Q: If I have questions not answered here, what should I do?
A: Please review the entire list of questions and responses below. Any further questions should be submitted to the Contracting Team via email at akptreatment@akp.uscourts.gov. All questions and responses will be added to this page for everyone to view.
Q: How can I be notified of upcoming solicitations?
A: To be placed on a mailing list for direct notification of upcoming solicitations, interested vendors must complete and submit an interested vendor registration form. Please be advised that Interested Vendor Registration is not a formal application process for agreements. Thank you for your interest in working with U.S. Probation and Pretrial Services and serving clients in the District of Alaska.
Q. Is a Prob 46 required for polygraph examinations or is this only required for therapeutic services?
A. No, this form is not required for polygraph testing or urine/breathalyzer testing.
Q. Will pretrial clients participate in polygraph testing?
A. Yes, if ordered by the court. The polygraph may be used on pretrial defendants in a very limited scope to assess compliance with the conditions of release.
Q. 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?
A. 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.
Q. In reference to Item M2.1, “Factor 1 – Technical,” must a prospective offeror prepare a narrative response proposing how its proposal to deliver services would satisfy the Statement of Work (Section C) for each Project Code?
A. Section M, “Evaluation Factors for Award,” provides prospective offerors with information about the criteria by which proposals will be evaluated. It does not impose any additional requirements on offerors beyond those already defined in Section L, “Instructions, Conditions, and Notice to Offerors.” Section L provides instructions for the preparation of proposals and the necessary content for a technically-complete proposal. More specifically, Section L.7.1, “Signature Page,” notes that the offeror’s signature and date in Blocks 17 and 18 of Section A, SF33, show that “the Offeror has read, understands, and agrees to comply with all the conditions and instructions provided in the solicitation document, including all requirements, specifications, and provisions.” Further, Section L.7.4, “Technical Proposal,” states that “The Technical Proposal should consist of the information requested above in Section C.” Section L is silent on the form in which this information is presented.
Q. Is there a page limit to the technical proposal identified in Item L.7.4, “Technical Proposal?”
A. Section L, “Instructions, Conditions, and Notice to Offerors,” provides instructions for the preparation of proposals and defines the requirements for technically-complete proposals. Section L does not prescribe a page limit for the technical proposal.
Q. Does Item L.7.4, “Technical Proposal,” require offerors to provide a budget narrative as a component of a complete technical proposal?
A. Item L.7.4, Technical Proposal” states that, “The technical Proposal should consist of the information requested above in Section C.” Section C does not require the submission of a budget narrative.
Q. What would be the status of the majority of participants in Emergency / Transitional Housing (Pretrial, Post Conviction, etc?)
A. Approximately 90% of placement's are Post Conviction clients; however this is dynamic and may change based on population needs.
Q: In regard to the participants that would be referred for Emergency / Transitional Housing; would those individuals be precluded from using cell phones?
A: There are 2 Request For Proposals for emergency / transitional housing - one for general population and one for sex offender populations. Conditions restricting access to electronic devices (i.e phones, computers, etc.) are specific to the individual and therefore it could occur that a client is restricted from having access to or using a cell phone. In generalwhen a client has a restriction from accessing or possessing an electronic device, they may still be permitted to live in an environment or with other individuals who may have access to electronic devices. Vendors are encouraged to outline in the program description submitted with the proposal what rules /
requirements / restrictions they have and how they plan to manage diverse populations who may have conditions restricting access to certain items.
Q: Would participants in Emergency / Transitional Housing be under any restrictions from movement; i.e. would they be able to come and go as they desire?
A: In general,there are no restrictions. The purpose for emergency / transitional housing is to help clients reintegrate to the community - therefore, we anticipate clients will be engaged in job search activities, outpatient counseling services, prosocial activities, etc. Vendors are encouraged to outline in the program description submitted with the proposal what rules / requirements / restrictions they have pertaining to curfew, visitors. It is possible a client may be required to participate in location monitoring (ankle bracelet) and be under the restriction of a curfew, or be required to remain at the residence unless approved to leave by the probation officer.
Q: Would participants in Emergency / Transitional Housing be allowed to have a personal vehicle?
A: In general, there are no restrictions from individuals having a personal vehicle.
Q: I am interested in submitting a proposal. The RFP states that proposals must be submitted to your agency in hardcopy. May I submit my proposal electronically?
A: No. Proposals must be submitted in compliance with the terms and instructions provided in the respective RFP.
Q: Is the deadline for submitting proposals flexible?
A: No. Only those proposals received by the solicitation's specified deadline are considered timely and eligible for evaluation and award.
Q: Would the U.S. Probation Contracting Team be willing to extend the deadline for the submission of proposals on an open RFP?
A: 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.
Q: How is my proposal evaluated?
A: Proposals are evaluated on the following criteria: Technically Acceptability Evaluation, Price Evaluation, On-Site Evaluation, Responsibility Determination.
Q: Page four asks for proposals to include an original and one copy but section A (box 6) references an original and two copies for submission. How many copies should be submitted with the original proposal?
A: As long as a proposal meets the lesser requirement of an original and one copy, it will be deemed acceptable pursuant to that requirement.
Q: Do I need to apply for all areas within the Request for Proposal (RFP)?
A: 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. In order 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.
Q: May a vendor submit a proposal that offers to perform some, but not all, services identified in a given Request for Proposal (RFP)?
A: No. In order 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.
Q: Can vendors request / require a minimum level of utilization in order to provide services?
A: No. In order 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.
Q: 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?
A: 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.
Q: What are the training requirements for staff who provide services under Service Code 2022, “Manualized Cognitive Behavioral Group?
A: 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.
Q: Do I need to list a unit price next to each project code?
A: Yes, in order 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.
Q: Are unit prices inclusive of staffing?
A: Yes. Unit prices are inclusive of staffings with U.S. Probation and Pretrial Services Officer 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.
Q: What is a catchment area and am I required to have a physical facility in that area?
A: 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 in order to propose services.
Q: What is the distance between the cities listed within the Request for Proposal?
A: 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.
Q: Can you disclose the number of defendants / potential clients located within the service catchment area?
A: 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.
Q. Is it possible to provide services under the contract while also billing for those services through third-party avenues such as Medicaid and IHS?
A. 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.
Q. Can subcontractors be added after the contract is awarded?
A. 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.
Q. 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?
A. 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.
Q. Is travel reimbursement offered for any locations? There is mention of a Travel Log and "Common Carrier" mentioned in the RFP.
A. 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.
Q: 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?
A: 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.
Q: 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?
A: No. Proposals must be submitted in compliance with the terms and instructions provided in the respective RFP.
Q: What agencies issue certifications of compliance with all federal, state, and local fire, safety and health codes?
A: 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.
Q: 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?
A: 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.
Q. Will polygraph examinations be conducted at the U.S. Probation Office in Anchorage and throughout the State?
A. Testing services may be authorized to occur at the U.S. Probation Office; however this does not eliminate the requirement to maintain a physical facility for services.
Q. 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?
A. 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.
Q. The local need for urine collection/testing indicates the vendor shall use a clinical refractometer to test all urine specimens. Does the clinical refractometer have any other specifications, or is any handheld model acceptable?
A. There is no specific model requirement for the refractometer.
Q: 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?
A: 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.
Q. How many clients are estimated to require transitional housing services each month under this solicitation [097--2023-SCGP]?
A. U.S. Probation cannot guarantee any specific number of referrals for service under any agreement that arises out of this solicitation. Estimated Monthly Quantities (EMQ’s) are provided solely for the benefit of potential offerors in assessing their capability to provide services and their interest in presenting a proposal. Nevertheless, based on historical averages, we estimate that approximately 15 clients per month would require transitional housing services under Project Code 3101.
Q. May a successful offeror seek reimbursement for bus passes, ID fees, food, hygiene items, clothing, and other transitional items provided to federally-referred clients under Project Code 1302 (Emergency Financial Assistance)?
A. Project Code 1302, Emergency Financial Assistance, enables U.S. Probation to pre-authorize vendors to purchase specific, identified goods and services on behalf of a client and to subsequently seek reimbursement for those purchases from U.S. Probation at actual cost. If applicable, goods and services eligible for reimbursement under Project Code 1302 will be clearly identified on a client’s individual Authorization for Services (Probation Form 45), along with a clear statement of the maximum sum (“not-to-exceed” or “NTE” value) for which reimbursement will be provided. Goods and services provided to clients by the vendor without specific, advance approval on the client’s Authorization for Services under Project Code 1302, or provided in excess of the “not-to-exceed” value of services authorized, are not eligible for reimbursement under Project Code 1302.
Q. The Scope of Work for Project Code 3101, “Emergency and Transitional Housing,” states at Section C2.1.a that “Housing should not exceed 90 days, unless an extension is determined appropriate and approved by the Unit Executive.” Does this mean that a successful offeror would be ineligible for reimbursement for any authorized service provided under this project code in excess of 90 days?
A. The Scope of Work for Project Code 1301 is intended to provide prospective offerors and incumbent vendors with a general description of the service sought, as well as specific requirements for the delivery of that service. Specifically, Section C2.1.a serves to advise that housing services provided under Project Code 3101 are intended to be temporary in nature, and are not anticipated to routinely exceed 90-days per placement. Nevertheless, successful offerors remain eligible for reimbursement for any and all authorized services rendered pursuant to Project Code 1301.
Q. In reference to Item L.7.2, “Price Proposal,” must prospective offerors install an “operational audio video system” for use by the Court, and would the expense of this installation be separately reimbursable outside the offered price for services rendered under each Project Code?
A. Offerors wishing to provide services under RFP 097--2023-SCGP are not required to install or maintain an “operational audio video system.” The reference in Section L.7.2 to such a system is simply intended to provide notice to prospective offerors that if such a system was required, its installation and maintenance would not be separately reimbursable outside the offered price for services rendered under each Project Code.