AMENDED_001 (conformed copy) RFQ_9594CS26Q0021.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30. 1. REQUISITION NUMBER

OBI260030

PAGE 1 OF

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

a. NAME

4. ORDER NUMBER 5. SOLICITATION NUMBER

9594CS26Q0021

b. TELEPHONE NUMBER (No collect

6. SOLICITATION ISSUE

DATE

5/22/2026

8. OFFER DUE DATE/

7. FOR SOLICITATION

INFORMATION CALL: RoShawn Washington calls)

202-442-1719

LOCAL TIME

6/15/2026

03:00PM ET

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: 100 % FOR:

Court Services and Offender Supervision Agency Office of Procurement 800 North Capitol Street, NW 6th Floor Washington, DC 20002

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY

DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

8(A)

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

621330

SIZE STANDARD:

$9M

11. DELIVERY FOR FREE ON

BOARD (FOB) DESTINATION

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

13b. RATING

14. METHOD OF SOLICITATION REQUEST

UNLESS BLOCK IS MARKED

SEE SCHEDULE

THE DEFENSE PRIORITIES

AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

FOR

PROPOSAL

(RFP)

15. DELIVER TO

See Section F.3 Place of Performance

CODE 16. ADMINISTERED BY CODE

See Block 9

17a. CONTRACTOR/

OFFEROR

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

Court Services and Offender Supervision Agency Various as Identified

TELEPHONE NUMBER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

Office of Financial Management 800 North Capitol Street, NW Washington, DC 20002

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

OFFER BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Psychological Treatment Services

See Sections B thru M via Attachment

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

29. AWARD OF CONTRACT: REFERENCE OFFER

DATED . . YOUR OFFER ON SOLICITATION AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND

ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 31c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

Elijah Anderson

30c. DATE SIGNED

Continuation of SF1449

Listing of Incorporated Purchase Requisitions

Purchase Requisition Numbers and accounting data to be incorporated at the purchase award.

Section B - Services and Prices

Tables: Breakdown of Services in CLINs 0001, 1001, 2001, 3001, and 4001

Line Item BASE PERIOD – 12 MONS Description of Services Quantity Unit

Unit Price Not-to-Exceed Amount

0001 Psychological Treatment Services 1 Lot

Individual Sessions 725 Reports

Group Sessions 435 Reports

Translation Services ** 28 Reports

Tables: Breakdown of Services in CLINs 0001, 1001, 2001, 3001, and 4001

Line Item OPTION ONE (1) PERIOD – 12 MONS Description of Services Quantity Unit

Unit Price Not-to-Exceed Amount

1001 Psychological Treatment Services 1 Lot

Individual Sessions 725 Reports

Group Sessions 435 Reports

Translation Services ** 28 Reports

Tables: Breakdown of Services in CLINs 0001, 1001, 2001, 3001, and 4001

Line Item OPTION TWO (2) PERIOD – 12 MONS Description of Services Quantity Unit

Unit Price Not-to-Exceed Amount

2001 Psychological Treatment Services 1 Lot

Individual Sessions 725 Reports

Group Sessions 435 Reports

Translation Services ** 28 Reports

Tables: Breakdown of Services in CLINs 0001, 1001, 2001, 3001, and 4001

Line Item

OPTION THREE (3) PERIOD – 12

MONS

Description of Services Quantity** Unit

Unit Price Not-to-Exceed

Amount 3001 Psychological Treatment Services 1 Lot

Individual Sessions 725 Reports

Group Sessions 435 Reports

Translation Services ** 28 Reports

Total Purchase Order Not to Exceed/Ceiling $_____________

** The quoter is required to provide a single unit price for any translation services regardless of the type.

B.1 Contract Type. A firm-fixed-unit-price (FFUP) purchase order establishes fixed-prices for services but does not establish the quantity, quantities are estimated. The Government does not guarantee the quantities identified will be met. The Contractor shall provide all services required for all contract line items (CLINs) included in this award in accordance with Section C, Statement of Work.

B.2 North American Industry Classification System (NAICS) and Small Business Size Standard.

The NAICS Code for this acquisition is 621330 – Office of Mental Health Practitioners (except Physicians), and the small business size standard is $9.0 M.

B.3 Services. Contractor shall provide services in accordance with the Statement of Work (Section C).

B.4 Contract Line-Item Number (CLIN) Breakdown. The tables below are a breakdown of all the services to be performed under the CLIN for each period of performance, i.e., CLIN 0001, 10001, and so on.

B.5 Purchase Order Funding. The Contractor is not authorized to exceed the obligated amount on this order. Per Section F.1, this order has a base period of twelve months and four 12-month option periods.

B.6 Purchase Order Ceiling (Not-to-Exceed) Amount. This purchase order sets a ceiling price. The ceiling represents the total dollar amount that may be incurred and expended for all efforts on this purchase order, including the base and all option periods. The ceiling price is the “Total Purchase Order NTE Amount (Base Period and Option Periods)” identified above. Notwithstanding the purchase order’s stated ceiling price, the Government's liability to the Contractor is limited to the total obligated (funded) amount on the purchase order. The Contractor shall not perform work under this purchase order that will cause it to exceed the total obligated amount on the purchase order.

Tables: Breakdown of Services in CLINs 0001, 1001, 2001, 3001, and 4001

Line Item OPTION FOUR (4) PERIOD – 12 MONS Description of Services Quantity Unit

Unit Price Not-to-Exceed Amount

4001 Psychological Treatment Services 1 Lot

Individual Sessions 725 Reports

Group Sessions 435 Reports

Translation Services ** 28 Reports

Section C –Statement of Work

Psychological Treatment Services

C.1.0 BACKGROUND

On August 5, 1997, the National Capital Revitalization and Self-Government Improvement Act of 1997 (“Revitalization Act”) became law. Under the Revitalization Act, three separate entities of the District of Columbia government were combined into a single agency. The new agency, the Court Services and Offender Supervision Agency for the District of Columbia (CSOSA), assumed the adult probation function from the Superior Court for the District of Columbia and the parole supervision function. The mission of the Court Services and Offender Supervision Agency (CSOSA) is to increase public safety, prevent crime, reduce recidivism, and support fair administration of justice in close collaboration with the community. CSOSA is responsible for the supervision of all probationers, those on Supervised Release, and parolees held under the authority of any United States or District of Columbia statute, or any other lawful authority and entrusted to the District. CSOSA has been mandated to provide comprehensive treatment services to Offenders (hereinafter referred to as Supervisees) who have been ordered to undergo such treatment by the courts, either as part of sentencing or pre-sentencing, or as a condition of probation, supervised release, or parole.

Within CSOSA, the Office of Behavioral Intervention (OBI) serves as the central hub for assessing risk and need and delivering evidence-based interventions for Supervisees in differing stages of change at various field locations. OBI coordinates and delivers comprehensive treatment designed to address one or more criminogenic risks and needs that pose challenges to Supervisees' successful re-entry into the community and compliance with release conditions.

C.2.0 OBJECTIVES

The objective of this award is to obtain Psychological Treatment Services. Specifically, evidence-based Behavioral Health Anger Management, Impulse Control, and Behavioral Health Advocacy Groups; Grief and Loss Counseling and Individual Psychotherapy;

The Contractor shall be capable of performing all tasks listed in the Statement of Work (SOW) at CSOSA’s designated facilities located in the Washington D.C. metropolitan area, and remotely via a telehealth system. Telehealth is the use of electronic information and telecommunications technologies to support and promote long-distance clinical health care, patient and professional health-related education, and public health and health administration. The contractor shall provide proof of a Health Information Portability and Accountability Act (HIPAA)-compliant telehealth platform within 10 days of award.

C.3.0 SCOPE/REQUIREMENT

The Contractor shall perform comprehensive Psychological Treatment Services, as identified in this SOW with corresponding treatment plans. The Contractor shall represent their findings before appropriate judicial bodies upon request. All treatment plans must be consistent with evidence-based practices and established ethical guidelines (Professional Licensing Boards, Federal Government such as the Substance Abuse and Mental Health Services Agency and Centers for Medicaid & Medicare Services, and

CSOSA).

C.3.1 The Referral, Authorization and No Show /Missed Appointment Process

C.3.1.1 Referral, Authorization

The Contracting Officer’s Representative (COR) shall provide a referral authorization for the Contractor for each Supervisee to receive any of the treatment services listed as tasks. The referral authorization shall contain the following:

• A referral date and billing authorization document (indicating the task(s) to be completed),

• Supervisee identification information (In the event the Supervisee does not have an email address in CSOSA’s electronic records system, entitled, “Supervision Management and Records Tracking” (SMART21); all appointments must be scheduled in person by the contractor),

• The COR’s name and e-mail/contact information,

• The Supervisee’s Community Supervision Officer’s (CSO) e-mail/contact information,

• Collateral and supplemental information that will be used to formulate treatment plans (e.g., a copy of the

Supervisee’s Notice of Action (NOA) or Judgment and Commitment (J&C) order, Special Conditions, and/or pre- or post-sentence investigation reports)

C.3.1.2 If the contractor is unable to reach the CSO/Supervisory CSO (SCSO) to schedule or reschedule an appointment after three consecutive business days, the referral will be closed.

C.3.1.3 CSOSA will grant the Contractor access to SMART21.

C3.1.4 The Contractor shall only perform task(s) specified in the referral authorization. The referral authorization is the only document that makes CSOSA financially responsible for Supervisee services provided by the Contractor. No verbal or other authorization is recognized or allowed.

C.3.1.5 The contractor must provide the CSO and Supervisee both verbal and written notification of its no show policy when attempting to make an appointment with the Supervisee.

C.3.1.6 The CSO/SCSO must notify the contractor immediately upon learning that a Supervisee will miss an appointment due to an unforeseen emergency.

C.3.2 No Show/Missed Appointments

C.3.2.1 If the Supervisee is a no-show (i.e., fails to report for the scheduled treatment service), the Contractor shall email the COR, Behavioral Health Administrator (BHA), Behavioral Health Coordinator (BHC), CSO and SCSO within 24 hours, or the next business day. All appointments and no-show notifications shall include the date and time for the appointment, and if the Supervisee is to be re-scheduled for another appointment. The rescheduled appointment shall take place no later than five (5) business days following the initial scheduled appointment. The Contractor is required to send e-mail notifications for no show/missed appointments on the same day as the scheduled appointment. In the referral authorization, the COR will provide the Contractor the e-mail addresses for all required recipients.

C.3.2.2 Supervisees are only allowed to miss one appointment before closure of their referral occurs unless the excuse is unforeseen and documentation is provided. The following are examples of unforeseen situations. The list below is not all inclusive.

• Urgent Care or Emergency Room Visit

• Hospitalization

• Incarceration

• Court Hearings

• Family Emergency or Deaths

• Natural Disasters

C.3.3 Scheduling and Group Cancellation.

The Contractor shall deliver the groups on-time, as scheduled, and may only invoice CSOSA for group sessions delivered. If no Supervisees appear for a scheduled group and the Contractor’s personnel are on-site, the Contractor may invoice for the group session as scheduled. The Contractor shall not change or cancel group sessions without the express written direction from the COR.

No less than twenty-four hours in advance, the COR shall provide written notice, via e-mail, to the Contractor to cancel a group session, or change the scheduled day, time, or location of a group session. The Contractor may invoice for any group sessions cancelled or changed with less than 24 hours advance notice.

C.3.4. Psychological Emergencies or Urgent Situations. If the Supervisee is demonstrating signs of or expressing wishes to engage in self-harm or to harm others, the contractor shall take the appropriate level of action to address the situation. This involves immediately evaluating (via clinical interviewing) the seriousness, specificity, and imminence of the threat, seeking legal or risk management advice via the COR and potentially CSOSA’s Office of General Counsel, and ensuring the safety of the Supervisee, the public, or potential victim(s). The latter may include contacting 9-1-1 or the DC Department of Behavioral Health’s Crisis Response Team to come to the CSOSA-designated site and evaluate the person’s need for involuntary commitment (phone number:

202-673-6495).

C.3.5 Supervisee Treatment File Maintenance. File Entries. The Contractor is required to document a Supervisee’s individual and group encounters in a Supervisee Treatment File in accordance with the requirements identified in this purchase order.

Supervisee Treatment File material shall be organized chronologically and should be consistently organized in accordance with standard case management practices. Because CSOSA may provide more than one referral authorization for an individual Supervisee, the Contractor may add information from each referral authorization to a Supervisee Treatment File already existing in the Contractor’s records (or electronic health record system). The Contractor shall ensure that Contractor staff maintain complete confidentiality of all Supervisee Treatment Files. The Supervisee Treatment File shall, at a minimum, include:

a. Referral Authorization Package.

b. All referral information provided by CSOSA.

c. CSOSA Consent for the Release of Sensitive Information Form, signed and dated.

d. Treatment Progress Reports.

e. Treatment Plan signed by the Supervisee and the Contractor.

f. Weekly Progress Notes.

g. Monthly Progress Reports.

h. Clinical Material (if provided).

i. Discharge Report.

j. Sign-in Sheets.

C.3.5.1 Treatment File Storage and Removal. The Contractor shall ensure that all Supervisee Treatment Files are stored in a secured manner and location within the Contractor’s facility (or electronic health record system). To ensure proper tracking of Supervisee Treatment Files, the Contractor shall

RoShawn Washington Cross-Out

RoShawn Washington Cross-Out establish a file tracking protocol to ensure that all Supervisee Treatment Files are retrievable upon the COR’s request and organized in a manner to ensure accountability of the files and proper disposition upon the Supervisee’s discharge.

C.3.5.2. Disposition of Treatment Files The Contractor is required to retain treatment files for all Supervisees. At the conclusion of the base period and each subsequent option period, the Contractor shall return any closed treatment files to CSOSA. Additionally, upon total contractual completion, the Contractor shall provide to CSOSA all remaining treatment files no later than 60 days after total contract completion. The Contractor is required to retain all remaining Supervisee’s treatment files in accordance with professional requirements for state and federal national regulatory standards.

C.3.5.3 Closed Supervisee Treatment Files. When the COR notifies the Contractor, and Supervisee will no longer be receiving services from the Contractor, the Supervisee treatment file is considered closed. The Contractor shall close the Supervisee’s treatment file and return an electronic version to the COR within three business days of the Supervisee’s completion of, or departure from, the program. In returning closed treatment files to CSOSA, each file shall be clearly marked with the Supervisee’s last name, first name, PDID (or CSOSA ID) and the date of close-out.

C.3.5.4 Administrative Discharge. In some instances, Supervisee behavior or other issues may develop that preclude the Supervisee from benefiting from the intervention. If the Contractor indicates that a Supervisee may not be able to complete individual or group sessions, the Contractor may request a staffing through the COR. If CSOSA personnel indicate that a Supervisee may not be able to compete individual or group sessions, the COR may request a staffing to decide if an administrative discharge is appropriate. The staff should include a review of the Supervisee’s progress and include the CSO or SCSO prior to the Supervisee’s administrative discharge, to motivate and encourage the Supervisee to full compliance, and to ensure that all reasonable treatment considerations have been exhausted. Upon a decision to discharge a Supervisee administratively, the COR will notify the Contractor that the referral authorization is terminated.

C.3.5.5 Discharge Procedures. No later than five days from the date of completion of individual psychotherapy or group treatment, the Contractor must develop a written discharge report and submit it to the COR and CSO electronically as well as load it into the Supervisee’s SMART Document Library. The discharge report must contain the following information, with a copy filed in the Supervisee’s treatment file:

a. Supervisee’s name.

b. The referral date.

c. The discharge date.

d. The number of sessions required and attended.

e. Reason for discharge.

f. Supervisee level of risk at time of discharge.

g. A summary of the overall individual therapy or group experience.

h. The name and telephone number of a person that can be contacted should the

CSO require additional information.

C.3.6 Case Consultation. The Contractor shall participate in multi-disciplinary staffing with CSOs, clinical personnel, supervisory personnel, and community providers (as appropriate), on an as needed basis as directed by the COR. Case consultations will be scheduled for 30 minutes per Supervisee. The COR will issue a referral authorization for each case consultation. In case consultation referral authorizations, the COR will identify whether consultations may take place in person, or via telephone or web conferencing. The COR will also designate the Contractor personnel requested to attend, generally the clinician who provided direct treatment or intervention services to the Supervisee. The COR will schedule the consultation date and time in conjunction with the Contractor. If the consultation does not occur and is not canceled/rescheduled by the COR at least 24 hours prior to it, the Contractor may invoice the government for it.

C.3.7. Key Personnel

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services and qualified personnel as needed to perform this SOW. At a minimum, the following contractor personnel are required for service delivery:

C.3.7.1. Clinical Psychologist. The Clinical Psychologist shall have:

a. A Ph.D. or Psy.D. in clinical or counseling psychology from a graduate program in psychology accredited by the APA Commission on Accreditation (APA-CoA).

b. A full, current, and unrestricted license to practice clinical psychology or counseling psychology at the doctoral level in the District of Columbia, or a state, territory, or Commonwealth of the United States.

c. At least five within the last seven years of verifiable work experience as a licensed Psychologist specializing in counseling psychology or a licensed Clinical Psychologist, working with justice-involved populations.

d. At least five within the last seven years of verifiable work experience providing group and individual therapy services to justice-involved populations.

C.3.7.2. Master’s Level Clinician. The Licensed Master’s Level Clinician shall have:

a. Master’s degree in counseling, social work, psychology, or related field from an accredited college or university (e.g., Council for Accreditation of Counseling, and Related Educational Programs; Master’s in Psychology and Counseling Accreditation Council; Council on Social Work Education; or APA-CoA).

b. A full, current, and unrestricted license to practice within the fields of counseling, psychology, social work or related field in the District of Columbia or a state, territory or Commonwealth of the United States.

c. Training and required supervision to use the group curricula, instruments, and tools used in the Contractor’s program.

C.3.7.3. Clinical Supervisor. The Clinical Supervisor shall be an appropriately credentialed professional treating co-occurring disorders and has specialized training in behavioral health services. At a minimum, the Clinical Supervisor shall be responsible for conducting case file reviews, case file audits, crisis intervention consultations, reviewing and approving written clinical documents, providing clinical staff oversight and continuous quality improvement, monitoring activities, and participating in the interdisciplinary team meetings. The Clinical Supervisor shall provide regular clinical supervision of all direct service staff, which shall include face-to-face discussions, observations of performance, clinical staffing, review of written documentation and annual performance evaluations. This shall be evidenced by his/her signature as the Clinical Supervisor on a minimum of 25% of all CSOSA cases managed by each direct staff member. The Clinical Supervisor shall have:

a. PHD or PSYD in Psychology, from an APA-CoA-accredited college or university.

b. Current licensure in the appropriate discipline required.

c. Minimum of five within the past seven years of verifiable experience as a Clinical Supervisor in a psychological program.

C.4.0 TASKS

The Contractor shall provide all labor, management, supervision, equipment, materials, and tools, required to perform all services outlined in this SOW and all attachments identified herein. The Contractor shall reduce the environmental impacts of work performed under this purchase order by using to the maximum extent, environmentally sound practices, processes, APA Ethical Practices for Psychological Services and/or respective professional organization addressing ethical treatment practices.

C.4.1 Task 1 - Evidence-based Individual Psychotherapy. The Contractor shall assign, at minimum, a licensed Master’s Level Clinician to conduct evidence-based individual psychotherapy sessions (50 minutes in length) to address criminogenic risks and needs symptoms. The session topic(s), method, frequency, and duration must be aligned with the Clinical Report of Findings and/or referral authorization.

C.4.2 Task 2 – Grief & Loss Counseling. The Contractor shall assign, at minimum, a licensed Master’s Level Clinician to conduct grief & loss counseling (50 minutes in length) to help Supervisees develop personalized coping strategies, process layered and sometimes conflicting emotions and gradually restore a sense of emotional balance. The session method, frequency, and duration must be aligned with the Clinical Report of Findings and/or referral authorization.

C.4.3. Task 3 - Behavioral Health Advocacy Group. The Contractor shall assign a licensed Master’s Level Clinician to facilitate a group with the objective of teaching Supervisees with significant mental health or medical health challenges to understand and follow treatment regimens and to advocate for themselves with providers. Each Supervisee assigned to the group will attend two sessions per week.

C.4.4. Task 4 - Behavioral Health Anger Management Group. The Contractor shall assign a licensed Master’s Level Clinician to facilitate a structured, evidence-based intervention consisting of 12 weekly sessions, each lasting 90 minutes.

The group is designed to help Supervisees with behavioral health challenges to explore the underlying causes of anger and adopt more constructive ways of managing and expressing it.

C.4.5. Task 5 - Evidence-based Impulse Control Group. The Contractor shall assign a licensed Master’s Level Clinician to facilitate an evidence-based impulse control curriculum to assist Supervisees in developing impulse control techniques utilizing evidence-based cognitive-interventions. Groups should include developing the ability to identify triggers and disrupt destructive impulses, learning to replace harmful patterns of behavior with prosocial thoughts and behaviors, understanding the underlying roots of impulses and gaining enhanced self-awareness and self-control. Each Supervisee assigned to the group will attend two sessions per week.

C.5.0 REPORTING/DELIVERABLES

See Section F.8 for Deliverable/Reporting Table. The Contractor shall submit all reports and deliverables via secure and encrypted email to the COR and identified individuals. The Contractor shall maintain electronic copies of all reports in the Supervisee's electronic file, except for the Quarterly Protocol Report, which the Contractor shall submit only to the COR and does not require inclusion in individual Supervisee files. The Contractor shall upload all treatment-related reports to the Supervisee’s "Document Library" in CSOSA's SMART system, as specified in Table below.

C.5.1 Appointment Verification Email. The Contractor shall submit e-mail verification to the COR, Behavioral Health Administrator (BHA) and Behavioral Health Coordinator (BHC) and the Supervisee’s CSO (contact information) of the Supervisee’s attendance (attended or did not attend), appointment date and time, and Supervisee’s identification information, for each individual appointment session. For each individual therapy session, the Contractor shall record the Supervisee’s attendance or non-attendance in the electronic Supervisee file.

C.5.2 Treatment Progress Report. By the target date identified in the referral authorization, the Contractor shall submit a Treatment Progress Report for any type of treatment to the COR and CSO designated in the referral authorization. The Contractor will upload the Treatment Progress Report to the Supervisee’s “Document Library” in SMART.

C.5.3 Treatment Plan. By the Supervisee’s third visit with the Contractor, the Contractor shall develop a treatment plan addressing the Supervisee’s presenting problem pursuant to the CSO’s referral reason or identified in the Supervisee’s Clinical Report of Findings. The supervisee’s treatment plan shall be developed in collaboration with the Supervisee and include at a minimum, the Supervisee’s diagnosis, goal (in the Supervisee’s own words), objectives and measurable action steps to achieve the objectives/goal(s), treatment strategies and modality, and frequency of visits. Both the Contractor and Supervisee shall sign and date the treatment plan at the time it’s developed. The Contractor shall upload it to the Supervisee’s “Document Library” in SMART.

C.5.4 Group Attendance Verification Report. The Contractor shall maintain an attendance sheet for each group session provided. The attendance sheet shall list the group date, time, type, each Supervisee expected to attend the group, and each Supervisee’s actual attendance (yes or no). The Contactor shall provide a copy of the attendance sheet for each session to the COR by the end of the week. E-mail notifications are required on the same day as the scheduled appointment. E-mail addresses for required recipients will be provided in the referral authorization. For each group session, the Contractor shall record the Supervisee’s attendance or non-attendance in the electronic Supervisee file.

C.5.5. No Show/Missed Appointment Report. The Contractor shall submit a monthly report verification to the COR, BHA and BHC of the Supervisee’s no-show (i.e. fail to report for the scheduled Treatment sessions) by the target completion date noted in Table below. The report should include:

a. Reporting Month

b. Program / Department

c. Prepared By

d. Date Prepared

e. Total Scheduled Treatment sessions

f. Total Completed Treatment Sessions

g. Total Missed Treatment Sessions (No-Shows)

h. Same-Day Cancellations

i. Overall No-Show Rate

j. Appointment Attendance Overview

k. No-Show Analysis

l. Follow-Up Actions Taken

m. Review and Approval

The Contractor shall provide all deliverables and reporting as outlined in the Table below. In accordance with the format specified below, the Contractor shall submit all deliverables and reporting to the COR and identified individuals.

C.5.6. Quality Assurance Protocol (QAP). The Contractor shall develop and provide to the COR and CO, within ten

(10) days of award, with a QAP that identifies what actions, processes, procedures, inspections, reviews, and responsibility assignments the Contractor will utilize to ensure that the Contractor’s performance complies with all the purchase order requirements. The CO shall have ten (10) business days to review the QAP and provide the Contractor with any requested or required changes. The Contractor will then have five (5) business days to incorporate the CO’s required/requested changes and return a final QAP to the CO. The Contractor’s QAP shall be reviewed and updated as required, but no less than annually.

C.5.7. Translation Services/Special Language Requirements. The Contractor shall provide comprehensive American Sign Language interpretation, Foreign Language interpretation, Video Remote Interpreting (VRI), and document translation services to CSOSA to ensure effective communication with individuals who are deaf or hard-of-hearing or who have limited English proficiency when accessing covered government programs or services. These services are required when Supervisees attend appointments the Government determined necessary.

The Contractor shall establish and maintain a written agreement with a qualified interpreter service provider to ensure provision of language assistance services as needed throughout the contract period. This agreement must be carried out and received by the Government within 15 days of award. The interpreter service agreement shall ensure:

a. Availability of qualified interpreters for all languages identified as necessary to serve the target population

b. Response to time standards for both scheduled and emergency interpretation needs

c. Compliance with all applicable federal regulations, including Title VI of the Civil Rights Act of 1964 and

Executive Order 13166 (Improving Access to Services for Persons with Limited English Proficiency)

d. Quality assurance standards for interpreter qualifications, including demonstrated proficiency in both

English and the target language

e. Confidentiality protection consists of applicable privacy laws and regulations. The Contractor shall provide proof of this agreement to the Contracting Officer's Representative (COR) upon request and shall maintain documentation of interpreter service utilization throughout the contract period.

C.5.7.1. General Requirements. In the event the Contractor is required to provide treatment/evaluation services to a Supervisee needing a translator, COR will notify the Contractor. The Contractor shall maintain a sufficient pool of qualified personnel to meet the Government's anticipated needs. Upon the COR’s request, the Contractor shall provide Interpretation Services. The Contractor shall adhere to all applicable federal, state, and local laws and regulations, including Section 504 of the Rehabilitation Act, Title VI of the Civil Rights Act, and nondiscrimination laws. All interpretation services shall be performed by interpreters who are: Certified or licensed as required by applicable Federal and state law; demonstrate proficiency in the relevant languages, as validated by the Government or through recognized testing/certification programs; and maintain professional standards and confidentiality requirements. The Contractor shall provide, at a minimum, 24-hour notice of any Contractor initiated schedule changes to accommodate for the translator services. All interpretation services shall be performed by interpreters who are: Certified or licensed as required by applicable Federal and state law; demonstrate proficiency in the relevant languages, as validated by the Government or through recognized testing/certification programs; and maintain professional standards and confidentiality requirements.

C.5.7.2. American Sign Language (ASL) Interpretation Services. Upon the COR’s request, the Contractor shall provide qualified and certified ASL interpreters to facilitate communication between hearing and deaf or hard-of-hearing individuals. Interpreters shall be proficient in both spoken English and ASL, ensuring accurate and clear interpretation. Interpreters shall adhere to a code of ethics and maintain confidentiality. Services may be required for scheduled treatment/evaluation appointments or meetings.

C.5.7.3. Foreign Language Interpretation Services. Upon the COR’s request, the Contractor shall provide qualified and certified interpreters for various foreign languages, who are proficient in both English and the target foreign language, with the ability to interpret accurately and effectively. Interpreters shall be knowledgeable in the cultural nuances of both the source and target languages to ensure culturally appropriate communication. Interpreters shall utilize appropriate interpretation techniques, such as consecutive and simultaneous interpretation, depending on the requirement.

C.5.7.4. Video Remote Interpreting (VRI) Services. Where the COR deems appropriate, the Contractor shall provide VRI services as an alternative to on-site interpretation. VRI services shall be accessible and user-friendly, utilizing secure and reliable technology platforms. Interpreters providing VRI services shall meet the same qualification standards as on-site interpreters.

C.5.7.5. Document Translation Services. The Contractor shall submit monthly, a Translation Services report to identify interpretation activities using the Translation Services/Special Language Monthly Report form (See Exhibit 2). The Translation Services report must include but is not limited to listing the translated documents, forms, reports, presentations, and other materials (e.g. testing instruments). The Contractor shall adhere to established terminology glossaries and style guides provided by the Government.

C.5.8. Audit Reports. Audit results reports belong to CSOSA but may be shared with the Contractor at CSOSA's discretion. If deficiencies are observed during an audit, the CO shall issue to the Contractor a Corrective Action Report (CAR) within five (5) business days of being provided with deficiency information. The CAR shall identify the specific deficiency(ies) and the CO and COR proof of remediation, in writing, for each deficiency identified in the CAR. The Contractor may be subject to further CSOSA audits to ensure that the corrective action taken is sufficient to prevent the recurrence of the deficiency(ies).

C.5.8.1. Scope of Audit. CSOSA expects 100% Contractor compliance within the terms of this purchase order.

The scope of the audit shall include, but is not limited to, this SOW and other applicable sections of this purchase order; criteria identified in Contractor's QAP; standards issued by any accrediting body; standards issued by any licensing or certifying body for personnel, programming or facilities; Contractor's policies; and all applicable laws and regulations.

C.5.8.2. Timing of Audits. Audits may be announced or unannounced and occur at CSOSA's discretion and shall take place during Contractor's normal business hours. CSOSA and its representatives shall take reasonable steps to avoid disrupting the business of the Contractor during an audit.

C.5.8.3. Frequency of Audits. Audits shall occur at least once a year at CSOSA’s discretion. CSOSA retains the right to conduct audits more frequently if a Major Unusual Incident occurs (e.g., violence or death) or concerns about performance of the purchase order or the quality of the provided goods or services arise (e.g., not being performed or are not meeting CSOSA's standards and expectations. CSOSA also retains the right to forgo an audit at its discretion and as consistent with the Agency's policies and practices, or any applicable laws or regulations. Notwithstanding the foregoing, CSOSA and its representatives shall have the right to audit the Contractor at any time without notice and in addition to any annual audit, if there are concerns about fraud, waste, abuse, or mismanagement under the purchase order.

C.6.0 GOVERNMENT/CONTRACTOR FURNISHED PROPERTY

C.6.1 Contractor Furnished Materials and Equipment. The Contractor shall provide all material and equipment (or other technology), not provided by the government, which is necessary to provide treatment services as identified in this purchase order. If the Contractor uses an electronic health record system or proprietary screeners and tests, the Contractor shall provide its own computers/laptops and Internet access. Contractor-owned computers/laptops will not be provided with access to the CSOSA network.

C.6.2 Government Furnished Materials and Equipment. CSOSA will provide access to workspace, computer access, scanner access, IT network access, phone, desk, and chair on site at a designated CSOSA facility for the Contractor to conduct all tasks specified in this purchase order. (See Section F). Workspace will not be permanently assigned but will be “Hotel” workspace.

C.7.0 OTHER CONSIDERATIONS

C.7.1. Evidence-Based Treatment Curriculum. The Contractor shall develop, maintain, and deliver an evidence-based treatment curriculum grounded in cognitive-behavioral principles. The curriculum shall be supported by empirical research demonstrating effectiveness in improving emotional regulation, increasing participants’ awareness of barriers to successful reintegration, promoting pro-social and healthy interpersonal interactions, and supporting successful outcomes during community supervision.

C.7.2 Contractor Certification/Licensing Requirements. The Contractor shall, throughout the purchase order period of performance, follow all applicable requirements for licensing and certification in the jurisdiction where the certification/license was issued, and all other applicable regulations regarding services.

C.7.3. Contractor and Contractor Personnel Standards of Conduct. In 5 C.F.R. PART 2635.101, there is guidance on developing a standard of conduct for the Contractor and Contractor employees. Also, a minimum code of conduct is set forth below to provide guidance in achieving a greater individual standard. Contractors and Contractor employees assigned to the purchase order shall:

a. Be courteous and demonstrate good manners toward all Supervisees, CSOSA employees, and the public.

b. If a contractor employee should be detained or become aware of being under investigation, by any federal, state or local agency, for any legal or ethical violation, the Contractor employee must report this to the Contractor, no later than the next working day. The Contractor shall immediately report the incident to the COR.

c. Except in an officially authorized capacity, not possess narcotics, dangerous drugs-controlled substances, or marijuana either on or off duty. Abstain from the consumption and possession of alcoholic beverages while on duty. Not report for duty or work under the influence of intoxicants or drugs. Not report for duty or work under any condition that impairs the ability to perform as expected.

d. Avoid personal and business associations with people known to relate to criminal activities. This does not apply to immediate family members so long as notification is made to the COR. It is the responsibility of the Contractor to report any relationship (including friendships, family relationships (i.e. relatives), spouses/cohabitants, parental relationships, etc.) with a known Supervisee immediately to the CO and COR.

e. Avoid any criminal, infamous, dishonest, immoral, or notoriously disgraceful conduct; habitual use of intoxicants or non-prescription drugs to excess.

f. Report violations of prescribed rules, regulations and any violations of statute or law to the Contractor and/or the COR.

g. Not violate security procedures or regulations.

h. Always perform assignments in accordance with prescribed regulations to the best of personal ability and in accordance with safe and secure working procedures and practices.

i. Refrain from use of abusive or offensive language, quarreling, intimidation by words, actions, fighting and participation in disruptive activities that interfere with normal and efficient operations.

C.7.4 Personnel, Books and Records. Contractor shall keep full, true and accurate books, records, accounts and information (including electronic data) concerning services provided pursuant to this purchase order. Contractor shall comply with all reasonable requests of CSOSA or its representatives and provide access to all personnel, books, records, accounts and information (in whatever form, including electronic data) necessary for the audit, which may include, but not be limited to:

a. Supervisee files.

b. Notes and Reports (e.g., progress notes and discharge reports).

c. Handbooks, manuals, policies and guidance for staff and Supervisees.

d. Detailed copy of programming activities and calendar.

e. Outline of all services offered.

f. Staff position descriptions.

g. Organizational charts.

h. Resumes, credentials, licenses and certifications of personnel.

i. Agreements with external vendors or sub-contractors for services provided pursuant to the purchase order.

j. Proof of accreditation and compliance with industry standards (e.g., regulatory agencies such as the Department of Behavioral Health).

k. Proof of liability and other insurance.

l. Certificates of Occupancy.

m. Inspection Reports (e.g., health, safety, food, environmental, and facilities).

n. Invoices and supporting documentation.

o. Sign-in sheets or logs.

p. Documentation and information concerning major unusual incidents (e.g., violence or death).

q. Annual or other financial reports or audits (not performed by CSOSA).

C.7.5 Post-Award Meeting. The Contractor shall participate in a post-award meeting scheduled by the COR to review the purchase order goals and objectives. This post-award meeting will take place no later than ten (10) days after purchase order award.

Section D – Packaging and Marking

Deliverables provided electronically shall be formatted with read/write capability using Microsoft WORD 2010 format, or, other than text files, any other application compatible with the software included in the Microsoft Office Suite applications. Font type Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible (e.g., avoid use of columns) and avoid using any design/layout elements.

Section E – Inspection and Acceptance

E.1 Inspection will be in accordance with any inspections or audits identified in Section C, FAR 52.212-4(a), and the terms and conditions in this Section E.

E.2 Inspection of services furnished hereunder shall be performed at the government facilities identified in this contract by the Contracting Officer’s Representative (COR) with support, as deemed necessary, from other CSOSA component personnel, including, but not limited to, the Contracting Officer.

Section F – Deliveries/Reporting and Performance

F.1 Deliverables/Reports/Notifications.

DELIVERABLE/REPORTING TABLE

Item Document Name SOW

Ref.

Recipient(s) Receipt Timeframe Receipt

Method Deliverable or Reporting

HIPAA

Compliance of Telehealth System

C.2.0

COR

• Within (ten)10 days after award

Encrypted email in MS Word or PDF document

Email

No Show/Missed Appointment Email

C.3.1.2

COR, B H A

and BHC, and referring CSO

• Within twenty-four (24) hours, or the next business day

Appointment Verification Email

C.5.1

COR, BHA,

BHC, and or the next business day

Word or PDF

Closed Treatment Files Remaining Treatment Files.

C.3.5.2.

COR • End of base period and each subsequent option period

• End of contractual completion

Certified Mail;

or other agreed upon method w/COR

Deliverable

DELIVERABLE/REPORTING TABLE

Item Document Name SOW

Ref.

Recipient(s) Receipt Timeframe Receipt

Method Deliverable or

Treatment Progress Report

C.5.2

COR, BHA

BHC, and

• By the target date identified in the referral authorization form

Word or PDF document

(ADD

SMART)

Discharge Report C.3.5.5 COR, BHA, BHC, and referring CSO

• Five (5) days following completion of individual or group treatment services

Encrypted email in MS Word or PDF document, SMART

Treatment Plan

C.5.3

COR, COR,

BHA and BHC

• By the Supervisee’s third (3rd) visit

Word or PDF Format

(ADD

SMART)

Group Attendance Verification Report

C.5.4

COR, BHA

or the next business day from group session

No Show/Missed Appointments Report

C.5.5.

referring CSO

• The reports for Supervisees who fail to report on the 1st through the 10th of the month are due by the 15th of the month.

• The reports for Supervisees who fail to report on the 15th through the end of the month are due no later than the 5th business day of the following month.

QAP

C.5.6.

• Within ten (10) days of award;

• CO shall have ten (10) business days to review and provide changes;

F.2 Period of Performance. The period of performance of this purchase order is as follows:

Base Period 12 months from Date of Award Option Period 1 12 months after the end date of Base Period Option Period 2 12 months after the exercise date of Option Period 1 Option Period 3 12 months after the exercise date of Option Period 2 Option Period 4 12 months after the exercise date of Option Period 3

F.3 Place of Performance. The Contractor will perform only at CSOSA facilities located in Washington D.C. The specific locations where services may be delivered are as follows:

• 633 Indiana Avenue, NW

• 2101 Martin Luther King Jr

Avenue, SE

• 1900 Massachusetts Avenue, SE

• 501 3rd Street, NW

F.4. CSOSA Hours of Operation.

F.4.1 CSOSA hours of operation are 7:00 a.m. to 7:00 p.m., Monday through Friday, except federal holidays. Work to be performed must be accomplished within the CSOSA hours of operation identified above, unless otherwise approved by the COR.

F.4.2 The Contractor shall not perform work on federal holidays or other non-business days without prior approval of the COR. Refer to Section F.4 below for identification of legal holidays.

DELIVERABLE/REPORTING TABLE

Item Document Name SOW

Ref.

Recipient(s) Receipt Timeframe Receipt

Method Deliverable or Reporting

• Contractor has five (5) business days to incorporate the CO’s changes

Translation Services/Special Language Email

C.5.7.

• Within fifteen (15) days of contract award

Translation Services/Special Language Form

C.5.7.5

• Monthly

Corrective Action Report (CAR Audit Report)

C.5.8.

• Within five (5) business days of deficiency

• Contractor shall take corrective action.

• Within five (5) business days of receiving the CAR, Contractor shall develop written plan of action

Post Award Meeting

C.7.9.

COR, BHA,

BHC, and referring CSO Contract Specialist Contracting Officer

• Within ten (10) days of award

Virtual, if necessary, In-Person

N/A

F.4.3 Contractors shall not work longer than the standard 8-hour workday unless approved by the COR. At the Government's request, the Contractor shall provide support to respond to short-notice requirements and work non-standard hours when necessary. Approved hours worked beyond 8 hours per day shall be billed at the standard rate. The Contractor shall obtain approval from the Contracting Officer if the costs are expected to exceed the agreed-upon purchase order rates.

F.5 Observance of Legal Holidays

F.5.1 CSOSA personnel observe the following days as holidays:

(1) New Year's Day

(2) Martin Luther King's Birthday

(3) President's Day

(4) Memorial Day

(5) Juneteenth Day

(6) Independence Day

(7) Labor Day

(8) Columbus Day

(9) Veterans' Day

(10) Thanksgiving Day

(11) Christmas Day

F.5.2 If a holiday falls on Sunday, the following Monday will be observed as the legal holiday.

F.5.3 When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S.

Government agencies.

F.5.4 In addition to the days designated as holidays, the Government observes the following days:

(1) Any other day designated by Federal Statute

(2) Any other day designated by Executive Order

(3) Any other day…