36C10E21Q0059_1.docx

36C10E21Q0059

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

VA

36C10E21Q0059 03-22-2021 Rebecca S. Quilhot 563-424-5874 04-22-2021

3:00PM

CDT

00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Division 1800 G. Street N.W.

Washington DC 20006 X X 624310 $12 Million N/A X 00101 Department of Veterans Affairs Veterans Benefits Administration Veteran Readiness and Employment 110 9th (Ninth) Avenue South Nashville TN 37203 00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Division 1800 G. Street N.W.

Washington DC 20006

All invoices must be submitted via:

VA's Centralized Admin Accounting Transaction System (CAATS) - Refer to Attachment H of this solicitation

See CONTINUATION Page The Contractor shall provide Veteran Readiness and Employ-ment Chapter 31 Services - Discrete Services - Independent Living (IL) Assessment and Job Site Analysis services to eligible veterans pursuant to the terms and conditions con-tained herein. (Nashville VA Regional Office - entire juris-diction).

FINAL DATE

for questions will be Friday April 16, 2021 at 3:00PM Central Standard Time to: rebecca.quilhot@va.gov. All questions/answers will be posted as amendments on Contract Opportunities.

Date and Time set for all proposals is Thursday April 22, 2021 at 3:00PM Central Standard Time.

Quotes received in response to this solicitation will only be considered for award if the offeror is a Service-Disabled Veteran-Owned Small Business concern that is verified by the Center for Verification Excellence (CVE) VIP database at https://www.vip.vetbiz.va.gov at (1) the date and time set for receipt of quotes; and (2) at the time of award. Any quote submitted by offerors who are not verified as set-forth above, will be rejected and considered non-responsive.

See CONTINUATION Page

TO BE CITED ON INDIVIDUAL TASK ORDERS

X Rebecca S. Quilhot

VA-VBA-2020-144ED0C2

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C10E Rebecca S. Quilhot

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

All invoices must be submitted via: VA's Centralized Admin Accounting Transaction System (CAATS) - Refer to Attachment H of this solicitation

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

36C10E21Q0059

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B.2 PERFORMANCE WORK STATEMENT

VETERAN READINESS AND EMPLOYMENT DISCRETE SERVICES

1.0 BACKGROUND

The Department of Veterans Affairs (VA) has authority, pursuant to Title 38 USC Chapters 18, 31, 35 and 36, to provide all services and assistance necessary to enable eligible Veterans with service-connected disabilities to obtain and maintain suitable employment and, if not employable, achieve independence in daily living to the maximum extent feasible. To accomplish this responsibility, the Veteran Readiness and Employment Service Division (VR&E) within each Veterans Benefit Administration (VBA) Regional Office’s (RO) jurisdiction undertakes an initial evaluation of the Servicemember/Veteran to determine his or her entitlement for these services and assist and develops, in cooperation with the Servicemember/Veteran, an Individualized Written Plan of Services. Rehabilitation plans include: an Individualized Written Rehabilitation Plan (IWRP) that outlines training and job placement services needed to achieve employment goals; an employment placement under an Individualized Employment Assistance Plan (IEAP); an Individualized Extended Evaluation Plan (IEEP) to determine feasibility for employment; or if employment is not possible, services to enhance the Veteran’s independence in daily living under an Individualized Independent Living Plan (IILP).

The VA is charged with providing assistance to Veterans with service-connected disabilities through VR&E services. In order to assure services in close geographic proximity to Veterans and to provide timely services when staff turnover occurs, Contractor assistance may be required to supplement VR&E services. Specialized services may also be required to complement services typically provided by VBA Staff.

In order to provide these services, VR&E requires Contractor assistance in the following areas: Comprehensive Independent Living Assessment and Job Site Analysis. The objective of the contract is to assist Servicemember/Veterans to obtain and maintain suitable employment and to live as independently as possible in their homes and communities.

Department of Veterans Affairs, Veterans Benefits Administration (VBA), is conducting a national program for Veteran Readiness and Employment Services (VR&E). Under the terms of any contract awarded as a result of this solicitation, an authorized VR&E official will be responsible for: (1) Approval of a rehabilitation plan and; (2) Approval or authorization of any specific expenditure or benefit to, or on behalf of, the Veteran whose case is referred to the Contractor. It is understood that no obligation will be incurred under this contract by the Government for any services or benefit to, or on behalf of, a Veteran without prior authorization issued by the designated VR&E official.

2.0 PERIOD OF PERFORMANCE

The period of performance (POP) for any resultant contract shall be 12 months from date of award, with two (2) 12-month option periods. The exercising of any option periods is at the sole discretion of the Government.

All task orders issued in accordance with this contract will be issued by a Contracting Officer (CO). Referrals issued under the task order(s) will be issued by delegated staff members within the VR&E Division, to meet the Nashville TN Regional Office’s anticipated needs.

3.0 GEOGRAPHICAL SERVICE AREAS FOR COUNSELING SERVICES

Requests for counseling services shall be referred by VBA to Contractors from among those Veterans living in the Nashville Regional Office jurisdiction.

Contractors must be available to provide services within major population areas no more than fifty (50) miles in major metropolitan areas, and 100 miles in rural areas, from the Veteran’s residence for at least 90% of all referrals made under this solicitation. Travel Cost outside the aforementioned parameters shall not be included in the vendors proposed price for any of the services provided. The VR&E Officer or designee shall authorize all vendor travel, in writing, prior to the start of the travel. Travel and per diem shall be separately reimbursed in accordance with VA/Federal Travel Regulations. The current GSA reimbursement rate for privately owned vehicles will prevail. http://www.gsa.gov/. VA may authorize at time of referral for specialized cases, such as independent living cases requiring the vendor to meet with the Veteran at his or her home.

If the Contractor has more than one business location, the Veteran shall be scheduled by the Contractor to appear for counseling services at the location closest to the Veteran’s residence. Case management services shall be provided at the school facility if the Veteran is enrolled in a training program, based on availability of private meeting space and based on Veteran preference for meeting place.

4.0 QUALIFICATION REQUIREMENTS FOR COUNSELORS

Contract Counselors, in the performance of services under this contract, shall use standard counseling principles and procedures generally recognized within the counseling profession by the Commission on Rehabilitation Counselor Certification at http://www.crccertification.com.

Each Contract Counselor recommended to perform counseling services under this contract must be approved by the VR&E Officer prior to the provision of any services under this contract. Contract Counselors must possess a minimum of a Master’s Degree in Rehabilitation Counseling, Counseling Psychology, Counselor Education, or a closely related counseling discipline, from an accredited college or university. Contractor shall submit, to VA, curriculum vitae, résumé, or a verifiable form of documentation for each Contract Counselor proposed under this solicitation and for any proposed Counselor during the life of this contract. Résumés are also required for Contractor personnel performing Employment Services, demonstrating a minimum of two years job placement experience. Only those individual Contract counselors, case managers, and project staff that meet the minimum qualifications of the contract, and have been approved by the VR&E Officer, shall perform services on this contract.

The Government reserves the right to examine, and approve or disapprove the Contractor’s staff based on information provided in credentials and/or résumés. The COR will notify the Contractor of acceptance of newly proposed employees within 10 days of receipt of credentials, diplomas, and résumés.

The Contractor shall require its Counselor(s) to attend free training sessions given by the VA. Contractors are responsible for the transportation/per diem cost of attendance by the Counselor(s) attending these training sessions at the local VA Regional Office, not to exceed 24 total hours. The Contractor shall be responsible for providing Counselor(s) with at least two additional relevant professional training courses per year in the field of counseling and rehabilitation. VA or other organizations, such as colleges or professional associations, generally recognized as providing such training, shall sponsor the courses. This training is required for continued performance under the contract by any Contract Counselor. The Contractor shall report annually to VA the names of courses taken, date of any course, and the provider of said course for each Contract Counselor proposed to work or working under this contract.

5.0 SCOPE/PERFORMANCE REQUIREMENTS

The Department of Veterans Affairs intends to procure contract support for Veteran Readiness and Employment (VR&E) Services. The Government’s objective for this contract is to both supplement and complement the services provided to Veterans and service members under Title 38 United States Code Chapter 31 and individuals under Title 38 United States Code Chapters 18, 35, and 36 by VA’s regional Veteran Readiness and Employment Service (VR&E) offices within VBA.

5.1 DISCRETE SERVICES

Discrete Services – As requested, the Contractor shall provide Discrete Services. This includes specific or unique services necessary to develop the information essential to outlining a service plan.

Additional Discrete Services - The Contractor may be requested to submit pricing for additional Discrete Services. This includes other discrete services considered essential to the rehabilitation process. Authorization for these services may be made by VR&E on the basis of information from the Veteran, Contractor or other service provider, but services cannot be initiated without approval by the Contracting Officer’s Representative (COR). A Contractor may only provide these services if its staff has the requisite skills and/or licensure. Contractors may submit quotes for additional related areas of services for consideration by the Contracting Officer. If other services are requested by the COR /VR&E Officer, the Contractor shall provide a quote for such services to the COR/VR&E Officer. Following negotiations, the Contracting Officer will issue a modification to the contract to include these services. Additional discrete services MAY NOT be provided unless the Contracting Officer has issued a contract modification. Contractors will bear the cost for materials such as career guides, workbooks or handbooks provided to the Veteran during any part of the rehabilitation process during which the case is assigned to Contractor.

Services to be performed under the terms and conditions of this contract are restricted to the major rehabilitation track for those Veterans whose primary rehabilitative objectives include: (1) training and/or employment services resulting in employment suitable to the individual’s aptitudes, abilities, and interests; or (2) achievement of independence in daily living.

Rehabilitation Objectives:

The rehabilitation objective for a Veteran in an employment or training track is successful placement in suitable competitive employment, or completion of work experience or training or instruction of a vocationally significant nature to assist the Veteran to achieve such employment. Emphasis shall be placed upon assistance designed to assure that the Veteran obtains suitable employment.

The rehabilitation objective for a Veteran for whom the achievement of a vocational goal has been determined to be infeasible is: (1) to enable the Veteran to achieve independence in daily living; or (2) to reduce the level of assistance required from others. The Contractor, in the case of an individual found by the VA to qualify for a program of independent living service, shall assess and recommend all services and assistance necessary to enable the Veteran to achieve maximum independence in daily living.

5.2 PERFORMANCE REQUIREMENTS/GOALS

DESCRIPTION

Discrete Services for the purpose of this request includes comprehensive independent living (IL) assessments and job site analysis. For the independent living assessments, a locally licensed occupational therapist (OT) or Certified Rehabilitation Counselor will be required. Contractor personnel and/or IL specialists may need to travel to remote locations. Due to the scope of these individualized services, VA may authorize travel expenses. In all cases, pre-approval of travel costs is required by the VA.

The following Discrete Services may be ordered on an as needed basis:

Comprehensive Independent Living Assessment: This flat-rate package is for an in-home assessment of an individual's ability to care for oneself on a daily basis and live independently at home and in the community. The initial appointment will take place within 10 calendar days of referral and the final report will be submitted within 30 days of referral. The report will correspond with requirements in M28. The average number of hours to complete an Independent Living assessment is four (4) hours.

Job Site Analysis: The Contractor shall provide, as a flat rate package, observation of job at site and description of job tasks and associated knowledge, skills, abilities, physical demand, and other characteristics required to perform those tasks. The average number of hours to complete a Job Site Analysis is four (4) hours.

6.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

A. Comprehensive Independent Living Assessment B. Job Site Analysis

For each of the two (2) discrete services above, VBA will provide case-related information as needed from the Counseling Evaluation Rehabilitation (CER) file to the Contractor.

6.1 TASK 1 – QUALITY ASSURANCE PLAN

The Contractor shall submit with their quote a Quality Assurance Plan (QAP) that will cover Comprehensive Independent Living Assessment and Job Site analysis to be provided. The Contractor’s QAP will describe the Contractor’s Quality Assurance (QA) capability and how they will assess all aspects of the Contractor’s business and, vocational and counseling operations, to ensure that the performance standards stated in the contract are met.

Deliverable:

6.1 Quality Assurance Plan

6.2 TASK 2 - PERSONNEL STAFFING PLAN

In view of the need for the Contractor to deliver the quality and consistency expected under this contract and to minimize staff turnover, the Contractor needs to be able to identify, recruit, hire, and retain competent, capable staff during the course of the contract period of performance. The Contractor shall outline as part of the quote how the Contractor will identify, recruit, hire, and retain competent, capable staff, and to minimize disruption to the contract due to turnover of staff. The Personnel Staffing Plan will outline the staffing structure and how fully mission capable staff will be provided within fifteen (15) calendar days of contract award.

Deliverable:

6.2 Personnel Staffing Plan

6.3 TASK 3 – PROFESSIONAL COMPENSATION PLAN

As part of their quote, offerors will submit a total compensation plan setting forth salaries and fringe benefits proposed for the professional employees who will work under the contract. The Government will evaluate the plan to assure that it reflects a sound management approach and understanding of the contract requirements. This evaluation will include an assessment of the offeror’s ability to provide uninterrupted high-quality work. The professional compensation proposed will be considered in terms of its impact upon recruiting and retention, its realism, and its consistency with a total plan for compensation. Supporting information will include data, such as recognized national and regional compensation surveys and studies of professional, public and private organizations, used in establishing the total compensation structure.

The compensation levels proposed should reflect a clear understanding of work to be performed and should indicate the capability of the proposed compensation structure to obtain and keep suitably qualified personnel to meet mission objectives. The salary rates or ranges must take into account differences in skills, the complexity of various disciplines, and professional job difficulty. Additionally, quotes envisioning compensation levels lower than those of predecessor contractors for the same work will be evaluated on the basis of maintaining program continuity, uninterrupted high-quality work, and availability of required competent professional service employees. Offerors are cautioned that lowered compensation for essentially the same professional work may indicate lack of sound management judgment and lack of understanding of the requirement.

The Government is concerned with the quality and stability of the work force to be employed on this contract. Professional compensation that is unrealistically low or not in reasonable relationship to the various job categories, since it may impair the Contractor’s ability to attract and retain competent professional service employees, may be viewed as evidence of failure to comprehend the complexity of the contract requirements.

Failure to comply with this requirement may render your quote ineligible for award.

Deliverable:

6.3 Professional Compensation Plan

7.0 PAYMENT

All flat rate Independent Living Assessments and Job Site Analysis are payable if complete services are delivered within performance standards. All payments shall be contingent upon meeting the performance standards identified herein.

8.0 REPORTS

Reports for flat rate services are due within 30 days of referral.

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CONTRACTOR PERFORMANCE PLAN

REQUIREMENTS

TASKS

PERFORMANCE STANDARD

ACCEPTABLE QUALITY LEVEL

INDICATOR

SURVEILLANCE METHOD

SERVICE GROUP E – DISCRETE SERVICES

Veterans receive the appropriate specialized services as deemed necessary by the VA. See Paragraph 5 for additional details.

Discrete services are short-term, unique services needed for Veterans during the rehabilitation process. They include:

· Independent Living Assessment: This flat-rate package is for an in-home assessment of an individual's ability to care for themselves on a daily basis and live independently at home and in the community. The report will correspond with requirements in M28 Manual.

95% of Veterans receive the appropriate specialized services identified by the VA.

90%

The initial appointment will take place within 10 calendar days of referral and the final report will be submitted within 30 days of referral.

Veterans will be contacted to confirm receipt of appropriate services/ referrals; review reports.

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CONTRACTOR PERFORMANCE PLAN

REQUIREMENTS

TASKS

PERFORMANCE STANDARD

ACCEPTABLE QUALITY LEVEL

INDICATOR

SURVEILLANCE METHOD

SERVICE GROUP E – DISCRETE SERVICES

Veterans receive the appropriate specialized services as deemed necessary by the VA. See Paragraph 5 for additional details.

· Job Site Analysis -flat rate. Completed report within 30 days of referrals

95% of Veterans receive the appropriate specialized services identified by the VA

90%

Completed report will be delivered within 30 calendar days of referral.

Veterans will be contacted to confirm receipt of appropriate services/ referrals; review reports.

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9.0 KEY PERSONNEL

9.1 CERTIFICATION FOR KEY PERSONNEL

The key personnel listed below are considered essential by the Government and to the work being performed under the Task Orders (TOs) awarded under the contract, and shall not be replaced or substituted for the first 180 calendar days (or other date specified in the TO) after TO award. The exception to the replacements may occur due to circumstances beyond the Contractor's control such as death, illness or the like and must be of equal or better qualifications and approved by the COR. The key personnel assigned to or utilized by the Contractor in the performance of a TO must be accessible to the Government for services under the contract. The Contractor and/or Key Personnel shall be insured, licensed and/or certified if required by the state or local statute for the state of GEORGIA. The Contractor shall supply credentials to include proof of state required insurance, license and/or certification to the COR within 15 calendar days after notice of award. The following are the list of Key Personnel:

A. Contract Administrator/Program Manager B. All Counselors (rehabilitation and other) C. Occupational Therapist

The Government reserves the right to examine and approve or disapprove the Contractor’s staff based on information provided in credentials and/or résumés submitted at time of award. The COR will notify the Contractor of acceptance of newly proposed employees within 10 calendar days of receipt of credentials, diplomas, and résumés.

Only those individuals that meet the qualifications of the contract and have been approved by the COR shall perform services under the contract and the subsequent TO’s. Under no circumstances will anyone to include interns be approved to provide professional services under the contract.

Deliverable:

9.1 Provide key personnel’s credentials, diplomas, resumes, license and/or certification.

10.0 QUALIFICATION REQUIREMENTS FOR KEY PERSONNEL

A. Contract Administrator/Program Manager:

Contract Administrator/Program Manager must have one (1) year experience in Technical Veteran Readiness and Employment and management of rehabilitation services. They must possess communication/office skills commensurate with the job.

B. All Counselors:

Must have a minimum of a Master’s Degree in Rehabilitation Counseling Psychology, Counselor Education, or a closely related Master’s level counseling discipline (related counseling disciplines will be considered from accredited colleges or universities when the individual has completed coursework that includes medical aspects of disability, vocational testing, and job placement and possess a Commission on Rehabilitation Counselor Certification (CRC) or certified Vocational Evaluator credential, and possesses two or more years of experience in the Veteran Readiness and Employment field), from an accredited college or university.

Counselors performing independent living assessments, must show through credentials/resume provided, should possess experience in working with severely disabled individuals.

Counselors, in the performance of services under the contract, shall use standard counseling principles and procedures generally recognized within the counseling profession by the Commission on Rehabilitation Counselor Certification (CRC) at http://www.crccertification.com.

C. Occupational Therapist shall be locally licensed.

All services provided by contract service providers shall have the experience and training to complete the tasks assigned to industry standards.

The Contractor shall require its professional staff to attend free training sessions given by the VA. Contractors are responsible for the transportation/per diem cost of attendance by the Counselor(s) attending these training sessions at the sponsored VA RO, not to exceed 24 total hours of training. The Contractor shall be responsible for providing its staff with at least two (2) (equivalent to two (2) or more Continuing Education Points) additional relevant professional training courses per year in the field of counseling and rehabilitation. VA or other organizations, such as colleges or professional associations, generally recognized as providing such training, shall sponsor the courses. This training is required for continued performance under the contract by any Contractor professional. The Contractor shall report annually to the COR at the RO, the names of courses taken, date of any course, and the provider of said course for each Contractor professional proposed to work or working under the contract. Exceptions or alternate training methods may be approved for Contractors located OCONUS.

11.0 SPECIAL CONTRACT REQUIREMENTS

The Contractor shall be aware of the following information and/or comply with the following requirements when providing service under this contract and based on the specific service requested:

A. Unless otherwise specified, all timelines in the contract refer to calendar days.

B. All references to Veterans in this document also pertain to Service members who qualify for services.

C. If the Contractor has more than one business location, the Veteran shall be scheduled by the Contractor to appear for counseling services at the location of the Veteran’s choice.

D. Independent Living case management meetings are to be held at the Veteran’s home, unless the Veteran specifically requests an alternate location.

E. Counselors providing Independent Living Assessment Services shall provide résumés and proof of certifications for all areas, including Occupational Therapy and Rehabilitation Engineering. Under no circumstances will interns be approved to provide professional services under this contract.

F. The Contractor shall maintain a file upon completion or suspension of services that will be maintained and destroyed in accordance with VA Security Requirements as described elsewhere in this Performance Work Statement (PWS).

G. Contractors will be available to provide services within major population areas no more than 50 miles one way in major metropolitan areas, and 100 miles one way in rural areas, from the Veteran’s residence and/or training facility in at least 90% of all referrals made under this contract. Contractors shall obtain authorization from the VR&E officer for all vendor travel, in writing, prior to the start of the travel. Travel and per diem outside of the aforementioned parameters shall be separately reimbursed in accordance with VA/Federal Travel Regulations by the most effective cost measures. The current GSA reimbursement rate will prevail. http://www.gsa.gov/. Note that for foreign workload, it is expected that Contractors will meet these same requirements, with no more than 10% of travel being reimbursable by the VA. Travel may be authorized in unique cases outside the parameters above, however, in all cases, authorization to bill for travel must be approved in advance by the VA.

H. The referral package provided by VA will include the application and relevant Veteran contact information. Rating and medical/psychological information will be provided, if available. All social security numbers will be redacted, with the exception of the last 4 digits used for identification purposes.

I. When social security numbers (SSNs) are required, the Contractors can only use the last four digits of the social security number of any individual serviced under this contract.

J. No obligation will be incurred under this contract by the Government for any service or benefits provided to, or on behalf of, a Veteran without prior authorization issued by a designated VR&E official. Under no circumstance may a contractor provide services in the absence of a referral for a specific Veteran. Under no circumstances may a contractor engage in outreach or other activities designed to solicit referrals.

K. The Contractor shall not authorize additional services or supplies outside of those detailed in the VA’s request for service.

L. The Contractor shall adhere to all VA policy and related regulations, including VA Directive and Handbook 6500 entitled “Information Security Program.” For this policy, the Contractor shall substitute the word “Contractor” for “VA employer/employee.” Prior to performance, all contract employees and subcontract staff providing direct or indirect assistance to Veterans under this contract must have a background check initiated per the security section of this contract. In addition, required security/privacy training must be completed and required security rules of behavior and supplemental contractor rules of behavior must be signed and returned to VA.

M. Contractors must have established professional office space in all areas served, within 50 miles of major metropolitan areas and within each 100-mile radius of jurisdictions served, unless specifically negotiated in remote areas. Proof of this space and appropriateness must be submitted with quote. (See Attachment D)

N. The counseling location shall meet all applicable requirements for accessibility mandated by the Americans with Disabilities Act of 1990, and subsequent amendments.

O. The place of counseling shall be acceptable to VR&E and the Veteran.

P. When Veterans request alternate meeting locations, contractors shall provide services at an appropriate professional setting or the Veteran’s residence by appointment only, making best efforts to schedule meetings to accommodate the Veteran’s schedule before, during or after the Contractor’s normal working hours. Alternate meeting locations will provide private and professional space conducive to the Veteran sharing confidential information.

Q. When available and at VA’s sole discretion, VA may offer meeting space for contract counselors to meet privately with Veterans.

R. All documents released by Contractors back to the regional office, VR&E Division, will contain the Veteran’s name and only the last four digits of the social security number.

S. The Contractor shall retain certification of the destruction of all records containing Veteran’s information. Destruction procedures must comply with VA requirements, outlined in Section IV, VA Information and Information System Security/Privacy Requirements. The Contractor shall provide the VR&E Division a certificate of destruction at the appropriate regional office upon expiration of the retention date of the documents that contains:

· Veteran’s Name

· Last four digits of the Veteran’s SSN

· Type of document(s) and date(s)

· Date of destruction

· Means of destruction (preferably shredded)

· Name and position of individual who destroyed the documents

T. Routine package shipping services for all VR&E files are to be provided by United Parcel Service (UPS) or Federal Express (Fed Ex) Ground Service. Both companies provide security tracking services. There may be occasions where the file is needed urgently, and an express shipping option is necessary.

U. All shipments of materials containing sensitive Veteran data must be made utilizing appropriate shipping materials. Boxes should be sturdy, in good repair and taped security. No personally identifiable veteran information may be visible on the exterior of shipping packages.

V. For appointments/meetings that are missed or rescheduled by the Veteran, the Contractor shall notify the VA counselor immediately.

W. Reports will be submitted to VA via either hardcopy or electronically. Invoices shall be required to be submitted electronically only.

X. Invoices may not be submitted until VA certifies acceptable performance of deliverables. VA will review deliverables within 5 business days of receipt and provide notification of acceptance or need for corrective action. Invoices will include certification of accepted deliverables.

12.0 TASK ORDER PROCEDURES:

For the purpose of this requirement, the terms “Task Order" and "Delivery Order" are used interchangeably. The Contracting Officer will issue task order(s) to the awarded vendor, for a Not-To-Exceed (NTE) amount, to cover the anticipated need for the services provided by the contractor. Specific referrals (See Attachment B) against task orders shall specify the exact service to be provided for each case. The referral is the individual referral issued by the local VR&E staff for each case and shall draw down on the NTE amount identified in the Task Order. The individual referral will indicate the specific services required by Contract Line Item Number (CLIN) and price. The Contractor shall then perform work under this contract as specified in the written referral issued by VR&E. Cost for such services is on a firm-fixed price basis, in accordance with pricing for each service in the Schedule of Prices. Each referral will be assigned a separate referral number used to track each referral against the corresponding Task Order. NTE Task orders do not bind the government to order a specific amount of services but instead serve as a government estimate of services anticipated to be ordered. Individual referrals are specific service “orders” and may be revoked at any time by the government. Task orders will be issued by the Contracting Officer. Referrals will be issued by the COR (VR&E Officer) and/or his/her designee(s).

Each referral request shall include:

(1) Task Order and referral tracking number issued by VA

(2) Veteran’s Name and last 4 digits of SSN

(3) Benefit chapter

(4) Name of Provider

(5) Description of the work to be performed (Task/SOW)

(6) Identification of the period of performance and required due dates

(7) Date, total cost authorized, and proper cost code for the provided service

(8) Fiscal year, if payments are to be charged against a prior year obligation

(9) Authorizing VA signature

Contractor shall provide the results of all assessments in a written report/invoice to the VR&E Officer within 30 calendar days after referral by VA unless otherwise specified, in accordance with the attached SOW and Contractor Performance Plan. All deliverable items (reports, case files, documentation, etc.) shall be packaged and shipped in a manner that the package shall reach the destination in satisfactory condition. The package shall be marked with the appropriate contract number, task order number, brief item description and designated Government point of contact(s) but shall not include any visible Veteran personally identifiable information. All services must be invoiced within 30 days of acceptance of deliverables. Final invoices must be received within 30 days of final services. Should the contractor be unable to complete the services requested, they must inform the COR, in writing, within 5 business days as to why services cannot be completed. The services may then be cancelled at VA’s discretion. Failure to notify VA of delays or reasons for incompletion may result in forfeiture of any payment against the referral (and corresponding task order) and negative performance rating.

13.0 INVOICING INSTRUCTIONS:

Invoicing instructions will be in accordance with Attachment H - Invoicing Instructions – CAATS VR&E Contractors Training Manual.

General Invoicing Instruction:

Contractors may not invoice until deliverables have been accepted in writing on the QA Form. VA will review deliverables and accept or return the unacceptable deliverables within five (5) business days of receipt. A copy of deliverable acceptance and the approved QA form, must be attached with invoices. Failure to include will result in invoices being returned as improper.

The Contractor shall submit an electronic invoice as specified herein. An invoice must include:

A. Address/POC to direct payment to:

B. Name and address of the Contractor;

C. Invoice date and contractor unique invoice number;

D. Contract number, task order number, contract line item number, and referral order number. A referral order number is issued for contract line item(s) for specific budget operating codes, for example, Initial Evaluation, Case Management, and Employment Services will be identified by a separate purchase order number and Educational Vocational Counseling will be identified by another purchase order number. Contractors must provide a separate invoice for veterans served under each service group. Billing for multiple Veterans should be itemized on each invoice.

E. Description, span of time/dates when billed services were rendered to veterans, quantity, unit of measure, unit price and extended price of the service(s) rendered, detailed billing if required (hourly referrals);

F. Name, title, and phone number of persons to be notified in event of defective invoice. Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. § 3903) and Office of Management and Budget (OMB) Circular A-125, Prompt Payment;

G. Only invoices for services rendered in accordance with this contract may be submitted for payment;

H. Payment are not allowable and must be repaid to the VA if invoiced services are duplicate billings, not received by veterans and/or do meet the requirements under the contract. Failure to meet requirements include such issues as not meeting performance standards, not fully completing services specified in issued task orders, not submitting documentation of services related to VA-accepted deliverables under the contract, or for services which cannot be confirmed as appropriate by Veterans; and

I. Contractors may not invoice until deliverables have been accepted in writing on the QA Form (email may be used). VA will review deliverables and accept or return the unacceptable deliverables within five (5) business days of receipt.

14.0 APPLICABLE REFERENCES

In the performance of the tasks associated with this Performance Work Statement (PWS), the Contractor must always comply with the following:

Chapters 18, 31, 35 and 36 of Title 38, United States Code http://www.gpo.gov/fdsys/browse/collectionUScode.action?collectionCode=USCODE

M28R, Vocational Rehabilitation and Employment Manual (http://benefits.va.gov/WARMS/M28R.asp)

Website for VR&E Program Information (http://www.benefits.va.gov/vocrehab/ )

Commission on Rehabilitation Counselor Certification (http://www.crccertification.com)

38 CFR 21.283 (http://edocket.access.gpo.gov/cfr_2004/julqtr/pdf/38cfr21.284.pdf)

15.0 GUARANTEED MINIMUM AND CONTRACT MAXIMUM

A. The Guaranteed Minimum amounts are set forth in the amount of $3,000.00 for the Nashville TN Regional Office, which applies to the base period only. No minimum quantities are guaranteed for the option periods, if exercised.

B. The Maximum Quantity identified for the base period is $50,000.00 for the Nashville TN Regional Office. The Maximum Quantity identified is $50,000.00 for each Option Period, if exercised. This represents the maximum dollars the Government may expend during EACH contract period (the Base Period, or any of the following option periods, if exercised).

16.0 PRIVACY PROTECTION RIGHTS

A. The Contractor shall advise the Veteran of the Protection of Privacy, before services commence, and have the Veteran sign VA Form 288739a, Protection of Privacy Information Statement (to be provided upon assignment of each task with original to file and copy to the Veteran).

B. If the Veteran declines to sign the statement, but opts to continue the evaluation process, the fact that he/she has been orally advised of the contents of the Protection of Privacy Statement shall be documented in the Contractor’s report and the counseling and evaluation may continue.

C. Invoices must NOT include the Veteran’s Social Security number as identification. The last four numbers or case number are acceptable.

17.0 SECURITY REQUIREMENTS

A. SECURITY INCIDENT INVESTIGATION

The term “security incident” means an event that has, or could have, resulted in loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor shall immediately (within 1 hour) notify the COR and simultaneously, the VA Network Security Operations Center (vansoc@va.gov) and the designated ISO/Privacy Officer for the contract of any known or suspected security/privacy incident, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor has access.

To the extent known by the contractor, the contractor’s notice to VA will identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information/assets were placed at risk or compromised), and any other information that the contractor considers relevant.

Contractor will simultaneously report the incident to the appropriate law enforcement entity(ies) of jurisdiction in instances of theft or break-in. The contractor, its employees, and its subcontractors and their employees will cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor will cooperate with VA in any civil litigation to recover VA information, to obtain monetary or other compensation from a third party for damages arising from any incident, or to obtain injunctive relief against any third party arising from, or related to, the incident.

To the extent practicable, contractor shall mitigate any harmful effects on individuals whose VA information was accessed or disclosed in a security incident. In the event of a data breach with respect to any sensitive personal information processed or maintained by the contractor or subcontractor under the contract, the contractor is responsible for liquidated damages to be paid to VA

B. SECURITY CONTROLS COMPLIANCE TESTING

On a periodic basis, the VA, including the VA Office of Inspector General, reserves the right to evaluate any or all of the security controls implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the Government, the contractor will fully cooperate and assist in a Government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct a security control assessment on shorter notice (to include unannounced assessments) determined by VA in the event of a security incident or at any other time.

C. PHYSICAL SECURITY

If the contract requires taking VA data to a contractor site and the data contains Personally Identifiable Information, the Contractor will provide an independent physical security assessment of their facility to the COR prior to commencing work. General guidelines for physical security can be found in VA Directive 0730, Section 6 (Physical Security) and VA Memorandum (subj: IT Oversight & Compliance Information Physical Security Assessments) dated October 24, 2007.

D. TRAINING

All Contractor and subcontractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:

1. Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems, and Contractor Rules of Behavior (supplement),

2. Successfully complete VA Cybersecurity Awareness training and annual refresher training as required,

3. Successfully complete VA General Privacy training and annual refresher training as required, and

4. Successfully complete any additional cybersecurity or privacy training as required for VA personnel with equivalent information system access.

The Contractor shall provide to the COR a copy of the training certificates and signed Rules of Behavior for each applicable employee within one week of the initiation of the contract and annually thereafter, as required. These online courses will need to be taken through the VBA’s online Talent Management System (TMS) at: https//www.tms.va.gov//learning /user/login. To self-enroll, click the “Create New User” button on the red bar and complete the assigned training. The COR will provide the contractor with the appropriate information to complete self-enrollment.

Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed.

The Contractor will also…