Change_Page_-_2017_RRC_SOW_Revision_1_Final_-_Updated_05.02.19.pdf

RESIDENTIAL REENTRY CENTER

STATEMENT OF WORK

APRIL 2017

Change Sheet – April 2019

The following changes have been made to the Residential Reentry Center Statement of Work (SOW) April 2017:

Page 4, first paragraph, Section 7, Scope of Work:

Delete: The contractor will provide an electronic or scanned version of their policies and procedures within 60 days after award.

Replace with: The contractor will provide electronic or scanned versions of their policies and procedures to the RRM and Administrative Contracting Officer within 60 days after award.

Page 7, Section 2. Performance:

Delete: The contractor will maintain a current contingency plan to ensure continuity of service should unforeseen circumstances occur such as employee work actions or strikes, natural disasters, terrorist activities, etc. The plan must be available to the BOP for inspection upon request.

Replace with: The contractor will develop and maintain a current contingency plan to ensure continuity of service should unforeseen circumstances occur, such as employee work actions or strikes, natural disasters, terrorist activities, etc. As a correctional organization, it is the contractor’s responsibility to ensure 24/7 continuity of service during unforeseen circumstances. The plan shall be submitted to the COR for approval, prior to performance and must contain the following, at a minimum:

A. A detailed evacuation plan;

B. A detailed shelter-in-place plan, to include provisions for food, water, power, etc.;

C. Provisions for maintaining adequate staffing levels.

Page 9, Section F, Equipment, second paragraph:

Add sentence: The RRM may request the information found in a resident file (located in Chapter 17) to be uploaded into the electronic application.

Page 9, Section 4. Community Outreach:

Delete: The program must also include specific activities that will be conducted on a quarterly basis, to include the use of volunteers.

Replace with: The outreach program must also include specific activities that will be conducted on a quarterly basis. This includes the use of volunteers, which is encouraged, but is not mandatory.

Page 13, Section 3, second paragraph:

Delete: The contract size (major, moderate, or minor) is determined by totaling the number of in-house beds and home confinement placements contracted for.

Replace with: The contract size (major, moderate, or minor) and required key staff ratios are determined by totaling the estimated maximum number of in-house beds and the estimated maximum number of home confinement placements contracted for.

Page 14, Section E, Population Changes:

Add Section: If the Average Monthly Population (AMP) changes from the BOP's original projection for three consecutive months, the staff/offender ratio may be changed in accordance with the following:

1) If the AMP exceeds the original estimate by 25 percent for three consecutive months, the contractor will add qualified staff consistent with the original staff/offender ratio.

2) If the AMP is 25 percent below the original estimate for three consecutive months, the contractor may reduce staff consistent with the original staff/offender ratio, as long as the contractor continues to provide safe and secure supervision of federal offenders.

The CO is the deciding authority for any adjustments to the staff/offender ratio. The contractor will comply with any change(s) to the ratio as directed by the CO.

Page 17, Section 4, Background Information:

Delete: National Crime Information Center/National Law Enforcement Telecommunication System

(NCIC/NLETS)

Replace with: criminal history check

Page 23, Section 7. P.L. 108-79:

Delete: Copies of all audit materials will be provided to the BOP.

Replace with: Copies of all audit materials including working papers, report, and certification of compliance will be provided to the BOP.

Page 29, Section E. Laundry:

Delete: The contractor will provide indigent residents with laundry tokens (or equivalent) and detergent until they received their first paycheck.

Replace with: 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, Section F. Computer Access:

Delete: The contractor will provide access to computer/internet technology to assist residents with education, employment, reconnecting with family members and communities, and other reentry preparation via electronic mail. Access will be provided at no cost to the resident. Access to these resources should be sufficient to pursue education and employment opportunities and correspond with potential educators or employers without limitation or hindrance, unless by court order.

Contractor will provide a minimum of one internet-enabled computer for every 20 residents.

Contractor shall ensure printer access is available for each internet enabled computer.

Replace with: The contractor will provide access to computer/internet technology, to include printers, to assist residents with education, employment, reconnecting with family members and communities, and other reentry preparation via electronic mail. Access will be provided at no cost to the resident.

Access to these resources should be sufficient to pursue education and employment opportunities and correspond with potential educators or employers without limitation or hindrance, unless by court order. Contractor will provide a minimum of one internet-enabled computer for every 20 residents.

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 provided allow for adequate resident access based on the number of computers.

Page 30, Section J. Telephone:

Delete: The contractor will provide the offenders telephone service which is accessible on the facility's premises. The use of pay telephones is acceptable. The contractor will provide at least one telephone for every 10 offenders.

Replace with: The contractor will provide the offenders telephone service which is accessible on the facility's premises. The use of pay telephones is acceptable. An adequate number of telephones shall be accessible to all residents, 24 hours a day, 7 days a week.

Page 31, Chapter 4 – Life Safety:

Add sentence: Prior to the preoccupancy inspection, the contractor will provide documentation from an independent third party NFPA 101 Life Safety subject matter expert certifying the facility is in compliance with the most current version of the NFPA codes and standards.

Page 32, Section A. Diagrammed Evacuation Routes and Drills, third paragraph:

Delete: The diagram will include the location of building exits, fire extinguishers, pull-stations, and first aid supplies. It will also show areas of safe refuge.

Replace with: The diagram will include the location of building exits, fire extinguishers, pull-stations, and first aid supplies, and meeting area. It will also show areas of safe refuge. Floor evacuation diagrams shall reflect floor arrangement and be properly oriented.

Page 39, Chapter 7 – Hazardous Materials:

Delete: The contractor will also address universal precautions in regard to blood and body fluids. All body fluids are to be considered as potentially infectious. The contractor will maintain a body fluid clean-up kit in the facility.

Page 51, Section D. Program Planning and Progress:

Add sentence: The SCTC determines which residents will participate in drug use, mental health, and sex offender treatment. The reentry programs to provide services for residents with special needs exclude the treatment provided by CTS providers.

Pages 53 – 54, Section 3. Individual Orientation:

Add sentence: Contractors will provide a hard (paper) copy of the BOP’s publication.

Page 54, Section 3. Individual Orientation, second paragraph:

Delete: The Facility Director will ensure each resident receives an orientation about the facility rules and accountability requirements. The contractor will establish an orientation checklist and staff will have the resident sign and date this document as they complete each requirement, and place the original in the resident’s file. Whenever possible, the contractor will invite and permit family members to attend the orientation provided the resident consents. Orientation will normally last until the resident is aware of the following (should not exceed three working days from date of arrival)

Replace with: The Facility Director will ensure each resident receives an orientation about the facility rules and accountability requirements. The contractor will establish an orientation checklist and staff will have the resident sign and date this document as they complete each requirement, and place the original in the resident’s file. Whenever possible, the contractor will invite and permit family members to attend the orientation provided the resident consents. Orientation will normally last until the resident is aware of all topics included but should not exceed three working days from date of arrival.

In accordance with Federal Acquisition Regulation 11.403(e), the term “working day” excludes weekends and U.S. Federal Holidays. Orientation shall include the following:

Page 58, Subsistence:

Delete: To promote financial responsibility, the BOP requires residents who reside at an RRC to make subsistence payments to the contractor each payday.

Replace with: To promote financial responsibility, the BOP requires residents who reside at an RRC and have viable employment to make subsistence payments to the contractor each payday.

Page 60, Subsistence:

Delete: Residents who have other means of financial support (e.g., sale of property, Veteran's

Administration (VA) benefits, worker's compensation, retirement income, or Social Security), will contribute 25 percent of their determined income, not to exceed the daily per diem rate.

Page 61, Section 8, Driving:

Add sentence: The BOP encourages the approval of driving privileges for those residents who are responsible and appropriate.

Page 65 - 66, Home Confinement:

Delete: Compliance with the conditions of home confinement may be monitored by:

electronic monitoring equipment (preferred);

telephone; or in-person contacts.

The contractor shall be prepared to make electronic monitoring equipment available to a minimum of 50 percent of the contracted home confinement quota.

Home confinement without Electronic Monitoring: RRC Staff are required to account for the resident while on home confinement. The method of accountability should be documented in the IPP and submitted to the RRM upon request for placement on home confinement. In addition, contracting staff will:

o Visit resident’s home once a week and work site monthly: Ordinarily staff will visit the resident at their home weekly and place of employment monthly. In conducting these site visits, the contractor will take care not to unnecessarily interfere with the resident’s ability to maintain gainful employment. This requirement may be modified by the PRT as indicated by the IPP after consultation and approval of the RRM. Modifications will be documented in the individualized program plan.

Home confinement with Electronic Monitoring: If the resident’s home confinement is monitored by electronic monitoring, RRC staff will visit the resident’s home and place of employment at least monthly. In conducting these site visits, the contractor will take care not to unnecessarily interfere with the resident’s ability to maintain gainful employment and positive family relationships.

Determination to place residents on electronic monitoring will be made on an individual basis. If electronic monitoring is utilized, the contractor must notify the RRM of the operational procedures for the use of this equipment.

Replace With: Compliance with the conditions of home confinement shall be monitored by:

o electronic monitoring equipment;

o telephone; and o in-person contacts.

The contractor shall utilize electronic monitoring equipment to ensure accountability of all inmates on home confinement.

Alternative Means of Monitoring: If the electronic means of monitoring a prisoner described above is infeasible for technical or religious reasons, the RRM may allow for an alternative means of monitoring a prisoner placed in home confinement that the RRM determines are as effective as or more effective than the electronic monitoring.

As all resident’s home confinement is monitored by electronic monitoring, RRC staff will visit the resident’s home and place of employment at least monthly. In conducting these site visits, the contractor will take care not to unnecessarily interfere with the resident’s ability to maintain gainful employment and positive family relationships. The contractor must notify the RRM of the operational procedures for the use of the electronic monitoring equipment.

Page 67, Home Confinement:

Delete: Contractors will conduct a monthly review of the telephone bills, to ensure no services are in place that would circumvent the accountability program. The results of each monthly review will be documented in the resident’s file. This is not applicable if the contractor is utilizing GPS.

Replace with: Contractors will conduct a monthly review of the telephone bills, to ensure no services are in place that would circumvent the accountability program. The results of each monthly review will be documented in the resident’s file. This requirement may be waived by the RRM if the contractor utilizes GPS or another appropriate (as determined by the RRM) electronic monitoring device for accountability.

Page 68, Section 1. Monitoring Accountability, Cell Phone:

Delete: Contractors must develop procedures and policies that allow for the possession and routine use of smartphones by residents. Such policies and procedures must take into account residents’ important needs to interact with potential employers, educators, family, friends, and other members of the community. Contractor must allow for residents to retain and utilize their smartphone devices at all times, absent court order to the contrary. In instances where smartphone use is determined to be disruptive (e.g., during group counseling, at night, etc.), the contractor may include provisions for phone to be placed on silent/vibration mode. Contractor will develop a cell phone agreement to be signed by all residents which outlines cell phone use.

Replace with: Contractors must develop procedures and policies that allow for the possession and routine use of cell phones, to include smartphones by residents. Such policies and procedures must take into account residents’ important needs to interact with potential employers, educators, family, friends, and other members of the community. Contractors must allow for residents to retain and utilize their cell phone devices at all times, absent court order to the contrary. In instances where cell phone use is determined to be disruptive (e.g., during group counseling, at night, etc.), the contractor may include provisions for phones to be placed on silent/vibration mode. Contractors will develop a cell phone agreement to be signed by all residents, which outlines cell phone use. The policy will be reviewed during the pre-occupancy inspection.

Page 72, Section E. Furlough:

Add sentence: The per diem rate for offenders on furlough will be equivalent to the home confinement rate.

Page 91, Section 2, Expenses:

Delete: The contractor must send a Request for Approval for Medical Treatment and Reimbursement, Attachment J, for any non-emergent healthcare treatment, to include mental health treatment, and prescription medications, to the RRM. The RRM will coordinate approval as appropriate. The contractor must also make every effort to obtain low-cost healthcare treatment for the resident. All requests for non-emergency healthcare treatment will include a description of the type of treatment being requested and the estimated cost for the treatment prior to approval.

Replace with: The contractor must send a Request for Approval for Medical Treatment and

Reimbursement, Attachment J, for any non-emergent healthcare treatment, to include mental health treatment, and prescription medications, to the Bureau of Prisons (BOP) Health System Specialist

(HSS). The HSS will coordinate approval as appropriate. The contractor must also make every effort to obtain low-cost healthcare treatment for the resident. All requests for non-emergency healthcare treatment will include a description of the type of treatment being requested and the estimated cost for the treatment prior to approval.

Page 96, Section 4 – Infectious Disease:

Add Section: The contractor will implement a written Exposure Control Plan per OSHA 29 CFR

1910.1030. This written plan shall address (at a minimum):

Occupational Exposures

Annual Updates

Universal Precautions

Engineering Controls

Work Practice Controls

Provide Personal Protective Equipment

Available Hepatitis B Vaccinations to all workers with occupational exposure

Use labels and signs to communicate hazards

Provide information and training to staff

Maintain worker medical and training records

Page 98, Section 1. Resident File:

Delete: The contractor will provide a method to account for each file and will ensure documents are filed in a timely manner. The contractor will conduct and document weekly resident file accountability checks.

Replace with: The contractor will provide a method to account for each file and will ensure documents are filed in a timely manner. 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, Second paragraph:

Add sentence: For billing purposes, one (1) home confinement day, (1) furlough day, and/or (1) RRC day equals one (1) inmate day.

Page 106, Section 6. Files:

Delete: Upon completion or termination of the resident's program, the contractor will forward the terminal report to the Case Management Coordinator at the Bureau parent institution within five working days with copies to the RRM, USPC (if applicable), and to the appropriate USPO. The contractor will shred the BOP referral packet (e.g., PSR, J&C, SOR). Referral information stored electronically will be deleted from the contractor’s data system. The contractor may retain public information which can identify former residents, copies of research data which have been depersonalized, and copies of reports generated by the contractor. Upon termination of the contract, the contractor will notify and certify all records were properly disposed.

Replace with: Upon completion or termination of the resident's program, the contractor will electronically forward the terminal report to the Case Management Coordinator at the Bureau parent institution within five working days with copies to the RRM, USPC (if applicable), and to the appropriate USPO. The contractor will shred the BOP referral packet (e.g., PSR, J&C, SOR). Referral information stored electronically will be deleted from the contractor’s data system. The contractor may retain public information which can identify former residents, copies of research data which have been depersonalized, and copies of reports generated by the contractor. Upon termination of the contract, the contractor will notify and certify all records were properly disposed.

Attachment A, Request for Contract Staff Background Investigation Authorization

Remove: Current Attachment A

Replace with: BP-A1114 Mar 18 – Attached

Attachment H, Urinalysis Procedures

Remove: Current Attachment H

Replace with: Updated Attachment H - Attached

Attachment H

URINALYSIS PROCEDURES

URINALYSIS TESTING SPECIFICATIONS

The laboratory must comply with all specifications contained herein and all applicable local, state, and federal law, as indicated in 42 CFR Part 493.

Urine samples submitted for testing will contain the laboratory’s required minimum amount of urine, ordinarily 25 milliliters.

If necessary because of litigation, the laboratory must provide a qualified expert witness to testify as to laboratory procedures employed as well as to accuracy and reliability of test results. Additionally, the laboratory must be able to prove chain of custody.

The laboratory is required to demonstrate a satisfactory intrinsic quality control program and to participate in at least one proficiency testing program which is conducted by local, state, or federal agencies, or professional groups, and must have demonstrated satisfactory performance in that proficiency testing program for at least the last two years. The laboratory will provide results of proficiency testing to the contractor, at least annually. RRMs will review these findings during monitoring visits.

Specifications of Methodology

Sensitivity - The laboratory will have the capability to detect and identify certain drugs and metabolites by basic screen at minimal levels, or lower, as indicated in the PRIMARY TEST PANEL.

Basic Screening Procedures - All primary initial screen tests will be with

Enzyme Multiplied Immunoassay Technique (EMIT)/FDA Approved Methodology

Testing as indicated, with the SPECIAL test initial screen being EMIT/FDA

Approved Methodology Testing as indicated under the SPECIAL test group. All testing will be performed according to manufactures specifications for all requests and instruments, as in FDA approved package inserts or appropriate manufacturer accreditation body which has reviewed and accepted the laboratories modified protocol.

Confirmation of Positive Tests - The approved methods of confirmation of specimens testing positive are listed in both the Primary and SPECIAL test panels above. Confirmation tests must be done on all initial positives. Authorized confirmation methodologies include Thin Layer

Chromatography (TLC), High Performance Thin Layer

Chromatography (HPTLC), and GC/MS test methodology. No substitutions can be made to the methods. The positive rate of all samples is estimated to be between six percent and seven percent.

Other Requirements - The laboratory must perform the test within 48 hours of receipt. The laboratory will telephonically notify the contractor facility of positive results within 24 hours of the time the test was performed. Urine specimens testing positive must be retained by the laboratory for minimum of 30 days for possible retesting, if requested.

STANDARD PROCEDURES FOR COLLECTING URINE SURVEILLANCE SAMPLES

1. To the extent possible, urine samples should be collected in one or two specific centralized and suitably equipped locations within the facility, by contract staff who are thoroughly familiar with the procedures specified below.

2. Residents will be thoroughly searched to detect any device designed to provide a urine substitute or possible contaminant and will thoroughly wash their hands prior to providing the sample.

3. When the resident reports for testing contract staff will:

● Make a positive picture identification of the resident;

● Collect the sample from the resident;

● Assign the sample a urine sample identification number;

● Label the urine container with that number and the date; and

● Record the number next to the resident's name on the lab slip.

4. Bottles will be kept under direct contract staff observation and control at all times, both before and after the resident furnishes the urine sample.

5. Two report form lines are provided for each urine sample on the lab form.

Ordinarily, to be submitted for testing, bottles will be full (i.e., 60cc or 2 oz.). Once a sufficient sample is provided, contract staff will ensure that the urine sample identification number on the bottle corresponds to the number assigned to that resident on the lab slip. Contract staff will then document this verification by initialing the lab slip entry for that resident. Until the lab form is revised to provide a column specifically for initials, initials should be placed in the right most portion of the medication column.

6. The resident will then be asked to verify the numbers on the bottle and the lab slip and to initial the lab slip to indicate his/her verification. A cover sheet should be used which will permit the resident to view only his/her entries on the lab slip. If the resident refuses, a second contract staff member should make this verification and initial the form.

7. After samples are collected they will be maintained under direct contract staff observation until moved to a locked area where they may be stored until mailing. This area should be designated by the Urine Facility Director and will be accessible to a very limited number of contract staff. Under no circumstances will residents have access to this area.

8. All samples will be mailed to the testing laboratory no later than 24 hours after collection, (excluding holidays and weekends).

9. When a positive result is received, and an incident report written, a photocopy of both the slip returned by the lab and the slip listing the resident's name and urine sample identification number (retained at the facility) will be attached to the incident report and made a part of the disciplinary record. Other resident names will be blocked out of the photocopy.

DETECTION PERIODS FOR SELECTED DRUGS

The time periods below are estimates of the maximum lengths of time, after last use, that a person's urine would be positive for a particular drug.

These periods also represent the minimum waiting periods between samples on which successive disciplinary actions for the same drug ordinarily may be based. For example, ordinarily at least 30 days must elapse between urine collection dates before disciplinary action may be taken for a second THC positive. The resident could, however, be retested within this 30 day period and disciplinary action could be based on positive results for drugs other than THC.

3 days Amphetamines, Methamphetamine, Cocaine, Cocaine Metabolite, Buprenorphine, Fentanyl, K2Spice (Synthetic Marijuana), MDPV

(Bath Salts)

5 days Methadone and Methadone Metabolite

6 days Morphine, Codeine, Opiates, Meperidine (Demerol), Pentazocine

(Talwin), Propoxyphene (Darvon), Benzodiazepines, Ecstasy

(MDMA), Oxycodone

11 days Barbiturates and Phencyclidine (PCP)

14 days Phenobarbital

30 days THC

Drug/Substance Screening Cut-

Off Level

Confirmation

Cut-Off Level

Amphetamines 200 ng/ml 40 ng/ml

Barbiturates

(Amorbarbital, Butabarbital, Butalbital, Pentobarbital, Phenobarbital, Secobarbital)

200 ng/ml 40 ng/ml

Benzodiazepines

(Alprazolam) 150 ng/ml 25 ng/ml

Cocaine

(Benzoylecgonin e)

100 ng/ml 10 ng/ml

THC

(Tetrahydrocann abinol)

40 ng/ml 2 ng/ml

Methamphetamine s 250 ng/ml 40 ng/ml

Morphine 100 ng/ml 25 ng/ml

Oxycodone

(Oxymorphone) 100 ng/ml 25 ng/ml

Opiates

(Codeine, Hydrocodone, Hydromorphone)

100 ng/ml 25 ng/ml

PCP

(Phencyclidine) 25 ng/ml 10 ng/ml

MDPV

(Bath Salts) 250 ng/ml 9 ng/ml

Fentanyl

(Nor-Fentanyl) 75 ng/ml .5 ng/ml

Synthetic

Cannabinoids

(K2/SPICE)

40 ng/ml LOD

Buprenorphine

(Nor-

Buprenorphine)

5 ng/ml 1.0 ng/ml