Below are the questions frequently asked by vendors during the solicitation period. Please note, not all questions will apply to all vendors.
Where can I find the Request for Proposals (RFPs) that are open for bid?
All available RFPs are posted to the Western District of Washington | United States District Court site under Probation and Pretrial Services/Treatment Services. The RFPs are listed by service types and catchment areas. Specific project codes are listed within each RFP. If you do not find the RFP you are looking for, contact our office via email at contracting@wawp.uscourts.gov.
When bidding for a contract, how many copies of the proposal are required?
Only one copy of the proposal is required.
Is there a location where we can look at past proposals as an example to make sure we are completing correctly?
No, there are no examples to post. Section L of the solicitation document sets forth the instructions on completing a proposal.
What is the expected start date of the new agreement?
The start of the fiscal year is October 1, of the year indicated.
When completing the proposal, are the supplied documentation pages to be completed filling in blanks (such as from page B-2 of 2) or do we create our own document?
You can either fill in the blanks on the document we sent you, or you can create your own. However, if creating your own, be careful to include all required information provided in the RFP or you run the risk of being found technically unacceptable.
This is my first time submitting an RFP. Where do I start?
It is important to start by reading the entire solicitation document.
- Section B indicates the specific project codes for each agreement.
- NOTE: The vendor must be capable of providing or subcontracting all required services.
- Section C is the actual Statement of Work that provides specifics for each of the project codes, as well as other information regarding the deliverable, non-compliance, staff requirements/restrictions, etc.
- Section C also includes any local services which provide further descriptors/requirements to specified project codes indicated by an * in Section B next to the project code. The offeror must be able to comply with the local service requirements.
- Most importantly, Section L provides the offeror instructions for the proposals, and the offeror should pay careful attention to the instructions and requirements for proposal submission. Section M includes the Evaluation Factors for Award.
Are there any page limits for the attachments?
No, there are no limits for your attachments.
I am unable to provide all the project code services listed. Am I disqualified to submit a proposal?
A vendor must be capable of providing all services identified in Section B, including local services identified at the end of Section C, and within the geographic area identified in Section B. However, in accordance with Section I, a vendor can team with another agency to ensure the ability to provide all services requested in the Statement of Work.
NOTE: In Section L, Submission of Prices, “The offeror must provide a response to every requested service item,” and Section L A (3)(c) requires the vendor to insert the letter “S” following the price inserted in Section B for all subcontracted services.
I am interested in providing services under multiple BPAs. Do I need to submit a separate proposal, or can I indicate the BPAs of interest in a cover letter?
The vendor must submit a separate, completed RFP for each BPA in which the vendor is interested. Each RFP references a specific catchment area. If the vendor has a site in more than one catchment area, the vendor must respond and submit a completed RFP packet for each appropriate corresponding BPA number in which that vendor is interested in providing services. Submission of proposals should be specific to the particular BPA.
Since I am uncertain as to whether I will be awarded the agreement, do I need to have operational space at the time I submit the proposal, or can I enter a lease post award?
According to Section M - Evaluation Factors for Award, on-sites will be conducted for those offeror’s whose proposals are determined technically acceptable based on the criteria and meet the lowest price requirement. Therefore, the offeror must have a site within the catchment area at the time of proposal submission.
Some of the catchment areas list multiple counties or multiple zip codes. Is the offeror required to have a site in each listed area?
The offeror is not required to have a site within every county or zip code located within the identified catchment area (e.g. if the catchment area includes counties A, B, and C, and the offeror only has a site in county C, that would meet the requirements; the same is true if the catchment area includes multiple zip codes, the offeror must have a site within one of the zip codes listed in order to meet the requirements). However, the offeror must have a least one site located within the catchment area (see Section L).
Will an IRS Form 1099 now be provided verifying income at the end of an approved year?
The Clerk’s Office will send a 1099-MISC to vendors who are eligible to receive them. The expense must fall in the BOC range 2500-2599 (they provide some kind of contract service) and the Clerk’s Office is required to send them only to those vendors who were paid $600 or more. It also depends on the information provided on the W-9 or AO213 forms. If the vendor indicates on the forms that they are a corporation, then they are claiming to be exempt from a 1099 and the Clerk’s Office would not send one.
Under Project Code 1202 – Transportation Expenses – in cases where public transportation is not available, is it the vendor’s responsibility to arrange the transportation after getting prior approval?
When transportation is authorized by the officer and included on the program plan, it is the vendor’s responsibility to provide the transportation expense. If public transportation is unavailable, or as otherwise authorized on the program plan, this may include taxi, ride share, providing gas cards or reimbursement for mileage (amount specified by the probation officer) to the person under supervision, etc. Through the invoice, the vendor is reimbursed the actual cost for 1202, plus a 5% administrative fee under 1201.
These agreements are for one base year with four option years. What is the protocol for a contractor to opt out of the agreement prior to the completion of the contract? For example, a contractor no longer has space or personnel to provide the contracted services.
To execute an option year, a bilateral modification would be signed and agreed to by both the vendor and the contracting officer 60 days prior to the commencement of an option year. Through discussion with the contracting officer, the vendor could opt out during the year; however, any foreseen concerns with space or personnel should be immediately discussed with the contracting officer during the agreement.
How many clients on average per year will need treatment?
An average number of clients referred is not listed, as the type and frequency of services by any given person under supervision will vary and be individualized to that person. Estimated Monthly Quantities (EMQs), listed in Section B of the BPA, represent the estimated total monthly quantities by unit to be ordered per project code based on the unit specified (e.g. 30 minute/unit; per report, etc.). However, EMQs are estimates only and do not bind the government to meet these estimates. Individual counseling (2010, 6010, 6015, 6012, 7013) or family counseling (2030, 6030, 6032) sessions are typically 60 minutes (2 units). Group counseling (2020, 6022, 7023) sessions are typically 90 minutes (3 units).
Can you tell me what the bid acceptance rate was per unit price from the last contract?
No, the unit prices for the previous contract will not be posted. The vendor is responsible for determining a competitive unit rate in accordance with fair market pricing. The vendor should consult the Statement of Work to understand the work requirements when determining the amount to charge for project codes.
How will applicants be notified about the results of the BPA application?
All offerors submitting a proposal will receive a letter. Letters will be sent via e-mail to the person listed in Section A as authorized to sign. Letters will advise:
- whether their proposal was technically acceptable/lowest bidder and thus awarded the agreement,
- whether their proposal was technically acceptable but not lowest bidder and thus not awarded the agreement,
- whether their proposal was not technically acceptable.
Is there a particular location where they usually receive services? How many clients need services?
The vendor is responsible for having a site within the identified catchment area (see Section B) that is available for site inspection prior to an award being made. Please refer to Section L for evaluation criteria. Section B does not specify the number of clients; however, it identifies the Estimated Monthly Quantities of services that will be needed.
Do all counselors performing substance use disorder (SUD) treatment have to have a BA or master’s level degree to perform services.
No, counselors must be state certified and must be overseen by a primary clinician with a master’s degree or a BA degree and at least two years of SUD treatment experience. Paraprofessionals and interns must also be supervised by a clinician with the same degrees and experience.
What are the monitoring reports and what if we do not have any?
The monitoring reports would be reports we generated for you, if you previously held a BPA contract with us. If you do not have any, just indicate that.
Do we have to use your forms for our staff qualifications, or can we use our own?
You can use your own form if it contains all the required information.
Who do you want us to use as references and can we use US Probation and Pretrial Services as a reference?
With respect to references, you cannot use us. You can use any other company or local CSO for whom you provide services. We are not looking for individual clients you have served.
6010 individual counseling: The unit price is based on a 30-minute session, not on the estimated monthly quantity, correct? In other words, I am to list the price for a 30-minute session and not times the quantity listed.
That is correct. You are to provide the price for a 30-minute session. Do not multiply it by the estimated quantity.
Regarding the background statement in Section D Copies of compliance with all federal, state and local fire safety and health codes. Vendor has had multiple site inspections but does not have specific copies of compliance. How should they address this section?
Provide copies of any certificates or any documentation that the vendor has passed any inspections within the last year; particularly the fire safety inspections and for vendors dealing with food service, any health inspections.
RFP Attachment D References: My agency/private practice is relatively new and private so can't provide the required info, can I use people who worked for me who can attest to my abilities or how do handle this section?
You may list as your references, people and/or agencies you worked for, however, do not list individual clients.
Can defendants/persons under supervision attend the same treatment groups with established clients, or do they require their own group?
Federal clients can attend groups with other established clients. They do not require their own separate groups. Federal client files, however, must be kept separately from all other client files.
Can assessing agency also provide treatment or must they refer if they are the assessor?
In all cases we have included a project code for the assessment and project codes for individual and group treatment. In other words, the same agency can do the assessment as well as the recommended treatment.
Will the mental health treatment provider be expected to have the capacity to provide specialized (State certified) treatment of paraphilias (sexual deviancy disorders)?
No. We specifically contract for sex offender treatment services.
In doing the form Program Discharge Summary Profile does the word “program” mean the probation clients only, such in questions 2, 3, etc. or does it mean all our client base. If we did the evaluation and then the treatment are they to be counted as only one client, or would they count as two clients?
The Program Discharge Summary Profile is for past and current Probation clients only. Evaluation and treatment with the same client would count as one client.
L-9 Attachment A is the Certification of Compliance Statement. I have questions on how to fill it out. For subcontractors, what name goes in each of the two blanks on this form? And who signs the form? Does the subcontracting person or agency put their name in both blanks and the authorized person to sign for the subcontracting entity sign it? Or is the name of the offeror supposed to go in one of the blanks and then the offeror signs the form?
You will want to photocopy Attachment A, fill it out with your name in both spaces, and sign one copy. Do the same with each subcontractor, putting their names in both spaces and you sign certifying on behalf of your sub-contractor.
Questions about Drug Testing/Urinalysis
Does the vendor have to maintain a call-in phone system for the urine collection?
The U.S. Probation and Pretrial Services Office maintains a phone number and texting system for the urine collection schedule. It is the responsibility of the person under supervision to call the phone line each day to ascertain whether they are required to report to the vendor to submit a urine specimen. If the person under supervision has a valid cell phone number, they will also receive text notification at 7 PM on the day prior to the scheduled urine collection.
Will the vendor know in advance on what days urine collection will occur?
The U.S. Probation and Pretrial Services Office will consult with the vendor each month in the scheduling of agreeable dates for urinalysis collection. The vendor must have days available in accordance with the local need specified in the Statement of Work. The ultimate discretion for the testing days remains with the U.S. Probation Office. The vendor shall provide the collection dates to the designated U.S. Probation Officer fifteen (15) days before the start of each month.
I understand you will supply all the collection materials for UAs. Will you also be paying the lab processing fees?
Yes, we will supply all the collection materials for UAs, and we will set up and pay for UPS to ship the samples to our lab at the courthouse in Seattle for the processing.
What is a sweat patch (project code 1012)?
A patch worn on the skin used to detect the presence of drugs excreted through the body. The patch may detect drug use up to two days prior to application and is generally worn for seven to ten days. There is a site (www.pharmchek.com) the vendor can access for sweat patch training and completion of the certification test. Only those with the certification are approved to apply the sweat patch.
What is the Department of Labor Wage determination?
The Department of Labor Wage determination only applies to those BPAs that include project code 1010 or 1012 in Section B. Additional information regarding the wage determination can be found under the Service Contract Act of 1965, as amended June 2012.
What is involved with urinalysis collection (project code 1010)?
The vendor must have male and female staff available for direct observation on the date and specific hours of each scheduled urine collection. The vendor can only perform same gender observed collection. Unobserved collection should occur only in rare circumstances, and the designated U.S. Probation and Pretrial Services Office contact should be notified in those instances.
Only those collectors trained by the U.S. Probation and Pretrial Services Office are permitted to collect specimens under the agreement.
A day prior to each collection day, the U.S. Probation and Pretrial Services Office will e-mail the vendor a pdf document containing the Chain of Custody forms for each defendant/person under supervision required to submit a urine specimen on that date, as well as a listing of those scheduled for testing. The vendor is responsible for printing the Chain of Custody forms on the special COC paper provided by the U.S. Probation and Pretrial Services Office and following the training procedures for the proper completion of the Chain of Custody form and observed urine collection.
The U.S. Probation and Pretrial Services Office will provide the vendor with the necessary urinalysis collection materials (i.e. blank Chain of Custody forms, vials, specimen bags, mailing boxes, and mailing labels which include the cost of shipping); however, the vendor is responsible for printer ink, gloves, cleaning agents, etc.
Once the vendor collects the urine specimens, the vendor shall mail via U.S. Postal Service (postage paid by U.S. Probation and Pretrial Services Office via special mailing labels) the specimens to the U.S. Probation and Pretrial Services Office in Seattle, Washington where the in-house laboratory will test the specimens.
Please see Statement of Work for additional requirements for urinalysis collection.