Solicitation 9594CS26Q0003 Outpatient Treatment.pdf

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

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

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STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

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NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30. OBI260003 51

9594CS26Q0003

Cathy Collins 202.220-5354

See Section F See Block 9

Court Services and Offender Supervision Agency Office of Financial Management 800 North Capitol Street, NW Washington, DC 20002

See Continuation Sheet

621420

$19M

2/12/2026

See Section L

Court Services and Offender Supervision Agency Office of Procurement 800 North Capitol Street, NW Washington, DC 20002 Cathy Collins;(202) 220-5354;catherine.collins@csosa.gov

Outpatient Treatment Services

9594CS26Q0003

Continuation of SF1449

Section B - Supplies or Services and Prices/Costs

B.1 Services. The Contractor shall provide all services required for all contract line items (CLINs) included in this award in accordance with Section C, Statement of Work.

B.2 Type of Contract. This is firm-fixed unit price (FFUP) purchase order with estimated quantities.

B.3 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 $19M.

B.4 Contract Line Item Number (CLIN) Breakdown.

B.4.1 The table below is the breakdown for the purchase order CLINs 0001 and 1001. The quantity is the Government’s estimate of the maximum number of visits for MOUD services which will be needed in each period of performance.

ITEM DESCRIPTION QTY UNIT

UNIT

PRICE

Not-to-Exceed (NTE)

AMOUNT

0001 Base Period: Outpatient Treatment Services 1 Lot $TBD at award 1001 Option Period 1: Outpatient Treatment Services 1 Lot $TBD at award 2001 Option Period 2: Outpatient Treatment Services 1 Lot $TBD at award 3001 Option Period 3: Outpatient Treatment Services 1 Lot $TBD at award 4001 Option Period 4: Outpatient Treatment Services 1 Lot $TBD at award

Total Purchase Order NTE Amount (Base Period and All Option Periods) $TBD at award

ITEM DESCRIPTION QTY UNIT UNIT PRICE

0001 Base Period: Outpatient Treatment Services Outpatient Assessment 699 Each $TBD at award Outpatient Group Session 3009 Session $TBD at award Outpatient Case Management 263 Session $TBD at award Traffic Alcohol Education Program (TAP) Assessment 360 Each $TBD at award TAP Group Session 1550 Session $TBD at award TAP Case Management 68 Session $TBD at award Translation Services 1 Lot *$TBD at award

1001 Option Period 1: Outpatient Treatment Services Outpatient Assessment 699 Each $TBD at award Outpatient Group Session 360 Each $TBD at award Outpatient Case Management 3009 Session $TBD at award TAP Assessment 1550 Session $TBD at award TAP Group Session 263 Session $TBD at award

*A lump sum amount will be included at award by the Government = No pricing is to be provided by the Contractor for this line. The lump sum amount is a draw down amount used based on expenses approved by the Contracting Officer’s Representative (COR) in accordance with the terms of the purchase order.

B.4.2 The quantities included above are estimates. Other than the minimum guarantee identified in section B.6 below, the Contractor will only receive payment for quantities of services provided.

B.5 Guaranteed Minimum. The Government will guarantee, at a minimum, the value of one outpatient treatment placement during the life of the awarded purchase order.

B.6 Purchase Order Ceiling (Not-to-Exceed) Amount. This purchase order sets a ceiling price. The ceiling represents the total dollar amount that may be incurred and expended for all efforts on this purchase order, including the base and all option periods. The ceiling price is the “Total Purchase Order NTE Amount (Base Period and Option Periods)” identified above. Notwithstanding the purchase order’s stated ceiling price, the Government's liability to the Contractor is limited the total obligated (funded) amount on the purchase order. The Contractor shall not perform work under this purchase order that will cause it to exceed the total obligated amount on the purchase order.

B.7 This award includes FAR 52.217-8, Option to Extend Services in Section I. As authorized by this clause, the Government has the unilateral right to exercise up to six additional months of performance at the same price as the price awarded for the last effective period of performance (other than any rate adjustments resulting from revisions to prevailing labor rates provided by the Secretary of Labor). The option period authorized by FAR 52.217-8 was evaluated at the time of award.

ITEM DESCRIPTION QTY UNIT UNIT PRICE

2001 Option Period 2: Outpatient Treatment Services Outpatient Assessment 699 Each $TBD at award Outpatient Group Session 360 Each $TBD at award Outpatient Case Management 3009 Session $TBD at award TAP Assessment 1550 Session $TBD at award TAP Group Session 263 Session $TBD at award

3001 Option Period 3: Outpatient Treatment Services

Outpatient Group Session 360 Each $TBD at award Outpatient Case Management 3009 Session $TBD at award TAP Assessment 1550 Session $TBD at award TAP Group Session 263 Session $TBD at award

4001 Option Period 3: Outpatient Treatment Services

Outpatient Group Session 360 Each $TBD at award Outpatient Case Management 3009 Session $TBD at award TAP Assessment 1550 Session $TBD at award TAP Group Session 263 Session $TBD at award

Section C - Description/Specifications/Work Statement

C.1 Agency Background. The mission of the Court Services and Offender Supervision Agency (CSOSA) is to effectively supervise adults under its jurisdiction, to enhance public safety, reduce recidivism, support the fair administration of justice, and promote accountability, inclusion, and success through the implementation of evidence-based practices in close collaboration with our criminal justice partners and 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 evidence based Outpatient Treatment Services (OTS) to CSOSA offenders, based upon an assessed level of care, or a court order for treatment as a result of driving under the influence or related charges. Services must be in alignment with the American Society of Addiction Medicine (ASAM) treatment guidelines.

C.3 Scope of Services.

C.3.1 The Contractor shall provide Outpatient Treatment Services in accordance with the American Society of Addiction Medicine (ASAM) Criteria, Level 1.5, and Early Intervention Services in accordance with ASAM Criteria. Early Intervention Services shall be available only to offenders with a court mandate to participate in the Traffic and Alcohol Program (TAP).

C.3.2 The Contractor shall perform all tasks listed in Section C. Outpatient treatment and early intervention (TAP offenders only) services shall be performed at a CSOSA location identified in section F.2 of this award or virtually within the parameters for conducting virtual services outlined below and in sections C.5.2.1 and C.5.2.2 of this award. Virtual services refer to the provision of behavioral and/or mental health care services using technological modalities in lieu of or in addition to traditional face-to-face methods. The Contractor shall utilize a technology platform consistent with Health Information Portability and Accountability Act (HIPAA) compliant practices for all virtual service delivery.

C.3.3 The Contractor shall provide comprehensive American Sign Language (ASL) interpretation/translation services, Foreign Language interpretation/translation services, Video Remote Interpreting (VRI), and document translation services in accordance with section C.5.5 below.

C.3.4 The Contractor shall not purchase, prescribe, or provide medication under this award. order.

C.4 Referral.

C.4.1 CSOSA will identify offenders in need of outpatient treatment services consistent with ASAM Criteria, Level 1.5 or Early Intervention Services in accordance with ASAM Criteria 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 OTS, (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. Attachment J-1: Vendor Referral Letter - Billing Authorization.

b. Referral date.

c. Attachment J-2: CSOSA Consent for the Release of Sensitive Information Form: Mental

Health or Sex Offender Treatment, 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. Attachment J-3: Release of Information: Substance Abuse Treatment (authorizes sharing of

CSOSA drug test results).

i. Attachment J-4 Release of Information: Health Records.

j. Attachment J-5: Release of Information: Privacy Act Waiver Form.

k. Attachment J-6: Authorization for Release of Information/Waiver: 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

1. For Level 1.5, Outpatient: 36 group sessions (72 hours).

2. For Early Intervention (TAP only): 24 group sessions (48 hours).

e. Case Management.

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 provided with each Billing Authorization. This notification must be provided in writing (via email) to the Contracting Officer’s Representative (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 face-to-face with the offender by at least one qualified practitioner that is licensed and has the capability to develop a diagnosis. A qualified practitioner is defined as a licensed independent clinical social worker (LICSW), Licensed Clinical Professional Counselor (LCPC), or licensed marriage and family therapist. 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.

C.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:

C.5.1.3.2 A substance use disorder diagnosis (and any other diagnoses).

C.5.1.3.3 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.5.1.3.4 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.

C.5.1.3.5 A list of offender strengths and needs.

C.5.1.3.6 Specific individualized treatment and recovery goals and objectives for the offender.

C.5.1.3.7 The treatment regimen including specific services and activities that will be used to meet the treatment and recovery goals.

C.5.1.3.8 An expected schedule for service delivery, including the expected frequency and duration of each type of planned service encounter.

C.5.1.3.9 The name and title of personnel who will provide the services.

C.5.1.3.10 The name and title of the offender's Clinical Supervisor, primary Substance Abuse Counselor, and Case Manager.

C.5.1.3.11 A description of the involvement of family members or significant others, where appropriate.

C.5.1.3.12 The identification of specific offender responsibilities.

C.5.1.3.13 The offender's identified ASAM level of care.

C.5.1.3.14 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).

C.5.1.3.15 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.5.1.3.16 The ICP shall also reflect case management activities conducted by on- site staff, including coordination of additional treatment interventions as needed.

C.5.1.3.17 The Contractor shall provide a signed copy of their Release of Information (ROI) form and send to the assigned CSO.

C.5.1.4 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.5.1.4.1 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.5.1.4.2 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.5.1.4.3 An ongoing assessment includes a review and update of the ICP to reflect the offender's progress, growth, and ongoing areas of need

C.5.1.4.4 An ongoing assessment is also used prior to a planned transfer to a different level of care, and for a discharge from service.

C.5.1.5 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.

C.5.1.5.1 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.5.1.5.2 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.5.1.5.3 The Contractor shall document the ICP review by completing a signed and dated entry in the progress notes or a signed and dated revised ICP.

C.5.2 Task 2 Delivery of Treatment Services.

C.5.2.1 Outpatient (ASAM Criteria, Level 1.5).

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

a. 1 group session = 2 hours.

b. Base number: 36 sessions (72 hours). A minimum of 12 sessions must be conducted face-to-face. All remaining sessions may be conducted virtually using virtual methods that comply with the terms for performing virtual services identified in section C.3.2 above.

c. Contractor personnel facilitating groups must at a minimum be counselors that meet the key personnel qualification requirements identified in section C.6.1.4 below.

d. .CSOSA may authorize additional outpatient group sessions. The Contractor may not exceed the base number of authorized outpatient group 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.5.1.4.

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 OTS 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. Any of the following services performed simultaneously is equivalent to one (1) case management session. Each case management session is 30 minutes. There will be no charges allowed for any case management sessions exceeding 30 minutes. The maximum number of case management sessions for each offender shall not exceed three (3). For any increase in case management sessions beyond the maximum three sessions, the Contractor shall receive prior authorization via email from the COR specifically stating the increased number of sessions allowed. 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 OTS evidence-based cognitive behavioral therapy: Promotes help seeking and supportive behaviors by working in partnership with offenders to impart current information and facilitate group discussion through lecture, audiovisual presentations, handouts, etc., to assist with developing coping skills that support recovery and encourage problem- solving strategies for managing issues posed by OTS. 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 OTS 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 awareness, skills and support to facilitate long-term recovery. Group OTS counseling helps offenders develop appropriate psychosocial, personal, parenting, and family skills needed to facilitate long-term recovery.

d. Group OTS 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 electronic treatment file per section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

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

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. One (1) group session = 2 hours.

b. Base number: 24 sessions (48 hours). A minimum of 8 sessions must be conducted face-to-face. All remaining sessions may be conducted virtually using virtual methods that comply with the terms for performing virtual services identified in section C.3.2 above.

c. Contractor personnel facilitating groups must at a minimum be counselors that meet the key personnel qualification requirements identified in section C.6.1.4 below.

d. CSOSA may authorize additional early intervention group sessions. The Contractor may not exceed the base number of authorized early intervention group 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.5.1.4.

b. Group sessions may consist of:

1. Group OTS counseling-Psycho-Education.

2. Group OTS counseling sessions.

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

d. The Contractor shall utilize an evidence-based curriculum that incorporates the aforementioned issues related to alcohol or drug use and driving.

e. 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 TAP 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. Any of the following services performed simultaneously is equivalent to one (1) case management session. Each case management session is 30 minutes. The maximum number of case management sessions for each offender shall not exceed three (3). The Contractor shall receive prior authorization before exceeding the maximum number of sessions.

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 noncompliant 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.5.3.5 The Contractor shall maintain copies of all non-compliance reports and provide corrective guidance in the offender's electronic treatment file per section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

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 person 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 electronic treatment file per section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

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:

a. Offender's name.

b. Admission date.

c. Discharge date.

d. Length of stay in the program.

e. A summary of 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 electronic treatment file per section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

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. 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.5.4.3.2 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.5.4.3.3 The discharge plan shall contain the:

a. Offender's name.

b. Admission date.

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. Preparers and Clinical Supervisor's or Program Director's signatures.

C.5.4.3.4 The Contractor shall maintain the signed discharge plan in the offender's electronic treatment file per section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

C.5.4.4 Discharge Summary.

C.5.4.4.1 The Contractor shall electronically 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.5.4.4.2 The Contractor shall maintain the completed discharge summary in the offender's electronic treatment file per section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

C.5.4.5 Closed Offender Electronic Treatment File. Upon completion of the required discharge summary identified in C.5.4.4 above the Contractor shall close the offender's electronic treatment file. All closed offender electronic treatment files shall be dispositioned per the procedures outline in section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

C.5.5 Task 5 Interpretation Services. The Contractor shall provide comprehensive American Sign Language (ASL) interpretation, Foreign Language interpretation, Video Remote Interpreting (VRI), and document translation services to CSOSA supervisees to ensure effective communication with individuals who are deaf or hard-of-hearing due to limited English proficiency when accessing covered Government programs or services. These services are required when offenders are attending treatment services appointments and designated meetings as determined necessary by CSOSA.

C.5.5.1 American Sign Language (ASL) Interpretation Services.

C.5.5.1.1 The Contractor shall provide qualified and certified ASL interpreters to facilitate communication between hearing and deaf or hard-of-hearing individuals.

C.5.5.1.2 Interpreters shall be proficient in both spoken English and ASL, ensuring accurate and clear interpretation.

C.5.5.1.3 Interpreters shall adhere to a code of ethics and maintain confidentiality.

C.5.5.1.4 Services may be required for scheduled treatment appointments or meetings.

C.5.5.2 Foreign Language Interpretation Services.

C.5.5.2.1 The Contractor shall provide qualified and certified interpreters for various foreign languages when requested by the COR.

C.5.5.2.2 Interpreters shall be proficient in both English and the target foreign language, with the ability to interpret accurately and effectively.

C.5.5.2.3 Interpreters shall be knowledgeable in the cultural nuances of both the source and target languages to ensure culturally appropriate communication.

C.5.5.2.4 Interpreters shall utilize appropriate interpretation techniques, such as consecutive and simultaneous interpretation, depending on the requirement.

C.5.5.3 Video Remote Interpreting (VRI) Services.

C.5.5.3.1 The Contractor shall provide VRI services as an alternative to on-site interpretation when deemed appropriate by the COR.

C.5.5.3.2 VRI services shall be accessible and user-friendly, utilizing secure and reliable technology platforms.

C.5.5.3.3 Interpreters providing VRI services shall meet the same qualification standards as on-site interpreters.

C.5.5.4 Document Translation Services.

C.5.5.4.1 The Contractor shall provide accurate and timely document translation services to support interpretation activities as reasonably necessary.

C.5.5.4.2 Translation services may include but are not limited to, translating documents, forms, reports, presentations, and other materials.

C.5.5.4.3 Translations shall be completed by qualified translators with expertise in the subject matter and language pairs required.

C.5.5.4.4 The Contractor shall adhere to established terminology glossaries and style guides provided by the Government.

C.5.5.5 General Requirements.

C.5.5.5.1 All interpretation services shall be performed by interpreters who are:

a. Certified or licensed as required by applicable Federal and state law;

b. Demonstrate proficiency in the relevant languages, as validated by the

Government or through recognized testing/certification programs; Maintain professional standards and confidentiality requirements.

C.5.5.5.2 The Contractor shall maintain a sufficient pool of qualified personnel to meet the Government's anticipated needs.

C.5.5.5.3 The Contractor shall provide Interpretation Services when requested by the COR.

C.5.5.5.4 The Contractor shall adhere to all applicable federal, state, and local laws and regulations, including Section 504 of the Rehabilitation Act, Title VI of the Civil Rights Act, and nondiscrimination laws.

C.5.5.6 Deliverables.

C.5.5.6.1 The Contractor only shall provide ASL interpretation, Foreign Language interpretation, VRI services, and document translation services if the provided referral package states these services are needed. Any other requests for translation services must be approved by the COR before the services are provided.

C.5.5.6.2 The Contractor shall maintain records of services provided and report the services provided as required by section C.5.6.4 below.

C.5.5.6.3 The Government shall reimburse the Contractor for costs incurred in providing interpretation services at the fixed unit prices specified in the purchase order.

C.5.6 Task 6 Reporting Requirements.

C.5.6.1 The Contractor shall submit reports specified in this section.

C.5.6.2 All reports to be provided to the COR and/or CSO shall be delivered electronically through a secure and encrypted e-mail per the procedures outlined in section H.16.4, Transmission of PII (Personally Identifiable Information) and PHI (Protected Health Information).

C.5.6.3 All reports, except the report identified in section C.5.6.7 below (Monthly/Year-to-Date (YTD) Activity Report), must be documented and maintained in the offender’s electronic treatment file per section C.5.7, Task 7 Offender Electronic Treatment File Maintenance and Closeout.

C.5.6.4 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. By the close of business for each day that a group is facilitated, the Contractor shall complete each progress note and record it in the offender's electronic treatment file. The notes shall be maintained in the Data Assessment and Plan (DAP) format.

All progress notes shall be placed in reverse chronological order with the most recent note on top. Each progress note shall be signed and dated by the counselor.

C.5.6.5 Monthly Progress Report. No later than the fifth business day of each month, the Contractor shall submit a written monthly progress report per the procedures outlined in section C.5.6.2 above to the COR and each offender's CSO who is designated in the referral package.

C.5.6.5.1 At a minimum, the Monthly Progress Report shall discuss the following:

a. Offender's name and PDID (or CSOSA ID#). The offender's adjustment and response to services.

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

c. Other pertinent issues affecting treatment.

d. Problems encountered during the month.

e. The offender's attendance history, including any missed appointments.

f. Dates of service.

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

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

C.5.6.5.2 The progress reports shall be reviewed and signed monthly by a Clinical Supervisor prior to submission to the COR and CSO.

C.5.6.6 Group Attendance Sheet. The Contractor shall document the offender's attendance and 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 electronically by the end of the week. Transmission of attendance sheets shall be per the procedures outlined in section C.5.6.2 above.

C.5.6.7 Monthly/Year-to-Date (YTD) Activity Report. The Contractor shall furnish a separate Monthly/YTD activity report for each service provided (Outpatient and TAP) via e-mail to the COR. The Monthly/YTD Activity Report shall be submitted to the COR separately 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 performed during the reporting period. This report shall include the information identified below. Prior to submitting the first report, the Contractor shall provide the COR a report template for review and approval.

a. Contractor's name and purchase order number (i.e., 9594CS26…).

b. Treatment service (Outpatient or TAP).

c. Name and contact information of report submitter.

d. Period of reporting (month and year).

e. Total number of scheduled placements

1. No shows.

2. Actual admissions.

f. Total number of offenders admitted.

g. Total number of discharges, broken out into categories:

1. Successful.

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

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.

1. Date report was submitted to CSOSA.

2. Type(s) and date of unusual incident.

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

h. Notification of all staff changes, including dates and position titles.

i. Number of individuals serviced using translation services by type of translation service provided.

C.5.7 Task 7 Offender Electronic Treatment File Maintenance and Closeout.

C.5.7.1 File Entries. The Contractor is required to document all offender encounters in the offender's electronic 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 personnel maintain complete confidentiality of all offender electronic treatment files. The offender electronic 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. If any, non-compliance reports and corrective guidance.

i. Discharge report, plan, and confirmation form.

j. Discharge Summary.

C.5.7.2 The offender electronic 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). Offender electronic treatment files shall be maintained with access limited to those individuals who provide direct services to the offender.

CSOSA offender electronic treatment files must be maintained separately from non-CSOSA offender treatment files.

C.5.7.3 File Storage and Removal. The Contractor shall ensure that all offender records are stored electronically in a secured manner and location. To ensure proper tracking of offender electronic treatment files, the Contractor shall establish an electronic treatment file tracking protocol to ensure that all offender electronic treatment files are organized in a manner to ensure accountability of the records.

C.5.7.4 Disposition of Offender Electronic Treatment Files.

C.5.7.4.1 Transmission of Offender Electronic Treatment Files to CSOSA.

C.5.7.4.1.1 The Contractor shall ensure that all electronic medical records (EMRs) are transmitted to the Court Services and Offender Supervision Agency (CSOSA) database system via the District of Columbia Health Information Exchange (DC HIE) / DC CRISP (Chesapeake Regional Information System for our Patients) within four (4) business days of discharge of each patient. Such transmission shall be completed in accordance with all applicable federal and District of Columbia health information privacy laws, including but not limited to the Health Insurance Portability and Accountability Act (HIPAA), 42 C.F.R. Part 2, and applicable DC health information exchange regulations.

C.5.7.4.1.2 The Contractor shall maintain compliance with DC CRISP data sharing agreements and interoperability standards to ensure timely, accurate, and complete transfer of patient health records to the CSOSA database system. Failure to transmit electronic medical records within the prescribed four (4) business day timeframe shall be reported to the Contracting Officer's Representative (COR) and may be subject to remedial action in accordance with the terms of this purchase order.

C.5.7.4.2 Each offender electronic 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.5.7.4.3 Notification to CSOSA of Offender Electronic Treatment Files Transmitted. Upon transmission of any offender electronic treatment files to CSOSA via CRISP, the Contractor shall email the COR the same day as the files transmitted the following information:

• Date offender electronic treatment files transmitted;

• Number of offender electronic treatment files transmitted;

• List by PDID# of files transmitted.

C.6 Personnel. The Contractor must maintain staffing and retention protocols sufficient to locate, hire, and retain highly qualified Key Personnel. These protocols must focus on reducing employee turnover and attrition.

C.6.1 Key Personnel.

C.6.1.1 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:

C.6.1.1.1 A Master's degree in a health and human services field, including but not limited to social science, psychology, social work, rehabilitation counseling, or family counseling, by an accredited body recognized by the Secretary of the United States Department of Education.

C.6.1.1.2 Five years of documented experience, within the last seven years, in providing administration and management of intervention services in a behavioral health setting.

C.6.1.2 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:

C.6.1.2.1 A Master's degree in a health and human services field, including but not limited to, accredited body recognized by the Secretary of the United States Department of Education.

C.6.1.2.2 Current licensure as…