of $100.00. Defendant/person under supervision entered a residential facility at 7:00 p.m. on Day 1 and was discharged from the facility at 7:00 a.m. on Day 3.

Time Spent Charge Day 1 .25 units $25.00 Day 2 1 unit $100.00 Day 3 .5 units $50.00

(3) The vendor shall provide a typed transitional care plan report in accordance with Vendor Reports under section f (2) for each defendant/person under supervision upon termination of the residential period.

(1) Short-term Residential Treatment (2001) is for defendants/persons under supervision needing a heightened level of structure and support for achieving abstinence. Services provide 24-hour, 7 days a week accommodation and should not exceed 90 days, unless approved by CO. Short-term Residential treatment facilities provide highly structured environment that incorporates protective oversight, counseling, drug testing, and other approaches that involve cooperative living for people receiving treatment. The defendant’s/persons under supervision’s progress shall be monitored and reported to the USPO/USPSO at least every 30 days.

The vendor shall clearly document and provide:

(1) Programmatic Activities: A minimum of 6 hours of structured programmatic activities per weekday (e.g., life skills training, GED, employment readiness, etc.), 3 hours of clinical group counseling, as well as a minimum of 3 hours of structured programmatic activities per weekend day.

BPA-Solicitation Number: 0540-27-0039 Page C- 5 of 23

(2) Individual Clinical Counseling: A minimum of 1 hour of individual clinical counseling per week.

(3) Treatment Plans: A treatment plan (in accordance with Vendor Reports under section f (1)) is created with the defendant/person under supervision within five (5) days of admission to the program and submitted to the USPO/USPSO and re-evaluated at least every 30 days.

The plan shall be designed to reduce the specified symptoms or impairment, supporting the defendant/person under supervision to function effectively in a lower level of care.

2. RESIDENTIAL FACILITIES REQUIREMENTS

All residential, housing and inpatient services shall be provided at facilities currently in good standing with licensure and/or accreditation requirements as outlined in state regulatory requirements in which they are located and are in compliance with the Residential Facility Requirements (below). Vendors shall provide the USPO/USPSO eligibility and admission criteria bearing in mind the vendor shall not deny access to services solely based on the defendant’s/person under supervision’s current participation in medication-assisted treatment (MAT), medical condition, disability, religion, ethnic origins or criminal record.

a. Defendant/Person under Supervision Information

Upon admission to the facility, a comprehensive intake shall be completed which includes the individual’s legal name, date of birth, referral source and contact information, ethnicity, preferred language for services, permanent address, emergency contact-relationship-phone number, known medical conditions and allergies, current medications, dietary restrictions, and religious preferences. The vendor shall immediately notify the USPO/USPSO, or follow other notification protocol outlined by the CO, if the defendant/person under supervision leaves the treatment facility without proper authorization, fails to report for scheduled treatment, or any factors that may increase seen or unforeseen risk to the individual and/or the public. Within 24 hours, the vendor shall report programmatic rule violations and behaviors associated with court noncompliance.

b. Staff Qualifications

The vendor shall:

(1) Ensure that adequately trained, paid staff are on duty/premises to provide 24 hour, 7-days a week coverage. Staff must remain alert and awake during their assigned shifts to ensure continuous and effective coverage at

BPA-Solicitation Number: 0540-27-0039 Page C- 6 of 23 all times.

(2) Use volunteers only at the discretion of the CO.

(3) Keep written position descriptions that accurately describe current duties for all staff performing services under this agreement.

(4) Establish minimum employment qualifications for all staff performing services under this agreement.

(5) Have, at a minimum, one staff member on each shift that is trained in emergency CPR and first aid.

(6) Ensure counselors are in good standing as licensed and certified professionals authorized to provide substance use treatment, as defined by their state’s regulatory board and/or accrediting agency; and

(7) Only employ paraprofessionals under the direct supervision of a staff member who meets the licensing and certification requirements described in item 6 above. Additionally, obtain explicit approval from the CO before assigning paraprofessionals to these roles. This ensures that paraprofessionals are properly overseen and that their involvement if formally authorized.

c. Code Compliance

The vendor shall:

(1) Comply with all applicable (e.g., building sanitation, health, fire electrical, zoning) laws, ordinances, and codes.

(2) Upon request of the CO, the vendor shall provide documentation and rationale if any item in c. (1) above is non-applicable.

d. Sleeping and Bathroom Facilities

The vendor shall:

(1) Provide well-lit and ventilated sleeping quarters that meet fire safety standards, including proper exits and fire alarms.

(2) Supply each defendant/person under supervision with a bed, mattress, and storage space for personal articles.

BPA-Solicitation Number: 0540-27-0039 Page C- 7 of 23

(3) Supply each defendant/person under supervision with a complete set of bed linens and towels which are, at a minimum exchanged or washed weekly.

(4) Provide commode, sink, and bathing facilities on the premises that meet fire safety standards, including proper exits and fire alarms. Each bathroom shall have basic supplies like soap, toilet paper, and towels, and shall be clean and well-maintained with regular cleaning schedules.

e. Emergency Plans

Emergency plans are written comprehensive strategies to ensure safety of program participants and staff. The vendor shall maintain:

(1) Evacuation Procedures: The vendor shall have annually reviewed and updated as necessary, written emergency and evacuation plans and diagrams for emergencies (e.g., fire, natural disaster, and other emergencies) that are posted conspicuously in the facility. The vendor shall communicate clear instructions to defendants/persons under supervision on how to safely evacuate in case of fire, natural disasters, or other emergencies.

(2) Communication protocols: The vendor shall have methods for internal and external communication to keep residents, staff, and families informed during an emergency.

(3) Emergency preparedness: The vendor shall conduct evacuation drills when a representative number of defendants/persons under supervision and other residents are present and document such.

(4) Emergency Staffing: The vendor shall train all facility personnel to implement the emergency and evacuation plans and document such training. The vendor shall have plans for staffing during emergencies, including backup personnel and cross-training staff members.

f. Safety Precautions

The vendor shall provide:

(1) At least two means of an exit from each floor level.

(2) Smoke detectors on each floor providing complete and prompt coverage.

(3) Electrically lighted exit signs and egress routes with backup battery powered emergency lighting.

(4) Portable fire extinguishers throughout the facility appropriately rated and

BPA-Solicitation Number: 0540-27-0039 Page C- 8 of 23 classed (i.e., Rated 2A; Class A extinguisher per 600 square feet for light hazard occupancy with a maximum travel distance of 75 feet to an extinguisher).

(5) Clean and sanitary facilities and surrounding areas, and clear hallways, stairs and exits.

(6) Fire inspections and testing of fire equipment by the equipment representative conducted at least semiannually.

(7) No mattresses or pillows acquired after commencement of the contract that contain polyurethane or polystyrene.

(8) Appropriate storage of all hazardous materials (e.g., paint adhesives, thinners, etc. are stored in metal containers away from areas such as sleeping quarters, kitchens, furnaces, stairwells, and exits).

g. General Food Service

The vendor shall:

(1) Plan diets according to physician’s requirements, if applicable.

(2) Provide meals for defendants/persons under supervision whose work schedules prevent them from eating at mealtime.

(3) Provide daily reasonable food selections.

(4) Provide meals that accommodate the dietary, religious, and food allergy needs of defendants/persons under supervision.

(5) Provide nutritiously, varied, and balanced sack lunches for defendant/person under supervision requiring these.

(6) Prepare menus at least a week in advance and keep menus for three months.

(7) Have a registered dietitian or physician annually approve the nutritional value of fixed menus, and semiannually approve non-fixed menus and document such.

(8) Ensure that all persons preparing food comply with applicable federal, state, and local health laws, codes and regulations.

h. Department of Health, Education and Welfare Food Service Standards

The U.S. Food and Drug Administration (FDA) publishes the Food Code, a model that assists food control jurisdiction at all levels of government by providing them with a scientifically sound technical and legal basis for regulating the retail and food service segment of the industry (restaurants and grocery stores and institutions such as nursing homes). Local, state, tribal and federal regulators use

BPA-Solicitation Number: 0540-27-0039 Page C- 9 of 23 the FDA Food Code as a model to develop or update their own food safety rules and to be consistent with national food regulatory policy. At a minimum, the vendor shall comply with the standards set forth in the most recent version of the FDA Food Code.

i. Vendor Meals Served in Restaurants

The vendor shall ensure that restaurants preparing and serving food to residents are full-service. They shall hold a valid state or local license, certificate or permit to operate, prepare and/or serve food. These establishments shall comply with all state and/or local sanitation and health laws, codes, and regulations to guarantee the safety and well-being of residents.

j. Emergency Medical Service

The vendor shall:

(1) Keep basic first aid supplies on-site at all times, as outlined in the American Red Cross First Aid Manual.

(2) Ensure at least one staff member per shift is trained in emergency first aid and CPR.

(3) Provide 24/7 access to emergency medical services through a licensed general hospital, private physician or clinic.

(4) Ensure residents are responsible for their own medical expenses and assist them in identifying available community resources.

3. GENERAL REQUIREMENTS

a. Defendant/Person under supervision Records and Conferences

(1) File Maintenance

Treatment records shall be the property of the vendors, who are responsible for maintenance, disclosure, and retention. The vendor shall:

(a) Maintain a secure filing system for all information related to defendants/persons under supervision who receive services under this agreement. If information is stored electronically, the vendor shall ensure that it is accessible for review in the format specified by the CO, e.g.

paper copy, flash drive, electronic access. The vendor shall timely

BPA-Solicitation Number: 0540-27-0039 Page C- 10 of 23 provide access upon request of the CO.

(b) If maintaining paper files, separate defendant/person under supervision files from other vendor records. This will facilitate monitoring and promote defendant/person under supervision confidentiality.

(c) Create a separate file when a defendant on pretrial services supervision is sentenced to probation supervision but continued in treatment with the vendor. The vendor may copy any information relevant from the pretrial services file and transfer it into the probation file, except for information covered under the Pretrial Services Confidentiality Regulations.

(d) Identify any records that disclose the identity of a defendant/person under supervision as CONFIDENTIAL.

(e) Maintain all records for defendants/persons under supervision for three years after receiving final payment, making them available for Judiciary inspection and review. In the event of litigation or settlement of claims arising out of the performance of this agreement, retain these records until final disposition of such appeals, litigation, or claims. This requirement is in addition to, and not a substitute for, other local/state/federal record retention requirements.

(f) At the written request of the USPO/USPSO, at the expiration of the performance period of this agreement, the vendor shall provide the USPO/USPSO or CO a copy of all defendant/person under supervision records that have not been previously furnished.

(g) The vendor shall comply with the Health Insurance Portability and Accountability Act (HIPAA) privacy rule Security Standards for the Protection of Electronic Protected Health Information set forth at 45 C.F.R. § 164.302 to 318 with regard to electronic information. This includes implementing necessary administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and availability of all electronic protected health information (ePHI) that the vendor creates, receives, maintains, or transmits.

b. Vendor Obligations for Disclosure of Information

The vendor shall:

(1) Be responsible for ensuring compliance with all applicable federal, state and local laws and regulations regarding the confidentiality and safeguarding of protected information. As a covered entity this includes adherence to HIPAA.

(2) Protect CONFIDENTIAL records from disclosure except in accordance with item number b. (3), (4), (5), (6), (7), and (8) below.

(3) Using an agency specific release of information form, obtain defendant’s/person under supervision’s written informed consent to disclose confidential health information to the USPO/USPSO, except

BPA-Solicitation Number: 0540-27-0039 Page C- 11 of 23 where permitted or required by law. The vendor, as the covered entity, shall be responsible for determining the appropriateness of personal health information disclosure. If the vendor is unable to obtain this disclosure, the vendor shall notify the USPO/USPSO immediately.

(4) Disclose defendant/person under supervision records upon request of the USPO/USPSO or designee to the USPO/USPSO or designee.

(5) Make its staff available to the USPO/USPSO to discuss treatment of a defendant/person under supervision.

(6) Disclose defendant/person under supervision records only in accordance with 42 C.F.R. Part 2, and 45 C.F.R. § 160.201 to 205 and Part 164, even if the vendor is not otherwise subject to these regulations. Note that the Judiciary is not a covered entity under these regulations. Should the vendor disclose records to someone other than the person receiving services, the vendor shall promptly notify the USPO/USPSO of the request and disclosure. Additionally, the vendor must inform the USPO/USPSO of any exceptions to the disclosure of, or an individual’s right of access to, treatment or protected health information that might apply.

(7) Not disclose “pretrial services information” concerning pretrial services defendants. “Pretrial services information,” as defined by the “Pretrial Services Confidentiality Regulations,” is “any information, whether recorded or not, that is obtained or developed by a pretrial services officer (or a probation officer performing pretrial services duties) in the course of performing pretrial services.” Pretrial Services Confidentiality Regulations, §2.A. Generally, any information developed by an officer performing pretrial services that is shared with the vendor will be confidential pretrial services information. Only a judicial officer or a Chief USPO/USPSO may authorize disclosure of pretrial services information to a third party pursuant to the Pretrial Services Confidentiality Regulations. Any doubts about whether a potential disclosure concerns pretrial services information must be resolved by consultation with the USPO/USPSO.

(8) The vendor and its subcontractors are authorized to access criminal history information available in pretrial services or probation records that have been provided by the USPO/USPSO. This information is provided solely for the purpose of providing services under this contract. Any unauthorized re-disclosure of this information may result in termination of this contract and the imposition of civil penalties. The vendor must ensure that all personnel accessing this information understand the confidentiality requirements and strictly adhere to them to avoid any breaches.

(9) Ensure that all persons having access to or custody of defendant/person under supervision records follow the disclosure and confidentiality requirements of this agreement and federal law.

BPA-Solicitation Number: 0540-27-0039 Page C- 12 of 23

(10) Notify the CO immediately upon receipt of a subpoena requiring disclosure of defendant/person under supervision records maintained in accordance with this agreement.

(11) As a covered entity, the vendor is responsible for adhering to HIPAA requirements and providing and updating any necessary consent forms that federal, state or local law requires.

c. File Content

The vendor’s file on each defendant/person under supervision shall contain the following records:

(1) Chronological Notes that:

(a) Timely document all significant contacts with the defendant/person under supervision, including those with the USPO/USPSO and others, whether in person, by telephone, or through any other form of protected electronic communication. These records shall clearly document all notifications of absences and any apparent conduct violating programmatic rules and/or seen or unforeseen risk to the individual and/or the public.

(b) Are in accordance with the professional standards of the individual disciplines and with the respective state law on health care records.

(c) Include a signed disclosure and permission form from the defendant/person under supervision if Artificial Intelligence (AI) will be used for documentation. The consent form shall include a clear explanation of the purpose of AI, how AI works in the delivery of treatment services, the security measures in place, and the defendant’s/person under supervision’s right to withdraw consent for the use of AI at any time. AI technology shall be HIPAA compliant, secure, and confidential.

(d) Ensure a thorough and accurate record of the defendant’s/person under supervision’s treatment and progress and should include the following information: sessions attended; topics covered during each session; the defendant’s/person under supervision’s level of participation and motivation; clinical goals of treatment; methodologies and types of therapy applied any changes made to the treatment plan; the defendant’s/person under supervision’s observed progress, or lack thereof, toward reaching the goals; specific achievements; instances of failure to attend sessions without prior notice and approval; any failed assignments; programmatic rule violations; and consequences for noted violations.

(e) Are created in English, current and available for review by the USPO/USPSO or CO and by the Probation and Pretrial Services Office (PPSO) at the Administrative Office.

BPA-Solicitation Number: 0540-27-0039 Page C- 13 of 23

(f) Chronological notes shall be legible, dated and signed/electronically certified by the practitioner, to include the practitioner’s licensure/credentials.

(2) Probation Form 45 and Amended Probation Form 45 that:

(a) The USPO/USPSO prepares which identifies the vendor services to be provided to the defendant/person under supervision, as well as any required co-payments. These services are billed to the Judiciary under the terms of agreement. The Judiciary is not obligated to reimburse for any services that were not authorized on the Probation Form 45, nor for any services provided in excess of services authorized. Discretion for payments rests with the CO.

(b) The USPO/USPSO shall amend the Probation Form 45 when there are changes to the services the vendor shall perform, their frequency, or other administrative changes (e.g., co-payment amounts). Additionally, the USPO/USPSO will terminate the Probation Form 45 upon termination of services. This ensures the vendor obligations and authorizations are current and accurately documented, reflecting any modifications to the original Probation Form 45.

(3) Authorization to Release Confidential Information that:

(a) The defendant/person under supervision and USPO/USPSO and/or other witness sign prior to the defendant’s/person under supervision’s first appointment with the vendor. This Judiciary-based release of confidential information form is generally submitted with the initial referral packet.

(b) The vendor is responsible for ensuring HIPAA compliant informed consent is obtained and maintained in all files. This includes documenting informed consent in accordance with HIPAA regulations;

ensuring all necessary defendant/person under supervision information is securely stored and accessible only to authorized personnel. The vendor shall obtain a signed release of information before releasing any information regarding the defendant/person under supervision or the defendant’s/person under supervision’s treatment and progress to the

USPO/USPSO.

(c) The vendor must regularly review and update consent forms and procedures to remain compliant with current HIPAA guidelines.

(4) Monthly Sign-In Log

BPA-Solicitation Number: 0540-27-0039 Page C- 14 of 23

(a) Submitted with the monthly invoice for the corresponding month with one Monthly Sign-In Log per defendant/person under supervision.

(b) Includes all defendant’s/person under supervision’s scheduled contacts for the month (per project code) and includes vendor comments indicating failure to report on scheduled dates, or noting if a service was provided via telehealth.

(c) Defendant/person under supervision shall sign-in upon arrival to include the time in and time out of service with the vendor initialing to verify accuracy of time in/time out.

(d) Documents any co-payment collected, and

(e) Used by the USPO/USPSO or designee to certify the monthly invoice.

(f) For residential placements, only required to obtain defendant/person under supervision signature on first and last day of placement.

NOTE: Allowing anyone undergoing treatment to see the names or signatures of other defendants/person under supervision violates federal confidentiality regulations regarding treatment records.

(5) Urinalysis Testing Log (if applicable) that:

(a) Along with the monthly invoice, is submitted for the month for which the vendor is invoicing.

(b) Shall record all collected urinalysis specimens and has all applicable sections completed:

1. Defendant’s/person under supervision’s name and PACTS number

2. Vendor name and agreement #

3. Month/Year

4. Collection Date

5. Defendant’s/person under supervision’s signature

6. Collector’s initials

7. Bar Code number (if applicable)

8. Special tests requested (if applicable)

9. Drugs or medication taken

10. Test Results (if applicable)

11. Co-pay collected (if applicable)

(c) The vendor shall submit for CO approval if vendor Urinalysis Testing Log form differs from the sample form.

(d) The vendor shall ensure that a defendant/person under supervision signing or initialing an entry Urinalysis Log cannot see the names or signatures of other defendants/person under supervision.

NOTE: Allowing participants to see the names or signatures of other

BPA-Solicitation Number: 0540-27-0039 Page C- 15 of 23 defendants/person under supervision violates federal confidentiality regulations regarding treatment records.

d. Telehealth

Telehealth may be authorized on a case-by-case basis to provide services outlined within this Statement of Work. The use of telehealth is authorized only after the vendor and the USPO/USPSO review the individual defendant’s/person under supervision’s case, determine they are appropriate for treatment via telehealth, identify which specific services are suitable for telehealth, and obtain approval from the district’s contracting officer or designee. The vendor shall ensure the quality and availability of services remain consistent, whether provided via telehealth or in-person, adhering to all guidelines, and maintaining the highest standards of care.

NOTE: The use of telehealth is intended for the benefit of the Judiciary, not the…