Attachment J-1 Section C Statement of Work.pdf

ATTACHMENT J-1: SECTION C, STATEMENT OF WORK

SUPPORTIVE HOUSING SERVICES (up to 180 days)

C.1 Agency Background. The Court Services and Offender Supervision Agency (CSOSA) was established in August of 1997 under Section 11232 of the National Capital Revitalization and Self-Government Improvement Act of 1997 to effectuate the reorganization and transition of functions relating to pretrial services, parole, adult probation and offender supervision in the District of Columbia to a Federal Executive Branch agency. The mission of CSOSA is to effectively supervise adults under our jurisdiction to enhance public safety, reduce recidivism, support the fair administration of justice, and promote accountability, inclusion and success through the implementation of evidence-based practices in close collaboration with our criminal justice partners and the community.

C.2 Objective. The objective of this contract is for the Contractor to provide Supportive Housing services (up to 180 days) within the District of Columbia, Maryland or Virginia to prepare offenders for independent living and improved capacity for employment and housing stability. A successful participant will demonstrate progress towards employment and the ability to contribute financially to the cost of stable housing wherever they may reside. This includes placement in an independent living program. Provide an offender with a stable situation from which to find stable housing and employment in the District of Columbia.

C.3 Target Population.

C.3.1 Target Population Background. CSOSA supervises men and women on probation, parole and supervised release. A portion of the population presents a need for housing support due to homelessness or unstable housing, evidenced by frequent moves in a short period of time. Placing an individual in temporary, supportive housing, is intended to improve an offender’s ability to focus on skill development, job readiness, and other behavioral health concerns without the pressure of arranging housing daily.

C.3.2 Target Population. CSOSA will make placements for Supportive Housing services for a mix of male and female, to include lesbian, gay, bi-sexual, transgender, queer, gender non-conforming, and non-binary (LGBTQ+), offenders who require housing stability, and are referred by Office of Community Supervision and Intervention Services (OCSIS) personnel. CSOSA anticipates using Supportive Housing for offenders within the following sub-populations who need immediate assistance to obtain and maintain housing:

• Offenders who have successfully completed the CSOSA Reentry and Sanctions Center (RSC) Extended Stay Program, a treatment readiness and assessment program focused on assisting high-risk offenders adjust behavior to improve supervision compliance.

Attachment J-1 Supportive Housing Services

• Offenders just released from incarceration or residing in the community who present a need for Supportive Housing placements. Generally, these offenders will have no stable address, unstable housing (evidenced by frequent moves), mental health needs and substance use disorders, including sex offenders, that can be addressed in the community, and need vocational skill development and employment placement support.

• Offenders whose Community Supervision Officer (CSO) has identified a need or may have been ordered to be placed in Supportive Housing by the courts or releasing authority as a condition of probation, parole or supervised release.

C.4 Referrals.

C.4.1 Initial Referral Package. The CSOSA Referral Placement Team (RPT) shall provide a referral package to the Contractor. The referral package shall contain offender identification information, offender supervision contact information, clinical assessment (current or prior, if one exists), or a summary of presenting issues, and purified protein derivative (PPD) or chest x-ray results. CSOSA will ensure offenders have PPD/TB test results that are valid within one (1) year of the actual placement. For any offenders with a history of a positive PPD/TB reading, CSOSA will provide evidence of a chest x-ray completed within the last five years, and clearance from a pulmonologist or other qualified public health facility, or a physician specializing in pulmonary disease which documents that the offender is currently asymptomatic. Additionally, it will contain Attachment J-4 Release of Information-Health Records (PPD/TST, X-Ray results), Attachments J-5, Release of Information and Waiver: Substance Abuse Treatment (authorizes sharing of CSOSA drug test results), Attachment J-6 Release of Information-Mental Health-Sex Offender Mental Information, Medications and Medical Conditions (diagnoses and recommendations)

C.4.2 Pre-Admission Suitability Decision. Upon receipt of a referral package from CSOSA staff, the Contractor shall review the referral documentation to determine the individual’s suitability for placement. Within one business day, the Contractor shall confirm that the offender may, or may not, be suitable for placement. The Contractor may request additional relevant information from the RPT (email: RPT@csosa.gov), in writing, within one business day of receipt of each referral package. Upon receipt of the additional information, or notification that additional information is not available, the Contractor shall complete a secondary review and render a suitability decision to the RPT, in writing, within one business day of receipt of the response to the Contractor’s request.

C.4.3 RPT will send an email to the Contractor, the COR, and the CSO that the offender has been approved and that email will include the pickup date and time and/or the offender’s self-reporting location.

C.4.4 Vendor Referral Letter (VRL) (Billing Authorization).

C.4.4.1 The Contracting Officer’s Representative (COR) will provide a VRL (Attachment J-7) to the Contractor a minimum of twenty-four hours prior to each admission. The VRL shall contain the following:

a. Offender name.

b. Admission date.

c. Projected discharge date.

d. Placement duration.

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

f. Transportation information (if any), noting offender pickup location and time, which will be on the date of admission. The agency does not anticipate weekend admissions, but there may on occasion be a request for admissions after normal operating hours.

C.4.4.2 The VRL is the only document that makes CSOSA financially responsible for offender services provided by the Contractor. No verbal or other authorization are recognized or allowed. CSOSA is not responsible for offender services provided without a VRL, or for any offender services provided that exceed the placement duration, or the maximum dollar amount authorized for the placement duration.

C.4.5 Duration. The length of services to be provided is up to 180 days. The initial length of the placement will be 90 days, and may be extended by the COR, upon receipt of an email request from the Contractor at least 15 calendar days prior to the end of the 90-day placement period. The Contractor’s email request should include a copy of the offender’s current Independent Living Plan (ILP) and Progress Notes. The COR, in consultation with the program office, will determine if a placement extension will be granted and if so, an updated VRL will be provided to the Contractor by the COR to cover any placement extension.

C.5 Tasks – Supportive Housing Programming Services.

C.5.1 Task 1 – Intake Process. COVID

C.5.1.1 Offender Pick-up and Delivery. The Contractor shall have the capability to transport offenders to its facility between 9:30 a.m. and 3:00 p.m., Monday through Friday and drop-off offenders to any CSOSA-designated location within the District of Columbia, unless special arrangements have been made for pickup or drop-off after 3:00 p.m. or on weekends. All vehicles used to transport offenders shall be in good working condition and conform to all standards/requirements defined by the Department of Motor Vehicles in the jurisdiction where the vehicle is registered.

C.5.1.2 Admission/No Show Notification. The Contractor shall notify CSOSA of all admissions and no-shows the next business day following each scheduled admission, utilizing the Admission Notification form that is provided with each VRL. This notification must be provided via email to the COR, and the offender’s assigned CSO.

Specific contact information and notification instructions are found in each referral package.

C.5.1.3 Intake Interview. The Contractor shall conduct an intake interview with each offender within 24 hours of admission. During the intake interview the Contractor shall:

a. Identify and log any medications or personal items that the offender desires to place in secure storage.

b. Identify the offender’s primary case manager who will make contact via email with the offender’s CSO regarding admission.

c. Obtain signed waivers of confidentiality upon the informed consent of the offender. The waiver of confidentiality shall extend to all personnel who have access to the offender’s personally identifiable information (PII).

d. Conduct a program orientation.

e. Review the program rules and provide the offender with the Contractor’s program handbook and program schedule.

1. Program rules and the handbook:

a) Shall advise offender that unscheduled overnight absence may result in immediate discharge.

b) Shall delineate the offender’s rights and responsibilities.

c) Shall not place restrictions on the offender that interfere with his or her ability to focus on skill development, job readiness, and other behavioral health concerns.

2. Prior to implementing any changes to program rules and the handbook, the

Contractor shall submit proposed changes in writing via e-mail to the COR. The COR will confer with the Contracting Officer and provide confirmation or rejection of the proposed changes within fourteen (14) days of receipt.

f. Inquire about any special dietary needs (due to health, religious or other practices, see, Section C.5.6).

C.5.1.4 Non-Admission Decisions. The Contractor may decline to admit any offender who fails to meet the Contractor’s Admissions Criteria. Immediately upon declination, the Contractor shall notify the CSO and Supervisory CSO (SCSO) by telephone and e-mail. The Contractor shall transport the offender to a CSOSA location designated by the

CSO or SCSO, if drop-off can occur by 5:00 p.m. The Contractor shall notify the CSO, SCSO, and CSOSA Rapid Engagement Team (ocsisrapidengagement@csosa.gov) if drop-off or declination occurs after 5:00 p.m.

C.5.1.5 Offender Case Management File. The intake interview shall result in the creation of an individual offender case management file that shall initially contain the following:

a. Offender personal information sheet.

b. The entire referral package as provided by CSOSA (see section C.4.1).

c. A form confirming the offender has received the program handbook, which includes the offender’s rights and responsibilities, and bears the signatures of both the offender and the Contractor’s staff.

d. Correspondence Log. All correspondence (Unusual Incident Reports, emails to CSO of staffings; and docs sent to CSO must be recorded and housed in the correspondence log).

e. Referrals Log.

f. Signed Treatment Consent Forms. (Attachments J-2, J-3, J-4, J-5 and J-6).

g. The offender Case Management File shall be maintained in accordance with Part

2 HIPPA Privacy Act Rule 45 CFR 164.530(c). The files should be maintained securely at the Contractor’s location with access limited to those individuals who provide direct service to the offender, or those who require access to the offender’s PII. CSOSA offender case management files must be maintained separately from non-CSOSA offender case management files. At no time should CSOSA offender case management files be removed from the Contractor’s facility where services are performed without the Contracting Officer’s approval.

C.5.1.6 Housing Status and Vocational Assessment. The Contractor shall conduct a housing assessment and a vocational assessment for each offender to develop an Independent Living Plan (ILP) that lists goals and objectives for the offender to improve capacity to move toward independent living. For the housing assessment the Contractor may utilize the District of Columbia’s Coordinated Assessment and Housing Placement (CAHP) System, www.coordinatedentry.com, or another evidence-based type of housing assessment. Results of this individualized assessment shall be documented and maintained in the offender case management file.

C.5.1.7 Independent Living Plan (ILP). The Contractor shall develop an ILP for each offender within seven business days of admission, based on the results of the housing status assessment, and any other information provided in the CSOSA referral package.

C.5.1.7.1 The ILP shall include problem formulation, short-term and long-term measurable goals and objectives, with specific services and activities designed to achieve those goals. It also shall include a schedule for service delivery, identifying frequency and duration of services.

mailto:ocsisrapidengagement@csosa.gov http://www.coordinatedentry.com/

C.5.1.7.2 The ILP shall reflect case management activities conducted by on-site staff, coordination of vocational and housing services; and the integration of services at this, and other levels of care provided by CSOSA, or other community-based service providers.

C.5.1.7.3 The ILP shall be developed in collaboration with the offender and reflect the offender’s personal goals. A signed and dated copy of the ILP (with signatures of both the offender and Contractor staff) shall be maintained in the offender’s case management file and a copy provided to the offender. A copy with a signed, Contractor provided Release of Information (ROI) form shall be sent to the assigned

CSO.

C.5.1.7.4 The Contractor shall document the evidence of ILP review in the offender case management file. The Contractor shall document ILP review and any updates by completing a signed and dated entry in the progress notes, or in the form of a signed and dated revised/updated ILP.

C.5.2 Task 2 –Supportive Housing Services.

C.5.2.1 The Contractor shall provide Supportive Housing Services for adult male and female offenders, 18 years of age and older.

C.5.2.1.1 The Contractor shall provide a structured, safe, secure, and drug, alcohol, and crime free environment. Services offered, at a minimum, shall include, but not be limited to:

a. Case management (for example, linkage to medical/behavioral health and other community resources).

b. Program that addresses the offender’s potential for criminal behavior.

c. Workforce development and workplace communication skills, interviewing skills and resume preparation.

d. Life skills, e.g., financial literacy, budget planning, time management.

e. Recreational/leisure time education consisting of four one-hour sessions within the first 90 days.

f. Referrals to vocational training and job placement support, which shall be documented in the Referrals Log.

C.5.2.1.2 A services activities schedule shall be posted in plain sight for the offenders’ and staff’s information.

C.5.2.2 Time Management Plans. The Contractor shall work with offenders to develop time management plans in which each offender creates a weekly schedule that accounts for at least 30 hours of his or her time, Monday-Saturday. The offender may schedule activities such as participation in programming requirements at CSOSA’s Community

Engagement and Achievement Center, job search, attend vocational training programs, or attend school, adult education programs, or their work schedule. Scheduled activities shall be consistent with goals and objectives in the individual ILP. Structured activities may take place at the Contractor’s location or off-site (e.g., CSOSA, school or job sites).

C.5.2.3 Transit Subsidy. The Contractor shall provide public transportation fare to offenders who’s ILP requires travel from the Contractor’s site to a worksite, community resource, or CSOSA programming site.

C.5.2.4 Medical Insurance. The Contractor shall connect offenders with publicly funded resources for medical care, medication services, or to private insurance, as appropriate.

To accomplish this goal the Contractor shall ensure that all eligible, uninsured offenders complete the necessary paperwork for enrollment in the District of Columbia’s Health Care System (DC Medicaid Expansion Program or the Affordable Health Care Act) within 72 hours of admission. Documentation of insurance or enrollment shall be included in the case management file.

C.5.2.5 Staffings.

C.5.2.5.1 The Contractor shall hold an initial staffing with the offender and the CSO within 15 calendar days of admission to review the ILP. The Contractor shall hold staffings with the offender and the CSO every 30 days thereafter. Any staffing may include the CSOSA supervisory staff. During these staffings, the Contractor shall review the offender’s ILP progress, skills development, and positive accomplishments; address behavioral/compliance issues; and conduct ongoing individualized discharge planning, as well as other meetings and interventions as deemed necessary by CSOSA.

C.5.2.5.2 The Contractor shall coordinate with and invite the assigned CSO to all staffings at least seven calendar days in advance. The Contractor shall document in the offender’s case management file its efforts to schedule staffings, CSO confirmation of scheduled staffings, and the date and completion of staffings.

C.5.2.5.3 Upon completion of the staffing, the Contractor shall complete a summary of the staffing, issues discussed, any change to the ILP, and any other notes, and place the summary in the offender’s case management file.

C.5.2.6 Progress Notes.

C.5.2.6.1 The Contractor shall maintain weekly progress notes for each offender that clearly reflect implementation of the ILP and the offender’s response to programming, and, any personal issues, success in locating employment and housing, interaction with other offenders, etc. The Contractor shall enter weekly progress notes by each Friday.

C.5.2.6.2 The notes shall be maintained in an appropriate format, such as DAP (data, assessment, and plan), SIRP (situation, intervention, response, and plan), BIRP (behavior, intervention, response, and plan), or SOAP (subjective, objective, assessment, and plan) format.

C.5.2.6.3 Each weekly progress note must be signed and dated (or documented by a date/time stamp specifying the user entering the note, if the Contractor utilizes an electronic records system) by the Contractor’s staff providing direct care services. All progress notes shall be maintained in the offender’s case management file.

C.5.2.7 Handling Sensitive Information. All Contractor personnel who handle Personally Identifiable Information (PII) must adhere to Part 2 HIPPA Privacy Act Rule 45 CFR 164.530 c and CSOSA’s security requirements outlined in Section H.9.

C.5.2.8 Confirmation of Daily Residence. The Contractor shall maintain a system of accountability to confirm an offender remains in daily residence at the facility. The Contractor shall request authorization from the offender’s CSO or SCSO and receive authorization from the CSO or SCSO in writing, before granting the offender authorization for any overnight absence. The Contractor shall place a copy of the authorization in the offender’s case management file and forward a copy of the authorization to the COR. If the offender is absent from the facility overnight without authorization, the Contractor shall notify the COR and the CSO immediately via e-mail and telephone. Upon notification, the COR and CSO will determine whether to close the current Billing Authorization and discharge the offender, or to allow the offender to continue in the program. If the decision is made to discharge the offender, any future readmission of the offender will require a new Billing Authorization. Documentation concerning any unauthorized absence from the facility shall be maintained in the offender’s case management file.

C.5.3 Task 3 – Discharge.

C.5.3.1 Discharge Staffing. The Contractor shall conduct a discharge staffing no later than fifteen calendar days prior to the offender’s anticipated departure from the program. The staffing shall include the submission of a written, comprehensive discharge plan that summarizes the results of the discharge planning staffing and outlines recommendations for further needed services, if any.

C.5.3.2 Discharge Plan. The Contractor shall prepare a written discharge plan no later than fifteen calendar days prior to the offender’s anticipated departure from the program.

The discharge plan must contain the following information:

a. Offender’s name.

b. Admission date.

c. Date of the discharge staffing.

d. Individuals in attendance for the discharge staffing.

e. Discharge date.

f. Length of the offender’s stay in the program.

g. Summary of housing plan upon discharge (type of residence, address, plan and responsibilities for meeting housing and related expenses).

h. Name and telephone number of an individual who can be contacted should

CSOSA require additional information.

i. Signature of the Case Manager or Program Director.

j. Once signed, the Contractor shall email a copy of the completed discharge plan to the CSO. The Contractor shall place the original signed discharge plan in the

C.5.3.3 Discharge Summary. Notification the offender has departed the facility (actual discharge date and time), what the offender did, what progress they made, due within 5 business days.

C.5.3.4 Discharge for Non-compliance Issues or Voluntary Program Withdrawal.

Offenders who exhibit non-compliant behavior/behavioral management issues, or voluntarily leave the program, may be discharged or removed from the program after an emergency staffing by telephone, or in person, with the CSO or SCSO is held. If the CSO or SCSO cannot be reached by telephone to schedule the emergency staffing, the Contractor shall send an email notification to the CSO and SCSO of the emergency staffing request. Examples of non-compliant behavior include, but are not limited to:

a. Intoxication

b. Suspicion of drug use

c. Offender provides notification they intend to voluntarily withdraw from the program

d. Offender is missing without permission (including failure to return overnight)

C.5.3.4.1 In situations where an offender engages in behavior that places the offender or others at risk, such as threatening violence, aggressive behavior, or inappropriate sexual behavior, the Contractor shall notify emergency personnel, as appropriate., The Contractor shall notify by email the COR, CSO, SCSO and Office of Community Supervision and Intervention Services (OCSIS) Rapid Engagement Team (RET) (ocsisrapidengagement@csosa.gov) of the situation.

C.5.3.4.2 Upon any non-compliant behavior emergency staffing, or discharge for behavior that placed the offender or others at risk, or an offender voluntarily leaves the program, the Contractor shall submit a Non-Compliance Behavior Report, signed by the Contractor, and attached to an email sent to the CSO and SCSO within 24 hours of the emergency staffing. At a minimum, the Non-Compliance Behavior Report shall include:

a. The offender’s name and PDID number (or CSOSA ID).

b. Date and time of the non-compliant behavior.

c. A description of the behavior observed.

d. The name(s) of the CSOSA staff to whom the incident was reported.

mailto:ocsisrapidengagement@csosa.gov

e. Emergency services notified (if any).

f. The action taken by the Contractor in response to the non-compliance.

g. The name and telephone number of the reporting person, or an alternate person, who can be contacted should CSOSA require additional information from the Contractor.

h. The Contractor shall maintain copies of all non-compliance reports in the

C.5.3.5 Discharge Summary. Notification the offender has departed the facility (actual discharge date and time), what the offender did, what progress they made, due within 48 hours.

C.5.4 Task 4 – Administration.

C.5.4.1 Offender Case Management File.

C.5.4.1.1 File Entries. The Contractor is required to document all offender encounters in the offender’s case management file in accordance with the requirements identified in this contract. The Contractor shall make the determination as to whether the offender case management file will be maintained in an electronic or hard copy format. Notwithstanding the offender case management file format chosen by the Contractor, all offender case management file documentation provided to CSOSA shall be provided in an electronic format. File material shall be organized via identifiable tabs of file contents with a Table of Contents, items shall be filed chronologically and should be consistently organized in accordance with standard case management practices. The Contractor shall ensure that Contractor staff maintains complete confidentiality of all offender case management files. The offender case management file shall, at a minimum, include:

a. Offender personal information sheet.

b. Offender Referral Package.

c. All referral information provided by CSOSA.

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

e. Assessment Reports (if any).

f. ILP signed by the offender, the CSO, the SCSO, and the Contractor.

g. Weekly Progress Notes.

h. Contact Log Sheet (and any other required log)

i. Summaries of Monthly Staffings.

j. Any non-compliance behavior reports (Unusual Incident Report (UIR)).

k. Discharge Plan.

l. Daily Journal Logs (added)

C.5.4.1.2 File Storage and Removal. The Contractor shall ensure that all offender records are stored in a secured manner and location within the Contractor’s facility.

To ensure proper tracking of offender case management files, the Contractor shall establish a file tracking protocol to ensure that all offender files are organized in a manner to ensure accountability of the records and proper disposition upon the offender’s discharge.

C.5.4.1.3 Closed Offender Case Management Files. When an offender is no longer receiving services from the Contractor, the offender case management file is considered closed. The Contractor shall close the offender’s case management file and return an electronic version to the COR within three business days of the offender’s completion of, or departure from, the program. In returning closed case management files to CSOSA, each case management file shall be clearly marked with the offender’s last name, first name, PDID# and the date of close-out.

C.5.4.2 Additional Reporting Requirements.

C.5.4.2.1 Major Unusual Incidents. Contractor shall provide the Contracting Officer, COR, Program Office, CSO/SCSO, and QIUR with immediate (within 24 hours of an incident) written notice about any major unusual incidents at its facility, during the provision of services or goods under the contract or involving or affecting CSOSA offenders. “Major Unusual Incidents” include, but are not limited to, threats, harassment, violence, physical or sexual assault, overdose, weapons, death, infestations, events that affect the habitability of the facility, or incidents reported to law enforcement or regulatory agencies, e.g., the Department of Behavioral Health.

Contractor, upon request, shall provide the COR with a copy of any documentation or reports concerning a Major Unusual Incident that involved or affected a CSOSA offender.

C.5.4.2.2. Monthly Program Activity Report. The Contractor shall furnish a Monthly Program Activity Report (Attachment J-7).

C.5.4.2.2.1 The Monthly Program Activity Report must be submitted via secure e-mail to the COR separate from the CSOSA Monthly Invoice (Attachment J-8) submission. The COR requires this information to approve the Contractor’s Monthly Invoice. Failure to submit this report shall delay invoice approval and payment. The Monthly Activity Report provides a summary of program activity and is designed to inform CSOSA of performance data, significant events, problems, and changes associated with the progress of work. This report shall include the following:

a. The total number of referrals received.

b. The total number of offenders admitted, total number of successful discharges (with a breakout of the types of housing types identified in discharge plans, and names and PDID (or CSOSA ID)).

c. The total number of unsuccessful discharges (and names and PDID (or

CSOSA ID)).

d. Reasons for discharge.

e. The number of offenders who remain in the program at the end of the month (including the names and PDID (or CSOSA ID)) for each offender listed.

f. Any Major Unusual Incident Reports generated during the month.

g. A summary of program activity, which includes, at a minimum, the following:

1. Program identification information (contract name, contract number, date of submission, period covered by the report).

2. Performance data.

3. A brief statement of any job injuries or medical emergencies that involve a CSOSA offender.

4. A brief narrative summarizing any major accomplishments, problems encountered, or future plans.

5. Notification of all staff changes.

6. Significant facility changes.

C.5.4.2.2.2 All of the above-required topics shall be included as separate sections, however, the comment “none” may be noted, as appropriate, for any given section. Failure to submit this information with the invoice will result in invoice rejection.

C.5.5 Task 5 – Offender Housing Facility Requirements. CSOSA follows the housing facility requirements as set forth in District of Columbia Municipal Regulations (DCMR), Title 22, Subtitle 22A63, Sections 6323.1-6323.33. The facility must also comply with all requirements set forth in Attachment J-6: CSOSA Supportive Housing Building Requirements. The contractor’s facility shall meet or exceed these requirements. An AED Defibrillator shall be present in each facility. Each facility should have a designated telephone for residents’ usage.

C.5.6 Task 6 – Offender Meals - Food and Nutrition Requirements. CSOSA follows the food and nutrition requirements as set forth in DCMR 22-A6317 and DCMR 22-A6323.33 (f-r), and the Contractor’s food and nutrition services shall be expected to meet or exceed these requirements.

C.5.7 Task 7 – Infectious Disease Prevention and Control Program (IDPCP). The Contractor, at the time of award, shall have an IDPCP in place to protect facility residents, workers, volunteers, and visitors from the spread of infectious disease outbreaks (including COVID-19 or other novel infectious diseases). The IDPCP shall be informed by guidance or requirements from the Center for Disease Control’s COVID-19 Guidance for Shared or Congregate Housing, state and local public health departments, and other relevant partners.

C.6 Contractor Staffing.

C.6.1 The Contractor shall ensure that all staff providing direct services under this contract https://www.dcregs.dc.gov/Common/DCMR/RuleDetail.aspx?RuleId=R0017651 https://www.dcregs.dc.gov/Common/DCMR/RuleDetail.aspx?RuleId=R0017651 https://www.dcregs.dc.gov/Common/DCMR/SectionList.aspx?SectionNumber=22-A6317 https://www.dcregs.dc.gov/Common/DCMR/SectionList.aspx?SectionNumber=22-A6323 https://www.cdc.gov/coronavirus/2019-ncov/community/shared-congregate-house/guidance-shared-congregate-housing.html https://www.cdc.gov/coronavirus/2019-ncov/community/shared-congregate-house/guidance-shared-congregate-housing.html https://www.cdc.gov/publichealthgateway/healthdirectories/index.html are personally reliable, and licensed or certified, as required, to perform services associated with this contract.

C.6.2 The Contractor shall provide to the Contracting Officer and COR a list of all Key Personnel and copies of Key Personnel qualifications, licenses and certifications, per Section H.5 and per Section C.6.3, who are working with CSOSA offenders, and this list shall be current at all times.

C.6.3 The Contractor shall maintain on-site copies of all documentation required to demonstrate that Contractor staff providing services possess the appropriate and required licenses, certifications, and training necessary to perform services at all times. Licenses and certifications shall be in accordance with the prevailing standards in the Contractor’s state, as well as any other federal or local regulatory bodies. Contractor staff shall not provide services under this contract unless their license or certification is current.

C.6.4 All Contractor staff, direct and indirect, shall:

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

b. Be at least 21 years of age and must be able to withstand the physical demands of their duties, as well as capable of responding to emergency situations.

c. Staff who will work directly with CSOSA offenders on this contract (Key Personnel Staff) shall pass the CSOSA background investigation.

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

e. Be deemed drug-free by the Contractor before being allowed to perform services under this contract (with proof of negative drug testing within personnel files).

f. Submit to random drug testing by the Contractor.

g. Adhere to the terms of the contract.

h. Be tested and medically cleared annually for Tuberculosis using the PPD tuberculin test, or chest x-ray. The Contractor shall maintain all test results of its staff assigned to this contract within the staff personnel files. CSOSA encourages the Contractor to require staff to maintain current immunizations (i.e., influenza, hepatitis, tetanus, etc.). The Contractor shall remove from performance under this contract any staff members that are found or suspected to be suffering from a communicable disease, disorder, or respiratory problem which has the unmitigated ability to infect others.

C.6.5 At a minimum, the Contractor shall provide the following staff to perform Supportive Housing Services. The below named staff shall be considered direct service providers and Key Personnel:

C.6.5.1 Program Director (Key Personnel).

C.6.5.1.1 Duties. The Program Director should be responsible for the overall operations of the program, hiring of staff, and assigning job functions and descriptions. The Program Director is responsible for overall outcomes, curriculum development, and training of staff.

C.6.5.1.2 Minimum Qualifications.

a. Master’s Degree (Doctoral Degree preferable) from an accredited college or university in the Human Services field, and professional knowledge of the theories, principles, techniques, and practices of social service delivery systems;

and

b. Minimum of five years within the past seven years of documented history of managerial experience in social service or human service delivery systems.

C.6.5.2 Case Manager (Key Personnel). The Contractor is required to have a sufficient number of Case Managers to ensure all case management duties required under this contract are fulfilled.

C.6.5.2.1 Duties. At a minimum, a Case Manager shall be responsible for coordinating offender services (i.e., medical, mental health, housing, vocational), one-to-one case planning, preparing ILPs, participating in the interdisciplinary team meetings, aftercare and discharge plans, completing documentation, and meeting weekly with each assigned offender. Assisting offenders with paperwork and enrollment procedures for community-based treatment and support programs.

C.6.5.2.2 Qualifications. The Case Manager must possess a:

a. Master’s Degree or higher from an accredited college or university in the behavioral or social sciences, or a related discipline;

b. Current licensure as a licensed professional counselor (LPC), licensed clinical professional counselor (LCPC); licensed professional counselor (LPC);

licensed clinical social worker (LCSW);

c. Two years or more, (within the past six years) of experience providing direct services to individuals. The Contractor shall ensure the case management duties assigned to a staff member appropriately matches their qualifications, skills, and competence necessary to perform the case management tasks. Any individual providing direct services within this case management contract must have documented minimum training or experience in the following areas:

1. Knowledge of Homeless Service Reform Act (HSRA)

2. A minimum of 3 hours of ethics training within the last 12 months

C.6.5.3 Residential Monitor (Key Personnel). Each Contractor facility providing housing shall have, at a minimum, two residential monitors onsite at each housing facility during the non-working hours (5 pm to 7 am), and one residential monitor at each housing facility during the regular working hours (7 am to 5 pm), 7 days per week. All residential monitors must be CPR trained annually.

C.6.5.3.1 Duties. At a minimum, the Residential Monitor shall be responsible for conducting room inspections and maintaining the facility safety. Residential Monitors shall work cooperatively with program staff at all levels to ensure quality of service by performing hourly inspections of the building and immediate building exterior, and documenting/reporting any incidents as required by this SOW.

Residential Monitors shall also provide de-escalation services as needed, and report accurate pertinent information to appropriate Case Managers and supervisory senior staff. Residential Monitors shall assist in the planning and organization of recreational activities and events.

C.6.5.3.2 Qualifications. The Residential Monitor will possess:

a. High school diploma or GED equivalency.

b. Prior experience, as delineated in C.6.5.3.1, in a residential program

(transitional housing, residential treatment, homeless shelter, etc.) is required.

c. Documented de-escalation training.

C.6.6 The Contractor shall provide staffing coverage certified in CPR 24 hours per day, 7 days per week

C.7 General Requirements.

C.7.1 Contractor Performance Standards.

C.7.1.1 The Contractor cannot subcontract any of the contract requirements specified herein without the express, written consent of the Contracting Officer (CO).

C.7.1.2 The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall ensure that all Contractor employees adhere to the Standards of Conduct (set forth below) and meet all applicable health requirements.

C.7.1.3 The Contractor shall also be responsible for taking any and all such disciplinary action as necessary when Contractor employees fail to meet such contract standards or requirements.

C.7.2 Contractor and Contractor Personnel Standards of Conduct. C.7.2 Contractor and Contractor Personnel Standards of Conduct. The Contractor shall provide each employee with a copy of its Standards of Conduct. On an annual basis, each employee shall acknowledge they have received and read the Contractor’s Standards of Conduct with the acknowledgment being placed in their personnel file. A Contractor may go to 5 C.F.R., Part 2635.101, for guidance on developing their Personnel Standards of Conduct. At a minimum, Contractor and Contractor personnel providing services under this contract shall:

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

b. Ensure that all personnel who interact with offenders, or the offender’s family members or close associates, maintain an appropriate and professional relationship at all times.

c. Personal, romantic, physical, sexual, financial or business relationships between Contractor’s personnel and offenders, their family members or close associates, is prohibited.

d. Contractor’s personnel shall remain impartial in performing their duties under the contract and shall not engage in conduct that gives the appearance of favoritism or otherwise compromises the professional relationship or the provision of goods or services under this contract.

e. Except for a nominal snack or beverage (e.g., during a treatment session), Contractor’s personnel are prohibited from giving to, or receiving from, offenders, their family members or close associates, any gifts, whether a favor, personal service or any article of value.

f. Contractor’s personnel may not serve as sponsors or mentors for offenders if they have provided treatment to that offender.

g. Report to the COR:

• Any arrest or detention of Contractor or Contractor employees by any federal, state or local agency;

• Any administrative, civil or criminal investigation concerning Contractor or

Contractor’s employees;

• Any arrest or detention of an offender by any federal, state or local agency;

• Any administrative, civil or criminal investigation concerning an offender.

h. Not use or possess narcotics, dangerous drugs, controlled substances, or marijuana while on duty (unless officially authorized) or off duty; abstain from the consumption and possession of alcoholic beverages while on duty; and not report for duty under the influence of intoxicants or drugs or in any condition that impairs the ability to perform as expected under this contract.

i. Avoid personal and business associations with persons known to be connected with criminal activities. This does not apply to immediate family members so long as notification is made in writing to the COR. Avoid any criminal, infamous, dishonest, immoral, or notoriously disgraceful conduct.

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

k. Not violate security procedures or regulations.

l. Perform assignments in accordance with prescribed regulations to the best of personal ability and in accordance with safe and secure working

m. s and practices.

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

C.7.3 Special Language Requirements. The Contractor shall be able to provide bilingual services (Spanish or other languages), as needed, to ensure the offender’s ability to participate fully in program services, to include services for the hearing impaired through the use of a sign-language interpreter. The Contractor may satisfy this requirement through the use of volunteer interpreters or contracted service providers.

C.7.4 Administrative Contact. The Contractor shall provide an individual, knowledgeable about the Contractor’s performance under the contract, to be available by telephone or email, , from 8:30 a.m. to 5:00 p.m., Monday through Friday, except for Federal holidays.

C.7.5 Non-Business Hours Contact. The Contractor shall be available by phone to provide 24-hour coverage to ensure that a knowledgeable member of its staff is available to respond to inquiries by CSOSA. A telephone answering service or machine is not acceptable.

C.7.6 Holiday Protocol. The Contractor shall provide a plan for holiday protocol, including any closures of administrative offices and schedule changes (i.e., admission/transportation schedule changes), no later than 14 business days prior to the holiday. This plan must be in writing and must be submitted to the COR and Contracting.

C.7.7 Medical Expenses. CSOSA is not responsible for medical expenses incurred by the Contractor or offenders. This includes medications, physician, and emergency medical services or transportation.

C.7.8 The Contractor shall follow all applicable federal, state, and local requirements for licensing, and all other applicable federal, state, and local regulations for housing programs.

C.7.9 The Contractor shall always have available (in-person and electronically) for CSOSA inspection the following documents:

a. Internal and external audits and inspections for the last two years.

b. Audited financial statements for the last two years.

c. All applicable accreditations.

d. All federal, state, and local issued certificates and licenses/approvals that demonstrate the facilities where performance is taking place meet all code requirements to operate a housing facility. This includes, but is not limited to, valid posted business licenses, certificates of occupancy, zoning permits, and fire inspections.

e. Copies of all required certificates of insurance.

f. Proof of a life/safety inspection report conducted by a federal, state, or local jurisdiction in the last two years. The Contractor is required to coordinate, as required, to ensure required life/safety inspections are conducted.

g. Copies of agreements, subcontracts, and memoranda of understanding with organizations that provide ancillary services.

C.7.10 Interstate Compact Regulations. CSOSA shall secure any necessary travel permits for offenders being placed in supportive housing facilities outside the District of Columbia.

The Contractor shall not transfer or relocate offenders without the prior approval of CSOSA, and without a travel permit being issued for the offender in the event the offender is being transferred to another jurisdiction (See C.7.10).

C.7.11 Continuity of Operations Plan (COOP). The Contractor shall prepare and maintain a current COOP to ensure the continuation of services should uncontrollable or unforeseeable circumstances occur. The COOP must be provided for CSOSA review and approval within fourteen days following contract award. The COOP shall include planning for alternative offender housing in the event the Contractor’s facility is closed or uninhabitable due to uncontrollable or unforeseen circumstances, such as infestations, security issues, physical plant failures, etc. The COOP shall identify the location of the alternative accommodation(s). The alternative accommodation(s) shall be comparable to the Contractor’s place of performance. CSOSA reserves the right to inspect and approve the alternative accommodation site prior to use.

C.7.12 CSOSA Closures. Uncontrollable or unforeseeable circumstances such as acts of nature, acts of the Government in its sovereign or contractual capacity, fire, floods, epidemics, quarantine restrictions, inclement weather, special Federal or ceremonial events, may cause CSOSA to close. Under such circumstances, CSOSA does not expect the CSOSA closure to have any impact on the Contractor’s ability to continue performance.

C.7.13 Contractor’s Quality Assurance Protocol. Within ten business days of award, the Contractor shall submit its Quality Assurance Protocol (QAP) that sets forth the Quality Assurance point of contact, the actions, safety and security protocol, risk management plan, processes, policies and procedures, inspections and reviews Contractor will utilize to ensure full (100%) compliance with the terms of this contract. The contractor shall provide a Hand- Held Metal Detector, IAW National Institute of Justice (NIJ) Standards-0602.01. The Contracting Officer shall have 10 business days to review the QAP and provide required changes in writing to Contractor, along with CSOSA’s Quality Expectation Matrix (QEM)/Quality Assurance Surveillance Plan (QASP) for the Contractor to review and accept.

The Contracting Officer may involve other CSOSA personnel in that review as needed.

Contractor shall have five days to incorporate the Contracting Officer’s required changes and return to the Contracting Officer the final QAP and acceptance of the QEM/QASP. The Contractor’s QAP shall be reviewed and updated as required, but no less than annually.

C.7.14 Inspections, Compliance and Audit. CSOSA through the Contracting Officer, COR, or other CSOSA components shall conduct inspections and audits (hereafter “audit”) to verify the personnel, operations, programs and the related non-financial books, records, accounts and information (including electronic data) of Contractor, comply with the provisions of this contract; or to assess the efficacy of any goods or services delivered pursuant to this contract. Contractor and its personnel shall cooperate fully with all audits.

C.7.14.1 Frequency of Audits. Audits shall occur at least once a year at the discretion of CSOSA. CSOSA retains the right to conduct audits more frequently if a Major Unusual Incident occurs (e.g., violence, harassment (all kinds), facility concerns), or concerns about performance of the contract or the quality of the provided goods or services arise. CSOSA also retains the right to forgo an audit at its discretion and consistent with the Agency’s policies and practices or any applicable laws or regulations.

Notwithstanding the foregoing, CSOSA and its representatives shall have the right to audit 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 contract, or CSOSA has reason to believe that services procured through this contract are not being performed or are not meeting CSOSA’s standards and expectations.

C.7.14.2 Personnel, Books and Records. Contractor shall keep full, true, and accurate books, records, accounts and information (including electronic data) concerning services provided pursuant to this contract. 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:

• Personnel files.

• Offender files.

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

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

• Detailed copy of programming activities and calendar (where applicable).

• Outline of all offered services.

• Staff position descriptions.

• Organizational charts.

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

• Agreements with external vendors or sub-contractors for services provided pursuant to the contract. (Ex. Food, Maintenance, programming)

• Proof of accreditation and compliance with industry standards (e.g., regulatory agencies such as the Department of Consumer Regulatory Affairs (DCRA)).

• Proof of Business License (appropriate…