Solicitation 9594CS20Q0055 - 7-21-20.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

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

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

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

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

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

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

OCS200046 53

9594CS20Q0055

William E. Hall, william.hall@csosa.gov 202-220-5717

Net 30

See Section F Same as Block 9

Court Services and Offender Supervision Agency Office of Financial Management 800 N. Capitol St., NW, Seventh Floor Washington, DC 20002-4260

See Continuation Pages

N/A

Elijah Anderson

621420

$16.5 M

07/21/2020

08/18/2020

12:00 PM EST

Court Services and Offender Supervision Agency Office of Procurement 800 N. Capitol St., NW, Suite 7066 Washington, DC 20002-4260

Outpatient & Early Intervention Substance Use and Disorder Services

9594CS20Q0055

Continuation of SF1449

Block 25 Accounting and Appropriation Data Continued:

To Be Entered at Award

Blocks 19 through 24 Continued:

Item No.

Schedule of Supplies/Services Quantity Unit Unit Price Not to Exceed Amount

Outpatient & Early Intervention

Substance Use Disorder Services 1 Lot TBD TBD

TBD

Base Period: 12 months from the effective date of award

Total Base Period Amount

Schedule of Supplies/Services Quantity Unit Unit Price Not to Exceed Amount

Outpatient & Early Intervention

Substance Use Disorder Services 1 Lot TBD TBD

TBD

Option Period 1: 12 months from the effective date of Option Period 1

Total Option Period 1 Not to Exceed Amount

Schedule of Supplies/Services Quantity Unit Unit Price Not to Exceed Amount

Outpatient & Early Intervention

Substance Use Disorder Services 1 Lot TBD TBD

TBD

Option Period 2: 12 months from the effective date of Option Period 2

Total Option Period 2 Not to Exceed Amount

Schedule of Supplies/Services Quantity Unit Unit Price Not to Exceed Amount

Outpatient & Early Intervention

Substance Use Disorder Services 1 Lot TBD TBD

TBD

Option Period 3: 12 months from the effective date of Option Period 3

Total Option Period 3 Not to Exceed Amount

Outpatient & Early Intervention Substance Use Disorder Services

Schedule of Supplies/Services Quantity Unit Unit Price Not to Exceed Amount

Outpatient & Early Intervention

Substance Use Disorder Services 1 Lot TBD TBD

TBD

Option Period 4: 12 months from the effective date of Option Period 4

Total Option Period 4 Not to Exceeed Amount

Schedule of Supplies/Services Quantity Unit Unit Price Not to Exceed Amount**

*5001 Outpatient & Early Intervention

Substance Use Disorder Services 1 Lot TBD TBD

TBD

*FAR 52.217-8 6 month extension from end date of Option Period 4

TBD

(Note: This extension will only occur if FAR 52.217-8, Option to Extend Services, is exercised. The extension unit prices will be the same as the Option Period 4 unit prices.)

Total Base and All Option Periods Not to Exceed Amount

FAR 52.217-8 Option Period: 6 months from the effective date of the Option Period

Total FAR 52.217-8 Option Period Not to Exceed Amount

** Not to Exceed Amount is based upon the unit prices and quantities contained in the Attachment J-1 Pricing.Tables.

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Services

Contractor shall provide services in accordance with the Statement of Work (Section C).

B.2 Contract Type

This is a Firm Fixed Price (FFP) purchase order with unit rates; quantities are based on anticipated estimates and are Not-to-Exceed (NTE) the allotted quantities and cost associated with each Contract Line Item Number (CLIN).

B.3 Contract Funding

This purchase order is incrementally funded in the amount of $TBD. Additional funding will be added by a purchase order modification. (To be removed upon award if fully funded.) The Contractor is not authorized to exceed the obligated value on this purchase order. Per Section F.1, this purchase order has a base period of twelve months with four twelve month Option Periods.

B.4 North American Industry Classification System (NAICS) and Small Business Size Standard

The NAICS Code for this acquisition is 621420 Outpatient Mental Health and Substance Abuse Centers, and the small business size standard is $16.5M.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Agency Background. The mission of the Court Services and Offender Supervision Agency (CSOSA) is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community. CSOSA is responsible for the supervision of all probationers and parolees held under the authority of any United States or District of Columbia statute, or any other lawful authority and entrusted to the District. CSOSA has been mandated to provide comprehensive treatment services to offenders (hereinafter referred to as offenders) who have been ordered to undergo such treatment by the courts, either as part of a sentence or pre-sentence, or as a condition of probation, parole or supervised release.

C.2 Objective. The objective of this purchase order is to provide out-patient and early intervention services substance use disorder (SUD) treatment services to CSOSA offenders, based upon an assessed level of care, or a court order for treatment services as a result of driving under the influence, or related charges. Services will be in alignment with The ASAM Criteria:

Treatment Criteria for Addictive, Substance-Related, and Co-Occurring Conditions (American Society of Addiction Medicine, 2013).

C.3 Scope of Services.

C.3.1 The Contractor shall provide Outpatient Treatment in accordance with the American Society of Addiction Medicine (ASAM) Criteria, Level 1, and Early Intervention Services in accordance with ASAM Criteria, Level 0.5. Early Intervention Services shall be available only to offenders with a court mandate to participate in Traffic and Alcohol Program (TAP).

C.3.2 The Contractor shall perform all tasks listed in Section C at a CSOSA facility or remotely via a telehealth system. Telehealth is the use of electronic information and telecommunications technologies to support and promote long-distance clinical health care, patient and professional health-related education, public health and health administration.

The Contractor shall provide a Health Information Portability and Accountability Act (HIPAA) compliant telehealth platform for delivery of all tasks. The Contracting Officer’s Representative (COR) will designate the location or method of delivery.

C.4 Referral

C.4.1 CSOSA will identify offenders in need of outpatient treatment services consistent with ASAM Criteria, Level 1, and will complete an initial assessment/diagnostic and treatment planning service consisting of a behavioral health screening and assessment that (1) identifies the offender’s need for SUD treatment, (2) determines the appropriate level of care of SUD treatment, and (3) initiates the course of treatment.

C.4.2 CSOSA’s Referral Placement Team (RPT) shall provide a referral package to the Contractor for each offender to receive services. The referral package shall contain the following documents and information:

a. Billing Authorization document (Attachment J-1).

b. Referral date.

c. CSOSA Consent for the Release of Sensitive Information Form, signed and dated.

d. Notice of Action (NOA) or Judgment and Commitment (J&C) order.

e. Special Conditions.

f. Offender identification information, and supervision contact information.

g. Existing documents used in the initial assessment/diagnostic and treatment planning process.

h. Release of Information: Substance Abuse Treatment (authorizes sharing of CSOSA drug test results).

i. Release of Information: Health Records.

j. Release of Information: Mental Health/Sex Offender Information.

k. Release of Information: Privacy Act Waiver Form.

l. Authorization for Release of Information, General Third Party Disclosure.

C.4.3 The Billing Authorization shall include authorization for the Contractor to perform the following:

a. Intake, Brief Assessment, and the Individualized Care Plan (ICP).

b. On-going Assessment and Updated ICP.

c. Brief Assessment and Updated ICP, if appropriate.

d. Group Sessions

a. For Level 1, Outpatient: 36 group sessions (72 hours).

b. For Level 0.5, Early Intervention: 24 group sessions (48 hours).

e. Case Management.

f. Interdisciplinary Staffings.

C.4.4 The Billing Authorization is the only document that makes CSOSA financially responsible for offender services provided by the Contractor. No verbal or other authorization is recognized or allowed. CSOSA is not responsible for offender services provided without a Billing Authorization, or for any offender services provided that exceed the authorized treatment duration, or the maximum dollar amount authorized for the treatment duration.

C.5 Specific Tasks

C.5.1 Task 1 –Assessments and Individualized Care Plan (ICP).

C.5.1.1 Intake Attendance/No Show Notification. The Contractor shall notify CSOSA of all intake attendance or no-shows, within 24 hours (or the next business day) of each scheduled intake, utilizing the Admission Notification form that is provided with each Billing Authorization. This notification must be provided in writing (via email) to the COR and the offender’s assigned Community Supervision Officer (CSO). Specific contact information and notification instructions are found in each referral package.

C.5.1.2 Intake Interview. At a minimum, the Contractor’s Case Manager shall conduct an intake interview with each offender and provide the following services to each offender within seven days of receiving the Billing Authorization:

C.5.1.2.1 Identify the offender’s primary counselor who will make contact (via email) with the offender’s CSO regarding admission.

C.5.1.2.2 Obtain signed waivers of confidentiality upon the informed consent of the offender. The waiver of confidentiality shall extend to all key personnel providing direct services to the offender.

C.5.1.2.3 Conduct a program orientation.

C.5.1.2.4 Provide the offender with the Contractor’s program handbook and program schedule.

C.5.1.2.5 Review the program rules with the offender, as well as the offender’s rights and responsibilities.

C.5.1.2.6 Administer the following pre-tests:

a. Patient Health Questionnaire-9 (PHQ-9).

b. General Anxiety Disorder Assessment-7 (GAD-7).

c. Post-traumatic Checklist for DSM-5 (PCL-5).

C.5.1.2.7 The Contractor shall complete a Brief Assessment for each offender upon intake to determine his or her treatment and recovery needs.

C.5.1.2.7.1 The Brief Assessment will document the offender’s strengths, resources, mental status, identified problems, current symptoms as outlined in the Diagnostic and Statistics Manual of Mental Disorders (DSM, most recent edition), and recovery support service needs. The Brief Assessment will also confirm the offender’s levels of risk and severity on the ASAM criteria, and confirm that the assigned level of care is most applicable to the offender’s needs. The diagnostic formulation shall include presenting symptoms for the previous twelve months, including mental and physical health symptoms, degree of severity, functional status, and differential diagnosis. This information forms the basis of the development of the ICP.

C.5.1.2.7.2 A Brief Assessment shall be performed in-person with the offender by at least one Qualified Practitioner with a license and capability to develop a diagnosis. CSOSA defines a Qualified Practitioner as a licensed physician, psychologist, licensed independent clinical social worker (LICSW), licensed graduate social worker (LGSW), licensed professional counselor (LPC), licensed marriage and family therapist, or advance practice registered nurse (APRN). A completed ICP is required to establish medical necessity.

C.5.1.3 ICP. At a minimum, the Contractor’s Case Manager shall develop an ICP for each offender within seven business days of intake, based on the results of the Brief Assessment, and any other information provided in the CSOSA referral package.

5.1.3.1 The ICP shall identify all services considered medically necessary to address the needs of the offender as determined by the assessment. All services shall be delivered in accordance with the ICP as part of organized treatment services. The treatment plan shall be person-centered and include:

a. A substance use disorder diagnosis (and any other diagnoses).

b. Criteria for discharge from the program based on completion of the established course of treatment, and/or transfer to a less intensive/restrictive level of care.

c. A list of any agencies currently providing services to the individual and family including the type(s) of service and date(s) of initiation of those services.

d. A list of offender strengths and needs.

e. Specific individualized treatment and recovery goals and objectives for the offender.

f. The treatment regimen, including specific services and activities that will be used to meet the treatment and recovery goals.

g. An expected schedule for service delivery, including the expected frequency and duration of each type of planned service encounter.

h. The name and title of personnel who will provide the services.

i. The name and title of the offender’s Clinical Supervisor, primary Substance

Abuse Counselor, and Case Manager.

j. A description of the involvement of family members or significant others, where appropriate.

k. The identification of specific offender responsibilities.

l. The offender’s identified ASAM level of care.

m. The offender’s signature on the ICP (if the offender refuses to sign the ICP, the Clinical Supervisor shall document the reason(s) in the ICP).

n. Signatures of all interdisciplinary team members participating in the development of the ICP. The Clinical Supervisor’s signature on the ICP is required as certification that the services identified on the ICP are medically necessary.

C. 5.1.3.2 The ICP shall also reflect case management activities conducted by on-site staff, including coordination of additional treatment interventions as needed.

C.5.1.3.3 The ICP shall be maintained in the offender’s treatment file and a copy provided to the offender. A copy with a signed, Contractor provided, Release of Information (ROI) form shall be sent to the assigned CSO.

C. 5.1.3.4 Ongoing Assessment. At a minimum, the Contractor shall complete an ongoing assessment at 30 days and 60 days following the start of treatment, the second of which may coincide with a planned discharge. The Contractor may complete one additional ongoing assessment and corresponding ICP update in response to a significant life event.

C.5.1.3.4.1 An ongoing assessment provides a review of the offender’s strengths, resources, mental status, identified problems, and current symptoms as outlined in the DSM.

C.5.1.3.4.2 An ongoing assessment shall confirm the appropriateness of the existing diagnosis, or revise the diagnosis, as warranted. The ongoing assessment will also revise the offender’s ratings on all dimensions of the ASAM criteria, as appropriate, to determine if a change in the level of care is needed.

C.5.1.3.4.3 An ongoing assessment includes a review and update of the ICP to reflect the offender’s progress, growth, and ongoing areas of need.

C.5.1.3.4.4 An ongoing assessment is also used prior to a planned transfer to a different level of care, and for a discharge from service.

C.5.1.3.4.5 Interdisciplinary Staffing. The ongoing assessment must be completed in-person with the offender, by at least one Qualified Practitioner with the license and capability to develop a diagnosis.

C.5.1.3.4.6 Post-Testing in Ongoing Assessment for Discharge. When the on-going assessment is being conducted for discharge planning, the Contractor shall conduct post-testing of the offender and make the results of such post-testing available to the offender’s Case Manager for use in discharge planning. Post testing shall include the re-application of:

a. Patient Health Questionnaire-9 (PHQ-9).

b. General Anxiety Disorder Assessment-7 (GAD-7).

c. Post-traumatic Checklist for DSM-5 (PCL-5).

C.5.1.3.4.7 The ongoing assessment requires documentation of the assessment tools, updated diagnostic formulation, and the ICP update. The diagnostic formulation shall include presenting symptoms since the previous assessment (including mental and physical health symptoms), degree of severity, functional status, and differential diagnosis. The ICP update shall address current progress toward goals for all problematic areas identified in the assessment and adjust interventions and recovery support services as appropriate.

C.5.1.3.5 The Contractor shall document the evidence of updated ICP review in the offender treatment file. The Contractor shall document ICP review by completing a signed and dated entry in the progress notes, or in the form of a signed and dated revised ICP.

C.5.2 Task 2 – Delivery of Treatment Services

C.5.2.1 Outpatient (ASAM Criteria, Level 1).

C.5.2.1.1 A total of three, two-hour group sessions of face-to-face treatment intervention per week shall be delivered 3 days per week.

a. 1 group session = 2 hours.

b. Base number: 36 sessions (72 hours).

c. At a minimum, counselors facilitating groups shall be a Certified Addictions

Counselor (CAC), Level II, or have equivalent certification.

d. CSOSA may authorize additional outpatient sessions. The Contractor may not exceed the base number of authorized sessions without a new Billing Authorization issued by the COR.

C.5.2.1.2 The programming shall include:

a. Assessment, Diagnostic and ICP Planning:

1. Brief Assessment and ICP: Required within seven days of intake, per section C.5.1.2.7.

2. Ongoing Assessment, per section C.5.1.3.4.

b. Case Management. The Contractor shall provide case management services in addition to assessment and group sessions. Case management units do not satisfy the minimum service hour requirements for SUD counseling. Case management facilitates implementation of the ICP and administrative facilitation of the offender’s service needs, including, but not limited to, scheduling of appointments, assisting in completing applications, tracking appointments, and collecting information about the offender’s progress. Case management personnel shall:

1. Attend interdisciplinary team meetings for assessment/diagnostic services.

2. Follow up on service delivery by providers external to the treatment program and ensure communication and coordination of services.

3. Contact offenders who have unexcused absences from program appointments, or from other critical off-site service appointments to reengage them and promote recovery efforts.

4. Locating and coordinating services and resources to resolve an offender’s crisis.

5. Providing training that encourages the development of life skills necessary to achieve and maintain recovery.

6. Participate in discharge planning.

c. Group sessions shall consist of:

1. Group SUD counseling-Psycho-Education: Promotes help-seeking and supportive behaviors by working in partnership with offenders to impart current information and facilitate group discussion through lecture, audio-visual presentations, handouts, etc., to assist with developing coping skills that support recovery and encourage problem-solving strategies for managing issues posed by SUDs. This service also should address HIV, STDs and other infectious diseases; offenders are not required to have one of these diseases to receive this education.

2. Group SUD counseling sessions: Facilitates disclosure of issues that permit generalization to a larger group; promotes help-seeking and supportive behaviors; encourages productive and positive interpersonal communication; and develops motivation through peer support, structured confrontation, and constructive feedback. The aim of counseling is to cultivate the awareness, skills and supports to facilitate long-term recovery. Group SUD counseling helps offenders develop appropriate psychosocial, personal, parenting, and family skills needed to facilitate long-term recovery.

d. Group SUD counseling sessions and psycho-education sessions shall:

1. Address specific issues identified in offenders’ ICPs.

2. Have a maximum of fifteen offenders participating.

3. Require the Counselor to complete a progress note for each offender participating, documenting the offender’s response to the group. The progress note shall be placed in the offender’s treatment file.

C.5.2.2 Early Intervention (ASAM Criteria, Level 0.5, TAP Offenders Only)

C.5.2.2.1 A total of two, two-hour group sessions of face-to-face treatment intervention per week delivered 2 days per week.

a. 1 group session = 2 hours.

b. Base number: 24 sessions (48 hours).

c. At a minimum, counselors facilitating groups shall be Certified Addictions Counselors (CAC) Level II, or equivalent certification.

d. CSOSA may authorize additional early intervention sessions. The Contractor may not exceed the base number of authorized early intervention sessions without a new Billing Authorization issued by the COR.

C.5.2.2.2 The programming shall include:

a. Assessment, Diagnostic and ICP Planning:

1. Brief Assessment and ICP: Required within seven days of intake, per section C.5.1.2.7.

2. Ongoing Assessment, per section C.5.1.3.4.

b. Group sessions may consist of:

1. Group SUD counseling-Psycho-Education.

2. Group SUD counseling sessions.

c. Group SUD counseling sessions and psycho-education sessions shall meet the specifications as outlined for Level I (See section, C.5.2.1).

d. Contractor shall utilize a curriculum that incorporates the aforementioned issues related to alcohol or drug use and driving.

C.5.2.2.3 Treatment shall be provided in accordance with the ASAM Criteria specified above, District of Columbia Department of Behavioral Health requirements for outpatient services (District of Columbia Register, Chapter 63, Title 22), and the terms of this purchase order.

C.5.3 Task 3 – Non-threatening Behavior Compliance Problems

C.5.3.1 The Contractor shall notify the CSO via telephone and e-mail to initiate a staffing in response to any non-compliant non-threatening offender behavior within 24 hours (or the next business day) of each occurrence. Examples of non-compliant behavior include, but are not limited to, intoxication, suspicion of drug use, sexual activity, anti-social behavior, and lack of adequate participation in required treatment programming. If the CSO cannot be reached, the Contractor shall contact the Supervisory CSO (SCSO).

C.5.3.2 In addition to the telephone and e-mail notification, the Contractor shall prepare a Non-Compliance Behavior Report, which must include, at a minimum, the offender’s name, date and time of the non-compliant behavior, a description of the behavior, the name(s) of the CSOSA staff person to whom the incident was reported, the action taken by the Contractor in response to the non-compliance, and the name and telephone number of the reporting person, or an alternate person, that can be contacted should CSOSA require additional information from the Contractor.

C.5.3.3 The preparer shall sign and date the Non-Compliance Behavior Report. The Contractor shall email the completed report to the CSO within 24-hours (or the next business day) of the occurrence.

C.5.3.4 The staffing shall result in corrective guidance agreed to by the offender, the Contractor, and the CSO.

C.5.3.4 The Contractor shall maintain copies of all non-compliance reports and corrective guidance in the offender’s treatment file.

C.5.4 Task 4 - Discharge Planning

C.5.4.1 Discharge Planning for Non-Compliance Problems

C.5.4.1.1 If the offender fails to comply with the corrective guidance agreed to in the case staffing, the Contractor shall consult the CSO/SCSO to obtain concurrence to discharge the offender with instructions to report to his or her CSO immediately.

C.5.4.1.2 Following discharge, the Case Manager shall prepare and forward a written discharge report to the CSO within 24-hours of the offender’s discharge. The discharge report shall contain the:

a. Offender’s name.

b. Admission date.

c. Discharge date.

d. Length of stay in the program.

e. A summary of the clinical progress.

f. A clear and detailed description of the circumstances under which the offender was discharged, including a copy of any unusual incident report.

g. The name of the CSOSA staff persons to whom the incident was reported.

h. The name and telephone number of the reporting person or an alternate person that can be contacted should CSOSA require additional information from the Contractor.

C.5.4.1.3 After signing and dating the discharge report, the preparer shall forward it to the Clinical Supervisor for review and signature before submitting it to CSOSA.

Once signed, the Contractor shall email the completed report to the CSO and the

COR.

C.5.4.1.4 The discharge report must be maintained in the offender’s treatment file.

C.5.4.2 High Risk or Threatening Behavior

C.5.4.2.1 If an offender engages in aggressive behavior(s) and/or poses an imminent threat of harm to self or others, the Contractor may discharge the offender prior to contacting the CSO. If the behavior constitutes criminal activity, or if the offender poses a high risk to self or others, the Contractor shall contact the appropriate legal authority (i.e. on-site CSOSA Security). The Contractor shall telephone and email the CSO and Office of Community Supervision and Intervention Services (OCSIS) Rapid Engagement Team (RET) regarding any high-risk or threatening behavior within 1 hour of each occurrence. If the CSO cannot be reached, the Contractor shall notify the

SCSO.

C.5.4.2.2 Following discharge, the Case Manager shall prepare and forward a written discharge report to the CSO within 24-hours of the offender’s discharge.

The discharge report shall contain the:

c. Discharge date.

d. Length of stay in the program.

e. A summary of the clinical progress.

f. A clear and detailed description of the circumstances under which the offender was discharged, including a copy of any unusual incident report.

g. The name of the CSOSA staff persons to whom the incident was reported.

h. The name and telephone number of the reporting person or an alternate person that can be contacted should CSOSA require additional information from the Contractor.

C.5.4.2.3 After signing and dating the discharge report, the preparer shall forward it to the Clinical Supervisor for review and signature before submitting it to CSOSA.

Once signed, the Contractor shall email the completed report to the CSO.

C.5.4.2.4 The discharge report must be maintained in the offender’s treatment file.

C.5.4.3 Successful Completion

C.5.4.3.1 At the last ongoing assessment, which occurs within 30 days of anticipated program completion, the Contractor shall conduct a discharge planning staffing.

C.5.4.3.2 The Contractor shall coordinate the discharge planning staffing with the CSO (or his/her designee) and the offender. This discharge staffing must include a review of the offender’s course of treatment, treatment/program plan progress, post-test results and recommendations for the next phase of treatment, where warranted.

C.5.4.3.3 No later than ten calendar days after the discharge staffing, the Case Manager shall prepare and deliver to the CSO a written, comprehensive, and individualized discharge plan that summarizes the results of the offender’s participation in the program and outlines recommendations for further treatment or other needed services.

C.5.4.3.4 The discharge plan shall contain the:

c. Date of the discharge staffing.

d. Names of the persons attending the discharge staffing.

e. Discharge date.

f. Length of stay in the program.

g. Axis V diagnoses.

h. Summary of the overall treatment experience.

i. Aftercare/relapse prevention plan.

j. Discharge prognosis.

k. List of specific programs the offender is required to attend for aftercare services, such as community mental health care and community based support meetings, including times, locations with verified addresses, and points of contact.

l. Name and telephone number of a person that can be contacted should CSOSA require additional information.

m. Preparer’s and Clinical Supervisor’s or Program Director’s signatures.

C.5.4.3.5 The Contractor shall maintain the signed discharge plan in the offender’s treatment file.

C.5.4.4 Discharge Summary The Contractor shall provide a completed discharge summary to the COR within three business days of any program discharge date (whether the offender completes successfully or not).

C.5.4.5 Closed Offender Treatment File. Upon any program discharge date, the offender treatment file is considered closed. The Contractor shall close the offender’s treatment file and return an electronic version to the COR within three business days of the offender’s completion of, or departure from, the program, or sooner upon request by the COR to facilitate the seamless transfer of information to subsequent service providers. In returning closed treatment files to CSOSA, each treatment file shall be clearly marked with the offender’s last name, first name, PDID# (or CSOSA ID#) and the date of close-out.

C.6 Task 5 – Reporting Requirements. The Contractor shall submit reports specified in this section. All reports must be documented and maintained in an electronic offender treatment file (see Section C.7) and shall be sent electronically. The Contractor shall submit required reports, through a secure and encrypted e-mail (see Section H.10.4).

C.6.1 Progress Notes. The Contractor shall complete progress notes for each treatment session attended. The progress note shall reflect implementation of the treatment plan and the offender’s response to treatment and all other therapeutic interventions. The Contractor shall complete each progress note and record it in the offender’s treatment file by the close of business each Friday of the week in which the session(s) occurred (or the last workday of the week if Friday is a Federal holiday). The notes shall be maintained in an appropriate format, such as the DAP (data, assessment, and plan), SIRP (situation, intervention, response, and plan), BIRP (behavior, intervention, response, and plan), or SOAP (subjective, objective, assessment, and plan) format. All progress notes shall be placed in reverse chronological order with the most recent note on top. Each weekly progress note shall be signed and dated by the counselor.

C.6.2 Monthly Progress Report. No later than the fifth business day of each month, the Contractor shall submit a written monthly progress report to each offender’s COR and CSO designated in the referral package. This information may be transmitted via email.

C.6.2.1 At a minimum, the Monthly Progress Report shall discuss the following:

a. Offender’s name and PDID (or CSOSA ID#).

b. The offender's adjustment and response to services.

c. Progress toward meeting goals/objectives identified in the treatment plan.

d. Other pertinent issues affecting treatment.

e. Problems encountered during the month.

f. The offender’s attendance history, including any missed appointments.

g. Dates of service.

h. Number of sessions provided, (i.e., individual, group, etc.).

i. Any unusual incidents and therapeutic interventions used by program staff in an attempt to address the offender’s behavior.

C.6.2.2 The progress reports shall be reviewed and signed monthly by a Clinical Supervisor prior to submission to the CSO and COR.

C.6.3 Group Attendance Sheet. The Contractor shall maintain an attendance sheet for each group session provided. The attendance sheet shall list the group date, time, type, each offender expected to attend the group, and each offender’s actual attendance (yes or no). The Contactor shall provide a copy of the attendance sheet for each session to the COR by the end of the week.

C.6.4 Monthly/Year-to-Date (YTD) Activity Report. The Contractor shall furnish a Monthly/YTD activity report via e-mail to the COR. The Monthly/YTD Activity Report shall be submitted to the COR separate from the Contractor’s Monthly Billing Invoice submission.

The Monthly/YTD Activity Report provides a summary of program activity and is designed to inform CSOSA of performance data, significant events, problems, and changes associated with the progress of service delivery. This report shall include the following:

a. Contractor’s Name and Purchase Order Number.

b. Total number of referrals received.

c. Total number and rate of offenders admitted, broken out by program type:

1. Outpatient.

2. Early Intervention.

d. Total number and rate of discharges, broken out into categories:

1. Successful:

i. Outpatient.

ii. Early Intervention;

2. Unsuccessful (and reason(s) for discharge):

i. Outpatient.

ii. Early Intervention.

e. Number of offenders who remain in the program at the end of the month.

f. Total number of Unusual Incident Reports generated during the month.

g. A brief narrative summarizing any major accomplishments, problems encountered, or future plans.

h. Notification of all staff changes.

i. Significant facility changes.

C.7 Task 6 – Offender Treatment File Maintenance

C.7.1 File Entries. The Contractor is required to document all offender encounters in the offender’s treatment file in accordance with the requirements identified in this Section C. File material shall be consistently organized in accordance with standard case management practices. The Contractor shall ensure that Contractor staff maintains complete confidentiality of all offender treatment files. The offender treatment file shall, at a minimum, include:

a. Referral Package - all referral information provided by CSOSA.

b. CSOSA Consent for the Release of Sensitive Information Form, signed and dated.

c. Assessment Reports, to include, but not be limited to:

1. ASI.

2. Comprehensive Bio-Psychosocial Assessment.

3. Other Government approved assessment tool(s).

4. PHQ-9.

5. PCL-5.

6. GAD-7.

d. Treatment Plan signed by the offender, the CSO, the SCSO, and the Contractor.

e. Weekly Progress Notes (in reverse chronological order).

f. Monthly Progress Reports.

g. Clinical Material (if provided).

h. Discharge report, plan and confirmation form.

C.7.2 The offender treatment file is an official CSOSA record and shall be maintained in accordance with Part 2 HIPAA Privacy Act Rule 45 CFR 164.530(c). The treatment files should be maintained with access limited to those individuals who provide direct services to the offender. CSOSA offender treatment files must be maintained separately from non- CSOSA offender treatment files.

C.7.3 File Storage and Removal. The Contractor shall ensure that all offender records are stored in a secured manner and location. To ensure proper tracking of offender treatment files, the Contractor shall establish a treatment file tracking protocol to ensure that all offender treatment files are organized in a manner to ensure accountability of the records and proper disposition upon the offender’s discharge.

C.7.4 Closed Offender treatment files. When the COR notifies the Contractor an offender is no longer receiving services from the Contractor, the offender treatment file is considered closed. The Contractor shall close the offender’s treatment file and return an electronic version to the COR within three (3) business days of the offender’s completion of, or departure from, the program. In returning closed treatment files to CSOSA, the Contractor shall clearly mark each treatment file with the offender’s last name, first name, PDID# (or CSOSA ID#) and the date of close-out.

C.8 Personnel. The Contractor shall provide all personnel and labor necessary to perform these services in accordance with the terms, conditions and specifications contained in this purchase order. The Contractor shall provide all required materials not otherwise provided by CSOSA.

C.8.1 Key Personnel

C.8.2.1 Program Director. The Program Director shall be responsible for the overall operations of the program, hiring of staff, and assigning job functions and descriptions.

The Program Director is responsible for all of the outcomes, curriculum development, and training of staff. The Program Director shall have:

a. A Master’s degree in a health and human services field, including but not limited to social science, psychology, social work, psychiatric nursing, rehabilitation counseling, or family counseling, by an accredited body recognized by the Secretary of the United States Department of Education.

b. Five years of documented experience, within the last seven years, in providing administration and management of intervention services in a behavioral health setting.

C.8.2.2 Clinical Supervisor. The Clinical Supervisor shall be responsible for conducting case file reviews, crisis intervention consultations, reviewing and approving written clinical documents, providing clinical staff oversight, continuous quality improvement, and participating in interdisciplinary team meetings. The Clinical Supervisor shall provide regular clinical supervision of all direct service staff, which shall include face-to-face discussions, observations of performance, clinical staffing, review of written documentation, and annual performance evaluations, evidenced by his/her signature as the Clinical Supervisor on a minimum of twenty-five percent of all CSOSA cases managed by each direct staff member. The Clinical Supervisor shall have:

a. A Master’s degree in a health and human services field, including but not limited to, social science, psychology, social work, psychiatric nursing, rehabilitation

b. Current licensure as a Licensed Independent Clinical Social Worker (LICSW), Licensed Clinical Professional Counselor (LCPC), Licensed Marriage and Family Therapist (LMFT), Advance Practice Registered Nurse (APRN), or equivalent in the District of Columbia, or a state, territory, or Commonwealth of the United States.

c. Five years of documented experience, within the last seven years, in providing clinical staff oversight and continuous quality improvement activities in a behavioral health setting.

C.8.2.2 Case Manager. The Case Manager, at a minimum, shall be responsible for coordinating offender services (i.e., medical, behavioral health, housing and vocational), one-to-one case planning, preparing treatment plans, participating in interdisciplinary team meetings, conducting discharge planning, completing clinical documentation, and meeting with the offender as provided in the contract. The Case Manager shall have:

a. A Master’s degree in a health and human services field, including, but not limited to, social science, psychology, social work, psychiatric nursing, rehabilitation

b. Current licensure as a Licensed Independent Clinical Social Worker (LICSW), Licensed Graduate Social Worker (LGSW), Licensed Professional Counselor (LPC), Licensed Marriage and Family Therapists (LMFT), Advance Practice Registered Nurse (APRN), CAC Level II, or equivalent in the District of Columbia, or a state, territory, or Commonwealth of the United States.

c. Three years of documented experience, within the last five years, in clinical experience in behavioral health services.

C.8.2.3 Counselor. The Counselor shall be responsible for group facilitation, one-on-one counseling, staffing with the CSO, completion of progress notes, other clinical documentation, and documentation of group attendance. The Counselor shall have:

a. Bachelor’s degree in counseling, social work, psychology, or related field from an accredited body recognized by the Secretary of the United States Department of Education.

b. Training and supervision to use the group curricula, instruments, tools, and assessments used in the Contractor’s program.

c. Licensure or certification as a Licensed Independent Clinical Social Worker (LICSW), Licensed Graduate Social Worker (LGSW), Licensed Professional Counselor (LPC), Licensed Marriage and Family Therapist (LMFT), Advance Practice Registered Nurse (APRN), CAC Level II, or equivalent in the District of Columbia, or a state, territory, or Commonwealth of the United States.

d. Two years, out of the last four years, of experience as a counselor in behavioral health services.

C.9 Contractor and Contractor Personnel Standards of Conduct. Contractor is encouraged to adopt its own Standards of Conduct concerning its employees. In 5 C.F.R., PART 2635.101, there is guidance on developing a standard of conduct for the Contractor and Contractor employees. At a minimum, Contractor and Contractor personnel providing goods and services under this purchase order shall:

a. Be courteous and demonstrate good manners toward all offenders, CSOSA employees, and the public.

b. Ensure that all personnel who interact with offenders, or the offender’s family members or close associates, maintain an appropriate and professional relationship at all times.

c. Personal, romantic, physical, sexual, financial or business relationships between Contractor’s personnel and offenders, their family members or close associates, is prohibited.

d. Contractor’s personnel shall remain impartial in performing their duties under the purchase order and shall not engage in conduct that gives the appearance of favoritism or otherwise compromises the professional relationship or the provision of goods or services under this purchase order.

e. Except for a nominal snack or beverage (e.g., during a treatment session), Contractor’s personnel are prohibited from giving to, or receiving from, offenders, their family members or close associates, any gifts, whether a favor, personal service or any article of value.

f. Contractor’s personnel may not serve as sponsors or mentors for offenders if they have provided treatment to that offender.

g. Report to the COR and CSO:

1. Any arrest or detention of Contractor or Contractor employees by any federal, state or local agency.

2. Any administrative, civil or criminal investigation concerning Contractor or

Contractor’s employees.

3. Any arrest or detention of an offender by any federal, state or local agency.

4. Any administrative, civil or criminal investigation concerning an offender.

h. Not use or possess narcotics, dangerous drugs, controlled substances, or marijuana while on duty or off duty (unless officially authorized).

i. Abstain from the consumption and possession of alcoholic beverages while on duty.

j. Not report for duty under the influence of intoxicants or drugs or in any condition that impairs the ability to perform as expected under this purchase order.

k. Avoid personal and business associations with persons known to be connected with criminal activities. This does not apply to immediate family members so long as notification is made in writing to the COR.

l. Avoid any criminal, infamous, dishonest, immoral, or notoriously disgraceful conduct.

m. Report violations of prescribed rules, regulations and any violations of statute or law to the Contractor and/or the COR.

n. Not violate security procedures or regulations.

o. Perform assignments in accordance with prescribed regulations to the best of personal ability and in accordance with safe and secure working procedures and practices.

p. Refrain from the use of abusive or offensive language, quarreling, harassment, intimidation by words, actions, fighting and participation in disruptive activities that interfere with normal and efficient operations.

q. Contractor shall report in writing and immediately (and no later than within 24 hours) to the COR and CSO, any suspected violation of the Standards of Conduct provision of this purchase order.

C.10 Contractor Quality Assurance Protocol (QAP). Within ten business days of award, the Contractor shall submit to CSOSA a QAP that sets forth the actions, processes, policies and procedures, inspections and reviews Contractor will utilize to ensure full (100%) compliance with the terms of the contract. The CO shall have ten business days to review the QAP and provide required changes in writing to Contractor. The CO may involve other CSOSA personnel in that review as needed. Contractor shall have five business days to incorporate the CO’s required changes and return to the CO the final QAP. The Contractor’s QAP shall be reviewed and updated as required, but no less than annually.

C.11 Inspections, Compliance and Audit. CSOSA through the CO, COR, or other CSOSA components shall conduct inspections and audits (hereafter “audit”) to verify the personnel, operations, programs and the related non-financial books, records, accounts and information (including electronic data) of Contractor comply with the provisions of this purchase order, or to assess the efficacy of any services delivered pursuant to this purchase order. Contractor and its personnel shall cooperate fully with all audits.

C.11.1 Frequency of Audits. Audits shall occur at least once a year. CSOSA retains the right to conduct audits more frequently if a Major Unusual Incident occurs (e.g., violence), or concerns about performance of the purchase order or the quality of the provided goods or services arise. CSOSA also retains the right to forgo an audit at its discretion and consistent with the Agency’s policies and practices, or any applicable laws or regulations.

Notwithstanding the foregoing, CSOSA and its representatives shall have the right to audit Contractor at any time without notice and in addition to any annual or quarterly audit, if there are concerns about fraud, waste, abuse or mismanagement under the purchase order, or CSOSA has reason to believe that services procured through this purchase order are not being performed, or are not meeting CSOSA’s standards and expectations.

C.11.2 Personnel, Books and Records. Contractor shall keep full, true and accurate books, records, accounts and information (including electronic data) concerning services provided pursuant to this purchase order. Contractor shall comply with all reasonable requests of CSOSA or its representatives, and provide access to all personnel, books, records, accounts and information (in whatever form, including electronic data) necessary for the audit, which may include, but not be limited to:

a. Offender treatment files.

b. Notes and Reports (e.g., progress notes and discharge summaries).

c. Handbooks, manuals, policies and guidance for staff and offenders.

d. Detailed copy of programming activities and calendar.

e. Outline of all offered services.

f. Staff position descriptions.

g. Organizational charts.

h. Resumes, credentials, licenses and certifications of personnel.

i. Agreements with external vendors or sub-contractors for services provided pursuant to the purchase order.

j. Proof of accreditation and compliance with industry standards (e.g., regulatory agencies such as the Department of Behavioral Health).

k. Proof of liability and other insurance.

l. Inspection Reports (e.g., health, safety, food, environmental, facility).

m. Invoices and supporting documentation.

n. Sign-in sheets or logs.

o. Documentation and information concerning major unusual incidents (e.g., violence, death).

p. Annual or other financial reports or audits (not performed by CSOSA).

q. Offender Satisfaction Surveys.

C.11.3 Timing of Audits. Audits may be announced or unannounced at CSOSA’s discretion and shall take place during Contractor’s normal business hours. CSOSA and its representatives shall take reasonable steps to avoid disrupting the business of Contractor during an audit.

C.11.4 Audit Reports. Reports of the results of an audit are the property of CSOSA, but may be shared with Contractor at CSOSA’s discretion. If deficiencies are observed during an audit, the CO shall issue a Corrective Action Report (CAR) to Contractor within five business days of being provided with deficiency information. The CAR shall identify the specific deficiencies and the timeframe in which Contractor shall take corrective action.

Within five business days of receiving the CAR, Contractor shall develop and send to the CO for approval, a written plan of action with milestones (POAM) to correct the deficiencies within the timeframe designated by the CO. Contractor shall provide proof of remediation in writing to the CO for each deficiency identified in the CAR.