SOW - Consultancy Group for School Counselor Role in Corrections.pdf

FEDERAL BUREAU OF PRISONS

REENTRY SERVICES DIVISION

EDUCATION BRANCH

STATEMENT OF WORK (SOW)

CONSULTANCY GROUP FOR SCHOOL

COUNSELOR ROLE IN CORRECTIONS

MARCH 2021

TABLE OF CONTENTS

CHAPTER ONE: INTRODUCTION

1.1 Identification…………………………........………………………………………

1.2 Mission…………………………………………………………………………………….1

1.3 Purpose…………………………………………………………………………………….1

1.4 Scope………………………………………………………………………………………1

CHAPTER TWO: BUREAU INFORMATION

2.1 Bureau Commitment.....................................................................................................…...2

2.2 Compliance…………………………………………………………………………….….2

2.3 Inspections………………………………………………………………………………...2

2.4 Modifications……………………………………………………………………………...2

CHAPTER THREE: GUIDING PRINCIPLES OF THE SYSTEM

3.1 Methodology………………………………………………………………………………3

3.2 Application….……………………………………………………………………………..3

3.3 Implementer……………………………………………………………………………….3

3.4 Specific Task Functions…………………………………………………………………...3

3.4.1 Essential Training Needs

3.4.2 Educational and Career Guidance Support

3.4.3 Alignment with Licensure

3.4.4 Outcome…………………………………………………………………………………...5

CHAPTER FOUR: STAFF TRAINING

4.1 Staff Training Requirements………………………………………………………………6

4.1.1 Post-Award Introduction

4.1.2 Topics of Discussion………………………………………………………………………6

4.1.3 Initial Staff Training………………………………………………………………………7

4.1.4 Training Components……………………………………………………………………..7

4.1.5 Additional Training………………………………………………………………………..7

4.2 Training Record…………………………………………………………………………...7

CHAPTER FIVE: SECURITY

5.1 Security Overview………………………………………………………………………...8

5.1.1 Data Security………………………………………………………………………………8

CHAPTER SIX: CONTRACT AND CONTRACT MONITORING

6.1 Period of Performance…………………………………………………………………….9

6,2 Quality Assurance…………………………………………………………………………9

6.3 Confidentiality and Non-Disclosure………………………………………………………9

6.4 Personnel Requirements…………………………………………………………………..9

6.5 Project Coordination…………………………………………………………………...….9

6.6 Contracting and Administrative Authority

6.7 Payment and Invoicing…………………………………………………………………..10

6.8 Travel…………………………………………………………………………………

6.9 Deliverables

6.9.1 Requirements................................................................................................................10-11

CHAPTER ONE: INTRODUCTION

1.1 IDENTIFICATION

The Federal Bureau of Prisons (Bureau) was established in 1930 to provide more progressive and humane care for U.S. Federal Inmates, to professionalize the prison services, and to ensure consistent and centralized administration of the 11 Federal Prisons in operation at that time.

Today, the Bureau consists of approximately 38,000 employees working at 122 institutions, six regional offices, Central Office (Headquarters), GP Office Complex, three staff training centers, and 22 residential reentry management (RRM) field offices.

1.2 MISSION

It is the mission of the Federal Bureau of Prisons to protect society by confining offenders in the controlled environments of prisons and community-based facilities that are safe, humane, cost-efficient, and appropriately secure, and that provide work, education, and other self-improvement opportunities to assist offenders in becoming law-abiding citizens.

1.3 PURPOSE

The purpose of this Statement of Work (SOW) is to outline the government’s technical requirements for acquiring the assistance of a consultancy group (Contractor) to design the appropriate training and offer recommendations for the Bureau’s school counselors. Training and recommendations should be aligned with the position description created for this new position, coupled with knowledge as to how this position can best be utilized in a correctional facility on a daily basis. The Contractor shall have an intimate knowledge of the school counselor position as well as of the correctional environment.

1.4 SCOPE

In accordance with Congressional H.R. 5682, the First Step Act (FSA) of 2018*, the BOP is to “conduct individualized reentry career planning upon admission to a correctional facility or post-release employment planning for each offender served” by the statute. The FSA provides Evidence-Based Recidivism Reduction Programs and Productive Activities (EBRR/PA), and eligible inmates may earn Federal Time Credits (FTC) for successful completion of these programs. FTCs apply to inmates convicted in Federal District Court. They do not apply to military prisoners, state boarders, inmates convicted in DC Superior Court, or inmates with a final order of deportation.

The Bureau provides educational services to assess the foundational skills of inmates and offers additional opportunities to potentially lead to national- and international-recognized high school equivalency credential for all Federal prisons who participate in the literacy program. In conjunction with the supportive school counseling services offered to offenders, the Bureau can more effectively guide each individual in selecting programs within the Bureau that will allow for realistic reentry career planning and preparation.

* FSA: Formerly Incarcerated Reenter Society Transformed Safely Transitional Every Person Act; a bipartisan criminal justice bill passed by the 115th Congress and signed into law by President Donald J. Trump in December 2018.

CHAPTER TWO: BUREAU INFORMATION

2.1 BUREAU COMMITMENT

The Bureau is committed to providing offenders with the necessary educational and guidance-related supports to prepare them for career-technical (CT) job opportunities, post-secondary options, and/or certificate programs; remedial education; education as preparation for the acquisition of a High School Equivalency (HSE); and other self-improvement opportunities to assist them in becoming law-abiding citizens.

Additionally, the Bureau recognizes and supports the need for educated, trained, licensed school counselors who have the knowledge, skills, values, and motivation to work with offenders in the correctional setting. Competent school counselors are capable of offering guidance and support to offenders of multicultural backgrounds, adhering to social justice, assisting offenders in developing a path toward job/career success, discerning the offenders’ educational needs in relation to reentry goals, and consulting with Bureau teachers to implement interventions.

2.2 COMPLIANCE

All services and programs will comply with the SOW; all applicable federal, state, and local laws and regulations; applicable Presidential Executive Orders (E.O.); all applicable case law; and court orders. Should a conflict exist between any of the aforementioned standards, the most stringent will apply. When a conflict exists, and a conclusion cannot be made as to which standard is more stringent, the Bureau will determine the appropriate standard. The Bureau reserves the right to issue interim guidance that supersedes policy and/or aforementioned standards. The Contractor will comply with and implement any applicable changes to Bureau policy, Department of Justice (DOJ) regulation, Congressional mandate, federal law, or Presidential Executive Orders.

2.3 INSPECTIONS

The Bureau reserves the right to conduct announced and unannounced inspections by various staff of any part of the Contractor’s services at any time and method deemed reasonable by the Bureau to assess contract performance and compliance. The Bureau, or other appropriate agency, may investigate any incident pertaining to the performance of this contract. The consultancy group must comply and cooperate with the Bureau, or other appropriate agency, on all inspections, and inquiries.

2.4 MODIFICATIONS

The Contractor will submit any request for contract modifications through the Federal Acquisition Certification Contracting Officer’s Representative (COR) for evaluation. Only the Bureau’s Contract Officer (CO) may approve contract modifications. Contract modifications must be in the best interest of the Government.

CHAPTER THREE: GUIDING PRINCIPLES OF THE SYSTEM

3.1 METHODOLOGY

To meet the purpose of this SOW, the Contractor is required to develop training in addressing the role and function of the school counselor in the Bureau, based upon the Bureau’s position description for school counselor. Specifically, the Contractor is an expert practitioner team of consultancy leaders who specialize in coaching school counselors working in adult correctional settings. The knowledge of both school counseling and correctional settings is essential to the role.

The Contractor will advise the Bureau on current, evidence-based practices within the field of school counseling as it applies to correctional work; provide training for school counselors as practitioners working with adult offenders; empower school counselors to apply their education, experience, and skills within an alternate setting; advance their collaboration skills to be effective in a non-traditional field, working with various correctional department personnel; and develop a documentation process for school counselors to follow in providing evidence of their service delivery to offenders.

Additionally, the Contractor will review and provide guidance and direction on the utility of career interest inventory administration, results, and application in correctional settings as one of the tasks of the school counselor. The interest inventories support career exploration, career development, employment engagement, advanced educational opportunities, and are aligned with the Bureau’s Mission of aiding offenders in re-entering the world of work after a period of disconnect. The interest inventories are used to provide robust insight into an offender’s specific interests, talents, and skills, to aid the offender in developing an educational path that leads to meaningful and productive work upon reentry into society. The Contractor will be familiar with interest inventories and provide any additional training needed to ensure the school counselors are prepared to administer, score, interpret, and apply the findings of the interest inventories to aid offenders in their reentry program.

3.2 APPLICATION

The Contractor will work closely with the Bureau’s Education Branch personnel to design and develop the appropriate training needed for the newly-hired school counselors. Once completed, the Contractor will meet with the school counselors and deliver the training in a format, time frame, and location determined by the Bureau.

3.3 IMPLEMENTER

The Contractor will act as implementer of the development of required school counselor training, as well as delivery of the training itself.

3.4 SPECIFIC TASK FUNCTIONS

The following specific task functions are required.

3.4.1 Essential Training Needs

School counselors are licensed educators who improve student success for all students by implementing a comprehensive school counseling program. The school counselor leads, advocates, and collaborates with Bureau and outside agency colleagues to promote equity and access to education for offenders, while upholding the ethical and professional standards required of a school counselor. In designing and delivering training and offering recommendations for these school counselors, the Contractor is required to provide training in:

• Characteristics of offenders o Involuntary client status o Range of sentences and offenses o Social, Emotional, and Behavioral (SEB) expectations

• Overview of the Bureau and correctional settings o History of the Bureau o Organizational chart of the Bureau and institutions o Description of positions

• Supports within the institutions o Department provisions o General resources o Methods of obtaining information

• Documentation o Review of Bureau record systems o Familiarization with all Education department records o Development of a school counselor record system

• Collaboration o School counselor role within the Education Department o Acting as primary liaison with the institution’s Unit Team o Providing guidance and support to all classroom teachers o Referrals to other institutional departments for targeted support o Opportunities to engage with outside agency supports

3.4.2 Educational and Career Guidance Support

The Contractor is expected to tailor training and offer recommendations based upon the position description of the role and function of a Bureau school counselor. As such, the following position duties are to be addressed:

• Provide school counseling classroom lessons that focus on educational standards

• Develop individual school academic achievement planning and goal setting

• Apply nationally-standardized and US Department of Education-approved methods to address academic achievement and classroom behavior o Accommodations, Interventions, and Modifications (AIM) o Multi-Tiered Systems of Support (MTSS) o Progress monitoring (benchmarking, data collection, graphing, and aligning revised curriculum to meet individual student needs)

• Offer guidance to address classroom and test anxiety o Social-Emotional-Behavior (SEB) counseling o Classroom relaxation techniques

• Link education to Career-Technical (CT) opportunities o Administration of career interest inventories o Scoring and interpreting results o Applying results to an educational plan for offenders

With regard to the Career-Technical interest inventories, the Contractor is expected to be knowledgeable of the John Holland Codes of Typology, known as the acronym RIASEC. The Holland RIASEC model is the field standard for career interest inventories and is widely used in career exploration, planning, and preparation. The US Department of Labor’s Employment and Training Administration utilizes the RIASEC model in its O*NET (Occupational Information Network) since the late 1990s. It is the basis for the simplest forms of inventories as well as the most advanced, in-depth types of assessments for career exploration.

The six areas of interest in the John Holland RIASEC model are the following:

• Realistic (The Doers)

• Investigative (The Thinkers)

• Artistic (The Creators)

• Social (The Helpers)

• Enterprising (The Persuaders)

• Conventional (The Organizers)

The subsets of the six RIASEC areas are divided into 30 specific areas of interest that can be directly related to fields of study, careers, and leisure activities. Additionally, these 30 areas help to describe an individual’s personal style preference within five areas:

• Work Style

• Learning Environment

• Team Orientation

• Leadership Style

• Risk Taking

It is anticipated that the Contractor training will link the six areas of interest in the RIASEC model, along with the subsets, to the training for school counselors. In doing so, the training will underscore the utility of inventory findings to assist offenders in Career-Technical course and program selection, as well as to guide them in their foundation of education.

3.4.3 Alignment with Licensure

The Contractor is expected to align its training with the licensure limitations of a school counselor, based upon three sets of standards of the American School Counselor Association (ASCA) that define the profession:

• ASCA Mindsets & Behaviors for Student Success

• ASCA Ethical Standards for School Counselors

• ASCA School Counselor Professional Standards & Competencies.

3.4.4 Outcome

It is anticipated that the Contractor training, guidance, support, and recommendations will result in development and preparedness of the Bureau’s school counselors for all the afore-mentioned responsibilities.

CHAPTER FOUR: STAFF TRAINING

4.1 STAFF TRAINING REQUIREMENTS

The specific task function in this SOW addresses the need for school counselor training on this newly-developed position. The Contractor shall ensure all staff are adequately trained. The Contractor must provide initial and annual refresher training to all school counselors approved to work with Bureau inmates.

4.1.1 Post-Award Introduction

Within ten (10) business days of the contract award, the COR and an authorized Negotiator will hold an orientation session. A key factor for successful contract performance is Communication:

It is required that the Contractor communicate in a timely and thorough manner with the Bureau, and it is the Bureau’s commitment to communicate in the same manner with the Contractor.

This orientation session should occur in-person at a Bureau training facility, rather than through an electronic format. If all reasonable attempts for in-person training have been made without success due to uncontrolled factors, the COR and an authorized negotiator will utilize an electronic format for the orientation session.

4.1.2 Topics of Discussion

Topics will include:

• Introduction of Bureau staff and Contractor key personnel

• Roles and responsibilities

• Overall scope of the contract and line items

• Specifics of the training intended to be implemented

• General overview of technical and reporting requirements

• Invoicing requirements and payment procedures

• Identifying potential problems

• Answer any questions

This introductory discussion may transition into the initial staff training. If so, the full review of SOW requirements will be addressed.

4.1.3 Initial Staff Training

The authorized negotiator must ensure that a comprehensive training on all topics (4.1.4 below) is written and submitted within thirty (30) business days of the contract effective date. New staff must complete initial staff training within ninety (90) business days after Bureau approval to implement this system.

This initial staff training should occur in-person at a Bureau training facility, rather than through an electronic format. If all reasonable attempts for in-person training have been made without success due to uncontrolled factors, the COR and an authorized negotiator will utilize an electronic format for the initial staff training.

Training should be interactive in nature, cover all elements of the SOW and resolve all questions and concerns of participants. This will not be delegated to a subordinate without permission from the COR. The Bureau reserves the right to be present during training sessions. The Contractor will notify the COR of training dates and obtain any additional topics deemed relevant by the Bureau based on current trends and/or changes in Bureau policy after publication of this SOW. The Contractor must submit verification to the COR, demonstrating that this training was conducted; and all staff must acknowledge that they understand the SOW and all additional topics were discussed. Documentation must include the name, signature, date, and topics covered.

4.1.4 Training Components

Refer to 3.4.1 – 3.4.3 for specifics.

4.1.5 Additional Training

The Contractor will provide any additional required training to all approved staff, should any changes be made to the initial training plan. The Contractor will notify the COR of any changes as well as training dates and obtain any additional topics deemed relevant by the Bureau based on current trends and/or changes in Bureau policy after publication of this SOW. Standard topics must include a review of all initial training and any specific areas of concern or noted deficiencies. The Bureau reserves the right to be present during training sessions. This training also requires verification of completion.

4.2 TRAINING RECORD

At least one key staff member must attend the Contractor training when conducted by the Bureau.

This will occur annually when new Bureau employees require training on the career interest inventories and may occur more than once per year. All costs associated with this requirement will be the responsibility of the Contractor, and should be factored into the contract costs. Bureau Learning University continuing education credits may be provided for attendees.

CHAPTER FIVE: SECURITY

5.1 SECURITY OVERVIEW

The work to be performed under this contract requires the handling of data that originated within the Bureau’s Education Department, data that the Contractor views, manages, and/or acquires for the Department, and/or data that are acquired to perform the contract for the Education Department and its programs or for its personnel. At all times, all information gathered and contained shall be the sole property of the Bureau and not of the Contractor.

For all systems handling such data, the Contractor shall comply with all security requirements applicable to Department of Justice Systems, including but not limited to all Executive Branch system security requirements (e.g., requirements imposed by the Office of Management and Budget [OMB]; and the National Institute of Standards and Technology [NIST]), DOJ IT Security Standards and DOJ Order 2640.2E. The Contractor shall provide DOJ access to and information regarding the Contractor’s systems when requested by the Department in connection with its efforts to ensure compliance with all such security requirements and shall otherwise cooperate with the Department in such efforts. DOJ access shall include independent validation testing of controls, system penetration testing by DOJ, FISMA data reviews, and access by the DJO Office of the Inspector General for its reviews.

5.1.1 Data Security

By acceptance of, or performance on, this contract, the Contractor agrees that, with respect to the data identified in 5.1 above, in the event of any actual or suspected breach of such data (i.e., loss of control, compromise, unauthorized disclosure, access for an unauthorized purpose, or other unauthorized access, no later than within one hour of discovery), report the breach to the Bureau’s CO and the Contracting Officer’s technical representative (COTR).

If the data breach occurs outside of regular business hours and/or neither the CO nor the COTR can be reached, the Contractor shall call the DOJ Computer Emergency Readiness Team (DOJCERT) at 1-866-874-2378 within one hour of discovery of the breach. The Contractor shall also notify the CO as soon as possible during regular business hours.

5.2 DATABASE

The Bureau requires Contractor support services in the guidance of a Central Office (CO) database of all institution users, to review aggregate data and to generate CO reports. This support will include in-person training for Bureau CO Education Branch staff, which will occur as part of the Initial Staff Training (4.1.3). It will include annual training when new Bureau CO Education Branch staff are hired, and may occur more than once per year. This database information is the sole property of the Bureau. All information gathered and contained shall be the right of the Bureau and not of the Contractor.

CHAPTER SIX: CONTRACT AND CONTRACT MONITORING

6.1 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four service one-year option periods as follows:

Base Period July 01, 2021 through June 30, 2022 Option Period One: July 01, 2022 through June 30, 2023 Option Period Two: July 01, 2023 through June 30, 2024 Option Period Three: July 01, 2024 through June 30, 2025 Option Period Four: July 01, 2025 through June 30, 2026

6.2 QUALITY ASSURANCE

The Contractor will maintain frequent communications with designated Bureau staff to conduct work in progress reviews, which will be periodic status reports, meetings, and workgroup meetings where knowledge transfer can occur.

The Contractor will continue to directly support the purchased career interest inventory to ensure error-free application. This will allow unanticipated problems to be resolved in the most expeditious manner.

6.3 CONFIDENTIALITY AND NON-DISCLOSURE

The Contractor shall agree: all deliverables and associated working papers and other material which have been generated by the Contractor in performance of this task order are the property of the U.S. Government.

The COR shall be the sole authorized official to release, verbally or in writing, any change in dates, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this project. The Contractor shall release no information. Any request for additional information relating to this contract presented to the Contractor must be submitted to the COR or his designee for response.

6.4 PERSONNEL REQUIREMENTS

Listed below are provisions required when services are performed at Federal Bureau of Prisons’ locations:

• The service is a contractual arrangement and not a personnel appointment.

• Payment is based on the provision of an end-product of the accomplishment of a specific result.

• The service does not constitute an employer/employee relationship.

• The Contractor shall be subject to Government supervision.

6.5 PROJECT COORDINATION

The COR, appointed by the Bureau, is responsible for receiving all information, accepts the services provided for this requirement in accordance with the terms and conditions of this contract, provides direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual scope of work, evaluates the performance, and certifies all invoices/vouchers for acceptance of the services furnished for payment prior to forwarding the original invoice to the payment office and a copy to the Contracting Officer.

The COR does not have the authority to alter the Contractor’s obligations under the contract action, direct changes that fall within the Changes clause, and/or modify any of the expressed terms, conditions, specifications, or cost of this agreement. If, because of technical discussions, it is desirable to alter/change the contractual obligations or requirements, the Contracting Officer shall issue such changes in writing under signature.

6.6 CONTRACTING AND ADMINISTRATIVE AUTHORITY

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract, and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without the authority and no adjustments will be made in the contract price, delivery schedule, terms or conditions to cover any increase in costs incurred as a result.

6.7 PAYMENT AND INVOICING

All invoices shall be prepared in accordance with FAR clause 52.212-4(g). The Vendor shall invoice the Government only for completed tasks.

6.8 TRAVEL

It is anticipated that there will be travel required for the performance of this contract.

Reimbursement of travel expenses authorized for the performance of this contract will be in accordance with the Federal Travel Regulations. All costs associated with this requirement will be the responsibility of the Contractor, and should be factored into the contract costs.

6.9 DELIVERABLES

The Bureau will provide direction to the Contractor regarding time frame and location of deliverables. Deliverable will be received no later than 90 days post the award of the contract date.

6.9.1 Requirements

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are Deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM

SOW

REFERENCE DELIVERABLE / EVENT DUE BY

DISTRIBUTION

4.1.1 Post Award Conference July 01, 2021

COR,

Contracting Officer

4.1.3 Draft Contractor Project

Plan August 01, 2021

COR,

Contracting

4.1.3 Final Contractor Project

Plan September 01, 2021

COR,

Contracting

4.1.4 Materials to Central

Office September 30, 2021

COR,

Contracting

In all SOWS used as examples, FAC COR is used.