Amendment 0002 9594CS23Q0077.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 electronic communication 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 you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication 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 NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

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

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

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 APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER 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

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, 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 (Number, 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)

Previous edition unusable

9594CS23Q0077 Re-Entry and Sanctions Center Therapeutic Recreation/ Wellness Services

See continuation page(s).

Court Services and Offender Supervision Agency Office of Procurement 800 North Capitol Street NW, 6th Floor Washington, DC 20002-4260 Matt Collins; 202-369-7635; matthew.collins@csosa.gov

RSC230018

9594CS23Q0077

1 7

09/14/2023

09/08/2023

Solicitation 9594CS23Q0077 Amendment 0002

SF30 Block 14, Continued

a. This amendment provides responses to all questions received.

b. The below responses will be incorporated into the final award document.

1. SOW H.9 Personnel Security Requirements, H.9.1, Page16, paragraph 5.

QUESTION: What level of security will supervise each Therapeutic Recreational Group session?

RESPONSE: An RSC employee will be in attendance at all group sessions and is responsible for the supervision of all RSC residents.

2. C.3.7, Page 4, Paragraph 5.

QUESTION: Please describe the multipurpose room and other designated areas on the RCS campus used for the therapeutic and wellness sessions (dimensions and the furnishings).

RESPONSE: The RSC Multi-purpose Room is 29x44 (1,276 sqft) and the unit group rooms are 22x22 (484 sqft) each.

3. C.3.2, Page 3, Paragraph 5.

QUESTION: Will the contractor be required to supply all sports equipment, Balls, rackets, etc.)

and exercise equipment such as mats and strength training equipment?

RESPONSE: As indicated in C.3.2. The Contractor shall supply all materials, and supplies required to provide therapeutic recreational group sessions.

4. L.5.2.1, Format, Page 32, Paragraph 6.

QUESTION: Regarding proposal format, what are the page margins and proposal page limit for Technical Factor 2: Draft Activities Plan?

RESPONSE:

There are no proposal page limits or margin limits for the document to be provided. A draft activity plan is to be provided that identifies a line for each of the 416 sessions and then to identify the type of activity that could occur during that activity, such as an activity related to art therapy or music therapy, physical activity, etc. The activities planned for each session should overall cover aspects such as mental/cognitive function, physical function, social function, etc.

Per solicitation section C.3.1, “…four back-to-back sessions per day…” are to occur. The draft plan may identify the same activity for those back to back sessions in one single day or there could be a variety of activities. Activities could be repeated in other sessions throughout the period of performance. It is up to the Contractor to decide what is best for performing the requirement.

The purpose of this draft plan is to demonstrate variety in what is available to be provided as activities as per section M.3.2, the evaluation of this factor is “level of variety of activities for the 416 sessions occurring in each period of performance.”

5. Section L.5.2.3, Page 33, Paragraph 2.

QUESTION: Section “L.5.2.3 Submission requirements for Factor 2: Draft Activities Plan (Submission requirements for Section M.3.2) states to Provide a Draft Activities Plan outlining the planned activities for each of the 416 sessions to occur in each of the 12-month periods of performance, i.e., Base Period and Option Period 1.” Are you requesting a separate draft activities plan (Lesson Plan) for each 412 session per performance period — 824 plans?

RESPONSE: See response to question #4.

6. C.3.3, Page 3, Paragraph 6.

QUESTION: Is attendance mandatory for residents? Are there repercussions for those residents who do not attend?

RESPONSE: Attendance is not mandatory, however, highly encouraged by staff.

7. C.3.10, Page 4, Paragraph.

QUESTION: How many sessions a week are residents expected to attend?

RESPONSE: Residents on each Unit are expected to attend and participate in two (2) session per week.

8. C.3.10, Page 4, Paragraph 8.

QUESTION: Will residents only attend one session per day/twice per week?

RESPONSE: The RSC is comprised of four (4) housing units, each unit consists of no more than 12 residents. Residents housed in each unit will attend no more than two (2) sessions per week.

9. C.3.6, Page 4, Paragraph 4.

QUESTION: Will the Therapeutic Recreational/Wellness Therapist be apprised of the residents’ social and physical assessments to aid in the final activities plan?

RESPONSE: Yes, the Therapeutic Recreational/Wellness Therapist will be briefed weekly on each residents social and physical assessments by the resident case manager.

QUESTION: How can the contractor submit activity plans for the entire performance period without performing these actions relevant to recreational therapy?

RESPONSE: A draft activity plan is to be provided for each period of performance. The purpose of the draft plan is to demonstrate the Contractor’s ability to provide a variety of activities. It is anticipated that the Contractor has a repertoire of activities that it is capable of providing and the draft activity plan will identify these activities. The final plan can be adjusted to accommodate any changes to activities based on the assessment identified in the Statement of Work.

10. C.3.5, Page 5, Paragraph 3.

QUESTION: Before conducting sessions, will the Therapeutic Recreational/Wellness Therapist be apprised of discipline issues/restrictions/protocols?

RESPONSE: Yes, the Therapeutic Recreational/Wellness Therapist will be briefed weekly on each resident’s social and physical assessments by the resident case manager.

11. C.3.3, Page 3, Paragraph 6 QUESTION: How will the Therapeutic Recreational/Wellness Therapist know which residents should be attending the session?

RESPONSE: Upon arrival to each unit, the Therapist will meet with the lead counselor prior to conducting group sessions.

12. F.2, Place of Performance, Page 11, Paragraph 2.

QUESTION: Can the agency conduct a site visit for the contractor?

RESPONSE: There will be no site visit prior to the closing of this solicitation.

13. C.3.1, Page 3, Paragraph 4.

QUESTION: The RFP states the recreational therapy services must be conducted Monday- Friday from 9 am -7 pm. Can the government consider allowing the contractor to offer the sessions on various days during the week and not back-to-back?

RESPONSE: Yes, the Contracting Officer’s Representative (COR) and Contractor will mutually agree on a staffing schedule at the post-award meeting

14. C.2, Page 3, Paragraph 3.

QUESTION: Does the agency currently have Therapeutic Recreational Group Services in place? If so, please provide the following information: Vendor, Contract Value, Period of Performance.

RESPONSE: As stated in section L.9, Incumbent Contractor, “There is no incumbent contractor.”

15. L.5.2.3 Submission requirements for Factor 2: Draft Activities Plan, Page 33, Paragraph 2.

QUESTION: Assessments should be performed to design an activity plan for the RSC residents, and objectives/goals must be set based on these assessments. Additionally, implementing activities and evaluating their effectiveness should be based on these assessments.

How can the contractor submit activity plans for the entire performance period without performing these actions relevant to recreational therapy?

RESPONSE: As stated in the response to questions #4 and #5 above, a draft activity plan is to be provided for each period of performance. The purpose of the draft plan is to demonstrate the Contractor’s ability to provide a variety of activities.

16. C.3.3, Page 3, Paragraph 6.

QUESTION: When creating the sign-in sheet, should the template use names or tracking numbers for the residents when considering HIPAA and patient privacy?

RESPONSE: The Government will provide the resident sign-in sheets.

17. C.4.1, Page 5, Paragraph 1 QUESTION: Will the contractor receive formal training on Smart21 from the agency?

RESPONSE: Yes, SMART -21 training and orientation will be provided to the Contractor prior to providing services.

18. C.3.2, Page 3. Paragraph 5.

QUESTION: What is currently available for the residents to use to fulfill recreational requirements (i.e., sports, exercise, arts, and crafts, etc.)? Is there an exercise room available?

RESPONSE: There is currently no exercise room available for our residents. However, the RSC Multi-purpose Room and the unit group rooms will be used for the activities.

19. Section L.5.2.3, Page 33, Paragraph 2.

QUESTION: What format/template should be used for the activity plans? Is there a page limit or font and font size preference for this?

RESPONSE: There is no format or template for the activity plan. As stated in the response to question #4 above, “A draft activity plan is to be provided that identifies a line for each of the 416 sessions and then to identify the type of activity that could occur during that activity…”

19. H.9 Personnel Security Requirements H.9.1, Page16, Paragraph 5.

QUESTION: Will a security guard be assigned to the sessions since the potential for harm exists? Can the agency consider this for the safety of the contractor?

RESPONSE: Residents will always be accompanied by an RSC employee.

20. H4, Page 15, Paragraph 4.

QUESTION: Should the contingency plan include a staffing/coverage plan?

RESPONSE: Yes.

21. C.3.5, Page 4, Paragraph 5.

QUESTION: Are the program goals and objectives for each session already established, or would that be something the Therapist will need to create?

RESPONSE: No, the goals and objectives for each session should be established by the Contractor. The Contractor shall provide group topics and expected outcomes at the post-award meeting.

22. C. 4.1 Page 5, Paragraph 2.

QUESTION: What is the documentation format, i.e., narrative, SOAP notes, checkboxes, or a combination of the above?

RESPONSE: C.4.1. At minimum, documentation shall include the following information:

a. Group Session Topic, Session Date, and Time.

b. Resident attendance status (Y/N check box).

c. Summary of the Group Experience.

d. Narrative Summary of any significant information relevant to the resident’s participation in the group session.

23. F.1 Period of Performance, Page 11, Paragraph 1.

QUESTION: Is there a possibility of converting the Therapeutic Recreational/Wellness Therapist to a permanent CSOSA position?

RESPONSE: Not currently.

24. C.3.10, page 4, Paragraph 8. QUESTION:

Is there a possibility of increasing the hours worked to 20 hours per week?

RESPONSE: Increase in hours of service will be based on Government need.

25. Solicitation Section – N/A.

QUESTION: Is there is a previous contract/Incumbent of the same scope of work as this requirement. If so, please provide us with previous contract number, vendor name and the price it was awarded for.

RESPONSE: As stated in section L.9, Incumbent Contractor, “There is no incumbent contractor.”

26. Solicitation Section – N/A.

QUESTION: Given this is a FFP contract, from a cost perspective, how will the government fairly evaluate different curricula approaches requiring different materials from varying proposers?

RESPONSE: As stated in section M.3.2, the evaluation of this factor is “level of variety of activities for the 416 sessions occurring in each period of performance.”