9594CS19Q0032_Amendment_0002_-_7-16-19.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION

NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

See the attached Page 2

Court Services and Offender Supervision Agency Office of Procurement 800 N. Capitol Street, Suite 6119 Washington, DC 20002-4260 POC: William Hall; 202-220-5717; william.hall@csosa.gov

OCS190032

9594CS19Q0032

1 2

06/25/2019

Short/Long Term Residential and Long-Term Residential for Women with up to 2 Children (ages 0-5) 9594CS19Q0032 Amendment 0002

1. This Amendment 0002 is being issued to:

a. Provide Attachment 1, which contains the answers to additional questions which have been asked.

b. Provide replacement page 24 of 72 which highlights in red the following changes to the Solicitation:

“C.4.5.1.4 Closed Client Treatment Files. When a Client is no longer receiving services from the Contractor, and CSOSA has not directed the Client treatment file be provided to another CSOSA contractor taking over a Client’s treatment, the Client treatment file is considered closed. In the case of hard copy treatment files, t The Contractor shall close the Client’s treatment file and return it to the COR within three (3) business days of the Client’s completion of, or departure from, the treatment program. In the case of an electronic treatment file, the Contractor shall provide an electronic copy, or a hard copy print out, of the electronic treatment file to the COR within three (3) business days of the Client’s completion of, or departure from, the treatment program. The Contractor shall certify in writing when Client’s records are returned to the COR. With the exception of Client treatment records stored in an electronic health record (EHR) system, the Contractor is prohibited from maintaining information on any Clients after the Client’s completion of, or departure from, the treatment program. In returning closed treatment files to CSOSA, each file shall be clearly marked with the Client’s last name, first name, PDID# and the date of close-out.”

2. There is no change to the date for submissions, which is June 22, 2019 between the hours of 9:00 AM local and 1:00 PM local Washington, DC time.

Short / Long Term Residential and Long-Term Residential Services for Women with up to 2 Children (ages 0-5) CSOSA-19-Q-0032 Amendment 0002

Attachment 1 – Questions and Answers

1. In the pricing tables starting on page 2, what does the word “Surge” mean?

Answer: The surge CLINs are additional days that can be exercised if required.

2. On page 6, C.4 states “Long Term Residential services will be provided at the Contractor’s facility located within the District of Columbia” if the provider facility is located outside the District is the provider not eligible to submit a proposal for Long Term Residential services?

Answer: CSOSA has made the decision to not place offenders on long term supervised release outside of the District of Columbia. As such, facilities outside of the District of Columbia cannot be used for Long Term Residential Services.

Our facility is located in Arlington VA and we have successfully provided this service in Virginia in the past. Will this be allowed to continue?

Answer: See the answer to question 2 above.

3. On page 33, C.6.9 states ‘The Contractor shall follow all applicable District of Columbia requirements for licensing, and all other applicable regulations regarding substance use treatment programs.”- We are located in Virginia and follow VA rules??

Answer: Provider facilities located within the District of Columbia must follow District of Columbia rules and regulations. Provider facilities located in Virginia or Maryland must follow their respective state’s rules and regulations.

4. On page 7, Section C.4.2.3 L requires a nutritional assessment within 3 days of admission. What is the requirement of the person conducting the assessment?

Answer: That is a contractor determination.

Will CSOSA provide a Nutritional Assessment tool for this requirement?

Answer: No.

5. Virginia is requiring measles vaccinations. Can CSOSA provide vaccinations records with the referral packets?

Answer: If CSOSA has vaccination records for offenders they will be provided as part of the referral documentation.

6. On page 11, section C.4.3.4.3 states that notes shall be maintained in the DAP or SOAP format. This is not required in Virginia to be in compliance. Will the Virginia requirement be acceptable?

Answer: Notes for CSOSA Clients shall be maintained in the DAP or SOAP format.

7. On page 16, section C.4.3.21 Outings/Visitations mentions a restricted movement period.

During this restricted movement period can CSOSA clients go to outside AA/NA meetings or other therapeutic outings with staff and a group of clients?

Short / Long Term Residential and Long-Term Residential Services for Women with up to 2 Children (ages 0-5)

Answer: Therapeutic activities outside the facility are allowed during the restricted movement period.

8. Can applicants bid on short and longer term residential services and not bid on long term residential services for women with up to 2 children?

Answer: See the answer to question #1 in Amendment 0001.

9. On page 24, section C.4.5.1.4 Closed Client Treatment Files states that the contractor is prohibited from maintaining information on any clients after the client completion or departure from the treatment program. We utilize an Electronic Health Record and there is no way to delete a file.

Answer: Section C.4.5.1.4 Closed Client Treatment Files has been modified to account for electronic health records. See Attachment 2.

10. On page 66, L.5.2.3., in the requirements for Key Staff, section b. says "The second part is a three (3) page summary of each proposed Key Person that describes why the proposed Key Person’s experience and qualifications qualifies them for the position for which they are being proposed." Did you mean up to three (3) pages?

Answer: Yes, the summary should be up to three (3) pages.

Also, do you have more instructions or a template for what you want in this summary?

Answer: CSOSA does not have a template.

11. On page 30, Section C.5.7.3 Case Manager states that a Master’s Degree and 4 years or more experience is needed for the Case Manager position.

1. a. Can this requirement be met with a Bachelor’s Degree with a certified substance abuse counselor certification with 4 years or more experience supervised by a Master’s Degree?

Answer: No

b. Four years of more of experience. If the candidate has a Masters can this requirement be waived?

Answer: No

12. Page 29, C.5.6

a. Staff who will work directly with CSOSA Clients (direct staff) shall pass the CSOSA background investigation. Currently we do the background screening through the Virginia Department of Behavioral Health & Developmental Services. This check includes a check through the Virginia State Police, the Federal Bureau of Investigation (BFI) and Virginia Background Investigations Unit (BIU).

Additionally we do a pre-employment reference check, education verification, driving record check (when applicable) and pre-employment drug test. Will this be acceptable in place of the CSOSA check?

Answer: Staff who will work directly with CSOSA Clients shall pass the CSOSA background investigation.

Short / Long Term Residential and Long-Term Residential Services for Women with up to 2 Children (ages 0-5)

f. Submit to random drug testing by the Contractor. Currently we do a pre-employment drug test and our policy is that we test for cause. Is this acceptable in place of “random”?

Answer: Yes, “for Cause” or reasonable suspicion testing under the guise of the drug free workplace program is permissible.

13. Page 28, C.4.7.7 The contractor shall require all cook staff to possess a current Food Handlers Certification and Medical Clearance. Please provide guidance on what satisfies for “medical clearance”.

Answer: This pertains to the general pre-employment physical / fit for duty examination within your current hiring practices.

14. Page 18 C.4.3.23 Medical Insurance -the Contractor shall ensure that all eligible, uninsured Clients complete the necessary paperwork for enrollment in the District of Columbia’s Health Care System (DC Medicaid Expansion Program or the Affordable Health Care Act) within 72 hours of admission.

As stated on page 6 C.4.1.2 CSOSA staff will coordinate with the referral source to obtain any additional relevant information requested by the Contractor. Will CSOSA staff coordinate/initiate the insurance coverage process for uninsured patients, as some documents will not be readily available to patients while they are in treatment?

Answer: CSOSA staff will not coordinate/initiate the insurance coverage process for uninsured Clients. The Contractor shall ensure that all eligible uninsured Clients admitted to the treatment program complete the necessary paperwork for enrollment.

15. On page 31 C.5.7.4 Licensed Health Care Provider.

C.5.7.4.1 Duties. At a minimum, the Licensed Health Care provider shall be responsible for ensuring that the clients’ medication is available as prescribed, safely storing and dispensing medication, monitoring clients self-administration of medication (i.e., “watch take”), maintaining records that track and account for all prescribed medications, conducting monthly inspections of the medication areas and maintaining records of the monthly inspections. C.5.7.4.2 Qualifications. The Licensed Health Care Provider shall be at a minimum a licensed practical nurse (LPN). Can the duties and tasks listed above be performed by a med tech under the supervision of the LPN?

Answer: Yes, providing the Licensed Health Care Provider is onsite and able to provide direct supervision of the task(s) being performed.

16. On Page 33 C.6.7 Medical Expenses. CSOSA is not responsible for medical expenses incurred by the Contractor or Clients. This includes medications, physician, and emergency medical services or transportation. Can this information be conveyed to the patient, and can the government issued photo ID and insurance information be provided in the referral packet as outlined on pg 5 C.3 Referrals The CSOSA Referral Placement Team (RPT) shall provide a referral package to the Contractor a minimum of twenty-four (24) hours prior to each admission. The referral package shall contain proof of identification, and their medical information.

Short / Long Term Residential and Long-Term Residential Services for Women with up to 2 Children (ages 0-5)

Answer: The information referenced in the question is applicable to women with children being placed into treatment. CSOSA will provide the required information for placements meeting the women with children criteria.

Short / Long Term Residential and Long-Term Residential Services for Women with up to 2 Children (ages 0-5)

CSOSA18Q0032

extended or continued, all Client treatment files in the possession of the Contractor should be clearly marked with the Client’s last name, first name, PDID#, and disposed of in accordance with CSOSA guidance.

C.4.5.1.3.2 CSOSA has the choice of directing that a copy of a Client’s treatment file be securely transported to the physical custody of another CSOSA contractor providing Client treatment services, or returned to CSOSA. Client treatment files should always be transported in a closed, secured, and clearly marked box, or other appropriate container.

C.4.5.1.4 Closed Client Treatment Files. When a Client is no longer receiving services from the Contractor, and CSOSA has not directed the Client treatment file be provided to another CSOSA contractor taking over a Client’s treatment, the Client treatment file is considered closed. In the case of hard copy treatment files, t The Contractor shall close the Client’s treatment file and return it to the COR within three (3) business days of the Client’s completion of, or departure from, the treatment program. In the case of an electronic treatment file, the Contractor shall provide an electronic copy, or a hard copy print out, of the electronic treatment file to the COR within three (3) business days of the Client’s completion of, or departure from, the treatment program. The Contractor shall certify in writing when Client’s records are returned to the COR. With the exception of Client treatment records stored in an electronic health record (EHR) system, the Contractor is prohibited from maintaining information on any Clients after the Client’s completion of, or departure from, the treatment program. In returning closed treatment files to CSOSA, each file shall be clearly marked with the Client’s last name, first name, PDID# and the date of close-out.

C.4.5.2 Additional Reporting Requirements.

C.4.5.2.1 Unusual Incident Report. The Contractor shall report unusual incidents to CSOSA via telephone and email within eight (8) hours, and in writing no later than five (5) calendar days of each occurrence. Incidents involving a particular Client must be reported to the CSO, IS, and COR. All other incidents must be reported to the COR only. This information may be transmitted via facsimile or email. An unusual incident is an event that affects staff (CSOSA or Contractor) or Clients, which significantly differs from the regular routine or established procedures. Examples include, but are not limited to:

a. Death, serious illness, injury or incapacitation.

b. Physical, sexual or verbal abuse of a Client by Contractor staff or other residents.

c. Contractor staff negligence or malpractice.

d. Fire.

e. Theft.

f. Destruction or loss of property, or sudden, serious problems in the facility.

g. Complaints from the Client or the Client’s family.

h. Requests for information from the media/press, attorneys, law enforcement, or Government officials outside of CSOSA.