ESBD_File_335082_696-PD-23-P006 A-002.pdf

AMENDMENT OF SOLICITATION Page 1 of 18 Pages

1. SOLICITATION NO.

696-PD-23-P006

2. AMENDMENT NO.

A-002

3. EFFECTIVE DATE

September 29, 2023

4. ISSUED BY

Texas Department of Criminal Justice Contracts and Procurement, Contract Administration Two Financial Plaza, Suite 703 Huntsville, Texas 77340

5. NAME AND ADDRESS OF OFFEROR

6. The above numbered solicitation is amended as set forth in Item 7. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 5 and 8, and returning one (1) copy of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or e-mail which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by e-mail or letter, provided each e-mail or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF AMENDMENT

The purpose of this amendment is to:

A. Revise Section B.1.2.

B. Replace Sections B.2, G.4.3, and K.4.8.

C. Delete Section F.1.

D. Provide clarifications and answer questions.

Except as provided herein, all terms and conditions of the solicitation, as heretofore changed, remain unchanged and in full force and effect.

8a. NAME AND TITLE OF SIGNER (Type or Print)

8b. OFFEROR

(Signature of Person Authorized to Sign) Date Signed

696-PD-23-P006 Amendment A-001 A. Revise Section B.1.2, Pricing Instructions, revise paragraph E and add paragraphs F-H, to read as follows:

E. Respondents should only include the subsidized payment amount they expect to collect from the Department for evaluation, group, and individual treatment Services rendered in Section B.2.A, Subsidized Services to be Performed at TDCJ Approved Locations.

F. Respondents should only include the Non-Subsidized (full cost) Payment amount they expect to collect from the Client for evaluation, group, and individual treatment Services rendered in Section B.2.B, Non-Subsidized Services to be Performed at TDCJ Approved Locations.

G. Respondents should only include the subsidized payment amount they expect to collect from the Department for virtual group, and virtual individual treatment Services rendered in Section B.2.C, Subsidized Virtual Sessions.

H. Respondents should include the full amount of cost they expect to collect from the client for virtual group, and virtual individual treatment Services rendered in Section B.2.D, Non-Subsidized Virtual Sessions.

B. Replace Section B.2, Pricing Schedule, in its entirety.

C. Delete Section F.1, in its entirety, and renumber the subsequent paragraph.

D. Replace Section G.4.3, Co-Payments, to read as follows:

A. The Contractor may submit service claims to Clients’ private insurance carriers and/or to Medicare/Medicaid (if the Contractor is a Medicare/Medicaid provider) for co-payment reimbursement. Upon the insurance/Medicare/Medicaid payment exceeding the allowed co-payment amounts (as defined in Sections G.4.3.B-D), the Client is no longer eligible for subsidy, pursuant to Section G.4.4. The Contractor is responsible for knowing and understanding the terms and requirement set forth by Medicare/Medicaid with regard to reimbursement.

B. For Clients who have demonstrated an ability to pay a co-payment per Section C.6 toward evaluation Services, but whose evaluation is subsidized, the Contractor shall establish a MAXIMUM payment which the Contractor may collect from each Client and Department’s subsidy Payment per evaluation. The Contractor shall provide the maximum subsidized Payment expected to be received from the Department (Section B.2.A). If a sliding scale co-payment from the Client is required, the combined payment amount shall not exceed the payment amount for the same services indicated in Section B.2.B.

C. For Clients receiving treatment in a face-to-face group setting, but whose treatment is subsidized, the Contractor shall establish a MAXIMUM payment to be received from the Department per group session. The Contractor shall provide the maximum subsidized payment expected to be received from the Department in Section B.2.A. If a sliding scale co-payment, per Section C.6, is required from the Client, the combined payment amount shall not exceed the amount for the same service indicated in Section B.2.B.

D. For Clients receiving treatment in a face-to-face individual setting, but whose treatment is subsidized, the contractor shall establish a MAXIMUM payment to be received from the Department per individual session. The Contractor shall provide the maximum subsidized payment expected to be received from the Department in Section B.2.A. If a sliding scale co-payment, per Section C.6, is required from the Client, the combined payment amount shall not exceed the amount for the same service indicated in Section B.2.B.

E. For clients receiving treatment in a virtual group setting, but whose treatment is

Department per virtual group session. The Contractor shall provide the maximum subsidized payment expected to be received from the Department in Section B.2.C. If a sliding scale co-payment, per Section C.6, is required from the Client, the combined payment amount shall not exceed the amount for the same service indicated in Section B.2.D.

F. For Clients receiving treatment in a virtual individual setting, but whose treatment is

Department per virtual individual session. The Contractor shall provide the maximum subsidized payment expected to be received from the Department in Section B.2.C. If a sliding scale co-payment, per Section C.6, is required from the Client, the combined payment amount shall not exceed the amount for the same service indicated in Section B.2.D.

G. Collection of co-payments shall be in accordance with the following requirements. The Contractor shall:

1. Not employ Clients in any manner to "work off" the fee;

2. Not terminate Clients or exclude Clients from treatment for failure to pay their established and agreed-upon fee, unless this decision is jointly agreed upon by the Contractor, Treatment Provider, and the Parole Officer;

3. Not withhold treatment reports, to include evaluation reports, for failure to pay; and

4. Furnish a receipt to the Client and maintain a copy of the receipt for review by the

Department.

E. Replace Section K.4.8, Financial Statements, to read as follows:

A. The Respondent shall deliver to the Department a copy of its most recent financial report.

This report must include, as a minimum, the following financial information:

1. Balance sheet;

2. Profit and loss statement or statement of income; and

3. Any changes in financial position of the company.

B. This statement fairly presents the financial position of the Respondent at the date shown and the results of its operations for the period covered, and has been prepared in conformity with Generally Accepted Accounting Principles (GAAP) applied on a consistent basis, except as discussed in the notes to the financial statement.

C. The Respondent shall provide their financial statements annually to the Department, according to the requirements in Section D.1.

Section B

B.2.A. PRICING SCHEDULE

Subsidized Services to be Performed at TDCJ Approved Locations:

Locations may include District Parole Offices, Residential Reentry Centers, TDCJ Correctional Institutions Division sites, and private locations in various Texas counties, to include rural counties.

Respondent:

Services to be Performed at:

Location Name and/or Type

Street address

City, Zip Code, and County

Region

Maximum Number of Clients to Serve (See G.4.1.E):

BASE PERIOD (USOBP – 08/31/25)

Evaluations: $ each (1 evaluation per Client per Fiscal Year) (See G.4.1.C)

SOCH Evaluation: $ each (1 evaluation per Client) (See G.4.1.D)

Group Sessions: $ per session per Client (See G.4.1.E)

Individual Sessions: $ per session per Client (See G.4.1.F)

OPTION PERIOD ONE (09/01/25 – 08/31/26)

OPTION PERIOD TWO (09/01/26 – 08/31/27)

B.2.B. PRICING SCHEDULE

Non-Subsidized Services to be Performed at TDCJ Approved Locations:

Locations may include District Parole Offices, Residential Reentry Centers, TDCJ Correctional Institutions Division sites, and private locations in various Texas counties, to include rural counties.

Respondent:

Services to be Performed at:

Location Name and/or Type

Street address

City, Zip Code, and County

Region

Maximum Number of Clients to Serve (See G.4.1.E):

(The respondent should also include their methodology for their sliding fee scale)

B.2.C. PRICING SCHEDULE

Subsidized Virtual Sessions:

Subsidized virtual sessions will be on an as-needed basis, at the written approval from the Director of Specialized Programs, or their Designee.

B.2.D. PRICING SCHEDULE

Non-Subsidized Virtual Sessions:

Non-Subsidized virtual sessions will be on an as-needed basis, at the written approval from the Director of Specialized Programs, or their Designee.

Questions and Answers:

Question #1: As stated in C.6. (A.) states that the referral packet shall contain items 1 thru

4. (B.) states the Parole Officer, once the referral approval is granted, prepares a PMS-34, submitting to the Contractor. Without the PMS-34 and the approved email, the Services shall not be conducted.

a.) If the Parole Officer does not provide ALL required referral packet documents as identified in C.6.A. items 1 thru 4, is it allowed to withhold beginning services until said items 1-4 are received from the Parole Officer? I understand the expiration date of the referral however, many times, Parole Officers do NOT send the above mentioned documents nor answer numerous email requests, thereby holding up the entire evaluation process.

b.) Suggestion: Maybe if there was an informational portal, contractors could access the above mentioned information, once the approval is received. This might greatly reduce time and frustration chasing required information by acquiring it ourselves.

Answer #1: Pursuant to C.6.B, and for services that are being subsidized, “Without the PMS-34 and the approval email, the Services shall not be conducted”. This is the only situation in which it is indicated the Provider shall not conduct the services. Otherwise, the expectation is that the Provider will conduct services once the referral packet is received. The expectation is that the Parole Officer will submit to the Provider a complete referral packet pursuant to Parole Division/Policy and Operating Procedures (PD/POP) 3.6.9.II, F, to include items 1-5 identified in said section within five (5) business days of referral.

The Parole Officer is expected to provide a justification for any missing items in the referral packet. If the Provider is unable to provide the services pursuant to Texas Council on Sex Offender Treatment (CSOT) accepted processes, then the Provider should reach out to the Parole Officer and their Chain of Command, if necessary, and request submission of missing documents. The Provider also has the option to contact the Sex Offender Program Parole Officer IV to request assistance in obtaining missing referral documents if attempts with the Parole Officer are unsuccessful.

Question #2: In G.2.1.B mentions the Executive Director is hereby designated as its Authorized Representative but mentions no name. Can you provide the name of the Executive Director?

Answer #2: Mr. Bryan Collier is the Executive Director of the Texas Department of Criminal Justice.

Question #3: G.4.1.B. states, "If the client is to remain on subsidy, the Parole Officer will provide the Contractor with the approved extension." If there is to be an extension to remain on subsidy, how will the Parole Officer inform the Contractor, and within what time period? If a Client is no longer subsidy eligible isn't the Parole Officer required to send an SP-0507 to the Contractor? I understand Contractors are to monitor subsidy expiration dates, but the Parole Officer is the only one who can generate that form. Many times we do not know if a client is no longer subsidy eligible until accounting tells us, "too much income" then doesn't pay the amount charged to that client.

Then, when the Client's balance owed is adjusted to reflect the amount not paid by the State, the client then says," it's not my fault the State didn't pay, I don't have it and cannot pay that balance." We then have no way to collect that fee.

Answer #3: The Parole Officer will provide a SP-0507 within 3 business days of becoming aware of subsidy ineligibility. It is the Parole Officer’s responsibility to notify the Provider of a change in the client’s subsidy eligibility. Additionally, C.6.B, specifically states Providers should not perform subsidized services without subsidy approval. Additionally, if the Provider identifies a pattern of non-compliance by the Parole Officer in this area, the Provider should notify the regional chain of command in addition to notifying the Sex Offender Program Parole Officer IV.

Question #4: I am aware of G.4.4 (B) where the Parole Officer is to notify the Clients Treatment Provider within (3) days of the date the Parole Officer became aware that the Client will no longer be subsidized. This is not happening the majority of the time. Each time we discover when a Client is no longer subsidized, it's way beyond the 3 days required to be notified. My office has passed along to appropriate supervisors the issues each time this happens however, there seems to be no plan in place to remedy this. Can you suggest a way to be better informed when a Client is no longer subsidy eligible?

Answer #4: Pursuant to PD/POP 3.6.9, when a client is being terminated from the subsidy program and/or treatment, the parole officer shall complete and submit the TDCJ-PD Sex Offender Treatment Terminated from Subsidy/Notification of Treatment Termination form (SP-0507), indicating the reason for termination (e.g., absconded, arrested, transferred, etc.). If the therapist terminates treatment, the SP-0507 is unnecessary. If the Provider identifies a pattern of not being notified on a timely basis. Then the Provider should address the matter with the Parole Officer. If this proves to be unsuccessful then the Provider can notify the regional chain of command and can also notify the Sex Offender Program PO IV of the situation to rectify the situation.

Question #5: K.4.8 Financial Statements: Does the Departments request for "Audited Financials Report" mean "Audited Financial Statement" as identified by Generally Accepted Accounting Principles?

Answer #5: See the replacement of Section K.4.8 above.

Question #6: M.1 Selection Process, Can you tell me who will be on the "Evaluation Committee'' ?

Answer #6: The Evaluation Committee assignments are confidential.

Question #7: M.1.E. Vendor Performance, Contractor performance information is located on the Texas Comptroller of Public Accounts website at:

http://txsmartbuy.com/vpts. I have checked and there appears to be no rating of me or my company. Can you explain why that is? I'd like to be able to see those grades if they do in fact exist.

Answer #7: Contractor’s performance is not reported to Vendor Performance Tracking System until the contract is completed or otherwise terminated. When grades are submitted to the system, the vendor is simultaneously notified.

Question #8: Another question pertaining to K.4.8 Financial Statements: What is the time frame for the requested financial information? 2022 statements? And/or any statement requirements for 2023?

Answer #8: Section D states “To Contract Specialist 120 Days after closing of Contractor’s fiscal year.” See the replacement of Section K.4.8 above. Annual submission is required. The requested financial information must be included in the response submission.

Question #9: B.2. Pricing Schedule: Non-Subsidized Services to be Performed at TDCJ Approved locations: B.1.2 states to only include the subsidized payment but the above quoted form is regarding non-subsidized services. I am confused about what I am supposed to put on the non-subsidized sheet and why if it does not pertain to subsidy.

Answer #9: See the revision to the language in Section B.1.2, Pricing Instructions, and the replacement of B.2, Pricing Schedules, above.

Question #10: Section G.4.3 Co-Payments, states that the maximum payment amount for Section B.2 shall include the maximum co-payment expected to be received from the client plus (+) the maximum subsidized Payment expected to be received from the Department. To me, this is in direct contrast to what B.1.2 states.

Answer #10: See the revised language in Section B.1.2, Pricing Instructions, above.

Question #11: Is Section G.4.3 supposed to be notated in some other area of form?

Answer #11: See the revised language above in Section G.4.3.

Question #12: Pertaining to H.1 Insurance, we are sole proprietors and do not meet the requirements to obtain Worker’s Compensation or Employers Liability. This section has no dispensation for our classification.

Answer #12: Respondents who do not have any employees are exempt from the provisions regarding Worker’s Compensation Insurance.

Question #13: Section H1, D1: This amount of insurance is expensive and not offered by all carriers. Can the main contractor have one policy in his/her name and then name sub-contractors as insured under his/her policy? Or is each clinician required to meet the limit separately?

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Ftxsmartbuy.com%2Fvpts&data=05%7C01%7CNikala.Deveraux2%40tdcj.texas.gov%7Cbccaec201d634c90eafd08dbadd024d9%7C141c92ac06764927887231ac367a826b%7C0%7C0%7C638294881714783585%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=7o06CZRNM%2FA9XBnTDnrP7NSEGkouI6yd7lXVsyK6UQ4%3D&reserved=0

Answer #13: See the answer to Question 12 above. In Section H.2.1, Subcontractor’s

Insurance, the requirements are stated.

Questions #14: L.7.3: It appears there is only one form to be filled out for all locations for virtual sessions, and that it references subsidized prices only. Please confirm if that interpretation is correct or not.

Answer #14: See the revision to Section B.1, Pricing Instructions, and the replacement of Section B.2, Pricing Schedules above.

Question #15: K.4.8: I am an individual practitioner not a corporation, LLC, or other entity.

What, if anything, do I need to submit here?

Answer #15: See the replacement of Section K.4.8 above.

Question #16: When it asked for volumes to be bound, how do they need to be bound, in a binder?

Answer #16: A bound volume means the pages are collected by a binder clip, a rubber band, in a folder, in an envelope, in a coil binding or in a 3-ring binder.

Question #17: When it asks for volumes is that the whole proposal or just the section only that is needed with multiple copies?

Answer #17: The volumes are to be copied at the quantity stated not the whole proposal.

Question #18: Do/Can we send overnight, certified, sign receipt with the final proposal?

Answer #18: Yes, if that is one’s preference. The submission can be made in person, or by a carrier.

Question #19: Do all copies bound and not bound go in the same package?

Answer #19: Yes, if that is one’s preference.

Question #20: There is a request for a Section to marked with tabs, do you mean a cover sheet or actual tabs on the side of paper?

Answer #20: Either method is sufficient.

Question #21: What type of binding is acceptable for the bound copies?

Answer #21: See Answer #16 above.

Question #22: Am I really required to contact my insurance and add names of “the department and its officers, employees and elected representatives as additional insured to all applicable coverages”? It seems that this would add a significant amount of cost to any insurance policy. Reference Section H.1.1, Required Provisions.

Answer #22: The Department follows the requirements for State Agencies. Insurance requirements are set to minimize risk to the State of Texas. Be sure to include the expected cost of the required insurance provisions in Volume Three, Price Proposal.

Question #23: We operate as an LLC with two people. We don’t have audits and we do all of our own financial accounting. We do not have financial statements. My understanding is that having an outside auditor write a financial report would be very costly and time-consuming. Can you clarify if any alternatives are acceptable? Reference Section K.4.8, Financial Statements.

Answer #23: See the replacement of Section K.4.8 above.

Question #24: I have no employees that will provide services related to this contract and am not required by the state to carry Workers Compensation Insurance. Will a statement to this effect be acceptable?

Answer: 24: See Answer #12 above.

Question #25: On page 37 of the Solicitation, Section H.1.1 it states “the Contractor’s insurance is the primary insurance with regard to the Department, its officers, employees and elected representative.” My insurance company states: they are “unable to provide” * Primary Coverage for the Additional Insured;

*Waivers of Subrogation. My insurance company that I have been doing business with since the beginning of time is one of the top and best companies in this business. They tell me very few companies will provide this type of coverage. Will I be required to change insurance companies and to provide this type of coverage which will most likely be very expensive and cost more than is feasible for an independent treatment provider, or will a statement from our insurance company stating that they do not provide this type of coverage be acceptable?

Answer #25: See Answer #22 above.

Question #26: Can the contract be modified to make it editable to type into?

Answer #26: The Solicitation was provided in a PDF format. We do not have an editable version. The HUB Subcontracting Plan, Exhibit J.9, is available from the HUB Department by contacting them directly as shown on Page 1 of Exhibit J.9.

Question #27: Is there publicly available information on previously awarded contracts that displays the pricing details?

Answer #27: Awarded Contract information is available by request at the TDCJ website, using the search term “Public Information Act” which directs one to the request form portal.

Question #28: C.5.A p.18: The approved testing includes the MMPI-2 which is based on the DSM-IV and not the DSM-V. The DSM-V TR is the most recent version. Can the MMPI-3 be added to the list? Also can the LOOK Assessment be added to the list of assessment tools?

Answer #28: Testing instruments can be added to the approved list once they have gone through a vetting process and obtain approval from the appropriate parties. In the meantime, approval for use of testing instruments not currently on the approved list may be approved for use by Contractors upon approval by the Program Supervisor. Approval for the LOOK Assessment or any other proposed instrument must be requested thru the established approval process.

Question #29: C.5.C.2 p.19: The above states “Sex Offenders with a sex offense conviction:

Within one hundred eighty (180) Days of release or imposition of Special Condition “X,” unless the Contractor refuses to accept the Client into treatment without first conducting an initial evaluation. In that circumstance, the Contractor would have seven (7) Days.

a) It is unethical to place a client into treatment without first conducting an evaluation to determine needs according to social work standards.

b) Would the 7 days begin from the date of the approval email or from the date we actually see the client? We have had instances that the evaluation is approved weeks prior to us ever seeing (or knowing) about the client.

Furthermore, when trying to work around the client’s work schedule and therapist’s schedule, it may not be possible to see the client within 7 days of an approval email.

Answer #29: The seven (7) day timeframe would be calculated based on the date the client is initially released from custody with Special Condition X, or within seven

(7) days of imposition of Special Condition X if the client was not released with a Special Condition already imposed in their case.

Question #30: F.1 p. 29: “The Contractor shall be required to perform evaluations at the Department facilities listed at https://www.tdcj.texas.gov/unit_directory/index.html, or virtually with prior approval from the Program Supervisor. The Department will not provide other workspace or office equipment for the Contractor. This appears to state that all evaluations must be conducted at parole locations and not at private offices. Can this be amended to include our private facilities as well? The RFP states that groups can be conducted at privately owned/leased location (C.3.B p.16), however, this language is not included in the evaluation section referenced above.

Answer #30: Section F.1 has been deleted in its entirety.

https://www.tdcj.texas.gov/unit_directory/index.html

Question #31: C.5.N p. 21: “…A Contracted Treatment Provider may provide ninety (90) minute, weekly group sessions as distance services in lieu of face-to-face groups with the same time length requirements, with approval. The Treatment Provider shall submit a written request for approval to provide virtual sessions to a Parole Officer IV (SO) Program Supervisor. The request shall provide the rationale for the Treatment Provider’s desire to provide virtual sessions. The request will be reviewed, and a written response from the Director of Specialized Programs will be provided.” In the case of therapist illness (new strain of Covid), bad weather (i.e. the ice storms we have had in the DFW area the last few years), power outages at the parole office, or no air conditioning at the parole office (the last two weeks at FW II DPO the a/c has been out in the group room with outside temps well into the triple digits and the room getting to 86 degrees), can we do group virtually? Obviously, we cannot predict these events weeks prior to their occurrence, but would also need time to contact all clients prior to group time as most ride the bus for hours to get to the group location. How far in advance does the request need to be made to hold group virtually in an emergency situation?

Answer #31: As indicated in C.5.I, the Contractor shall use group therapy as the primary treatment method except as described in Section C.5.L. However, pursuant to C.5.N, a Contracted Treatment Provider may provide ninety (90) minute, weekly group sessions as distance services in lieu of face-to-face groups with the same time length requirements, with approval. The Treatment Provider shall submit a written request for approval to provide virtual sessions to a Parole Officer IV (SO) Program Supervisor. The request shall provide the rationale for the Treatment Provider’s desire to provide virtual sessions. The request will be reviewed, and a written response from the Director of Specialized Programs will be provided. Additionally, there is no set timeframe for submission of said request in an emergency.

Question #32: B.2 Pricing Clarification: For the SUBSIDIZED SERVICIES page, this is what we are requesting to be paid by TDCJ?

Answer #32: Section B.2, Subsidized Services to be Performed at TDCJ Approved Locations, is the section where the Contractor will enter the cost of subsidized services for Parole Division clients.

Question #33: B.2 Pricing Clarification: The UNSUBSIDIZED SERVICES page is what we charge for clients that are not on subsidy?

Answer #33: Section B.2, Non-Subsidized Services to be Performed at TDCJ Approved Locations, is the section where the Contractor will enter the cost of non-subsidized (Full cost of services for self-pay clients) services for Parole Division clients.

Question #34: B.2 Pricing Clarification: Is there a place for us to put what the client copayment would be when their services are subsidized or is it assumed that they pay the difference from the subsidized to unsubsidized service pages?

Answer #34: No. This is due to the fact the co-payment amount to be paid will differ from client to client based on the client’s ability to pay. Pursuant to C.6, the Contractor shall establish a client co-payment based on the Contractor’s/Treatment Provider’s personal sliding fee scale and provide documentation to the Parole Officer IV (SO) Program Supervisor and the Parole Officer. The Contractor shall maintain a copy in the client’s file. All clients shall pay a minimum of ($2.00) per group session unless the Contractor waives the fee.

Question #35: Where would you like for us to include possible remedies/mediation for when we are not notified by the PO when a client is removed from subsidy.

Currently, we oftentimes find out months later (when payment for services is received and it indicates that client is no longer on subsidy because of too high of an income)?

Answer #35: Contractors are always welcome to communicate with the regional chain of command when it comes to matters such as this that are not being resolved by the Parole Officer after being brought to their attention. Contractors are also advised it is ok for them to reach out to the Sex Offender Program Parole Officer IV with this or similar situations when they are not being addressed by the Department at the regional level. Concerns can also be expressed to the Parole Officer during monthly contacts with the Parole Officer, during quarterly Treatment Team Meetings, in addition to the Contractor reaching out to the referring Parole Officer when a referral packet (PMS-27) is received by the Contractor from the Parole Officer and there is no subsidy approval email submitted by the Parole Officer as part of the referral packet. In the case of subsidy eligibility concerns pertaining to group sex offender treatment sessions, the Contractor can voice concerns when submitting the PMS-41 to the Unit Supervisor by the 5th day of the month following the month in which services are provided. Most importantly, as stated in C.6.B, without the PMS- 34 and the approval email (Subsidy), the Services shall not be conducted.

Question #36: Is there a requirement for monthly/quarterly staffings? I did not see it in the Solicitation and did not know what TDCJ's expectation was regarding the frequency of staffings.

Answer #36: As stated in the first paragraph of C.2, The Contractor shall comply with Department Policies, procedures, personnel directives, regulations, safety requirements, and reporting procedures during the Contract term. PD/POP 3.6.9, VII, B, states that the treatment team shall meet within five (5) business days after completion of the polygraph examination and every six (6) months thereafter, or more frequently if needed, to discuss the examination and determine the need for additional testing, the supervision level of the client, and any needed changes in the client’s supervision. The parole officer shall document all team meetings in the Team Meeting section of the OIMS under the appropriate program referral. PD/POP 3.6.2, IV, E, states within five (5) business days; a supervision team meeting shall occur following completion of the offender’s polygraph to discuss the results and determine any appropriate treatment or supervision needs. Every six (6) months for offenders who have a Static 99 or Static 99R risk score of High, or annually for offenders who have a Static 99 or Static 99R risk score of Moderate or Low to:

a. Discuss treatment and supervision progress or regress;

b. Review compliance with treatment and supervision; and

c. Determine appropriate referrals.

Question #37: Volume 3 Price Proposal. The contract is requesting "financial statements as listed in K.4.8" - "the most recent audited financial report", including a balance sheet, statement of income, any changes in financial position of the company. What exactly are you wanting? Tax forms? If records are kept by an external accountant, do you just want the name of the accountant and authorization to obtain financial records?

Answer #37: See the replacement of K.4.8 above.

Question #38: K.4.8 Financial Statements: Our accountant can provide the necessary documents but as a small business we don’t have third party audited financial reports. Is there a requirement that the financial reports be “audited” in the sense of a third party auditor, or am I misinterpreting the requirement?

Answer #38: See the replacement of Section K.4.8 above.

Question #39: We are never informed of the TRAS score upon referral to our office for an evaluation or of any change in TRAS scores. I assume that this information should be relayed to us, but I don't see any policy on this. Please clarify on what mechanism is in place to make us aware of this since it effects the frequency of the polygraph examinations.

Answer #39: PD/POP 3.6.9, Section VIII, C, 3, states the Parole Officer will provide a copy of the risk assessment as part of the referral packet submitted to the SOTP.

Question #40: Please explain how Parole Officers update the client's income and eligibility for subsidy. I though at one point I was told by the supervisors or Austin that POs have to input the parolee's income into OIMS every 90 days. I believe I was also told by Austin that this triggers the parolee to come off of or be placed on subsidy. When we find out that a client is no longer on subsidy when we receive payment from TDCJ three months later, the PO has often said that they never took him off of subsidy and that as far as they know that the parolee is still on subsidy. In order to help resolve this issue, I added the following information to the PMS-41 sign-in sheets that I sent to the PO Supervisors and Austin: "Please note that we have not been been regularly receiving notices of when an individual is placed on subsidy or removed from subsidy. Per contract, the Parole Officer is to notify our office within 3 days of the Parole Officer becoming aware that the client will no longer be subsidized.

When the Parole Officer signs the PMS-41 and indicates/verifies that client is eligible/ineligible for subsidy, please have the Parole Officer notify our office if their records contradict what we have noted on the PMS-41. It also states that if the provider is billing for a client who is no longer on subsidy, the parole officer shall indicate next to their signature the date the provider was notified by an SP-0507 that the client was terminated from subsidy. The date shall match the date that was entered into the OIMS. Please have the Parole Officer notify us if their records differ from our records on whether or not someone is on subsidy. Would you also please email the signed copies of the PMS-41 back to us as another way to help ensure that our records are accurate regarding subsidy eligibility." If Parole send us a copy of their signed PMS- 41, then we can double check to ensure that the PO has also confirmed that the client is still subsidy eligible or not. What are your thoughts about adding this to the contract in the Amendment that you will be posting?

Answer #40: Our process is policy driven. If upon reviewing the PMS-41 the parole officer becomes aware the subsidy eligibility is incorrect, the parole officer will provide a SP-0507 within 3 business days. Pursuant to PD/POP 3.6.9, Section II, E, “The supervising parole officer shall determine, via the Income Section of the OIMS, whether a client’s financial status qualifies him for subsidized services, or whether a client has the ability to pay for treatment in full. If a client qualifies for subsidy, the parole officers shall select “Subsidy Enrolled” in the OIMS and refer to applicable procedures.”

Additionally, PD/POP 3.6.9, Section XIII, D, E, & F, When a sex offender treatment special condition is imposed on a client, the parole officer shall determine if the client is subsidy eligible via the Income section of the OIMS during the initial office visit or within three (3) business days from the date the client is notified of the treatment requirement. E. After 60 calendar days of subsidy enrollment, clients shall be automatically removed from the subsidized program unless the parole officer has entered an extension in the OIMS. Extensions can be entered in 30-day increments only. 05/02/16 PD/POP-3.6.9 Page 13 of 18 F. If a client is not eligible for an extension, the parole officer shall notify the treatment provider via the SP-0507, indicating the date the client will become a self-paying group member. The treatment provider shall terminate the client at the proper time by noting the date of termination on the invoice.