PsychAssessment_RFQ.pdf

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NUMBER

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

OFFER

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

BELOW IS CHECKED

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

SEE ADDENDUM

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/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)

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) 30c. DATE SIGNED

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

31b. NAME OF CONTRACTING OFFICER (Type or print) 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

10. THIS ACQUISITION IS UNRESTRICTED OR

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

THE DEFENSE PRIORITIES

AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FREE ON

BOARD (FOB) DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

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

8(A)

ECONOMICALLY

DISADVANTAGED

WOMEN-OWNED SMALL

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SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

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SMALL BUSINESS

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

OBI260021 83

9594CS26Q0015

RoShawn Washington 202-442-1719

See Section F See Block 9

Various as Identified Court Services and Offender Supervision Agency Office of Financial Management 800 North Capitol Street, NW Washington, DC 20002

Psychological Assessment Services

See Sections B thru M via Attachment

Elijah Anderson

621330

$9M

5/11/2026

6/01/2026

03:00PM ET

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

Continuation of SF1449

Listing of Incorporated Purchase Requisitions

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

Section B - Services and Prices

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

Line Item

BASE PERIOD – 12 MONS

Description of Services Quantity** Unit

Unit Price Not-to-Exceed

Amount 0001 Psychological Assessment Services 1 Lot

Comprehensive Mental Health Assessment 71 Reports

Comprehensive Psychological Evaluation 13 Reports

Comprehensive Neuropsychological Evaluation 7 Reports

Translation Services/ Special Language Requirements 19 Each

Line Item

OPTION PERIOD ONE – 12 MONS

Description of Services Quantity** Unit

Unit Price Not-to-Exceed

Amount 1001 Psychological Assessment Services 1 Lot

Comprehensive Mental Health Assessment 71 Reports

Comprehensive Psychological Evaluation 13 Reports

Comprehensive Neuropsychological Evaluation 7 Reports

Translation Services/ Special Language Requirements 19 Each

Line Item

OPTION PERIOD TWO – 12 MONS

Description of Services Quantity** Unit

Unit Price Not-to-Exceed

Amount 2001 Psychological Assessment Services 1 Lot

Comprehensive Mental Health Assessment 71 Reports

Comprehensive Psychological Evaluation 13 Reports

Comprehensive Neuropsychological Evaluation 7 Reports

Translation Services/ Special Language Requirements 19 Each

Total Purchase Order Not to Exceed/Ceiling $_____________

*Assessment includes Intake, Brief Assessment, Ongoing Assessment and Individualized Care Plan (ICP and Updates)

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

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

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

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

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

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

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

B.6 Guaranteed Minimum: The government will guarantee, at a minimum, the value of one Medically

Managed Intensive Inpatient Withdrawal Management (IIWM) referral during the life of the awarded purchase order.

Line Item

OPTION PERIOD THREE – 12 MONS

Description of Services Quantity** Unit

Unit Price Not-to-Exceed

Amount 3001 Psychological Assessment Services 1 Lot

Comprehensive Mental Health Assessment 71 Reports

Comprehensive Psychological Evaluation 13 Reports

Comprehensive Neuropsychological Evaluation 7 Reports

Translation Services/ Special Language Requirements 19 Each

Line Item

OPTION PERIOD FOUR – 12 MONS

Description of Services Quantity** Unit

Unit Price Not-to-Exceed

Amount 4001 Psychological Assessment Services 1 Lot

Comprehensive Mental Health Assessment 71 Reports

Comprehensive Psychological Evaluation 13 Reports

Comprehensive Neuropsychological Evaluation 7 Reports

Translation Services/ Special Language Requirements 19 Each

B.7 Purchase Order Ceiling (Not-to-Exceed) Amount. This purchase order sets a ceiling price. The ceiling represents the total dollar amount that may be incurred and expended for all efforts on this purchase order, including the base and all option periods. The ceiling price is the “Total Purchase Order NTE Amount (Base Period and Option Periods)” identified above. Notwithstanding the purchase order’s stated ceiling price, the Government's liability to the Contractor is limited to the total obligated (funded) amount on the purchase order. The Contractor shall not perform work under this purchase order that will cause it to exceed the total obligated amount on the purchase order.

Section C – Statement of Work

Psychological Assessment Services

C.1.0 BACKGROUND

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

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

C.2.0 OBJECTIVES

The objective is to obtain Psychological Services, specifically Clinical Reports of Findings (Clinical Reports) pursuant to evidence-based Clinical Assessments, Comprehensive Psychological Evaluations, and Comprehensive Neuropsychological Evaluations.

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

C.3.0 SCOPE/REQUIREMENT

The Contractor shall perform Comprehensive Mental Health Assessments, Comprehensive Psychological Evaluations, and Comprehensive Neuropsychological Evaluations as identified in this SOW with corresponding diagnoses and treatment recommendations, if indicated. The Contractor shall represent their findings before appropriate judicial bodies upon request. All assessments and evaluations, diagnoses, as well as treatment recommendations must be consistent with best practices outlined by The American Psychological Association (APA) and with evidenced-based practices and established ethical guidelines (Professional Licensing Boards, Federal Government, and CSOSA).

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

C.3.1.1 The Referral Authorization

The COR shall provide a referral authorization to the Contractor for each Supervisee to receive any of the assessment services listed as tasks. The referral authorization shall contain the following:

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

• Supervisee identification information-In the event the Supervisee does not have an email address in CSOSA’s electronic record system, entitled Supervision Management and Record Tracking-21 (SMART21); all appointments must be scheduled in person by the contractor,

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

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

• Collateral and supplemental information that will be used to complete the assessments/evaluations, consider diagnoses, and formulate treatment recommendations (e.g., a copy of the Supervisee’s Notice of Action (NOA) or Judgment and Commitment (J&C) order, Special Conditions, and/or pre- or post-sentence investigation reports).

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

CSOSA will grant the Contractor access to CSOSA’s SMART21.

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

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

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

C.3.1.2 No Show/Missed Appointments

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

Supervisees are only allowed to miss one appointment before closure of their referral occurs unless the reason is unforeseen and documentation is provided. Below is a list of examples of unforeseen situations, which is not all inclusive.

• Urgent Care or Emergency Room Visit

• Hospitalization

• Incarceration

• Court Hearings

• Family Emergency or Deaths

• Natural Disasters

C.3.2 Key Personnel

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

C.3.2.1 Clinical Psychologist. The Clinical Psychologist shall have:

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

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

c. At least five within the last seven years of verifiable work experience as a licensed Psychologist specializing in counseling psychology or a licensed Clinical Psychologist.

d. At least five within the last seven years of verifiable work experience administering and scoring psychological tests, conducting psychological evaluations, evaluating findings, and diagnosing mental health conditions.

C.3.2.2 Neuropsychologist. The Neuropsychologist shall have:

a. A Ph.D. or Psy.D. in clinical or counseling psychology from a graduate program that is accredited by the APA-CoA.

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

c. Certifications from both The American Board of Professional Psychology (ABPP) and The American Board of Clinical Neuropsychology, Inc. (ABCN, Inc). At least five within the last seven years of verifiable work experience as a licensed Clinical Psychologist or licensed Psychologist specializing in Clinical Neuropsychology.

d. At least five within the last seven years of verifiable work administering and scoring neuropsychological tests, conducting neuropsychological evaluations, evaluating findings, diagnosing mental health conditions.

C.3.2.3 Master’s Level Clinician. The Licensed Master’s Level Clinician shall have:

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

b. Training and required supervision to complete mental health assessments.

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

d. At least five years of verifiable work conducting clinical interviews, mental status exams, risk assessments, biopsychosocial/diagnostic assessments, as well as formulating diagnoses, and developing treatment recommendations in written report format.

C.3.2.4 Clinical Supervisor. The Clinical Supervisor shall be an appropriately credentialed professional who is able to assess and treat co-occurring disorders and has specialized training in behavioral health services. At a minimum, the Clinical Supervisor shall be responsible for conducting case file reviews, case file audits, crisis intervention consultations, reviewing and approving written clinical documents, providing clinical staff oversight and continuous quality improvement, monitoring activities, and participating in the interdisciplinary team meetings. The Clinical Supervisor shall provide regular clinical supervision of all direct service staff, which shall include face-to-face discussions, observations of performance, clinical staffing, review of written documentation and annual performance evaluations. This shall be evidenced by his/her signature as the Clinical Supervisor on a minimum of 25% of all CSOSA cases managed by each direct staff member. The Clinical Supervisor shall have:

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

b. Current licensure in the appropriate discipline required.

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

C.4.0 TASKS

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

C4.1 Task 1 – Comprehensive Mental Health Assessment The Contractor shall, at a minimum, conduct a structured clinical interview (the specific structured clinical interview may vary, but shall be professionally accepted) to establish a diagnostic impression of any APA Diagnostic and Statistical Manual of Mental Disorders-Fifth Edition-Text Revision (herein referred to as the DSM-5-TR), or later version, mental disorder, environmental or social stressors that relate to such disorders, and a Supervisee’s criminogenic risk and needs. The Contractor shall also conduct a review of available records to formulate diagnostic impressions and treatment recommendations. Once completed, the Contractor shall submit a Clinical Report of Findings. When the Contractor recommends in the Clinical Report of Findings that the Supervisee complete a comprehensive psychological evaluation or a comprehensive neuropsychological evaluation, the COR will consider the recommendation and, if approved, issue an additional referral authorization specifying any additional task(s). Upon completing the Clinical Report of Findings, the Contractor shall debrief Supervisees and the referring source on the results of the assessment.

C.4.2 Task 2 - Comprehensive Psychological Evaluation. If ordered in a referral authorization, the Contractor shall complete a comprehensive psychological evaluation, including mental status examination, review of available records, and a battery of empirically validated and APA-approved psychological assessment instruments. The evaluation should also include a risk assessment for re-offending. The evaluation shall assist in the identification of individual characteristics that may impact amenability to treatment interventions and supervision compliance. Testing may include, but is not limited to, personality, mood/affect, violence risk, intelligence/cognitive ability, and achievement. Upon completion of testing, the Contractor shall complete a Clinical Report of Findings. Upon completing the Clinical Report of Findings, the Contractor shall debrief Supervisees and the referring source on the results of the evaluation.

C4.3 Task 3 - Comprehensive Neuropsychological Evaluation. If ordered in a referral authorization, the Contractor shall complete a comprehensive neuropsychological evaluation, including mental status examination, review of available records, and a battery of empirically validated and APA-approved neuropsychological assessment instruments, which includes a risk assessment for re-offending. The evaluation shall assist in the identification of individual characteristics that may impact amenability to treatment interventions and supervision compliance. The evaluation shall include, but is not limited to, executive, attention, memory, language, intellectual, sensorimotor, emotional, and visual-spatial functioning. Upon completion of testing, the Contractor shall complete a Clinical Report of Findings. Upon completing the Clinical Report of Findings, the Contractor shall debrief Supervisees and the referring source on the results of the evaluation.

C.5.0 DELIVERABLES/REPORTING.

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

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

C.5.2. Clinical Report of Findings (Clinical Report). The Contractor shall complete an assessment or evaluation of Supervisee(s)’ mental health issues, needs, and criminogenic/non-criminogenic risks, leading to a recommended individualized treatment plan, pursuant to receiving a referral authorization for any of the - services listed as tasks.

Assessments/evaluations must be in narrative form and contain, at a minimum, the following (as applicable):

a. Supervisee’s First and Last Name (and any known alias)

b. Supervisee’s Date of Birth

c. PDID (or CSOSA ID)

d. Name of Evaluator

e. Date(s) of Evaluation

f. Date of Report

g. Reason for referral

h. The significant psychosocial issues pertaining to family, relationships, health, mental health, education, medication, social issues and employment

i. The Supervisee’s criminal history

j. Statements documenting any disparity between the Supervisee’s self-reporting and supporting documentation

k. A summary of the Supervisee’s prior substance uses and mental health treatment experiences

l. Statement of Non-Confidentiality Warning

m. Mental Status Examination

n. History of Presenting Problem

o. Instruments administered and the Results (Comprehensive

Psychological Evaluation and Neuropsychological Evaluation only)

p. If applicable, diagnostic impressions using the most recent diagnostic codes from the

International Classification of Diseases-Clinical Modification (ICD-CM) system

q. Summary of Findings

r. Recommended Individualized Treatment Plan

The Contractor shall e-mail the Clinical Report of Findings to the COR, the Behavioral Health Administrator, the Behavioral Health Coordinator, and the CSO designated in the referral authorization by the target completion date noted in Table below.

C.5.3. No Show/Missed Appointment Report. The Contractor shall submit a monthly report (See Attachment J-2) verification to the COR, Behavioral Health Administrator and Behavioral Health Coordinator of the Supervisee’s no-show (i.e. fail to report for the scheduled assessment or evaluation) by the target completion date noted in Table below. The report should include:

a. Reporting Month

b. Program / Department

c. Prepared By

d. Date Prepared

e. Total Scheduled Assessments

f. Total Completed Assessments

g. Total Missed Assessments (No-Shows)

h. Same-Day Cancellations

i. Overall No-Show Rate

j. Appointment Attendance Overview

k. No-Show Analysis

l. Follow-Up Actions Taken

m. Review and Approval

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

C.5.4. Quality Assurance Protocol (QAP). The Contractor shall develop and provide to the COR and CO, within ten (10) days of award, with a QAP that identifies what actions, processes, procedures, inspections, reviews, and responsibility assignments the Contractor will utilize to ensure that the Contractor’s performance complies with all the purchase order requirements. The CO shall have ten (10) business days to review the QAP and provide the Contractor with any requested or required changes. The Contractor will then have five (5) business days to incorporate the CO’s required/requested changes and return a final QAP to the CO. The Contractor’s QAP shall be reviewed and updated as required, but no less than annually.

C.5.5. Translation Services/Special Language Requirements. The Contractor shall provide comprehensive American Sign Language interpretation, Foreign Language interpretation, Video Remote Interpreting (VRI), and document translation services to CSOSA to ensure effective communication with individuals who are deaf or hard-of-hearing or who have limited English proficiency when accessing covered government programs or services. These services are required when Supervisees attend appointments the Government determined necessary.

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

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

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

c. Compliance with all applicable federal regulations, including Title VI of the Civil

Rights Act of 1964 and Executive Order 13166 (Improving Access to Services for Persons with Limited English Proficiency)

d. Quality assurance standards for interpreter qualifications, including demonstrated proficiency in both English and the target language

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

C.5.5.1. General Requirements. In the event the Contractor is required to provide assessment/evaluation services to a Supervisee needing a translator, the COR will notify the Contractor. The Contractor shall maintain a sufficient pool of qualified personnel to meet the Government's anticipated needs. Upon the COR’s request, the Contractor shall provide Interpretation Services. The Contractor shall adhere to all applicable federal, state, and local laws and regulations, including Section 504 of the Rehabilitation Act, Title VI of the Civil Rights Act, and nondiscrimination laws. All interpretation services shall be performed by interpreters who are: Certified or licensed as required by applicable Federal and state law;

demonstrate proficiency in the relevant languages, as validated by the Government or through recognized testing/certification programs; and maintain professional standards and confidentiality requirements. The Contractor shall provide, at a minimum, 24-hour notice of any Contractor initiated schedule changes to accommodate for the translator services. All interpretation services shall be performed by interpreters who are: Certified or licensed as required by applicable Federal and state law; demonstrate proficiency in the relevant languages, as validated by the Government or through recognized testing/certification programs; and maintain professional standards and confidentiality requirements.

C.5.5.2. American Sign Language (ASL) Interpretation Services. Upon the COR’s request, the Contractor shall provide qualified and certified ASL interpreters to facilitate communication between hearing and deaf or hard-of-hearing individuals. Interpreters shall be proficient in both spoken English and ASL, ensuring accurate and clear interpretation. Interpreters shall adhere to a code of ethics and maintain confidentiality.

Services may be required for scheduled assessment/evaluation appointments or meetings.

C.5.5.3. Foreign Language Interpretation Services. Upon the COR’s request, the Contractor shall provide qualified and certified interpreters for various foreign languages, who are proficient in both English and the target foreign language, with the ability to interpret accurately and effectively. Interpreters shall be knowledgeable in the cultural nuances of both the source and target languages to ensure culturally appropriate communication. Interpreters shall utilize appropriate interpretation techniques, such as consecutive and simultaneous interpretation, depending on the requirement.

C.5.5.4. Video Remote Interpreting (VRI) Services. Where the COR deems appropriate, the Contractor shall provide VRI services as an alternative to on-site interpretation. VRI services shall be accessible and user-friendly, utilizing secure and reliable technology platforms. Interpreters providing VRI services shall meet the same qualification standards as on-site interpreters.

C.5.5.5. Document Translation Services. The Contractor shall submit monthly, a Translation Services report to identify interpretation activities using the Translation Services/Special Language Monthly Report form (See Attachment J-3). The Translation Services report must include but is not limited to listing the translated documents, forms, reports, presentations, and other materials (e.g. testing instruments). The Contractor shall adhere to established terminology glossaries and style guides provided by the Government.

C.5.6. Audit Reports. Audit results reports belong to CSOSA but may be shared with the Contractor at CSOSA's discretion. If deficiencies are observed during an audit, the CO shall issue to the Contractor a Corrective Action Report (CAR) within five (5) business days of being provided with deficiency information. The CAR shall identify the specific deficiency(ies) and the timeframe in which Contractor shall take corrective action. Within five (5) business days of receiving the CAR, the Contractor shall develop and send to the CO and COR for approval a written plan of action with milestones to correct the deficiency(ies). The Contractor shall provide the CO and COR proof of remediation, in writing, for each deficiency identified in the CAR. The Contractor may be subject to further CSOSA audits to ensure that the corrective action taken is sufficient to prevent the recurrence of the deficiency(ies).

C.5.6.1. Scope of Audit. CSOSA expects 100% Contractor compliance within the terms of this purchase order. The scope of the audit shall include, but is not limited to, this SOW and other applicable sections of this purchase order; criteria identified in Contractor's QAP; standards issued by any accrediting body;

standards issued by any licensing or certifying body for personnel, programming or facilities; Contractor's policies; and all applicable laws and regulations.

C.5.6.2. Timing of Audits. Audits may be announced or unannounced and occur at CSOSA's discretion and shall take place during Contractor's normal business hours. CSOSA and its representatives shall take reasonable steps to avoid disrupting the business of the Contractor during an audit.

C.5.6.3. Frequency of Audits. Audits shall occur at least once a year at CSOSA’s discretion. CSOSA retains the right to conduct audits more frequently if a Major Unusual Incident occurs (e.g., violence or death) or concerns about performance of the purchase order or the quality of the provided goods or services arise (e.g., not being performed or are not meeting CSOSA's standards and expectations). CSOSA also retains the right to forgo an audit at its discretion and as consistent with the Agency's policies and practices, or any applicable laws or regulations. Notwithstanding the foregoing, CSOSA and its representatives shall have the right to audit the Contractor at any time without notice and in addition to any annual audit, if there are concerns about fraud, waste, abuse, or mismanagement under the purchase order.

C.6.0 GOVERNMENT/CONTRACTOR FURNISHED PROPERTY

C.6.1 Contractor Furnished Materials and Equipment. The Contractor shall provide all material and equipment (or other technology), the Government does not provide, which is necessary to provide comprehensive assessment/evaluation services as identified in this SOW.

If the Contractor uses an electronic health record system or proprietary screeners and tests, the Contractor shall provide its own computers/laptops and Internet access. Contractor-owned computers/laptops are not allowed access to the CSOSA network.

C.6.2 Government Furnished Materials, Equipment and Information. For the Contractor to conduct all tasks specified in this purchase order, CSOSA will provide access to workspace, computer, IT network, phone, desk, and chair on site at a designated CSOSA facility (See Section F); to include access to the Agency’s case management system, SMART. Workspace will not be permanently assigned but will be “Hotel” workspace.

C.7.0 OTHER CONSIDERATIONS

C.7.1 Contractor Certification/Licensing Requirements. The Contractor shall, throughout the period of performance, follow all applicable requirements for licensing and certification in the jurisdiction where the certification/license is accepted.

C.7.2 Contractor and Contractor Personnel Standards of Conduct. Guidance on developing a standard of conduct for the Contractor and Contractor Employees is at 5 C.F.R.

PART 2635.101. Also, a minimum code of conduct is set forth below to provide guidance in achieving a greater individual standard. Contractors and Contractor employees assigned to the purchase order shall:

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

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

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

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

e. Avoid any criminal, infamous, dishonest, immoral, or notoriously disgraceful conduct;

habitual use of intoxicants or non-prescription drugs to excess.

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

g. Not violate security procedures or regulations.

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

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

C.7.3. Personnel, Books and Records. Contractor shall keep full, true and accurate books, records, accounts and information (including electronic data) concerning services provided pursuant to this purchase order. Contractor shall comply with all reasonable requests of CSOSA or its representatives and provide access to all personnel, books, records, accounts and information (in whatever form, including electronic data) necessary for the audit, which may include, but not be limited to:

a. Supervisee files.

b. Notes.

c. Reports.

d. Outline of all services offered.

e. Staff position descriptions.

f. Organizational charts.

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

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

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

j. Proof of liability and other insurance.

k. Certificates of Occupancy.

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

m. Invoices and supporting documentation.

n. Sign-in sheets or logs.

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

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

q. Supervisee Satisfaction Surveys.

C.7.4. Testing Instruments: Within 15 days of contract award, the contractor shall affirm the test instruments they will use when providing services to verify APA approval. Non-APA approved tools will be deemed invalid and will be rejected. Prior written approval must be obtained by the COR; at any time, the contractor proposes to change instruments (e.g.

interpretation services).

C.7.5. Psychological Emergencies or Urgent Situations. While delivering service under this contract, the contractor shall take the following actions. If the Supervisee is demonstrating signs of or expressing wishes to engage in self-harm or to harm others the contractor shall take the appropriate level of action to address the situation. This involves immediately evaluating (via clinical interviewing) the seriousness, specificity, and imminence of the threat, seeking legal or risk management advice via the COR and potentially CSOSA’s Office of General Counsel, and ensuring the safety of the Supervisee, the public, or potential victim(s). The latter may include contacting 9-1-1 or the DC Department of Behavioral Health’s Crisis Response Team to come to the CSOSA-designated site and evaluate the person’s need for involuntary commitment (phone number: 202-673-6495).

C.7.6. Case Consultation. The Contractor shall participate in multi-disciplinary staffing with CSOs, clinical personnel, supervisory personnel, and community providers (as appropriate), on an as needed basis as directed by the COR. Case consultations will be scheduled for 30 minutes per Supervisee. Generally, the Contractor will be asked to provide feedback that supports supervision and intervention teams in interpreting and executing the recommendations in the Clinical Reports of Findings. The COR will issue a referral authorization for each case consultation. In case consultation referral authorizations, the COR will identify whether consultations may take place in person, or via telephone or web conferencing. The COR will also designate the Contractor personnel requested to attend, generally the clinician who provided direct assessment/evaluation services to the Supervisee.

The COR will schedule the consultation date and time in conjunction with the Contractor. If the consultation does not occur and the COR does not cancel/reschedule at least 24 hours prior, the Contractor may invoice the Government for it.

C7.7. Supervisee Assessment File Maintenance. File Entries. The Contractor is required to document a Supervisee’s assessments or evaluations in a Supervisee Assessment File in accordance with the requirements identified in this SOW. Supervisee Assessment File material shall be organized chronologically and should be consistently organized in accordance with standard case management practices. Because CSOSA may provide more than one referral authorization for an individual Supervisee, the Contractor may add information from each referral authorization to a Supervisee Assessment File already existing in the Contractor’s records (or electronic health record system). The Contractor shall ensure that Contractor’s staff maintain complete confidentiality of all Supervisee Assessment Files. The Supervisee Assessment File shall, at a minimum, include:

a. Referral Authorization Package.

b. All referral information provided by CSOSA.

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

d. Assessment Reports.

e. Clinical Material (if provided).

Files are retrievable upon the COR’s request and organized in a manner to ensure accountability of the files and Assessment File Storage and Removal. The Contractor shall ensure that all Supervisee Assessment Files are stored in a secure manner and in a location within the Contractor’s facility (or electronic health record system). To ensure proper tracking of Supervisee Assessment Files, the Contractor shall establish a file tracking protocol to ensure that all Supervisee Assessment Files’ proper disposition upon the Supervisee’s discharge.

C.7.8. Closed Supervisee Assessment Files. When the COR notifies the Contractor that a Supervisee will no longer be receiving services from the Contractor, the Supervisee Assessment File is considered closed. The Contractor shall close the Supervisee’s Assessment File (hardcopy version) and return an electronic version to the COR within three

(3) business days of the Supervisee’s completion of services. In returning closed assessment files to CSOSA, each file shall be clearly marked with the Supervisee’s last name, first name, PDID (or CSOSA ID), and the date of close-out.

C.7.9. Disposition of Assessment Files The Contractor is required to retain assessment files for all Supervisees. At the conclusion of the base period and each subsequent option period, the Contractor shall return any closed assessments file to CSOSA. Additionally, upon total contractual completion, the Contractor shall provide to CSOSA all remaining assessment files no later than 60 days after total contract completion. The Contractor is required to retain all remaining Supervisee’s assessment files in accordance with professional requirements for state and federal national regulatory standards.

C.7.10. Post-Award Meeting. The Contractor shall participate in a post-award meeting scheduled by the COR to review the purchase order goals and objectives. This post-award meeting will take place no later than 10 days after the purchase order award.

Section D – Packaging and Marking

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

Section E – Inspection and Acceptance

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

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

Section F – Deliveries and Performance

F.1 Period of Performance. The period of performance of this purchase order is as follows:

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

F.2 Place of Performance. The Contractor will perform only at CSOSA facilities located in Washington D.C. The specific locations where services may be delivered are as follows:

• 633 Indiana Avenue, NW

• 2101 Martin Luther King Jr

Avenue, SE

• 1900 Massachusetts Avenue, SE

• 501 3rd Street, NW

F.3. CSOSA Hours of Operation.

F.3.1 CSOSA hours of operation are 7:00 a.m. to 7:00 p.m., Monday through Friday, except federal holidays. Work to be performed must be accomplished within the CSOSA hours of operation identified above, unless otherwise approved by the COR.

F.3.2 The Contractor shall not perform work on federal holidays or other non-business days without prior approval of the COR. Refer to Section F.4 below for identification of legal holidays.

F.3.3 Contractors shall not work longer than the standard 8-hour workday unless approved by the COR. At the Government's request, the Contractor shall provide support to respond to short-notice requirements and work non-standard hours when necessary. Approved hours worked beyond 8 hours per day shall be billed at the standard rate. The Contractor shall obtain approval from the Contracting Officer if the costs are expected to exceed the agreed-upon purchase order rates.

F.4 Observance of Legal Holidays

F.4.1 CSOSA personnel observe the following days as holidays:

(1) New Year's Day

(2) Martin Luther King's Birthday

(3) President's Day

(4) Memorial Day

(5) Juneteenth Day

(6) Independence Day

(7) Labor Day

(8) Columbus Day

(9) Veterans' Day

(10) Thanksgiving Day

(11) Christmas Day

F.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 the purchase order.

F.5 Notice of 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, the timely performance of this purchase order, the Contractor shall immediately, within one 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.6 Travel. No travel reimbursement is allowed under this purchase order.

F.7 Telework. Telework is approved for the work performed under this award. However, the contractor must obtain approval from the COR regarding the nature and type of work that can be performed via telework.

F.8 Deliverables/ Reports/Notifications.

DELIVERABLE/REPORTING TABLE

Item Document

Name

SOW

Ref.

Recipient(s) Receipt Timeframe Receipt Method

Deliverable or Reporting

HIPPA

Compliance of Telehealth System

C.2.0

COR

• Within 10 days after award

Encrypted email in MS Word or

PDF

document

No Show/Missed Appointment Email

C.3.1.2

COR,

Behavioral Health Admin and Behavioral Health Coordinator, and referring

CSO

• Within 24 hours, or the next business day

Encrypted email in MS Word or

PDF

DELIVERABLE/REPORTING TABLE

Item Document

Name

SOW

Ref.

Recipient(s) Receipt Timeframe Receipt Method

Deliverable or

Appointment Verification

C.5.1

Behavioral Health Admin and Behavioral Health Coordinator, and referring

CSO

• Following scheduled appointment

Encrypted email in MS Word or

Deliverable

Clinical Report of Findings (Clinical Report).

C.5.2.

Behavioral Health Admin and Behavioral Health Coordinator, and referring

CSO

The reports for Supervisees who complete assessments/evaluations on the 1st through the 10th of the month are due by the 15th of the month.

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