FAQs

Questions and Answers

Q: Do I need to submit a letter of interest before submitting a proposal to one of the request for proposals listed on the website?

Answer

No. The “letter of interest” notation was placed on our announcement letter that was mailed to as many vendors as we could identify as potential vendors to enter into agreements with. Some of these vendors we had not reached in person or the phone, so in an effort to announce our procurement process to as many vendors as possible, we sent the announcement letter. For those who responded with a “letter of interest” and, were not vendors who had already been identified to receive additional information, we added their name(s) to a mailing list to receive ongoing correspondence regarding upcoming RFPs and other related information.

Q: This is my first time submitting a Request for Proposal (RFP). Where do I start?

Answer

It is important to start by reading the entire solicitation document. Section B indicates the specific project codes for each agreement. 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. The offeror must be able to comply with the local service requirements. 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.

Q: Where can I find the RFP’s that are open for bid?

Answer

All available RFP’s are posted to https://www.orpt.uscourts.gov/treatment-services

Q: Is there a different format to complete RFPs other than PDF? We cannot enter information on the current format.

Answer

No, we do not have a version that is read/write for the RFP. In the PDF version, you can use the typewriter feature under tools to complete Sections A and B.

Q: 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?

Answer

The vendor must submit a completed RFP for each agreement 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 agreement number in which that vendor is interested in providing services.

Q: Am I supposed to write how I will provide each service I am submitting a price for as a statement of work along with the pricing?

Answer

Under Section L “Prices,” the price you submit for a project code must take into consideration the requirements of the Statement of Work (as set forth in Section C) for each project code requested, as well as all terms and conditions of the contract, including local services, that relate to each service item. In accordance with Section L, subsection B, acceptable prices will include the unit price, no charge, subcontracting, and factor in no shows. The judiciary will award the agreement based on an evaluation of those offerors who represent the best value after evaluation in accordance with the factors and subfactors in the solicitation. The offeror’s initial offer shall contain the offeror’s best terms from a price and technical standpoint. For additional information on the contract award, consult Section L of the solicitation document. Additionally refer to Section L for the instructions and required attachments for submitting a complete proposal, which includes a Certification of Compliance Statement (Attachment A), Background Statement (Attachment B), and Staff Qualification Form (Attachment C).

Q: What if I cannot provide all of the services requested in Section B? For example, I do not have a psychiatrist on staff. Does this make me ineligible to submit a proposal?

Answer

Not necessarily. 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 in an effort to ensure the ability to provide all services requested in the Statement of Work. In accordance with Section I, “services that the vendor proposes to refer to other service providers shall be considered subcontracting.” Please also reference the Section L requirements for subcontractors, noting specifics for Attachments A, B, and C. Note the prime contractor is responsible for the overall performance of the services required under the agreement. NOTE: In Section L, Submission of Prices, “The offeror must provide a response to every requested service item.”

Q: If I use a subcontractor, how do I indicate that in the RFP?

Answer

Under Section L.1 “Subcontracting,” there are instructions for the vendor to follow. Please note this does require the vendor to designate those subcontracted services with an “S” in Section B. Additionally, the vendor should consult the requirements in Section I with regard to subcontracting, as well as Section L instructions and Section M evaluation criteria. With regard to the Evaluation Factors for Award, proposed subcontractor personnel qualifications and facilities will be evaluated and considered in the determination of the offeror’s technical acceptability.

Q: 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?

Answer

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. Section M specifically sets forth the items required regarding the site. Section E specifies vendor and/or subcontractor requirements regarding the facilities.

Q: Some of the catchment areas list multiple counties or multiple zip codes. Is the offeror required to have a site in each listed area?

Answer

No, 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; however, if the catchment area includes multiples 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). If the offeror has multiple sites available within the catchment area, in accordance with Section L, the offeror should include each site the offeror intends to utilize under that specific agreement/catchment area.

Q: Who do I have to include on the Staff Qualification Statement?

Answer

The offeror shall include all staff performing services under any agreement. Please refer to Section L for specifics regarding completion of the Staff Qualification Statement, as this is a requirement for technical evaluation of the proposal. Take note that the offeror shall include the duties each staff will perform by numeric project code. If the offeror is utilizing a subcontractor, please note the specific requirements in Section L.

Q: When submitting and RFP, do I send you copies of the whole BPA that has been posted along with the completed attachments, or do I just send the attachments?

Answer

Submit proposals in accordance with the instructions set forth in Section L. Please note, the offeror is not required to submit sections C, D, E, F, G, H, and I as part of its proposal. For all proposals, an original and one (1) copy must be received in the U.S. Pretrial Services Office, 1000 S.W. 3rd Avenue, Suite #440, Portland, Oregon 97204 by the due date/time specified on the request for proposal document. Additionally, the offeror should not submit the proposal in a binder or with any form of binding. The offeror can separate the original from the copies by clipping the documents with a paper fastener, separating the documents by a tab/separate envelope/etc. All copies must be originally signed. A copy of the Agreement, Clauses and Terms of Agreement, should be retained by the vendor for their files as we will not be returning a copy to you.

Q: What do I have to include in the Background Statement?

Answer

This information is specified in Section L. Please note, the offeror shall identify all required documents included in the submitted proposal through the use of labeled tabs. If the offeror is using a proposed subcontractor, this same information (paragraphs 2 a – d) are required of the subcontractor. With regard to the submission of monitoring reports, please note in Section L that monitoring reports are for the locations solicited.

Q: What is the Department of Labor Wage determination?

Answer

The Department of Labor Wage determination only applies to those agreements that include project code 1010 in Section B. Additional information regarding the wage determination can be found under the Service Contract Act of 1965, as amended June 2012.

Q: Will an IRS Form 1099 now be provided verifying income at the end of an approved year?

Answer

The U.S. Pretrial Services 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 Pretrial Services 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 Probation Office would not send one.

Q: Is there a location where we can look at past proposals as an example to make sure we are completing correctly?

Answer

No, there are no examples to post. Section L of the solicitation document sets forth the instructions on completing a proposal.

Q: Will you be posting Rate Details per Unit for past services?

Answer

No, the Rate Details per Unit 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.

United States Pretrial Services

District of Oregon

Gervacio Lopez, Jr., Chief Pretrial Services Officer

You are here

FAQs

Questions and Answers