Pre-Solicitation Notice: Residential Reentry Services and Home Confinement Services within the city limits of Cleveland, Ohio. Home Confinement Radius Within 100 miles of the RRC Facility.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the requirements for managing and operating a Residential Reentry Center (RRC) that provides comprehensive community-based services for individuals in the custody of the Bureau of Prisons (BOP) or under the supervision of the U.S. Probation and Pretrial Services.

• Management and operation of an RRC for federal residents.

• Ensuring the RRC operates in a manner consistent with the BOP's mission to protect society by confining individuals in safe, humane, cost-efficient, and secure facilities, providing opportunities for self-improvement and reintegration into society.

• Contractor is responsible for all personnel, management, equipment, supplies, and services necessary for contract performance, including all associated costs unless otherwise stated.

• Compliance with all applicable federal, state, and local laws, regulations, Executive Orders, case law, and court orders. The most stringent standard applies in case of conflict.

• Development and maintenance of a current contingency plan for service continuity during unforeseen circumstances (e.g., employee actions, natural disasters, pandemics).

• Subcontracting not to exceed 30% of contract requirements.

• Compliance with Freedom of Information Act, Privacy Act, and BOP policies regarding information release.

• Maintenance of documentation for all requirements, including legal standing, tax-exempt status, insurance, zoning, and permits.

• Conduct of monthly staff meetings to foster communication and ensure compliance.

• Provision of functional equipment, including computers with internet capabilities and secure software for resident information.

• Translation of facility documents into foreign languages as needed.

• Development and maintenance of positive community relations and partnerships.

• Operation according to an annual written budget and established accounting practices.

Not specified in this excerpt, but implies an RRC facility.

• Staffing requirements include trained, paid staff for 24-hour coverage, with specific qualifications for RRC Director, Employment Placement Specialist, and Case Manager.
• Key personnel must be identified and approved.
• Staff/resident ratios must be maintained.
• Personnel files must be complete, current, and secured.
• Comprehensive staff training programs are required, including orientation, annual refresher training, and BOP-sponsored training.
• Background investigations for all contract employees are mandatory.
• Contractor's Employee Standards of Conduct must be developed and enforced, covering ethical behavior, prohibited actions (e.g., drug use, partiality towards residents, sexual behavior), and reporting procedures.
• Sexual abuse prevention policies and procedures must be implemented, including PREA compliance.
• Drug-free workplace policies must be followed.
• Use of volunteers is encouraged, with background checks required.
• Facility must comply with all local, state, and national health, safety, and environmental laws, regulations, and building codes.
• Specific requirements for air circulation, lighting, space per occupant, and furnishings.
• Provision of laundry facilities, computer access, and appropriate room temperatures.
• Compliance with fire safety codes, including fire alarm systems and fire extinguishers.
• Maintenance of emergency plans, including evacuation routes and drills.
• Implementation of a sanitation and housekeeping plan.
• Establishment of a recycling program.
• Compliance with electrical safety standards, including GFCI outlets and proper wiring.
• Development and implementation of a hazardous communications/chemical control plan, including universal precautions and SDS.
• Provision of pest control and waste management services.
• Establishment of written policies and procedures for resident referral and intake processing.
• Admission procedures include private interviews, medical/mental health screening, and confirmation of medication.
• Notification of all inmate movements (admissions, transfers, releases) to the RRM.
• Procedures for handling escape or abscond status.
• Implementation of a resident discipline system, including rules, sanctions, and incident reporting.
• Procedures for investigations and formal hearings.
• Provision of medical services, including emergency care, telehealth access, and medication control.
• Procedures for requesting approval for medical treatment and reimbursement.
• Requirements for drug and alcohol surveillance programs, including testing and lab specifications.
• Procedures for searches and contraband control.
• Reporting of all unusual or serious incidents to the RRM.
• Procedures for handling serious illness, injury, or death.
• Specific procedures for USPO cases, including driving, discipline, intake, medical services, marriage, unauthorized absences, release, and death.
• Participation in research studies and data collection as directed by the BOP.
• Compliance with BOP inspections, including preoccupancy, full, interim, and remote monitoring.
• Procedures for deductions and reimbursements.
• Maintenance of resident files, contract records, and documentation.
• Submission of monthly bills and quarterly reports.
• Confidentiality of resident information and BOP documents.
• Procedures for release planning, including verification of identity, release papers, and notification to USPO.
• Provision of release clothing, funds, and transportation as needed.
• Procedures for property management in case of death, escape, or transfer.
• Verification of all release documents.
• Procedures for handling escapes, including staff action and fiscal impact.
• Procedures for handling serious illness, injury, or death.
• Specific requirements for USPO cases, including driving, discipline, intake, medical services, marriage, unauthorized absences, release, and death.
• Participation in research studies and data collection as directed by the BOP.
• Compliance with BOP inspections, including preoccupancy, full, interim, and remote monitoring.
• Procedures for deductions and reimbursements.
• Maintenance of resident files, contract records, and documentation.
• Submission of monthly bills and quarterly reports.
• Confidentiality of resident information and BOP documents.
• Procedures for release planning, and execution of release certificates.
• Provision of release clothing, funds, and transportation.
• Property management in case of death, escape, or transfer.
• Verification of release documents.
• Procedures for handling escapes.
• Procedures for handling serious illness, injury, or death.
• Specific requirements for USPO cases.
• Participation in research and evaluation.
• Compliance with BOP inspections.
• Procedures for deductions and reimbursements.
• Maintenance of records and reports.
• Billing and quarterly reporting requirements.
• Confidentiality of information.
• Release procedures.
• Escape procedures.
• Serious illness, injury, or death procedures.
• USPO cases procedures.
• Research and evaluation.
• BOP inspections.
• Deductions and reimbursements.

Not specified in this excerpt.

• Contractor must maintain a written operations manual available to all staff.
• Contractor must report any deviation from the SOW to the RRM.
• Disagreements regarding contract performance should be addressed with the Contracting Officer's Representative (COR).
• Contractor must develop a written mission statement, long-range goals, and objectives.
• Encouragement to acquire American Correctional Association (ACA) certification.
• Development and maintenance of a current contingency plan.
• Contractor must provide at least 70% of contract requirements using direct employees.
• Compliance with Freedom of Information Act, Privacy Act, and BOP policies on information release.
• Posting and display of government contact information.
• Notification to RRM of any requests from Congress or news media.
• Documentation of all requirements being met.
• Conduct of monthly staff meetings.
• Provision of functional equipment, including computers and internet access.
• Utilization of bureau electronic applications (R3M).
• Ensuring industry standards are met for electronic case management software security.
• Translation of documents into foreign languages as required.
• Development and maintenance of positive community relations.
• Operation according to an annual written budget and established accounting practices.
• Staff coverage must provide 24-hour supervision.
• Specific position requirements for RRC Director, Employment Placement Specialist, and Case Manager.
• Staffing patterns and key personnel requirements based on contract size.
• RRM approval required for key personnel.
• Maintenance of personnel records and a written personnel manual.
• Employee evaluation, affirmative employment, and training programs.
• Background information and investigations for contract employees.
• Contractor's Employee Standards of Conduct must be developed and enforced.
• Prohibition of employees from engaging in sexual behavior with residents.
• Prohibition of employees from offering or accepting gifts from residents.
• Prohibition of employees from showing favoritism or using abusive language.
• Prohibition of employees from having outside contact with residents.
• Prohibition of employees from engaging in criminal conduct.
• Reporting of felony or misdemeanor charges.
• Prohibition of brutality or inappropriate force.
• Prohibition of inappropriate supervisor/subordinate relationships.
• Prohibition of possessing lethal weapons or chemical agents.
• Prohibition of employees violating the contractor's Employee Standards of Conduct.
• Investigation of misconduct allegations requires COR approval.
• Reporting of allegations, violations, or attempted violations to the COR.
• Development of a plan of corrective action for sustained allegations.
• Prohibition of employing individuals under supervision of parole, probation, or correctional authority.
• Policy to prevent conflicts of interest.
• Operation of a facility providing the highest degree of safety.
• Specific definition of when contractor's employees may use force against residents.
• Prohibition of excessive force.
• Immediate reporting of any instance of the use of force.
• Responsibility for providing a working environment free from sexual harassment and intimidation.
• Compliance with PREA standards for elimination of sexual assaults and misconduct.
• Implementation of a drug-free workplace program.
• Encouragement of volunteer use, with background checks.
• Submission of staff and volunteer rosters.
• Compliance with all applicable laws, regulations, and codes related to facility operations.
• Maintenance of copies of environmental permits and registrations.
• Submission of accurate floor plans.
• Facility location must not present a conflict of interest.
• Prohibition of alcohol use or possession in the contract facility.
• Maintenance of permits from local or state enforcement bodies.
• Efforts to locate the facility within one mile of public transportation.
• Provision of transportation or vouchers for residents seeking employment.
• Provision of maps of local public transportation options.
• Staff vehicles used only in unusual circumstances with Director approval.
• Compliance with air circulation, lighting, and space requirements.
• Provision of adequate space and furnishings for privacy and supervision.
• Provision of a dining room accommodating the majority of residents.
• Compliance with Architectural Barriers Act (ABA) and Uniform Federal Accessibility Standards (UFAS).
• Provision of lavatory and laundry facilities.
• Maintenance of facility temperature appropriate for the season.
• Operation of living quarters geared toward reentry and independent living.
• Prohibition of smoking inside the facility, with designated smoking areas outside.
• Maintenance of drinking fountains in accordance with ABA and Clean Water Act.
• Provision of telephone service accessible on the facility's premises.
• Compliance with specific fire and safety standards.
• Maintenance of acceptable level of fire and life safety.
• Provision of documentation from an independent certified third party for NFPA Life Safety inspection.
• Compliance with California State Technical Information Bulletins.
• Protection throughout by an approved automatic sprinkler system.
• Maintenance of current building inspections.
• Maintenance of current written emergency plans and training for staff.
• Ensuring emergency contact telephone numbers and addresses are up-to-date.
• Development of step-by-step procedures for emergency situations.
• Posting of diagramed evacuation routes.
• Review of emergency and evacuation procedures with new residents.
• Conduct of evacuation drills.
• Equipping buildings with automatic fire detection and alarm systems.
• Training and knowledge of fire alarm system operation for facility staff.
• Provision of adequate portable fire extinguishers.
• Minimizing combustible and flammable fuel load sources.
• Meeting flammability standards for mattresses, pads, and pillows.
• Maintenance of interior furnishings to meet NFPA standards and BOP policy.
• Installation of NFPA approved emergency lighting where required.
• Maintenance of a log documenting testing of emergency lights.
• Establishment of a written sanitation and housekeeping plan.
• Assignment of specific duties and responsibilities for sanitation and housekeeping.
• Documentation of weekly sanitation and safety inspections.
• Use of noncombustible or flame-resistant waste containers.
• Regular exchange and cleaning of furnace and ventilation filters.
• Equitable assignment of general housekeeping chores to residents.
• Increased sanitation measures during flu outbreaks and pandemics.
• Prohibition of residents performing work for the contractor, except as part of the sanitation plan.
• Establishment of an appropriate recycling program.
• Development and provision of an employment assistance program.
• Emphasis on assisting residents in finding viable employment.
• Provision of transportation or vouchers for residents seeking employment.
• Designation of an Employment Placement Specialist (EPS).
• Provision of job placement resources and employment information assistance.
• Training in portfolio development, resume writing, proper dress, and interview techniques.
• Provision of individual and group counseling, case management, and post-release follow-up.
• Organization of employment job fairs.
• Maximizing job retention by matching resident skills to job placements.
• Bi-weekly status reports on employment efforts.
• Approval of self-employment or employment by a resident's family member.
• Written approval for resident employment, including verification of employer awareness of resident's legal status.
• On-site visits to verify employment.
• Monthly checks with employment supervisors.
• Documentation of all contacts concerning resident's employment.
• Reporting of any deviation from requirements to the RRM.
• Modifications of requirements for USPO cases require approval.
• Prohibition of using work restriction as a disciplinary sanction.
• Establishment of a program for resident's financial responsibility, including budget and financial plan development.
• Monitoring of financial plans to ensure satisfactory progress.
• Consequences for refusal to participate or comply with financial plans.
• Inclusion of specific obligations in financial plans (assessments, fines, restitution, court costs, etc.).
• Development of relationships with courts and US Attorneys' offices.
• Prohibition of loans to residents.
• Inclusion of efforts in IPP and progress reports for locating suitable housing, employment, identification, healthcare, and other reentry needs.
• Routine review of resident pay stubs for accountability.
• Verification of proposed address and forwarding written comments to USPO for approval for residents under USPO supervision.
• Encouragement of driving privileges for responsible residents.
• Documentation of all relevant information on BOP form Authorization to Operate a Motor Vehicle.
• Resident must provide proof of valid insurance, driver's license, vehicle licensing, registration, and current driving record.
• Maintenance of copies of these documents in resident's file.
• Inclusion of driver's license number, expiration date, and vehicle description in resident's file.
• Determination of which residents will participate in drug use, mental health, and sex offender treatment by SCTC.
• Provision of treatment by CTS contract providers.
• Notification of resident participation in CTS via CTS Authorization.
• Ensuring resident contacts CTS treatment provider within three days of arrival.
• Resident seen for initial appointment within ten days of arrival or CTS Authorization receipt.
• Communication between RRC staff and treatment providers.
• Provision of transportation to all required CTS appointments.
• Conferring with USPO and RRM on policy and procedures for special supervision conditions.
• Referral of BOP resident's request for marriage to the RRM.
• Recommendation of home confinement as indicated by the IPP.
• Transition to home confinement upon statutory eligibility date.
• Review of residents for home confinement at IPP and subsequent meetings.
• Provision of clear instructions regarding home confinement requirements.
• Encouragement of residents to share information with family.
• Invitation of parties living at the residence to attend orientation prior to transfer.
• Submission of home confinement referral to RRM.
• Notification to RRM of any change in resident status or home confinement plan.
• Monthly summary of offenders eligible for Home Confinement.
• Verification of proposed home confinement location.
• Consultation with supervising USPO regarding residence suitability.
• Submission of Conditions of Home Detention form and Home Confinement Review Fact Sheet.
• Resident agreement to conditions and approval from RRM before placement on home confinement.
• Monitoring of home confinement conditions via electronic monitoring, telephone, and in-person contacts.
• Utilization of electronic monitoring equipment.
• Alternative means of monitoring may be allowed if electronic means are infeasible.
• RRC staff visits to resident's home and place of employment at least monthly.
• Ensuring resident returns to RRC a minimum of once a week for routine progress reviews.
• Drug and alcohol testing for residents on home confinement.
• Home confinement conditions include no provision of meals, clothing, incidentals, laundry, transportation, or subsistence items.
• Maintenance of documentation of all staff contacts with residents on home confinement.
• Monthly review of telephone bills to ensure no services circumvent accountability program.
• Notification to RRM of any misconduct or failure to comply with home confinement conditions.
• No requirement to reserve a bed at the center for a resident on home confinement.
• Submission of HCED forms monthly.
• Provision of written policy and procedures on resident accountability and security.
• Comprehensive resident accountability program ensuring residents are accounted for.
• Security plan providing a safe and secure environment.
• Control of contraband introduction.
• Ensuring facility safety, security, and good order.
• Prevention of escapes.
• Maintenance of sanitary standards.
• Elimination of fire and safety hazards.
• Ability to locate and verify whereabouts of residents at all times.
• Written procedures for staff guiding accountability monitoring.
• Contacting residents telephonically or in-person at random times.
• Monitoring frequency commensurate with accountability needs.
• Modification of contact frequency by RRM.
• Development of procedures for possession and routine use of cell phones by residents.
• Allowing residents to retain and utilize cell phone devices at all times, absent court order.
• Provisions for phones to be placed on silent/vibration mode if disruptive.
• Development of a cell phone agreement.
• Monitoring resident movement in and out of the facility.
• Utilization of electronic accountability tools by proficient staff.
• Provision of remote access to RRM staff upon request.
• Authorization for residents to leave the facility for approved program activity.
• Documentation of resident movement including name, register number, type of resident, method of transportation, work contact information, pass site contact information, time out, destination, purpose, authorized return time, time-in, and staff certification.
• Provision of a chronological record of resident movement.
• Identification and documentation of all individuals entering or exiting the facility.
• Maintenance, monitoring, and control of the sign-in/sign-out system.
• Documentation of visitor information including name, organization, purpose, and time in/out.
• Continuation of resident accountability during emergency evacuations.
• Following requirements for passes or furloughs for overnight release or distances over 100 miles.
• Balancing approved program objectives with resident's requirement to return to the facility.
• Resident should not routinely sign out for more than 12 consecutive hours daily without returning to the facility.
• Special arrangements for residents whose place of employment is over 100 miles from the facility or travel time compromises curfew.
• Residents must be in the center from 9:00 p.m. to 6:00 a.m., unless exceptions are made.
• Authorized absences are an integral part of the facility's program.
• Contractor approves program activities supporting reentry.
• Contractor responsible for accountability of resident during authorized absences.
• Written procedures for accountability of residents during authorized absences.
• Emphasis on developing an accountability plan for job searches.
• Requirement for residents on authorized absence for job search to provide itinerary and points of contact.
• Use of a pass for overnight or weekend absences, ordinarily to the release residence.
• Visit and approval of pass location by contractor staff prior to issuance.
• Orientation meeting for resident's family/significant others at proposed pass location.
• Consultation with USPO regarding any known reasons to preclude requested location.
• Pass approval when resident is successfully programming according to IPP.
• Contacting RRM for direction when pass approval is questionable.
• Resident requests pass by completing Pass Request and Approval form.
• Approval or denial of passes by Facility Director or designee.
• Passes recommended only by paid staff.
• Retention of pass forms in resident's file.
• Requirement for current itemized phone bill for overnight/weekend pass, unless electronic surveillance monitoring is used.
• Pass duration begins last day of scheduled work week, up to two days.
• Extended pass may be approved for long weekend.
• Making and documenting random checks to determine compliance with pass conditions.
• Compliance with P.S. 5280, Furloughs.
• Recommendation for furlough sent to RRM with justification and application.
• Maintenance of a record of furloughs.
• Per diem rate for offenders of furlough equivalent to home confinement rate.
• Medical furloughs initiated when resident is admitted to local hospital.
• Furlough application completed and forwarded to RRM.
• Establishment of a surveillance program to deter and detect introduction or use of illegal drugs and alcohol.
• Random testing of at least 5% of resident population monthly.
• Residents with drug aftercare, history of drug abuse, or required to participate in CTS services tested at least four times a month.
• Urine testing conducted on unscheduled basis.
• Staff of the same gender as resident supervise urine sample collection.
• Direct visual observation until complete sample is furnished.
• Two-hour period for resident to provide sample if unable initially.
• Filing of incident report if resident unwilling or unable to provide sample within two hours.
• Visual witnessing of urine collection.
• Securing of specimen immediately after collection.
• Prohibition of unauthorized persons or residents from handling supplies or processing test results.
• Option of employing alternative methods of testing.
• Use of a laboratory meeting requirements of 42 CFR Part 493.
• Maintenance of certification documents and evidence of lab specifications.
• Detection and identification of drugs and/or metabolites by basic screen and confirmation.
• Retesting at resident's request is not permitted.
• Provision of qualified expert witness if necessary for litigation.
• Proof of chain of custody.
• Laboratory must perform confirmation test within 48 hours of receipt.
• Retention of positive urine specimens for a minimum of 60 days.
• Maintenance of all positive reports for 3 years.
• Criteria for "no test" conditions (e.g., insufficient urine, tampered seal, missing information on Chain of Custody form).
• Standard procedures for collecting urine surveillance samples.
• Direct supervision of urine sample collection by same-gender staff.
• Thorough search for devices designed to provide urine substitute or contaminant.
• Washing hands prior to providing a sample.
• Urine samples kept under direct staff observation and control.
• Secured area for storage of urine samples.
• Mailing of all urine samples to the testing laboratory within 24 hours.
• Maintenance of a Drug Test Log.
• Positive picture identification of resident.
• Resident washes hands.
• Collection of sample under direct observation.
• Assignment of urine sample identification number.
• Sealing of urine sample with bottle label.
• Completion of Chain of Custody form.
• Reading of screening test results away from resident.
• Circling "Negative" and filing Chain of Custody form for negative results.
• Indication of drugs tested for confirmation on Chain of Custody form for positive results.
• Sealing urine sample in bio bag and placing in secured area.
• Recording donor resident name, collector name, date, time, test type, result, and cooperation status on Drug Testing Log.
• Minimum waiting period between successive positive samples for disciplinary action.
• Attachment of Chain of Custody form and laboratory report to incident report.
• Thorough investigation of positive urine test results.
• Reporting of unauthorized positive test results to RRM.
• Maintenance of a log documenting all urine testing.
• Alcohol testing surveillance program.
• Testing of all residents returning from unsupervised activity.
• Maintenance of a log documenting alcohol tests.
• Use of Evidential Breath Measurement Device (EBMD).
• Maintenance, calibration, and re-calibration of EBMD.
• Accessibility of EBMD information and documentation.
• Adequate number of EBMDs kept and calibrated monthly.
• Staff familiar with EBMD operation.
• Second confirmation test if Blood Alcohol Content is .02 or higher.
• Incident report for use of intoxicants if confirmation is received.
• Incident report for residents who refuse alcohol test.
• Written policy and procedures for searches to control contraband.
• Identification of contraband items.
• Training staff on proper techniques for resident pat, room, vehicle, and common area searches.
• Conducting random pat searches.
• Prohibition of cross-gender searches except in exigent circumstances or by medical personnel.
• Approval of cross-gender searches by RRM or designated BOP staff.
• Contacting law enforcement for searches if RRM is unavailable.
• Authorization of strip searches and cavity searches only through RRM and by law enforcement or medical personnel.
• Conducting searches of the facility and personal belongings of residents.
• Documentation of facility searches in a log.
• Use of Narcotic Identification Kit to determine identity of unknown substances.
• Maintenance of a supply of Narcotic Identification Kits.
• Staff proficiency in using Narcotic Identification Kit.
• Reporting all unusual or serious incidents immediately to the RRM by telephone.
• Reporting of specific types of serious incidents (escapes, spills, disturbances, fires, etc.).
• Submission of a report via fax and/or e-mail detailing the incident.
• Immediate notification to RRM of resident showing evidence of suicidal ideation or unusual/dangerous behavior.
• Establishment of a written grievance procedure.
• Availability of grievance procedures to all residents.
• Posting of grievance procedures in an accessible location.
• Compliance with P.S. 1330, Administrative Remedy Program.
• Familiarity of staff with the Administrative Remedy Program policy.
• Compliance with FDA Food Code, BOP policy, local, state, and federal regulations for food services.
• Availability of Food Code copy.
• Ensuring food provided is safe and not a vehicle for disease transmission.
• Ensuring food is unadulterated, prepared in a clean environment, and honestly presented.
• Prohibition of food service dining area from establishments serving alcohol.
• Requirement for food handlers to have physical examination and valid food handler's license.
• Prohibition of residents using RRC food preparation areas for personal food items.
• Provision of comparable meals to residents working irregular hours.
• Prohibition of preparing items made with poppy seeds.
• Resident acknowledgment of notice regarding poppy seeds.
• Provision of food services three meals per day Monday through Friday.
• Provision of brunch instead of breakfast and lunch on weekends/holidays (dinner still required).
• No requirement for residents to pay for food services.
• Inclusion of food service costs in per diem rate.
• Provision of food service program either by contractor preparation or off-site provider.
• On-site food service area separated from sleeping quarters, well-ventilated, properly furnished, and clean.
• Request for approval to change from on-site to off-site or vice versa.
• Menu approval by a Registered Dietician (RD).
• Review and approval of fixed menus at least once during each cycle.
• Maintenance of RD's current credentials and certified menus.
• Annual review and approval of nutritional value of menu if fixed, semi-annual if not fixed.
• Meals meeting recommended dietary allowances and guidelines.
• Posting of menus in a conspicuous place.
• Provision of meals meeting diets required by confirmed religious preference, physician, or dentist.
• Provision of copy of agreement with local vendor or food service provider.
• Contractor responsible for person-in-charge as defined in Food Code.
• Compliance with requirements in the most current Food Code.
• Evidence of establishment meeting sanitation and health codes.
• Evidence of vendor/provider being a full-service organization.
• Identification of person operating as person-in-charge and legal owner of vending company/food service.
• Evidence of owner being a permit holder.
• Maintenance of a valid copy of the permit.
• Adequate space for food preparation and service.
• Provision of eating and seating area (at least 15 sq ft per person).
• Submission of plan for shift/feeding times if necessary due to space constraints.
• Compliance with requirements of the most current Food Code.
• Compliance with federal, state, and local health and sanitation codes.
• Identification of person-in-charge of food preparation.
• Compliance with NFPA regarding fire extinguishing systems over cooking services.
• Equipment with automatic shut-off devices for fire extinguishing system.
• Keeping grease filters clean and made of stainless steel.
• Frozen potentially hazardous food kept at or below 0 degrees.
• Refrigerated potentially hazardous food kept at or below 41 degrees.
• Frequent inspection of refrigerator/freezer units and logging temperatures.
• Holding potentially hazardous food at 135°F or above, or 41°F or below.
• Labeling of potentially hazardous foods according to Food Code requirements.
• Refuse is solid waste not carried by water through sewage system.
• Garbage and refuse kept in durable insect and rodent-proof containers with lids.
• Frequent disposal of garbage and refuse to prevent odor and pest accumulation.
• Prevention of backflow or back siphonage in accordance with Food Code.
• Meeting ASSE standards for construction, installation, maintenance, inspection, and testing of liquid waste systems.
• Prohibition of Styrofoam containers for delivery of food, leftover meals, or on-site food service.
• Provision of opportunity for residents to access medical care and treatment.
• Assistance in maintaining continuity of medical care and treatment.
• Provision of on-site emergency first aid and crisis intervention.
• Maintenance of a first aid kit meeting American Red Cross standards.
• Trained staff in basic first aid.
• Policy outlining steps for emergencies.
• Maintenance of a supply of Naloxone.
• Staff properly trained in the use of Naloxone.
• Readily available Naloxone kits and other first aid kits.
• Staff certified in CPR prior to working with federal residents.
• Staff trained to respond to health-related situations, including universal precautions and suicide prevention.
• Written policy and procedures for residents' use of telehealth.
• Provision of equipment to facilitate telehealth access.
• Secure and private location for telehealth equipment.
• Written policy and procedures regarding control and distribution of prescribed medication.
• Storage of resident medications in an environment absent of extreme temperature, humidity, and according to labeling.
• Use of pharmaceutical grade refrigeration unit or food grade refrigeration unit.
• Inspection of unit temperature gauge/thermometer frequently.
• Equipment equipped with temperature gauge/thermometer, recording device/log, and proper signage.
• Provision of proper access to medication for residents.
• Development and use of a consent form for access to resident's medical information if hospitalized and unable to provide consent.
• Request for Approval for Medical Treatment and Reimbursement for non-emergent healthcare treatment.
• Coordination of approval by BOP Health System Specialist (HSS).
• Effort to obtain low-cost healthcare treatment.
• Description of treatment type and estimated cost included in requests.
• Procedures for outside contractor providing medical services.
• Notification to BOP's HSS for medical services required.
• Approval or denial of requested medical services by HSS.
• Scheduling of appointments with approved medical providers.
• Provision of appointment information to residents.
• Immediate notification to BOP's provider if resident unable to attend appointment.
• BOP's provider seeking reimbursement from BOP for approved medical expenses.
• Obtaining necessary emergency medical treatment in an emergency.
• Immediate notification to RRM of emergency treatment.
• Notification to BOP's HSS of emergency medical services required.
• Negotiation of costs and seeking reimbursement from BOP for emergency services.
• Provision of Emergency RX Form for after-hours/weekend prescriptions.
• Resident taking Emergency RX Form and prescription to BOP's provider network pharmacy.
• Entry of emergency prescription through R3M.
• Resident advising RRC of prescription due to recent medical appointment.
• Notification to BOP's HSS for approval or denial of requested prescription.
• Provision of approval and ordering instructions for RRC to take to pharmacy.
• Pharmacy filling prescription and billing BOP's provider.
• Purchase of prescription by RRC and seeking reimbursement if resident unable to receive it from network pharmacy.
• Submission of reimbursement requests monthly.
• Itemization and proper invoice requirements for medical reimbursements.
• Subtotaling of medical invoices by fiscal year.
• Inclusion of supporting documentation for reimbursement requests.
• Legible supporting documentation in order of itemized invoice.
• Billing email subject line containing basic information.
• Contractor compiling all medical invoices and forwarding to BOP.
• Non-emergency medical treatment without pre-approval may not be reimbursed.
• Obtaining necessary emergency medical treatment in an emergency.
• Immediate notification to RRM of emergency treatment.
• Notification to RRM for approval to make arrangements for examination of communicable or debilitating physical problem.
• Compilation and submission of invoices for emergency treatment.
• Government reimbursement for all emergency medical treatment for BOP residents.
• Subtotaling of medical invoices by fiscal year.
• Inclusion of supporting documentation for reimbursement requests.
• Legible supporting documentation in order of itemized invoice.
• Billing email subject line containing basic information.
• BOP reserves the right to negotiate directly with healthcare provider to reduce invoice amounts.
• Contractor receiving equitable adjustment via contract modification.
• Prompt payment of medical provider by RRC Contractor.
• Maintenance of documentation of all invoices and payments.
• Screening of residents committed directly to facility for medical/mental health conditions.
• Medical examination within 5 working days after arrival.
• Special emphasis on chronic health conditions and infectious diseases.
• Immediate medical examination if infectious or debilitating health problem is suspected.
• Determination of urgent medical/mental health needs, work restrictions, and freedom from infectious disease.
• Notification to RRM of residents with immediate medical/mental health needs and/or infectious diseases.
• Documentation of results and sending to RRM.
• Complete health examination including relevant diagnostic procedures.
• Testing for TB and other infectious/communicable diseases if clinically indicated.
• Contractor paying for health examinations for residents committed directly to RRC.
• Request for reimbursement in accordance with procedures for non-emergency medical care.
• No pre-approval of health examination required.
• Medical examination may include blood test for DNA classification if indicated by RRM.
• Provision of test kits by government.
• Facility Director has a need to know of institution transfers with positive HIV or HBV status.
• Taking precautions to ensure only authorized persons with legitimate need to know access information.
• Observation of universal precautions for infection control.
• Implementation of a written Exposure Control Plan.
• Provision of Personal Protective Equipment.
• Availability of Hepatitis B Vaccinations.
• Use of labels and signs to communicate hazard.
• Provision of information and training to staff.
• Maintenance of worker medical and training records.
• Requirement for U.S. residents to be enrolled in an approved health insurance plan upon release.
• Ensuring internet and phone access is available to residents for application process.
• Provision of information regarding application process on www.healthcare.gov.
• Availability of internet and phone access for residents to access State Medicaid or Marketplace Navigators.
• Provision of materials for distribution to federal residents.
• Provision of Affordable Care Act application information during intake.
• Surveying residents prior to release regarding health insurance application.
• Documentation of resident's self-reported information in a tracking log.
• Availability of resident's self-reported information to RRM upon request.
• Safeguarding of records from unauthorized and improper disclosure.
• Computerized information system with security system for confidentiality.
• Maintenance of resident files including significant decisions and events.
• Inclusion of specific information in resident files (legal authority, case info, history, intake forms, acknowledgments, IPP, progress notes, finances, employment, grievance/disciplinary record, referrals, terminal report).
• Dating and signing of documents by staff member making entry.
• Method to account for each file and timely filing of documents.
• Policy for conducting and documenting weekly resident file accountability checks.
• Retention of documents unique to contract performance for duration of contract.
• Transmission of all records and/or documents to BOP upon completion or termination of contract.
• Monitoring and maintenance of documentation of residents, visitors, contractors, and volunteers entering or exiting facility.
• Maintenance of documentation of resident's employment and/or unemployment.
• Documentation of searches conducted in the facility.
• Maintenance of documentation of all urine samples taken from residents.
• Completion of BOP form Urine Sampling Program (RRCs) monthly and submission to RRM.
• Maintenance of documentation of all alcohol tests taken from residents.
• Requirement for additional documentation by RRM in concurrence with CO.
• Provision of monthly bill with report of resident's finances.
• Ensuring invoices arrive by the tenth of each month.
• Billing for reimbursable miscellaneous expenses separately.
• Provision of quarterly statistics to BOP.
• Reporting of placement and release statistics.
• Reporting of employment statistics for RRC and home confinement residents.
• Reporting of releases and employment status.
• Reporting of average hourly wage for RRC residents.
• Reporting of employed RRC residents below local poverty guidelines.
• Compliance with Privacy Act and Freedom of Information Act (FOIA).
• Safeguarding of individuals against invasions of personal privacy.
• Understanding of FOIA and Privacy Act.
• Awareness of criminal penalties and civil liabilities for unauthorized disclosures.
• Prohibition of releasing BOP documents to residents without RRM approval.
• Prohibition of releasing resident information without signed release of information and RRM approval.
• Handling of BOP documents sought by subpoena, court order, or other court requests in consultation with RRM.
• Protection of Pre-Sentence Report (PSR) from third-party disclosure.
• Prohibition of copying or distributing PSR to sources, including resident.
• Viewing of individual PSR under supervision of staff, but not provided a copy.
• Shredding of PSR upon resident's release, termination, escape, or death.
• Consultation with RRM and adherence to Bureau instructions for safeguarding PSR.
• Certification of destruction of all PSR documentation upon contract completion.
• Ensuring timely and appropriate release/transfer of residents.
• Provision of written procedures for staff prior to releasing a resident.
• Verification of identity.
• Verification and completion of release papers.
• Completion of release arrangements.
• Notification to USPO for residents with supervised release condition.
• Return of personal effects such as medication.
• Arrangements for completion of any pending action.
• Arrangements for community follow-up.
• Forwarding address and telephone number.
• Instruction on forwarding of mail.
• Establishment of a formal release plan for residents.
• Execution of appropriate release certificates.
• Inclusion of verified residence, employment/enrollment, medication needs, family support, and follow-up appointments in release plan.
• Submission of release plan to USPO at least six weeks before release date for residents with supervised release term.
• Submission of release plan to RRM at least 30 days prior to release.
• Submission of release plan and parole certificate request to U.S. Parole Commission for residents subject to Parole conditions.
• Ensuring number of days remaining to be served is accurate and special conditions are noted on parole certificate.
• Mailing of signed parole certificate to RRM.
• Reading of conditions of release to resident and obtaining signature.
• Distribution of copies of parole certificates and SRT certificates.
• Advising resident to report to USPO within 72 hours of release.
• Notification to USPO of resident's release by faxing Notice of Release and Arrival form.
• Provision of release clothing, funds, and transportation at time of transfer from institution to RRC.
• Development and submission of itemized plan for release clothing, funds, and transportation needs to RRM for approval.
• Provision of approved release funds, clothing, and/or transportation arrangements if approved.
• Forwarding documentation (paid invoices) with quarterly billing.
• Reimbursement by government for approved release costs on a quarterly basis.
• Establishment and maintenance of procedures to dispose of resident's personal property in case of death, escape, or transfer.
• Immediate securing and inventorying of property.
• Disposal of abandoned property if unclaimed for 30 days.
• Documentation of confiscation and disposal.
• Relaying information on processing abandoned property to resident population.
• Completion of inventory list by no less than two staff members.
• Advising next of kin to pick up property after release.
• Referral to P.S. 5800, Correctional Systems Manual, for information regarding release types.
• Verification of all release documents with RRM five working days prior to release.
• Ensuring all release documents have original signatures, are dated, and appropriately distributed.
• Obtaining release documents (e.g., Parole Certificate, Mandatory Release Certificate, Special Parole Term Certificate, Conditions of Supervision, Notice of Release and Arrival, Notice to U.S. Attorney).
• Completion of Notice of Release and Arrival report.
• Completion of terminal report utilizing R3M application template.
• Distribution of reports via electronic transmission or mail.
• Immediate notification to RRM of resident's actual release.
• Electronic forwarding of terminal report to Case Management Coordinator.
• Shredding of BOP referral packet.
• Deletion of electronically stored referral information.
• Retention of public information and depersonalized research data.
• Notification and certification of destruction of all records upon contract termination.
• Definition of an escape.
• Staff action procedures for reporting an escape.
• Development of step-by-step procedures for escape reporting.
• Internal notification.
• Thorough search of all areas inside the facility.
• Telephone contact to resident cell phone.
• Telephone contacts where resident has signed out.
• Telephone inquiries to determine if resident has been arrested or injured.
• Procedures to complete within 30 minutes from time resident was to report or return.
• Modification of return time upon receiving justification and subsequent verification.
• Exceeding one hour without notification to Facility Director.
• Coordination and approval of initial reporting time modification by RRM.
• Immediate notification to RRM if efforts to locate resident have failed.
• Provision of necessary information for Escape Flyer.
• Preparation of incident report for residents classified as Escape and Technical Escape.
• Conduct of discipline hearing in accordance with P.S. 5270.
• Processing of release notification as an escape.
• Prohibition of writing incident report on residents classified as Technical Escape - Old Charges.
• USPO cases referred to as absconders, not escapees.
• Immediate advice to supervising authority or follow locally coordinated procedures for absconders.
• Notification to RRM of abscondence.
• BOP does not pay contractor for the day of the escape.
• Closer attention and reporting to RRM for residents with Public Safety Factors or special needs exhibiting unusual behavior.
• Contacting RRM prior to issuing incident report that may cause program failure.
• Allowing resident considered in escape status to return to facility unless presents safety/security issue.
• Immediate notification and consultation with RRM upon resident's return.
• Consultation with RRM regarding status of resident placed on Technical Escape - Old Charges.
• Immediate notification to RRM when resident becomes seriously ill, requires emergency medical treatment, or dies.
• Notification of resident's family or next of kin in case of death.
• Assembly and provision of information to RRM concerning deceased resident.
• Consultation with RRM to ensure appropriate notifications.
• Arrangement for fingerprinting of thumb.
• Sending fingerprint card to RRM.
• Processing of death notification utilizing outlined procedures.
• Notification of appropriate law enforcement officials if death is due to violence, accident, or unusual circumstances.
• Forwarding or initiating autopsy requests by RRM.
• Turning body over to family members or next of kin if no official interest.
• Compilation of list of local burial/funeral providers and contact RRM for disposal instructions if family declines or cannot afford expenses.
• Inventory and forwarding of personal property of deceased resident.
• Overall supervision of residents placed in RRC as condition of probation, parole, mandatory release, or supervised release supervision by USPOs.
• Contractor will not accept persons unless approved by RRM.
• Provision of all services and programs cited in SOW, except as specified.
• Driving permission approved by Facility Director and supervising USPO.
• Discipline for persons under supervision subject to facility rules and minor sanctions.
• Formal discipline hearing not required for major sanctions.
• Staff working with USPO when developing individual reentry plan.
• Initial medical screening for probationers, parolees, mandatory releases, and supervised releases paid by contractor.
• Notification to USPO of any medical conditions.
• Responsibility of resident for additional medical and dental expenses.
• Assistance to resident in finding appropriate community resources.
• Resident requests for marriage approved by USPO.
• Immediate reporting of unauthorized absence of persons to USPO.
• Notification to RRM of unauthorized absence occurring after regular business hours.
• Notification to USPO of termination of program or participation.
• Copying RRM on termination notification.
• Completion of terminal report.
• Residents identified in this chapter not eligible for furloughs or home confinement.
• Approval of absences other than "sign-out" by supervising USPO.
• Immediate notification to USPO and RRM in event of death.
• USPO responsible for body disposal and administrative follow-up.
• Financial responsibility of USPO for basic mental health treatment if resident is uninsured or unable to pay.
• Contractor participation in all research studies as directed by BOP.
• Responsiveness to all BOP surveys, data collection requests, questionnaires, or pilot programs.
• Inclusion of program plans, resident adjustment, discipline, prognosis for success in pilot programs/studies.
• Prohibition of participation in research studies or data collection without prior RRM approval.
• Objective of BOP inspections: ensure contractor compliance with laws, regulations, policies, and contract requirements; prevent, detect, and report fraud, waste, abuse, mismanagement, and illegal acts.
• Receiving feedback from inspections (monitoring reports, correspondence).
• Identification of deficiencies and contractor's responsibility to remedy them.
• BOP reserves the right to determine resources for inspections and monitoring visits.
• Preoccupancy visit after contract award, before "notice to proceed."
• Inspection of emergency plans and life/safety issues for SOW compliance.
• Postponement of preoccupancy inspection for incumbent contractors.
• Submission of written copy of facility's emergency plans.
• Compliance with all life safety issues.
• Acceptance and accommodation of other visits/inspections (BOP, USPO, investigative authority).
• Comprehensive inspection and review of all aspects of contractor's operation and facility (Full Monitoring).
• First full monitoring ordinarily occurs 60-90 days from performance start.
• Advance notice of upcoming full monitoring.
• Monitoring report containing deficiencies.
• Contractor response in writing within 30 days of report receipt.
• Response includes issues addressed and plan of action for correction.
• Realistic time frame/date for correction completion.
• Interim monitoring is an unannounced on-site examination.
• Inspection of areas previously identified with deficiencies.
• Letter acknowledging interim monitoring and indicating non-compliant areas.
• Contractor response in writing within 30 days of report receipt.
• Response includes issues addressed and plan of action for correction.
• Realistic time frame/date for correction completion.
• Querying contractors concerning community meetings during inspections.
• Remote monitoring is an evaluation conducted from RRM office.
• Provision of specific documentation and time frames for remote monitoring.
• Requirement to provide remote access to BOP staff for web-based electronic programs.
• Contractor Performance Assessment Reporting System (CPARS) for contractor performance measurement.
• Annual performance measurement by COR.
• Contractor has 30 calendar days to comment on evaluation.
• Contractor response to inspections, monitoring reports, evaluations, and RRM inquiries.
• Response indicates corrected non-compliance or plan with time frames.
• Taking appropriate actions to correct deficiencies and improve operations.
• Failure to respond to direction or monitoring reports may result in adverse contract action.
• Repeat deficiency is a serious issue.
• Separate response to RRM addressing repeat deficiency.
• Description of measures and internal controls to prevent recurrence.
• Explanation of why problem was not corrected from prior review.
• Response due no later than five calendar days after receipt of report.
• Contractor failure to respond to inspection report or repeatedly fails to correct deficiencies may result in increased inspections and charges for reasonable costs.
• Reimbursement of BOP for reasonable costs associated with technical assistance, training, and oversight.
• Deduction of costs from monthly billing.
• Subject to government deduction for non-compliance with contract conditions.
• Notification of pending deduction and basis for deduction.
• Preoccupancy inspection following contract award.
• Repeated inspection of place of performance due to contractor's failure to complete repairs/renovations or meet program requirements.
• Reimbursement of BOP for reasonable costs associated with repeated preoccupancy inspection.
• Reimbursement for additional preoccupancy inspection if place of performance changes.
• Deduction of costs from monthly billing.
• Requirements of this chapter do not modify or waive BOP's rights to terminate contract for default.