FAQs - Vendor

Vendor

Q: Do we have to use your forms for our staff qualifications or can we use our own?

Answer

You can use your own form as long as it contains all of the required information.

Q: Can I use my own form for monthly reporting?

Answer

No. The Monthly Treatment Report (Probation Form 46) is required for monthly reporting. This form is used in conjunction with the monthly invoice and daily treatment logs for billing purposes and accounting of services rendered.

Q: Can I start performing services before I received a referral from the

Answer

No. The Probation Form 45 is your authorization to commence services. Any services performed prior to receipt of a Probation Form 45 may not be reimbursed.

Q: If I do not have the staff capacity to provide requested services, can I utilize a subcontractor?

Answer

Yes. Services that the vendor proposes to refer to other service providers shall be considered subcontracting. The vendor (prime contractor) may subcontract the provision of treatment services to other service providers (subcontractors). 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. The prime contractor shall not refer defendants/offenders to any other vendor that has not been approved by the Contracting Officer in writing. The government reserves the right to revoke approval of any subcontractor at any time that does not meet the requirements of the contract/agreement. The prime contractor is responsible to the judiciary for overall performance of the services required under the contract/agreement - including any services subcontracted and shall ensure the subcontractor is complying with the requirements of the contract/agreement, including staff qualifications, licensure requirements, reporting, etc.

Q: Can I bill the court for treatment staffings?

Answer

No. The price of case staffing conferences and consultations should be included in the proposed cost of service (Section B). Case staffing requirements under the contract/agreement include (1) participation in a 3-way meeting with the USPO/USPSO, defendant/offender and vendor for an initial case staffing; (2) meeting with the USPO/USPSO face-to-face or via a telephone conference at least every 30 days to discuss the defendant's/offender's progress in treatment; and (3) consultation and meetings as requested by the USPO / USPSO based on individual client circumstances/needs.

Q: Am I required to notify the court if a client does not show up for session?

Answer

Yes. Practitioners must notify the USPO immediately but no later than 24 hours if the defendant/offender fails to report for treatment, demonstrates conduct that is a violation of a condition of supervision, or there is a third-party risk issue identified. Factors which increase general risk of violence shall be communicated to the USPO/USPSO assigned to the case. If the assigned USPO/USPSO is not available, practitioners shall notify a supervisor or duty officer.

Q: Am I allowed to bill for "no shows"?

Answer

No. Vendors may include a "no show" factor in the unit price charged for services outlined in Section G, but shall not include a charge for "no show" as a separate item.

Q: When do I have to submit invoicing for payment?

Answer

Invoices must be submitted monthly to arrive no later than the 10th of the month, for services provided during the preceding month.

Q: What if I have changes in personnel providing services under the contract/agreement, am I required to notify the court?

Answer

Yes. The vendor shall notify the Contracting Officer in writing of any staff changes and provide documentation of any required licensing, certification, experience, and education requirements or changes thereof. The vendor shall submit an Offeror's Staff Qualifications form (Section L - Attachment C) for each new staff member added under the agreement.

Q: The presentence report is part of the referral packet, am I allowed to disclose this document with a signed release of information from the client?

Answer

No. The presentence report may be provided to a vendor to assist with the assessment of treatment needs; however is prohibited from re-disclosure without the consent of the sentencing judge.

Q: Would an all telehealth proposal for mental health and/or substance use services be considered?

Answer

Unfortunately, telehealth is only allowed on a case-by-case basis. I would refer you section 5. General Requirements, Section d. Telehealth of the solicitation for more detailed information and explanation to include, “NOTE: The use of telehealth is for the benefit of the Judiciary and not the convenience of the vendor. The use of telehealth is not in lieu of the vendor’s ability to provide services in-person when appropriate. This requirement is not in lieu of the provisions which require the vendor (and any proposed subcontractor) to maintain an acceptable facility located within the defined catchment area.”

United States Probation and Pretrial Services

District of Alaska

You are here

FAQs - Vendor

Vendor