CSOSA-17-R-0026_Solicitation_-_4-25-17.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

TMT170001

PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER

CSOSA-17-R-0026

6. SOLICITATION ISSUE

DATE

04/25/2017

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

William Hall at william.hall@csosa.gov

b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

05/18/2017

12:00 PM EST

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

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

HUBZONE SMALL SMALL BUSINESS PROGRAM NAICS:

BUSINESS

EDWOSB 624190

SERVICE-DISABLED

VETERAN-OWNED SIZE STANDARD:

SMALL BUSINESS 8 (A) $11M

The Court Services and Offender Supervision Agency

633 Indiana Avenue, NW

Washington, D.C. 20004

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

NET 30

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/ CODE FACILITY 18a. PAYMENT WILL BE MADE BY CODE

OFFEROR CODE

TELEPHONE NO.

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.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

See schedule in Section B

(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

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

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

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

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

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

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

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

AUTHORIZED FOR LOCAL REPRODUCTION PREVIOUS EDITION IS NOT USABLE STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212 mailto:william.hall@csosa.gov

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

Contract Type

This is a Firm Fixed Price contract with unit rates; quantities are based on anticipated estimates and are Not- to-Exceed the allotted quantities and cost associated with each CLIN.

This contract is incrementally funded in the amount of $ ; additional funding will be added by a contract modification. The contractor is not authorized to exceed the obligated value on this contract. This contract has a base period of twelve (12) months with four (4) twelve (12) month Option Periods.

B.1 Price/Cost Schedule

Item Information

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Contract Period: Base POP Begin: 01 July 2017 POP End: 30 June 2018 Outpatient - Rate per counseling session for a total Not- to-Exceed 72 sessions (per client)-includes labor, materials, supplies, and administrative costs for Outpatient Services IAW the SOW .

636 Each

0002 Contract Period: Base POP Begin: 01 July 2017 POP End: 30 June 2018 Outpatient Traffic Alcohol Program Base Year - Rate per counseling session for a total Not- to-Exceed 24 sessions (per client)-includes labor, materials, supplies, and administrative costs for Outpatient Traffic Alcohol Program Services IAW the

SOW

636 Each

1001 Contract Period: Option 1 POP Begin: 01 July 2018 POP End: 30 June 2019 Outpatient - Rate per counseling session for a total Not- to-Exceed 72 sessions(per client)-

636 Each includes labor, materials, supplies, and administrative costs for Outpatient Services IAW the SOW .

1002 Contract Period: Option 1 POP Begin: 01 July 2018POP End: 30 June Outpatient Traffic Alcohol Program -Outpatient - Rate per counseling session for a total Not- to- Exceed 24 sessions (per client)- includes labor, materials, supplies, and administrative costs for Outpatient Traffic Alcohol Program Services IAW the

SOW .

636 Each

2001 Contract Period: Option 2 POP Begin: 01 July 2019 POP End: 30 June 2020 Outpatient - Outpatient - Rate per counseling session for a total Not- to- Exceed 72 sessions (per client)- includes labor, materials, supplies, and administrative costs for Outpatient Services IAW the SOW .

636 Each

2002 Contract Period: Option 2 POP Begin: 01 July 2019 POP End: 30 June 2020 Outpatient Traffic Alcohol Program - Outpatient - Rate per counseling session for a total Not- to- Exceed 24 sessions (per client)- includes labor, materials, supplies, and administrative costs for Outpatient Traffic Alcohol Program Services IAW the

SOW .

636 Each

3001 Contract Period: Option 3 POP Begin: 01 July 2020 POP End: 30 June 2021 Outpatient - Outpatient -

Rate per counseling session for a total Not- to- Exceed 72 sessions (per client)- includes labor, materials, supplies, and administrative costs for Outpatient Services IAW the SOW .

3002 Contract Period: Option 3 POP Begin: 01 July 2020 POP End: 30 June 2021 Outpatient Traffic Alcohol Program - Outpatient - Rate per counseling session for a total Not- to- Exceed 24 sessions (per client)- includes labor, materials, supplies, and administrative costs for Outpatient Traffic Alcohol Program Services IAW the

SOW .

636 Each

4001 Contract Period: Option 4 POP Begin: 01 July 2021 POP End: 30 June 2022 Outpatient - Outpatient - Rate per counseling session for a total Not- to- Exceed 72 sessions (per client)- includes labor, materials, supplies and administrative costs for Outpatient Services IAW the SOW .

636 Each

4002 Contract Period: Option 4 POP Begin: 01 July 2021 POP End: 30 June 2022 Outpatient Traffic Alcohol Program - Outpatient - Rate per counseling session for a total Not- to- Exceed 24 sessions (per client)- includes labor, materials, supplies, and administrative costs for Outpatient Traffic Alcohol Program Services IAW the

SOW .

GRAND TOTAL

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

1.0 Agency Background

(a) The Court Services and Offender Supervision Agency (CSOSA) was established under Section 11232 of the

National Capital Revitalization and Self-Government Improvement Act of 1997 to effectuate the reorganization and transition of functions relating to pretrial services, parole, adult probation and offender supervision in the District of

Columbia to a Federal Executive Branch agency. 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.

(b) The CSOSA makes clinically appropriate treatment placements based upon an offender’s assessed need determined by Treatment Management Team (TMT) and/or Re-Entry and Sanctions Center (RSC) clinicians; as well as, Community Supervision Services Officers (CSOs). The offenders served include males, females, young adults as well as, sex offenders. The offenders have been ordered to undergo such treatment by the courts, either as part of a sentence or pre-sentence, or as a condition of probation, parole or supervised release. The CSOSA (hereinafter referred to as the

Government) is responsible for the supervision of all probationers, parolees and supervised releases held under the authority of any United States or District of Columbia statute, or any other lawful authority entrusted to the District.

1.1 PERIOD OF PERFORMANCE / PLACE OF PERFORMANCE

The period of performance shall be 12 months from date of award with four (4) twelve (12) month option periods.

Base Period 01 July 2017 – 30 June 2018 Option Period 1 – 01 July 2018 – 30 June 2019 Option Period 2 – 01 July 2019 – 30 June 2020 Option Period 3 – 01 July 2020 – 30 June 2021 Option Period 4 – 01 July 2021 – 30 June 2022

The Contractor shall perform all services under this contract on-site at the following Court Services and Offender

Supervision Agency (CSOSA) multiple locations ((1) 2101 Martin Luther King Jr. Avenue, SE; (2) 910 Rhode Island Avenue, NE; (3) 300 Indiana Avenue, NW, and (4) 25 K Street, NE all located inside the District of Columbia’s city limits or as otherwise specified by the Government) inside the District of Columbia’s city limits or as otherwise specified by the

Government.

The Contractor shall provide on-site services daily and weekly (to include weeknights and/or weekends) in accordance with scheduled days and hours provided by the Government. The Contractor shall coordinate work hours at government facilities with the Contracting Officer’s Representative (COR). The Contractor shall not perform work at government facilities on federal holidays or other non-work days without prior approval of the CO.

1.2 PERSONNEL/LABOR/MATERIALS

The Contractor shall provide all personnel and labor necessary to perform these services in accordance with the terms, conditions and specifications contained in this contract. The Contractor shall provide all required materials not otherwise provided by the Government.

The Contractor shall submit resumes for evaluation of ALL Key Personnel expected to perform under the contract.

All Contractor personnel will be required to receive approval from the COR through resume submission. The

Government reserves the right to accept or reject any or all of the candidates.

1.2.1 GOVERNMENT FURNISHED EQUIPMENT / FACILITIES / INFORMATION

The government will provide the facilities and/or equipment listed in section 1.2.2.

1.2.2 EQUIPMENT

The Government will provide telephones, computer equipment (to include all necessary hardware & software), and associated peripheral devices, facsimile machines, copier, and other basic office supplies required to complete the tasks described in the SOW. The Government will issue user identification and passwords to Government networks using established procedures.

1.2.3 UTILITIES:

All utilities in the facility will be available for the contractor’s use in performance of duties outlined in this SOW.

The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

1.2.4 FACILITIES:

The Government will furnish the necessary workspace for the contractor staff to provide the services outlined in this

SOW.

2.0 DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

The Contractor shall provide a unit cost listing for each of the services covered. The total for all the units shall reflect the total cost for the following Substance Abuse Treatment Services:

Outpatient Services – 36, 54 or 72 sessions

Traffic Alcohol Program Services – 24 sessions.

The Government will order the required services by issuing referral letters to the Contractor by a Government representative. Each referral letter will indicate an invoice code that should be used to organize invoice submission.

Although the Contractor may receive a referral for a maximum number of treatment days consistent with the contract terms, the Contractor will only be paid for the days in which services were delivered, accounting for such situations as early terminations and delays in service delivery.

2.1 Scope of Work

The Government applies the American Society of Addiction Medicine’s Priority Placement Criteria 2R (ASAM PPC 2 R) for determining the types of substance abuse treatment services that address the needs of CSOSA’s offenders. The

Government will provide all facilities and equipment. The Contractor shall provide personnel, labor and materials necessary to provide supervised substance abuse assessment and treatment services to substance abusing men and women. The types of substance abuse and treatment services offered shall include: 36, 54 or 72 sessions of outpatient and/or 24 sessions of Traffic Alcohol Education Program Services (TAP). These services shall be provided to the Court

Services and Offender Supervision Agency (CSOSA), in accordance with the requirements specified herein, on a firm, fixed price basis.

2.2 Description of Services

The Government will apply the American Society of Addiction Medicine’s Priority Placement Criteria 2 R Level l model for referring clients to the appropriate modalities.

The Contractor shall develop therapeutic interventions for offenders that increase supervision compliance, address criminal involvement and prevent ongoing substance abuse while improving program retention and completions. This requires collaboration and establishment of a close working relationship with the Community Supervision Officers

(CSOs) and Treatment Specialists (TS) responsible for supervising, monitoring and working with each offender.

The Contractor shall coordinate and cooperate with CSOs and TSs utilizing a team approach for case planning, treatment and behavioral interventions and case monitoring. The Contractor shall demonstrate evidence of this working relationship by scheduling clinical and crisis intervention staffings; coordinating individualized case planning which should be documented on the Vendor Clinical Staffing Form (Attachment 7); submitting required documents (i.e., monthly reports, discharge plans) and utilizing a team approach for treatment interventions, case monitoring, and individualized discharge and aftercare planning activities.

Treatment shall be provided in accordance with the ASAM-PPC 2R Level I and the District of Columbia Department of

Motor Vehicles (DC DMV) Medical Review Unit and the Department of Behavioral Health requirements; the State of

Maryland’s, Department of Health and Mental Hygiene; the Commonwealth of Virginia’s, Department of Behavioral

Health and Developmental Services requirements; or any other federal, state or local jurisdiction’s behavioral health and/or addictions regulatory agency.

The Contractor shall practice Cognitive-Behavioral Interventions (CBI) and Motivational Interviewing (MI) approaches to therapy that focus on teaching offenders skills which advance goals directed towards maintaining abstinence and enhancing self-efficacy goals. The Contractor shall demonstrate the use of evidence-based practices including CBI and MI by delivering services from a curriculum that is consistent with these practices. The contractor shall be able to facilitate role playing and the use of techniques that can be observed in groups, 1:1 sessions and clinical staffing. Program staff shall model appropriate behaviors consistent with this approach.

The Contractor shall facilitate groups using a cognitive-behavior intervention-based curriculum that possesses demonstrated effectiveness that results in structured programming two (2) days per week using one or more of the following models: Matrix Model, Thinking for a Change, and SMART Recovery. Program services shall include daily clinical practices to educate, and reinforce the information directed at improving the offender’s development and practice of pro-social behaviors. The programming activities schedule shall be posted for the offender and staff’s information.

The Contractor shall provide or arrange for offender services in the following need/problem areas: medical, psychiatric , psychological, laboratory and toxicology services, as appropriate to the severity and urgency of the offender’s condition.

The Contractor shall hold monthly case staffings with CSOs and TSs. During these staffings, the Contractor shall review the offenders’ progress in treatment/education; address behavioral and noncompliance issues; conduct ongoing individualized discharge planning, and interventions as deemed necessary by the Government. The Contractor shall notify the assigned CSO and TS of all scheduled clinical staffings in writing and document the notification on the CSOSA contact form. (Attachment 2) The contact form shall be filed in the offender’s case record.

The Contractor shall establish a system of incremental incentives and sanctions to increase offender engagement in and adherence to outpatient services in order to improve outcomes and retain offenders in treatment.

(a) Treatment Expectations for Outpatient Services (36, 54 or 72 sessions)

The Contractor shall provide outpatient substance abuse treatment services to adult male and female offenders presenting with substance abuse treatment and co-occurring needs that approximates the ASAM PPC-2 Level I standard of care as identified below.

The Contractor shall provide professional clinical services designed to address specific substance use/abuse problems for persons deemed amenable for treatment in an outpatient program.

The Contractor shall ensure that the outpatient treatment includes no more than nine (9) hours per week of counseling sessions on at least two (2) separate occasions. The counseling/therapy services shall include:

Individual: in a full session, this includes face-to-face for one (1) hour.

Individual: in a half-session, this includes face-to-face for thirty (30) minutes

Group: minimum sixty (60) minutes of face to face contact.

The Contractor shall provide a minimum of four (4) to six (6) hours of programming weekly. The programming shall include:

1. Didactic group sessions – 4 hours/week minimum

2. Mentoring/pro social supports - 1 hour/month

3. Structured Activities: 2 hours weekly of the following are required:

Counseling Services (individual, group)

Psycho-education sessions

Behavioral Health sessions

Introduction to Recovery Support Services

Family Education and Information sessions as clinically indicated.

The expected outcome of outpatient treatment is to address the offender’s substance abused and to target the level of functioning (i.e. medical, psychiatric, psychological, family/social, and legal); and is intended to assist the offender in abstaining from drug use while living in the community. The Government will assess the outcome of the outpatient treatment intervention by reviewing the offender’s level of functioning 14 days before the offender’s discharge date.

The overall target for successful outcomes is 65%.

Duration - The Government will determine the course of treatment for each offender. The length of treatment ranges between 36 , 54 or 72 sessions.

(c) Treatment Needs Assessment

Within five (5) business days of admission the Contractor shall conduct an individualized treatment needs assessment for each offender. The individualized needs assessment shall utilize the Addiction Severity Index (ASI) or a comparable comprehensive Bio psychosocial assessment shall be conducted by a qualified staff person. Any alternative needs assessment tool should be approved by the Government and used consistently by all clinical staff. The Contractor is not required to complete a new ASI if the Government provides an ASI that was conducted within six (6) months of the admission date. In addition to the ASI, the needs assessment must include, at a minimum:

a. A detailed description of the offender’s substance abuse history, mental health history and any prior treatment experiences;

b. A complete personal history including information related to the offender’s educational/vocational achievements and experiences; and

c. Any other information that may be helpful in determining offender treatment and individualized needs.

The Contractor shall incorporate all prior assessment information, (Re-Entry and Sanctions Center (RSC) Discharge

Summary, Central Intervention Team (CIT) Assessment, or Performance Contract) into its initial individualized assessment/treatment plan and shall also include references to relevant factors in its discharge to support a seamless continuum of care. Results of this individualized assessment shall be documented and maintained in the offender treatment file.

(d) Treatment Plan

Within five (5) business days of admission, the Contractor shall develop an individualized treatment plan for each offender based on the results of the treatment needs assessment and referral information provided by the Government.

The treatment plan must contain offender-specific goals and objectives as well as short and long term timeframes and strategies for completion of goals and objectives.

A signed and dated copy (with signatures of both the offender and Contractor staff) of the treatment plan must be maintained in the offender treatment file.

At a minimum, treatment plans must be reviewed and re-assessed monthly Treatment plans must also be updated and modified when major clinical changes occur or when major life, family, or social circumstances may complicate treatment. Evidence of monthly treatment plan 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.

(d) Expectations for Outpatient Traffic Alcohol Program Services (24 sessions)

The Contractor shall provide outpatient substance abuse education services to adult male and female offenders presenting with substance abuse education needs that approximates the ASAM PPC-2 Level I standard of care as identified below.

The Contractor shall provide comprehensive outpatient traffic alcohol education services to offenders.

The Contractor shall provide professional clinical services designed to address specific alcohol use/abuse problems for persons deemed amenable for services in an outpatient program.

The Contractor shall ensure that the education services includes no more than six (6) hours per week of counseling sessions on at least two (2) separate occasions. The counseling/therapy services shall include:

Individual: in a full session, this includes face-to-face for one (1) hour.

Individual: in a half-session, this includes face-to-face for thirty (30) minutes

Group: minimum sixty (60) minutes of face to face contact.

The Contractor shall provide a minimum of two (2) to three (3) hours of programming weekly. The programming shall include:

Didactic group sessions – 2 hours/week minimum

Structured Activities: 2 hours weekly of the following are required:

i. Counseling Services (individual, group)

Ii. Psycho-education

Family Education and Information sessions as clinically indicated.

The expected outcome of outpatient traffic alcohol education services is to address the offender’s substance abuse and to target the level of functioning (i.e. medical and legal) and is designed to educate offenders about the dangers of drinking and driving. The Government will assess the outcome of the education intervention by reviewing the offender’s level of functioning 14 days before the offender’s discharge date.

Duration - The Government will determine the course of treatment for each offender. The length of treatment is 24 sessions.

(e) Needs Assessment

Within three (3) business days of admission the Contractor shall conduct an individualized needs assessment for each offender. The individualized needs assessment shall utilize the Addiction Severity Index (ASI) or a comparable psychosocial assessment and shall be conducted by a qualified staff person. Any alternative needs assessment tool should be approved by the Government and used consistently by all clinical staff. The Contractor is not required to complete a new ASI if the Government provides an ASI that was conducted within six (6) months of the admission date.

In addition to the ASI, the needs assessment must include, at a minimum:

a. A detailed description of the offender’s substance abuse history, mental health history and any prior treatment experiences;

b. A complete personal history including information related to the offender’s educational/vocational achievements and experiences; and

c. Any other information that may be helpful in determining offender treatment and individualized needs.

The Contractor shall incorporate all prior assessment information, Central Intervention Team (CIT) Assessment, or

Performance Contract) into its initial individualized assessment/program plan and shall also include references to relevant factors in its discharge to support return to the community. Results of this individualized assessment shall be documented and maintained in the offender case file.

Program Plan

Within five (5) business days of admission, the Contractor shall develop an individualized treatment plan for each offender based on the results of the treatment needs assessment and referral information provided by the Government.

The treatment plan must contain offender-specific goals and objectives as well as timeframes and strategies for completion of goals and objectives.

A signed and dated copy (with signatures of both the offender and Contractor staff) of the program plan must be maintained in the offender treatment file. At a minimum, program plans must be reviewed and re-assessed monthly.

Program plans shall also be updated and modified when major clinical changes occur or when major life, family or social circumstances may complicate program participation. Evidence of program reviews must be documented and maintained in the offender program files. This evidence shall be in the form of a signed and dated entry into the progress notes indicating a program plan review or in the form of a signed and dated revised program plan.

(e) Required Service Policies

The Contractor shall develop and implement written service policies and procedures for outpatient treatment services and make them available for review by the Government. The policies shall include the:

Admission criteria for each of the population types identified in section 2.2 should be applied on a case by case basis

(i.e., males, females, young adults and sex offenders including any exclusionary factors such as medical or mental health conditions; and other criminal offenses);

1) The objectives of the program;

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

3) A description of the diagnostic and behavioral interventions utilized by the program; which should include the use of a cognitive behavioral approach to therapy and the use of motivational engagement and enhancement strategies;

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

5) Safety precautions and procedures;

6) Crisis intervention procedures;

7) Medical emergency procedures;

8) Patient’s rights and rules of conduct;

9) Personnel policies;

10) Methods for addressing offender non-compliance and a description of the established procedures for notifying the government of offender non-compliance;

11) Methods for investigating and handling patient grievances;

12) Methods for investigating, documenting and tracking unusual incidents;

13) A description of the incremental incentives and sanctions used to increase offender engagement in and adherence to the specific modality as identified above;

14) A description of the system for supporting a seamless continuum of care;

(f) Required Equipment

The Government will provide on-site office space furnished with standard office equipment (desk, phone, any necessary systems access, and typical office supplies). Temporary access cards will be provided to key personnel who pass an abbreviated background check.

2.4 Mandatory Service Requirements

(a) Referrals and Admissions

The Government will provide a referral package to the Contractor one (1) business day prior to each admission. The referral package shall contain a billing authorization document; admission date; projected discharge date; offender identification information; and supervision contact information; and information relevant to offender. The Government

Contracting Office Representative (COR) will provide to the Contractor a referral/billing authorization for each offender referred. The billing authorization shall contain the offender’s name; admission date; projected discharge date; the treatment duration; and the maximum dollar amount authorized for the treatment episode; and the invoicing code.

Please refer to Section G for specific invoicing instructions. The billing authorization is the only document that makes the Government financially responsible for services rendered. No verbal authorizations will be recognized. The

Government is not responsible for services rendered in the absence of a billing authorization or for services rendered beyond the stated authorization period or dollar amount.

(b) Admission Notification

Within 24 hours (or the next business day) of each scheduled admission the Contractor shall notify the Government of all admissions and no-shows, utilizing the Admission Notification form that is provided with each referral/billing authorization.

This notification must be provided in writing via email or facsimile to the COR, and the offender’s assigned CSO and TS.

This information may be transmitted via facsimile and or email. Specific contact information and notification instructions are found in each referral package.

Failure to adhere with this requirement absolves the Government of financial responsibility for the offender.

(c) Intake

Within 24 hours of admission (or the next business day) the Contractor shall conduct an intake interview with each offender. During the intake interview the Contractor shall conduct a program orientation, identify the offender’s primary counselor, provide the offender with a program schedule, and review the offender’s rules, rights and responsibilities.

This intake interview shall result in the creation of an individual offender treatment file that shall initially contain the following:

a. Offender/client personal information sheet

b. The entire referral package as provided by the Government

c. A signed and dated copy of the offender’s rights and responsibilities and consent to treatment form (bearing the signatures of both the offender and the Contractor’s staff

d. Current medical clearance - Offenders must have PPD/TST TB test results that are valid within one (1) year of the actual treatment placement. Offenders with a history of past positive PPD results will have to provide evidence of a chest x-ray completed within the last five (5) years, and clearance, from a pulmonologist or other qualified public health facility or a physician specializing in pulmonary disease which documents that the offender has not converted and has active disease, but is currently asymptomatic. Such documentation can be obtained by visiting the D.C. Chest Clinic for assessment and screening. Offenders who show signs of disease must adhere to the D.C. Department of Health requirements for medication management and the treatment of Tuberculosis.

The offender treatment file shall be maintained in accordance with Federal Confidentiality Regulations, 42 CFR Part 2.

To the extent allowed by relevant laws and regulations, the Contractor shall have the right to refuse to treat any offender who, after a medical screening, is medically or mentally unstable to be treated by the Contractor or who has recurrent medical or other appointments that unduly interfere with treatment.

(d) Progress Notes

The Contractor shall maintain weekly progress notes for each offender that clearly reflects implementation of the treatment plan and the offender’s response to treatment and all other therapeutic interventions. A progress note shall be entered for each service of intervention provided. The individualized progress notes shall be maintained in the offender’s treatment file.

The notes shall be maintained in the DAP or SOAP format. Based on the format used, the notes shall contain an entry for each of the following areas: DAP - Data, Assessment, and Plan or SOAP – Subjective, Objective, Assessment and Plan.

Each weekly progress note must be signed and dated by the Contractor’s staff. Progress Notes created by Level I direct services staff shall be countersigned by a higher level (e.g. LICSW, LPC, or CAC II) credentialed clinician. All progress notes shall be placed in reverse chronological order, maintained in the offender treatment file with the most recent note on top.

(e) Monthly Progress Report to the Community Supervision Officer and Treatment Specialist

No later than the fifth (5th) business day of each month, the contractor shall submit a written monthly progress report to each offender’s CSO and the assigned TS. This information may be transmitted via facsimile or U.S. mail.

The progress report shall identify the offender’s adjustment and response to treatment; progress towards goals and objectives in the treatment plan and any problems encountered during the month. The reports shall also include a summary of any unusual incidents and therapeutic interventions used by program staff in an attempt to address the offender’s behavior.

The progress reports shall be reviewed and signed monthly by a Clinical Supervisor or Program Director prior to submission to the Government.

(f) Contact Sheets

The Contractor shall document all contact with the CSO or other Government staff on the CSOSA Contact Form

(Attachment 2). All contact sheets shall be maintained in reverse chronological order in the offender treatment file with the most recent sheet on top.

(g) Urinalysis

The Government will provide urinalysis results to the Contractor in accordance with each offender’s drug testing schedule. All positive urinalysis results will be reported to the Contractor within 24 hours (or the next business day) of discovery.

Results of all urinalysis tests must be maintained in the offender case file.

Random urinalysis tests will be conducted by the Government as deemed necessary. The Government will provide all technical items needed to conduct its own urinalysis examinations.

In cases where there is suspicion of illicit substance use by referred offenders, the Contractor shall notify the

Government and request testing.

(h) Compliance Problems

The Contractor shall telephone and email the CSO and Treatment Specialist regarding any non-compliant offender behavior within 24 hours (or the next business day) of each occurrence. Examples of non-compliant behavior include, but are not limited to, intoxication, suspicion of drug use, sexual activity, anti-social behavior, and lack of adequate participation in required treatment programming. In the event that the CSO is unable to be reached, the Contractor must contact the Supervisory CSO (SCSO).

The notification shall be in writing and must include: the offender’s name; date and time of the non-compliant behavior a description of the behavior observed; the name(s) of the CSOSA staff person to whom the incident was reported; the action taken by the Contractor in response to the non-compliance; and the name and telephone number of the reporting person or an alternate person that can be contacted should the Government require additional information from the Contractor.

The preparer shall sign and date the Non-Compliant Behavior report. The Contractor shall email the completed report to the CSO and Treatment Specialist within 24-hours (or the next business day) of the occurrence.

The Contractor shall maintain copies of all non-compliance reports in the offender’s file.

(i) Discharge for Non-Compliance

(1.) Discharges for Non-Threatening Behavior

The Contractor shall notify the CSO and TS via telephone or email prior to discharging any offender for non-threatening behavior. In the event that the CSO is unable to be reached, the Contractor must contact the Supervisory CSO (SCSO).

Upon receiving the CSO’s/ SCSO’s and/or TS concurrence, the Contractor shall discharge the offender with instructions to report to his or her CSO immediately. The Contractor shall document the type of contact made with the Government on the CSOSA contact form.

The Contractor shall prepare and forward a written discharge report to the CSO and Treatment Specialist within eight (8) hours of the offender’s discharge. The discharge report must contain:

the offender’s name;

admission date;

discharge date;

length of stay in the program;

a clear and detailed description of the circumstances under which the offender was discharged including a copy of the unusual incident report; the name of the CSOSA staff persons to whom the incident was reported; and the name and telephone number of the reporting person or an alternate person that can be contacted should the Government require additional information from the Contractor.

After signing and dating the discharge report, the preparer shall forward it to the Clinical Supervisor or Program Director for review and signature before submitting it to the Government. Once signed, the Contractor shall email the completed report to the CSO and TS.

The discharge report must be filed in the offender’s file.

(2.) Discharges for High Risk or Threatening Behavior

If an offender engages in aggressive behavior(s) and/or poses an imminent threat of harm to self, or others; the

Contractor may discharge the offender prior to contacting the CSO. If the behavior constitutes criminal activity or if the offender poses a high risk to self or others, the Contractor must contact the appropriate legal authority (i.e. on-site

CSOSA Security). The Contractor shall contact the CSO and TS via telephone and email within one (1) hour of any discharge under these circumstances. In the event that the CSO is unable to be reached, the Contractor shall contact the

Supervisory CSO (SCSO). If such an incident occurs during non-business hours, the Contractor must contact the emergency point of contact identified in the referral package to provide notification of the discharge.

If an offender demonstrates an extensive pattern of relapse and/or a repeated inability to control his/her impulses to use alcohol or other drugs, the Contractor shall immediately contact the CSO and TS for an intervention staffing. If the offender fails to comply with the behavior agreed to in the case staffing, the Contractor shall discharge the offender with instructions to report to his/her CSO immediately.

The Contractor shall prepare and forward a written discharge report to the CSO and TS within eight (8) hours of the offender’s discharge. The discharge report must contain the:

offender’s name;

admission date;

discharge date;

length of stay in the program;

a summary of the clinical progress;

a clear and detailed description of the circumstances under which the offender was discharged including a copy of the unusual incident report; the name of the CSOSA staff persons to whom the incident was reported; and the name and telephone number of the reporting person or an alternate person that can be contacted should the Government require additional information from the Contractor.

After signing and dating the discharge report, the preparer shall forward it to the Clinical Supervisor or Program Director for review and signature before submitting it to the Government. Once signed, the Contractor shall email the completed report to the CSO and TS.

The discharge report must be filed in the offender’s file.

(j) Discharge Planning

The Contractor shall conduct a discharge planning staffing no later than seven (7) calendar days (CLIN 0001) or 14 calendar days (CLIN 0002) prior to the offender’s completion of the program.

The Contractor shall coordinate the discharge planning staffing with the CSO (or his/her designee), the TS, and the offender. This discharge staffing must include a review of the offender’s course of treatment, treatment/program plan progress, and recommendations for the next phase of treatment, where warranted.

No later than five (5) calendar days (CLIN 0001) or twelve (12) calendar days (CLIN 0002) prior to the offender’s completion of the program, the Contractor shall prepare a written, comprehensive, and individualized discharge planning that summarizes the results of the offenders participation in the program and outlines recommendations for further treatment or other needed services.

No later than three (3) calendar days (CLIN 0001) or ten (10) calendar days (CLIN 0002) prior to the offender’s completion of the program, the Contractor shall prepare a written discharge plan. The discharge plan must contain:

the offender’s name;

the admission 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;

Axis V diagnoses; a summary of the overall treatment experience;

an aftercare/relapse prevention plan;

discharge prognosis;

list of the specific programs the offenders are required to attend for aftercare services such as community mental health care, community based support meeting times, locations with verified addresses and the points of contact; and the name and telephone number of a person that can be contacted should the Government require additional information; and the preparer’s and Clinical Supervisor or Program Director’s signatures

Once signed, the Contractor shall email the completed plan to the CSO and Treatment Specialist within three (3) calendar days (CLIN 0001) or ten (10) calendar days (CLIN 0002) of the offenders’ discharge.

The Contractor shall file the signed discharge plan in the offender’s file.

For those offenders receiving a recommendation to enter another treatment modality upon discharge, the Contractor is required to forward a copy of the entire treatment file to the appropriate treatment provider. The Government will provide the necessary contact information and forwarding instructions prior to the discharge date. The Contractor is required to provide this information to the subsequent provider at the time of transfer or within 24 hours of a request from the Government.

The Contractor’s failure to provide timely notification to the Government of unsuccessful discharges may result in some form of sanction(s) by the Government.

(j) Government Quality Improvement/ Assurance Program

The Contractor shall comply with the Government’s quality improvement/ assurance requirements, which include, but are not limited to, announced and unannounced (weekly, monthly, quarterly, annual, and ad hoc) audit visits, consumer surveys, corrective action planning and continuous quality improvement initiatives (see Attachment 8)

The Treatment Specialist(s) will be on site weekly to conduct orientations and clinical staffing and will report any observed incidents and concerns to the COR Quality Improvement Unit Representative (QIUR) .

CORs, QIURs and/or COs will conduct monthly, quarterly, annual and ad hoc audit visits.

The Quality Improvement Unit will conduct quarterly, annual and ad hoc audit visits.

Following the contract award, the government shall identify all sites where services are expected to be performed before any referrals are made to the Contractor. After award, the Contractor shall comply with all of the Government’s quality improvement/ assurance requirements including the Government’s review cycle (i.e., quarterly and annual audit reviews).

The Contractor shall maintain and make available to the Government upon request a current Quality Control Inspection

Log inclusive of the following information:

I. A detailed copy of programming activities

II. An outline of all services offered (e.g., drug testing and substance abuse, etc.)

III. Personnel Files shall include;

i. Staff position descriptions,

ii. Staff resumes,

iii. Criminal history screenings,

iv. Current licenses and/or certifications for all staff associated with performance on the contract

(where applicable)

IV. Copy of the Program’s Organization Chart

V. Copies of program accreditations by relevant entity (i.e. District of Columbia Department of Motor Vehicles

(DC DMV) Medical Review Unit and the Department of Behavioral Health requirements; the State of

Maryland’s, Department of Health and Mental Hygiene; the Commonwealth of Virginia’s, Department of

Behavioral Health and Developmental Services requirements; or any other federal, state or local jurisdiction’s behavioral health and/or addictions regulatory agency.

VI. Professional Liability Insurance

VII. Annual Financial audit report;

VIII. Quality Improvement/Assurance Plan;

IX. Copy of Aggregated Treatment Outcome results

X. Documented evidence of relevant Annual Professional Development Training of no less than 20 hours (10 internal and 10 external) and

XI. Offender/Client Satisfaction Survey results

The Contractor’s performance shall be reviewed by the Government’s Quality Improvement Unit in accordance with the

Attachment 8: Quality Performance Expectations Matrix:

(k) Non-Business Hours Contact

The Contractor shall provide a twenty-four (24) hour coverage mechanism to ensure that a knowledgeable member of its clinical staff is available to respond to inquiries by the Government. A telephone answering machine is not acceptable.

(2) Business Closure Protocol

The Contractor shall provide a plan for protocol including any closures of administrative offices and schedule changes

(i.e., admission/ point of contact changes) no later than 14 business days prior to the holiday. This plan must be in writing and must be submitted to the referring analyst. This information may be transmitted via facsimile or U.S. mail.

2.5 Facility Requirements

(a) Places of Performance

The Contractor shall perform all services under this contract on-site at the following Court Services and Offender

Supervision Agency (CSOSA) locations: (1) 2101 Martin Luther King Jr. Avenue, SE; (2) 910 Rhode Island Avenue, NE; (3)

300 Indiana Avenue, NW, and (4) 25 K Street, NE all located inside the District of Columbia’s city limits or as otherwise specified by the Government

The Contractor shall provide on-site services daily and weekly (to include weeknights and/or weekends) in accordance with a schedule provided by the Government. The Contractor shall coordinate work hours at government facilities with the Contracting Officer’s Representative (COR). The Contractor shall not perform work at government facilities on federal holidays or other non-work days without prior approval of the COR.

(b) Administrative Office

The Contractor shall maintain an administrative office that shall operate, at a minimum, from 8:30 a.m. to 5:00 p.m.

Monday through Friday, except for Federal holidays.

2.6 Certification and Accreditation Requirements

(a) The Contractor shall maintain certification by:

(1) The State of Maryland, Department of Health and Mental Hygiene;

(2) The District of Columbia, Department of Behavioral Health;

(3) The Commonwealth of Virginia, Department of Behavioral Services; and/or

(4) Any other federal, state or local behavioral health or addictions regulatory body.

(b) Certification shall be maintained throughout the contract period of performance and shall comply with any subsequent revisions or additions to the certification standards for substance abuse treatment programs.

(c) The Contractor shall follow state, county, and local requirements for licensing, and all other applicable regulations regarding substance abuse treatment programs.

2.7 Personnel

(a) Staffing Requirements

All Contractor personnel who handle Personally Identifiable Information (PII) must adhere to CSOSA’s personnel security requirements (Section 5.10).

At a minimum, the Contractor shall provide the following staff to perform residential treatment services under this contract:

Clinical Supervisor

Case Manager

Counselor

The above named staff shall be considered Key Personnel direct service providers. Any other staff employed by the

Contractor shall be considered indirect service providers.

(b) General Staffing Requirements

The Contractor shall ensure that all staff hired to perform under this contract are personally reliable and duly licensed and/or certified to perform duties associated with this contract.

The Contractor shall ensure that all contract staff are able to meet CSOSA background security checks.

The Contractor shall provide a list of all employees working with CSOSA offenders to the COR. This list shall be current at all times. Changes to the list shall be provided to the COR within 48 hours of any change in status. CSOSA reserves the right to approve any Key Personnel changes for those providers who work directly with CSOSA’s offenders to assure that qualifications of contractor personnel are similar to those proposed.

The direct services staff shall maintain a permanent, current, full and unrestricted licensure/certification to perform the services required in this contract. The Contractor shall maintain documentation that staff providing clinical services possess the appropriate licensure/certification and training necessary to perform clinical duties as required by the DC

Department of Health Certification Standards for Substance Abuse Treatment Facilities and Programs or prevailing standards in Maryland, Virginia or any other federal, state and local behavioral health or addictions regulatory body.

The direct services staff shall be prohibited from providing services to CSOSA’s clients after expiration or revocation of certifications/licensure. The Contractor shall provide copies of all professional licenses and certification to the

Government upon request.

All contract staff members (direct and indirect) shall:

Be a citizen of the United States of America

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.

Be able to clear the Government’s background investigation (all Key Personnel).

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

Be deemed drug free by the Contractor before being hired to perform services under this contract and

Submit to random drug testing (on annual basis) by the Contractor and the Contractor shall make test results available to the Government upon request, and

Adhere to the terms of the contract.

The Contractor shall ensure that all contract staff assigned to this contract are tested annually…