Question: Just to confirm since this is new: It is not required to submit proof of education, license, insurance or resume for any providers. Just a blurb stating the above is up-to-date is all that is needed . Correct?
Answer: Please refer to section L.1, Preparation of Staff Qualifications - (Attachment C), for specific information on how to complete the form.
Question: Under local services, I believe it states that contracted agencies must be open until 7pm at least 6 days per month. Am I reading this correctly?
Answer: Please refer to the local services listed in section C for the specific RFP.
Question: Do the solicitations require a cover letter in addition to the information requested in the RFP?
Answer: A cover letter is not required. The first page of the RFP is considered the cover letter.
Question: I have an inspection report from our local fire department that was completed 3 years ago. Will this be sufficient or do I need to have another inspection report for the current RFP ?
Answer: Please contact your local fire department to obtain the requirements of inspection frequency.
Question: What do you do in the case that you are operating at newly opened private office. As it pertains to references, do the provider list as references previous work experience employee's? if so, will this compromise their ability to bid against competing agencies?
Answer: Regardless of being located in a newly opened private office, all agencies bidding must have 3 professional references. References can include previous employers for which you provided services indicated within the RFP.
Question: Am I correct in understanding that one can submit an application for only one of the services : sex offender, mental health or substance abuse and not all three as now required by the Bureau of Prisons "trifecta?"
Answer: If an agency offers multiple services, they can submit an offer for each BPA posted in their catchment area for services they can provide.
Question: How would the cost of travel for employees to transport clients to different appointments be entered on the RFP?
Answer: That cost would need to be figured into the unit price for the Case Managment project code.
Question: How do I know which RFP to make an offer on?
Answer: Each RFP is specific to services needed and the catchment area for which the agency must be located.
Question: What if the client needs treatment beyond what is recommended on the Prob45?
Answer: Only services and units approved on the Prob45 is what will be reimbursed, if more treatment is needed, communication must be made between the officer and agency to meet the needs of the client and for any necessary changes to the Prob45.
Question: We were previously instructed not to release info to other agencies, only the client. Is this still true?
Answer: RFP guidelines and HIPPA guidelines must be followed. Approval from the Probation Officer is required making sure to indicate who is requesting the information and the reason for the request.
Question: Can we use Pretrial and Probation Officers as a reference for the RFP?
Answer: Pretrial and Probation Officers currently working for our district are not to be listed as a reference, even if you have worked with them before. Officers from other districts can be listed as a reference. Please refer to the RFP for more guidance.
Question: Can persons convicted of an offense work with our clients if the offense occurred prior to the contract being awarded?
Answer: Yes. Unless it is a sex offense.
Questions: On PG 73 the "offeror's staff qualification" form...can this state "see attachment" ? Or do the forms need completed for each staff member ? Also on the same form what does "PC" stand for?
Answer: The Offeror's Staff Qualifications form must be used and is to list all staff performing services. "PC" stands for Project Code.
Questions: When responding to one of the RFP's is it required to agree to the provision of each service listed, or can that be parceled out? For instance applying for all of the services listed in the AOD RFP minus one of the services?
Answer: When responding to the RFP's, the agency will be required to provide services for ALL project codes listed.
Questions: Regarding SUD services: On average, how many urine screens are done on a weekly basis? On average, how many SUD clients does probation/pretrial serve?
Answer: Please refer to the estimated monthly quantity indicated in the RFP for project codes 1010, 2010 and 2020.
Questions: For Solicitation 0647-20-CR01 (short-term residential treatment), it lists the Estimated Monthly Quantity as "155 per day". What exactly does that mean? I doubt it is the number of clients referred monthly but we can't figure
out what it does mean. Looking at the 2016 solicitation, the quantity was 1 per day. That seems like a typo for such a massive increase.
Answer: Units are calculated per day. For example, 7 days of short-term residential treatment for 1 client = 7.0 units. Therefore, we are estimating 155 units per month for multiple clients.
Questions: For the SUD solicitations, are there minimum licensure standards for counselors? Can CDCA licensed staff provide counseling services to federal clients?
Answer: Requirements listed below can be found on pages C-13 through C-14 of the RFP.
c. For substance use treatment services performed for project codes 2010, 2020, 2030, 2040, and 2090 the vendor shall ensure that all personnel meet the following qualifications:
(1) Principal counseling services practitioners shall have at least one of the following ( a or b ):
(a) an advanced degree (masters or doctoral level) in behavioral science, preferably psychology or social work,
(b) a BA/BS and at least two years of drug treatment training and/or experience.
(2) Counselors shall be certified and/or have credentials to engage in substance use treatment intervention as established by his/her state’s regulatory board and/or accrediting agency.
(3) Paraprofessionals are only used under the direct supervision of, and in conjunction with, a staff member who meets the requirements described in item numbers (1) and (2) above, and after obtaining the approval of the contracting officer or designee. Interns may be considered paraprofessionals.
Question: I am wondering if the Program Discharge Summary profile needs to be filled out for the Mental Health RFP, or if it is in the application as example paperwork?
Answer: Per the RFP this form is to be submitted within 15 calendar days after treatment is terminated.
Question: Does this RFP require a Self-Evaluation as did the 2016 RFP?
Answer: No.
Question: I'm not sure what a business or operating is that's requested under " site at which services are provided " (b). I am a psychologist who operates a private practice. We operate as a sole proprietor and are not incorporated. Is this simply my psychology license? Also, part (c) under the same section asks for copies of compliance with federal, state and local fire, safety, and health codes. Whom do contact to have this completed? Thanks.
Answer: There has to be an office within the catchment area identified. That office would contain the files, etc. You would need to contact the City Department where your agency is located to obtain local fire, safety and health codes.
Question: Do references need to include a recommendation in addition to their name, address and phone number?
Answer: No. Per the RFP, the offeror shall provide the name and address for each reference including a contact person and the telephone number.
Question: On Section A (solicitation/offer/acceptance) page 1, should we list the address of our main office where all administrative procedures take place or the address of the office where the actual services will be provided?
Answer: List the administrative office.
Question: There is a local services condition for interpreters for spanish speaking individuals. Is a contract or MOU required or do we just need to agree to this in the compliance statement. Also in the past the local PO has approved a trusted family member to interpret, is that still allowed?
Answer: No contract or MOU is required to be submitted for interpreters. If bidding on an RFP with this requirement, it is understood that that vendor will be in compliance with the requirements by providing an interpreter. Clients needing interpretation services are okay to use family members as long as the agency is okay with it. It is up to the agency if they would like to request for clients to sign a release form allowing the family member access to treatment information.
Question: on B-2 of 2 on the short term residential RFP under 2001...what does the 2020, 2021, and 2022 mean?
Answer: 2020 is the Fiscal Year in which the Blanket Purchase Agreement begins. 2021 and 2022 are the option years.
Question: When we submit our proposals, do we have to include all pages from the RFP or can we just include the pages we had to fill out?
Answer: Complete and submit the following: Sections A, B & K. Section L attachments A through D. Supporting documentation required in Section L include monitoring reports, licenses, certifications, etc.
Section M also includes information pertaining to required documentation to submit.
Question: Are proposals to be submitted electronically or mailed?
Answer: No faxed or electronic submissions will be accepted. All proposals must be received no later than 3:00 p.m on August 2, 2019, at the U.S. Pretrial Services and Probation Office, 2 South Main Street, Suite B3-55, Akron, OH 44308.
Question: Within the mental health case management services, are 1.) offerers expected to provide transportation to clients outside of bus tickets (ie have a case manager drive client to and from appointments) and 2.) are we expected
to be able to accommodate individuals that may have a handicap, such as wheelchair accessible van/vehicle services? As we understand it, we cannot exclude case management from an RFP, even if we provide all other services.
Answer: If public transportation is not available, the vendor must seek prior approval from the contracting officer or designee for reimbursement of alternative means of transportation in accordance with the Judiciary Travel Regulations.
Facility requirements: The vendor shall ensure that its facility (ies) has adequate access for defendants/offenders with physical disabilities.
Question: On SUD and the Residential RFPs - Section A - Blocks 8, 9, and 10 - if we aren't able to give a discount, what would we fill out in the boxes. Also, what does block 10 "Acknowledgement of Amendments" mean? Or what would we fill out?
Answer: Disregard as these blocks do not apply.
Question: Do you need additional identification on each page included in the attachments in addition to theTabs A,B and C?
Answer: No.
Question: On page L-5, in L.2 ( 2) it says…The first page of the offer shall show: under iii, iv and v it states that there are certain things to be shown on “the first page of the offer.” This is confusing as the first page of the offer is Section A, therefore, again we did not provide any additional information. Can you clarify what “the first page of the offer” refers to in these instructions?
Answer: The first page of the offer is page A-1.
Question: About page L-5 – Provision 3-100 Instructions to Offerors. L.2 ( c ) “Submission”of offers…. on this page states that offeror using commercial carriers shall mark on the outermost wrapper solicitation number and other information. I did not inquire at Fed Ex if they permit us to put anything like this on their FED EX envelope in which we sent our proposal. If we send it this way again, I will inquire if this is allowed.
Answer: This is not a requirement. The information is already included on page A-1.