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Treatment Services Open Solicitation FY25 *UPDATED 07.01.2024 16:14*

Monday, July 1, 2024

Update June 20, 2024

On Friday, June 14, 2024, it was discovered that the software program used to generate the request for proposal (RFP) documents posted on our website had inadvertently generated missing proposal information. The missing proposal information involves Substance Use Counseling Section C Project Codes 2010 and 2020. This error impacts only 0861-25-020, Northwest Arkansas Region Substance Abuse and Mental Health Outpatient Services. Due to this revision, the proposal deadline for all open solicitations has been extended to July 9, 2024, at 1:00 P.M. central time.

A typographical error incorrectly citing solicitation numbers was made in the email body and webpage posting, announcing the open solicitation. The solicitation documents are correct. No evaluation consideration will be given to any proposal submission with regard to the listed solicitation number.

Update June 14, 2024

 An error was identified in the Solicitation / Offer / Acceptance document published June 1, 2024. Our office will distribute the updated document once it is disseminated by national procurement officials.

 

TREATMENT SERVICES VENDOR INFORMATION - FISCAL YEAR 2025

**IMPORTANT INFORMATION - PLEASE READ CAREFULLY**

Effective June 1, 2024, the solicitation for Fiscal Year 2025 (FY25), for services rendered October 1, 2024, through September 30, 2025, treatment services in the Western District of Arkansas is open.

The Western District of Arkansas encompasses geographic regions in Western Arkansas including Mountain Home, Harrison, Bentonville, Fayetteville, Fort Smith, Clarksville, Hot Springs, Mena, El Dorado, and Texarkana.

All documents necessary for submission of an Offer on a Request for Proposal (RFP) must be OBTAINED from the email link below. Section A provides your specific solicitation number, and the corresponding Section B provides the service project codes on which to bid. Once you receive the reply emailed document, please complete the required pages and provide the documents required with your offer. Please be sure to identify the correct catchment area and service type for which you wish to make an offer.

Please read ALL sections of the RFP.

NOTE: Section L outlines the instructions and conditions for submission of proposals.

If you have questions regarding submission of your Offer, please e-mail Procurement Specialist John Vacca at John_Vacca@arwp.uscourts.gov . All questions and answers will be posted publicly on this web site, historical frequently asked questions are available below.

                Treatment modality questions may be submitted to Supervisory U.S. Probation Officer Craig Robie at Craig_Robie@arwp.uscourts.gov

Offers must be received no later than 1:00 p.m., Tuesday, July 9, 2024*, at 30 S. 6th Street, Room 1064, Fort Smith, Arkansas, 72901.  *Extended due to revision

Offers received after the deadline cannot be considered pursuant to federal contracting rules. All copies must be originally signed. A copy of the BPA Clauses and Terms of Agreement should be retained by the offeror for their files.

All offers may be emailed, mailed, or hand delivered to the Procurement Specialist. It is not required to submit proposals in binders or notebooks, all technically acceptable offers will be treated equally.

Offers may be emailed, hand delivered, or mailed using USPS, FedEx, or UPS, addressing delivery to:

                                                Mr. John Vacca

                                                Procurement Specialist

                                                **Treatment Services Offer**

                                                30 South 6th Street

                                                Room 1064

                                                Fort Smith, Arkansas 72901

The RFP contains the full text of all applicable Government regulations, and all offerors are subject to the provisions contained in the RFP. In responding to the RFP, you should answer fully each item and supply all information requested. Section L provides specific directions for potential vendors in completing their proposals. The minimum standards for the services listed are contained in the Clauses and Terms of Agreement, and all proposals will be evaluated by the criterion laid out in Section M.

Proposals will be awarded based on initial offers submitted, and each initial offer should contain your organization’s best terms from a cost and technical standpoint. There will be no additional opportunity to modify your proposal.

Please read the RFP carefully; do not rely on knowledge of previous RFPs or knowledge of previous Federal procurement procedures.

The estimated monthly quantity (EMQ) listed in Section B of the RFP is the estimate of the services to be provided during the term of this agreement, these are only estimates.

Although the Government may choose to enter into a Blanket Purchase Agreement (BPA) with multiple vendors, the Government reserves the right to award to a single vendor.

The term for a BPA is twelve (12) months, with a provision that shall allow the Government to unilaterally extend the agreement for an additional four (4) years, at four (4) twelve (12)-month intervals, for a total of five (5) years, at the Government’s discretion.

A vendor must be capable of providing all services identified in Section B, and within the geographic area identified in Section BPlease indicate the address where services will be provided in the Background Statement of your proposal. In addition, the vendor must be capable of submitting the monthly invoice for services in Microsoft Excel spreadsheet format. The Government will provide a copy of the invoice format to the vendor. Please review the document provisions for Telemedicine services.

FY2025 Request for Proposal

The RFP is emailed to all potential vendors in reply to emailed requests submitted to Treatment@arwp.uscourts.gov :

  • 0861-25-010– Northwest Arkansas Region Sex Offender Outpatient Services
  • 0861-25-020– Northwest Arkansas Region Substance Abuse and Mental Health Outpatient Services
  • 0861-25-030– Fort Smith River Valley Region Sex Offender Outpatient Services

Our office anticipates a need for non-competitive agreements for sex offender polygraph services, substance abuse, and mental health outpatient services in some regions. This posting and notification is not absolute, additional solicitations may be added in the future.

Please email if your organization is interested in discussing other services, and in other regions, other than those listed above. Our office utilizes competitive and non-competitive agreements to meet client treatment needs.

Submitted Questions and Answers from Potential Bidders (Last Updated 07/01/2024 at 16:14)

 

  1. Is prior authorization given per client up front for a certain number of units? How often are we required to request authorization for services?

All services, including type and frequency, must be authorized by the probation office prior to delivery.  Section C. Description/Statement of Work, Provision of Services, outlines the service authorization provision. An example form Prob 45 is included in the solicitation packet.

  1. We need to find out how many expected clients and how many expected 30-minute units per client per week.

Section B. Supplies or Services and Offeror’s Prices, usually the third page of the solicitation, lists Estimated Monthly Quantity. These estimates are based on recent historical service trends for each catchment area. These are estimates only, due to the nature of our work and the impact of external influences, no commitment to minimum or maximum client number or frequency is made. Estimated Monthly Quantity is discussed in Section L. Instructions, Conditions, and Notice to Offerors.

  1. We need to know how many clients should receive Med Mgt, how often and for how long of a visit.

Section B. Supplies or Services and Offeror’s Prices, among others, lists Psychotropic Medication Monitoring (6051) as being one Unit = Per Visit absent of a specific obligation to minutes.

  1. What are the Group sizes and how many hours of Group per client per week.

Outpatient group services are managed by the clinician and regulated by industry standards and licensure obligations. Section C outlines Group Counseling (2020) may be 2 to 12 clients. Group services are authorized in the same manner as all services using the Contract Program Plan, Form 45.

  1. Does drug testing occur a certain number of times per week / month or only upon receiving therapy. Is there a required method of testing?

Substance use testing by a vendor may occur if part of a requested and authorized service. Our office is not currently soliciting for substance use testing services and such services are not reimbursable separately from an authorized service.

  1. How much court involvement and why is there no reimbursement for court time?

Section C. Description/Statement of Work 10. General Requirements, g. Vendor Testimony, outlines any vendor responding to a subpoena may (3) receive reimbursement for subpoenaed testimony through the Department of Justice based on its witness fee and expense schedule. As of this writing, testimony by a vendor through subpoena is minimal and rare.

  1. How do clients get to the facility if they do not have transportation? Are we required to provide (and if so how do we get reimbursed and at what reimbursement methodology) or do they provide transport.

Section C. Description/Statement of Work, 9. Defendant/Person under supervision Transportation outlines Transportation Expenses (1202) and Administrative Fee (1201). These costs are prior authorized in the same manner as any other requested service and must be documented on the form Prob 45.

  1. Also we assume this is court ordered treatment. How many times can they miss an appointment before being terminated from the program?

The client is obligated to attend services as outlined as a condition of supervision or release. Failure to comply with a vendor’s attendance policy results in noncompliance reported to the Court. The Court holds complete jurisdiction on addressing issues of noncompliance.

  1. We are in discussions with hiring a Nurse Practitioner to cover the medication management for the contract and have a local psychiatric agency that is willing to subcontract with us if the NP were to for some reason not come on with us for the position. Would we be allowed to submit the bid without the name and information of those individuals, and then complete the updated/additional provider page and submit at a later date?

To progress in the procurement process, a bid must be complete and found to meet the minimum technical requirements to perform all solicited services. Any subcontractor must be listed at the time of proposal. Amendments may be made to any awarded solicitation by the Contracting Officer with agreement of the organization’s designated representative.  Section I.2, Subcontracting, addresses primary contractor obligations for monitoring any subcontractor.

     10.  If the volume is lower than estimated and it is no longer a profitable line of service, what termination agreement is there?

A Blanket Purchase Agreement is a “charge account” arrangement, between a buyer and a seller for recurring purchases of services. BPAs are not contracts and do not obligate government funds in any way. A contract occurs upon the placement of a call or referral from the Probation/Pretrial Services Office and the vendor’s acceptance of the referral. BPAs are valid for a specific period, not to extend beyond the current fiscal year. The total duration of this BPA, including the exercise of four 12-month options, shall not exceed 60 months. BPAs will be issued to those vendors determined to be technically acceptable and offering the lowest cost to the Government, using the Evaluation Criteria established in Section M of the Request for Proposal. Estimated Monthly Quantities (EMQs) represent the estimated total monthly quantities to be ordered per project code. However, EMQ’s are estimates only and do not bind the government to meet these estimates. Since a Blanket Purchase Agreement is not a contract, a vendor may terminate the acceptance of referrals at any time. The Judiciary supports best practices and encourages vendors to communicate any concerns with the Judiciary for resolution in a mutually beneficial manner while maintaining mindfulness of the client’s best interests.

 

     11.   We have the new Solicitation Offer completed, is this all that we need to do or is there somewhere we go online to put a new bid for acceptance?

Page 1 of each solicitation outlines the route to submit your proposal packet. Section L - Instructions, Conditions, and Notice to Offerors, outlines the documentation to be completed and submitted with each proposal to be found technically acceptable, along with the proposal submission guidelines.

 

                                                                                             Historical Frequently Asked Questions and Previously Submitted Questions

Do substance abuse counselors need to be state certified, or can they be in the process of acquiring certification at the time the RFP is submitted?

According to the Statement of Work, Section C: Counselors shall be certified and or have credentials to engage in treatment intervention as established by his/her state's regulatory board and/or accrediting agency. Counselors In Training (CIT) may participate in treatment sessions under the direct and present supervision of a licensed counselor only with the specific written approval of the Contracting Officer.

Are the Co-occurring codes under the Substance abuse BPA?

The co-occurring project codes, 6015-Individual, 6026-group and 6036-family are found under the Mental Health services.

On a typical day, how many clients are enrolled in services?

Estimated monthly quantities (EMQ) are meant to provide the vendor with the approximate number of units a vendor can anticipate providing per month for each project code. The quantity of clients requiring services is heavily impacted by government prosecution, imprisonment release dates, and geographical trends impacting substance abuse. Please note, this number represents individuals receiving a variety of services, not specifically counseling services. Please refer to the EMQ's listed for each project code for an approximate number.

Does the probation office dictate treatment services or does the professional staff decide how much treatment a client receives?

Yes, the probation office dictates and controls the type and frequency for all treatment services and orders the services to be provided utilizing the form 45. Only those services listed on the form 45 can be provided by the vendor. Having said that, we work in collaboration with the vendor and involve counselors in the development of an appropriate treatment plan based on client identified need. All services are tailored to the client’s need.

Can the offers be walked in, or hand delivered?

Yes, please make the recipient aware the item delivered is an offer, so it is not opened, and Johnny Vacca is notified. It is recommended the use of tracking or priority service if mailing your offer; mailed offers must be received by the deadline (not post marked.)

The offeror is not required to submit solicitation sections C, D, E, F, G, H, and I as part of its proposal”. What does solicitation mean exactly?

Solicitation means a request for proposals. This statement is saying you do not have to print out these sections and submit them with your proposal. Each offeror shall prepare and submit as part of its offer a Narrative Statement in which the offeror describes how it will provide the mandatory requirements stated in Sections C, E, F and G. Please see Section K, Paragraph 1.

If the codes are now under the Mental health BPA, why are they listed in this contract in Section C?

Please note, section C contains all project codes. Section B outlines the one specific to your catchment area/BPA.

Is it necessary to type Section H and I in the proposal or can we just copy the pages and put in our bid?

As outlined in Section L under Proposal Submission "Note: The offeror is not required to submit solicitation sections C, D, E, F, G, H, and I as part of its proposal."

Is the service delivered in a residential setting or in my office?

Service needs to be delivered within the catchment area. A site visit will be conducted to ensure all local, state, and federal rules are followed.

Do you have this solicitation, or at least the forms to be completed in Word?

No, these forms are only generated and distributed in a PDF format.

If I have questions not answered here, what should I do?
Please review the entire list of questions and responses below. Any further questions should be submitted to the Contracting Team via email at Treatment@arwp.uscourts.gov. All questions and responses will be added to this page for everyone to view.  

Is the deadline for submitting proposals flexible?
No. Only those proposals received by the solicitation's specified deadline are considered timely and eligible for evaluation and award.

Would the U.S. Probation Contracting Team be willing to extend the deadline for the submission of proposals on an open RFP? 
No. Solicitation timelines are driven by agency needs and internal procurement guidelines. Proposals must be submitted in compliance with the terms and instructions provided in the respective RFP.

How is my proposal evaluated? 
Proposals are evaluated on the following criteria: Technically Acceptability Evaluation, Price Evaluation, On-Site Evaluation, Responsibility Determination.

Do I need to apply for all areas within the Request for Proposal (RFP)?
Each Request for Proposal (“RFP”) is an independent solicitation for services. Vendors may submit proposals for as many or as few RFPs as they wish; all proposals will be evaluated independently. Each RFP defines the applicable service area (“catchment area”) in which a successful vendor would be expected to provide services. For a proposal to be considered technically acceptable, the vendor must be able to provide services to clients throughout all parts of the catchment area defined by the RFP.

May a vendor submit a proposal that offers to perform some, but not all, services identified in a given Request for Proposal (RFP)?
No. To be considered technically acceptable, vendor proposals must indicate a willingness and ability to perform all services identified in the respective RFP. Proposals which purport to submit bids for some, but not all, services solicited within a given RFP will be rejected.

Can vendors request / require a minimum level of utilization to provide services?
No. For a vendor’s proposal to be considered technically acceptable, the vendor must agree to provide services consistent with the terms of the applicable Request for Proposal. Proposals which seek to add or modify terms will be rejected. In preparing a proposal, it is suggested that vendors consider all anticipated costs of providing services pursuant to the Request for Proposal and factor those costs into their proposed bid for services.

Section C Description/Statement of Work provides a description for all services. How do I find the service requirements for the services I want to bid on?
Each RFP identifies what project codes are required for the solicitation in Section B. Vendors need to then find those project codes in Section C of the Statement of Work to determine the requirements for each service. Please also be sure to verify at the end of Section C if there are any Local Needs identified for the services you are planning to bid on as these are additional requirements to those listed in the Statement of Work.

What are the training requirements for staff who provide services under Service Code 2022, “Manualized Cognitive Behavioral Group?
A complete description of the qualifications and requirements for any staff members who provide Manualized Cognitive Behavioral Group services may be found in Solicitation 097-22-30 at Section C(2)(1). As described in this section, staff who provide services under this service code are not required to have clinical oversight. However, any staff members who facilitate Manualized Cognitive Behavioral treatment must have completed training for the specific Manualized Cognitive Behavioral program being utilized.

Do I need to list a unit price next to each project code?  
Yes, for your application to be determined technically acceptable, a unit price must be proposed next to each project code. The unit price can be the same for each year listed or you can change the proposed rate for each year.  

Are unit prices inclusive of staffing?
Yes. Unit prices are inclusive of staffing with U.S. Probation regarding a client's progress and/or connection to services. Therefore, please consider this as part of your cost for doing business when determining rate proposals.

What is a catchment area and am I required to have a physical facility in that area?
Catchment areas are identified geographic boundaries or zones where services will be provided. Vendors are required to have a physical facility location within a catchment area to propose services absent available telehealth services.

What is the distance between the cities listed within the Request for Proposal?
Catchment areas vary in size, accessibility, and level of development. Vendors are encouraged to familiarize themselves with the local geography and account for any anticipated travel / lodging / incidental expenses in their proposal for services.

Can you disclose the number of defendants / potential clients located within the service catchment area?
Unfortunately, we cannot disclose the number of defendants / potential clients located within a given catchment area. Interested vendors should refer to the “Estimated Monthly Quantities” specified in Section B of each Request for Proposal for an estimation of anticipated service utilization and client volume.

Is it possible to provide services under the contract while also billing for those services through third-party avenues such as Medicaid and IHS?
Vendors who are awarded an agreement are not precluded from providing client services through other funding entitlements such as grant funding, Medicaid, private insurance, etc. Vendors shall not submit invoices to the Government for services under this agreement where the vendor has already submitted invoices or received payment for the same services from other sources (double billing). In the event a vendor receives payments from insurance programs or other sources for services for which the vendor has received payment from the Government under this agreement, the vendor shall reimburse the Government for these services.

Can subcontractors be added after the contract is awarded?
Yes. As outlined in Section I - after award, any proposed subcontractor arrangements or changes to the existing subcontractor arrangements are subject to the Contracting Officer's approval and shall be submitted in writing to the Contracting Officer at least 30 days in advance of the proposed subcontracting arrangement or change.

Section E indicates the vendor and/or subcontractor shall (a) Maintain a physical facility that meets all applicable federal, state, and local regulations. Is this required for each catchment area I want to provide services in? Also, if a subcontractor is used, will their place of business be subject to inspection under the agreement?
Vendors are required to maintain a physical facility for services in each catchment area they intend to serve. Vendors are not required to own the space, but it still needs to be an actual space occupied in compliance with all applicable business or operating licenses required by state and local laws and regulations. Leased space is permissible, as long as the space complies with all federal, state and local fire, safety and health codes.

Is travel reimbursement offered for any locations? There is mention of a Travel Log and "Common Carrier" mentioned in the RFP.
Vendor local travel is not authorized unless included as a local need. In general, the court is prohibited from paying vendor travel to their own office or to conduct services in a catchment area away from their office.

Is there a form to fill out that shows compliance with federal, state, and local codes, or is that something that is determined in the site visit? How is this to be recorded in the proposal?
There is no form to complete. We recommend following the instructions as provided in the RFP at Section L to include the checklist provided at Section M.

The RFP states that proposals must “include copies of all applicable business and/or operating licenses” and “include copies of compliance with all federal, state, and local fire, safety and health codes.” May I omit these certificates and instead provide a third-party statement of compliance?
No. Proposals must be submitted in compliance with the terms and instructions provided in the respective RFP.

What agencies issue certifications of compliance with all federal, state, and local fire, safety, and health codes?
Issuing agencies vary by jurisdiction, facility, and service type. It is incumbent upon the vendor to identify the federal, state, and local fire, safety, and health codes applicable to their proposed facility location and service type and provide documentation to demonstrate that their proposed facility complies with these requirements.

For past solicitations, our agency has included a description of services, client handbook, and service structure in submitted proposals, per our interpretation of the statement: "...the treatment provider shall provide the U.S. Probation and Pretrial Service office a full description outlining treatment expectations and protocol..." from the Program Description/Details section. Should these items be included in the service proposal, or should they be submitted at a later date if the proposal is selected?
Please refer to the RFP SECTION M - M.2 Evaluation of Proposals, which lists all of the criteria we utilize to evaluate timely submitted proposals. The submission of information or documentation in addition to the mandatory requirements of the RFP is at the discretion of the treatment provider.

 Is a Prob 46 required for polygraph examinations or is this only required for therapeutic services?
No, this form is not required for polygraph testing and urine/breathalyzer testing.

The Scope of Work for Polygraph Examinations (Project Code 5022, 5023) indicates charts must be "printed out" and placed in the client file. Are we required to print out charts if the program is computer based and files are stored electronically, password protected and separate from other client files? Also, are we required to forward file contents to the probation officer at the expiration of the contract if APA requires the examiner to maintain files for 3 years and would not be able to give them to the probation officer?
Vendors are authorized to maintain an electronic client file/record; however, access must be provided to the U.S. Probation Office upon request. Pursuant to Section C: File Maintenance, vendors are required to provide a hard copy of the client record to the USPO upon request. Upon termination of the agreement, vendors are required to maintain client records for 3 years from the final payment. At the end of performance, the vendor shall provide copies of any records not previously provided upon request.

Section C indicates for counseling services the vendor shall provide emergency services (e.g. after hours staff phone numbers, local hotlines) for defendants/offenders when counselors are not available. What do we do if our agency does not provide after-hours emergency / crisis support services?
If vendor personnel are not able to directly provide after-hours emergency / crisis support, then a vendor must provide clients with the telephone number or contact information for local hotlines and emergency services should they need to access them outside of the vendors regular business hours.

My organization previously submitted a proposal to your district in response to a Request for Proposal (RFP) that is now closed. A new RFP for similar services is now active. In preparing a proposal in response to this new RFP, may my organization rely on or refer to documentation provided in our previously submitted proposal to the closed RFP?
No. Each RFP constitutes an independent and distinct solicitation for services. In order to be eligible for award, proposal packets must be complete and adhere strictly to the preparation and submission instructions provided within the respective RFP.

Is a psychiatric evaluation required for each mental health client?

No. It will be at the recommendation of the clinician and ordered by the probation office on a Prob45.

Is transportation for treatment appointments or for other purposes like work, etc.?

The transportation provision is to overcome a transportation barrier for treatment, our office has other means to assist a client with transportation to work and other services.

Are the listed hours required for inpatient treatment times per day?

According to the statement of work in section C of the RFP,

Counseling and Programmatic Requirements (PC 2001, 2002, 6001, 6002) The vendor shall provide: (1) A minimum of 6 hours of structured programmatic activities per weekday (e.g., life skills training, GED, employment readiness, etc.), 3 hours of which shall be clinical group counseling, as well as a minimum of 3 hours of structured programmatic activities per weekend day. (2) A minimum of 1 hour of individual clinical counseling per week. (3) A treatment plan is created at with the defendant/person under supervision at the beginning of programming which shall include, but is not limited to: (1) short and long-term goals the defendant/person under supervision will be attempting to achieve (for post-conviction, goals should relate to the person under supervision’s risk, needs, and responsivity, as provided by the USPO/USPSO); (2) measurable objectives which relate to the achievement of the corresponding goals; (3) specific criteria for treatment completion; and (4) the anticipated time-frame for completion of programming. Treatment plans shall be reviewed at least every 30 days, and include the defendant’s/person under supervision’s input, updates to items (1) - (4) aforementioned, justification for continued need for treatment, and any feedback provided by USPO/USPSO. The plan shall include information on family and any significant others involvement (i.e., community support programs, etc.).

For residential treatment, does the price of room and board need to be included in the bid?

Yes. Please review the Statement of Work (Section C) for each project code for more information and details of each cost.

Why was a solicitation reposted? Can I submit the same proposal paperwork for the reposed solicitation? 

If no technically acceptable proposals were received, a solicitation may be reposed with a new solicitation number; all proposals for the reposted solicitation must be prepared specifically for the open solicitation.