DRC SOW April 2023 November 2024 Revision CORRECTED 02.18.2025.pdf

STATEMENT OF WORK

(SOW)

DAY REPORTING CENTER

April 2023

Revised September 2024 Revised November 2024 ii

TABLE OF CONTENTS

INTRODUCTION

CHAPTER 1

Administration and Organization

CHAPTER 2

Personnel

CHAPTER 3

Facility

CHAPTER 4

Life Safety

CHAPTER 5

Sanitation & Environment

CHAPTER 6

Electrical Safety

CHAPTER 7

Hazardous Communications/Chemical Control

CHAPTER 8

Pest Control & Waste Management

CHAPTER 9

Referral and Intake Processing

CHAPTER 10

Programs

CHAPTER 11

Security and Accountability

CHAPTER 12

Discipline

CHAPTER 13

Administrative Remedy

CHAPTER 14

Medical Services iii

CHAPTER 15

Records and Reports

CHAPTER 16

Release Procedures

CHAPTER 17

Escape Procedures

CHAPTER 18

Serious Illness, Injury, or Death

CHAPTER 19

Research and Evaluation

CHAPTER 20

BOP Inspections

CHAPTER 21

Billing, Deductions, and Reimbursements

CHAPTER 22

U.S. Probation and Pretrial Services iv

LIST OF ATTACHMENTS

REQUEST FOR CONTRACT STAFF BACKGROUND

INVESTIGATION........................................Attachment A

DRC ELEMENTS OF THE MEDICAL EXAMINATION FOR OFFENDERS

COMMITTED DIRECTLY TO THE DRC........................Attachment B

INITIAL INTAKE FORM..................................Attachment C

REQUEST FOR DNA COLLECTION...........................Attachment D

DNA FACT SHEET.......................................Attachment E

INDIVIDUALIZED PROGRAM PLAN..........................Attachment F

URINALYSIS PROCEDURES................................Attachment G

REQUIRED FIRST AID KIT CONTENTS......................Attachment H

REQUEST FOR APPROVAL FOR MEDICAL

TREATMENT AND REIMBURSEMENT..........................Attachment I

CONDITIONS OF HOME DETENTION, BP A0460.073...........Attachment J v

LIST OF FORMS PROVIDED BY BOP

ADMINISTRATIVE REMEDY FORMS

APPLICATION FOR VOLUNTEER SERVICE

AUTHORIZATION TO OPERATE A MOTOR VEHICLE

CENTER DISCIPLINE COMMITTEE (CDC) REPORT (DRC)

COMMUNITY BASED PROGRAM AGREEMENT

DUTIES OF STAFF REPRESENTATIVES (DRC)

FURLOUGH APPLICATION - APPROVAL AND RECORD

FURLOUGH QUESTIONNAIRE - OUT OF SENTENCING DISTRICT

INCIDENT REPORT (DRC)

INMATE RIGHTS AT CENTER DISCIPLINE COMMITTEE HEARING

NOTICE OF CENTER DISCIPLINE COMMITTEE HEARING (DRC)

SCREENING FOR RISK OF VICTIMIZATION AND ABUSIVENESS

QUESTIONNAIRE - SENTENCING DISTRICT

URINE SAMPLING PROGRAM (DRC)

WAIVER OF DRC DRUG TREATMENT REQUIREMENT

WAIVER OF APPEARANCE (DRC)

vi

LIST OF BOP PROGRAM STATEMENTS AFFECTING DRCs

P.S. 1330 Administrative Remedy Program

P.S. 1351 Release of Information

P.S. 1415 Community Relations Board

P.S. 1480 News Media Contacts

P.S. 1600 All Safety Policies under P.S. 1600

P.S. 3735 Drug Free Workplace

P.S. 5270 Inmate Discipline

P.S. 5280 Furloughs

P.S. 5324 Sexually Abusive Behavior Prevention and Intervention Program

P.S. 5553 Escape/Death Notifications

P.S. 5800 Correctional Systems Manual

P.S. 6060 Urine Surveillance and Narcotic Identification

P.S. 6590 Alcohol Surveillance and Testing Program

P.S. 7310 Community Corrections Center (CCC) Utilization and Transfer

Procedures

P.S. 7320 Home Confinement Facilities

Program Statements may be found on the Bureau of Prisons website, www.bop.gov. It is the BOP’s expectation that the contractor maintains and implements subsequent policy updates as they occur.

This will require the contractor to routinely review program statements to ensure they are utilizing the most current version.

Additional guidance or interpretation of policy statements is at the discretion of the Bureau.

vii

CONTRACTOR REQUIRED TRAINING

(Referenced in the Statement of Work)

Training Chapter Referenced

Staff will annually review the contractor’s operations manual. This review will be documented. 1

Staff will be provided 20 hours of annual training on required topics. 2

Staff must receive 40 hours of training on duties and responsibilities prior to working with federal offenders.

Sixteen of these hours may be on the job training under direct staff supervision. 2

A minimum of one key staff will attend BOP training when offered. 2

Staff will acknowledge receipt and understanding of contractor’s Employee Standards of Conduct, prior to working with federal offenders. 2

The contractor will develop and implement a comprehensive staff training program addressing the facility’s sexual abuse/ assault/misconduct prevention and intervention program. 2

The contractor will provide a brief orientation program for all volunteers and provide specific written guidance in the format of a “Volunteer Manual.” 2

The contractor will train all staff in emergency procedures within one week of their initial employment. In addition, the contractor will include emergency training in annual refresher training. 4

The contractor will train all staff in the proper handling and use of all hazardous, toxic, caustic, and flammable materials within two weeks of initial employment, whenever a new hazard is introduced into the work area, and annually thereafter. 7 viii

The contractor will train staff on proper techniques for offender pat searches, vehicle, and common area searches within the first week of employment and annually thereafter. 11

The rules of conduct and sanctions for offender discipline infractions will be defined in writing and communicated to all staff. 12

Staff must be familiar with the Administrative Remedy Program Statement prior to working with federal offenders. 13 ix

EXPLANATION OF TERMS

AVERAGE MONTHLY POPULATION (AMP) - The days invoiced on the monthly bill for three consecutive months added together and divided by three.

BUREAU OF PRISONS (BOP) - A component of the Department of Justice responsible for federal offenders sentenced to a term of imprisonment.

BOP WEBSITE - www.bop.gov

CALIFORNIA TECHNICAL BULLETINS - The California Bureau of Home Furnishings and Thermal Insulation (BHFTI) enforces California statutes and regulations governing upholstered furniture, bedding, and thermal insulation industries.

The bulletins referenced in the SOW are published by the California BHFTI. The BHFTI bulletins are available by contacting the following address: 3485 Orange Grove Avenue;

North Highlands, California, 95660; (916) 574-2041.

SUPERVISORY COMMUNITY TREATMENT COORDINATOR (SCTC) - The BOP employee who is responsible for placing offenders in Community Treatment Services, procuring treatment, monitoring treatment providers, certifying bills, ensuring quality control, and performing liaison activities among federal institutional programs, U.S. Probation, and contract community treatment providers.

CONTRABAND - Anything not authorized for retention by the facility rules and regulations or not issued by authorized staff.

CONTRACT AWARD DATE - The date the Contracting Officer signs the contract.

CONTRACT EMPLOYEE - Individuals hired by the contractor to perform services required by the SOW. The terms contract employee, employee, staff, and contract staff are used interchangeably throughout this document.

CONTRACT OVERSIGHT SPECIALIST (COS) - A BOP employee who, under the direction of the RRM, inspects and monitors contract compliance.

x

CONTRACTING OFFICER (CO) - A BOP employee with the authority to enter into, administer, negotiate, award, cancel, and/or terminate contracts, and make related determinations and findings on behalf of the United States Government.

CONTRACTING OFFICER’S REPRESENTATIVE (COR) - A BOP employee, designated in writing by a CO (ordinarily an RRM), to act as an authorized representative in monitoring and administering a contract. The COR acts as a technical liaison between the contractor and the CO on contracting matters (see Section G of the solicitation for an expanded outline of these authorities and responsibilities).

CONTRACTOR - The individual, partnership, corporation, or other legal entity who has been awarded a contract by the BOP.

"Contractor employees," "staff," "provider", and "contractor" are used interchangeably throughout this document. All staff from the Chief Executive Officer (CEO) level to line staff is included.

DAY REPORTING CENTER (DRC) – This refers to the location in which the contractor's programs are operated. A DRC may also be called a facility, or center.

DISABILITY – A person with a disability has a permanent physical or mental impairment that substantially limits one or more major life activities; has a record of such impairment; or is perceived as having such impairment.

DISCIPLINE HEARING OFFICER (DHO) - A BOP employee responsible for conducting fact-finding hearings covering alleged acts of misconduct and violations of prohibited acts including those acts which could result in criminal charges.

EMERGENCY - Any significant disruption of normal facility procedures, policy, or activities including but not limited to adverse weather, bomb threat, disturbance, escape, fire, hostage situation, food strike, etc.

ELECTRONIC MONITORING EQUIPMENT - Equipment which monitors a federal offender's compliance with the DRC Electronic Monitoring Program's conditions.

xi

FEDERAL LOCATION MONITORING PROGRAM (FLM) – A program wherein the United States Probation office, through an agreement with the BOP, monitors offenders in the community.

HOME CONFINEMENT - A generic term used to cover all circumstances in which a federal offender is required to remain at home during non-working hours of the day.

INDIGENT – An individual who is (i) without income, or (ii) whose income is below the Federal Poverty guidelines for the local area, as published by the Department of Health and Human Services, or (iii) without sufficient resources to provide for basic needs (e.g., housing, food, clothing, and transportation).

An individual’s liabilities (e.g., restitution, fees, child support obligations) should be considered when determining indigence.

INMATE - See offender.

INVESTIGATING OFFICER - Refers to the disciplinary process. The term “Investigating Officer” refers to an employee of supervisory level who conducts the investigation concerning alleged charge(s) of offender misconduct. The Investigating Officer may not be the employee reporting the incident or one who was involved in the incident in question.

NFPA, NATIONAL FIRE PROTECTION ASSOCIATION - The National Fire Protection Association (NFPA), headquartered in Quincy, Massachusetts, USA, is an international, nonprofit, membership organization founded in 1896 to protect people, their property, and the environment from destructive fire. The mission of NFPA is to reduce the burden of fire on the quality of life by advocating scientifically based consensus codes and standards, and research and education for fire related safety issues.

The codes referenced in the SOW are available by contacting

NFPA.

OSHA, OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION - regulates occupational safety and health standards which require conditions, or the adoption or use of one or more practices, means, methods, operations, or processes, reasonably necessary or appropriate to provide safe or healthful employment and places of employment.

xii

OFFENDER – This is a federal inmate, prisoner, or offender. The terms offender and inmate are used interchangeably throughout this document.

OFFEROR - The individual, partnership, corporation, or other legal entity who submits a proposal in response to the BOP's needs outlined in a solicitation.

PROGRAM STATEMENT (P.S.) - A BOP written directive that establishes policy procedures in a given area (available on BOP website).

PRELIMINARY SITE INSPECTION - One BOP scheduled on-site inspection of the offeror's facility and location (place of performance) for evaluating the proposed site.

PREOCCUPANCY INSPECTION - One BOP scheduled on-site inspection of the contractor's place of performance to ensure facility repairs and/or renovations have been completed and minimum programmatic requirements have been met so performance may begin.

PRE-TRIAL DEFENDANT - Ordinarily means a person awaiting trial, being tried, or awaiting a verdict, as well as a person awaiting sentence after having pleaded or been found guilty when the BOP has not received notification of conviction.

PRE-TRIAL SERVICES OFFICER (PSO) - An officer of the federal court responsible for supervising federal defendants before trial or sentencing, as directed by the federal court. PSOs are more common in large metropolitan areas. U.S. Probation Officers (USPOs) function in the capacity of a PSO in most judicial districts. The terms USPO and PSO may be used interchangeably throughout this document regarding pre-trial service defendant responsibilities.

PRISON LITIGATION REFORM ACT (PLRA) - For the purpose of this SOW, the RRM will identify PLRA cases for the contractor with specific instructions. Specific requirements are outlined in the chapters on Programs and Discipline.

REASONABLE COSTS - The costs of travel (e.g., airfare, rental car, etc.) and per diem allowances for United States Government travel, as set forth in the federal Travel Regulations.

xiii

RESIDENTIAL REENTRY MANAGER (RRM) - The BOP employee responsible for all functions, programs, and services related to residential reentry programs within a specified geographical area.

RESIDENTIAL REENTRY MANAGEMENT BRANCH ASSISTANT SECTOR ADMINISTRATOR –

The BOP employee who supervises the RRM.

RESIDENTIAL REENTRY MANAGEMENT BRANCH SECTOR ADMINISTRATOR - The Sector Administrator is responsible for residential reentry operations and programs within a specified geographical area (sector).

RESIDENTIAL REENTRY MANAGEMENT BRANCH ADMINISTRATOR - The BOP employee responsible for all residential reentry functions, services, and operations nationwide.

RESIDENTIAL REENTRY MANAGEMENT BRANCH SAFETY SPECIALIST – This is a BOP staff member responsible for contract compliance with county, city, state, federal, and national safety regulations.

ROUTINE MONITORING - The BOP's scheduled and unscheduled, on-site inspections to the Contractor's facility to evaluate performance.

Facilities with an average daily population of federal offenders of 15 or fewer, will have at least one full monitoring and at least two unannounced interim monitoring visits every 18 months.

Facilities with 16 to 30 federal offenders will have at least one full monitoring and at least two unannounced interim monitoring visits every 12 months.

Facilities with 31 or more federal offenders will have at least one full and three unannounced interim monitoring visits every twelve months.

SMARTPHONE – A mobile phone with an advanced mobile operating system which combines features of a personal computer operating system with other features useful for mobile or handheld use.

The Bureau of Prisons requires that smartphones can access the Internet and can run a variety of third-party software components (“apps”).

TYPES OF OFFENDERS - The BOP places several types of offenders in a DRC. There are many variables which determine the type and how an offender is placed and programmed in a DRC. To avoid xiv confusion, the contractor should consider two broad categories, BOP and USPO cases. It is important to understand which case the offender is assigned because of the differences in programming. The RRM will provide direction in this regard.

Confinement of all cases referred by the BOP is reimbursable by the BOP. The RRM can answer questions regarding reimbursable offenders.

A. Condition of Supervision Placement - Offenders under conditions of probation or supervision by the Court, or parole or mandatory release supervision by the U.S. Parole Commission may be ordered to reside in a DRC for a period of time. These placements are USPO cases and may not be reimbursable under this contract (for questions regarding reimbursement contact the RRM).

B. Institution Transfers - A BOP case who has transferred from a federal institution and is completing the last portion of their sentence.

UNIVERSAL PRECAUTIONS - As defined by Centers for Disease Control and Prevention (CDC), Department of Health and Human Services, are a set of precautions designed to prevent transmission of human immunodeficiency virus (HIV), hepatitis B virus (HBV), and other blood borne pathogens when providing first aid or health care. Under universal precautions, blood and certain body fluids of all patients are considered potentially infectious for HIV, HBV and other blood borne pathogens.

U.S. PROBATION OFFICER (USPO) - An officer of the United States District Court, who is responsible for supervising USPO federal offenders.

VIOLENT CRIME CONTROL AND LAW ENFORCEMENT ACT (VCCLEA) - For the purpose of this SOW, the RRM will identify VCCLEA cases to the contractor with specific instructions.

INTRODUCTION

The Bureau of Prisons (BOP) provides community-based residential and nonresidential correctional services through contractual agreements with state, county, and city governments, as well as private contractors. These contractors provide services which include employment and residence development and other self-improvement opportunities to assist federal offenders during the transition from prison to the community.

1. OBJECTIVE - The objective is to establish a Day Reporting Center (DRC) that provides comprehensive community-based services for offenders who are in the custody of the BOP.

2. STATEMENT OF WORK (SOW) - The SOW sets forth the contract performance requirements for the management and operation of a DRC for federal offenders. The contractor will ensure the DRC operates in a manner consistent with the mission of the BOP. The BOP’s mission is to protect society by confining offenders in the controlled environments of prisons and community-based facilities that are safe, humane, cost efficient, appropriately secure, and provide work and other self-improvement opportunities to assist offenders in becoming law-abiding citizens.

3. PLACEMENT OF OFFENDERS - Only the Residential Reentry Manager (RRM) or their designee can approve a federal offender's placement at a DRC under the terms of this contract.

4. CONTRACTOR'S RESPONSIBILITY - The contractor will furnish all personnel, management, equipment, supplies, and services necessary for performance of all aspects of the contract.

Unless explicitly stated otherwise, the contractor is responsible for all costs associated with and incurred as part of providing the services outlined in this contract.

5. BOP VALUES - The BOP can successfully carry out its mission because its operations are firmly grounded in a set of common values and functional goals. A clear vision of the BOP’s organizational and individualized responsibilities exists among its employees. The BOP has a set of values and shared attitudes that guide staff's actions. The agency’s values are important for contract employees to understand because they are the foundation of duties to be fulfilled in performance of the contract’s functions. The core values are:

Correctional Excellence – We are correctional workers first, committed to the highest level of performance.

Respect – We embrace diversity and recognize the value and dignity of staff, offenders, and the general public.

Integrity — We demonstrate uncompromising ethical conduct in all our actions.

Courage – We forge new paths, challenging the status quo, and make difficult decisions to rise above adversity.

The DRC has an obligation to provide offenders with an opportunity to acquire the necessary skills for self-improvement, and to practice law-abiding behavior upon release.

Offenders are encouraged to maintain family and community ties through correspondence, visitation and while planning for eventual release, through participation in pre-release classes, and other programs. Offenders have the obligation to honor their debts and begin payment while confined. Each offender is personally responsible for taking advantage of available DRC programs.

6. CONTRACT PERFORMANCE - All services and programs will comply with the SOW; the U.S. Constitution; all applicable federal, state, and local laws and regulations; applicable Presidential Executive Orders (E.O.); all applicable case law; and court orders. Should a conflict exist between any of the aforementioned standards, the most stringent will apply. When a conflict exists, and a conclusion cannot be made as to which standard is more stringent, the BOP will determine the appropriate standard. The BOP reserves the right to issue interim guidance that supersedes policy and/or aforementioned standards. The contractor will comply with and implement any applicable changes to BOP policy, Department of Justice (DOJ) regulation, Congressional mandate, federal law, or Presidential Executive Orders.

The BOP reserves the right to enter into negotiations with the contractor to change the conditions or procedures in this SOW and contract. Should the BOP invoke such changes, the contractor retains rights and remedies to equitable adjustment under the terms and conditions of the contract.

The BOP reserves the right to have various staff, to include staff from United States Probation and Pretrial Services, Office of the Inspector General, Federal and State Law Enforcement agencies, and other authorized users, assist in the monitoring of contract performance. The BOP reserves the right to conduct announced and unannounced inspections of any part of the facility at any time and by any method to assess contract compliance.

The BOP may investigate any incident pertaining to the performance of this contract. The contractor will comply and cooperate with the BOP on all investigations, monitoring visits, inspections, and inquiries.

The contractor will report all criminal activity related to the performance of this contract to the appropriate law enforcement investigative agency (e.g., Federal Bureau of Investigation, United States Marshals Service, state, and local authorities), and immediately notify the RRM of the report. The contractor will immediately report to the RRM any person or agency requesting to use an offender in any investigation; no offender may participate in any such investigation without prior approval of the BOP.

The contractor will submit any requests for contract changes through the RRM to the Contracting Officer (CO) for approval.

The contractor will provide electronic media to include email and internet access for all key staff (defined in Chapter 2 Personnel) and will provide capability for the electronic submission and receipt of paperwork and reports (e.g., referrals, movement notifications, terminal reports, disciplinary reports, etc.) to the BOP at the discretion of the RRM. Only BOP approved internet transmission methods/secure portals may be used to transmit protected offender information.

All non-restricted BOP Policies and Program Statements are available on the Bureau’s public website (www.bop.gov).

7. SCOPE OF WORK - The contractor will comply with all requirements in this SOW and other reference documents as indicated. The technical proposal and any negotiated modification(s) are incorporated into the contract unless otherwise stated in the contract or defined by the Contracting Officer.

The contractor will develop operational policies and procedures that follow the requirements contained in this SOW and of generally accepted correctional practice as defined by the BOP.

The contractor will provide an electronic or scanned version of their policies and procedures to the RRM and Administrative Contracting Officer within 60 days after award. Subsequent updates shall be submitted to the RRM within 30 days of publication.

All federal offenders will receive the same programming and services except as otherwise provided for in this SOW.

The contractor has the responsibility to ensure proper management and oversight of the program. Absentee ownership will not mitigate program integrity, responsiveness, or responsibility.

The contractor will protect, defend, indemnify, save, and hold harmless the United States Government and the BOP and its employees or agents from and against any and all claims, demands, expenses, causes of action, judgments and liability arising out of, or in connection with, any negligent acts or omissions of the contractor, its agents, subcontractors, employees, assignees, or anyone for whom the contractor may be responsible. The contractor will also be liable for any and all costs, expenses, and attorney’s fees incurred as a result of any such claim, demand, cause of action, judgment, or liability, including those costs, expenses and attorney’s fees incurred by the United States Government and the BOP and its employees or agents. The contractor’s liability will not be limited by any provision or limits of insurance set forth in the resulting contract.

The contractor will be responsible for all litigation, including the cost of litigation, brought against it, its employees, or its agents for alleged acts or omissions. The CO will be notified in writing of all litigation pertaining to this contract and provided copies of said litigation or any pleadings filed within five working days of the filing. The contractor will cooperate with the government legal staff and/or the United States Attorney regarding any requests pertaining to federal or contractor litigation.

In awarding the contract, the government does not assume any liability to third parties, nor will the government reimburse the contractor for its liabilities to third parties, with respect to loss due to death, bodily injury, or damage to property resulting in any way from the performance of the contract or any subcontract under this contract.

CHAPTER 1 – ADMINISTRATION AND ORGANIZATION

The contractor will maintain a current operations manual, either hardcopy or electronic, that is available to all staff. It will describe the purpose, philosophy, programs, services, policies, and procedures of the facility, and be updated on an as-needed basis. It will describe the daily operational procedures for the respective facility. Staff will have a thorough working knowledge of the operations manual. The contractor must operate in accordance with the operations manual. The operations manual will not circumvent the Statement of Work (SOW) requirements. The operations manual is a separate manual from the technical proposal. At least annually, staff shall review the operations manual and document the review. The operations manual will be available for review by the Federal Bureau of Prisons (BOP) during inspections of the facility.

The contractor will report to the Contracting Officer (CO) through the Residential Reentry Manager (RRM) any deviation from the requirements of this SOW. The RRM will interpret the requirements of this SOW.

Any disagreement regarding contract performance should first be disputed or addressed with the Contracting Officer’s Representative (COR). If the conflict cannot be resolved with the COR, the issue should be elevated to the Residential Reentry Management Sector Administrator. If an agreement still cannot be reached, then the contractor should address the CO in writing.

The contractor will develop a mission statement, long-range goals, and objectives which will be available via electronic or hardcopy review by the BOP during inspection of the facility.

1. PERFORMANCE

The contractor will develop and maintain a current contingency plan to ensure continuity of service should unforeseen circumstances occur, such as employee work actions or strikes, natural disasters, terrorist activities, etc. As a correctional organization, it is the contractor’s responsibility to ensure 24/7 continuity of service during unforeseen circumstances. The plan shall be submitted to the COR for approval prior to performance and must contain, at a minimum, the following:

A detailed evacuation plan

A detailed plan to continue providing service including accountability, case management, urinalysis, and other programming as required

Provisions for maintaining adequate staffing levels

The contractor will provide at least 70 percent of the contract requirements by using employees compensated directly by the contractor.

Thus, the contractor cannot subcontract more than 30 percent of the contract requirements. The intent is to create a uniform composition of services under the control and supervision of the Facility Director. The contractor will submit all proposed subcontracts to the BOP for approval when the contractor intends to seek the services of a subcontractor (e.g., food service or facility maintenance).

2. INFORMATION

The contractor will comply with the requirements of the Freedom of Information Act 5 U.S.C. §552, Privacy Act, 5 U.S.C. §552a and 28 CFR part 16, Production or Disclosure of Material or Information and P.S. 1351, Release of Information. The contractor will have written policy and procedures for staff managing information. The contractor will seek the RRM's approval before releasing BOP records in response to a request for information.

A. Government Contacts - The contractor will post and display in a conspicuous location a listing of the names, addresses, and telephone numbers of the responsible Sector Administrator, Assistant Sector Administrator (SA, ASA), Supervisory Community Treatment Coordinator (SCTC), RRM, Assistant Administrator Residential Reentry Management Branch, and Chief USPO.

B. Congress - The contractor will immediately notify the RRM when any request (e.g., information or tour of the facility) is made by any representative of the United States Congress to the contractor.

C. News Media - The contractor will notify the RRM when a request or contact is made by any media representative (i.e., a person whose principal employment is to gather or report news for a newspaper, magazine, blogs, web sites, podcasts, national or international news service, radio, or television news programs). These requests or contacts may include, but are not limited to, interviews, visits, or impromptu questions with staff or offenders. Contractors should reference P.S. 1480, News Media Contacts. The contractor is encouraged to clear in advance all media releases with the RRM. Any time a media request is made regarding offenders, to include releases and interviews, prior approval must be granted by the RRM.

The contractor will ensure employees agree to use appropriate disclaimers clearly stating the employees' opinions do not necessarily reflect the position of the BOP or Department of Justice (DOJ) in any public presentations they make or articles they may write that relate to any aspect of the contractor's performance in this contract.

D. Documentation - The contractor will document that all requirements of this SOW are being met. The contractor has the affirmative responsibility to prove the requirements are being met. The contractor will maintain documentation of:

Their standing as a legal entity, or part of a legal entity, and will maintain documentation indicating legal measures have been taken to provide continuity of service, in case of incapacitation, retirement, or death of the contractor

Their tax-exempt status, if applicable

Valid liability and property insurance for the facility and equipment, valid zoning documentation and use permits with documentation available for review at the facility

E. Meetings - The Facility Director, or designee, will conduct staff meetings at least monthly to foster open communication, establish policy, discuss problems, ensure compliance with SOW requirements, and accomplish program objectives. These meetings may be in person, or via video conference, on a monthly basis. The contractor will distribute new or revised policy and procedure to staff, volunteers, and offenders if appropriate. The contractor will document these meetings with written minutes to include staff attendance. This documentation will be made available to the BOP for inspection upon request.

F. Equipment - The contractor will have an operable facsimile machine, computer, and telephone capabilities. The contractor will have a computer with internet capabilities to include Microsoft Edge or compatible browser (Firefox, Google Chrome, etc.), as well as individual email addresses and capabilities for all DRC key staff to communicate with the RRM office. DRC staff cleared to work with federal offenders will have the capability to interact with existing bureau utilized referral and population management tools. All DRC staff must have an individual email address, regardless of if they will be accessing the referral and population management tools (R3M). Group or Shared email addresses are not acceptable for use in the electronic referral and population management tools in order to uniquely identify all contractor staff and maintain system information security standards and requirements. Computer equipment will be appropriately secured and will allow for the electronic retention of documents for the life of the contract.

If the contractor utilizes any electronic case management or accountability software programs, they will ensure that industry standards are met for the security of offender information to prevent the unauthorized viewing, dissemination, or use of protected personnel information in accordance with the Freedom of Information Act and Privacy Act. Any individuals having electronic access to non-public offender information will be cleared through the contract staff background clearance procedures.

Contractors will be required to utilize the bureau electronic applications (R3M or subsequent versions) to include all functions of the application.

Use of this application and all subsequent versions or additions to the application is mandatory within 30 days of implementation. The RRM may request the information found in an offender file (located in Chapter 16) be uploaded into the electronic application.

G. Translation - The contractor will provide for the translation of facility rules, emergency diagrams, and other related documents into a foreign language, as required by the composition of the offender population.

3. COMMUNITY OUTREACH

The BOP believes it is extremely important and vital to develop and maintain positive community relations and partnerships.

This will be accomplished through development of a Community Relations Board. The contractor must provide written policy and procedures that offer ongoing positive communication and partnerships between the facility, major employers who employ DRC offenders in the local community, appropriate social service agencies, legal services organizations, elected officials, law enforcement, and citizens. The program should maintain compliance with P.S. 1415, Community Relations Board. The program must describe the approach to educating the local community about the goals and mission of the DRC and maintaining the support of the community. The outreach program must also include specific activities that will be conducted on a quarterly basis. This includes the use of volunteers, which is encouraged, but not mandatory. Every effort should be made to ensure Community Relations Boards include, at a minimum, representatives from each area identified above. Documentation of membership and attendance, to include efforts at expanding participation, is to be maintained for the life of the contract and be available to oversight staff upon request.

4. FISCAL RESPONSIBILITIES

The contractor will operate according to an annual written budget of anticipated revenues and expenditures. The contractor will have policy and procedures for the receipt, safeguarding, disbursement, and recording of funds that comply with generally accepted accounting practices.

CHAPTER 2 - PERSONNEL

1. ORGANIZATIONAL CHART

The contractor will maintain a narrative description and diagrammed organizational chart outlining the structure of authority, responsibility, and accountability of both the facility and the company. The intent is to gain an understanding of the chain-of-command within the organization.

2. STAFF COVERAGE

The contractor will have paid, trained staff, dressed and alert, on the premises, to provide coverage for a minimum of 40 hours per week with the days and hours determined by the contractor. Changes must be submitted in writing to the COR for approval prior to implementation. There is no requirement for the DRC premises to be open during federal holidays. 24/7, 365 days a year GPS tracking and accountability requirements shall still be met to include any violations and equipment malfunctions and outages.

Staff members will be available remotely to meet offender needs during non-business hours. Additionally, DRC staff will report to the facility to enroll new arrivals to the program as needed. The DRC will have a designee available by telephone, twenty-four (24) hours per day, seven (7) days a week, to provide for the safe and secure supervision and accountability of all federal offenders.

3. POSITION REQUIREMENTS

A. DRC Director: The minimum education and experience qualifications for the position of DRC Director (or similar title) will be a four-year degree in a social or behavioral science program from an accredited college or university, two years of work experience in a related field, and a minimum of two years in a supervisory position. Work experience may be substituted for academic studies exchanging one year of work experience in a related field for one year of academic education.

Total work experience needed in lieu of the combination of education and work experience is six years, with two of the years in a supervisory position.

B. Case Manager: The education and experience qualifications for the position of Case Manager (or similar title) will be a four-year degree in a social, human services, criminal justice or behavioral science program from an accredited college or university. At a minimum, one year of experience must be working in human services, corrections, or community-based services. Work experience may be substituted for academic studies exchanging one year of work experience in a related field for one year of academic education. Total work experience needed in lieu of the combination of education and work experience is five years. A ratio of one Case Manager for every 45 DRC offenders will be staffed.

4. STAFFING PATTERN

The contractor will concentrate staff when most offenders are available for program activities. The contractor will have a minimum of two staff members on the premises during all site hours. These staff members may be key personnel. There must be at least one male staff member and one female staff member on the premises during all site hours if the current population reflects both genders. The contractor will also provide key personnel in accordance with the number of participants assigned to the program (see Key Personnel).

5. KEY PERSONNEL

Key personnel include the DRC Director and Case Manager (one for every 45 offenders in the Day Reporting Program). Key staff titles may be replaced by similar or equivalent titles. The contractor must identify key staff by title, educational requirement, and major duties within their technical proposal.

All key personnel are full-time employees. Key personnel must be 100 percent devoted to the federal DRC contract. Any deviation from this requirement must be reviewed and approved by the RRM. The contractor will identify to the RRM the key personnel employed at the facility. The contractor will provide immediate information to the RRM of any changes in key staff and identify any staff in temporary acting positions including contract staff coming from other contracts. Approval must be obtained from the RRM for all staff, including temporary and key staff, prior to working with federal offenders.

The contractor will staff all key personnel positions throughout the performance of the contract. The contractor will notify the RRM in writing if any personnel vacate a position and indicate when a replacement will be selected. The notification will occur within five working days after the vacancy occurs.

A key personnel vacancy does not absolve the contractor from providing the position’s services. Ordinarily key personnel will be replaced within a 30-day period. With appropriate justification this can be extended to 60 days by the RRM. Any further deviations may result in negative contracting action including, but not limited to, deficiencies or deductions.

6. STAFF/OFFENDER RATIO

The Case Manager ratio will be a minimum of one to every 45 offenders. The contractor is always responsible for the appropriate supervision of federal offenders and the orderly running of the DRC. The staff/offender ratio established in the contract contributes to the contractor's ability to safely and securely operate the DRC. The contractor will notify the RRM of any unforeseen circumstances which may affect the safety, security, or orderly running of the DRC.

The CO is the deciding authority for any adjustments to the staff/offender ratio. The contractor will comply with any change(s) to the ratio as directed by the CO.

7. PERSONNEL RECORDS

The contractor will maintain a complete and current personnel file for each employee. All personnel files must be secured and accessible to senior management staff only (i.e., Director, Assistant Director, Human Resources Manager, Director Designee); hard copy personnel files must be stored in a locked compartment accessible to senior management staff only.

The contractor will ensure the files are readily available for BOP review upon request.

The contractor will have a written personnel manual specifically for the respective facility. The personnel manual is a separate manual from the operations manual. The policies and procedures will cover, at a minimum, the following areas:

Staff coverage Personnel records Staff training Recruitment Staffs discipline Separation from work Staff retention Performance evaluation Organizational chart Standards of Conduct Staff orientation Volunteers Staff development Resignation

A. Employee Evaluation - The contractor will develop written policies and procedures for an annual written performance review of each employee based on defined criteria. The results will be discussed with the employee, and the review will be signed by the employee and evaluator and maintained in the employee’s personnel file.

B. Affirmative Employment - The contractor will have a written policy specifying that equal employment opportunities exist for all positions. Full consideration will be given to the recruitment, hiring, placement, retention, training, and advancement of women, members of minority groups, disabled veterans, and qualified individuals with disabilities who, with or without reasonable accommodation, can perform the essential functions of the job in question. The contractor will not discriminate against individuals based on race, color, religion, sex, national origin, physical or mental disability, age, retaliation, or sexual orientation. In addition, the contractor will not prevent women from working in male offender programs or men from working in female offender programs.

C. Newly Hired Employees - The contractor will have a written policy providing for a probationary term followed by permanent status for newly hired or newly promoted employees.

D. Social Security Card - The contractor will ensure each employee and any subcontractor has a social security card issued by the U.S. Social Security Administration and is a United States citizen, permanent resident, or other person lawfully admitted into the United States, meeting the DOJ residency requirements set forth in Section I of the solicitation.

E. Training - The contractor will develop an employee training program in addition to any BOP provided training.

1) Staff Training - Prior to working with federal offenders, all staff must receive training on their respective duties and responsibilities. This training should cover all required training topics as outlined in the SOW and should be a minimum of 40 hours in length.

Sixteen hours of this training may be on the job training (OJT) under direct staff supervision. If an incumbent is awarded a new contract, the contractor will also provide training on required topics within 90 days of award for staff who worked on the previous contract. Additionally, within 90 days of employment, all key staff will be provided with and sign for the DRC staff orientation packet (provided by the RRM office), acknowledge receipt, and provide a copy to the RRM. The contractor will document all employee training, to include topics covered, with time and date of completion. A copy will be maintained in the employee’s personnel file.

2) Annual Refresher Training - The contractor will provide staff with at least 20 hours of annual refresher training relating to the operation of the DRC. The contractor will document the training topics, date, time, and participants in each staff member’s respective personnel file. The training must cover the following:

Discipline procedures for offenders

Demonstrate working knowledge and competency of the discipline procedures by passing the standardized test administered by the COR

Emergency plans

Staff integrity and ethics

Accountability and security procedures

Life safety, and emergency procedures

Offender, vehicle, searches

Signs of suicide and suicide precautions (to include review of the DRC’s Suicide Prevention Plan)

Use of force regulations and tactics

Center Disciplinary Committee report writing

Universal precautions, interpersonal relations, and communication skills

Social and cultural lifestyles of the offender population

Basic first aid and NARCAN

Prevention, identification, and handling of sexual abuse/assault incidents

Prison Rape Elimination Act Requirements

3) BOP Training - At least one key staff member will attend and participate in all BOP sponsored training events. BOP contractor conferences, which are normally scheduled on an 18–24-month cycle, are also required attendance and participation for at least one key staff member of the DRC contract. The contractor is responsible for all costs associated with attending this training.

F. Staff Retention - The contractor will develop a retention program designed to minimize employee turnover. If there are breakdowns in accountability or programming as a result of the contractor’s failure to implement a successful retention program, adverse contracting action may be taken by the Bureau.

8. BACKGROUND INFORMATION

Contract employees must be approved by the RRM before they may work with federal offenders. The contractor will submit a typed, completed and signed Request for Contract Staff Background Investigation (Attachment A) for all individuals the contractor has determined are appropriate for employment and any person who will work with federal offenders. The contractor will then submit this typed and completed form to the RRM along with one full set of fingerprints with the required fingerprint card information completed. The RRM will process the fingerprint and background checks.

The contractor will only request the BOP conduct background checks on persons they have offered conditional employment. The contractor will advise this person that a criminal history check, fingerprint, criminal records, and other appropriate background checks will be processed by the BOP to verify this information. The intent is to screen applicants to determine their acceptability to work with federal offenders. The contractor will not submit the name of any person the contractor does not employ or intend to employ.

No individual will begin working with federal offenders before clearance is obtained from the RRM. The RRM may grant conditional clearance to work with federal offenders after the criminal history check is conducted if the results of the check are appropriate. The contractor will understand that the granting of final approval will not occur until after the RRM receives a response(s) from the fingerprint or other background check(s) and the results prove to be appropriate.

Incumbent contractors who are awarded a subsequent new contract will secure a completed and signed Attachment A as well as a new fingerprint card from all staff. These documents will be submitted to the RRM Office within 60 days prior to new contract performance.

Contractors who have a contract which exceeds five years must ensure all staff receive updated clearances every five years from the date of last clearance approval.

The RRM will ordinarily approve a person to work with federal offenders in accordance with guidelines established in the current version of the Bureau’s Program Statement on Contract Staff Integrity for Privately Operated Community Corrections Residential Facilities, P.S. 7570.

This action does not prevent, preclude, or bar the withdrawal or termination of any prior clearance or approval by the RRM at any time during the term of the contract.

The contractor will voucher potential employees through reference and employment checks prior to working with federal offenders. The contractor will document information regarding reference and employment checks in the employee's personnel file. The contractor will verify training, education, and experience of all staff. This includes credentials for all professional staff. The contractor will document the verification in the personnel file and make it available during inspections.

The DRC Director or designee may be required to fingerprint proposed staff as directed by the COR. The completed fingerprint cards will be mailed to the RRM for processing.

9. CONTRACTOR’S EMPLOYEE STANDARDS OF CONDUCT

The contractor will develop and use written policy, procedures, and practice, herein called Contractor’s Employee Standards of Conduct, for employee conduct, ethics, and responsibility. The contractor will notify its employees of the Contractor’s Employee Standards of Conduct.

A. At a minimum, the Contractor’s Employee Standards of Conduct

Will require employees to conduct themselves in accordance with the following standards:

The contractor will require its employees to conduct themselves professionally and in a manner that creates and maintains respect for the DRC, BOP, DOJ, and the U.S. Government.

The contractor will require its employees to avoid any action that might result in, or create the appearance of, adversely affecting the confidence of the public in the…