SOW - Community Reentry Network.pdf

Community Reentry Network Statement of Work

1.0 Introduction

The Federal Bureau of Prisons (BOP) is an agency of the Department of Justice (DOJ). It consists of 122 institutions throughout the United States, including Hawaii and Puerto Rico, 6 regional offices, a Central Office (headquarters), 2 staff training centers, and 26 Residential Reentry Management offices.

The BOP is responsible for the custody and care of approximately 164,000 adult Federal offenders. Approximately 84 percent of these inmates are confined in BOP-operated facilities, while the balance is confined in secure privately managed or community-based facilities and local jails.

The Reentry Services Division (RSD) is responsible for the BOP’s initiatives to prepare and assist inmates as they begin the process of transitioning back to their respective communities.

RSD provides the following services: Community Reentry Affairs, Chaplaincy Services, Education Services, Women and Special Populations, Psychology Services, and Residential Reentry Management. The Chaplaincy Services Branch (CSB) provides religious services and accommodations to inmates under BOP custody and care. In addition, CSB offers faith-based reentry programs to assist inmates as they prepare for their eventual release to their respective communities.

2.0 Purpose

The BOP requires a contractor to develop an agency-wide Community Reentry Network (CRN)—an electronic informational clearinghouse of faith-based organizations for reentry referrals and mentoring support for inmates upon their release. The Contractor would be responsible for locating resources, confirming the resources can meet ex-offenders needs, and entering information into the clearinghouse. This vetting process would include evaluating and verifying all information entered in the clearinghouse, and ensuring all information is correct, current and viable to meet ex-offenders’ needs at their release destination.

Dependent on FSA funding for additional years, this contract consists of one (1) base year with four (4) option years, and will be under the auspices and oversight of the Chaplaincy Services Branch (CSB) in Central Office. The base year will involve design and implementation of the CRN to, determine the resource categories and the information to be entered into the clearinghouse. The option years will include the on-going maintenance and expansion of the network to include new and vetted information of faith-based resources and services appropriate to assist ex-offenders upon release from federal custody.

3.0 Scope of Work

The Contractor will design, develop and maintain an agency-wide Community Reentry Network (CRN)—an electronic informational clearinghouse for inmates to receive information on faith-based community resources and services, including faith-based programs and mentoring support at their release destination. The CRN will contain a listing of faith-based community resources and services appropriate for ex-offender use in the United States, organized by states and US territories.

The CRN will not have IT components but instead will include content production in multiple formats. In terms of design and function, the CRN will support the inputting, storage and retrieval of Microsoft Word and Excel, Adobe and other digital files. The content shall be capable of being searched using ad-hoc queries. The vendor shall also provide the digital content in a SCORM-compliant file format so that the content can be loaded into a Learning Management System. The agency will have unlimited rights to the CRN database. Per the FAR 52.227-14.

Throughout the agency, the BOP is currently offering First Step Act (FSA) compliant programs as outlined in the First Step Act of 2018, Public Law 115-391 dated December 21, 2018. FSA compliant programs offered in the BOP are defined as either an Evidence-Based Recidivism Reduction (EBRR) program or Productive Activity (PA).

By providing access to the information in the CRN, inmates can begin planning for their release preparation by linking resources to concepts which are taught and reinforced by their EBRR and PA courses. Current and updated data on community resources are critical sources of information to enhance their learning experiences from EBRR and PA courses, as well as needed assistance for inmates during their transitional preparation and eventual final release from federal custody. The information received from the CRN will also assist ex-offenders in connecting with viable community resources and services at their release destination.

The Contractor will work closely, communicate regularly with and receive guidance from the CSB in Central Office, Washington DC. In addition, the Contractor may communicate regularly with field staff in Chaplaincy Services, along with staff from the Community Reentry Affairs Branch to compile data and information in order to develop and update the CRN.

In addition, the Contractor will host a faith-based reentry focus group—a formation of faith-based and community experts and stakeholders meeting together to determine the community resource categories for ex-offenders, and what information is pertinent and required for the CRN to assist in the inmate’s release preparation plans. The focus group will determine the criteria for evidence-based practices utilized by faith-based organizations that can be most effective in serving the ex-offender’s reentry needs.

The cost for the formation and meetings of the reentry focus group will be included in the contract service. The CRN may also utilize the agency’s existing reentry resource listing and other public reentry database information to build up the clearinghouse.

The CRN may include but is not limited to the following categories of services provided by the faith-based community to ex-offenders:

• Child Care

• Clothing and Household Goods

• Educational Services

• Employment Services and Opportunities

• Female Resources

• Financial Assistance and Services

• Food Banks and Pantries

• Housing Assistance

• LBGTQI Services

• Medical Services

• Mental Health and Counseling

• Mentoring

• Senior Services

• Sex Offender

• State Identification Cards and Driver’s License

• Substance Abuse Treatment Programs and Support Groups

• Tribal Resources

• Transportation Assistance and Services

• Veteran’s Support and VA benefits

The Contractor will be required to perform the following contract service of one (1) base year with four (4) option years, depending on FSA funding for additional years:

• Base Year – Design, develop and implement the CRN in a multiple computer formats, including Microsoft Word, PDF, Excel, and other digital formats.

• Option Years – Maintain and operate the CRN, updating and vetting the latest data and information on faith-based community resources and services available for released inmates. Expand the database listing by connecting and accessing with other community networks throughout the country.

The CSB Contracting Officer Representative (COR), as a duly representative of the Contracting Officer, shall assume responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor and performing final inspection and acceptance of all deliverables. The Contractor will provide a monthly billing statement to the COR and the Central Office Business Office that accurately reflects the number of hours of work performed on the contract service.

If necessary due to unforeseen circumstance, the Contractor may submit any request for contract modifications in writing to the COR for review and submission to the Contracting Officer. The Contracting Officer will approve any modification to the contract.

4.0 Deliverables

Table 1. Deliverables of Base Year:

Deliverable Format Description Due Date Initial Introductory Meeting

Virtual Meeting (Video or Teleconference)

Holding an introductory meeting with the involved parties:

Contractor, COR, and CSB.

Within 2 weeks of contract award

Formation of Reentry Focus Group

Generating a list of potential focus group members; inviting and selecting these members to serve on the initial design and development of the clearinghouse.

Within 30 days of contract award

Reentry Focus Group Meetings

Virtual Meetings (Video or Teleconference)

Hosting a series of meetings (no more than 3) with the focus group members to discuss on, agree to and conclude with the resource categories and all the necessary information needed in the clearinghouse; providing expertise on how the information will assist inmates on their release preparation.

Within 45 days of the formation of the reentry focus group

Design and Development of the Clearinghouse

MS Word

PDF

Excel

Designing and developing the database, inputting all recommendations from the focus group; providing drafts and receiving feedbacks from the COR and CSB during the design and development phase.

Within 60 to 90 days from the last focus group meeting

Submission of Initial Draft

MS Word

PDF

Excel

Submitting a working draft of the clearinghouse to the reentry focus group, COR and CSB for review, comments and corrections; update the clearinghouse with all corrections.

Within 6 months from contract award

Submission and Activation of Final Product

MS Word

PDF

Excel

Submitting a final version of the clearinghouse for approval;

activating and implementing the clearinghouse for use by CSB and staff.

Within 7 to 8 months from contract award

Implementation and Maintenance of Final Product

MS Word

PDF

Excel

Operating and maintaining the clearinghouse for use by BOP staff, providing reentry information to inmates for release preparation;

entering information into the CRN on a regular basis.

Within 9 months from contract award and going forward

Dependent on FSA funding for additional years, deliverables for option years will include:

• On-going operation and maintenance of the clearinghouse.

• Entering and expanding information on new and upcoming faith-based organizations, resources and services available for ex-offenders.

• On-going verification and vetting of information entered into the clearinghouse.

In addition, the Contractor will provide the following progress updates to the COR:

• Meeting Minutes – Record of significant meeting discussion including, but not limited to, action items and responsible parties. The minutes will be in Microsoft Word format and submitted within three (3) business days of the meeting conclusion.

• Weekly Progress Reports – Status report of all work completed during the previous week and shall present the work to be accomplished during the subsequent week. This report will be submitted by email to the COR and discussed during bi-weekly project status meetings, or more frequently as needed. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. The progress reports will be in Microsoft Word format and submitted within two (2) business days after the end of the week.

• Monthly Progress Reports – Summary Status Report of all work completed during the previous 30 days and work to be accomplished during the subsequent 30 days. This report will be provided by email to the COR and discussed during the end-of-month project status meeting. This report shall also identify any problems that have arisen but have not been completely resolved and provide an explanation. The progress reports will be in Microsoft Word format and submitted within four (4) business days after the end of the month.

5.0 Invoices and Payment Schedules

The Contractor shall provide an itemized invoice for services rendered on a monthly basis as verified by the Contracting Officer Representative (COR). Payments will be made to the contract for work completed in the prior month.

Itemized invoice will include: the specific deliverable accomplished; the hours associated with the tasks as associated with the project team member; and a description of the work performed with sufficient detail for the COR to review.

The contractor will submit invoices via e-mail to the BOP Central Office Business Office (CO/businessoffice@bop.gov) and the COR (BOP-RSD-ChaplaincySvcs-S@bop.gov).

6.0 Special Qualifications

The Contractor must possess, at a minimum, a graduate degree from an accredited college or university. Advanced theological and/or social science training is preferred. In addition, the mailto:CO/businessoffice@bop.gov mailto:BOP-RSD-ChaplaincySvcs-S@bop.gov

Contractor must have at least three (3) years of professional experience in computer programming, web design and network databases, and is familiar with constructing an informational clearinghouse.

The Contractor must also have at least three (3) years of working with faith-based and religious organizations, community and non-profit entities that provide referrals, social services and support for returning citizens. The Contractor may also have professional experiences in community development or outreach, providing assistance and resources to low income families in the community.

The contractor may hire key personnel to be approved by the Bureau to meet SOW requirements.

The contractor will identify the key personnel by name, position, and responsibility. The contractor will staff all key personnel positions throughout the performance of the contract. The contractor will notify the Bureau in writing if any key personnel vacate a position permanently and indicate when an equivalent replacement will be made. The replacement staff must be equivalent in credentials and experience. The notification to FAC COR will occur within three calendar days of the vacancy. The Bureau reserves the right to pursue contractual remedies if the contractor cannot provide a staff member with equivalent credentials and experience to the staff that were originally approved at contract award.

The Prime Contractor shall notify the FAC COR and CO in advance of executing any subcontract or modification, including the following information:

• description of the services to be subcontracted;

• identification and selection of the proposed subcontractor.

All contract employees must be approved by the FAC COR before starting work. This includes all employees, subcontractors, volunteers, and interns who will be working on the CRN.

After the contractor determines that a person is appropriate for employment or volunteer work with Federal inmates, the contractor will request a background check by the FAC\COR.

The contractor will submit to the FAC COR all relevant information, including a completed and signed NCIC Check form and driver’s license. This begins the background check process. The information provided on the form includes full name, all aliases used, date of birth, and place of birth, sex, race, and social security number. The contractor shall notify this person that a National Crime Information Center/National Law Enforcement Telecommunication System (NCIC/NLETS), criminal records and other appropriate background checks will be processed by the Bureau to verify this information.

Contract staff shall not begin working prior to obtaining clearance from the FAC COR. The FAC COR may grant the person clearance after the NCIC/NLETS check is conducted and the results of the check are appropriate.

The contractor shall understand that granting final approval shall not occur until after the

FAC COR receives a response(s) from the background checks and these checks yield acceptable results. This action does not prevent, preclude, or bar the withdrawal or termination of any prior clearance or approval by the FAC COR at any time during the term of the contract.

Contractors must adhere to the Residency Requirement Clause. The clause applies to all employees, volunteers, interns, and subcontractors working with Federal inmates as follows:

DOJ CONTRACTOR RESIDENCY REQUIREMENT BUREAU OF PRISONS (JUNE 2004)

For three (3) of the five (5) years immediately prior to submission of an offer/bid/quote, or prior to performance under a contract or commitment, individuals or contractor employees providing services must have:

1. Legally resided in the United States (U.S.);

2. Worked for the U.S. overseas in a Federal or military capacity; or

3. Been a dependent of a Federal or military employee serving overseas.

4. If the individual is not a U.S. citizen, they must be from a country allied with the U.S. The following website provides current information regarding allied countries:

http://www.state.gov/s/l/treaty/collectivedefense/

7.0 Program Evaluation

The Contractor will design, develop, and produce the CRN incorporating but not limited to the identified project components and key requirements stated in the Program section (Section 2.1.1) of this SOW. The Contractor will work with the COR to ensure all components needed for the CRN are completed by September 30, 2022. On a mutually agreed upon schedule, the Contractor will meet virtually and regularly with the COR, CSB and/or staff in order to review and evaluate if the clearinghouse is within the BOP and CSB requirements.

8.0 Work Schedule

The Contractor will have the discretion to determine his/her daily work schedule in order to complete the product within a twelve (12) month time period from the contract award date.

Once awarded and throughout the contract service, the Contractor will make him/herself available to meet and respond to inquiries from the COR and CSB.

9.0 Supplies and Equipment

All equipment, materials, and resources needed to fulfill this contract service will be supplied by the Contractor. If needed, the CSB and field staff will gather and provide the necessary data and information for the Contractor to perform his/her contract service.

10.0 Period of Performance

http://www.state.gov/s/l/treaty/collectivedefense/

The period of performance shall be for one (1) base year from the award date of the contract and four (4) options years, dependent on additional FSA funding for the option years. The BOP anticipates the overall engagement of this contract to begin before the end of Fiscal Year 21.

Upon the award of contract, the Contracting Officer will host a mandatory kick-off meeting for initial introductions for involved parties. This meeting may be held virtually by WebEx, video conference or teleconference.

11.0 Place of Performance

The contract work will be performed at the Contractor’s work site with virtual meetings and collaboration with the COR and CSB throughout the developmental and implementation process.

The Contractor will only have access to Central Office if necessary to meet with the COR and CSB, or to perform the contract service. The Contractor will go through the visitor security clearance at the front lobby in order to gain entry into the Central Office building. In addition, the COR and/or CSB could meet at the Contractor’s work site to review the final product.

The BOP Central Office is located at:

Federal Bureau of Prisons Chaplaincy Services Branch 400 First Street, NW Washington, DC 20534

In consultation with the Contractor, teleconferences and/or video conferences with the field staff may be scheduled by the COR and/or CSB. Review of the clearinghouse development will be on-going and scheduled as needed basis. If additional preparation time is needed, the Contractor will submit a written request to the COR.