RFP__CSOSA-14-R-0011.pdf

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

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

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

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

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

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED 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) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

CSOSA-14-R-0011

Marie A. Gilliam 202-220-5394 02-14-2014

4:00 PM, EST

CSOSA

Office of Procurement

Court Services and Offender Supervision

Agency

633 Indiana Avenue NW, Suite 880

Washington DC 20004

X 0

621330

$7.0 Million

NET 30 N/A

X

SEE SCHEDULE

CSOSA

Office of Procurement

Court Services and Offender Supervision

Agency

633 Indiana Avenue NW, Suite 880

Washington DC 20004

CSOSA

Office of Financial Management

Court Services and Offender Supervision

Agency

633 Indiana Avenue NW, Suite 850

Washington DC 20004

202-220-5714

Contractor shall provide Sex Offender Treatment Services at CSOSA, Washington, DC., for a base period of

1 April 2014 through 31 March 2015 and four (4) option periods, if exercised by the Government.

See Continuation of SF 1449

X

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Continuation of SF1449 – Block 16/Contract Management/Administered By

Notwithstanding the Contractor’s responsibility for total management during the performance of the contract, the administration of the contract will require maximum coordination between the Government and the contractor. The individuals listed below will be the Government points of contact during the performance period as follows:

The Office of Procurement, Court Services and Offender Supervision Agency (CSOSA) will perform all contract administration under this contract. The location of the Primary Contracting Officer, Alternate(s)

Contracting Officer, and Contract Specialist/Administrator for the contract is at 633 Indiana Avenue, NW, Suite

880, Washington, DC 20004. Communication pertaining to contractual administrative matters shall be addressed to one of the Contracting Officers listed below. Changes in, or deviation from, the scope of work will not be effected without a written modification to the contract as executed by a CSOSA Contracting Officer.

PRIMARY:

Contracting Officer: MS. MAILE L. PARKER, Telephone No. 202-220-5331, Email: maile.parker@csosa.gov

ALTERNATES:

Contracting Officer: MS SUSAN PAPA-PROVOST, Telephone No. 202-220-5747, Email: susan.papa-provost@csosa.gov

The Contract Specialist/Administrator, MARIE A. GILLIAM, Telephone No: 202-220-5393, serves as the point of contact between the Contractor and the Contracting Officer; however, this person does not have a warrant that provides the authority to contractually commit the Government.

The Contracting Officer's Representative (COR) is a Government personnel designated in writing by the

Contracting Officer to act as technical advisor for the Contracting Officer for items within the scope of the contract. The COR performs functions such as review and/or inspection and acceptance of supplies and services and of a technical nature. A designation letter will set forth the authorities and limitations of the COR under the contract.

mailto:susan.papa-provost@csosa.gov

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Continuation of SF1449 – Block 17b/Remittance Address

Contractor desiring payment to be mailed to an address different from the address shown in Block 17A, SF1449, shall insert such address in the offer.

Continuation of SF1449 – Block 18b/Invoice Procedures

1. The Contractor shall submit invoices via E-MAIL, which is the preferred method of submission, either as a

Word document or an attached Excel spreadsheet, simultaneously, to the following personnel:

Invoices.mailbox@csosa.gov – Office of Financial Management

Designated COR – To be appointed

Contract Specialist – Ms. Marie A. Gilliam at marie.gilliam@csosa.gov

2. If the Contractor does not have e-mail capability, then the Contractor shall submit an original invoice, not a facsimile, for services rendered, to:

Office of Financial Management, Court Services and Supervision Agency (CSOSA), 633 Indiana

Avenue, NW, Suite 850, Washington, DC 20004.

Office of Procurement, CSOSA, Attn: Contracting Officer, 633 Indiana Avenue, NW, Suite 880, Washington, DC 20004.

Simultaneously, the Contractor shall submit an invoice copy to the applicable COR for certification at the following office:

CSOSA, Community Supervision Services, Special/General Supervision Branch VII. Attn: Office of the Branch Chief, 300 Indiana Avenue, NW, Room 2125, Washington, DC 20001.

3. It is imperative that the COR), the Office of Financial Management, and the Contract Specialist receive a copy of the invoice at the same time in order to process payment in a timely manner. Invoice shall be submitted on a monthly basis; and, only after completion of the monthly services, not prior to or during the actual performance period, unless prior arrangements have been made with the Contracting Officer’s approval. When providing discount terms for prompt payment, the Contractor shall allow sufficient time for processing the discount. A discount term less than 15 days is not acceptable due to the considerable effort involved in processing this type of invoice. The Contractor shall submit a proper invoice as identified in Paragraphs 4 and 5 below. An improper invoice will be rejected and contractor payment delayed. The invoice shall be itemized to correlate to the schedule of services herein. Each line item shall be identified separately providing for a subtotal and a total line item amount.

4. See FAR Clause 52.212-4(g) -- Contract Terms and Conditions -- Commercial Items for further Invoicing

Instructions.

5. Invoicing and Payment Information for Contractors. The Data Universal Numbering System (DUNS) number is the primary identifier in the System for Award Management (SAM). Contractors are located and identified in

SAM by their DUNS number. Therefore, to facilitate payment, it is in the Contractor's best interest to ensure that the DUNS number is recorded on every invoice submitted to CSOSA.

mailto:Invoices.mailbox@csosa.gov mailto:marie.gilliam@csosa.gov

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Continuation of SF1449 - Blocks 19 through 24, Schedule of Supplies/Services

1. Services. The contractor shall provide sex offender treatment services for the Court Services and Offender

Supervision Agency, Washington, DC for a base year of 1 April 2014 through 31 March 2015 and four option periods, if exercised by the Government in accordance with the requirements set forth herein.

2. Period of Performance

BASE YEAR (1 April 2014 – 31 March 2015) Fiscal Years 2014/2015

OPTION PERIOD 1 (1 April 2015 – 31 March 2016) Fiscal Years 2015/2016

OPTION PERIOD 2 (1 April 2016 – 31 March 2017) Fiscal Years 2016/2017

OPTION PERIOD 3 (1 April 2017 – 31 March 2018) Fiscal Years 2017/2018

OPTION PERIOD 4 (1 April 2018 – 31 March 2019) Fiscal Years 2018/2019

3. Location –Community Supervision Services (CSS), Court Services and Offender Supervision Agency, 300

Indiana Avenue, NW, Washington, DC 20001

4. Pricing: This is an Indefinite Delivery, Indefinite Quantity (IDIQ) type contract with firm- fixed unit prices.

The Contractor shall price all line items for the services, taking into consideration, transportation, cost of living increases, inflation, overhead, profit, etc., for the Base Year and each Option Period. FAR Clauses 52.216-18, 52.216-19 and 52.216-22 apply to Indefinite Delivery type contracts, which will be activated by the issuance of

Task Order (s) as authorized by the Contracting Officer. See Addendum to FAR Clause 52.212-4, Contract

Terms and Conditions-Commercial Items.

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Item No.

SCHEDULE OF SUPPLIES/SERVICES EST

QTY

U/I U/P Total Estimated Amount

BASE YEAR (1 APRIL 2014 – 31 MARCH 2015)

0001 SO Individual Treatment – 50 minutes:

Assessment or Treatment/Aftercare Session

100 Each

0002 Adult SO Group – 90 minutes:

Assessment or Treatment/Aftercare/Booster Session

5000 Each

0003 Offense Specific Polygraph and Report:

Assessment or Treatment Session

0004 Sexual History Polygraph and Report:

Assessment or Treatment

0005 Maintenance Polygraph and Report:

200 Each

0006 Assessment Report 100 Each

0007 Plethysmograph and Report 25 Each

0008 Court or United State Parole Commission Hearing (Wait Time)

20 HR

0009 Aftercare/Booster Session – 50 minutes 50 Each

TOTAL ESTIMATED AMOUNT - BASE YEAR (CLINS 0001- 0009) $

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SCHEDULE OF SUPPLIES/SERVICES EST

QTY

OPTION PERIOD ONE (1 APRIL 2015 – 31 MARCH 2016)

1001 SO Individual Treatment – 50 minutes:

1002 Adult SO Group – 90 minutes:

1003 Offense Specific Polygraph and Report:

1004 Sexual History Polygraph and Report:

1005 Maintenance Polygraph and Report:

1006 Assessment Report 100 Each

1007 Plethysmograph and Report 25 Each

1008 Court or United State Parole

1009 Aftercare/Booster Session – 50 minutes 50 Each

TOTAL ESTIMATED AMOUNT – OPTION PERIOD ONE (CLINS 1001-

1009) $

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SCHEDULE OF SUPPLIES/SERVICES EST

QTY

OPTION PERIOD TWO (1 APRIL 2016 – 31 MARCH 2017)

2001 SO Individual Treatment – 50 minutes:

2002 Adult SO Group – 90 minutes:

2003 Offense Specific Polygraph and Report:

2004 Sexual History Polygraph and Report:

2005 Maintenance Polygraph and Report:

2006 Assessment Report 100 Each

2007 Plethysmograph and Report 25 Each

2008 Court or United State Parole

2009 Aftercare/Booster Session - 50 minutes 50 Each

TOTAL ESTIMATED AMOUNT – OPTION PERIOD TWO (CLINS 2001-

2009) $

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SCHEDULE OF SUPPLIES/SERVICES EST

QTY

OPTION PERIOD THREE (1 APRIL 2017 – 31 MARCH 2018)

3001 SO Individual Treatment – 50 minutes:

3002 Adult SO Group – 90 minutes:

3003 Offense Specific Polygraph and Report:

3004 Sexual History Polygraph and Report:

3005 Maintenance Polygraph and Report:

3006 Assessment Report 100 Each

3007 Plethysmograph and Report 25 Each

3008 Court or United State Parole

3009 Aftercare/Booster Session – 50 minutes 50 Each

TOTAL ESTIMATED AMOUNT – OPTION PERIOD THREE – (CLINS 3001-

3009) $

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SCHEDULE OF SUPPLIES EST

QTY

OPTION PERIOD FOUR (1 APRIL 2018 – 31 MARCH 2019)

4001 SO Individual Treatment – 50 minutes:

4002 Adult SO Group – 90 minutes:

4003 Offense Specific Polygraph and Report:

4004 Sexual History Polygraph and Report:

4005 Maintenance Polygraph and Report:

4006 Assessment Report 100 Each

4007 Plethysmograph and Report 25 Each

4008 Court or United State Parole

4009 Aftercare/Booster Session – 50 minutes 50 Each

TOTAL ESTIMATED AMOUNT - OPTION PERIOD FOUR (CLINS 4001-

4009) $

TOTAL ESTIMATED FIVE YEAR CONTRACT AMOUNT: Base Year plus Four One-Year Option Periods (CLINS 0001-0009, 1001-1009, 2001-2009, 3001-3009, and 4001-4009) $

EST QTY = Estimated Quantity; U/I = Unit of Issue; U/P = Unit Price

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PERFORMANCE WORK STATEMENT (PWS) FOR

SEX OFFENDER TREATMENT SERVICES

1.0. INTRODUCTION

1.1. Requirement. The Office of Procurement, Court Services and Offender Supervision Agency (CSOSA), Washington, DC, is procuring Sex Offender Treatment Services to support Community Supervision Services, CSOSA, Washington, DC. The purpose of the PWS is to describe the needs and the outcome anticipated by

CSOSA for the full and complete performance of the required services.

1.2. Contractor Responsibility. The Contractor shall possess and maintain for the duration of this contract, recognition by the District of Maryland, Department of Health and Mental Hygiene and/or the District of

Columbia, Department of Consumer and Regulatory Affairs and/or the Commonwealth of Virginia, Department of Mental Health, Mental Retardation and Substance Abuse Services.

1.3. Procedure Guidance. The Contractor shall meet or exceed the industry standards in accordance with established principles, practice and ethics of the profession. The standards of services provided by the

Contractor shall reflect the degree of quality expected of a reasonable prudent sex offender treatment Clinicians or Practitioner in the State of their practice within the United States.

1.4. Privacy of Individually Identifiable Health Information. The Contractor shall ensure strict compliance to the release of Protected Health Information in accordance with the Code of Federal Regulation, Title 45, Public

Welfare, Subtitle A, Department of Health and Human Services, Part 164, Security and Privacy (45 CFR 164), and the "Health Insurance Portability and Accountability Act (HIPAA)".

2.0. BACKGROUND

2.1. Mission. The mission of CSOSA is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community. CSOSA is responsible for the supervision of all probationers and parolees held under the authority of any United States or District of

Columbia statute, or any other lawful authority and entrusted to the District.

CSOSA was established under Section 11232 of the National Capital Revitalization and Self-Government

Improvement Act of 1997 to effectuate the reorganization and transition of functions relating to pretrial services, parole, adult probation and offender supervision in the District of Columbia to a Federal Executive

Branch agency.

2.2. Place of Performance. The primary place of performance will be at Court Services and Offender

Supervision Agency (CSOSA), Community Supervision Services (CSS), 300 Indiana Avenue, NW, Washington, DC 20001

2.3. Government Terms and Definitions

2.3.1. Contractor. The term "Contractor" refers to the legal entity that undertakes the legal responsibility to perform this contract.

file:///C:/Users/JSThorne/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/SJShomari.MAIN/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/VWZVJHZB/MASTER%20CATALOG%20Task%20Order.doc%23PlacePerformance

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2.3.2. Community Supervision Officers (CSO). CSO is a Government employee designated to supervise the offenders.

2.3.3. Supervisory Community Supervision Officers (SCSO). SCSO is a Government employee designated to supervise the Community Supervision Officer (CSO).

2.3.4. Sex Offender Treatment Assistant (SOTA). SOTA is a Government employee designated to provide administrative support for the sex offender treatment program.

2.3.5. SOAP. The definition is a device for conceptualizing the process of recording the progress notes in the problem-oriented record ; S indicates subjective data obtained from the patient and others close to him; O designates objective data obtained by observation, physical examination, diagnostic studies, etc.; A refers to assessment of the patient's status through analysis of the problem, possible interaction of the problems, and changes in the status of the problems; P designates the plan for patient care.

2.3.6. Contracting Officer’s Representative (COR). The COR is a Government employee designated in writing by the Contracting Officer to act as a technical advisor for the Contracting Officer for items within the scope of the contract. The COR performs functions such as review and/or inspection and acceptance of supplies and services and of a technical nature. A designation letter will set forth the authorities and limitations of the COR under the contract.

3.0. SCOPE

3.1. The purpose of this contract is to obtain Sex Offender Treatment Services for CSOSA to support its mission.

3.1.1. The Contractor shall provide all labor, material and equipment necessary to provide outpatient sex offender screening, assessment and treatment services in accordance with the requirements specified herein.

3.1.2. The Contractor shall provide comprehensive, outpatient sex offender screening, assessment and treatment services to offenders.

3.1.3. These services include individual counseling, group counseling, life skills training, relapse prevention, polygraph testing, discharge/aftercare planning and other essential services as required. Sex offender treatment is intended to assist the offender in managing his/her sexually offensive behavior and to decrease the risk of re-offending.

3.1.4. The Contractor shall develop therapeutic interventions specific to the criminal justice involved offender, such as approaches to increase prospect of offender successfully completing treatment, addressing criminal involvement, and cooperation with criminal justice requirements. This requires establishment of a close working relationship with the CSOs responsible for supervising each offender. The Contractor shall coordinate, cooperate and work with CSOs, utilizing a team approach for case planning, treatment intervention, and case monitoring. The Contractor shall hold monthly case meetings with CSOs, as well as other meetings and interventions as deemed necessary by the Government, to include a minimum of one team meeting with all of the Contractor’s direct service staff and the Government.

3.1.5. The treatment services shall be provided in accordance with recommended practices of the Association for the Treatment of Sexual Abuser (ATSA) and the Center for Sexual Offender Management (CSOM).

http://medical-dictionary.thefreedictionary.com/record

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3.2. CONTRACTOR REQUIREMENTS

The Contractor shall develop and implement written guidelines and procedures for treatment services, available for review by the Government, including:

Referral criteria (including any exclusionary factors such as medical or mental health conditions)

The objectives of the program;

The criteria used to measure offenders’ progress towards attainment of objectives;

A description of the diagnostic and treatment modalities utilized by the program;

A description of all therapeutic activities provided, including individual, group, and family counseling sessions;

Safety precautions and procedures;

Crisis intervention procedures;

Medical emergency procedures;

Patient’s rights and rules of conduct;

Personnel policies;

Methods for addressing offender non-compliance;

Methods for investigating and handling patient grievances;

Methods for investigating unusual incidents; and

Polygraph methods and testing procedures

3.3. TECHNICAL REQUIREMENTS

3.3.1. Treatment Authorization. The Government will provide a treatment authorization package to the

Contractor prior to each offender referral. The treatment authorization package shall contain a billing authorization document; the offender’s identification information and Community Supervision Officer (CSO);

referral date; the treatment duration; and the dollar amount authorized for treatment. The treatment authorization will also provide guidelines for the number of counseling sessions and types of services the offender should receive from the Contractor. (See Attachment 1)

The billing authorization is the Only document that makes the Government financially responsible for services rendered. Verbal Authorizations Will Not Be Recognized. The Government will not be responsible for services rendered in the absence of an authorization or services rendered beyond the stated authorization period.

3.4. Assessment Package. The Government will determine at the time of referral which assessment package will be authorized for use. Within ten (10) business days or less of receipt of the referral, the Contractor shall meet individually with the offender. The purpose of the meeting is to acquire the offenders’ signature on all appropriate paperwork, identify the offenders’ primary counselor, review the offenders’ rights and responsibilities, conduct an assessment, and begin to develop a treatment plan.

3.4.1. The offender will be held accountable for meeting with the Contractor within ten (10) business days;

however, the Contractor and the Government must ensure contact is made. The Contractor shall notify the referring Government Sex Offender Treatment Assistant (SOTA) and the CSO in writing, within two (2) business days of the initial meeting to verify that contact was made. A notification of all no shows will include the date and time for a re-scheduled appointment. The Contractor shall schedule only one rescheduled appointment. If the offender misses the rescheduled appointment, the Contractor shall effectively close the case and send written confirmation of such to the SOTA and the CSO. The written confirmation shall contain the offenders name and the dates of the two missed appointments. Once treatment begins, the Contractor shall

A - 13 notify the CSO in writing within 24 hours of any missed appointments. All rescheduling of appointments during participation in treatment must be done by the CSO or the SCSO. The offender is not permitted to reschedule treatment sessions. Any offender who arrives more than 10 minutes late for a scheduled session shall not be permitted to participate and the Contractor shall notify the CSO in writing within 24 hours of such incidents. At the initial meeting the following should occur:

3.4.2. Consent for the Release of Sensitive Offender Information. At the initial meeting, and prior to the beginning of any interview or counseling, all offenders must complete the Consent for the Release of Sensitive

Information form (See Attachment 2). The Contractor shall ensure a copy, with all required signatures, is placed in the offenders’ treatment file with a copy forwarded to the CSO. If the offender refuses to sign the forms, the initial meeting must be stopped and the Contractor must notify the Government immediately. In accordance with the Privacy Act, and other applicable laws, the express written consent of the offender must be obtained in order to release his/her treatment information.

3.4.3. Treatment Assessment Sessions. – Treatment assessment sessions are defined as all appointments and meetings necessary to complete a treatment needs assessment for the referred offender.

3.4.4. Treatment Assessment. An assessment and resulting report must be in narrative form and contain, at a minimum:

A sexual evaluation, including sexual developmental history and evaluation for sexual arousal, interest, deviance and paraphilias;

Results of sexual history polygraph

Character pathology;

Level of deception and/or denial;

Mental and/or organic disorders;

Drug/alcohol use;

Stability of functioning;

Self-esteem and ego-strength;

Medical/neurological/pharmacological needs;

Level of violence and coercion;

Motivation and amenability for treatment;

Escalation of high-risk behaviors;

Risk of re-offense;

Impact on the victim, when possible;

Treatment needs and supervision needs; and

Restricted Behavior.

3.4.5. Sexual History Polygraph/Offense Specific Polygraph. The Government will determine at time of referral which polygraph will be authorized for use. Results of each of the Polygraphs used shall be documented in the assessment report.

3.4.6. Treatment Plan. The Contractor shall develop an individualized treatment plan for each offender based on the results of the treatment assessment sessions, the polygraphs used, and referral information provided by the Government. A treatment plan must:

Be individualized and meet the unique needs of the offender, Be formalized as a written performance contract to be signed by the offender, the CSO, the

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SCSO, and the Contractor, Define the specific responsibilities of the Contractor, the offender and the CSO, Provide for the protection of victims and potential victims and not cause the victim(s) to have unsafe and/or unwanted contact with the offender, Identify the problems to be addressed, Contain measurable, time bound goals and objectives, Have action/activity steps to achieve those goals and objectives, Define expectations of the offender, his/her family (if possible), and support systems, and

Be reviewed and updated monthly

Define the number of individual sessions and group sessions recommended to complete the offender’s individualized treatment plan. (Follow the format of Attachment 1)

3.4.6.1. Plans must be updated and modified when major clinical changes occur or when major life, family, or social circumstances may complicate treatment. Evidence of monthly reviews must be documented and maintained in the offender treatment file. This evidence shall be in the form of a signed and dated entry into the progress notes indicating a treatment plan review or in the form of a signed and dated revised treatment plan. Any changes in programming must be reflected via an amended performance contract bearing the dated signatures of the required parties referenced above.

3.5. TREATMENT COUNSELING SESSIONS

3.5.1. Treatment counseling sessions shall include staffing sessions and reporting requirements as defined herein. Upon receipt of the offender treatment plan, the SCSO will review recommendations and authorize an individualized treatment package. Counseling sessions should begin as soon as possible after the initial assessment is completed and the Contractor receives proper authorization. The Government shall issue an authorization form for each referred offender. The authorization form will define an individualized treatment package of authorized services on a case by case basis. The Contractor is not authorized to continue treatment without a completed authorization form. The Contractor may recommend changes in the authorized services and/or frequency of treatment. The Government must authorize any changes to the treatment plan in advance, including stopping treatment. The Government will not reimburse the Contractor for services that were not authorized in advance of the services being provided.

3.5.2. Individual Treatment/Aftercare/Booster Sessions. An individual counseling session, an aftercare counseling session, and a booster counseling session must last a minimum of 50 minutes and will be deemed a single session; inclusive of all reporting requirements. Longer sessions will be deemed a single session regardless of length. The Contractor shall provide flexible hours, evenings and weekends as necessary, to accommodate employed offenders.

3.5.3. Group/Aftercare/Booster Sessions. A group counseling session, a group aftercare counseling session, and a group booster counseling session must last a minimum of 90 minutes and will be deemed a single session;

inclusive of all reporting requirements. Longer sessions will be deemed a single session regardless of length.

The maximum size for all group sessions shall be no more than ten (10) offenders. The Contractor shall provide flexible hours, evenings and weekends as necessary, to accommodate employed offenders.

3.5.3.1. Offense Specific Polygraph – Polygraph and all reporting requirements.

3.5.3.2. Sexual History Polygraph – Polygraph and all reporting requirements.

3.5.3.3. Maintenance Polygraph – Polygraph and all reporting requirements.

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3.5.3.4. Plethysmograph – Plethysmograph and all reporting requirements.

3.6. REPORTING REQUIREMENTS

3.6.1. The Contractor shall submit information on the progress of all offenders receiving treatment. All reports must be documented and maintained in the offender treatment file and shall be sent to the following address in accordance with specified submission timeframes:

Court Services and Offender Supervision Agency

Community Supervision Services

Special/General Supervision Branch VII

Attn: Office of the Branch Chief

300 Indiana Avenue, NW

Room 2125

Washington, DC 20001

3.6.2. The Contractor shall submit required reporting documents through U.S. Mail, a designated Fax Machine, or through a Government provided secure technical solution that requires internet connectivity. The preferred submission method shall be coordinated with the COR.

3.6.3. Assessment Report and Treatment Plan. Within fourteen (14) business days following the treatment assessment, the Contractor shall submit an assessment report and treatment plan for each offender to the CSO for review. The Contractor shall define the number of individual sessions and group sessions recommended to complete the offender’s individualized treatment plan. This information will be used to formulate an individualized treatment package for each referred offender and the authorization form to continue treatment services. (Follow the format of Attachment 1)

3.6.4. Special Reports. Each polygraph and/or plethysmograph performed by the Contractor shall be followed by a report submitted to the SCSO within fourteen (14) business days. The report shall include a clinical interpretation of the results with recommendations for adjustments to the supervision strategy.

3.6.5. Weekly Progress Notes. The Contractor shall maintain weekly progress notes for each offender. The notes shall be maintained in the SOAP format and must contain an entry for each of the following areas:

Subjective, Objective, Assessment, and

Plan/Prognosis

Each weekly progress note must be signed and dated by the Contractor and must be maintained in the offender treatment file with the most recent note on top.

3.6.6. Appointment Verification . The Contractor shall maintain an attendance log signed by the offender(s).

The attendance log shall be submitted weekly to the SOTA.

3.6.7. Monthly Progress Reports. No later than the fifth (5

th

) business day of each month, the Contractor shall submit written monthly reports on the progress of each offender receiving treatment. Monthly progress reports shall be grouped according to the Supervision Team, identified on the authorization form. At a

A - 16 minimum, the Monthly Progress Report should contain:

Discuss the offender’s adjustment and response to treatment, Progress toward meeting goals/objectives identified in the treatment plan, Other pertinent issues affecting treatment, Any problems encountered during the month, An attendance log, to include any missed appointments

Date of service, Number of sessions provided, (i.e., individual, group, etc.)

3.6.8. Monthly Status Reports. No later than the fifth (5

) business day of each month, the Contractor shall submit written monthly status reports to summarize program activity and inform the Government of significant events, problems, and changes associated with the progress of work. Monthly status reports shall be grouped according to the Supervision Team, identified on the authorization form. At a minimum, the Monthly Status

Report should contain:

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

A brief statement of any job injuries or medical emergencies

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

Notification of all staff changes

3.6.9. Discharge Staffing. No later than thirty (30) business days prior to the completion of the treatment program, the Contractor shall conduct a discharge staffing. The Contractor shall coordinate this staffing with the CSO and the offender. The discharge staffing shall include a review of the offender’s progress on the treatment plan and recommendations for the next phase of treatment. The Contractor shall develop a written comprehensive aftercare/relapse prevention plan for each offender that summarizes the results of the discharge staffing and outlines recommendations for further treatment services.

3.6.10. Aftercare/Relapse Prevention Plan. No later than thirty (30) business days prior to completion of the program, the Contractor must develop a written comprehensive aftercare plan for each offender that summarizes the results of the discharge planning staffing and outlines the strategies the offender must utilize to minimize the risk of re-offending.

3.6.11. Discharge Report. No later than the date of discharge, the Contractor must develop a written discharge report. The discharge report must contain:

Offender’s name;

The referral date;

The date of the discharge staffing;

The persons in attendance for the discharge staffing;

The discharge date;

The length of stay in the program;

Reason for discharge;

A summary of the overall treatment experience;

An aftercare/relapse prevention plan (including any required booster sessions); and

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

This discharge report must be forwarded to the CSO no later than ten (10) calendar days after discharge. The method for which this information is transmitted shall be coordinated with the COR.

3.6.12. Compliance Problem Report – Within 24 hours of each occurrence (or on the next business day), the

Contractor shall notify the CSO of any non-compliant behavior demonstrated by the offender. The notification shall be in writing and must include the date, time, a description of the behavior observed and the action taken by the Contractor in response. The report must be signed and dated by the reporting individual. The method for which this information is transmitted shall be coordinated with the COR. Examples of non-compliant behavior include, but are not limited to, intoxication, suspicion of drug use, anti-social behavior, and lack of adequate participation in required treatment.

The Contractor shall report to the CSO within 24 hours (or on the next business day) evidence or likelihood of an offender’s increased risk of re-offending so that behavioral monitoring activities may be increased.

3.6.13. Non-Compliance – Discharge Report. The Contractor shall discharge any offender who misses three consecutive unexcused treatment sessions. The discharge shall occur after the completion of a treatment session with the offender and the CSO/SCSO. A written discharge report must be prepared and forwarded to the CSO within ten (10) work days; however, telephone contact must occur within eight (8) hours of the incident. The method for which this information is transmitted shall be coordinated with the COTR. The discharge report should be in narrative form and address the following:

The offender’s name, The referral date, The discharge date, The length of time in the program, A description of the circumstances under which the offender was discharged (including the dates of the missed sessions), The name of the CSOSA staff person to whom the incident was reported, and

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

3.6.13.1. The Contractor shall notify the CSO and SCSO via telephone prior to discharging any offender for any other act of non-compliance. Upon receiving the CSO’s concurrence, the Contractor shall discharge the offender and prepare a report as described above. A copy of the discharge report must be maintained in the offender’s treatment file.

3.6.14. Unusual Incident Report. The Contractor shall report unusual incidents to the Government via telephone within eight (8) hours, and in writing within five (5) calendar days of each occurrence. Incidents involving a particular offender must be reported to the CSO and the COR. All other incidents must be reported to the COR only. The method for which this information is transmitted shall be coordinated with the COR. An unusual incident is an event that affects staff (Government or Contractor) or offenders which significantly differs from the regular routine or established procedures. Examples include but are not limited to:

Death

Injury

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Physical, sexual or verbal abuse of an offender by staff or other residents

Staff negligence

Fire

Theft

Destruction or loss of property, or sudden, serious problems in the facility

Complaints from the offender or his/her family

Requests for information from the media/press, attorneys or Government officials outside of CSOSA

Offender behavior requiring attention of staff not usually involved in their care

(hospitalization, etc.)

3.7. CERTIFICATION AND ACCREDITATION REQUIREMENTS

The Contractor shall maintain certification by the licensing body or board for the health occupation in the state where the contractor is licensed to practice.

Certification shall be maintained throughout the contract period of performance and shall comply with any subsequent revisions or additions to certification requirements.

The Contractor shall follow state, county and local requirements for licensing, and all other applicable regulations as it relates to the work being performed under the contract.

3.8. CONTRACTOR PERSONNEL REQUIREMENTS/QUALIFICATIONS

3.8.1. Personnel Requirements. The Contractor personnel shall consist of, at a minimum, one (1) clinical supervisor and counselors/case managers to ensure a caseload ratio not to exceed 25:1 for offenders. The

Contractor shall submit a complete personnel/organizational chart including names and titles of all personnel within five (5) calendar days after contract award.

3.8.2. Personnel shall have the required state licensure and shall be in good standing as a physician, psychologist, clinical social worker, professional counselor, marriage and family therapist, or clinical psychiatric nurse specialist.

3.8.3. Personnel shall have completed within the past five (5) years a minimum of 1000 hours of clinical experience specifically in the areas of evaluation and treatment of sex offenders, at least half of which shall have been face-to-face therapy with adult convicted sex offenders. Such clinical experience may have been obtained while seeking licensure or after obtaining licensure.

3.8.4. Clinical Supervision. The Contractor’s personnel shall receive regular clinical supervision by the clinical supervisor. This supervision should be evidenced by signatures of the clinical director on 20% of all cases managed by each personnel.

3.8.5. Criminal Background Check. The Contractor shall ensure that personnel (direct and indirect), do not have a criminal record of felony convictions within the last five (5) years. Evidence of the background check and results shall be maintained in the Contractor’s personnel files.

3.8.6. Personnel Records. The Contractor shall maintain documentation that verifies that personnel possess adequate training to perform the duties for which they are assigned and meet all applicable requirements for

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3.8.6.1. Personnel file shall contain, at a minimum, a resume, a position description, the tour of duty, copy of the background investigation, copies of all applicable degrees, current licenses, and certificates, and a log of annual training received.

3.8.7. The Contractor shall orient and express to personnel involved in the performance of the services of the requirements of the contract, including but not limited to offender confidentiality, documentation, reporting requirements, and policies and procedures. Personnel records should annotate that personnel have been provided an orientation and overview of the contract requirements.

3.8.8. Personnel Changes. The Contractor shall notify the Government of all personnel changes on a monthly basis via the monthly status reports (Reference paragraph 3.6.8).

3.8.9. Training. Contractor personnel shall receive at least 20 hours of job-related training per year, ten (10) of which must be provided by an external trainer.

3.8.10. Contractor Personnel Policy. The Contractor shall have written personnel policies, available for review by the Government, including but not limited to:

Orientation

Staff training and development

Affirmative action

Standards of employee conduct

Grievance and appeal procedures

Employee performance evaluations

Benefits

Holidays

Leave

Hours of work

Disciplinary procedures

Termination

Resignations

3.8.11. Language Requirements. Contractor personnel shall be able to clearly speak, read, write and understand English; and, shall be able to fulfill, completely and clearly, the reporting requirements of the

3.8.12. The Contractor, or designated qualified personnel, and any substitute(s), shall be able to effectively communicate with all Government and non-Government personnel and shall have full authority to act for the

Contractor on all contractual matters relating to the provision of the services required by the contract; and, to receive, accept and sign for any notices, inspection reports and all other correspondence on behalf of the

Contractor from the Contracting Officer or COR.

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3.8.13. The Contractor, or designated qualified personnel, shall return calls to the COR within ONE (1) hour of being contacted and shall provide the COR his/her cellular phone and an e-mail address to be reached during normal business day hours.

3.9. Government-Furnished Translator. In the event the Contractor is required to provide treatment services to an offender needing a translator, the Government will obtain the services of a translator. The Government will confirm the availability of the translator with the Contractor. The Contractor shall provide, at a minimum, 24 hour notice of any schedule changes for the translator services. Failure to provide this notification can result in increased cost to the Government for the translator services.

3.10. Documentation. The Contractor shall provide information requested in the Treatment Provider

Application (See Attachment 3; duplicate as necessary) for each individual providing direct services under the contract.

3.11. Conflict of Interest. The Contractor shall not employ any person who is an employee of the United

States Government if that employment would or would appear to cause a conflict of interest.

3.12. Kick-Off Meeting. The Contractor shall attend a Kick-Off Meeting with the Contracting Officer’s

Representative (COR) no later than three (3) business days after the date of award. The purpose of the Kick-Off

Meeting, which will be chaired by the COR, is to discuss technical and contracting objectives of the contract.

The Kick-Off Meeting will be held at the Government’s facility.

4.0. DELIVERABLES

The Contractor shall submit the following Deliverables in the format, content, and schedule as outlined in the table below; and, via the following electronic media, MS Word, when applicable. The format shall be PC compatible and submitted via email (preferred method) to the Contracting Officer, Contract Specialist, and the

COR.

DELIVERABLE FREQUENCY DATE REQUIRED

Subcontracting Plan pursuant to FAR Subpart 19.704

As needed With Proposal

Assessment Report and

Treatment Plan

See paragraph 3.6.3.

Special Report(s) See paragraph 3.6.4.

Monthly Progress Report(s) Monthly No later than the 5 th business day of each month.

Monthly Status Report(s) Monthly No later than the 5 th business day of each month

Discharge Staffing See paragraph 3.6.9.

Aftercare/Relapse

Prevention Plan

See paragraph 3.6.10.

Discharge Report(s) See paragraph 3.6.11.

Compliance Problem

Report/Non-Compliance –

Discharge Report

See paragraph 3.6.12; 3.6.13.

Unusual Incident Report See paragraph 3.6.14.

Invoice Monthly Not later than the 10 of every month for

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5.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

5.1. General: The quality control program is the driver for the service quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a

“self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

5.2. Contractor QC Plan. The Contractor shall establish, develop, submit and maintain and implement a complete QCP delineating the contractor’s QC program /inspection system to monitor and control their performance of services, in accordance with Section 4.0, Deliverables, of the PWS to ensure that the requirements of the contract are performed and provided in accordance with the PWS, established standards and with commonly accepted commercial practices. After initial approval, if the plan is updated or changed, it shall be resubmitted to the Contracting Officer and COR for approval.

5.3. QC Program/Inspection System. The QC System shall encompass all functions of the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis with the title of the individual conducting the inspection. The contractor shall develop and implement quality control procedures addressing areas specified in the PWS and implement procedures to identify, prevent and ensure non-recurrence of defective services. The QC system shall be designed to keep the Contractor's management and CSOSA informed of all issues affecting quality to include timely and effective corrective action for all deficiencies.

The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number corrective action taken as appropriate.

5.4. Contents of the QC Program/Inspection System. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in the Performance Requirements Summary (PRS) of the

Government Quality Assurance Requirements. The inspection system shall include, but is not limited to, the following:

I. Introduction to the Quality Control System:

A. Background and Rationale for the system

B. Objectives in using Quality Control

C. Successes with and updates for the System

II. Quality Control Process for Sex Offender Treatment Services:

A. Steps and Flow Diagram - Includes checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations.

B. Inspection Procedure - Includes checklists used by the contractor, identifying the items, frequency, conformance indicators and actions taken if nonconformance found covering all the service requirements of this contract.

C. Means of Identifying and Resolving Problems –

D. Roles and Responsibilities

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III. Specific Quality Control Functions:

A. Supervision of Services covering all the requirements of this contract.

B. A file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be available to the COR/Contracting Officer during the term of the

NOTE; The COR will approve any changes to the Quality Control Plan, to be submitted by the Contractor prior to the Contractor implementing them. If the COR perceives such changes to be other than minor, approval by the Contracting Officer is necessary.

5.5. Performance Evaluation. The Contractor’s performance will be evaluated to determine whether or not they meet the PWS of the contract. When the performance standard of the contract is not met, the Contracting

Officer will issue a deficiency report to the Contractor. The Contractor shall respond to the deficiency report within 5 calendar days of receipt. The Contracting Officer shall take the appropriate measures according the

FAR Clause 52.212-4 “Contract Terms and Conditions-Commercial Items” if the services are not as contracted for. If a deficiency report is issued, the Contractor’s payment for the month in which the performance in question occurred will be calculated as stated in the PRS.

5.6. Performance Evaluation Meeting. The Contractor will be required to meet with the COR the first month of the contract. Thereafter, meetings will be held as often as necessary, as determined by the COR. However, if the contractor requests, a meeting will be held whenever a Contract Discrepancy Report is issued. The written minutes of these meetings will be prepared by the COR and shall be signed by the Contractor and the COR, and whoever else is in attendance. Should the Contractor not concur with the minutes, the Contractor shall so state any areas of non-concurrence, in writing, to the COR/Contracting Officer within ten (10) calendar days of receipt of the signed minutes

6.0 GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS

6.1. Fundamental Government Responsibilities. The Contracting Officer’s Representative (COR) is responsible for representing the Contracting Officer in all facets of the services. The COR will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept on behalf of the Contracting Officer.