Questions and answers Pre-proposal Conference.pdf

QUESTION AND ANSWERS FROM PRE-PROPOSAL CONFERENCE

SRTP; Wednesday, February 23, 2011

Nothing stated in these responses can change the terms and conditions of RFP- PCC-0020.

Only an amendment to the solicitation can alter the terms and conditions.

1) It is stated that a licensed psychologist can supervise the administration of testing. It is safe to say that a psychometrican can be used to administer testing, but a licensed psychologist can write and interpret the report? In addition, can a post-doctoral student interpret and write the report accompany by a signature of a licensed psychologist?

A psychometrician may administer and score psychological testing under the supervision of a licensed psychologist. Similarly, a post-doctoral fellow (i.e., a psychologist who has been awarded a doctoral degree and is completing the supervised hours of experience required for licensure) may interpret the testing and write the report under the supervision of a licensed psychologist. In either case, such staff (i.e., psychometricians and post-doctoral fellows) must be approved by the

Bureau prior to providing these services.

2) Are self-help meetings such as AA and NA permitted on site? Would volunteers be allowed on site to facilitate, such as members of AA Hospitals and Institutions committees?

While the philosophy of AA/NA programs is sometimes compatible with the cognitive behavioral approach (CBT) selected by the SRTP, they are not considered

CBT in nature and therefore may not be used to satisfy the programming requirements set forth in the SOW. SRTP participants may not be mandated to attend AA/NA groups.

3) Are there provisions for recreation for program participants? If so, are these on-site and would participants have access to them during the day?

SRTP participants have an institutional right to a regular exercise period on site during daytime and evening hours; however, these activities are not considered part of the structured SRTP programming unless they are specifically related to treatment goals, justified as such in the participant’s treatment plan, and directly supervised by treatment staff.

The Correctional Treatment Facility does provide inmates access to recreation daily. Item #4 in the Corrections Corporation of America Correctional Treatment

Facility Inmate Handbook (CCA/CTF Inmate Handbook) lists “a regular exercise period.” It reads, You have the right to health care, which includes nutritious meals, proper bedding, clothing, and laundry schedule for cleanliness of the same, an opportunity to shower regularly, proper ventilation for warmth and fresh air, a regular exercise period, toilet articles, medical and dental treatment. You have the responsibility not to waste food, to follow laundry and shower procedures and to use medical and dental services without abuse.

In addition, the CCA/CTF Inmate Handbook defines recreation activities afforded to inmates:

RECREATION

Recreation programs at CTF are offered in the gym and on the recreation yard, weather permitting, and in housing unit dayrooms (table games only). Indoor recreation consists of television and games (dominoes, chess, checkers, etc.). In order to obtain a game you must surrender your inmate ID to the Unit Officer and return the game when finished. The following activities are offered to the inmates at CTF on an organized basis, as well as times when inmates are not in school, programs, work, etc: basketball, weight-lifting and other activities as deemed appropriate or approved through requests to the Warden/designee. Recreation is a privilege, which can be restricted for disciplinary reasons. Recreation schedules will be posted on the bulletin boards in the pods. Inmates with chronic or acute medical conditions may be prohibited from participating in off unit activities.

During inclement weather recreation will not take place. (32º and below, snow, summer advisory, rain, etc.)

4) Are medications provided to the offenders if/as needed? Would the contractor be responsible for cost of medications for clients with co-occurring disorders?

The District of Columbia Department of Corrections (DOC) is responsible for providing medical services and prescribed medication, including psychiatric services and medications to inmates participating in the SRTP.

5) Would offenders with co-occurring disorders have access to a psychiatrist provided by the SRTP? Medical staff (physician or nurse)?

The District of Columbia Department of Corrections (DOC) is responsible for providing medical services and prescribed medication, including psychiatric services and medications to inmates participating in the SRTP.

6) Would the contractor have responsibility for administration of medications during the day?

The District of Columbia Department of Corrections (DOC) is responsible for the administration of medications to SRTP participants.

7) Is the program required to be 180 days in all cases, or can it be shortened or lengthened based on offender progress? [In the first section of the SOW, Purpose and

Scope, it states the SRTP “provides up to 180 days of substance abuse and criminal conduct intervention…,” which suggests that 180 days is the maximum length of time a participant can remain in the program. However, the language contained in the Clinical

Services section of the SOW suggests that a participant may be required to repeat phases of the program if there is sufficient clinical justification (which would be the optimal arrangement): “The Contractor will review each offender’s case in an Interdisciplinary

Team to determine program suitability and readiness to move to the next phase of the program, including each inmate’s conduct and program involvement, and prescribe any individual counseling strategies each inmate may need to continue to progress in the program.” ]

The number of days that an inmate participates in SRTP programming (actual participation in SRTP-Program activity on the unit) should not exceed 180 days.

Inmates placed off the unit for medical, disciplinary, or other reasons for short periods of time may return to the program, but days off the unit should not count toward program completion.

In the discharge planning section of the SOW, the discharge plan should contain the next modality of treatment. The CSOSA program manager can identify the next appropriate treatment placement upon release from the facility (residential, transitional, and/or out-patient services). CSOSA will fund this treatment placement following release to parole or supervised release supervision.

If any inmate fails to make progress to the next phase of treatment in a timely fashion, “the Contractor will review each offender’s case in an Interdisciplinary

Team to determine program suitability and readiness to move to the next phase of the program, including each inmate’s conduct and program involvement, and prescribe any individual counseling strategies each inmate may need to continue to progress in the program.”

If the Interdisciplinary Team determines that an offender cannot make adequate progress, even with individual counseling strategies, the Contractor may request that the inmate be moved off the SRTP unit and notify the United States Parole

Commission (USPC) that the inmate was unsatisfactorily terminated from the program. The USPC will reinstate the parole/supervised release revocation process.

8) The program has a required capacity of 32. What is the anticipated average daily census? What has been the average daily census of the program for the past year?

Program capacity will not exceed 32 but may drop below 32 as inmate’s transition out of the program and others are identified as SRTP participants.

9) Is the contractor responsible for the costs of the required background checks?

The Contractor shall verify training and experience of all staff, including credentials for all professional staff. The Contractor shall voucher potential employees through reference and employment checks. The

Contractor is responsible for gathering and submitting a person’s name and relevant information (as described in the SOW) to the COTR for a background check; the Bureau of Prisons assumes the costs of completing this check.

10) Who provides the training referenced on p. 21 of the Statement of Work, the contractor or BOP/CSOSA?

We will provide initial training; however, it is the Authorized Negotiator responsibility to ensure all staff involved in the contract or trained.

11) Referring to page 30 of the RFP, section L.7 (Proposal Preparation Instructions for

Business Proposals), we are not sure what is meant by “Decisional Rule Criteria (section

M)”. Does this mean that we are to write a narrative response to section M in our proposal, or does it mean that we are simply to make sure that we complete and include the solicitation provisions discussed in section M in the application? Or is something else required to meet the Decisional Rule Criteria?

Decisional Rule is defined as the section of the source selection plan that outlines the fundamental basis that will be used to make the source selection decision in a procurement using competitive negotiations. Please refer to Section M for preparation Instructions assuring that all criteria have been met. Decisional Rule is not needed to be answered in a narrative format. It will be based on a compilation of the required documentation.

12) Referring again to section M, page 32 of the RFP, it reads: "This solicitation incorporates one or more solicitation provisions by reference. . .The offer is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. " Is this section referring to all of the clauses on pages 15 to 17 of the RFP?

No, pages 15 – 17 are clauses. Provisions are included in Sections K, L, & M with

Section M containing the provision in reference.

13) On page 4 of the Statement of Work, it says “The Contractor will be responsible for copiers, computers, network scanners, fax, telephones, and voice/data line subscription services.” Does the facility already have phone lines which the contractor could use? Does the facility have a computer network that the contractor could access?

In the Memorandum of Understanding establishing the Secure Residential

Treatment Program, CSOSA made a commitment to “Allow the BOP contractor, referenced in Section IV.B.2. the use of non-information technology equipment to include modular office furniture, storage equipment, file cabinets, tables, chairs, and audio/visual equipment provided the BOP contractor does not initiate service, repair or modification to CSOSA-owned equipment.”

As of 2/17/2011, this consists of the following items:

Modular workstation equipment (for 7 individuals)

Three file cabinets

One shredder that meets Records Management requirements

One fax machine table

Five folding tables

Eight lockers for staff personal storage

Two microwave ovens

One mini-refrigerator

Two 25-inch televisions

Two VCR/DVD players

One portable CD/radio player

Approximately 50 plastic group chairs

Voice/Data jacks (with cabling and drops already installed in 4 rooms located on Unit D2A at the CTF. Monthly telephone/network service will not be provided by CSOSA.)

Phone and data lines have been installed in Unit D2A in the Correctional Treatment

Facility where the Secure Residential Treatment Program Demonstration Project currently operates. The Contractor will be required to pay for its own phone/data subscription.

The Contractor would also have to connect to its own computer network. The

Correctional Treatment Facility network is not available to the contractor.

14) Is there an existing scanner, fax machine and data lines that the contractor could access? (assuming the contractor would pay for the portion used by its staff).

Please see the resources listed in Answer #12.

15) What “other infrastructure items” should the contractor anticipate?

The infrastructure items that the Contractor can anticipate are listed in Answer

#12.

16) How many psychological examinations, on average, would be administered per 12 month period?

Each participant (approximately 64 per year) will receive a psychological evaluation to include a standard battery of psychological assessments that measure cognitive, personality, and psychological functioning. In cases where a more comprehensive testing protocol is indicated, the Contractor may administer additional tests with approval of the COTR. It is estimated that approximate 32 participants each year will benefit from this secondary testing.

17) Among the average census, what is the average number of clients who have been diagnosed with a co-occurring disorder?

CSOSA is researching this and will have an answer available by the February 23, 2011 pre-bid conference.

18) How many days does the awarded contractor have to get ready to provide services, 60 days (as stated in the original pre-solicitation, https://www.fbo.gov/index?s=opportunity&mode=form&tab=core&id=ac1e1fb1b38689c

21c7ebea067ee7540&_cview=0) or 90 days (e.g., "within 90 days after the date of contract award," RFP-PCC-0020 Page 9)?

The Awardee will have 60 days from contract award until Notice to Proceed to begin performance. The solicitation will be amended.

19) The original FedBiz pre-solicitation stated that "Price is significantly more important than non-price factors."

(https://www.fbo.gov/index?s=opportunity&mode=form&tab=core&id=ac1e1fb1b38689 c21c7ebea067ee7540&_cview=0). The RFP, however, states, "Award will be made to that offeror whose proposal, conforming to this solicitation, is determined to be in the best interests of the Government, price and other factors considered." (RFP-PCC-0020

Page 32) as well as "Technical and Past Performance, when combined, are significantly more important than Price" (RFP-PCC-0020 Page 33). Please clarify the relative importance of price and other factors.

Page 32 of the RFP is correct. The pre-solicitation notice has been modified.

20) What are the anticipated daily hours of treatment program operation? How is the minimum of eight hours of structured programming per day defined? Does this include time for meals, breaks, recreation, or are those exclusive of the eight hours?

There are no requirements regarding the daily hours of treatment program operation; however, meals and unstructured recreation are exclusive of the required

8 hours of structured programming per day.

20a Caveat: Will DOC allow evening programming? The pilot currently involves evening programming, but DOC/CCA will need to approve this.

Yes – DOC and the Correctional Treatment Facility will allow evening programming. CSOSA currently does not count meals, recreation, breaks as programming time.

21) Referring to page 31 of the RFP, section L.9, when do the Client Notification Letters and the Bank Notification letters need to be sent out? Should they be mailed before the submission of the proposal?

https://www.fbo.gov/index?s=opportunity&mode=form&tab=core&id=ac1e1fb1b38689c21c7ebea067ee7540&_cview=0 https://www.fbo.gov/index?s=opportunity&mode=form&tab=core&id=ac1e1fb1b38689c21c7ebea067ee7540&_cview=0 https://www.fbo.gov/index?s=opportunity&mode=form&tab=core&id=ac1e1fb1b38689c21c7ebea067ee7540&_cview=0 https://www.fbo.gov/index?s=opportunity&mode=form&tab=core&id=ac1e1fb1b38689c21c7ebea067ee7540&_cview=0

Yes, copies of the letters should be submitted with the proposal.

22) For the Client Notification Letters, must we send them to clients whom we have served in corrections/detention type services, or may we send them to clients we have served in similar services (such as clients on probation or parole whom we have served in a residential substance abuse treatment program).

Same or similar services, such as residential substance abuse treatment programs.

23) May we send the Client Notification Letters to a few selected clients or to a random sample of clients, or must we send them to all clients in a program? Should we include current clients only or should we also include former clients? Is there a certain number of

Client Notification letters that we should mail?

Letters should be sent to all companies/agencies for contracts for same or similar services in the past 5 years.

24) On page 31, section L.8, it requests "the names of each proposed staff member, experience and his/her position." What should we provide for those positions for whom we don't yet have a potential candidate. Would a job description suffice?

The Bureau must be able to evaluate the resources of the bidder, to include the credentials of staff who will be providing services.

25) Would the program be in operation on holidays? If not, please provide a list of observed holidays.

The program will observe Federal holidays. However, assignments shall be given to program participants.

26) What is the availability of on-site staff during the day (for things like security, handling emergencies, maintenance/repair issues, etc.)?

The Corrections Corporation of America, which operates the Correctional

Treatment Facility, provides security is available 24 hours a day/7 days per week. CCA provides other services from 8:00 a.m.-5:00 p.m.

27) Does a bidding agency need certification under Chapter 23?

The bidder does not need to seek Chapter 23 certification.

28) Having difficulty with distinguishing psychological testing from psychological evaluation. Please clarify.

Each participant (approximately 64 per year) will receive a psychological evaluation to include a standard battery of psychological assessments that measure cognitive, personality, and psychological functioning. A report of findings will be placed in the participant's treatment file and a copy forwarded to the COTR. This is billed as

5010, Psychological Evaluation and Report.

In cases where a more comprehensive testing protocol is indicated, the Contractor may administer additional tests with approval of the COTR. It is estimated that approximate 32 participants each year will benefit from this secondary testing (e.g., additional personality testing, neuropsychological screening, symptom inventories, etc.). A report of findings will be placed in the participant's treatment file and a copy forwarded to the COTR. This is billed as 5020, Psychological Testing and

Report.