_Clarifications_-_RRC_SOW_April_2017.pdf

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RESIDENTIAL REENTRY CENTER

STATEMENT OF WORK

APRIL 2017

CLARIFICATIONS

The following clarifications are provided for the Residential Reentry Center Statement of Work (SOW) April 2017:

Page xiv, Smartphone definition and Page 68, Section 1. Monitoring Accountability, Cell Phone: The possession and routine use of cell phones, to include smartphones, will be allowed by residents.

Page 3, Section 6. Contract Performance, fourth paragraph: R3M is the only transmission method approved by the BOP to transmit Personally Identifiable Information (PII).

Page 4, first paragraph: Electronic or scanned versions of a contractor’s policies or procedures will be provided to the Residential Reentry Manager (RRM) and Administrative Contracting Officer within 60 days after award.

Page 8, Section F. Equipment: The contractor will have individual e‐mail addresses for all RRC staff.

Page 9, Section 4. Community Outreach: Quarterly activities include outreach activities and Community Relations Board (CRB) meetings. While the use of volunteers is encouraged, the participation of volunteers is not required during outreach activities or CRB meetings.

Page 11, Section A. Position Requirements, Case Manager: Performance of a contract resulting from a solicitation incorporating Residential Reentry Center SOW April 2017 must comply with the SOW regarding the education and work experience requirements for Case Managers.

Page 12, Section C. Key Personnel, first paragraph: The Case Manager ratio will be a minimum of one position for every 30 residents based on the total of the estimated maximum number of in‐house beds and the estimated maximum number of home confinement placements. Case Manager positions are full‐time employees (i.e., 40 hours per week), therefore part‐time Case Manager positions do not meet SOW requirements.

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Page 12, Section C. Key Personnel, second paragraph: Clearance obtained for key personnel performance under one contract is not transferrable to another contract. A new clearance must be obtained.

Page 17, Section 4. Background Information, second and third paragraphs: In accordance with Program Statement 7570, Contract Staff Integrity for Privately Operated Community Corrections Residential Facilities, criminal history checks are done for the employees of an incumbent contractor who receives an award of a replacement contract. Replacement contracts include bridge contracts.

Page 23, Section 7. P.L. 108‐79: The audit materials include working papers, report, and certification of compliance.

Page 27, Section 3. Location: The SOW does not specify the method used to provide the maps of local transportation options. Maps are not required if the facility is located in an area without public transportation options.

Page 29, Section E. Laundry: The contractor will provide indigent residents with laundry tokens (or equivalent) and detergent until they received their first paycheck and no longer meet the definition of indigent.

Pages 29 – 30, Section F. Computer Access: The number of computers required is determined by totaling the estimated maximum number of in‐house beds and the estimated maximum number of home confinement placements. Contractors are responsible for ensuring the printers provide adequate access based on the number of computers.

Page 30, Section J. Telephone: Performance of a contract resulting from a solicitation incorporating Residential Reentry Center SOW April 2017 must comply with the SOW requirement to provide at least one telephone for every 10 offenders.

Page 45, Section 3. Notification: Email or facsimile transmittals of notification are allowed only if the R3M application is down. Performance of a contract resulting from a solicitation incorporating Residential Reentry Center SOW April 2017 must comply with the SOW requirement to provide immediate notification.

Page 50, Section 1. Resident Case Management, A. Individualized Program Plan (IPP):

Performance of a contract resulting from a solicitation incorporating Residential Reentry Center SOW April 2017 must comply with the SOW requirement to use Attachment F or subsequent revisions to complete the IPP.

Page 51, Section D. Program Planning and Progress: The Supervisory Community Treatment Coordinator determines which residents will participate in drug use, mental

3 | P a g e health, and sex offender treatment. The reentry programs to provide services for residents with special needs exclude the treatment provided by Community Treatment Services providers.

Pages 53 – 54, Section 3. Individual Orientation: Contractors will provide a hard (paper) copy of the BOP’s publication.

Page 54, Section 3. Individual Orientation, second paragraph: In accordance with Federal Acquisition Regulation 11.403(e), the term “working day” excludes weekends and U.S.

Federal holidays.

Page 58, Section 7. Resident ’s Financial Responsibility, Subsistence: The contractor will determine if a resident is indigent. As noted on page 61, a contractor will consider the resident’s debts, assets, employment status, and spending history before submitting a Request for Waiver or Reduction of Subsistence, Attachment G, to the RRM.

Page 63, Section 10. Community Treatment Services (CTS), Transportation: The terms and conditions of a contract for CTS services provided at other than the performance location of a contract resulting from the subject solicitation are not applicable to the requirement.

Page 64, Direct Home Confinement placement: Services rendered for a direct court placement who fails to report are not considered a reimbursable miscellaneous expense in accordance with Page 100, second paragraph.

Page 66, Drug and alcohol testing: Page 73, Section B. Testing, describes the method currently approved for use under the drug and alcohol surveillance program.

Page 68, Section 1. Monitoring Accountability, Cell Phone: The contractor is responsible for developing the procedures and policies for possession and routine use of the cell phones, to include a cell phone agreement outlining cell phone use. The policy will be reviewed during the pre‐occupancy inspection.

Page 69, Section B. Sign‐in/Sign‐out System: The requirement to provide remote access to a contractor’s electronic accountability software may be satisfied by access to sign‐ in/sign‐ out time records.

Page 71 – 72, Section D. Pass, Pass Form: The resident will not be required to provide a current itemized phone bill to the Facility Director if accountability will be maintained using electronic monitoring equipment.

Page 71 – 72, Section D. Pass, Pass Form and Pass Duration: The Facility Director or designee may approve passes, to include extended passes, unless otherwise specified by the RRM.

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Page 74, Section D. Positive Tests: Newly admitted residents may be disciplined for a positive urine screen upon arrival.

Page 83, RRC Clarifications of Inmate Discipline Policy, Section Alcohol: Decisions regarding the removal of a resident from the Residential Reentry Center (RRC) program may be appealed to the Sector Management Team with responsibility for oversight of the RRM office. A copy of the appeal shall be sent to the RRM.

Page 83, RRC Clarifications of Inmate Discipline Policy, Section Synthetic Narcotics:

Residents testing positive for synthetic narcotics should be issued an incident report for “Possession of anything Unauthorized.”

Page 86, fifth paragraph: Handling food includes handing a sack containing a meal to a resident. Physical examinations are required for any employee or subcontractor employee who serves, prepares, or handles food.

Page 98, Section 1. Resident File: Contractors will develop a policy for conducting and documenting weekly resident file accountability checks. The policy will be reviewed and approved during the pre‐occupancy inspection.

Page 100, Section 4. Billing, second paragraph: Requests for reimbursement of miscellaneous expenses, to include identification cards, shall be submitted on a quarterly basis, separate from the monthly invoice, at the documented cost.

Page 100, Section 5. Quarterly Reporting: Quarterly statistics will be submitted to the RRM.

The format is not specified.

Page 101, Section 6. Confidentiality, third paragraph: Information released to a resident’s potential employer requires a signed release of information from the resident and approval of the RRM.

Page 103, Section 1. Release Planning, second paragraph: The release plan will be submitted to the USPO and RRM electronically. R3M does not currently include a release plan function.

Page 105, Section 3. Property: Property considered abandoned may be disposed of in less than 30 days if there is documentation containing the resident’s signature indicating it may be disposed of in less than 30 days.

Page 106, Section 6. Files: Terminal reports will be forwarded to the parent institution electronically.

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Page 107 – 108, Section A., second paragraph: Performance of a contract resulting from a solicitation incorporating Residential Reentry Center SOW April 2017 must comply with the SOW requirement regarding notification to the Facility Director.

Page 108, Section A., top of page: “Initial reporting time to the facility” refers to a pending arrival’s scheduled time to report to the RRC.

Attachment N – Resident Survey: The surveys will be scanned and submitted electronically to the RRM each month.

Compliance Matrix, Page 2, Proposal Preparation Instructions: An offeror’s past performance will not be negatively impacted by submitting less than five federal, state, local, or private contracts and/or subcontracts for RRC services provided to other than the Bureau of Prisons.