Amendment.(1).conforming.copy_Psychotherapy and Counseling Services RFQ.pdf

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

OBI260041

PAGE 1 OF

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

a. NAME

4. ORDER NUMBER 5. SOLICITATION NUMBER

9594CS26Q0057

b. TELEPHONE NUMBER (No collect

6. SOLICITATION ISSUE

DATE

7/31/2026

8. OFFER DUE DATE/

7. FOR SOLICITATION

INFORMATION CALL: RoShawn Washington calls)

202-442-1719

LOCAL TIME

8/14/2026

03:00PM EDT

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

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

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:

$9M

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 Section F.3 Place of Performance

CODE 16. ADMINISTERED BY CODE

See Block 9

17a. CONTRACTOR/

OFFEROR

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

Court Services and Offender Supervision Agency Offerors as Identified

TELEPHONE NUMBER

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

Office of Financial Management 800 North Capitol Street, NW Washington, DC 20002

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

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Psychotherapy and Counseling Services

See Sections B thru M via Attachment

(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 (Note: FAR 52.212-4 and 52.212-3 are not incorporated)

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

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

29. AWARD OF CONTRACT: REFERENCE OFFER

DATED . . YOUR OFFER ON SOLICITATION AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND

ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED

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

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

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

Elijah Anderson

30c. DATE SIGNED

X

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

Continuation of SF1449

Listing of Incorporated Purchase Requisitions

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

See Attachment J-12 for Pricing Tables

SECTION B – SERVICES AND PRICES

B.1 The Total Firm Fixed Price of this contract is $ TBD at Award.

B.2 Contract Type. A firm-fixed-unit-price 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 included in this award in accordance with Section C, Statement of Work (SOW).

B.3 Upon delivery and acceptance of the item(s) specified in the DELIVERABLES in SECTION F and described in SECTION C of this contract, the Government shall pay to the Contractor the total fixed price.

B.4 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.5 Small business set aside. This requirement is a small business set-aside, with the above-mentioned NAICS code and size standard. In response to this RFQ, the entity must show as a small business status under www.sam.gov certification to be eligible for award.

B.6 Services. Contractors shall provide services in accordance with the Section C SOW.

B.7 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.8 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.9 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

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July 31, 2026 http://www.sam.gov/

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.

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SECTION C –STATEMENT OF WORK

CSOSA PSYCHOTHERAPY AND COUNSELING SERVICES

C.1.0 INTRODUCTION/BACKGROUND

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 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.

Within CSOSA, the Office of Behavioral Intervention (OBI) serves as the central hub for delivering evidence-based interventions for Supervisees in differing stages of change at various field locations. OBI offers a comprehensive range of in-person psychotherapy and counseling services designed for individuals with trauma, victimization, a history of substance use, and mental health needs. These services are structured to provide both clinical and therapeutic support that helps supervisees understand their experiences, build coping skills, and make meaningful changes in their lives. coordinates and delivers comprehensive treatment 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 Psychotherapeutic Services, specifically, evidence-based Trauma, Violence & Victimization, Psychotherapy, and Therapeutic Relationship Group Therapy sessions;

with Individual Psychotherapy sessions as requested or needed basis.

The Contractor shall be capable of performing all tasks listed in the SOW at all CSOSA designated facilities and remotely via a telehealth system, if necessary. 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 proof of a Health Information Portability and Accountability Act (HIPAA) compliant telehealth platform (See Deliverable Table in Section F) for delivery of all tasks, within ten (10) of contract award to the Contracting Officer’s Representative (COR).

C.3.0 SCOPE/REQUIREMENT C.3.1 The Referral, Authorization Process C.3.1.1 Referral, Authorization. CSOSA will grant the Contractor access to the CSOSA case management system. The COR shall provide a Vendor Referral Letter (VRL) as authorization for the Contractor to contact each Supervisee to receive any of the treatment services listed as tasks. The referral authorization shall contain the following:

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C.3.1.2 Vendor Referral Letter (VRL). The COR shall provide a VRL (see Attachment J-1) to the Contractor with a minimum of twenty-four hours prior to each admission. The VRL shall contain the following:

1. Client name.

2. Supervisee CSOSA identification number

3. Admission date.

4. Projected discharge date.

5. The maximum dollar amount authorized for the placement duration.

6. The COR’s name and e-mail/contact information.

7. The Supervisee’s Community Supervision Officer’s (CSO) email/contact information; and

C.3.1.3 Clinical Assessment and Additional Documentation. The referral package shall contain clinical assessments (current or prior), or a summary of presenting issues. Along with the VRL, the referral package shall contain (1) Authorization for Release of Information and Waiver: General Third-Party Disclosure (see Attachment J-2); and (2) Release of Information: Privacy Act Waiver (see Attachment J-3).

C.3.1.4 If the contractor is unable to reach the CSO/Supervisory CSO (SCSO) to schedule or reschedule an appointment, the Contractor shall contact the COR via email, copying all parties affected. If after three consecutive business days, no response is received, the referral will be closed.

C.3.1.5 Duration. The contractor can request additional services. The length of the service may be extended by the COR in consultation with the Contractor, the Program Office, and the Community Supervision Officer (CSO). An updated VRL will be provided to the Contractor by the COR to cover any placement extension.

C.3.2 Key Personnel Requirements/Qualifications.

C.3.2.1 Psychologist Qualifications. The Psychologist shall possess:

a. A PhD. or PsyD or equivalent in Behavioral Health from an accredited graduate program in Behavioral Health.

b. A full, current, and unrestricted license to practice in Behavioral Health in the District of Columbia, or a state, territory, or Commonwealth of the United States.

c. At least three years, within the last seven years of verifiable work experience as a Behavioral Health Clinician.

d. At least three years, within the last seven years of verifiable work experience presenting findings, preparing reports for adults in forensics setting. Experience working with Supervisees is preferred; and

C.3.2.2 Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor (LPC). The LCSW or LPC shall possess:

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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 Counseling 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 y 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, within the last seven years of verifiable work experience as a Licensed Clinical Social Worker (LCSW) or Licensed Professional Counselor

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

C.3.3 Schedule. The Contractor shall provide the necessary staff and labor to facilitate group and individual therapy sessions for Supervisees. The staff shall be available to provide on-site or virtual group psychotherapeutic services, to include 60 minutes for group facilitation or individual therapy and 30 minutes for administrative/documentation tasks, twice per week.

Upon request, the Contractor shall provide the necessary staff and labor to facilitate case consultations when clinically indicated for up to 60 minutes per session. All services may occur any time, during the hours of 9:00 am – 7:00 pm, Monday through Friday. An agreed upon staffing schedule will be developed between CSOSA and the Contractor at the post-award meeting.

Session/Activity Length of

Service (Hours)

Frequency Total Hours per Week

Psychotherapy Group Session 1.5 2 sessions/week 3 Trauma Group Sessions 1.5 2 sessions/week 3 Violence & Victimization Group Sessions

1.5 2 sessions/week 3

Relational Group Therapy Sessions

1.5 2 sessions/week 3

Individual Psychotherapy 1.5 Upon Request Case Consultation 1.0 Upon Request Total 9 12

C.3.3.1 The Contractor shall ensure that each group session has clearly defined topics, goals and objectives that are designed to assist Supervisees 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).

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C.3.3.2 For each type of group, CSOSA anticipates scheduling two group sessions per week at assigned CSOSA locations. Combined, the total number of group sessions scheduled per year may not exceed 416 sessions. Each group session will include between one and 12 participants and shall be conducted in accordance with the agreed upon schedule. The Contractor staff conducting each session shall arrive [or log-on if Telehealth] no later than fifteen minutes prior to the scheduled session. 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.3.3.3 At the beginning of each group session the Contractor shall provide a sign-in sheet for all supervisee 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 Security and Privacy - Personally Identifiable Information (PII), Personal Health Information (PHI), or Sensitive Information Storage and Handling regulations (see section H.1.10) pertaining to the use of electronic media for the transmission of sensitive of supervisee information.

C.3.3.4 During the 60-minute group session, the Contractor shall conduct the requested psychotherapy group sessions and shall enter the completed treatment progress notes in the CSOSA case management tracking system no later than one business day following the delivery of the group/individual intervention service.

C.3.3.5 At a minimum, the following information must be included in the CSOSA case management system module:

a. Supervisees’ Identification Information (Name, CSOSA ID, 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 supervisee’s participation in the group. The summary shall include information related to the supervisee(s) contribution to the group topic and/or information that may pose a threat to the safety of the supervisee or others.

C.3.4 Description of Services Psychotherapy group/individual services must be provided by a trained and licensed Behavioral Health Clinician 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.3.4.1 Psychotherapy Group Services Requirements. The Contractor shall facilitate direct evidence-based psychotherapy group sessions using a cognitive-behavioral evidence-based curriculum that possesses demonstrated effectiveness in achieving the following:

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Through the use of psychological techniques this group will encourage Supervisees to communicate their innermost conflicts and problems. Through the disclosure process the psychotherapy group will explore why Supervisees commit crimes, relationships between Supervisees in an institutional setting, increase awareness of processes of Supervisees’ psychological growth and development, increase emotional regulation, as well as challenges involved in re-entering the community.

C.3.4.2 Trauma Therapy Performance Requirements. The Contractor shall facilitate evidence-based trauma therapy groups, and individual trauma therapy sessions, when referred, for all Supervisees and present findings. Trauma therapy using cognitive-behavioral evidence-based curriculum that demonstrates effectiveness in achieving the following:

This group should focus on the forms of trauma and abuse, the connection between trauma and substance abuse, the impact of trauma, and the process of healing from trauma. Since some of the residents served may suffer from Post-Traumatic Stress Disorder (PTSD), this group session will help residents develop the appropriate coping skills that address traumatic events.

C.3.4.3 Violence and Victimization Group Therapy Session Performance Requirement. The Contractor shall facilitate violence and victimization groups using a cognitive-behavioral evidence-based curriculum that possesses demonstrated effectiveness in achieving the following:

This group focuses on the forms of abuse and assault (physical, sexual, and mental) that Supervisees experience, how substance abuse leads to a Supervisees’ victimization and identifying the perpetrators of these acts. The treatment model will combine mental health and advocacy. It will also address the impact of violence and victimization of the Supervisees’ recovery process, reduce exposure to intimate partner violence, as well as reduce violence and re-victimization risk for Supervisees exposed to intimate partner violence.

C.3.4.4 Relational Group Therapy Performance Requirement. The Contractor shall facilitate relational therapy groups. The Contractor shall facilitate relational therapy groups using a cognitive-behavioral evidence-based curriculum that possesses demonstrated effectiveness in achieving the following:

Due to the stigma often attributed to Supervisees who abuse drugs, this group will focus on the factors that diminish a Supervisees’ self-worth and image. This group will help Supervisees understand how interactions with others, and the messages received from others, have shaped their self-concept and affected their self-esteem.

The group will use cognitive restructuring to help Supervisees increase their self-awareness, improve their self-esteem and shape the choices a supervisee makes throughout her recovery. The group will also focus on helping Supervisees to identify unhealthy relationships and co-dependent behaviors, grieve and reconcile loss, and create supportive and mutually satisfying relationships.

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C.3.4.5 Individual Psychotherapy Session. Individual psychotherapy shall be requested by the COR for Supervisees 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 case management system.

C.3.4.6 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. 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 treatment or intervention services to the Supervisee. The COR will schedule the consultation date and time in conjunction with the Contractor. Upon request, the Contractor shall provide the necessary staff and labor to facilitate case consultations when clinically indicated for up to 60 minutes per session.

C.3.5 General Administrative Requirements

C.3.5.1 No Show/Missed Appointment. If the Supervisee is a no-show (i.e., fails to report for the scheduled treatment service), the Contractor shall email the COR, Behavioral Health Administrator (BHA), Behavioral Health Coordinator (BHC), CSO and SCSO within 24 hours, or the next business day (See DT-2 of Deliverable Table). 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 excuse is unforeseen and documentation is provided. The following are examples of unforeseen situations. The list below is not all inclusive.

• Urgent Care or Emergency Room Visit

• Hospitalization

• Incarceration

• Court Hearings

• Family Emergency or Deaths

• Natural Disasters

C.3.5.2 Telehealth Appointments. The Contractor shall schedule and coordinate all telehealth appointments for Supervisees in the referral process in section C.3.1.1. The Contractor must verify that each Supervisee has a valid email address recorded in the

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case management system prior to scheduling any telehealth appointment. If a Supervisee does not have an email address on record, the Contractor shall schedule all appointments in person and ensure that the Supervisee receives all necessary appointment details during the in-person interaction. The Contractor shall maintain clear and complete documentation of all appointment scheduling activities.

C.3.5.3 Individual Supervisee Same-Day Cancellations. There may be circumstances that the Supervisee on short notice is unable to attend or met a scheduled appointment. In this case, the Supervisee or their CSO would notify the Contractor of the need for an urgent cancellation. The Contractor shall not be reimbursed for these types of cancellations.

C.3.5.4 Scheduling and Group Cancellation. The COR shall provide the Contractor with a schedule of group sessions, designating the group type, days of the week, times, and locations. The Contractor shall deliver the groups on-time, as scheduled, and may only invoice CSOSA for group sessions delivered. The Contractor shall not change or cancel group sessions without the express written direction from the COR. No less than twenty-four hours in advance, the COR shall provide written notice, via e-mail, to the Contractor to cancel a group session, or change the scheduled day, time, or location of a group session. If a clinician arrives at a CSOSA facility and no participants are in attendance, the Clinician must remain on-site the required session time and notify the COR within 24 hours that there were no participants in the session in order to be reimbursed for that time.

C.3.5.5. Psychological Emergencies or Urgent Situations Involving Supervisees. 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 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.

C.3.5.6 Supervisee Treatment File Maintenance, File Entries. The Contractor is required to document a Supervisee’s individual and group encounters in a Supervisee Treatment File in accordance with the requirements identified in this requirement. Supervisee Treatment 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 Treatment File already existing in the Contractor’s records (or electronic health record system). The Contractor shall ensure that Contractor staff maintain complete confidentiality of all Supervisee Treatment Files. The Supervisee Treatment File shall, at a minimum, include:

a. Referral Authorization Package.

b. All referral information provided by CSOSA.

c. CSOSA Consent for the Release of Sensitive Information Form signed and dated.

d. Treatment Progress Reports.

e. Treatment Plan signed by the Supervisee and the Contractor.

f. Weekly Progress Notes.

g. Monthly Progress Reports.

h. Clinical Material (if provided).

i. Discharge Report.

j. Sign-in Sheets.

C.3.5.6.1 Treatment File Storage and Removal. The Contractor shall ensure that all Supervisee Treatment Files are stored in a secured manner and location within the Contractor’s facility (or electronic health record system). To ensure proper tracking of Supervisee Treatment Files, the Contractor shall establish a file tracking protocol to ensure that all Supervisee Treatment Files are retrievable upon the COR’s request and organized in a manner to ensure accountability of the files and proper disposition upon the Supervisee’s discharge.

C.3.5.6.2 Disposition of Treatment Files The Contractor is required to retain treatment files for all Supervisees. At the conclusion of the base period and each subsequent option period, the Contractor shall return any closed treatment files to CSOSA. Additionally, upon total contractual completion, the Contractor shall provide to CSOSA all remaining treatment files no later than 60 days after total contract completion. The Contractor is required to retain all remaining Supervisee’s treatment files in accordance with professional requirements for state and federal national regulatory standards.

C.3.5.6.3 Closed Supervisee Treatment Files. When the COR notifies the Contractor, and Supervisee will no longer be receiving services from the Contractor, the Supervisee treatment file is considered closed. The Contractor shall close the Supervisee’s treatment file and return an electronic version to the COR within three business days of the Supervisee’s completion of, or departure from, the program. In returning closed treatment files to CSOSA, each file shall be clearly marked with the Supervisee’s last name, first name, CSOSA ID and the date of close-out.

C.3.5.7 Administrative Discharge. In some instances, Supervisee behavior or other issues may develop that preclude the Supervisee from benefiting from the intervention. If the Contractor indicates that a Supervisee may not be able to complete individual or group sessions, the Contractor may request a staffing through the COR. If CSOSA personnel indicate that a Supervisee may not be able to compete individual or group sessions, the COR may request a staffing to decide if an administrative discharge is appropriate. The staff should include a review of the Supervisee’s progress and include the CSO or SCSO prior to the Supervisee’s administrative discharge, to motivate and encourage the Supervisee to full compliance, and to ensure that all reasonable treatment considerations have been exhausted. Upon making a decision to discharge a Supervisee administratively, the COR will notify the Contractor that the referral authorization is terminated.

C.3.5.8 Discharge Procedures. No later than five days after the date of completion of individual psychotherapy or group treatment, the Contractor must develop a written

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discharge report (See DT-3 of Deliverable Table) and submit it to the COR and CSO electronically as well as load it into the Supervisee’s CSOSA case management system Document Library. The discharge report must contain the following information, with a copy filed in the Supervisee’s treatment file:

a. Supervisee’s name.

b. The referral date.

c. The discharge date.

d. The number of sessions required and attended.

e. Reason for discharge.

f. Supervisee level of risk at time of discharge.

g. A summary of the overall individual therapy or group experience.

h. The name and telephone number of a person that can be contacted should the CSO require additional information.

C.3.5.9 Coverage. The Contractor shall ensure that appropriate coverage is provided to facilitate the groups in accordance with the schedule. Specifically, the Contractor shall provide a Psychologist, Licensed Clinical Social Worker, or Licensed Professional Counselor who are available to provide services in the absence of the provider. A roster showing such Coverage (See DT-4 of Deliverable Table) for scheduled meetings shall be provided to the COR within 10 days after award. If the Contractor is unable to provide the requisite coverage based upon the agreed schedule, the Contractor shall notify the COR or Contracting Officer if the COR is not available via email 24 hours in advance of each occurrence.

C.3.5.10 Certification and Accreditation Requirements. The Contractor shall comply with standards defined by the American Correctional Association (Adult Community Supervisorial Services, 4th edition), the Commission on Accreditation of Rehabilitation Facilities (CARF), and the American Society of Addiction Medicine (ASAM).

C.3.5.10.1 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 (See DT-5 of Deliverable Table).

C.3.5.10.2 The Contractor and Contractor’s staff shall maintain current licensure and certification required to perform the services outlined within the requirement. The Contractor shall provide copies of the required licenses and certifications for all Key Personnel 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. Licenses and certification shall provide within 10 days after award.

C.3.5.11 Drug Testing. Due to the mission of the CSOSA DESIGNATED FACILITY, the Contractor must comply with all conditions of the Drug-Free Workplace Act of 1988.

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C.3.5.12 Emergency Reporting. The Contractor shall immediately notify the COR with an email of any actions, events or deeds that appear to pose a safety concern, or an imminent danger affected by Supervisees or Contractors staff.

C.3.5.12.1 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 supervisee’s suicidal ideations/ actions, verbal or physical threats, physical altercations, or any other action that suggests that the supervisee poses a threat to self or others.

C.3.5.12.2 In the event the COR is not available, the Contractor shall notify the Contracting Officer.

C.3.5.13 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.4.0 DELIVERABLE/REPORTING

Unless otherwise indicated in the Deliverable Table (See Section F.1), the Contractor shall submit all reports and deliverables via secure and encrypted email to the COR and identified individuals.

The Contractor shall maintain electronic copies of all reports in the Supervisee's electronic file.

The Contractor shall upload all treatment-related reports to the Supervisee’s "Document Library" in CSOSA case management system, as indicated in Deliverable Table.

C.4.1 Appointment Verification Email. The Contractor shall submit e-mail verification to the COR, Behavioral Health Administrator (BHA) and Behavioral Health Coordinator (BHC) 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 (See DT-6 of Deliverable Table).

For each individual therapy session, the Contractor shall record the Supervisee’s attendance or non-attendance in the electronic Supervisee file.

C.4.2 Treatment Progress Report. By the target date identified in the referral authorization, the Contractor shall submit a Treatment Progress Report for any type of treatment to the COR, Behavioral Health Administrator (BHA) and Behavioral Health Coordinator (BHC) and the Supervisee’s CSO, designated in the referral authorization (See DT-7 of Deliverable Table). The Contractor will upload the Treatment Progress Report to the Supervisee’s “Document Library” in CSOSA case management system.

C.4.3 Treatment Plan. By the Supervisee’s third visit with the Contractor, the Contractor shall develop a treatment plan addressing the Supervisee’s presenting problem pursuant to the CSO’s referral reason or identified in the Supervisee’s Clinical Report of Findings (See DT-8 of Deliverable Table). The supervisee’s treatment plan shall be developed in

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collaboration with the Supervisee and include at a minimum, the Supervisee’s diagnosis, goal (in the Supervisee’s own words), objectives and measurable action steps to achieve the objectives/goal(s), treatment strategies and modality, and frequency of visits. Both the Contractor and Supervisee shall sign and date the treatment plan at the time it’s developed.

The Contractor shall upload the treatment plan to the Supervisee’s “Document Library” in CSOSA case management system and submit to the COR, Behavioral Health Administrator (BHA) and Behavioral Health Coordinator (BHC) and the Supervisee’s CSO

C.4.4 Group Attendance Verification Report. The Contractor shall maintain an attendance sheet for each group session provided. The attendance sheet shall list the group date, time, type, each Supervisee expected to attend the group, and each Supervisee’s actual attendance (yes or no). The Contactor shall provide a copy of the attendance sheet for each session for the COR, Behavioral Health Administrator (BHA) and Behavioral Health Coordinator (BHC) and the Supervisee’s CSO by the target completion date (See DT-9 of Deliverable Table). E-mail notifications are required on the same day as the scheduled appointment. E-mail addresses for required recipients will be provided in the referral authorization. For each group session, the Contractor shall record the Supervisee’s attendance or non-attendance in the electronic Supervisee file.

C.4.5. No Show/Missed Appointment Report. The Contractor shall submit a No Show/Missed Appointment Report (see Attachment J-4) as verification to the COR, the Supervisee’s CSO, Behavioral Health Administrator (BHA)and Behavioral Health Coordinator (BHC) of the Supervisees’ no-show (i.e. fail to report for the scheduled Treatment sessions) by the target completion date (See DT-10 of Deliverable Table). The report should include:

a. Reporting Month

b. Program / Department

c. Prepared By

d. Date Prepared

e. Total Scheduled Treatment sessions

f. Total Completed Treatment Sessions

g. Total Missed Treatment Sessions (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 Deliverable Table (Section F.1). In accordance with the format specified in the Deliverable Table, the Contractor shall submit all deliverables and reporting to the COR and identified individuals.

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C.4.6 Monthly Program Activity Report. The Monthly Program Activity Report [see Attachment J-6) (See DT-11 of Deliverable Table) serves as a tool for monitoring program utilization, participant engagement, treatment outcomes, delivery activities, and overall contract performance. The report shall include information regarding referrals received, scheduled placements, admissions, no-shows, discharges, and active cases for both Group Therapy and Individual Therapy services. In addition, the contractor must also provide details of all case consultations conducted during the reporting period, including the reason for the consultation and the outcome. A copy of the Monthly Program Activity Report shall accompany monthly billing invoices and submitted in accordance the attached Deliverable Table (Section F.1).

C.4.7. 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, responsibility assignments the Contractor will utilize to ensure that the Contractor’s performance complies with all the requirement requirements (See DT-12 of Deliverable Table). 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.4.8. 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 (See DT-13 of Deliverable Table). 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 consists of 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.

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C.4.8.1. General Requirements. In the event the Contractor is required to provide assessment/evaluation services to a Supervisee needing a translator, 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.4.8.2. 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.4.8.3. 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.4.8.4. 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.4.8.5. 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-6). The

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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.4.9. 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 (See DT-15 of Deliverable Table).

The CAR shall identify the specific deficiency(ies) and 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.4.9.1. Scope of Audit. CSOSA expects 100% Contractor compliance within the terms of this requirement. The scope of the audit shall include, but is not limited to, this SOW and other applicable sections of this requirement; 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.4.9.2. 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.4.9.3. 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 requirement 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 requirement.

C.4.10 Post-Award Meeting. The COR will schedule a post-award meeting between the Contractor and CSOSA within ten business days following requirement award (See DT-16 of Deliverable Table). The purpose of this meeting will be to review the performance requirements of the requirement, agree on the roles and responsibilities of CSOSA and the Contractor under the requirement, 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.

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In addition, a copy of the CSOSA Designated Facility Safety and Security policy (see Ref C.8.1 CSOSA Facilities Security) will be provided to the Contractor during the post award meeting.

C.5.0 OTHER CONSIDERATIONS/SPECIAL REQUIREMENTS

C.5.1 Personnel, Books and Records. The Contractor shall keep full, true and accurate books, records, accounts and information (including electronic data) concerning services provided pursuant to this requirement. 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’s treatment files.

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

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

d. Detailed copy of programming activities and calendar.

e. Outline of all services offered.

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 requirement.

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, facilities).

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).

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