RFQ_Violence_Reduction_Program_15_Q_0179_to_FBO.docx

Combined Synopsis/Solicitation

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, using FAR Part 13 Simplified acquisition procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is CSOSA-15-Q-0179 and is issued as a Request for Quote (RFQ).

The Court Services and Offender Supervision Agency (CSOSA), on behalf of the CSOSA Re-entry and Sanctions Center intends to acquire Violence Reduction Program Aftercare Group Session Services. This procurement will be a 100% Small Business Set-A-Side. The NAICS Code is 611710 and the size standard is 100 employees. Responses shall be in accordance with the RFQ CSOSA-15-Q-0179, CLIN 0001 thru 4001. The Period of Performance will be One Base Year of Twelve (12) Months plus Four (4) One Year Option Periods beginning on or about SEPTEMBER 28, 2015 through SEPTEMBER 27, 2020. Delivery of Services will be to the designated addresses in the RFQ. Delivery will be FOB Destination.

The following provisions are applicable to this acquisition: FAR 52.212-1 Instructions to Offerors – Commercial Items; FAR 52.212-3 Offeror Representations and Certifications – Commercial Items; FAR 52.212-4 Contract Terms and Conditions -- Commercial Items; and 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (note: as of 1 January 2005, offerors are required to enter their representations and certifications on line at http://federalcontractregistery.com); FAR 52.212-2 Evaluation – Commercial Items. Contract evaluation and subsequent award shall be based on the best overall (i.e. BEST VALUE) proposal that is determined to be most beneficial to the Government, with appropriate consideration given to four (4) evaluation factors on a trade of basis: Factor 1 - Technical Capability – Sub-Factor 1.1. Personnel Approach; Sub-Factor 1.2.- Technical Approach to Execute the Tasks as stated in Section 2.8 and 2.10;. Factor 2 –Past Performance, and Factor 3 – Price. The Request for Quote (RFQ) can be obtained from the FedBizOps web page.

Responses to this Combined Synopsis/Solicitation must be signed, dated, and received via electronic mail by August 7, 2015 no later than 2:00PM Eastern Time at The Court Services and Offender Supervision Agency (CSOSA), Office of Procurement, 633 Indiana Ave., NW Washington DC 20004. Responses should be marked with the solicitation number and addressed to Gregory E. Young, Sr. Contract Specialist. Vendors not registered in the Systems For Awards Management (SAM) database prior to award will not be considered. Vendors may register with SAM by calling 1-800-985-7658 or register on line at http://www.SAM.gov

No information, questions concerning this RFQ or request for clarifications will be provided in response to telephone calls. Formal communications such as requests for clarification, information or questions concerning this RFQ shall be submitted in writing via email only to: Gregory E. Young, Sr. Contract Specialist, at Gregory.Young@csosa.gov.

It is the sole responsibility of the offeror to review the FedBizOps site for any amendments or updates.

SECTION 1 SUPPLIES OR SERVICES AND PRICES/COST

1.1 Schedule of Services

Base Period: Month xx, 2015 through Month xx, 2016

VRP Aftercare sessions @ $ per session Alumni Group Sessions @ $ per session VRP Community Service @ $ per session VRP Life Coaching Training @ $ per session

Session

Option Period One (1): Month xx, 2016 through Month xx, 2017

VRP Aftercare sessions @ $ per session

VRP Community Service @ $ per session VRP Life Coaching Training @ $ per session

Option Period Two (2): Month xx, 2017 through Month xx, 2018

VRP Aftercare sessions @ $ per session

VRP Community Service @ $ per session VRP Life Coaching Training @ $ per session

Option Period Three (3): Month xx, 2018 through Month xx, 2019

VRP Aftercare sessions @ $ per session

VRP Community Service @ $ per session VRP Life Coaching Training @ $ per session

Option Period Four (4): Month xx, 2019 through Month xx, 2020

VRP Aftercare sessions @ $ per session

VRP Community Service @ $ per session VRP Life Coaching Training @ $ per session

SECTION 2 DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

2.1 Agency Mission

The Court Services and Offender Supervision Agency (CSOSA) is an independent, executive branch Federal Agency, established under Section 11232 of the National Capital Revitalization and Self-Government Improvement Act of 1997. The Act effectuated the reorganization and transition of functions relating to pretrial services, parole, adult probation and offender supervision in the District of Columbia to a Federal arena. The mission of the CSOSA is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community.

2.2 Scope of Work

The Contractor shall provide all necessary labor, supervision, materials, and supplies to provide, group intervention services at the Court Services and Offender Supervision Agency’s (hereinafter referred to as the Government) locations.

2.3 Violence Reduction Program (VRP) Background

(a) The Violence Reduction Program (VRP) is a programmatic intervention that blends best practices from the literature – such as cognitive behavioral therapy and mentoring – into a three-phase treatment intervention for men, aged 18-35 with histories of violent, weapons, and/or drug distribution convictions. The goal of the Violence Reduction Program is to help offenders:

· Develop non-violent approaches to conflict resolution.

· Increase problem-solving skills.

· Adopt communication styles that improve social skills.

· Establish an alternative peer network by promoting pro-social supports and accountability networks.

· Learn and apply skills to regulate anxiety.

(b) Each year, CSOSA organizes up to eight cohorts of approximately 15-25 offenders to participate in Violence Reduction Program Groups. Offenders are referred to VRP cohorts based on their residence in or near four Washington, DC neighborhoods: Columbia Heights, Marshall Heights, Congress Heights, and a fourth area to be named in FY 2007.

Phase I: Assessment and Treatment Readiness (6 weeks)

· Offenders receive comprehensive psychological and educational assessments to determine program suitability.

· Offenders attend weekly treatment readiness sessions that introduce them to the cognitive-behavioral intervention model.

Phase II: Cognitive Behavioral Therapy (12 weeks)

· Offenders participate in cognitive behavioral therapy (Controlling Anger & Learning to Manage It – CALM).

· CALM is a 24-session group training program intended to reduce anger, violence, and emotional loss of control in males with a history of these challenges.

· CALM employs psycho-educational instruction, role-plays, discussions, practical exercises, and homework assignments to convey new knowledge and skills to participants.

Phase III: Aftercare and Community Reintegration

· Offenders must participate in up to six (6) weekly aftercare groups per cohort.

· Offenders may choose to continue to participate in up to twelve (12) VRP alumni groups.

· “Community Life Coaches” volunteer to guide offenders as they navigate their neighborhoods, while reinforcing use of relaxation and stress management techniques and cognitive skills acquired during CALM.

· Offenders continue to learn and practice valuable stress reduction and relaxation techniques.

· Offenders complete community service projects to repair the harm caused by crime.

2.5 Specific Contract Tasks

(a) The contractor shall provide all labor, material, equipment and facilities (unless otherwise stated herein) to conduct over a 12-month performance period the Specific Tasks described in detail below. In broad terms, the Contractor shall

· Recruit and train Community Life Coaches.

· Facilitate VRP aftercare support groups consisting of offenders and Community Life Coaches.

· Develop and deliver a curriculum for support groups designed to promote a pro-social, long-term relationship between individual Community Life Coaches and offenders. Community Life Coaches will serve as natural points of support for offenders in avoiding a return to high-risk behavior, situations, and or locations in the community. The contractor may invite and schedule community-based organizations or other presenters to attend aftercare groups. The resources offered by guest presenters should be relevant to the aspirations and desires of offenders in the aftercare groups. Guest presenters may also include an individual to teach stress reduction and relaxation techniques to offender cohorts.

(b) Specific Tasks

· Recruit a minimum of eight (8) individuals who can serve as Community Life Coaches for each group of offenders in the Violence Reduction Program.

· Conduct up to eight (8) training sessions for volunteer Community Life Coaches who will engage in one-on-one mentoring. The Government anticipates each training session will be two hours in length and require one hour of preparation/administrative time.

· Provide the Government a curriculum describing the topics and learning objectives for volunteer Community Life Coach training sessions.

· Facilitate up to forty-eight (48) weekly aftercare group sessions at the VRP program site(s) for which the contractor is responsible. The Government anticipates assigning the Contractor to deliver six consecutive aftercare sessions for each cohort of Violence Reduction Program participant. The Government anticipates delivery of the Violence Reduction Program to 8 cohorts per 12 month period. The Government anticipates each aftercare session will be two hours in length and require one hour of preparation/administrative time.

· Provide the Government a curriculum describing the topics and learning objectives to be delivered in 6 aftercare sessions for each Violence Reduction Program cohort.

· Facilitate up to twelve (12) monthly VRP alumni groups at the VRP program site(s) for which the contractor is responsible. The Government anticipates each training session will be two hours in length and require one hour of preparation/administrative time.

· Work with each cohort of offenders to engage in a community service project that serves as a symbolic act of restoration to the community. Over the course of 12 months, the government anticipates that the contractor will facilitate up to eight (8) community service projects.

· Provide monthly reports of Community Life Coach engagement with offenders outside group sessions.

(c) Performance Requirements Summary

(Unless noted otherwise below, delivery dates for each item shall be determined by the COR after award)

Submit a description of the topics covered to the COR within one week of each session.

Submit a description of the topics covered to the COR within one week of each session.

Work with each cohort of offenders to engage in a community service project that serves as a symbolic act of restoration to the community. Over the course of 12 months, the government anticipates that the contractor will facilitate up to eight (8) community service projects.

Submit a sign-in sheet to the COR within one week of each session, listing of all events with names of participants who attended each participant’s role (Community Life Coach or VRP participant), time, date, and location.

Submit a description of the topics covered to the COR within one week of each session.

2.6 Required Resources

(a) Government Furnished Property: The Government will provide group space for Life Coach training sessions and up to forty-eight (48) VRP aftercare group sessions.

(b) Contractor Furnished Property: The Contractor shall identify and facilitate up to ten (10) monthly VRP alumni group sessions at a non-CSOSA location in or near the VRP site. The Contractor must submit and receive approval from the COR prior to the use of the site.

2.7 Participation in CSOSA-Sponsored Training

(a) To ensure CSOSA’s compliance with various accrediting bodies, the Contractor Program Manager or equivalent shall attend annual CSOSA-sponsored training.

(b) Upon request of the Government’s COR, the Contractor Program Manager or equivalent shall attend/complete CSOSA-sponsored training during each fiscal year. Training topics may include IT security, safety/security, program regulations, etc.

(c) The Government’s estimated need for Contractor attendance in mandatory training is approximately eight (8) hours per year, which may be completed in one session or may be completed over the course of a number of smaller sessions.

2.8 Compliance with Federal, State and Local Regulations

(a) The Contractor shall ensure that all personnel assigned to the contract adhere to the Government’s schedule, policies and operational procedures. Copies of the Agency Policies and the assigned operational procedures will be made available to the contractor upon request.

(b) The Contractor shall provide services in compliance with all federal, state and local laws, regulations and professional standards that relate to the provision of psychological services in a residential facility. The Contractor and contract personnel shall comply with all the requirements of the Health Insurance Portability and Accountability Act of 1996 as amended (HIPAA) regulations and the requirements of 42 CFR part 2 (Confidentiality of Alcohol and Drug Abuse Patient Records), DC Office Code §§ 7-1201.01 eq. seq (D.C. Mental Health Information Act), and D.C. Official Code §§ 7-302 and §§ 7-1605 (HIV/AIDS) Cancer Confidentiality.

(c) The Contractor shall also comply with confidentiality and training standards defined by the American Correctional Association (Adult Community Residential Services, 4th edition) for RSC only, the Commission on Accreditation of Rehabilitation Facilities (CARF), and the American Society of Addiction Medicine (ASAM).

2.9 Contractor Personnel Qualifications

All contractors and/or contract personnel selected for this contract shall be professionally qualified and personally reliable. All contractors and/or contract personnel shall:

(a) Possess at least one year experience working with, coaching, mentoring, and motivating personal change among adult men and women with past or repeat criminal history(ies).

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

(c) Be at least 21 years of age and must be able to withstand physical demands of the job and capable of responding to emergency situations.

(d) Be able to clear the Government’s background investigation.

(e) Be able to speak, read, and write the English language fluently.

(f) Be a graduate of an accredited institution.

(g) Have the requisite educational and professional experience outlined for the positions and services that they wish to provide.

(h) Follow federal, state, county and local requirements for licensing, certification, and credentialing and all other applicable regulations regarding provision of services described in this solicitation.

(i) Maintain licensure, certification and credentialing throughout the contract period of performance and shall comply with any subsequent revisions or additions to the standards for medical, mental health, or therapeutic service providers.

(j) Be deemed drug free by the Government before being hired to perform services under this contract, and

(k) Submit to pre-employment, random, and reasonable suspicion drug testing by the Government. All contract personnel shall be drug-free before being hired to perform services and shall remain drug-free throughout the provision of services under the contract.

2.10 Physical Standards

(a) Physical Demands: The work requires frequent and prolonged walking, standing and sitting. Physical stamina in all of its forms (mental, climatic, etc.) is a basic requirement of this position.

The Contractor and/or assigned contract staff that are either found or suspected to be suffering from a communicable disease, disorder, or respiratory problem shall be prohibited from providing services under this contract.

2.11 Other Services

The contractor shall provide only the services in the amount and quantity identified in this solicitation. If services are required that are not in the scope of this solicitation or the Government requires temporary addition of services, the contractor shall obtain prior approval from the Contracting Officer before providing any services.

2.12 Drug Testing Requirements

All contract personnel assigned to the contract will be subject to pre-employment, random and reasonable suspicion drug tests by the Government. The assignment of all contract personnel shall be contingent upon his/her successful completion of the background investigation, drug testing, and tuberculosis testing requirements. All contract personnel, upon award, shall sign the “Consent to Release Information Form” that authorizes the Government to obtain the results from their drug tests, as a condition of assignment to the contract. An individual assigned to the contract or an applicant who has a verified positive drug test and/or tuberculosis test, refuses to be tested, attempts to alter or substitute the specimen, fails to appear for testing without an approved deferral, (which constitutes refusal to test), or who refuses to sign the “Consent to Release Information” form shall be immediately removed and/or disqualified from providing services under the contract.

2.13 Contractor Performance Standards

(a) General:

A minimum standard of performance is set forth below to provide guidance for contractors in maintaining suitability to perform services within the Re-entry and Sanctions Center Program.

(b) Responsibilities:

· The Contractor cannot subcontract any of the contract requirements specified herein without the express, written consent of the Government.

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

· 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. Failure to do so may constitute contractor nonperformance.

(c) Contractor’s and Contractor’s Personnel Standards of Conduct

(1) CSOSA is a law enforcement Agency and therefore requires a degree of public trust and confidence. Although CSOSA contractors and contractor personnel are not employees of the Federal Government, they shall be required follow and comply with standards of conduct. All contractor personnel shall demonstrate following minimum standards of conduct set forth in 5 C.F.R. PART 2635.101 and CSOSA Policy Directive PS 1106. Both document are incorporated into this solicitation by reference and shall be made available to the contractor upon request.

(2) In 5 C.F.R. PART 2635.101, there is guidance on developing a standard for the contractor and contract employees. Also, a minimum code of conduct is set forth below to provide guidance in achieving a greater individual standard. Contractors and contract personnel assigned to the contract shall:

· Be courteous and demonstrate good manners toward all Government employees, offenders/defendants and the public.

· Maintain a respectful and helpful attitude in all endeavors.

· Maintain a neat, clean, and businesslike appearance and comply with dress standards while on duty.

· Report to work physically fit and mentally alert. If feeling otherwise, make appropriate notification to the appropriate supervisor and request necessary relief or instructions.

· Report any circumstances that may adversely affect performance on a particular assignment to their immediate supervisor, prior to the assignment.

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

· Not engage in discussions concerning CSOSA internal matters, policies, grievances, or personalities; or in discussions of financial, personal, or family matters with CSOSA employees, family members, the public, or any known associate of the above not entertain, socialize, or enter into the business arrangements with, nor give legal advice or grant special favors to, CSOSA employees, offenders/defendants, family members, and friends of the above.

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

· Not accept or solicit gifts, favors, or bribes in connection with official duties.

· Not allow Government employees, offenders/defendants, or their family members and friends into their home or living quarters (temporary or permanent) of such contractor or contractor personnel.

· Not visit the duty site during non-duty hours or allow family members and friends to visit the duty site or other operational areas. An exception must be requested in writing and approved by the COR.

· Not gamble or enter into games of chance with offenders/defendants or Government employees. Not gamble or unlawfully bet or promote gambling on Government owned or leased premises.

· Not disclose any official information, except to the COR or authorized senior official, or make any news or press releases. Press inquiries must be brought to the attention of the COR. This does not prohibit protected whistle blowing activities or protected union activities.

· Refrain from discussions concerning duty assignment, particularly manpower, security precautions, or procedures, except with those persons having a need to know.

· Comply with applicable laws both on and off duty.

· Not knowingly give false or misleading statements or conceal material facts in connection with employment, promotion, travel voucher, any record, investigation, or other proper proceeding.

· Not discriminate against or sexually harass members of the public, the judiciary, and other employees or engage in any prohibited personnel practices.

· Ensure that financial obligations are met.

· Not use official identification for other than official purposes.

· Abide by all ethical standards of CSOSA applicable to agency employees regarding conflict of interest, outside activities, gifts and use of federal property. Not accept or solicit gifts, favors, or bribes in connection with official duties.

· Not bid on or purchase in any manner, directly or through an agent, any property being offered for sale by CSOSA or by others serving on behalf of CSOSA.

· Refrain from any activity that would adversely affect the reputation of CSOSA.

· Avoid personal and business associations with persons known to be convicted felons or persons known to be connected with criminal activities. This does not apply to immediate family members so long as notification is made to the COR and CSOSA’s Office of Security. It is the responsibility of the Contractor to report any relationship (including friendships, family relationships (i.e. relatives), spouses/cohabitants, parental relationships, etc.) with a known offender/defendant immediately to the Contracting Officer and COR.

· Avoid any criminal, infamous, dishonest, immoral, or notoriously disgraceful conduct; habitual use of intoxicants or non-prescription drugs to excess.

· Not operate a Government vehicle, or any other vehicle while on Government business, in an improper manner or under the influence of intoxicants or drugs.

· Not misuse official authority, credentials, communications equipment, or weapon(s).

· Not make statements about agency employees or officials, or other contractors or contract personnel with knowledge of the falseness of the statement or with reckless disregard of the truth.

· Report violations of prescribed rules, regulations and any violations of statute or law to appropriate supervisor and/or the COR.

· Not violate security procedures or regulations.

· Not close or desert the group/client meeting prior to scheduled closure unless directed to do so or permission is received from the COR.

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

· On occasions, the contractor or contractor personnel may be required to follow specific directions or guidance from the COR. The contract or contractor personnel shall to the best of their ability carry out the direction or guidance. Any specific direction or guidance receive that the contractor considers outside the scope of this contract shall be reported to the contracting officer immediately.

· Do not possess, use, lose, damage, or otherwise take Government property or the property of others without authorization of the COR.

· Conduct only official business on Government property.

· Refrain from neglecting duties. This includes sleeping on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the therapeutic program services.

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

· Answer and make only official business calls on telephones located at official posts.

2.14 Work Restrictions

(a) The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, as described and shall take such disciplinary action against its employee as may be necessary. All contractors are expected to adhere to standards of conduct that reflect credit on themselves, their employer, CSOSA, and the Government. The Government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the performance standards defined in this solicitation and the Contractor shall initiate immediate action to replace that employee to maintain continuity of services at no additional cost to the Government.

(b) The Contractor shall not consume alcoholic substances on duty or a minimum of eight hours prior to reporting for duty.

(c) The Contractor shall not consume any controlled substances as defined in schedules I through V of section 202 of the Controlled Substances Act, 21, U.S.C. 812. If on medication, the Contractor shall be capable of performing the requirements of the contract.

2.15 Unforeseen Closures, Work Stoppage and Government Closures

Uncontrollable or unforeseeable circumstances such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fire, floods, epidemics, quarantine restrictions, inclement weather or special Federal or ceremonial events may cause the Government to close. Under such circumstances, the Government will not pay for un-worked hours.

2.16 Overtime and Holidays

(a) Overtime

The Government does not expect the contractor to perform overtime hours as a result of this contract; however, if at any time during the performance of the contract the contractor identifies a need to perform overtime hours, the contractor shall obtain prior approval by the Contracting Officer before performing overtime work.

(b) Holiday Coverage

The Contractor must establish a standard holiday schedule that exactly coincides with the Government’s schedule for employees working on Government sites. Holidays observed are listed in section 5.8. Holidays and other non-work days are not billable unless work is requested by the Government and performed on those days.

2.17 CSOSA Security

(a) The Contractor agrees to adhere to all regulations prescribed by the Government in regards to the safety and security of the CSOSA facility, staff, and the offenders/defendants.

(b) The Government requires all Contractors to sign in and out of the RSC for security reasons. Additionally, the Contractor shall submit to a background investigation and drug testing; and attend a training orientation program prior to assuming duties. All contract personnel that provide services shall have a complete background investigation conducted. The following investigative procedures shall be applied and the appropriate forms completed before an individual is permitted to work:

National Crime Information Center (NCIC) Check Name Check Fingerprint Check Law Enforcement Agency Checks Vouchering of employers over the past five years Resume/Personal Qualifications OMP -329-A (Authority for Release of Information) Completed Contractor Pre-Employment Form National Agency Check and Inquiries (NACI) check (if applicable); and Urinalysis (if the test is positive the contractor shall be disqualified from being awarded the contract).

(c) The contractor agrees to complete the required documents and undergo the above listed procedures. A contractor who does not pass the security clearances will be unable to perform services under the contract. The final determination and completion of the security investigation procedures will be made at the sole discretion of the Government. All persons are advised that a urinalysis test for the detection of illegal drug usage shall be performed. Any contractor testing positive shall be disqualified from performing under the resulting contract. Any contractor deemed not suitable by the Government’s requirements, will not be granted access to perform services under the contract.

SECTION 3 DELIVERIES AND PERFORMANCE

3.1 Place of Performance

The primary place of performance any CSOSA location, or as otherwise specified in the District of Columbia by the Government.

3.2 Time of Delivery

Time of delivery is crucial to performance of the contract. Any deviation from the delivery requirements by the Contractor shall be allowed only upon advance written agreement from the Contracting Officer. See Performance Requirements Summary for Deliverable Schedule in Section 2.5 ©, pages 5 & 6.

3.3 Notice to Government of Delays

In the event the Contractor encounters:

· difficulty in meeting performance requirements, or

· complying with the contract delivery schedule or completion date, or

· knowledge that any actual or potential situation is delaying, or threatens to delay, the timely performance of this contract, The Contractor shall immediately, but in no event later than three working days, notify the Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this data shall be informational only in character and that this provision shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under the contract.

SECTION 4 CONTRACT ADMINISTRATION DATA

4.1 Contracting Administration

(a) This contract will be administered by:

(b) Written communications shall make reference to the solicitation number and shall be mailed or emailed to the above address. The Contracting Officer listed above is the only person authorized to direct the Contractor and obligate the Government. The Contractor shall notify the Contracting Officer prior to providing any services that are outside of those required by the contract.

(c) Any actions taken by the Contractor outside the terms and conditions of the contract shall be deemed to have been at the Contractor’s convenience and therefore shall not obligate the Government to pay the Contractor for those efforts.

4.2 Contracting Officer’s Representative (COR)

(a) Upon award, the Contracting Officer will designate a Contracting Officer's Representative (COR) to coordinate the technical aspects of the contract and inspect services furnished hereunder; however, he/she shall not be authorized to change any terms and conditions of the resultant contract, including price.

(b) The COR is authorized to certify (but not to reject or deny) invoices for payment. The authority to reject or deny performance and associated invoice payment is expressly reserved for the Contracting Officer.

4.3 Appointment of Contracting Officer’s Representative (COR)

(a) The Contracting Officer may designate individuals to act as the Contracting Officer’s Representative (COR) under the contract. Such designation shall be by written letter of appointment. The appointment shall be for purposes of technical surveillance of work being performed under the contract.

(b) The COR will function as a liaison between the contractor and the Government. The presence or absence of the COR shall not be deemed to relieve the contractor from any requirement of the contract.

4.4 Invoicing

A. Invoices shall be submitted on a timely basis upon the completion of all services or the delivery of all items required by the contract or order. For contracts or orders requiring services or the delivery of items over several months, the contractor shall invoice on a monthly basis. Comment by Bryan Young: Greg will check against most updated languge in Procurement

All invoices should be sent electronically directly from the vendor to OFM to:

Invoices.mailbox@csosa.gov.

Simultaneously copy the COR: TBD Simultaneously copy the Contract Officer TBD

Invoices sent by vendors to locations, CORS or individuals other than OFM are not considered officially received by the Agency until actually received and date stamped by OFM.

B. The following information must be contained on the invoice:

1. Contractor Tax Identification Number.

2. Contractor Mailing Address.

3. Contractor Phone Number.

4. Date of Invoice.

5. Contractor Invoice Number (unique).

6. CSOSA Contract / Order Number.

7. CSOSA Contract Line Item Number (CLIN) or item number.

8. Description of services performed for or merchandise provided to CSOSA.

9. Detailed list of date(s) and hour(s) of services performed or merchandise provided to CSOSA.

C. The contractor must submit a separate invoice for every CSOSA contract / Order Number. The invoice must identify the specific Contract Line Item Number (CLIN) or item number for which the contractor is seeking payment under the contract or order. If the invoice covers multiple CLIN or item numbers, the invoice must identify specific amounts and activity applicable to each.

D. Each month the contractor must submit a report on the status of each contract employee that was cleared by CSOSA Security. This report must be submitted to the Contracting Officer at the same time as the monthly invoice and include the names of all contract employees working under this agreement. It must also include:

1. Contract Employee Name.

2. Start Date.

3. Status: Active, Back Up or Terminated from this contract with date terminated.

E. CSOSA is bound by the Prompt Payment Act (5 CFR Part 1315) to reimburse vendors on the 30th calendar day after a proper and valid invoice is officially received by the Agency. Invoices submitted without required information are not considered proper. If the invoice is disputed / rejected by CSOSA, the Contracting Officer’s Representative (COR) appointed to the contract or order will notify the contractor in writing of the dispute within seven (7) days of the CSOSA invoice official receipt date (the date stamped on the invoice by OFM). The COR’s dispute / rejection notification will identify the specific invoice items and amounts being disputed, reason the items or amounts are disputed, a reference to the specific terms of the contract which supports the government’s dispute and a request for an immediate explanation and / or corrected invoice. Properly disputed invoice amounts are not subject to late payment interest computations during the period of dispute.

F. Contractor inquiries concerning an invoice payment may be made to the COR at any time or to OFM thirty (30) calendar days after a proper invoice has been submitted. The contractor may make payment inquires to the OFM email address identified above in paragraph “A” or by calling the OFM Deputy Financial Manager at 202-220-5705.

G. Contractors must inform OFM of any changes in banking information using the OFM email address identified above in paragraph “A” or by calling the OFM Deputy Financial Manager at 202-220-5705.

4.5 Electronic Payment

Method of Payment

(1) Payments under the contract will be made by the Government by Electronic Funds Transfer (EFT) through the Automated Clearing House (ACH). If the Contractor declines use of EFT, the Contractor must submit to the Contracting Officer a written statement citing the reasons for such. The Government reserves the right to mandate payment by EFT, if the reasons provided are not acceptable to the Government.

SECTION 5 SPECIAL CONTRACT REQUIREMENTS

5.1 Type of Contract Anticipated

Upon award the type of contract anticipated is a Fixed Priced Contract.

5.1 Marking

The Contractor shall ensure that all reports, invoices and any official correspondence to the Government reference the contract number assigned at the time of contract award.

5.2 Schedule of Reporting Requirements

(a) The contractor shall comply with the reporting identified below and in accordance with the required delivery schedule.

(b) Delivery of Contract Requirements and Reports shall be delivered F.O.B. destination, to:

Court Services and Offender Supervision Agency Contracting Officer’s Representative 633 Indiana Avenue, Suite 1300 Washington, DC 20004

5.3 Government Contractor Relationships

(a) The Government and the Contractor understand and agree that the support services to be delivered under the contract by the Contractor are non-personal services and the parties recognize and agree that no employer-employee relationships exist or will exist under the contract between the Government and the Contractor and/or between the Government and the Contractor’s employees. It is, therefore, in the best interest of the Government to afford the parties a full and complete understanding of their respective obligations.

(b) Contractor personnel under this contract shall not:

(1) Be placed in a position where they are appointed or employed by a Federal employee, or are under the supervision, direction, or evaluation of a Federal employee.

(2) Be placed in a staff or policy making position.

(3) Be placed in a position of supervision, direction, or evaluation over CSOSA personnel, or personnel of other contractors, or become a part of a Government organization.

(c) Employee Relationship: The services to be performed under the contract do not require the Contractor or its employees to exercise personal judgment and discretion on behalf of the Government. Rules, regulations, directions, and requirements which are issued by CSOSA Management under their responsibility for good order, administration, and security are applicable to all personnel who enter a Government installation. This is not to be construed or interpreted to establish any degree of Government control which is inconsistent with a non-personal services contract.

(d) The Contractor will not be paid for performance of personal services. Therefore, in the event the Contractor or its employees are directed by any Government employee to perform work that the Contractor believes requires personal services, the Contractor shall immediately advise the Contracting Officer.

5.4 Security Requirements

(a) The Contractor agrees to adhere to all regulations prescribed by the Government in regards to the safety and security of staff and offenders/defendants. All Contractor personnel utilized under the contract shall submit to a Government background investigation prior to performing. The intent and purpose of the background investigation is to preclude the assignment of any individual who poses a threat to the Government or successful work completion due to past unlawful or inappropriate behavior. Contractor personnel must be U.S. citizens, or be lawfully permitted to reside in the United States and possess a valid work permit. The Contractor shall ensure that an individual does not begin work under the contract until the appropriate background checks are conducted and approved by the CSOSA Office of Security.

(b) At least 20 days prior to the anticipated award of the contract, the selected offeror must ensure that each individual assigned to this contract provides the following forms to the Office of Procurement within 10 business days after the interim security approval is granted. The following forms will be provided and must be completed:

(to be completed by Contractor Office if proximity card is needed. If proximity card is not needed, this form is not required)

(c) Derogatory information, falsification of any forms, or refusal to supply information and/or forms may be considered justification for immediate denial/removal of the individual. CSOSA has the right to request any additional information necessary to complete the investigation process. If contract personnel fail to provide any of the above information or cooperate with the CSOSA Office of Security he/she will be removed immediately.

(d) If an individual is terminated, resigns or for any other reason is no longer on the contract, the Contractor shall ensure that all previously issued Government equipment and material is retrieved from that individual and returned to the Office of Procurement within three (3) business days. The Contractor must notify the Office of Procurement, not later than the next business day that the individual is no longer working on the contract. In addition, by the next business day the Contractor will identify a replacement and provide the individual with the appropriate security forms listed above.

(f) Contractor personnel shall wear or display CSOSA issued identification at all times when performing work at a CSOSA facility. Contractor personnel shall not share/loan any CSOSA identification, all individuals assigned to this contract must report to the Office of Security immediately if their agency identification is lost/misplaced and/or stolen.

(g) Any individual who has been temporarily removed or resigned may be required to undergo another background investigation before resuming any position.

(h) By responding to the Government’s solicitation, the Contractor agrees to provide the requested information and cooperate with the above listed procedures. A Contractor who does not pass the security clearances will be unable to perform services under this contract. The final determination and completion of the security investigation procedures will be made at the sole discretion of the Government. Any contractor personnel deemed not suitable by the Government’s requirements will be denied access to perform services under the contract.

(i) Office of Personnel Management (OPM) Background Investigation: Contracts of 180 days or more must undergo a background investigation by OPM in addition to the CSOSA background checks. The Office of Security will provide the additional security forms required for initiation of the OPM background investigation. The contractor will ensure that each individual assigned to this contract provides the following forms to the Office of Security:

· SF-85P, Questionnaire for Public Trust Positions (web-accessible form- The Office of Security will provide the link for individuals to complete this form electronically.)

· OF 306, Declaration for Federal Employment

· FD 258, Fingerprint Cards

(j) If an individual is terminated, resigns or for any other reason is no longer working on the contract, the contractor shall ensure that all previously issued Government equipment and material (including government identification card, if one has been issued) is retrieved from that individual and returned to the CO immediately. The contractor must notify the CO immediately when an individual is no longer working on the contract. The CO must immediately notify the Office of Security and Office of Information Technology in writing so all electronic access can be promptly terminated. In addition, the Contractor shall coordinate with the CO or COR to identify a replacement if necessary. Replacements cannot start work until the Office of Security provides approval.

(k) Both the CO and the COR shall ensure that all contractor employees who provide services under the contract have been approved by the Office of Security.

(l) Contractor personnel shall wear or display CSOSA issued identification at all times when performing work at a CSOSA facility. Contractor personnel shall not share or loan any CSOSA identification. All individuals assigned to this contract must report the loss or misplacement of agency identification immediately to the Office of Security.

(m) Any individual who has been temporarily removed or resigned may be required to undergo another CSOSA background check before resuming work.

(n) By responding to the Government’s solicitation, contractor personnel agree to provide the requested information and cooperate with the above listed procedures. Any contractor personnel that do not obtain a favorable adjudication for the CSOSA background check or OPM background investigation will be unable to perform services under this contract. The final adjudicative determination will be made at the sole discretion of the Government. Any contractor personnel deemed unsuitable for employment will be unable to perform services under this contract.

5.5 Indemnification

(a) Hold Harmless and Indemnification Agreement

The Contractor shall be solely liable for and expressly agrees to indemnify the Government with respect to any liability-producing acts or omissions by its employees or agents. Specifically, the Contractor shall save and hold harmless and indemnify the Government against any and all liability claims, and cost of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any Contractor equipment or property or property owned by a third party occurring in connection with, or in any way incident to or arising out of the occupancy, use, service, operation, or performance of work under the terms of this contract, resulting in whole or in part from the acts or omissions of the Contractor, any subcontractor, or any employee, agent, or representative of the Contractor or subcontractor.

(b) Government Liability

The Government shall not be liable for any injury or damages to the Contractor’s or subcontractor’s personnel or damage to the Contractor’s or subcontractor’s equipment or property resulting from the delivery of Medical Services under this contract unless such injury or damage is due to negligence on the part of the Government and is recoverable under the Federal Torts Claims Act, or pursuant to other Federal statutory authority.

5.6 Contractor Personnel

(a) Contract employees must be U.S. citizens or be lawfully permitted to reside in the United States and have possession of a valid work permit.

(b)…