Solicitation 9594CS20Q0032 Amendment 0001 - 6-18-20.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

OCS200051

9594CS20Q0032

1 3

06/18/2020

06/04/2020

Sex Offender Assessment and Treatment Services for Justice Involved Offenders 9594CS20Q0032 Amendment 0001

1. This Amendment 0001 is being issued to:

a. Provide Attachment 1, which provides Answers to Questions received; and,

b. To make the following changes to the Solicitation (all changes in red):

i. Change Section C.3.e. as follows:

“Develop and implement written guidelines and procedures for assessment and treatment services, available for review by CSOSA at the Post-Award Meeting, including:”

ii. Change Section C.5.1.2 as follows:

“C.5.1.2 The Contractor shall be allotted up to four (4) individual treatment sessions with each Offender in order to complete the psychosexual risk/treatment needs assessment.

The Contractor shall schedule the individual treatment sessions to occur at least weekly.

Psychosexual risk/treatment needs assessment sessions shall take place in an individual session modality only. The Contractor shall utilize the individual treatment assessment sessions to engage the Offender in a dialogue so as to formulate supervision strategies and treatment options that will address the Offender’s risk and needs. The four (4) individual treatment sessions may be conducted in whatever combination of individual treatment sessions works best for the Offender.”

iii. Change C.5.1.4 as follows:

“C.5.1.3 The Contractor shall hold an initial meeting with each Offender. The purpose of the meeting is to acquire the Offender’s signature on all appropriate paperwork, review the Offender’s rights and responsibilities, and begin conducting the assessment. The Offender will be held accountable for meeting with the Contractor within ten (10) business days of the authorization being received; however, the Contractor must ensure contact is made. The initial meeting with each Offender is one (1) of the four (4) individual treatment sessions discussed in Section C.5.1.2.“

iv. Change C.8.2.2 as follows:

“C.8.2.2 Special Reports. Each polygraph and/or plethysmograph performed by the Contractor shall be followed by a report submitted to the SCSO within fourteen (14) business days. The report shall include a clinical interpretation of the results with recommendations for adjustments to the supervision strategy.”

v. Change C.8.3 as follows:

“C.8.3 Monthly Progress Reports. No later than the fifth (5th) business day of each month, the Contractor shall submit written monthly reports on the progress of each

Sex Offender Assessment and Treatment Services for Justice Involved Offenders 9594CS20Q0032 Amendment 0001

Offender receiving treatment to the CSO, SCSO, SOTA, and COR. Monthly progress reports shall be grouped according to the CSO, SCSO, and SOTA, identified on the authorization form. At a minimum, the Monthly Progress Report should contain:”

vi. Change C.9.4 as follows:

“C.9.4 Closed Offender Treatment Files. When an Offender is no longer receiving services from the Contractor, the Offender treatment file is considered closed. The Contractor shall close the Offender’s treatment file and return an electronic version to the COR within three (3) business days of the Offender’s completion of, or departure from, the treatment program. In returning closed treatment files to CSOSA, each file shall be clearly marked with the Offender’s last name, first name, PDID# and the date of close-out. Closed Offender Treatment Files shall be encrypted using WinZip (see Section H.10.4) and emailed to the COR. CSOSA has a 10MB file limit, therefore encrypted Closed Offender Treatment Files that exceed 10MB shall be submitted in multiple WinZip files, each of which is less than 10MB in size and submitted in separate emails.”

vii. In Line 18 of the Table in Section F.9 Deliverables/Reports/Notifications, add “COR” to the Distribution so it reads “CSO, SCSO, SOTA, COR.”

viii. In Section G.1.3, change “Contacting Officer” to “Contracting Officer”.

ix. In Section G.3.8, change “Patients” to “Offenders” and change “PIID” to “PDID”.

x. Add the following Section H.10.4:

“H.10.4 Winzip is the approved encryption technology required by CSOSA. The Contractor shall use this technology for all file/documents submission and reporting requirements that will include PII.”

xi. In the table at L.2, change the Date for FAR 52.212-1 from “OCT 2018” to “MAR

2020”.

xii. Change L.8.1.e as follows:

“e. File 5: Price Volume with all information required by L.6.1 to include the FAR 52.212-3 Representations and Certifications.”

xiii. In Section L.8.2, change “1:00 PM” to “12:00 PM”.

2. There are no other changes to the solicitation.

Solicitation 9594CS20Q200032 Amendment 0001 Attachment 1

Answers to Questions

Question 1: I was wondering if there is a contractor that fulfilled the same or similar efforts. If yes, could you please provide the incumbent contract ID and the Contractor's name for the effort?

Answer 1: The name of the incumbent contractor is listed in Section L.11 of the Solicitation.

Question 2: I am hoping to get clarification on the Proposals due date, specifically the time.

Block 8 of the Solicitation indicates OFFER DUE DATE/ LOCAL TIME “07/08/2020 12:00 PM EST” whereas L.8.2 stated “Quotations shall be received no later than July 8, 2020 at 1:00 PM (Local Washington, D.C. time)”.

Answer 2: Section L.8.2 has been changed to read as follows: “Quotations shall be received no later than July 8, 2020 at 12:00 PM (Local Washington, D.C. time)”.

Question 3: Will there be a pre-bid meeting/teleconference?

Answer 3: No.

Question 4: Approximately how many offenders are added to the program on an annual or monthly basis and what is the current case load?

Answer 4: There are typically an average of 100 offenders enrolled in services on a monthly basis.

Question 5: Pg. 4, C.3.a&c: Approximately how many CSO’s will the contractor interact with and what is their average case load related to this program?

Answer 5: There are approximately 12 Sex Offender CSO’s. Their average case load of offenders enrolled in treatment is approximately 10.

Question 6: Pg. 4, C.3.e: How soon after award are the guidelines & procedures for assessment and treatment services, are to be delivered for review by CSOSA?

Answer 6: These should be submitted at the Post-Award meeting. The Solicitation has been updated to reflect this in Amendment 0001.

Question 7: Pg. 5, C.5.1.3: Is the initial meeting with the offender considered one of the four (4) individual treatment sessions mentioned in paragraph c.5.1.2?

Answer 7: Yes, and Section C.5.1.3 has been updated to reflect this in Amendment 0001.

Question 8: Pg. 11, C.8.1: Does CSOSA use and EHR or records management system for Reporting and the Offender Treatment File? If so, what is/are they and will training be provided? If not, is COSA considering migrating to one and what would be the time frame?

Answer 8: No. CSOSA does not use an EHR/EMR. The Contractor is expected to maintain an electronic file and submit records (progress notes, discharge summaries, attendance verifications, etc.) that are compatible (i.e. PDF, .DOC) with CSOSA systems.

Question 9: Pg. 15, C.9.2: If CSOSA is providing the office space and equipment (C.10.1), may the files be stored at CSOSA’s facility in a secure manner?

Answer 9: As stated in Section C.9.4, “The Contractor shall ensure that all Offender records are stored in a secured manner and location within the Contractor’s facility.”

Question 10: Pg. 16, C.10.1: Is CSOSA providing the polygraph equipment?

Answer 10: The Contractor is required to provide the polygraph equipment.

Question 11: C.5.1.2 (page 5) – Specific Tasks. Due to the high no-show rate for clients, may the four hours of allotted time for the evaluation be scheduled in blocks of two hours (either two two-hour blocks or one two-hour and two 1-hour blocks)?

Answer 11: Yes, the Contractor may schedule the four (4) individual treatment sessions in whatever combination of individual treatment sessions works best for the Offender. See Amendment 0001.

Question 12: C.8.2.2 (page 11) - Special Reports. It is not customary within the field for polygraph examiners to make clinical interpretations or recommendations for adjustments to the supervision strategy as those tasks are beyond the scope of their responsibility and they are not necessarily trained clinicians or familiar with the clients’ entire history. Instead, they provide a summary of the information they gathered during the pre-test and post-test interviews, as well as the overall results of the examination, all of which is reviewed by the treating clinician and CSO for a determination of any needed changes to the treatment plan and/or supervision plan. As a result, can the last sentence of this section be removed?

Answer 12: The last sentence of Section C.8.2.2 has been removed. See Amendment 0001.

Question 13: C.8.3 (page 12) - Monthly Progress Reports and F9, Item 18 (page 22) - Deliverables. To whom does the Contractor submit the monthly progress reports?

Answer 13: To the CSO, SCSO, SOTA and COR. See Amendment 0001.

Question 14: G.1.3 (page 23). Should “Contacting Officer” in the last sentence be corrected to “Contracting Officer?”

Answer 14: Yes, and it has been corrected in Amendment 0001.

Question 15: G.3.8 (page 25). This section as well as Section H.1. Personnel Security references “Patients” and “PIID.” Are “Patient’s” the “Offenders” and should “PIID” be corrected to “PDID”?

Answer 15: Yes. Patients has been changed to Offenders and PIID has been changed to PDID in Amendment 0001.

Question 16: H.1 (page 25) - Personnel Security. If the incumbent is awarded the contract, will previously cleared Contractor personnel have to go through a new background investigation at the time of contract award?

Answer 16: No, previously cleared incumbent personnel will not have to go through a new background investigation if the incumbent is awarded the contract.

Question 17: C.9.4. (page 26) – Closed Treatment Files. The data size for a client file will be too large to send by encrypted email. Does CSOSA have or will they provide a compliant file sharing application for contractor’s use to return electronic versions of closed treatment files?

Answer 17: Closed Offender Treatment Files shall be encrypted using WinZip (see Section H.10.4) and emailed to the COR. CSOSA has a 10MB file limit, therefore encrypted Closed Offender Treatment Files that exceed 10MB shall be submitted in multiple WinZip files, each of which is less than 10MB in size and submitted in separate emails. See Amendment 0001.

Question 18: K. – Representations, Certifications, Other Statements of Offerors and L. – Instructions, Conditions, and Notices to Offerors (page 47). FAR 52.252-1 – Solicitation Provisions Incorporated by Reference is stated in Sections K and L. What section should this language appear?

Answer 18: It should appear in both Section K and Section L as it currently appears.

Question 19: L.5 (page 48) Submission Requirements. Instructions for submission of Attachment J-5, FAR 52-213-3 Offeror Representations and Certifications are listed in Section L.5.1.j Cover Letter (page 48) and Section L.8.1.e. File 5: Price Volume. What section should Attachment J-5 be included?

Answer 19: Attachment J-5 should be submitted with the Cover Letter. L.8.1.e. has been updated in Amendment 0001.