9594CS24Q0025 RFQ for Psychotherapy Group Services.pdf

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

RSC240005

2. CONTRACT NUMBER

7. FOR SOLICITATION

INFORMATION CALL:

3. AWARD/EFFECTIVE

DATE

a. NAME

Lawrence Durden

4. ORDER NUMBER 5. SOLICITATION NUMBER

9594CS24Q0025

b. TELEPHONE NUMBER (No collect calls)

202-220-5421

6. SOLICITATION ISSUE

DATE

9/05/2024

8. OFFER DUE DATE/

LOCAL TIME

9/19/2024

1:00 PM EDT

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

CSOSA Office of Procurement 800 North Capitol St., NW Washington, DC, 20002-4260, US

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:

$8.0 M

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 Schedule

CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/

OFFEROR

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

CSOSA OFM Payment 800 North Capitol Street, NW Washington, DC, 20002-4260, US

TELEPHONE NUMBER

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

Psychotherapy Group Services

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND

ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED

29. AWARD OF CONTRACT: REFERENCE OFFER

DATED . . YOUR OFFER ON SOLICITATION

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

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print)

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

9594CS24Q0025

Base Period: 12 Months from the effective date of Award

CLINs Schedule of Supplies Qty Unit Price NTE Amount

0001 Facilitate Group Psychotherapy Sessions 312 session 0002 Individual Psychotherapy Session 78 session

Total Base Period Option Period 1: 12 Months from the effective date of Option Period 1

1001 Facilitate Group Psychotherapy Sessions 312 session 1002 Individual Psychotherapy Session 78 session

Total Option Period 1 FAR 52.217-8 Option Period: 6 months from the effective date of the option period

2001 Facilitate Group Psychotherapy Sessions 156 session 2002 Individual Psychotherapy Session 39 session

FAR 52.217-8 Option Period Grand Total

*FAR 52.217-8 6 month extension from end date of Option Period 1 (Note: This extension will only occur if FAR 52.217-8, Option to Extend Services, is exercised.

The extension unit prices will be the same as the Option Period 1 unit prices.)

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Services Contractor shall provide services in accordance with the Statement of Work (Section C).

B.2 Contract Type This is a Firm Fixed Price purchase order with unit rates; quantities are based on anticipated estimates and are Not-to-Exceed the allotted quantities and cost associated with each Contract Line Item Number (CLIN).

B.3 Contract Funding This purchase order is incrementally funded in the amount of $TBD. Additional funding will be added by a purchase order modification. (To be removed upon award if fully funded.) The Contractor is not authorized to exceed the obligated value on this purchase order. Per Section F.1, this purchase order has a base period of twelve months with four twelve-month Option Periods.

B.4 North American Industry Classification System (NAICS) and Small Business Size Standard The NAICS Code for this acquisition is 621330 Offices of Mental Health Practitioners (except Physicians), and the small business size standard is $8.0M.

SECTION C – STATEMENT OF WORK

C.1 Agency Background.

C.1.1 The Court Services and Offender Supervision Agency (CSOSA) was established under Section 11232 of the National Capital Revitalization and Self-Government Improvement Act of 1997 to effectuate the reorganization and transition of functions relating to pretrial services, parole, adult probation, and offender supervision in the District of Columbia to a Federal Executive Branch agency. CSOSA’s mission is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community through the supervision of all probationers, parolees and supervised releases held under the authority of any United States or District of Columbia statute, or any other lawful authority entrusted to the district.

C.1.2 The Re-entry and Sanctions Center (RSC) is located at 1900 Massachusetts Avenue, SE, Washington DC. CSOSA's 50-bed facility provides high-risk offenders and defendants (hereinafter referred to as residents) with up to 60 days of intense evidence based cognitive behavioural interventions and reintegration programming for males and 42 days of residency for females. The RSC also allows CSOSA to impose prompt and meaningful residential sanctions for residents who have violated the conditions of their release, improving the likelihood of successful supervision.

C.2 Objectives.

C.2.1 The Contractor shall be capable of performing all tasks listed in Section C at the RSC and remotely via a telehealth system, if necessary. As a result of the COVID -19 pandemic, telehealth may be an alternate method of service delivery. 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, public health and health administration. The Contractor shall provide a Health Information Portability and Accountability Act (HIPAA) compliant telehealth platform for delivery of all tasks. The Contracting Officer’s Representative (COR) will designate the location or method of delivery.

C.2.2 The Contractor shall provide the necessary staff and labor to facilitate group and individual therapy sessions, for RSC residents, and upon request.

C.2.3 The Contractor shall be available to provide on-site or virtual group and individual therapy sessions for one hour per session, which includes a minimum of 50 minutes of group therapy, and/or 50 minutes for individual therapy, any time, during the hours of 9:00 am – 9:00 pm Monday to Friday and 10 minutes for other administrative/documentation tasks. An agreed upon staffing schedule will be developed between CSOSA and the Contractor at the post-award meeting to be held within ten business days following award.

C.3 Estimated Effort Required

Session/Activity Session Length (Hours)

Frequency Total Hours per Week

Psychotherapy Group Session/SMART Notes

1 6 sessions/week 6

Individual Psychotherapy Sessions

1 Upon Request Upon Request

Note: Individual Psychotherapy sessions shall not exceed 78 sessions for the base period and subsequent option period.

C.3.1 Session Cancellation Fee: In the unlikely event that a group session or individual therapy session is cancelled by the COR with less than 24 hours advance notification to the Contractor, the Contractor may invoice for the cancelled session

C.4 Description of Services. Psychotherapy group/individual services must be provided by a trained and licensed Psychologist, Licensed Clinical Social Worker, or Licensed Professional Counselor that uses evidenced based interventions to change behavior and dysfunctional thinking. This psychotherapy must be intense, cognitive behavioral interventions designed to reduce the likelihood of reoffending.

C.4.1 Psychotherapy Group Services Requirements.

C.4.1.1 To effectively target RSC resident’s dysfunctional and emotional ways of thinking and behaving, the Contractor shall provide psychotherapy group services that facilitates the identification of core psychological barriers that impact a resident’s ability to respond to and benefit from treatment interventions.

C.4.1.2. The Contractor shall ensure that each group session has clearly defined topics, goals and objectives that are designed to assist offenders with developing more adaptive strategies to improve their thinking and behavior. Group topics shall be in the categories of psychodynamic, cognitive behavior therapy, humanistic and integrated psychotherapy. (For example, group services shall focus on helping participants disclose their innermost conflicts of being victims of violence, grief and loss, trauma, low self-esteem, substance abuse, mental illness, and the impact it has on their emotional adjustment.)

C.4.1.3 Each group session will include between one and 12 participant and shall be conducted in accordance with the agreed upon schedule. The Contractor staff conducting each group session shall arrive at the RSC at least five minutes prior to the scheduled session to meet with the RSC Unit Manager, or their designee, for a pre-intervention briefing. For all virtual group and individual therapy sessions, the Contractor’s telehealth system shall allow participants to log in at least 5 minutes before the start of each session.

C.4.1.4 At the beginning of each group session the Contractor shall provide a sign-in sheet for all residents to sign. A copy of all group sign-in sheets shall be submitted to the COR.

Sign in sheets may be hand delivered, or may be submitted via electronic mail, in accordance with CSOSA Security regulations pertaining to the use of electronic media for the transmission of sensitive offender/defendant information.

C.4.1.5. During the 60-minute group session, the Contractor shall conduct the requested psychotherapy group sessions and shall enter the completed progress notes in the RSC SMART Module case management system no later than one business day following the delivery of the group intervention services.

C.4.1.6 At a minimum, the following information must be included in the RSC SMART Module:

a. Offender Identification Information (Name, PDID Number, etc.).

b. Group Topic, Goals, Objectives

c. Group Session Date, and Time.

d. Confirmation of the group participation and/attendance.

e. Summary of the Group Experience.

f. Narrative Summary of any significant information relevant to the offender’s participation in the group. The summary shall include information relative to the offender(s) contribution to the group topic and/or information that may pose a threat to the safety of the offender or others.

C.4.2 Individual Psychotherapy Session. Individual psychotherapy shall be requested by the COR for residents who may benefit from individual psychotherapy in addition to group therapy, to improve their capacity to respond positively to group therapy. The Contractor, upon concluding individual therapy session(s), shall record each encounter in the CSOSA SMART case management system.

C.4.2.1 Each Individual Therapy session shall be 50 minutes in duration with an additional 10 minutes to provide a narrative summary of significant information relevant to the offender. Total session is 60 minutes.

C.5 Coverage.

C.5.1 The Contractor shall provide a prime Psychologist, Licensed Clinical Social Worker, or Licensed Professional Counselor and a roster of the backfill providers who are available to provide services in the absence of the prime provider.

C.5.2 The Contractor shall ensure that appropriate coverage is provided to facilitate the groups in accordance with the schedule.

C.5.3 If the Contractor is unable to provide the requisite coverage based upon the agreed schedule, the Contractor shall notify the COR or COR’s designee via email and telephone 24 hours in advance of each occurrence.

C.6 Certification and Accreditation Requirements.

C.6.1 The Contractor shall comply with standards defined by the American Correctional Association (Adult Community Residential Services, 4th edition), the Commission on Accreditation of Rehabilitation Facilities (CARF), and the American Society of Addiction Medicine (ASAM).

C.6.2 The Contractor’s personnel shall maintain current certification in cardiopulmonary resuscitation (CPR). The Contractor’s personnel shall submit their certificate annually to the CO and COR.

C.7 Personnel Requirements/Qualifications.

C.7.1 General: The Contractor shall manage the total work effort associated with the services required to assure fully adequate and timely completion of the services with trained and experienced personnel who meet established standards to effectively perform the services required, and who exhibit capability to perform with minimum supervision. The Contractor shall submit the necessary personnel documentation, staffing lists and schedules.

Removal or dismissal of employees, who are not fully able to perform the normal assigned duties, or violate any security requirement, does not relieve the Contractor of the requirement to provide sufficient personnel to adequately perform the services required. The Contractor shall provide contingencies for employees who are absent during their regular work hours;

and shall have in place a suitable replacement for the absentee employee within two hours of initial notification by the COR. The Contractor personnel shall meet the below criteria:

a. Be a citizen of the United States of America or be lawfully permitted to reside in the United States and possess a valid work permit.

b. Be at least 21 years of age and must be able to withstand the physical demands of the job and be capable of responding to emergency situations.

c. Be able to clear the CSOSA background investigation.

d. Be able to speak English fluently and read and write the English language.

e. Maintain current, full, and unrestricted licensure, where applicable.

f. Be deemed drug free by the Contractor before being hired to perform services under this purchase order.

g. Submit to random drug testing by the Contractor, for which the Contractor shall provide the test results to CSOSA upon request.

h. Adhere to the terms of this purchase order.

i. Be prohibited from providing services to RSC offenders after expiration or revocation of privileges or licensure.

j. Sign a Non-Disclosure Agreement prior to starting work under the purchase order.

C.7.2 Psychologist Qualifications. (Key Personnel). The Psychologist shall possess:

a. A PhD. or PsyD. in clinical or counseling psychology from a graduate program in psychology accredited by the American Psychological Association.

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 three years of verifiable work experience as a licensed counseling psychologist or licensed clinical psychologist.

d. At least three years of verifiable work experience presenting findings, preparing reports for adults in forensics setting. Experience working with offenders is preferred;

or

C.7.3 Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC). The LCSW or LPC shall possess:

a. A master’s degree from a graduate program in Clinical Social Work Council accredited by the Social Work Education (CSWE) Commission on Accreditation (COA); or LPC graduate program in Clinical Counseling Psychology accredited by the Council for Accreditation of Counseling & Related Educational Programs

(CACREP).

b. A full, current, and unrestricted license to practice Clinical Social Work or Counseling Psychology at the master’s degree level in the District of Columbia, or a state, territory, or Commonwealth of the United States.

c. At least three years of verifiable work experience as a Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor

d. At least three years of verifiable work experience presenting findings, preparing reports for adults in forensics setting. Experience working with offenders is preferred.

C.7.4 The Contractor and Contractor’s staff shall maintain current licensure and certification required to perform the services outlined within the purchase order. Upon request from the COR, the Contractor shall provide copies of the required licenses and certifications. The failure to maintain current licensure and/or certification shall result in the immediate removal of unqualified personnel and may result in suspension of Contractor services until appropriate licensure or certification is obtained.

C.7.5 TB Testing. The Contractor shall ensure that all staff assigned to perform under this purchase order are tested annually for Tuberculosis using the Purified Protein Derivative (PPD) tuberculin test. If any Contractor staff are not able to take a tuberculin test, the Contractor shall submit annual chest x-ray results demonstrating asymptomatic clearance by a medical doctor. Results of all tests/x-rays shall be provided to CSOSA within ten business days and annually thereafter. CSOSA strongly encourages the Contractor to require its staff to maintain current immunizations (i.e., influenza, hepatitis, tetanus, etc.). The Contractor shall remove from performance under this purchase order any staff members who are found, or suspected, to be suffering from a communicable disease, disorder, or respiratory problem, and who, after taking/exercising universal precautions set forth by the Centers for Disease Control or other reputable health care organizations, pose a risk to the health and safety of offenders or others in the workplace.

C.7.6 Drug Testing. Due to the mission of the CSOSA RSC, the Contractor must comply with all conditions of the Drug-Free Workplace Act of 1988.

C.7.6.1 Drug Testing. All individuals assigned to this purchase order who facilitate group intervention services will be subject to pre-employment and random drug testing performed by the Contractor. The Contractor shall conduct the testing within fourteen calendar days prior to the individual staff member beginning work under this purchase order. The Contractor will supply CSOSA with a copy of test results. Drug test collections will be conducted by urinalysis and will be in accordance with HHS Mandatory Guidelines for Workplace Drug Testing Programs published in Federal Register on April 13, 2004 (69 FR19644) and the Health and Human Services (HHS) Urine Specimen Collection Handbook, effective date November 1, 2004.

C.7.6.2 Tested Drugs. Drugs that the Contractor shall test for are Marijuana, Cocaine, Amphetamines, Opiates and Phencyclidine (PCP).

C.7.6.3 Laboratory Testing. The laboratories chosen to perform the drug testing for individuals assigned to this purchase order must be certified by Health and Human Services (HHS), and laboratory procedures will be in accordance with HHS Mandatory Guidelines for Federal Workplace Drug Testing Programs.

C.7.6.4 Refusal to undergo Drug Test. Any Contractor personnel who are assigned to this purchase order who refuse to be tested, attempt to alter or substitute the specimen, fail to appear for testing without an approved deferral, which constitutes refusal to test, or refuse to provide consent to release information of the test results, shall be removed from the purchase order immediately with notification to the COR.

C.8 Compliance with Federal, State and Local Regulations.

C.8.1 The Contractor shall ensure that all staff assigned to the RSC adhere to the CSOSA Policies and the RSC operational instructions. Copies of the CSOSA Policies and the RSC operational instructions will be made available to the Contractor upon request.

C.8.2 The Contractor shall provide services in compliance with all federal, state and local laws, regulations and professional standards that relate to the provision of psychological services in a residential facility. The Contractor and Contractor staff shall comply with all the requirements of the Health Insurance Portability and Accountability Act of 1996 as amended (HIPAA) regulations and the requirements of 42 CFR part 2 (Confidentiality of Alcohol and Drug Abuse Patient Records), DC Office Code §§ 7-1201.01 eq. seq (D.C. Mental Health Information Act), and D.C. Official Code §§ 7-302 and §§ 7-1605 (HIV/AIDS) Cancer Confidentiality.

C.8.3 The Contractor shall also comply with confidentiality and training standards defined by the American Correctional Association (Adult Community Residential Services, 4th edition), the Commission on Accreditation of Rehabilitation Facilities (CARF), and the American Society of Addiction Medicine (ASAM).

C.9 Emergency Reporting.

C.9.1 The Contractor shall immediately notify the COR of any actions, events or deeds that appear to pose a safety concern, or an imminent danger to the RSC residents, contractors, or RSC staff.

C.9.2 The types of events that are deemed an imminent danger are: building/physical plant concerns, discovery of weapons or items that may be used as such, as well as, the offender’s suicidal ideations/ actions, verbal or physical threats, physical altercations, or any other action that suggests that the offender poses a threat to self or others.

C.9.3 In the event the COR is not available, the Contractor shall notify the Unit Manager, Shift Supervisor, or RSC Program Director.

C.10 Contractor Performance Standards. A minimum standard of performance is set forth below to provide guidance for the Contractor in maintaining suitability to perform services within the RSC.

C.10.1 Responsibilities.

C.10.1.1 The Contractor cannot subcontract any of the purchase order requirements specified herein without the express, written consent of the Contracting Officer.

C.10.1.1.1 The Contractor employees must perform at least 50% of the purchase order requirements specified herein.

C.10.1.2 The Contractor shall be responsible for maintaining satisfactory standards of staff competence, conduct, appearance, and integrity and shall ensure that all its staff adhere to the Standards of Conduct (set forth below) and meet all applicable health requirements.

C.10.1.3 The Contractor shall also be responsible for taking all such disciplinary action as necessary when Contractor staff fail to meet purchase order standards or performance requirements.

C.10.1.4 The Contractor must have a local office within 50 miles of the Re-entry and Sanctions Center.

C.10.2 Contractor’s and Contractor’s Personnel Standards of Conduct.

C.10.2.1 CSOSA is a law enforcement Agency and therefore requires a degree of public trust and confidence. Although CSOSA contractors and contractor personnel are not employees of the Federal Government, they shall be required to follow and comply with these standards of conduct. All Contractor personnel shall follow the minimum standards of conduct set forth in 5 C.F.R. PART 2635.101 and CSOSA Policy Directive PS 1106.

Both documents are incorporated into this purchase order by reference and shall be made available to the Contractor upon request.

C.10.2.2 In 5 C.F.R. PART 2635.101, there is guidance on developing a standard 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. The Contractor and Contractor personnel assigned to this purchase order shall:

a. Be courteous and demonstrate good manners toward all offenders, 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 persons 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 offender 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.11 Unforeseen Closures, Work Stoppage and Government Closures. Uncontrollable or unforeseeable circumstances such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fire, floods, epidemics, quarantine restrictions, inclement weather, or special Federal or ceremonial events may cause the Government to close. Under such circumstances, CSOSA will not pay for sessions not conducted.

C.12 Re-entry and Sanctions Center Security.

C.12.1 The Contractor agrees to adhere to all regulations prescribed by CSOSA about the safety and security of the RSC facility, staff, and the residents. The RSC Safety and Security policy will be provided to the Contractor upon purchase order award.

C.12.2 The Government requires all Contractor personnel to sign in and out of the RSC for security reasons

C.13 Government Mandatory Information Technology (IT) Security Awareness Training.

C.13.1 Contractor personnel may be required to participate in Information Technology Security Awareness Training. This training is required by all individuals having access to CSOSA’s IT systems. shall attend Government mandated training. The Government will require Contractor personnel to complete training in a classroom or an online setting.

C.13.2 The Government estimated need for Contractor attendance in mandatory training is approximately one hours per year, which may be completed in one session, or may be completed over the course of several small sessions.

C.14 Government-Furnished Translator. In the event the Contractor is required to provide treatment services to an Offender needing a translator, the Contractor will notify the COR and CSOSA will obtain the services of a translator. CSOSA will confirm the availability of the translator with the Contractor. The Contractor shall provide, at a minimum, 24-hour notice of any Contractor initiated schedule changes for the translator services. Failure to provide this notification can result in increased cost to CSOSA for the translator services and that increased cost will be deducted from the Contractor’s next monthly invoice.

C.15 Inspections, Compliance and Audit. CSOSA through the CO, COR, or other CSOSA components shall conduct inspections and audits (hereafter “audit”) to verify the personnel, operations, programs and the related non-financial books, records, accounts and information (including electronic data) of Contractor comply with the provisions of this purchase order, or to assess the efficacy of any services delivered pursuant to this purchase order. Contractor and its personnel shall cooperate fully with all audits.

C.15.1 Frequency of Audits. Audits shall occur at least once a year. CSOSA retains the right to conduct audits more frequently if a Major Unusual Incident occurs (e.g., violence), or concerns about performance of the purchase order or the quality of the provided goods or services arise. CSOSA also retains the right to forgo an audit at its discretion and 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 Contractor at any time without notice and in addition to any annual or quarterly audit, if there are concerns about fraud, waste, abuse or mismanagement under the purchase order, or CSOSA has reason to believe that services procured through this purchase order are not being performed or are not meeting CSOSA’s standards and expectations.

C.15.2 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. Offender treatment files.

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

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

d. Detailed copy of programming activities and calendar.

e. Outline of all offered services.

f. Staff position descriptions.

g. Organizational charts.

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

i. Agreements with external vendors or subcontractors 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. Inspection Reports (e.g., health, safety, food, environmental, facility).

m. Invoices and supporting documentation.

n. Sign-in sheets or logs.

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

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

q. Offender Satisfaction Surveys.

C.15.3 Timing of Audits. Audits may be announced or unannounced 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 Contractor during an audit.

C.15.4 Audit Reports. Reports of the results of an audit are the property of CSOSA but may be shared with Contractor at CSOSA’s discretion. If deficiencies are observed during an audit, the CO shall issue a Corrective Action Report (CAR) to Contractor within five business days of being provided with deficiency information. The CAR shall identify the specific deficiencies and the timeframe in which Contractor shall take corrective action.

Within five business days of receiving the CAR, Contractor shall develop and send to the CO for approval, a written plan of action with milestones (POAM) to correct the deficiencies within the timeframe designated by the CO. Contractor shall provide proof of remediation in writing to the CO for each deficiency identified in the CAR. Contractor may be subject to further audit by CSOSA to ensure that the corrective action taken is sufficient to prevent the reoccurrence of the deficiency.

C.15.5 Scope of Audit. CSOSA expects 100% compliance by Contractor with the terms of this purchase order. The scope of the audit shall include, but is not limited to, the Statement of Work 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.16 Contractor Quality Assurance Protocol (QAP). Within ten business days of award, the Contractor shall submit a Quality Assurance Protocol (QAP) that sets forth the actions, processes, policies and procedures, inspections and reviews Contractor will utilize to ensure full (100%) compliance with the terms of the contract. The CO shall have ten business days to review the QAP and provide requested changes in writing to Contractor. The CO may involve other CSOSA personnel in that review as needed. Contractor shall have five business days to review the CO’s requested changes and then notify the CO if those changes can be incorporated to the final QAP at no additional cost. The Contractor’s QAP shall be reviewed and updated as required, but no less than annually.

C.17 Post-Award Meeting. The COR will schedule a post-award meeting between the Contractor and CSOSA within ten business days following purchase order award. The purpose of this meeting will be to review the performance requirements of the purchase order, agree on the roles and responsibilities of CSOSA and the Contractor under the purchase order, and any other issues either party may want to discuss. The Contractor shall prepare a meeting report that details who attended the meeting, what discussions took place, and what agreements were reached. A copy of the report shall be provided to the COR within ten business days following the meeting.

(End of Section)

SECTION D – PACKING AND MARKING

D.1. Deliverables. Deliverables provided electronically shall be in PDF format. Font type of 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). Avoid using any design/layout elements.

(End of Section)

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Inspection will be in accordance with Section C.18, FAR 52.212-4(a), and the terms and conditions in this Section E.

SECTION F – DELIVERY AND PERFORMANCE

F.1 Place of Performance. The place of performance for this Purchase Order is CSOSA locations in the Washington DC Metro Area Contractor personnel shall perform the work under this contract at CSOSA locations identified in Section C.1.2.

F.2 Period of Performance.

F.2.1 The performance of performance for this contract shall be a base contract with 1 pre-price option period and a six month option to extend period which shall be exercised at the discretion of the Government and subject to the availability of funding.

F.2.2 The period of performance for this Purchase Order is as follows:

Base Period – 12 months from award effective date Option Period 1 – 12 months from the base period effective date FAR 52.217-8 – Option to Extend Services 6 months from effective date of the Option to Extend Services, if exercised

F.3 Hours of Operation. CSOSA hours of operation are 7:00 a.m. to 6:00 p.m., Monday through Friday, except federal holidays. The Contractor shall coordinate work hours at Government facilities with the COR. The Contractor shall not perform work at Government facilities on any federal holiday identified in section F.4 below or other non-business days without prior approval of the COR. Work to be performed at Government facilities must be accomplished within the CSOSA hours of operation identified above. Any work at the Government’s facilities outside the above identified hours of operation is not authorized unless written approval is provided by the COR.

F.4 Observance of Legal Holidays.

F.4.1 CSOSA personnel observe the following 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.4.2 If a holiday falls on Sunday, the following Monday will be observed as the legal holiday.

F.4.3 When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies.

F.4.4 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 designated by the President’s Proclamation

F.4.5 It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within this purchase order.

F.5 Deviations. An advance written agreement from the Contracting Officer must be received by the Contractor for deviations in performance requirements under this purchase order.

F.6 Travel. No travel reimbursement is allowed under this purchase order.

F.7 Deliverables. The deliverables under this purchase order shall be provided in accordance with all the requirements identified in Section C and Section D (if applicable).

F.8 Notice of Contractor Delays. In the event the Contractor encounters, or anticipates encountering, difficulty in meeting performance requirements, or in complying with the purchase order delivery schedule or completion date, or whether the Contractor has knowledge that any actual or potential situation is delaying, or threatens to delay, timely performance, the Contractor shall immediately, within one (1) business day, notify the Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this notification shall be informational only in character, and that this provision shall not be construed as a waiver by CSOSA of any delivery schedule or date, or any rights or remedies provided by law or under this purchase order.

F.9 FAR 52.242-14 Suspension of Work (Apr 1984)

(a) The Contracting Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time that the Contracting Officer determines appropriate for the convenience of the Government.

(b) If the performance of all or any part of the work is, for an unreasonable period of time, suspended, delayed, or interrupted (1)by an act of the Contracting Officer in the administration of this contract, or (2)by the Contracting Officer's failure to act within the time specified in this contract (or within a reasonable time if not specified), an adjustment shall be made for any increase in the cost of performance of this contract (excluding profit) necessarily caused by the unreasonable suspension, delay, or interruption, and the contract modified in writing accordingly. However, no adjustment shall be made under this clause for any suspension, delay, or interruption to the extent that performance would have been so suspended, delayed, or interrupted by any other cause, including the fault or negligence of the Contractor, or for which an equitable adjustment is provided for or excluded under any other term or condition of this contract.

(c) A claim under this clause shall not be allowed- (1) For any costs incurred more than 20 days before the Contractor shall have notified the Contracting Officer in writing of the act or failure to act involved (but this requirement shall not apply as to a claim resulting from a suspension order); And (2) Unless the claim, in an amount stated, is asserted in writing as soon as practicable after the termination of the suspension, delay, or interruption, but not later than the date of final payment under the contract.

F.10 Deliverables/Reports/Notifications.

ITEM SOW

REFERENCE

DELIVERABLE /

EVENT DUE BY Distribution Method

1 C.4.6.1 Session sign-in sheets End of each session COR Hard copy

2 C.4.6.2

Submit Group Notes in the RSC SMART Module case management system

No later than one business day SMART

Electronically in SMART system

3 C.5.3 Coverage issue

Written and phone notification 24 hours in advance of anticipated absence of prime personnel

COR Email and Phone

4 C.6.2

Certification in cardiopulmonary resuscitation (CPR) submitted.

Annually COR

Email/Hard copy

5 C.7.3 Contractor staff current licensure and certification copies

Upon request by

COR COR

Email/Hard copy

6 C.7.4.1

Annual chest x-ray results for staff who cannot be tested using

PPD

Annually COR

Email/Hard copy

ITEM SOW

REFERENCE

DELIVERABLE /

EVENT DUE BY Distribution Method

7 C.7.5.1 Staff drug test results 14 days before staff begin work COR

Email/Hard copy

8 C.9.1 Emergency Reporting As required COR Fastest means available

9 C.13.1

Contractor personnel shall attend Government mandated IT training.

Upon request COR Electronically

10 C.16 Contractor Quality Assurance Protocol (QAP) Plan.

Within 10 days of purchase order award and updated as required, but no less than annually.

CO Email/Hard copy

11 C.17 Post-Award Meeting Report

10 business days after post-award meeting

COR

copy

12 F.6 Notice of Delays Within one business day CO/COR

Email/Hard copy

13 H.1.2 Completed and signed security forms

Immediately following award COR

Email/Hard copy

14 H.15 Certificate of Insurance 15 days of purchase order award

COR

copy

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Contracting Officer’s Representative.

G.1.1 A COR for this purchase order will be appointed by the Contracting Officer upon award and a copy of the COR Appointment Letter will be provided to the Contractor.

G.1.2 The COR is responsible for the technical aspects of the purchase order and serves as the liaison with the Contractor. The COR is responsible for the final inspection and acceptance of all work performed and such other responsibilities as may be specified in this purchase order.

G.1.3 The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the purchase order price, terms or conditions.

Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the express written prior authorization of the Contacting Officer.

G.2 Contracting Officer.

G.2.1 The Contracting Officer (CO) is the only person authorized to approve changes to any of the terms and conditions of this purchase order. In the event the Contractor effects any changes at the direction of any person other than the CO, the changes will be considered to have been made without authority and no adjustment will be made in the purchase order price to cover any increase in costs incurred as a result thereof. The CO shall be the only individual authorized to accept nonconforming work, waive any requirement of the purchase order, or to modify any term or condition of this purchase order. The CO is the only individual who can legally obligate Government funds. No cost chargeable to the proposed purchase order can be incurred before receipt of a fully executed contract, which includes any subsequent purchase order modifications or other specific written authorization from the CO.

G.2.2 The Contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the CO or is pursuant to specific authority otherwise included as a part of this purchase order. No order, statement, or conduct of Government personnel, other than the CO, who visit the Contractor’s facilities or in any other manner communicate with Contractor personnel during the performance of this purchase order shall constitute a change under the terms for changes included in FAR 52.212-4 of this purchase order.

G.2.3 The procuring and administering CO for this purchase order is:

Elijah Anderson Office of Procurement Court Services and Offender Supervision Agency (CSOSA) 800 North Capitol St., NW Washington, D.C. 20002-4260 Email Address: Elijah.Anderson@csosa.gov

G.3 Electronic Invoicing and Payment Requirements – Invoice Processing Platform

G.3.1 Payment requests must be submitted electronically through the U.S. Department of Treasury’s Invoice Processing Platform (IPP) system using the “Bill to Agency” of Interior Business Center – FMD.

G.3.2 Definitions.

G.3.2.1 “Contract” as used throughout this clause means the type of contract identified in Section B.2.

G.3.2.2 “Payment request” means any request for contract financing payment or invoice payment by the Contractor.

mailto:Elijah.Anderson@csosa.gov

G.3.3 To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract or the clause FAR 52.212-4, Contract Terms and Conditions – Commercial Items, included in commercial item contracts.

G.3.4 IPP Registration. The IPP website address is: https://www.ipp.gov. The Contractor must use the IPP website to register, access, and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve normally within 3-5 business days of the contract award date. Assistance with enrollment may be obtained by contacting the IPP Production Helpdesk via email at IPPCustomerSupport@fiscal.treasury.gov or by phone at (866) 973-3131.

G.3.5 Payment Request/Invoice Submission.

G.3.5.1 Invoices shall be submitted in IPP with a unique invoice number and no more than once a month, unless otherwise authorized under this contract.

G.3.5.2 The payment request/invoice submission must identify the specific Contract Line-Item Number (CLIN) for which the contractor is seeking payment under the contract.

G.3.5.3 In addition to providing the information required by IPP, the contractor shall include in IPP as an attachment(s) to the specific payment request/invoice amount the following information for each CLIN:

a. For supplies, provide the description, unit of measure, quantity, unit price, extended total price of the supplies invoiced and date of shipment or delivery.

b. For services:

(1) Provide a description of services performed, e.g., labor category, hours worked by date, hourly rate, and amount billed by labor category, and total invoice amount.

(2) For labor hour CLINS, as authorized by FAR 52.212-4, section (i) Payments, the contractor shall substantiate each payment request/invoice submitted by including individual daily job timecards for each person (on-site and off-site) performing any work under this contract.

G.3.6 CSOSA is bound by the Prompt Payment Act (5 CFR Part 1315) to reimburse contractors on the 30th calendar day after a proper and valid invoice is officially received by the Agency.

G.3.6.1 Invoices submitted in IPP to incorrect CLINs or without required or valid attachment information are not considered proper.

G.3.6.2 Improper or invalid IPP invoices shall be disputed / rejected by CSOSA in their entirety.

If the invoice is disputed / rejected by CSOSA, the CO or COR appointed to the contract will notify the contractor in writing of the dispute within seven (7) days of the CSOSA invoice official receipt date (the received date stamped on the invoice by OFM). CSOSA’s written dispute / rejection notification will identify the specific invoice items and amounts being disputed, reason the items or amounts are disputed, a reference to the specific terms of the contract which supports the Government’s dispute and a request for an immediate explanation and / or corrected invoice. In addition, the invoice will be rejected by CSOSA in IPP. The Contractor shall re-submit corrected invoices in IPP, with required attachments, using a new, unique invoice number.

G.3.6.3 Properly disputed invoice amounts are not subject to late payment interest computations during the period of dispute. Per FAR Part 32 the Contracting Officer has the final authority to approve payment of an invoice.

G.3.7 The Contractor should review IPP to determine the status of a submitted invoice.

Contractor inquiries concerning an invoice payment may be made to the CSOSA Office of Financial Management (OFM) thirty (30) calendar days after a proper invoice has been submitted. The contractor may make payment inquires to by calling OFM, Ms. Rolanda White, at 202-220-5464 or emailing OFM at rolanda.white@csosa.gov.

G.3.8 Invoices shall not contain any personally identifiable information of offenders (name, SSN, etc.). The Contractor shall only use offender PDIDs to identify the offender associated with an invoice.

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 Personnel Security.

H.1.1 The Contractor agrees to adhere to all regulations prescribed by the Government regarding the safety and security of staff and offenders. All Contractor Key Personnel (employees and approved subcontractors) utilized under this purchase order shall submit to a CSOSA background check, and if necessary, a background investigation prior to performing. The intent and purpose of the background check/ investigation is to preclude the assignment of any individual who poses a threat to the Government, or successful work completion, due to past unlawful or inappropriate behavior. Contractor personnel must be U.S. citizens or be lawfully permitted to reside in the United States and possess a valid work permit. The Contractor shall ensure that an individual does not begin work under this purchase order until the background checks are conducted and approved by the CSOSA Office of Security.

H.1.2 CSOSA Background Checks. Once the purchase order has been awarded, the…