FAQs

Contracting/Vendor

Q: We may not bid on the “pretrial treatment work” on the RFP. Are we allowed to bid on only those services we choose to offer. Should I leave the space for the price blank? Put in N/A?

Answer

The agency bidding for a contract should be able to perform all of the services requested in the RFP to be found technically acceptable. If you leave anything blank and there are other bidders you will be found technically unacceptable and will not be considered for services. We in the Northern District of New York supervise pretrial and post conviction defendants and we need to have services available for both defendant and offenders. However, we understand the restrictions of a pretrial defendants participating in sex offender treatment and these referrals are made on rare occasions. It has always been part of the RFP and agencies have participated in solicitation in the past.

To clarify if an agency is found to be technically unacceptable and there are other bidders in the area, the contract will be awarded to the vendor who is found to be technically acceptable. You can be found to be technically unacceptable if you leave a quote for services blank.

Q: Regarding the indemnification in section H.1, is there a listing of specific insurance coverages or limits relative to the polygraph services? Besides general liability certifications, are insurance certifications for workers comp and disability required?

Answer

There is no listing of coverages or specific insurance limits. Furthermore, there are no insurance certifications for workers comp and disability required.

Q: For 8. In compliance with the above, the undersigned agrees, if this offer is accepted within _____________calendar days (365 calendar days unless a different period is inserted by the offeror)... Can you provide some clarification?

Answer

Suggestion is leaving this blank as the default period is 365 days. Historically, all vendors awarded a contract for treatment services in this district have either left this blank or inserted 365 days.

Q: Can the Offeror simply put SEE ATTACHED when responding to the questions posed on Attachment A-D or does the response have to be on the form itself?

Answer

Attachment A should be properly and fully executed on the form provided. The Background Statement (Attachment B), Staff Qualifications (Attachment C), and References (Attachment D), can be attached and so indicated. However, Certifications for Attachments B and C must have the appropriate box checked and must be signed and dated by the offeror.

Q: In reference to part d. regarding compliance certificates, we have multiple offices, do we need copies of for each office or just our main office?

Answer

The compliance certificates you reference would be needed for any location that would potentially service clients referred by the United States Probation Office.

Q: Under Preparation for Offeror's References it states to provide the name and address of each reference, as well as a contact person and phone number. Can you clarify who the contact person would be?

Answer

In this context, the term reference is referring to an agency. The “contact person” would be the specific representative of that agency whom you are seeking to have contacted.

Q: Section J - List of Attachments Do these need to be submitted?

Answer

Attachment J.1, Quarterly Profile Report, is included in the RFP, but the Probation Office Northern District of New York does not currently require the completion of this report based on a local memorandum. This report may be collecting in the future and please be prepared to provide it if requested. Also note it includes all demographics including local, state, and federal clients.

Attachments J.2 through J.10 do not need to be submitted.

Q: Staff Qualifications (Attachment C), is there additional information to be included under Duties that is not listed under Title and Project Codes. For example, if under Title someone is listed as a mental health clinician, and under Project Codes?

Answer

According to Page L-4 of 12, duties performed by staff should be listed by project code. The Project Codes that we are soliciting for are 5012 (Sex Offense- Specific Evaluation and Report), 6012 (Individual Sex Offense-Specific Treatment), 6022 (Group Sex-Offense Specific Treatment) 6032 (Family Sex-Offense Specific Treatment) and 7013 (Individual Specialized Treatment for Pretrial Defendants Charged with a Sex-Offense). We are looking to insure that the required qualifications within each project code are met.

For example, the qualifications for someone to be able to complete a sex offense-specific evaluation and report are noted as follows: A sex offense-specific evaluation and report (5012) is provided by a licensed/certified psychiatrist, psychologist, or masters or doctoral level practitioner; who meets the standards of practice established by his/her state’s regulatory board and adheres to the established ethics, standards and practices of state regulatory sex offender management boards (where applicable). The individual shall practice within the generally accepted standards of practice of the individual's mental health profession, adhere to the Code of Ethics and Practice Standards and Guidelines published by the Association for the Treatment of Sexual Abusers (ATSA), and demonstrate competency according to the individual’s respective professional standards and conduct all evaluations/treatment in a manner that is consistent with the reasonably accepted standard of practice in the sex offender evaluation/treatment community.

Accordingly, if someone on your staff does not hold these credentials, we would not anticipate seeing this project code listed as part of their duties.

Q: We were a little confused by the numbers by the different services, 28 on MH Assessment and Report, 2 on Individual Counseling and Group. Was that an error?We were also confused by the 30 minutes for group therapy, since typically these sessions run 90 mi

Answer

The RFP indicates there is a code of 5011 which refers to the intake report/assessment. We are estimating one intake/assessment report per month. The intake price is paid per report not per unit. In regards to code 6010 which is the code for individual sessions, based on our calculations, we will currently estimate needing 14 hours of individual counseling for clients with mental health needs per month. This is where the 28 number comes to play. The price given should be by units and not by hours. The 30 minute unit refers only to how we pay for services, but it does not mean that will pay only for 30 minutes. For example, if a provider recommends a client to be seeing two times per week for one hour each time, the authorization will be given for four units per week.

Q: Are there any other bidders?

Answer

We won't know the number of bidders for each BPA as they proposals are due tomorrow by 5:00 p.m. Eastern time and at that time the solicitation will be closed. I recommend you bid for the catchment areas (counties) that are listed in each separate BPA based on your ability to provide services.

Q: Is there a limit on how many times per week a client may be seen?

Answer

The number of session that a person will be authorized is based on the assessment of the therapist with the input from the U.S. Probation Officer as we provide services based on risk and needs.

Q: What is the projected volume? What is the estimated number of clients expected to be referred to the program each month?

Answer

The Statement of Work found in Section C will provide specifics on the mandatory requirements for each required service. The Estimated Monthly Quantity noted in Section B is the estimated total quantity of units per service during a given month. Quantities listed are only estimates and not guaranteed. In Onondaga County we estimated the units based on the needs from pass fiscal years. In other counties where there have been no previous contract or open services, we did an estimation.

Q: For mental health groups can a provider chose not to offer/start a group when there are less than 3 clients ready/interested in participating in group treatment?

Answer

In regards to the group for mental health counseling, if the therapist completing the assessment recommends a group, it should be a group that is available and could potentially benefit the client based on her/his risks and needs. The code is open for groups such as anger management, MRT, CBT, etc., However, there is an understanding that not every client will benefit from group participation and groups can be closed or open.

Q: If the vendor has a site that is not within the catchment area, can that site be used for services?

Answer

The vendor must have at least one site at which services can be provided that is within the catchment area. The US Probation Office can then consider using alternate sites regardless of whether or not they are in the catchment area as long as they meet all of the required criteria (e.g. building codes, staffing).

Q: On Attachment C, there is a column marked “PC”. Can you clarify what that stands for or what information needs to be listed?

Answer

The PC in attachment C refers to the project code that each member listed on the staff qualification will be performing if the contract is awarded. For example project code 6030 will be for staff members that will be providing family counseling. A staff member can provide more than one project code.

Q: With regard to the Background Statement, what would satisfy compliance with all federal, state, and local fire, safety, and health codes?

Answer

The vendor must maintain a physical facility that meets all applicable federal, state, and local regulations (e.g. building codes) and should provide a certificate of occupancy.

Q: I am a private practitioner. As such, what would satisfy the applicable business and/or operating licenses requirements?

Answer

The therapist's license to practice and liability insurance certificate would satisfy this requirement.

Q: In addition to my practice address, do I need to include the address for the federal probation office, in case I see a client at that location?

Answer

The background statement requires that the offeror, "state expressly each location at which the offeror and any proposed subcontractors intend to provide services in response to this solicitation." However, this does not include space that may be provided by the U.S. Probation Office. It is noted that the vendor must offer at least one location within the catchment area designated by the solicitation.

Q: If I am a new vendor, am I required to submit monitoring reports?

Answer

As outlined at Page L3 of the BPA, in the Background Statement, thee offeror shall, "provide copies of all monitoring reports for the previous 18 months from all federal (including current Probation), state and local agencies for the locations solicited. If the vendor is not able to provide copies of monitoring reports, the vendor shall provide copies of certificates or letters from federal, state, or local agencies indicating that the vendor has had a satisfactory or higher rating for the previous 18 months. If the vendor is not able to provide copies of monitoring reports, certifications or letters due to private practice, the vendor must expressly state so in its proposal for this area. [emphasis supplied]. To be considered technically acceptable a vendor must have received ratings of satisfactory or higher or have expressly stated in its proposals that it is a private practice and does not have access to monitoring reports, certificates or letters."

Q: Some clients come to treatment under their private insurance or a public funding source, while others are funded by the US Probation Office. Why are all clients not just funded by another party?

Answer

The US Probation Office requires defendants and offenders who have private insurance or who qualify for public assistance to use those funding sources first. When that is not an option, the U.S. Probation Office is required to fund sex offender treatment that has been ordered by the court. If the U.S. Probation Office funds any of this treatment, the vendor must follow the BPA regulations. If the client is in treatment solely under another funding source, the vendor does not need to follow the BPA regulations.

Q: What is Determination of Responsibility (M.6 Clause 3–70)?

Answer

The federal government maintains a database of vendors who are not in good standing and therefore cannot be considered as a vendor for any services. The U.S. Probation Office checks this website for the names of any vendor(s) who submit a proposal to insure that they are acceptable. In addition, the U.S. Probation Office contacts at least three references to insure that a vendor is deemed responsible.

Q: How are units defined?

Answer

The U.S. Probation Office defines units as one half hour of billable service for individual, group or family counseling. If a group lasts 90 minutes, that is the equivalent of three units. The exception to this is the sex offense specific evaluation and report (project code 5012) which is billed as one unit regardless of the time that it takes to complete the assessment and the written report.

Q: In Section L.1, page 2 of 12, Proposal Submission, there is a Note that states: " The offeror is not required to submit solicitation sections C, D, E, F, G, H, and I as part of its proposal". What does this mean?

Answer

The vendor does not need to submit these sections to the U.S. Probation Office as part of their proposal. The vendor should keep these sections on hand in order to insure compliance if they are awarded the BPA. The vendor must submit Sections A, B, K and L.

Q: If I utilize a "dropbox" method for files, is that acceptable?

Answer

As long as the U.S. Probation Office has a way of reviewing the files upon request, and files are maintained in accordance with HIPAA laws and the BPA regulations, this is acceptable.

Q: What is project code 7013?

Answer

Project code 7013 is Individual Specialized Treatment for a pretrial defendant.

United States Probation and Pretrial Services

Northern District of New York

Michael J. Kester, Chief Probation Officer

You are here

FAQs

Contracting/Vendor