0037_SA_Celina TX.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.

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/230634809742473?

p=lfmVr2uARxAY80kquv Meeting ID: 230 634 809 742 473 Passcode: 2m56pQ3F

Need help? | System reference

Dial in by phone +1 903-395-6100,,755118720# United States, Cooper Find a local number Phone conference ID: 755 118 720#

Join on a video conferencing device Tenant key: teams@meet.vc.uscourts.gov Video ID: 114 525 095 1 More info

For organizers: Meeting options | Reset dial-in PIN https://teams.microsoft.com/meet/230634809742473?p=lfmVr2uARxAY80kquv https://teams.microsoft.com/meet/230634809742473?p=lfmVr2uARxAY80kquv https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWJhNjkxMzQtYmFkZS00MDBlLTg5MjYtNmVlMjVlZDU4M2M5%40thread.v2/0?context=%7b%22Tid%22%3a%221d66f037-8266-4d1c-919c-67c6543d3542%22%2c%22Oid%22%3a%2200ca9829-c7d0-4d28-871b-46518752bc12%22%7d tel:+19033956100,,755118720 https://dialin.teams.cloud.microsoft/d5325f0d-7693-49fe-96fa-f1acb3fc0cd7?id=755118720 https://meet.vc.uscourts.gov/teams/?conf=1145250951&ivr=Teams&d=meet.vc.uscourts.gov&ip=20.65.120.58&test=Testcall&w https://teams.microsoft.com/meetingOptions/?organizerId=00ca9829-c7d0-4d28-871b-46518752bc12&tenantId=1d66f037-8266-4d1c-919c-67c6543d3542&threadId=19_meeting_YWJhNjkxMzQtYmFkZS00MDBlLTg5MjYtNmVlMjVlZDU4M2M5@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing

BPA-Solicitation Number: 0540-27-0037 Page A- 1 of 1

✎AO 367

(Rev. 3/24)

SECTION A SOLICITATION / OFFER / ACCEPTANCE

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

0540-27-0037 06/24/2026

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

Simone Norman «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 Simone Norman b. Telephone (469) 304-4943

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 3 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 21 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: 0540-27-0037 Page B- 1 of 3

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 Celina, 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: 0540-27-0037 Page B- 2 of 3

SUBSTANCE USE SERVICES :

PROJECT CODE REQUIRED SERVICES ESTIMATED MONTHLY QUANTITY UNIT PRICE

X 2011 Substance Use Assessment Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Unit: per report

PROJECT CODE REQUIRED SERVICES ESTIMATED MONTHLY QUANTITY UNIT PRICE

X 2010 Substance Use Individual Counseling Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Unit: per 30-minute session

PROJECT CODE REQUIRED SERVICES ESTIMATED MONTHLY QUANTITY UNIT PRICE

X 2020 Substance Use Group Counseling Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Unit: per 30-minute session

PROJECT CODE REQUIRED SERVICES ESTIMATED MONTHLY QUANTITY UNIT PRICE

X 2030 Substance Use Family Counseling Base Year

Option Year 1

Option Year 2

Option Year 3

BPA-Solicitation Number: 0540-27-0037 Page B- 3 of 3

Option Year 4 1

Unit: per 30-minute session

BPA-Solicitation Number: 0540-27-0037 Page C- 1 of 21

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: 0540-27-0037 Page C- 2 of 21

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: 0540-27-0037 Page C- 3 of 21 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)

SUBSTANCE USE SERVICES

1. Substance Use Assessment (2011)

Treatment for drug use depends on the type of drug and the severity of abuse as well as other factors specific to the individual. The Substance Use Assessment is a comprehensive biopsychosocial assessment and report which shall be conducted by a

BPA-Solicitation Number: 0540-27-0037 Page C- 4 of 21 practitioner who adheres to the standards of practice established by their state’s regulatory board. This ensures the practitioner adheres to the highest level of professional conduct, maintains current certification or licensure, and provides services that align with regulatory guidelines and ethical standards.

The substance use assessment should include the following key components:

Presenting Concerns: The main reason for the assessment, including specific concerns related to substance use.

Substance Use History and Assessment of Current Needs: Detailed historical and current information about the type, amount, frequency, and duration of substance use, as well as current daily functioning and the severity of symptoms.

Mental Health History and Assessment of Current Needs: Detailed historical and current information about diagnosis, symptoms and severity, hospitalizations, prescribed medications, and adherence.

History of Trauma and Assessment of Current Factors Affecting Treatment:

Use reliable and validated trauma-informed screening and assessment tools to assess the individual’s trauma related symptoms and disorders to accurately identify and match appropriate treatment interventions. Examples of screening instruments include but are not limited to: Clinician Administered PTSD Scale for DSM (CAPS-5), Global Psychodrama Screen (GPS), Trauma History Questionnaire (THQ), Trauma Screening Questionnaire (TSQ), Brief Trauma Questionnaire (BTQ), and Life Events Checklist for DSM-5 (LEC-5). Should trauma-related symptoms be identified, the vendor should identify trauma-specific treatment interventions that emphasize empowerment and recovery.

Risk Assessment: Assessment of risk of harm to self or others, including information related to historical suicidal ideation and gesturing, and/or homicidal ideation.

Cultural and Spiritual Factors: Assess the individual’s identified cultural background and spiritual beliefs that may influence effective treatment interventions.

Medical History: Consider relevant medical conditions, treatments, and medications that may impact the individual’s current functioning and any potential impact on treatment.

Assessment Tools and Results: Results from validated and standardized screening and assessment tools used during the assessment which may include but are not limited to: SBIRT, ASI, SASSI, LSI-R, and DAST.

Strengths and Resources: Identify protective factors that support recovery such as strong familial and/or social support, positive self-perception, consistent coping skills, safe and stable housing, education and/or employment stability.

Readiness to Change: The individual's stated willingness and motivation to engage and participate in the recommended treatment.

Detailed Treatment Recommendations: Provide detailed recommendations specific to the individual’s risk, needs, and circumstances as identified by

BPA-Solicitation Number: 0540-27-0037 Page C- 5 of 21 diagnostic tools, clinical interviews, and collateral information, and when applicable, the PCRA. Treatment recommendations should include diagnoses consistent with the DSM or ICD. Clearly outline the primary issues to be addressed in treatment and the appropriate level of care needed (e.g., early intervention, outpatient treatment, inpatient). Specify the recommended frequency/dosage and type of service (e.g., individual, group) appropriate to address the identified treatment needs of the individual.

If treatment is not recommended, provide detailed information about available community support systems and resources that may benefit the individual. These resources should be tailored to meet the individual’s specific needs, ensuring they receive appropriate support even in the absence of formal treatment recommendations.

Within 15 business days of receiving the referral, any time frame exceptions shall be approved by the CO and documented by the vendor (within the defendant/person under supervision file), the vendor shall provide:

(a) A comprehensive diagnostic interview for each defendant/person under supervision, to include a validated, structured diagnostic instrument, that is in accordance with state licensing standards. The vendor shall also take into consideration the biopsychosocial information shared by the USPO/USPSO, to include criminal history and personal characteristics.

(b) A typed report to the USPO/USPSO within 10 business days of the vendor’s completion of the diagnostic interview with the defendant/person under supervision. At a minimum, the assessment report shall address the following:

(1) Basic identifying information, sources of the information for the report, and names of the diagnostic instrument and trauma screening assessments used.

(2) DSM or ICD diagnosis including severity of the substance use disorder (mild, moderate, severe).

(3) A biopsychosocial profile of symptoms that are related to substance use and mental health diagnoses, if applicable.

(4) The current level of functioning and the primary focus of the initial treatment plan.

(5) Current risk, need, responsivity factors as indicated by the PCRA (for post-conviction cases when provided by USPO), BPA-Solicitation Number: 0540-27-0037 Page C- 6 of 21

(6) The defendant’s/person under supervision’s stated willingness and motivation to engage in treatment and make changes, and

(1) A treatment recommendation outlining suggestions for treatment option, interventions, and follow-up care.

Recommendations shall include the appropriate level of care, frequency/dosage, and type of service (e.g. individual, group, etc.).

The comprehensive assessment report shall not be a synopsis or overview of any presentence, pretrial or institutional progress reports provided by the

USPO/USPSO.

2. Substance Use Counseling

Counseling is a clinical interaction between the defendant/person under supervision and a practitioner that is based in current scientific research on drug use and addiction. Vendors should offer treatment that is readily accessible to reasonably accommodate the schedules of defendants/persons under supervision. Consistent treatment accessibility is essential to ensuring individuals can attend sessions without undue hardship. Additionally, vendors must provide flexible scheduling options, and if applicable, adhere to the additional requirements outlined in the Local Services Section regarding hours of operation and other identified areas of need.

Vendor recommendations for services shall incorporate one or more of the services referenced below for each defendant/person under supervision.

The vendor shall provide the services below or any combination thereof as indicated on the Probation Form 45 for each defendant/person under supervision:

(1) Substance Use Individual Counseling (2010) to one (1) defendant/person under supervision.

(2) Substance Use Group Counseling (2020) to two (2) or more defendants/persons under supervision but no more than twelve (12).

(3) Substance Use Family Counseling (2030) to a defendant/person under supervision and one (1) or more family members. The vendor may meet with family members without the defendant/person under supervision

BPA-Solicitation Number: 0540-27-0037 Page C- 7 of 21 present with USPO/USPSO approval, if the defendant/person under supervision is the primary beneficiary of the service provided.

For substance use counseling, the vendor shall:

(1) Provide treatment only as authorized on the Probation Form 45 and shall initiate services within 10 business days of receiving the initial or amended Probation Form 45, any time frame exceptions shall be approved by the CO and documented by the vendor (within the defendant/person under supervision file).

(2) Provide counseling based in current scientific research on drug use and addiction.

(3) Match treatment interventions to specific problems, risk, and needs of the defendant/person under supervision considering gender, ethnicity and culturally responsive treatment practices. Utilize a person-centered approach considering trauma and how it may affect behavior and treatment engagement and incorporate cultural values and beliefs into an integrated treatment plan. Include the use of cognitive behavioral techniques such as cognitive restructuring, skill building using structured learning (modeling, role play and feedback), and problem solving to change thought patterns and teach pro-social skills. For USPO referrals, use this type of intervention to address the identified dynamic risk factors and needs as identified in the PCRA interpretation report.

(4) Apply behavioral therapies, including motivation to change, motivational enhancement strategies, incentives for abstinence, skills to avoid and resist drug use and prevent relapse, constructive activity replacement, and improvement of problem solving, communication, and interpersonal relationships.

(5) Refer for medications when applicable.

(6) Continually assess the defendant/person under supervision to determine appropriate treatment dosage and level of care and recommend modifications to treatment as necessary to meet the changing needs.

(7) Ensure that a typed treatment plan is submitted to the USPO/USPSO at the onset of treatment and in accordance with Vendor Reports under section f (1) at least every 90 days

(8) Ensure that a typed transitional care plan is submitted to the USPO/USPSO in accordance with Vendor Reports under section f (2).

The vendor shall ensure that all personnel meet the following qualifications:

(1) Practitioners shall be fully credentialed and maintain compliance with state statutes, regulations, and guidelines for providing direct substance use treatment services.

BPA-Solicitation Number: 0540-27-0037 Page C- 8 of 21

(2) Provisionally credentialed practitioner may be used only under the supervision of a fully credentialed practitioner in the state where services are delivered and in accordance with state regulations and guidelines for the scope of services, and after obtaining the approval of the CO.

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 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

BPA-Solicitation Number: 0540-27-0037 Page C- 9 of 21

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 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

BPA-Solicitation Number: 0540-27-0037 Page C- 10 of 21

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.

(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

BPA-Solicitation Number: 0540-27-0037 Page C- 11 of 21 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.

(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.

BPA-Solicitation Number: 0540-27-0037 Page C- 12 of 21

(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

(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

BPA-Solicitation Number: 0540-27-0037 Page C- 13 of 21 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 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 convenience of the vendor. Telehealth services do not replace the vendor’s ability to provide services in-person when appropriate. This requirement does not override the provisions that mandate the vendor (and any proposed subcontractor) to maintain an acceptable facility located within the defined catchment area.

(1) The vendor is authorized to provide specified services via telehealth, which includes providing health care delivery, assessment, diagnosis, consultation, and treatment and the transfer of medical data through interactive audio, video, BPA-Solicitation Number: 0540-27-0037 Page C- 14 of 21 or electronic/data communications. The vendor must adhere to and meet the same legal, ethical, and confidentiality standards when providing telehealth.

The vendor shall also obtain consent of the defendant/person under supervision before the delivery of telehealth services and shall include documentation of the same in the individual’s treatment record.

(2) When participants attend sessions, each must confirm their sole presence ensuring no one other than group participants are listening. Each participant will also enter into a confidentiality agreement before being allowed to participate in treatment.

(3) To verify that services were performed, the vendor shall complete the Monthly Sign- In Log with all necessary information; however, the vendor shall print the defendant’s/person under supervision’s name within the signature field, and the comment section shall reflect the means in which the session was conducted (i.e. teleconference, video conference, internet).

(4) For…