Attachment_II_SOW_ 15BNAS26R00000020_CRN.pdf

Community Reentry Network Statement of Work

1.0 Introduction

The Federal Bureau of Prisons (BOP) is an agency of the Department of Justice (DOJ). It consists of 122 institutions throughout the United States, including Hawaii and Puerto Rico, 6 regional offices, a Central Office (headquarters), 2 staff training centers, and 26 Residential

Reentry Management offices.

The BOP is responsible for the custody and care of approximately 164,000 adult Federal offenders. Approximately 84 percent of these inmates are confined in BOP-operated facilities, while the balance is confined in secure privately managed or community-based facilities and local jails.

The Reentry Services Division (RSD) is responsible for the BOP’s initiatives to prepare and assist inmates as they begin the process of transitioning back to their respective communities.

RSD provides the following services: Community Reentry Affairs, Chaplaincy Services, Education Services, Women and Special Populations, Psychology Services, and Residential

Reentry Management. The Chaplaincy Services Branch (CSB) provides religious services and accommodations to inmates under BOP custody and care. In addition, CSB offers faith-based reentry programs to assist inmates as they prepare for their eventual release to their respective communities.

2.0 Purpose

The BOP requires a contractor to add Faith Based Resources such as churches, Mosques, Temples, and Faith Based community services organizations, to an agency-wide Community

Reentry Network (CRN)—an electronic informational clearinghouse of faith-based organizations for reentry referrals and mentoring support for inmates upon their release. The Contractor would be responsible for locating resources, confirming the resources can meet ex-offenders needs, and entering information into the database. This vetting process would include evaluating and verifying all information entered in the clearinghouse, and ensuring all information is correct, current and viable to meet ex-offenders’ needs at their release destination. Further, the contractor will reverify FBO information on a revolving yearly basis, such that all Faith Based

Organizations are active in communication with the contractor at least once per year.

Dependent on FSA funding for additional years, this contract consists of one (1) base year with four (4) option years, and will be under the auspices and oversight of the Chaplaincy Services

Branch (CSB) in Central Office. Each year will involve reevaluation and additional database entry into the CRN to increase representation from both major and minor or smaller faith traditions and FBO’s in more city and rural locations. The option years will include the on-going maintenance and expansion of the network to include new and vetted information of faith-based resources and services appropriate to assist ex-offenders upon release from federal custody.

3.0 Scope of Work

The Contractor will continue development and maintain an agency-wide Community Reentry

Network (CRN)—an electronic data clearinghouse for inmates to receive information on faith-based community resources and services, including faith-based programs and volunteer mentoring support at their release destination. The CRN will contain a listing of faith-based community resources and services appropriate for ex-offender use in the United States and other

US Dependencies organized by states and US territories.

The CRN contract will include limited IT component manipulation and data entry into an existing Salesforce Database. In terms of design and function, the contractor will support the inputting, storage and retrieval data through several means, including web distribution and intranet distribution of data through Adobe (Basic PDF), Excell, and other digital frameworks.

The content shall be capable of being searched using ad-hoc queries. The vendor shall also provide the digital content in a SCORM-compliant file format so that the content can be loaded into a Learning Management System. The agency will have unlimited rights to the CRN database, Per the FAR 52.227-14.

Throughout the agency, the BOP is currently offering First Step Act (FSA) compliant programs as outlined in the First Step Act of 2018, Public Law 115-391 dated December 21, 2018. FSA compliant programs offered in the BOP are defined as either an Evidence-Based Recidivism

Reduction (EBRR) program or Productive Activity (PA). The CRN Database may become a cross-referenced tool to build mentoring resources for EBRR and PA programs within the

Federal Bureau of Prisons.

By providing access to a database of Faith Based Organizations in the CRN, inmates can begin planning for their release preparation by linking with outside resources to concepts which are taught and reinforced by their EBRR and PA courses. Current and updated data on community resources are critical sources of information to enhance their learning experiences from EBRR and PA courses, as well as needed assistance for inmates during their transitional preparation and eventual final release from federal custody. The information received from the CRN will also assist ex-offenders in connecting with viable community resources and services at their release destination.

The Contractor will work closely, communicate regularly with and receive guidance from the

CSB in Central Office, Washington DC. In addition, the Contractor may communicate regularly with field staff in Chaplaincy Services, Volunteer Services and staff from the Community

Reentry Affairs Branch to compile data and information in order to develop and update the CRN.

In addition, the Contractor will host a faith-based reentry focus group—a formation of faith-based and community experts and stakeholders meeting together to determine the community resource categories for ex-offenders, and what information is pertinent and required for the CRN to assist in the inmate’s release preparation plans. The focus group will develop and examine the criteria for evidence-based practices utilized by faith-based organizations that can be most effective in serving the ex-offender’s reentry needs. This group will be welcomed to a virtual and physical gathering once per year at minimum to review emerging trends in the reentry landscape, as well as review new challenges to Faith Based Organizations partnering with the Federal

Bureau of Prisons CRN project.

The cost for the formation and meetings of the CRN reentry focus group will be included in the contract service.

The CRN may include but is not limited to the following categories of services provided by the faith-based community to ex-offenders:

• Child Care

• Clothing and Household Goods

• Educational Services

• Employment Services and Opportunities

• Faith Teaching Resources

• Female Resources

• Financial Assistance and Services

• Food Banks and Pantries

• Housing Assistance

• Medical Services

• Mental Health and Counseling

• Mentoring (Two categories – inside the prison, and upon reentry to the community)

• Senior Services

• Sex Offender

• State Identification Cards and Driver’s License

• Substance Abuse Treatment Programs and Support Groups

• Tribal Resources

• Transportation Assistance and Services

• Veteran’s Support and VA benefits

The Contractor will be required to perform the following contract service of one (1) base year with four (4) option years, depending on FSA funding for additional years:

• Base Year – Increase total numbers of FBO resources for smaller faith groups and low resourced areas such as Puerto Rico and Guam, as well as rural locations in the 50 contiguous states of United States by a minimum of 750 new FBO’s per month.

• Option Years – Maintain and operate the CRN, through updating and vetting the latest data and information on faith-based community resources and services available for released inmates. Expand the database listing by dedicated individual recruitment, as well as connecting with and accessing with other similar community networks throughout the country at a consistent rate for no less than 800 new Faith Based Organizations each month.

The CSB Contracting Officer Representative (COR), as a duly representative of the Contracting

Officer, shall assume responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor and performing final inspection and acceptance of all deliverables. The Contractor will provide a monthly billing statement to the

COR and the Central Office Business Office that accurately reflects the number of hours of work performed on the contract service.

If necessary due to unforeseen circumstance, the Contractor may submit any request for contract modifications in writing to the COR for review and submission to the Contracting Officer. The

Contracting Officer will approve any modification to the contract.

4.0 Deliverables

Table 1. Deliverables of Base Year:

Deliverable Format Description Due Date

Initial

Introductory

Meeting

Virtual Meeting

(Video or

Teleconference)

Holding an introductory meeting with the involved parties:

Contractor, COR, and Chaplaincy

Services Branch (CSB) leadership.

Within 2 weeks of contract award

Formation of

CRN Focus

Group

Virtual Meeting

(Video or

Teleconference)

Generating a list of contractor recruited focus group members from diverse national Faith Based

Organizations; inviting and selecting these members to serve on the development of the clearinghouse.

Within 60 days of contract award

Reentry Focus

Group

Meetings

In person

Meeting

Hosting one meeting with the focus group members to discuss on, agree to and conclude with the resource categories and all the necessary information needed in the clearinghouse; providing expertise on how the information will assist inmates on their release preparation.

This will be in conjunction with display of CRN promotional material at a National Reentry Event.

Within 150 days of the formation of the reentry focus group

Development of the Database

Salesforce power BI, Excel

Developing content for the database, develop solutions based on recommendations from the focus group; providing drafts and receiving feedback.

Initial data gathering within

30 days of contract award to include 100

FBO’s, and then each 1st of the month thereafter another minimum

750 FBO entries.

Development of phone / email / internet outreach to large / national

FBO’s who are in the Reentry

Space

Internet / Phone Submit an actionable plan to recruit large FBOs with multiple locations into the CRN as one entity, not as individual FBOs. These large FBO databases do not count as individual

FBO’s for the completion of monthly recruitment totals of 750-

800 FBO’s per month.

Within 6 months from contract award

Development of outreach to smaller faith traditions to include those outlined by

COR

Internet / Phone Examples of smaller groups include, but are not limited to: Jehovah’s

Witness, Nation of Islam, Rastafarian, Native American /

Pacific Islander, Jewish, Muslim, Catholic, Etc. The goal of this outreach will be to purposefully recruit and add smaller faith groups to the CRN database.

Within 6 months from contract award and going forward.

Maintenance of Database

Salesforce /

Power BI

Operating and maintaining the clearinghouse for use by BOP staff and larger community through crn.reentry.gov public web portal, providing reentry information to inmates for release preparation;

entering information into the CRN on a regular basis.

Within 9 months from contract award and going forward.

Maintenance and porting of database in

Salesforce to

Inmate Tablets

Salesforce /

Power BI / PDF

/ Excel / Other

TBD

Supporting development of shared database of CRN with multiple data streams to display content, from public facing webpage to Tablets that inmates use on a daily basis.

This is a non-technical support role.

Within 9 months from contract award and going forward.

Maintenance and development of database as a source of mentoring volunteers for

BOP inmates

Add criteria to search process, reviewing and developing mentoring capacity for volunteer opportunities.

Currently the CRN is largely a database of Faith Based

Organizations that are ready to help inmates when they release. This will add a search criteria to phone calls and internet search verification to ask new FBO’s if they offer volunteers to mentor inmates through in person or virtual (email) correspondence.

Within 90 days from contract award and going forward.

Reverification of FBO’s

Develop an ongoing

Create a process where contractor reviews all current CRN individual

Faith Based Organizations yearly to

Within 6 months of contract award, reverification process ensure that they still exist, are operating in the same mission space, and are responding to queries by phone and email.

and going forward.

Increase

Representation by 200% of

Native

American

FBO’s

Base number at time of contract award + 200%

Increase Native American FBO’s by

200% in the first year, based on number in CRN at beginning of contract

End of First Year of contract

Increase FBO’s present in

Puerto Rico

Base number at the time of contract + 70

Puerto Rico is a special area of focus for the contract, to increase FBO’s on the Island for Spanish Speaking inmates

End of the first year of contract

Dependent on FSA funding for additional years, deliverables for option years will include:

• On-going operation and maintenance of the clearinghouse.

• Entering and expanding information on new and upcoming faith-based organizations, resources and services available for ex-offenders.

• On-going verification and vetting of information entered into the clearinghouse.

• Development of an Advertising and Publicity campaign and printed materials for resource booth at national reentry events.

• Yearly re-verification of all entities in the database.

In addition, the Contractor will provide the following progress updates to the COR:

• Meeting Minutes – Record of significant meeting discussion including, but not limited to, action items and responsible parties. The minutes will be in Microsoft Word format and submitted within three (3) business days of the meeting conclusion.

• Mid month Progress Reports – Status report of all work completed during the previous period. This report will be submitted by email to the COR and discussed during bi-weekly project status meetings, or more frequently as needed. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. The progress reports will be in Microsoft Word format and submitted within two (2) business days after the 15th of the month.

• Monthly Progress Reports – Summary Status Report of all work completed during the previous 30 days and work to be accomplished during the subsequent 30 days. This report will be provided by email to the COR and discussed during the end-of-month project status meeting. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. The progress reports will be in Microsoft Word format and submitted within four (4) business days after the end of the month. This report will identify total number of FBO’s added to the CRN and number removed during reverification process.

5.0 Invoices and Payment Schedules

The Contractor shall provide an itemized invoice for services rendered on a monthly basis as verified by the Contracting Officer Representative (COR). Payments will be made to the contract for work completed in the prior month.

Itemized invoice will include: the specific deliverable accomplished; the hours associated with the tasks as associated with the project team member; and a description of the work performed with sufficient detail for the COR to review.

The contractor will submit invoices via e-mail to the BOP Central Office Business Office

(CO/businessoffice@bop.gov) and the COR (BOP-RSD-ChaplaincySvcs-S@bop.gov).

6.0 Special Qualifications

The Contractor must possess, at a minimum, one staff members that has a graduate degree from an accredited college or university. Advanced theological and/or social science training is preferred. In addition, the Contractor must have at least two (2) years of professional experience in computer data entry, web design and network databases, and is familiar with data research and dedicated maintenance of an informational clearinghouse.

The Contractor must have:

a. at least three (3) years of verifiable time working with faith-based and religious organizations, community and non-profit entities that provide referrals, social services and support for returning citizens. The Contractor may also have professional experiences in community development or outreach, providing assistance and resources to low income families in the community.

b. at least one fluent Spanish speaking member who can focus on recruitment of Faith Based Organizations from the Hispanic segment of the population.

c. At least one team member who is Native American, and who can identify ways to increase the CRN impact on Native American Reservations.

d. At least one doctoral-level member with education (e.g., PhD, PsyD, DMin, etc.) in Theology, Sociology, or Psychology;

e. At least one member with employment related to criminal justice and/or corrections;

f. Experience conducting screening and assessment processes;

g. Experience interviewing people to gauge comprehension;

h. Experience working collaboratively with other professionals in the field

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW. The contractor must specifically identify the individual(s) that will be performing these services under any subsequent contract award. The contractor must provide proof that their candidate(s) meet all qualifications including providing the Bureau with resumes and curriculum vitae of proposed team members. The candidate(s)'s name and qualifications must be submitted at the time the quote is submitted. Contractors must submit with their quote a resume, photocopies of documents evidencing education, training, and required experience. The Bureau mailto:CO/businessoffice@bop.gov mailto:BOP-RSD-ChaplaincySvcs-S@bop.gov reserves the right to approve or disapprove any proposed team member based on its assessment of the contractor’s skills, abilities, and credentials necessary to carry out the tasks in the contract, including any security clearances required. The contractor must ensure that approved professional staff only perform those duties for which their position, certification and degree dictates.

The contractor may hire key personnel to be approved by the Bureau to meet SOW requirements.

The contractor will identify the key personnel by name, position, and responsibility. The contractor will staff all key personnel positions throughout the performance of the contract. The contractor will notify the Bureau in writing if any key personnel vacate a position permanently and indicate when an equivalent replacement will be made. The replacement staff must be equivalent in credentials and experience. The notification to FAC COR will occur within three calendar days of the vacancy. The Bureau reserves the right to pursue contractual remedies if the contractor cannot provide a staff member with equivalent credentials and experience to the staff that were originally approved at contract award. Total staffing minimum of 4 individuals in a part time or full time capacity, with a minimum of three having access to the BOP Contractor

Network and CRN database at any given time.

The Prime Contractor shall notify the FAC COR and CO in advance of executing any subcontract or modification, including the following information:

• description of the services to be subcontracted;

• identification and selection of the proposed subcontractor.

All contract employees must be approved by the FAC COR before starting work. This includes all employees, subcontractors, volunteers, and interns who will be working on the CRN. This is a requirement regardless of whether they will have access to a BOP network or Salesforce

Application.

After the contractor determines that a person is appropriate for employment or volunteer work with a federal contract affecting reentry for inmates, the contractor will request a background check by the FAC\COR.

The contractor will submit to the FAC COR all relevant information, including a completed and signed NCIC Check form and driver’s license. This begins the background check process. The information provided on the form includes full name, all aliases used, date of birth, and place of birth, sex, race, and social security number. The contractor shall notify this person that a

National Crime Information Center/National Law Enforcement Telecommunication System

(NCIC/NLETS), criminal records and other appropriate background checks will be processed by the Bureau to verify this information.

Contract staff shall not begin working inside the database prior to obtaining clearance from the

FAC COR. The FAC COR may grant the person clearance after the NCIC/NLETS check is conducted and the results of the check are appropriate.

The contractor shall understand that granting final approval shall not occur until after the

FAC COR receives a response(s) from the background checks and these checks yield acceptable results. This action does not prevent, preclude, or bar the withdrawal or termination of any prior clearance or approval by the FAC COR at any time during the term of the contract.

Contractors must adhere to the Residency Requirement Clause. The clause applies to all employees, volunteers, interns, and subcontractors working with Federal inmates as follows:

DOJ CONTRACTOR RESIDENCY REQUIREMENT BUREAU OF PRISONS (JUNE 2004)

For three (3) of the five (5) years immediately prior to submission of an offer/bid/quote, or prior to performance under a contract or commitment, individuals or contractor employees providing services must have:

1. Legally resided in the United States (U.S.);

2. Worked for the U.S. overseas in a Federal or military capacity; or

3. Been a dependent of a Federal or military employee serving overseas.

4. If the individual is not a U.S. citizen, they must be from a country allied with the U.S. The following website provides current information regarding allied countries:

http://www.state.gov/s/l/treaty/collectivedefense/

7.0 Program Evaluation

The Contractor will recruit Faith Based Organizations, and input their data into the CRN incorporating but not limited to the identified project components and key requirements stated in the Program section (Section 2.1.1) of this SOW. The Contractor will work with the COR to ensure all components needed for the CRN are completed by September 30, 2027. On a mutually agreed upon schedule, the Contractor will meet virtually and regularly with the COR, CSB and/or staff in order to review and evaluate if the database clearinghouse is within the BOP and CSB requirements.

The COR shall ensure that: Quarterly reporting, and periodic briefings are provided to

Chaplaincy Services Branch designated employees and appropriate agency leaders are informed of the progress of the CRN recruitment of Faith Based Organizations in a manner that promotes transparency and feedback. The COR reserves the right to be onsite during interviews and recruitment of Faith Based Organizations to answer questions for both the

Contractor's staff or Faith Based Organizations.

The COR shall ensure that: status shall be reported using at least monthly project status reports and monthly project status meetings. Document format should be Microsoft Office 2010 unless otherwise indicated. In addition, the advisory group shall:

(1)Arrange for the attendance monthly, either in person or video conference call, of required Subject Matter Expert to address project issues. At a minimum a Project Manager will be in attendance of all monthly meetings.

(2)Record minutes, including but not limited to, action items and responsible parties.

7.0 Inspection and Acceptance of Deliverables

http://www.state.gov/s/l/treaty/collectivedefense/

The COR or designee for each deliverable will have 45 day to review and accept deliverables under this SOW. Prior to final acceptance, a BOP team of subject matter experts will review and agree that the deliverable meets the requirements as defined and agreed upon.

Products found to be unacceptable or not meeting the intent of the task shall be redone by the contractor.

8.0 Work Schedule

The Contractor will have the discretion to determine his/her daily work schedule in order to complete the recruitment and data entry goals monthly. Once awarded and throughout the contract service, the Contractor will make him/herself available to meet and respond to inquiries from the COR and CSB.

9.0 Supplies and Equipment

All equipment, materials, and resources needed to fulfill this contract service will be supplied by the Contractor.

10.0 Period of Performance

The period of performance shall be for one (1) base year from the award date of the contract and four (4) options years, dependent on additional FSA funding for the option years. The BOP anticipates the overall engagement of this contract to begin before the end of Fiscal Year 26.

Upon the award of contract, the Contracting Officer will host a mandatory kick-off meeting for initial introductions for involved parties. This meeting may be held virtually by via (Microsoft

Teams, WebEx, video conference, or teleconference).

11.0 Place of Performance

The contract work will be performed at the Contractor’s work site with virtual meetings and collaboration with the COR and CSB throughout the developmental and implementation process.

The Contractor will only have access to Central Office if necessary to meet with the COR and

CSB, or to perform the contract service. The Contractor will go through the visitor security clearance at the front lobby in order to gain entry into the Central Office building. In addition, the COR and/or CSB could meet at the Contractor’s work site to review the final product.

The BOP Offices are located at:

Federal Bureau of Prisons

Chaplaincy Services Branch

400 First Street, NW

Washington, DC 20534

Federal Bureau of Prisons

Southeast Regional Office

715 McDonough Blvd SE Atlanta, GA 30315

In consultation with the Contractor, teleconferences and/or video conferences with the field staff may be scheduled by the COR and/or CSB. Review of the Database input will be on-going and scheduled as needed basis. If additional preparation time is needed, the Contractor will submit a written request to the COR.