FY2025 RFP COMPLETE PACKET 25-08RT.pdf

United States Probation and Pretrial Services District of Alaska

Aaron F. McGrath, Jr.

Chief U.S. Probation Officer

Danyelle R. Storms Deputy Chief U.S. Probation Officer

Federal Building and United States Courthouse

222 West 7th Avenue, Box 48 · Anchorage, AK 99513-7500 · 907-677-6170

July 15, 2024

To: Potential Vendor

This notice is intended to advise you that the United States Probation & Pretrial Services office for the District of Alaska is currently soliciting for residential substance abuse treatment vendors to provide services in the City and Borough (Eagle River, Girdwood, Glen Alps) of Anchorage, Alaska.

You are receiving this notice because your organization has worked with our office in the past or has been identified as a potential provider of the type(s) of services we are seeking.

In the following pages, you will find details about the solicitation process, including where to send proposals and the deadline. The formal Request for Proposal (RFP) includes complete descriptions of the service(s) for which we are soliciting and instructions for preparing a proposal, should you wish to do so.

Solicitations are subject to open competition and will be for the provision of services in Fiscal Year 2025 (FY25), which begins on October 1, 2024, and runs through September 30, 2025, with a provision that shall allow the Judiciary to unilaterally extend the agreements for up to an additional four

(4) years, in one (1) year increments, at the Judiciary’s discretion.

Additional information about the solicitation process and a complete listing of all active solicitations can be found at https://www.akp.uscourts.gov/solicitations.

If you have further questions about the solicitation process or about working with our office, generally, you are welcome to contact the Contracting Team at: AKPtreatment@akp.uscourts.gov.

Respectfully, Contracting Team United States Probation & Pretrial Services District of Alaska https://www.akp.uscourts.gov/solicitations mailto:AKPtreatment@akp.uscourts.gov

REQUEST FOR PROPOSALS

DISTRICT OF ALASKA – ANCHORAGE

INPATIENT SUBSTANCE ABUSE TREATMENT SERVICES

SOLICITATION 097—25-08

INPATIENT SUBSTANCE ABUSE TREATMENT SERVICES

DISTRICT OF ALASKA

SOLICITATION 097—25-08

The United States Probation & Pretrial Services Office for the District of Alaska is soliciting proposals to provide INPATIENT SUBSTANCE ABUSE TREATMENT SERVICES for male and female federal defendants and offenders who are subject to Court-ordered assessments/treatment and who reside within the City and Borough (Eagle River, Girdwood, Glen Alps) of Anchorage, Alaska.

These individuals include persons on probation, supervised release, or parole, who are under supervision of the United States Probation Office. This group may also include inmates in the United States Bureau of Prisons who are residing in federal or contract community treatment centers, as well as persons on Pretrial status under the supervision of the United States Pretrial Services.

The Request for Proposal (RFP) contains the full text of all applicable Government regulations, and all offerors are subject to the provisions contained in the RFP. In responding to the RFP, you should answer fully each item and supply all information requested. Section "L" provides specific directions for potential vendors in completing their proposals. The minimum standards for the services listed are contained in the Clauses and Terms of Agreement, and all proposals will be evaluated by the criteria established in Section "M."

Proposals will be awarded on the basis of initial offers submitted, and each initial offer should contain your organization's best terms from a cost and technical standpoint. There will be no additional opportunity to modify your proposal.

Please read the RFP carefully; do not rely on knowledge of previous RFPs or knowledge of previous federal procurement procedures.

The estimated monthly quantity (EMQ) listed in Section "B" of the RFP is the estimate of the services to be provided during the term of this agreement. It is only an estimate.

Although the Judiciary may choose to enter into a Blanket Purchase Agreement with multiple vendors, the Judiciary reserves the right to award to a single vendor.

The term for this Blanket Purchase Agreement is twelve (12) months, with a provision that shall allow the Judiciary to unilaterally extend the agreement for an additional four (4) years, in single year increments, at the Judiciary’s discretion.

A vendor must be capable of providing all services identified in Section "B," within the geographic area identified in Section "B."

Frequently Asked Questions are posted online at https://www.akp.uscourts.gov/solicitations-faqs. Any other questions regarding the RFP should be emailed to the Contracting Team at AKPtreatment@akp.uscourts.gov. If unable to e-mail, please call 907-677-6170 and ask to speak with Sr. U.S. Probation Officer Timothy M. Astle. All questions and responses will be added to the online Solicitations FAQs.

The RFP is also available for download online at https://www.akp.uscourts.gov/solicitations. If you are unable to download the RFP, please email AKPtreatment@akp.uscourts.gov or call 907-677-6170 and ask for a member of the Contracting Team for technical assistance and/or to obtain a hard copy.

For all proposals, an electronic submission must be received at AKPtreatment@akp.uscourts.gov no later than 4:00 P.M. AKDT on Monday, August 26, 2024. Please do not resubmit a blank copy of the RFP with the proposal.

DISTRICT OF ALASKA – ANCHORAGE

INPATIENT SUBSTANCE ABUSE TREATMENT SERVICES

SOLICITATION 097—25-08

All proposals must be signed. A copy of the Blanket Purchase Agreement, including all clauses and terms of the agreement, should be retained by the vendor for their files.

In your review of the RFP requirements, if applicable, please note the Local Needs section for any modification(s) to the service description / Statement of Work.

Please note that federal clients are to receive priority placement in treatment programs and a contractor’s ability to discharge a federal client without the involvement of the Probation or Pretrial Services Officer is limited.

BPA-Solicitation Number: 097- -25-08RT Page A- 1 of 1

✎AO 367

(Rev. 3/24)

SECTION A SOLICITATION / OFFER / ACCEPTANCE

1. Solicitation No. 2. Date Issued 3. Award No.

097- -25-08RT 07/15/2024

4. Issued By: 5. E-mail Address Offer To (if other than Item 4):

Ryan P. Blackmarr Contracting Team, District of Alaska ryan_blackmarr@akp.uscourts.gov AKPtreatment@akp.uscourts.gov

SOLICITATION

6. Proposals for furnishing the required services listed in Section B will be received electronically via the e-mail address(es) specified in Item 4 or 5 until 04:00 PM local time 08/26/2024 (hour) (date)

7. For Information call:

a. Name Tim Astle b. Telephone (907) 229-9249

TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I – THE SCHEDULE PART II – AGREEMENT CLAUSES

X A SOLICITATION/OFFER/ACCEPTANCE 1 X I REQUIRED CLAUSES 7

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 22 X J LIST OF ATTACHMENTS «A_FP_SecJ»

X D PACKAGING AND MARKING 1 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 1

X K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OR OFFERORS 2

X F DELIVERIES OR PERFORMANCE 1

X G AGREEMENT ADMINISTRATION DATA 3 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 15

X H SPECIAL AGREEMENT REQUIREMENTS 4 X M EVALUATION CRITERIA 5

OFFER

8. In compliance with the above, the undersigned agrees, if this offer is accepted within _____________calendar days (365 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

9. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS 20 CALENDAR DAYS 30 CALENDAR DAYS CALENDAR DAYS (See Section I, Clause No. 52-232-8) % % % %

10. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amend-ments to the SOLICITATION for offerors and related documents numbered and dated:

AMENDMENT NO. DATE AMENDMENT NO. DATE

11. NAME 16. AWARD

AND

ADDRESS Your offer on Solicitation Number , including the OF additions or changes made by you which additions or changes are set forth in full above, is hereby accepted as to the items listed above and on any continuation sheets.OFFEROR

12. Telephone No. (Include area code)

13. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 17A. NAME OF CONTRACTING OFFICER (Type or print)

17B. UNITED STATES OF AMERICA 17C. DATE SIGNED

14. Signature 15. Offer Date BY (Signature Of Contracting Officer)

BPA-Solicitation Number: 097- -25-08RT Page B- 1 of 2

Revised FY 2025

SECTION B - SUPPLIES OR SERVICES AND OFFEROR'S PRICES

The United States District Court for the District of Alaska is soliciting a vendor to provide substance use, mental health, and/or sex offender treatment services. A vendor must be capable of providing services within a geographic area encompassing City and Borough (Eagle River, Girdwood, Glen Alps) of Anchorage.

As a result of this solicitation the Government intends to enter into a Blanket Purchase Agreement (BPA). For this BPA, approximately 1 to 2 vendors are needed to provide the required services. The Government reserves the right to award to a single vendor. If the Government awards to more than one vendor, each vendor placed on the BPA will receive a share of the total quantity of Estimated Monthly Quantities stated.

A Blanket Purchase Agreement is a “charge account” arrangement, between a buyer and a seller for recurring purchases of services. BPAs are not contracts and do not obligate government funds in any way. A contract occurs upon the placement of a call or referral from the Probation/Pretrial Services Office and the vendor’s acceptance of the referral. In the event the Government has awarded to more than one vendor on a BPA, referrals will be rotated among all the vendors on the BPA. BPAs are valid for a specific period of time, not to extend beyond the current fiscal year. The total duration of this BPA, including the exercise of four 12-month options, shall not exceed 60 months. BPAs will be issued to those vendors determined to be technically acceptable and offering the lowest cost to the Government, using the Evaluation Criteria established in Section M of the Request for Proposal.

Section B is generic and used nationwide to procure the particular needs of each U. S. Probation/Pretrial Services Office. An asterisk * indicates a requirement line item which has been modified under “Local Services.” Offerors shall submit pricing and proposal information related to only the required services. Services proposed, but not required, will not be evaluated or included under any resultant agreement. Offerors failing to provide pricing on all identified project codes (with the exception of actual cost or administrative fees), will be considered technically unacceptable.

Note: the fiscal year for the federal Government begins on October 1 of one calendar year through September 30 of the next. Pricing shall include the base fiscal year, as well as pricing for each fiscal option year.

Note: Estimated Monthly Quantities (EMQs) represent the estimated total monthly quantities to be ordered per project code. However, EMQ’s are estimates only and do not bind the government to meet these estimates.

BPA-Solicitation Number: 097- -25-08RT Page B- 2 of 2

RESIDENTIAL PLACEMENT:

PROJECT CODE REQUIRED SERVICES ESTIMATED MONTHLY QUANTITY UNIT PRICE

X 1001 Therapeutic Community Treatment Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Unit: per day

BPA-Solicitation Number: 097- -25-08RT Page C- 1 of 22

SECTION C. DESCRIPTION/STATEMENT OF WORK

PROVISION OF SERVICES

The United States Probation and Pretrial Services Office (hereafter USPO/USPSO) shall provide a Probation Form 45 for each defendant/person under supervision that authorizes the provision of services. The vendor shall provide services strictly in accordance with the Probation Form 45 for each defendant/person under supervision. The Judiciary shall not be liable for any services provided by the vendor that have not been authorized for that defendant/person under supervision in the Probation Form 45. The United States Probation or Pretrial Services Officer may provide amended Probation Form 45’s during treatment. The United States Probation/Pretrial Services Office will notify the vendor in writing via Probation Form 45 when services are to be terminated and the Judiciary shall not be liable for any services provided by the vendor subsequent to the written notification.

INTRODUCTION

A. Pursuant to the authority contained in 18 U.S.C. § 3154, and 3672, contracts or Blanket Purchase Agreements may be awarded to provide services for defendants/persons under supervision who are drug-dependent, alcohol-dependent, and/or suffering from a psychiatric disorder. Such services may be provided to federal defendants/persons under supervision supervised by the USPO/USPSO, under the terms of this agreement. The vendor shall submit separate invoices for services provided to the referring agency (USPO or

USPSO).

Note regarding pretrial services defendants: The vendor shall not ask questions pertaining to the instant offense (pending charges), or ask questions or administer tests that compel the defendant to make incriminating statements or provide information that could be used in the issue of guilt or innocence. If such information is divulged as part of an evaluation or treatment, it shall not be included on the written report.

B. The services to be performed are indicated in Sections B and C. The vendor shall comply with all requirements and performance standards of this agreement.

C. The judiciary will refer defendants/persons under supervision on an “as needed basis” and makes no representation or warranty that it will refer a specific number of persons to the vendor for services.

DEFINITIONS

A. “Judiciary” means United States Government.

B. “Authorized representative” means any person, persons, or board (other than the contracting officer and Chief Probation Officer/Chief Pretrial Services

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Officer) authorized to act for the head of the agency.

C. “Contracting Officer” (i.e. CO) means the duly authorized representative to execute this Agreement on the behalf of the Judiciary, and any other successor Contracting Officer who has responsibility for this agreement. The term includes, except as otherwise provided in this Agreement, the authorized representative of a Contracting Officer acting within the limits of their written authority.

D. “Defendant/Person Under Supervision” means any pretrial releasee, probationer, parolee, mandatory releasee, mandatory parolee, or supervised releasee receiving drug/alcohol testing and/or substance use assessment/treatment, mental health assessment/evaluation/treatment, and or sex offense specific evaluation/treatment/testing while under the supervision of the Federal Probation or Pretrial Services Office. Hereinafter, the term defendant applies to those on pretrial supervision, whereas person under supervision applies to those on post-conviction supervision.

E. “U.S. Probation Officer” (i.e., USPO) and “U.S. Pretrial Services Officer” (i.e., USPSO) means an individual appointed by the United States District Court to provide pretrial, presentence and supervision (pre and post sentence) services for the court. USPO and USPSO refers to the individual responsible for the direct supervision of a defendant/person under supervision receiving drug/alcohol testing and/or substance use assessment/treatment, mental health assessment/evaluation/treatment, sex offense specific evaluation/treatment/testing, and/or specialized treatment for pretrial defendants charged with a sex offense.

F. “Designee” means the person selected by the Chief Probation Officer or the Chief Pretrial Services Officer to act in their behalf in drug, alcohol, and mental health treatment matters.

G. “Telehealth” includes providing health care delivery, assessment, diagnosis, consultation, and treatment and the transfer of medical data through interactive audio, video, or electronic/data communications.

H. “Clarifications” are limited exchanges, between the Judiciary and offerors that may occur when award without discussions is contemplated. If award will be made without conducting discussions, offerors may be given the opportunity to clarify certain aspects of proposals or to resolve minor or clerical errors.

I. “AOUSC” refers to the Administrative Office of the U.S. Courts.

J. “Probation Form 45" is the referring document submitted by the USPO/USPSO per defendant/person under supervision that outlines only those services the vendor is authorized to provide and invoice to the Judiciary. It should be noted the Probation Form 45 only requires the signature of the referral agent.

K. “Monthly Sign-In Log” is a document the vendor will use for each defendant/person under supervision to verify services are being offered/provided per Probation Form 45 requirements. The Monthly Sign In Log includes a place for defendant/person under supervision to sign for services based on project code, with a time in/out, vendor initials, co-payment received, and comments (to include a comment if the defendant/person under supervision failed to report, if no services were provided/received within the month, and if telehealth was provided including the means in which the session was provided (teleconference, video conference, internet). This document accompanies the monthly invoice.

L. “Case Staffing Conference” is a meeting between the Officer and the vendor to

BPA-Solicitation Number: 097- -25-08RT Page C- 3 of 22 discuss the needs and progress of the defendant/person under supervision. The defendant/person under supervision may or may not be present at the conference.

M. “DSM” is the Diagnostic and Statistical Manual of Mental Disorders.

N. “Co-payment” is any payment from defendant/person under supervision.

O. “PMD” is the Procurement Management Division at the Administrative Office of the U.S. Courts.

P. “PCRA” means the Post-Conviction Risk Assessment, which is an assessment administered by the USPO with the person under supervision used to determine risk level, identify dynamic risk factors (criminogenic needs) and criminal thinking. A copy of the PCRA interpretation report with the identified risk level should be provided to the treatment provider with the referral for services.

Q. “Criminogenic Risk” includes factors in a person under supervision’s life that are directly related to recidivism. The most significant are Cognitions, Alcohol and Drugs, Employment/Education, Social Networks and Criminal History.

R. “PTRA” means the Pretrial Risk Assessment, which is an assessment administered by the USPSO with the defendant used to determine failure to appear and new criminal arrests or revocations due to technical violations.

MANDATORY REQUIREMENTS

For Project Codes in Section B, the corresponding paragraphs in this statement of work shall be considered mandatory requirements, as well as the sections listed below:

A. Defendant/Person under supervision Reimbursement and Co-payment B. General Requirements C. Notifying USPO/USPSO of Defendant/Person under Supervision

Behavior D. Staff Requirements and Restrictions E. Facility Requirements F. Local Services (if applicable)

1. Residential Placements

The vendor shall provide at the daily per diem rates stated in Section B, the following services. The CO shall include a local service requirement which defines whether the required residential placement services will be specifically for males, females, or both. It should be noted there are a few instances wherein the defendant/person under supervision may not report as directed for residential placement. In the event of a no-show for residential placement, the vendor shall not invoice unless in person services were provided.

a. Therapeutic Community Treatment (1001); Confined Treatment Alternative (1503); Short-Term Residential Treatment (2001); Long-Term Residential Treatment (2002); Short-Term Residential Treatment for Co-Occurring Disorders (6001); and/or Long-Term Residential Treatment for Co-

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Occurring Disorders (6002):

(1) Per diem rates include room and board, assessment, counseling/therapeutic services, drug testing, physical examination and blood and urine specimen collection.

(2) For invoicing purposes per diem rates are calculated based on the following:

a. A calendar day unit (midnight to midnight) for continuous placement of over 24 hours; and

b. Is prorated/calculated as one-fourth of a calendar day for (1) six hours or less, or (2) when a defendant/person under supervision is absent from contractor’s facility without USPO/USPSO’s or vendor’s permission for over twenty-four (24) hours.

Example:

Assume a per diem rate of $100.00. Defendant/person under supervision entered a residential facility at 7:00 p.m. on Day 1 and was discharged from the facility at 7:00 a.m. on Day 3.

Time Spent Charge Day 1 .25 units $25.00 Day 2 1 unit $100.00 Day 3 .5 units $50.00

(1) Therapeutic Community Treatment (1001) Therapeutic Community Treatment Centers are drug-free residential settings that promote substance free living and mental health stability. The facility uses a hierarchical model with treatment stages that reflect personal and social responsibility. Peer influence, mediated through a variety of group processes, is used to help individuals learn and assimilate social norms and develop more effective social skills.

The vendor shall ensure that services are provided:

(a) Only upon a vendor’s professional staff recommendation and

USPO’s/USPSO’s approval,

(b) For a period not exceeding 270 days, unless CO approves the extension

(USPO/USPSO monitors the defendant’s/person under supervision’s progress and reviews the placement every sixty (60) days), and

(c) In three major stages:

a. Induction and Treatment- during the first 30 days to assimilate the individual into the Therapeutic Community;

b. Primary Treatment using a structured model of progression through increasing levels of pro-social attitudes, behaviors and responsibilities;

c. Re-entry - to facilitate the individual’s separation from the Therapeutic Community and successful integration to society.

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The vendor shall provide:

(1) A typed transitional care plan report in accordance with Vendor Reports under section f(3) for each defendant/person under supervision upon termination of the residential period for Therapeutic Community Treatment (1001); Short-term Residential Treatment (2001); Long Term Residential Treatment (2002); Short-term Residential Treatment for Co-Occurring Disorders (6001); and/or Long-Term Residential Treatment for Co-Occurring Disorders (6002); and Confined Treatment Alternative (1503).

2. Residential Facilities Requirements (8010, 8030, 8050) and Residential Placements (1001, 1503, 2001, 2002, 6001, and 6002)

All residential, housing and inpatient services listed above shall be provided at facilities currently in good standing with licensure and/or accreditation requirements as outlined in state regulatory requirements in which they are located and are in compliance with the Residential Facility Requirements (below). Vendors shall provide the USPO/USPSO eligibility and admission criteria bearing in mind the vendor shall not deny access to services solely based on the defendant’s/person under supervision’s current participation in medication-assisted treatment (MAT), medical condition, disability, religion, ethnic origins or criminal record.

a. Defendant/Person under supervision Information

Upon admission to the facility, a comprehensive intake shall be completed which includes the individual’s legal name, date of birth, referral source and contact information, ethnicity, preferred language for services, permanent address, emergency contact-relationship-phone number, known medical conditions and allergies, current medications, dietary restrictions and religious preferences. The vendor shall immediately notify the USPO/USPSO, or follow other notification protocol outlined by the CO, if the defendant/person under supervision leaves the treatment facility without proper authorization, fails to report for scheduled treatment, or any factors that may increase seen or unforeseen risk to the individual and/or the public. Within 24 hours, the vendor shall report programmatic rule violations and behaviors associated with court noncompliance.

b. Staff Qualifications

The vendor shall:

(1) Have adequately trained, paid staff on duty/premises to provide 24 hours, BPA-Solicitation Number: 097- -25-08RT Page C- 6 of 22

7-days a week coverage. (Staff may not be asleep during their assigned shifts);

(2) Use volunteers only at the discretion of the CO;

(3) Keep written position descriptions that accurately describe current duties for all staff performing services under this agreement;

(4) Establish minimum employment qualifications for all staff performing services under this agreement;

(5) Have, at a minimum, one staff member on each shift that is trained in emergency CPR and first aid;

(6) Have counselors that are in good standing as licensed and certified to provide substance use treatment as defined by their state’s regulatory board and/or accrediting agency; and

(7) Only use paraprofessionals under the supervision of a staff member who meets the requirements described in item 6 above, and after obtaining the approval of the CO.

c. Code Compliance

The vendor shall:

(1) Comply with all applicable (e.g., building sanitation, health, fire electrical, zoning) laws, ordinances, and codes.

(2) Upon request of the CO, the vendor shall document compliance with, non-applicability of, any item in c. (1) above.

d. Sleeping and Bathroom Facilities The vendor shall:

(1) Provide well-lit and ventilated sleeping quarters.

(2) Supply each defendant/person under supervision with a bed, mattress and storage space for personal articles.

(3) Supply each defendant/person under supervision with a complete set of bed linens and towels which are, at a minimum exchanged or washed weekly.

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(4) Provide toilet, sink, and bathing facilities on the premises.

e. Emergency Plans

The vendor shall:

(1) Have annually updated, written emergency and evacuation plans and diagrams for emergencies (e.g., fire, natural disaster and severe weather) that are communicated to each arriving defendant/person under supervision and shall be posted conspicuously in the facility.

(2) Conduct quarterly evacuation drills when a representative number of defendant/person under supervision and other residents are present and document such.

(3) Train all facility personnel to implement the emergency and evacuation plans and document such training.

f. Safety Precautions

The vendor shall provide:

(1) At least two means of an exit from each floor level.

(2) Smoke detectors on each floor providing complete and prompt coverage.

(3) Electrically lighted exit signs and egress routes with backup battery powered emergency lighting.

(4) Portable fire extinguishers throughout the facility appropriately rated and classed (i.e., Rated 2A; Class A extinguisher per 600 square feet for light hazard occupancy with a maximum travel distance of 75 feet to an extinguisher).

(5) Clean and sanitary facilities and surrounding areas, and clear hallways, stairs and exits.

(6) Fire inspections and testing of fire equipment by the equipment representative conducted at least semiannually.

(7) No mattresses or pillows acquired after commencement of the contract that contain polyurethane or polystyrene.

(8) Appropriate storage of all hazardous materials (e.g., paint adhesives, BPA-Solicitation Number: 097- -25-08RT Page C- 8 of 22 thinners, etc. are stored in metal containers away from areas such as sleeping quarters, kitchens, furnaces, stairwells, and exits).

g. General Food Service

The vendor shall:

(1) Plan diets according to physician’s requirements, if applicable.

(2) Provide meals for defendants/persons under supervision whose work schedules prevent them from eating at meal time.

(3) Provide daily reasonable food selections.

(4) Provide nutritiously, varied and balanced sack lunches for defendant/person under supervision requiring these.

(5) Prepare menus at least a week in advance and keep menus for three months.

(6) Have a registered dietitian or physician annually approve the nutritional value of fixed menus, and semiannually approve non-fixed menus and document such.

(7) Ensure that all persons preparing food comply with applicable federal, state and local health laws, codes and regulations.

h. Department of Health, Education and Welfare Food Service Standards

The U.S. Food and Drug Administration (FDA) publishes the Food Code, a model that assists food control jurisdiction at all levels of government by providing them with a scientifically sound technical and legal basis for regulating the retail and food service segment of the industry (restaurants and grocery stores and institutions such as nursing homes). Local, state, tribal and federal regulators use the FDA Food Code as a model to develop or update their own food safety rules and to be consistent with national food regulatory policy.

At a minimum, the vendor shall comply with the standards set forth in the most recent version of the FDA Food Code.

i. Vendor Meals Served in Restaurants

The vendor shall ensure that restaurants preparing and serving food to residents are full-service; have valid state or local license, certificate or permit to operate, prepare and/or serve food; and meet all state and/or local sanitation and health

BPA-Solicitation Number: 097- -25-08RT Page C- 9 of 22 laws, codes and regulations.

j. Emergency Medical Service

The vendor shall:

(1) Keep basic first aid supplies as set forth in the American Red Cross First Aid Manual on-site at all times.

(2) Train at least one staff member on each shift in emergency first aid and

CPR.

(3) Ensure that emergency 24 hour, 7-days a week medical service is available with a licensed general hospital, private physician or clinic.

(4) Ensure that residents are responsible for their own medical expenses and that staff assists residents in identifying available community resources.

NOTE: The vendor shall follow notification protocols outlined in this Statement of Work under Notifying USPO/USPSO of Defendant/Person Under Supervision Behavior.

3. General Requirements

a. Defendant/Person under supervision Records and Conferences

(1) File Maintenance

The vendor shall:

(a) Maintain a secure filing system of information on all defendants/persons under supervision to whom the vendor provides services under this contract/agreement. If information is maintained electronically, the vendor shall provide access to all files available for review (format shall be specified by the CO, e.g. paper copy, flash drive, electronic access, etc.) immediately upon request of the CO.

(b) If maintaining paper files, separate defendant/person under supervision files from other vendor records. This will facilitate monitoring and promote defendant/person under supervision confidentiality.

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(c) Create a separate file when a defendant on pretrial services supervision is sentenced to probation supervision but continued in treatment with the vendor. The vendor may copy any information relevant from the pretrial services file and transfer it into the probation file, except for information covered under the Pretrial Services Confidentiality Regulations.

(d) Identify any records that disclose the identity of a defendant/person under supervision as CONFIDENTIAL.

(e) Keep all defendant/person under supervision records for three years after the final payment is received for Judiciary inspection and review, except for litigation or settlement of claims arising out of the performance of this agreement, which records shall be maintained until final disposition of such appeals, litigation, or claims. Note: this requirement is not in lieu of the vendor following other local/state/federal record retention requirements.

(f) At the expiration of the performance period of this agreement the vendor shall provide the USPO/USPSO or CO a copy of all defendant/person under supervision records that have not been previously furnished, including copies of chronological notes.

NOTE: The vendor shall comply with the HIPAA privacy rule Security Standards for the Protection of Electronic Protected Health Information set forth at 45 C.F.R.

§ 164.302 to 318 with regard to electronic information.

b. Disclosure

The vendor shall:

(1) Protect CONFIDENTIAL records from disclosure except in accordance with item number b. (2), (3), (4),(5), (6), and (7) below.

(2) Obtain defendant’s/person under supervision’s authorization to disclose confidential health information to the USPO/USPSO. If the vendor is unable to obtain this disclosure, the vendor shall notify the USPO/USPSO immediately.

(3) Disclose defendant/person under supervision records upon request of the USPO/USPSO or designee to the USPO/USPSO or designee.

(4) Make its staff available to the USPO/USPSO to discuss treatment of a defendant/person under supervision.

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(5) Disclose defendant/person under supervision records only in accordance with 42 C.F.R. Part 2, and 45 C.F.R. § 160.201 to 205 and Part 164 (even if the vendor is not otherwise subject to 45 C.F.R. § 16.201 to 205, and Part 164). Should the vendor disclose records to someone other than the person receiving services, the vendor shall timely notify the USPO/USPSO of the request and any exceptions to the disclosure of, or an individual’s right of access to, treatment or protected health information that might apply.

(6) Not disclose “pretrial services information” concerning pretrial services defendants. “Pretrial services information,” as defined by the “Pretrial Services Confidentiality Regulations,” is “any information, whether recorded or not, that is obtained or developed by a pretrial services officer (or a probation officer performing pretrial services duties) in the course of performing pretrial services.” Pretrial Services Confidentiality Regulations, §2.A. Generally, any information developed by an officer performing pretrial services that is shared with the vendor will be confidential pretrial services information. Only a judicial officer or a Chief USPO/USPSO may authorize disclosure of pretrial services information to a third party pursuant to the Pretrial Services Confidentiality Regulations. Any doubts about whether a potential disclosure concerns pretrial services information must be resolved by consultation with the USPO/USPSO.

(7) The vendor and its subcontractors are authorized to access criminal history information available in pretrial services or probation records that have been provided by the USPO/USPSO. This information is provided solely for the purpose of providing services under this contract. Any unauthorized re-disclosure of this information may result in termination of this contract and the imposition of civil penalties.

(8) Ensure that all persons having access to or custody of defendant/person under supervision records follow the disclosure and confidentiality requirements of this agreement and federal law.

(9) Notify the CO immediately upon receipt of legal process requiring disclosure of defendant/person under supervision records maintained in accordance with this agreement.

Note: The vendor is responsible for providing any necessary consent forms that federal, state or local law requires.

c. File Content

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The vendor’s file on each defendant/person under supervision shall contain the following records:

(1) Chronological Notes that:

(a) Record all significant contacts (e.g., in person, by telephone, or any other form of protected electronic communication) with the defendant/person under supervision including USPO/USPSO and others. Records shall document all notifications of absences and any apparent conduct violating programmatic rules and/or seen or unforeseen risk to the individual and/or the public.

(b) Are in accordance with the professional standards of the individual disciplines and with the respective state law on health care records.

(c) Notes could include sessions attended, topics covered during sessions, defendant’s/person under supervision’s participation, clinical goals of treatment, the methods/methodologies and/or type of therapy used, changes in treatment, the defendant’s/person under supervision’s observed progress, or lack thereof, toward reaching the goals in the treatment records. Specific achievements, failure to attend, failed assignments, rule violations and consequences given should be recorded.

(d) Are current and available for review by the USPO/USPSO or CO and by the Probation and Pretrial Services Office (PPSO) at the Administrative Office.

(e) Chronological notes shall be legible, dated and signed/electronically certified by the practitioner, to include the practitioner’s licensure/credentials.

(2) Probation Form 45 and Amended Probation Form 45 that:

(a) The USPO/USPSO prepares which identifies vendor services to be provided to the defendant/person under supervision and billed to the Judiciary under the terms of agreement, and any required co-payments.

Note: the Judiciary is not required to reimburse for any services that were not authorized on the Probation Form 45, or any services provided in excess of services authorized.

(b) USPO/USPSO shall amend the Probation Form 45 when changing the services the vendor shall perform, their frequency, or other administrative changes (e.g., co-payment amounts) and upon termination of services.

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(3) Authorization to Release Confidential Information that:

(a) The defendant/person under supervision and USPO/USPSO and/or other witness sign prior to the defendant’s/person under supervision’s first appointment with the vendor.

(b) The vendor shall have a signed release of information before releasing any information regarding the defendant/person under supervision or the defendant’s/person under supervision’s treatment and progress to the

USPO/USPSO.

(4) Monthly Sign-In Log

(a) Along with the monthly invoice, is submitted for the month for which the vendor is invoicing, with one Monthly Sign-In Log per defendant/person under supervision.

(b) Includes all defendant’s/person under supervision’s scheduled contacts during the month (per project code), to include notation/comment indicating any failure to report on scheduled dates, or when service was provided via telehealth.

(c) Defendant/person under supervision shall sign-in upon arrival to include the time in and time out of service with the vendor initialing to verify accuracy of time in/time out.

(d) Documents any defendant’s/person under supervision’s co-payment, and

(e) USPO/USPSO or designee uses to certify the monthly invoice.

(f) For residential placements, only required to obtain defendant/person under supervision signature on first and last day of placement.

NOTE: Allowing anyone undergoing treatment to see the names or signatures of other defendants/person under supervision violates federal confidentiality regulations regarding treatment records.

(5) Urinalysis Testing Log (if applicable) that:

(a) Along with the monthly invoice, is submitted for the month for which the vendor is invoicing.

(b) Shall record all collected urinalysis specimens and has all applicable sections completed

(1) Defendant’s/person under supervision’s name and PACTS number

(2) Vendor name and agreement #

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(3) Month/Year

(4) Collection Date

(5) Defendant’s/person under supervision’s signature

(6) Collector’s initials

(7) Bar Code number (if applicable)

(8) Special tests requested (if applicable)

(9) Drugs or medication taken

(10) Test Results (if applicable)

(11) Co-pay collected (if applicable)

(c) The vendor shall submit for CO approval if vendor Urinalysis Testing Log form differs from the sample form.

(d) The vendor shall ensure that a defendant/person under supervision signing or initialing an entry Urinalysis Log cannot see the names or signatures of other defendants/person under supervision.

NOTE: Allowing anyone undergoing treatment to see the names or signatures of other defendants/person under supervision violates federal confidentiality regulations regarding treatment records.

d. Telehealth

On a case-by-case basis, telehealth may be authorized to provide services outlined within this Statement of Work. The use of telehealth is authorized only after the vendor and the USPO/USPSO staff the individual defendant’s/person under supervision’s case, determine they are appropriate for treatment via telehealth, determine which specific services are appropriate via telehealth, and it is approved by the district’s contracting officer or designee.

NOTE: The use of telehealth is for the benefit of the Judiciary and not the convenience of the vendor. The use of telehealth is not in lieu of the vendor’s ability to provide services in-person when appropriate. This requirement is not in lieu of the provisions which require the vendor (and any proposed subcontractor) to maintain an acceptable facility located within the defined catchment area.

(1) The vendor is authorized to provide specified services via telehealth, which includes providing health care delivery, assessment, diagnosis, consultation, and treatment and the transfer of medical data through interactive audio, video, or electronic/data communications. The vendor must adhere to and meet the same legal, ethical, and confidentiality standards when providing telehealth.

The vendor shall also obtain consent of the defendant/person under supervision before the delivery of telehealth services and shall include documentation of

BPA-Solicitation Number: 097- -25-08RT Page C- 15 of 22 the same in the individual’s treatment record.

(2) In situations in which more than one person is in attendance, to ensure confidentiality for each session, the vendor shall require that each person verify that they are the only person on that line and that no person who is not part of that treatment group is listening. Each participant will also enter into a confidentiality agreement before being allowed to participate in treatment by telephone.

(3) To verify that services were performed, the vendor shall complete the Monthly Sign- In Log with all necessary information; however, the vendor shall print the defendant’s/person under supervision’s name within the signature field, and the comment section shall reflect the means in which the session was conducted (i.e. teleconference, video conference, internet).

(4) For de-escalation, if an emotionally charged topic was discussed or the defendant/person under supervision appears emotionally agitated, the vendor shall follow up with additional contact later in the day to ensure that the defendant/person under supervision has successfully de-escalated. The vendor shall also remind the defendant/person under supervision to reach out to their social support system at any time.

e. Case Staffing Conference The vendor shall participate in case staffing conferences and document the chronological notes regarding the content of the conference:

(1) Case staffing with the USPO/USPSO can be conducted in person, by telephone, or any other form of protected electronic communication. When applicable, the case staffing may include the vendor, the defendant/person under supervision, and the officer to clearly define expectations and clinical treatment goals. Communication with the officer should be driven by risk, needs, and responsivity specific to the defendant/person under supervision.

Additionally, case staffing shall occur:

a.A minimum of every 30 days for PCRA high and moderate risk referrals

b. A minimum of every 30 days, regardless of risk level, for residential treatment placements c.A minimum of every 90 days for all other clinical services referrals, and

d. As requested by the USPO/USPSO.

(2) Case staffing should include, but is not limited to, the following:

a.The defendant’s/person under supervision’s motivation for treatment;

b. Appropriate type and frequency of treatment;

c.Treatment related goals that are specific, measurable, achievable, relevant

BPA-Solicitation Number: 097- -25-08RT Page C- 16 of 22 and time-bound (SMART goals);

d. PCRA dynamic risk factors and elevated thinking styles (for USPO referrals);

e.Responsivity, cultural considerations for service delivery;

f. Non-compliance with supervision and/or treatment;

g. Community observation, collateral supports, officer delivered interventions.

NOTE: The price of case staffing conferences and consultations are included in the prices in Section B.

f. Vendor Reports (Substance Use, Mental Health, and Sex Offense Treatment Reports)

The vendor shall submit to the USPO/USPSO, and maintain in the defendant’s/person under supervision’s file, the following:

(1) A typed Treatment Plan, created with the defendant/person under supervision, is submitted at least every 90 days that outlines the following:

a. Treatment related goals that are specific, measurable, achievable, relevant and time-bound (SMART) goals,

b. Action steps for the defendant/person under supervision to accomplish the identified treatment goals, to include appropriate type and frequency of treatment;

c. The defendant’s/person under supervision’s supportive social networks (e.g. family, friends, peer support, co-workers, etc.),

d. Medication management plan (when applicable),

e. Collaboration and coordination for community-based services (when applicable),

f. Skills to assist in managing known risk and symptoms,

g. Adaptable skills for self-management,

h. Recommendation/justification for continued treatment services, and

i. Signed and dated by the vendor and defendant/person under supervision.

(2) A typed Transitional Care Plan, created with the defendant/person under supervision when possible, that is submitted at the conclusion of contract treatment services, but no later than 15 business days after treatment is terminated.

a. The community is best served when the person under supervision remains drug free, employed, and invested in healthy relationships beyond the period of supervision. Transitioning is defined as the process of moving a person under supervision from contract treatment services to a community-based aftercare program that is managed by the person under supervision. Transitioning from treatment occurs

BPA-Solicitation Number: 097- -25-08RT Page C- 17 of 22 throughout the treatment process to ensure that the person under supervision possesses the tools and community resources necessary to function under decreasing levels of supervision which is monitored by the officer.

b. The typed transitional care plan shall outline the following:

1) the reason for concluding contract treatment services, to include unsuccessful discharge and the reasons why unsuccessful,

2) the defendant’s/person under supervision’s supportive social networks (e.g. family, friends, peer support, co-workers, etc.),

3) medication management plan (when applicable),

4) collaboration and coordination for community-based services (when applicable),

5) acquired skills to assist in managing known risk and symptoms,

6) adaptable skills for self-management,

7) diagnosis and prognosis, and

8) signed and dated by the vendor, and the defendant/person under supervision when possible.

g. Vendor Testimony

The vendor, its staff, employees, and/or subcontractors shall:

(1) Appear or testify in legal proceedings convened by the federal court or Parole Commission only upon order of the federal court with jurisdiction, and

(i) a request by the United States Probation and/or Pretrial Services Offices, United States Attorney’s Offices, or United States Parole Commission, or

(ii) in response to a subpoena.

(2) Provide testimony including but not limited to a defendant’s/person under supervision’s: attendance record; drug test results; general adjustment to program rules; type and dosage of medication; response to treatment; test results; and treatment programs.

(3) Receive reimbursement for subpoenaed testimony through the Department of Justice based on its witness fee and expense schedule.

(4) Receive necessary consent/release forms required under federal, state or

BPA-Solicitation Number: 097- -25-08RT Page C- 18 of 22 local law from the Judiciary.

(5) Not create, prepare, offer, or provide any opinions or reports, whether written or verbal that are not required by the statement of work, unless such disclosure is approved in writing by the Chief U.S. Probation Officer or Chief U.S. Pretrial Services Officer.

h. Emergency Services and Contact Procedures

The vendor shall establish, and make available to all defendants/persons under supervision, emergency (24 hours/ 7 days a week) contact procedures (i.e., crisis intervention, schedule changes, local hotlines, and/or situations requiring immediate attention), and provide for emergency services (e.g., after hours staff phone numbers, local hotlines), for times when counselors are not available.

i. Monitoring

The vendor shall participate in scheduled or unannounced monitoring which shall include:

1) Site inspection,

2) Review of files for content, maintenance, disclosure, testimony, emergency services, case staffing conferences, reports, non-compliance notification, interactions with defendants/persons under supervision, etc. (hard copy or electronic files),

3) Interviews with vendor/staff providing services under…