Questions and Answers for RFP 113J-27-09 District Wide Polygraph Services as of 7.13.26.pdf

Questions Received with Answers Provided for RFP 113J-27-09

Southern District of Georgia, District-Wide Polygraph Services

7/2/26

Question: If awarded a BPA, will the U.S. Probation OƯice make reasonable eƯorts to schedule multiple examinations during the same visit to a particular oƯice or geographic area (for example, scheduling two or more examinations on the same day when practical), or should oƯerors assume that each examination request will typically require a separate trip?

It’s been our practice to have multiple polygraphs held at one specific divisional oƯice on a scheduled date. For example, holding six polygraphs for six clients, on the same date, in the Savannah OƯice. This makes scheduling more eƯicient.

Question: Does the Government anticipate evaluating prices independently for Clinical Polygraph Examinations (5022) and Maintenance Examinations (5023), or will overall pricing be evaluated as a whole?

All project codes in Section B, noted on page B-2 of 2 within the RFP, must have a unit price completed for each year of the BPA. The only project code that is a predetermined calculation is the Administrative Fee, as this is calculated at 5% of the total copayments received during that invoice period. Overall pricing is determined based on the EMQ X Unit Price for each Project Code for each year of the BPA.

7/6/26

Question: Facility Requirements: Section M references on-site evaluations of the oƯeror's and subcontractor's facility. However, the Statement of Work for Project Codes 5022 and 5023 states that examinations are to be performed exclusively within U.S. Probation OƯice facilities and that this requirement is in lieu of maintaining a facility within the catchment area. For oƯerors proposing only Project Codes 5022 and 5023, should the facility evaluation requirements be interpreted as applying to the provider's administrative/records management location, or are no separate provider facilities required since examinations will be conducted exclusively at U.S. Probation OƯice locations?

The base of all RFPs is created using a national template from the Federal Government Administrative OƯices. Any local needs set forth by respective districts hold precedence over the RFP template within the specific sections they pertain to.

For this specific RFP, the Southern District of Georgia is soliciting for a Polygraph Services Provider to administer polygraphs within our divisional oƯices. There is still a requirement to maintain either a secure filing or electronic storage system for client records. As this RFP does not require a physical facility location for the provider, our staƯ will need to verify if the files are properly secured electronically or physical copies of records are maintained appropriately during scheduled polygraph dates at any of our divisional oƯices. In ‘SECTION M - EVALUATION FACTORS FOR AWARD’ any area noting a physical facility location would either be Non-Applicable for purposes of evaluation of the proposal or it will apply only to the ability it’s able to be. For example; ‘Is there a secured filing or electronic storage system to preserve confidentiality of defendant/person under supervision services?’ will still apply to a provider as there is a requirement to maintain secure records and those must be provided to the U.S. Probation OƯice upon request, but for purposes of the initial evaluation of proposals, this information would be Non-Applicable for all proposals received and will not be held against any provider for their proposal submissions.

Question: BPA Awards: Historically, has the District-Wide Polygraph BPA been awarded to a single vendor or have multiple vendors been awarded BPAs for these services?

In recent years, the award has been made to a single provider.

7/13/26

Question: Drug Screens: The RFP contains several references to drug screening procedures. Since we are proposing only for Project Codes 5022 (Clinical Polygraph Examinations) and 5023 (Maintenance Polygraph Examinations), we wanted to confirm that the polygraph provider is not responsible for administering drug screens and that those references are part of the standard RFP template.

That is confirmed. The polygraph services RFP does not contain a requirement for drug screening. Each district solicits project codes of their choosing based on the needs of the communities for which they serve. Only the project codes being solicited for and the parts of the RFP which apply to those specific project codes and treatment types are what proposals are submitted upon and are reviewed for an award to be made from.

Question: Examination Duration: We noticed language in the RFP describing prorated billing for services based on time increments. Since Project Codes 5022 and 5023 are priced per examination and report, we wanted to confirm that there is no additional compensation for examinations that exceed a certain length, and that the fixed unit price covers the entire examination regardless of duration.

That is confirmed. For polygraph services, each project code’s pricing is based on per examination/report and not the length of time the examination/report takes to complete.

Question: Copays: Is there a standard or minimum co-pay amount established by the Southern District of Georgia?

Copays are based on what is authorized on the Prob45 contracted treatment plan for each client. Amounts vary as they are calculated from results of financial investigations conducted by the U.S. Probation OƯicer who resides over each client’s case.

Question: Copays: Is the co-pay a fixed amount, or is it calculated as a percentage of the examination fee?

Copays can either be a fix amount or a percentage. Copays are based on what is authorized on the Prob45 contracted treatment plan for each client. Amounts vary as they are calculated from results of financial investigations conducted by the U.S.

Probation OƯicer who resides over each client’s case.

Question: Copays: Is the co-pay due at time of service or can we collect it ahead of service, if so what time frame?

Co-pays should not be collected ahead of a scheduled session as they are based on services actually provided. They should be collected after the session is completed.

Whether that date is the same date the polygraph is provided or after the date of the polygraph session, it will not change the outcome in that the copay is collected. The date of the copay collected should be provided to the client on a receipt along with amount paid and their name. It is also recorded on supporting documentation provided within monthly invoices to the U.S. Probation OƯice.

Question: Treatment Plans: The RFP references developing treatment plans. Since this solicitation is for polygraph services, we wanted to confirm that this requirement applies to counseling or treatment providers and does not apply to Project Codes 5022 and 5023.

That is confirmed. The RFP template is a nationally used template created and provided by our Administrative OƯices. Each district solicits project codes of their choosing based on the needs of the communities for which they serve. Only the project codes being solicited for and the parts of the RFP which apply to those specific project codes and treatment types are what proposals are submitted upon and are reviewed for when making an award.

Question: Crisis Numbers: Similarly, the RFP discusses providing crisis hotline information.

We wanted to confirm that this requirement is intended for counseling and treatment providers and is not a requirement of the polygraph provider under this solicitation.

Based on the clientele, which is being polygraphed, if there are crisis hotlines which serve the population being polygraphed, the provider may supply those hotlines to the clients as they are available and if applicable. Our polygraph services are used for sex oƯender clientele.

Question: Option Years: We understand the BPA includes a base year and option years. If awarded, are the option years exercised one year at a time at the Government's discretion, or would all remaining option years be exercised together? We are trying to accurately communicate the potential commitment to our subcontractor.

Option years are exercised one year at a time based on many factors. Some being continuing need within our district, past performance by the provider, monitoring visits/reports, funding access, and a review of certifications and qualifications etc.