36C24123Q0652.docx

GENERAL INFORMATION

SET-ASIDE

Providence VAMC

830 Chalkstone Ave

Providence RI

CONTACT INFORMATION

Providence VAMC 830 Chalkstone Ave

Providence, RI 02908

POINT OF CONTACT*

Contracting Officer Keri Reeves keri.reeves@va.gov keri.reeves@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

Presolicitation Notice Presolicitation Notice

DESCRIPTION

Presolicitation Notice

Pre-solicitation Notice of Intent to Sole Source Pre-Solicitation Notice of intent to award a sole source contract. This is not a solicitation. The Department of Veterans Affairs intends to negotiate a sole source contract with:

SKINNER JANET

1272 W. Main RD Middletown, Rhode Island 02842-6335, United States ueiSAM: RHM3HKJ5ZQH2

The purpose of this acquisition is to provide readjustment counseling services to eligible veterans referred by COR or designee in accordance with the requirements as outlined in this statement of work.

The contractor shall furnish readjustment counseling services to eligible veterans referred by COR or designee in accordance with the requirements of the contract. Readjustment counseling, for purpose of this contract, is counseling provided by social workers, psychologists, psychiatrists, or other qualified licensed counselors, individually or in groups, specifically directed at social, psychological, or behavioral difficulties specifically related to the post-war readjustment to civilian life. Such difficulties may interfere with a veteran’s job performance, educational pursuits, family and other interpersonal relations, or overall ability to cope with daily life. Modalities of readjustment counseling include individual, group, and family counseling; all which must have as their central purpose the post-war readjustment of veterans who served on active military duty in any combat theater or area of hostility and/or post-Vietnam war zone veterans or veterans who have experienced military sexual trauma as outlined in the Statement of Work. The services are located at the Providence VAMC located at 830 chalkstone Ave Providence, RI 02908. The service required is for the Base period of performance 7/1/2023 -6/30/2024, a Base +4 years requirement.

Because Janet Skinner is the only vendor/contractor that can provide the service required, this acquisition will not be competed. Since the intent is to procure this on a sole source basis, no solicitation will be posted to Contracting Opportunities SAM.gov.

The NAICS 624190. The size standard is $16.0 Million. The PSC/FSC is Q526.

The authority for this action is FAR 6.302.1-1 Only one responsible source and no other supplies or services will satisfy agency requirements.

Interested persons may contact the Contracting Officer by email only at keri.reeves@va.gov regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer.

Response must be received by 05/12/2023, NLT 10:00am EST.

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B.3 STATEMENT OF WORK

READJUSTMENT COUNSELING SERVICE CONTRACT MECHANISM

DESCRIPTION OF THE SUBJECT WORK

The contractor shall furnish readjustment counseling services to eligible veterans referred by COR or designee in accordance with the requirements of the contract. Readjustment counseling, for purpose of this contract, is counseling provided by social workers, psychologists, psychiatrists, or other qualified licensed counselors, individually or in groups, specifically directed at social, psychological, or behavioral difficulties specifically related to the post-war readjustment to civilian life. Such difficulties may interfere with a veteran’s job performance, educational pursuits, family and other interpersonal relations, or overall ability to cope with daily life. Modalities of readjustment counseling include individual, group, and family counseling; all which must have as their central purpose the post-war readjustment of veterans who served on active military duty in any combat theater or area of hostility and/or post- Vietnam war zone veterans or veterans who have experienced military sexual trauma.

∗ Service in combat theater or area of hostility to include but not limited to:

World War II (including American Merchant Marines) Korean War Vietnam War Lebanon Grenada Desert Storm/ Desert Shield Bosnia Kosovo Operations in the former Yugoslavia area Global War on Terrorism Operation Enduring Freedom Operation Freedom's Sentinel Operation Iraqi Freedom Operation New Dawn

This service does not include general mental health services, but only provides readjustment counseling for psychosocial difficulties related to post-war readjustment from military duty for example:

a. Exposure to combat-related war trauma.

b. Exposure to other aspects or war zone stress.

c. Post-traumatic stress disorder (as defined by DSM-III-R) and/or other war-related social and psychological difficulties.

d. Stressors unique to military duty for eligible veterans.

e. Psychological concern over a possible service-connected condition.

f. Substance abuse connected with military duty and/or post-war homecoming and readjustment.

g. Difficult post-war experiences, including disrupted homecoming and unsuccessful reentry into civilian roles.

h. Concern over possible Agent Orange, biological or chemical agent exposure or ramifications thereof.

i. Generalized alienation from society manifested by lack of expectable familial, education and/or vocational activities.

j. Psychosocial difficulties related to type of military discharge for other than honorable discharge.

The provision of medications and physical examinations are not to be considered a component of readjustment counseling, and thereof, will not be provided under this contract mechanism.

Nonetheless offerors should have the capability through referral to arrange for needed physical examinations, prescription medications and/or other medical treatment. Veteran consumers should be advised that the VA will not reimburse through this service for physical examinations, drugs, or other medical treatments. In all such cases, VA medical facilities should be the priority referral for the veteran’s medical care. When this is not feasible due to geographical distance, VA Fee Basis providers should be considered. The contract provider should coordinate with the COR for assistance in facilitating referrals to VA medical providers.

GEOGRAPHICAL LOCATION OF ELIGIBLE SERVICE PROVIDERS

Service providers submitting offers in response to this request for proposals must be physically located in the SOUTHEASTERN MASS OR RHODE ISLAND area. VA will only make referrals to providers under this contract for circumstances where VA or other government facilities are not capable of furnishing needed services or cannot do so economically because of geographical distances.

PROCEDURES FOR SERVICE INITIATION

Under most circumstances’ referrals will be made only the COR or designee. However, professional staff at the VA support facility’s Psychology, Psychiatry, Nursing, or Social Work

Services can also refer veterans requesting contract services, but such referrals should be closely coordinated with the COR. These VA support facility professional staff members will provide timely documentation to the COR to substantiate the referral.

The initial referral will be for a comprehensive psychosocial assessment. The COR will authorize up to three visits for the initial referral. Contractor must submit the written comprehensive psychosocial assessment for review by the COR to determine if additional visits will be authorized.

The initial authorization of up to 3 visits may be made orally when clinically appropriate, i.e., emergency situations. Authorizations will be documented in the veteran’s file and will be followed up by VA Form 10-5565b.

The Contract Provider must schedule the initial counseling sessions within three (3) working days from the time he/she receives the authorization.

If a veteran currently receiving counseling services from an earlier awarded contract provider resides in a closer proximity to a new contract provider, the veteran may be transferred to the new contract provider in order to continue to receive uninterrupted services from the most convenient provider. The COR will notify Patient Services when such a case transfer has been affected.

The COR will provide written documentation of service authorization to the contract fee serve provider via VA Form 10-5565b will proceed according to the following instructions:

1. Block A - Contractor’s name (per contract provider directory)

2. Block B – The 4-digit provider number (per directory)

3. Block C – The contractor’s address and telephone number (per directory)

4. Block D – Name of veteran referred

5. Block E – This limits the contractor to specified services. Services most appropriate for a client may be circled. Additionally, the VA referrer should detail any further limits regarding frequency, modality, significant other visits, etc., in brief narrative form in this block.

6. Block F – Inform the veteran about both restrictions. If a veteran is transferred, enter the date the first service was provided at the originating facility. If the veteran has not received readjustment counseling from VA, this will be a referral to the contractor and the current date will be placed in this block. Indicate on #2 that he/she is entitled to one visit instead of 2 per week.

7. Block G – Check either “transferred” or “referred”. If “transferred” is checked, enter the client number used in coding previous readjustment counseling provided. If “referred” is checked, no further information in this block is required.

8. Block H – Check whether this transfer or referral is from a Vet Center or a VA medical facility.

9. Block I – Vet Centers should enter the 4 digit Vet Center number used in coding workload processing sheets. VA medical facilities should use the 4 digit station identifier, deleting any suffix.

10. Block J – The COR or designee must sign the authorization and include his/her title, date signed, and commercial telephone number in the appropriate sections.

Service initiation under this contract will be limited to referral only by Vet Center personnel, RCS District Managers and /or Chief of Staff or designee at a VA medical facility. The number, type, and frequency of readjustment counseling services provided to the veteran and/or significant others (i.e., members of the veteran’s immediate family, legal guardian, or individual with whom the veteran lives or certifies an intention to live with) will be specifically authorized by referring Vet Center or VA Medical Center officials.

Upon determination of eligibility and completion of psychosocial assessment, determining the need for readjustment counseling services, a referral will be made by completion of Contract Services Authorization Form (VAF 10-5565b). Copy 1 will be mailed or given to the veteran or significant other – who will present it to the designated contract service provider. Copy 2 will be mailed to the designated contract service provider. Copy 3 will be forwarded to Patient Services at the VA medical center responsible for assisting the Vet Center in the local administration of the contract program. Copy 4 will be maintained on file at the Vet Center.

TERMS OF CONTRACT

All contracts will be for a period of one year from date of award or as specified in the RFP. The contract provider is obligated to provide counseling services in a manner consistent with the time frame of the contract. The length of time in which counseling services are provided to individual veterans under this contract will be as authorized by VA referrals. In any case, if readjustment counseling beyond the one-year period of the contract is indicated, and if the contract is not renewed, the contract provider is responsible to make appropriate referral to another counseling resource, in consultation with the original VA referrer. Exceptions to this requirement may be made in conditions of continuing need, upon authorization by VA referring officials. VA will reimburse the contractor for completion of cases started during the contract, but duly authorized to extend beyond the legal termination date of a contract. Sixty days prior to scheduled expiration date of a contract, the contracting officer will notify the contractor as to the VA’s intent to renew the contract. VA will be the sole judge as to whether a contract may be renewed for two additional one-year prices stated in the contract. VA also reserves the right to let this contract expire and issue a new RFP if doing so is determined to be in the best interest of the government.

In renewing existing contracts, Contracting Officers will request a current list of those contractor employees working on the contract. Any changes proposed by the contractor will be brought to the attention of the COR who will review the information on the new personnel to ensure that the level and quality of service is consistent with the initial proposal which resulted in the original contract. When the Contracting Officer has been informed by the COR that the contract provider may not be following the contract requirements, the Contracting Officer should, in writing, notify the provider of potential violations and outline in detail the areas of potential non-compliance and a plan to bring the contractor into contract compliance. If the contractor does not correct the violations, the Contracting Officer should proceed in accordance with the terms and conditions of the contract.

DUTIES OF CONTRACT PROVIDERS

A. Duties and responsibilities of contract providers include, but are not limited to:

1. Contractors will provide readjustment counseling services to eligible veterans referred by the COR or designee in accordance with the requirements of the contract mechanism, Fee/Contract Program Handbook, and VA Authorization Form (VAF 10-5565b).

2. Contractors will schedule the initial veteran counseling session within three (3) working days from the time he/she receives the authorization.

3. The duration of counseling sessions for billing purposes will be in accordance with applicable contract requirements.

4. Contractors will maintain counseling records that comply with the Privacy Act and are clinically accurate up-to-date and complete.

5. Contractors must provide in writing an initial comprehensive psychosocial assessment to the COR no later than the completion of three initial visits. An updated counseling plan will be submitted to the COR 1 week prior to completion of each authorized block of visits thereafter which addresses continuing need for readjustment counseling. Coordination of the counseling plans by the COR must occur in a timely manner [one (1) week prior to authorization of subsequent blocks of sessions] so that there will be no disruption in the continuation of readjustment counseling.

6. All bills must be submitted monthly, in arrears, no later than five (5) working days of the following month. Reimbursement will be made only for authorized, in-person, or virtual counseling sessions.

7. Contractors will conduct periodic evaluation of the quality and effectiveness of services provided as stipulated in the contract mechanism.

8. Contractors will make every effort to prioritize group counseling in the provision of services to referred veterans with readjustment problems.

9. Contractors will ensure the physical security of records and prevention of disclosure of the records, reports, or other private information regarding clients except with the client’s informed written consent. Exceptions to this will be under guidance from the COR and the Chief of Patient Services at the VA Support Facility.

10. At the completion of each individual or group counseling session, the contractor will document on the Service Verification form the name of the client, counselor’s name and professional degree, length of session, date, and specific modality of the counseling session. This verification form will be presented to the client for his/her signature. A separate composite verification form is to be completed for each veteran for each month, and attached to the monthly bill submitted to Patient Services through COR.

11. The contractor will make a follow-up contact within 60 days after the last contact with the client and document this contact in the client’s folder.

12. The contractor will complete a closing summary and place client files in inactive status after 90 days of inactivity unless there is documented clinical reason to keep the file active. A closing summary which spells out the degree of success (or lack thereof), treatment plan/goals, and prognosis will be completed, and a copy forwarded to the COR.

13. The contractor will report and submit for approval, any proposed changes in personnel providing services under this contract, to the Contracting Officer through the COR. Any such proposed staff changes will be subject to evaluation criteria specified in the Statement of Work.

B. Contractors are specifically prohibited from the following:

1. Commercial advertising of their services to Vietnam and/or post-Vietnam era war zone veterans under this contract program in such a way as to indicate or imply VA endorsement or promotion of services.

2. Providing general mental health services for problems not directly related to Vietnam and/or post-Vietnam war zone military service and post-military readjustment.

3. Referring to themselves as “Vet Centers”, “Outreach Centers”, “Readjustment Counseling Centers”, “Veterans Outreach Program”, or similarly misleading the public regarding the nature of their relationship to VA.

4. Contractors will not actively outreach or solicit clients.

5. Contractors will refrain at all times from persona, financial, or business relationships with clients, family members, or significant others of such clients or former clients insofar as such personal relationships might compromise the professional neutrality and effectiveness of the counseling relationship.

Contractors will adhere to the professional standards of their relevant licensing body.

6. VA will not reimburse for telephone calls with veterans or significant others, consultation between contract counselor and other individuals, veterans’ travel, veterans not keeping appointments (no shows), or services not specifically in the contract mechanism or the VA referral form (10-5565b).

RECORD KEEPING

When determination of eligibility and counseling need has been accomplished by the COR or other VA referrer the appropriate case record should be initiated to minimally include the following:

1. Client identification number

2. Demographics Data

3. Intake Assessment

4. Problem List

5. Progress Notes

6. VA Form 10-5565b

7. Eligibility Verification

Contractors will maintain counseling records which comply with the Privacy Act and are accurate, complete and in compliance with professional standards for clinical record keeping. In addition, the contract provider must provide in writing an initial comprehensive psychosocial assessment and counseling plan to the referrer no later than the completion of three initial visits and an updated counseling plan at the completion of each unit of authorized visits thereafter. At the indicated intervals, this counseling plan will be required in order for further units of service to be authorized. Determination of adequacy of counseling plans will be based on the professional judgment of the COR in each case. Counseling records are considered the property of the VA.

Contractor’s clinical records on clients who are receiving or have received services under a Readjustment Counseling Service Contract, are the property of the Department of Veterans Affairs.

When a contract has been terminated and a contract provider has completed all veteran cases, the following procedures apply to the disposition of all veteran client records:

1. Contractor providing services may maintain client records for up to one (1) year after the last authorized visit to ensure continuity of care for clients who tend to drop-in and drop-out of treatment.

2. Those contractors whose contract has expired or terminated will forward completed Client records to the originating Vet Center.

3. Transfer of these records to the VA does not require client permission. This VA property was maintained by the contractor for the VA to assist in the VA’s provision professional treatment for the client.

ACKNOWLEDGEMENT OF SERVICES

At the time services are rendered, the contractor will secure a signed acknowledgement of services from each client and for each visit that is billed to the VA. The contractor will list the clients’ name, name of counselor and professional degree, date of service, length of treatment, treatment modality, and clients’ signature.

LICENSURE

Offerors are to include all staff providing counseling services under this program, are required to obtain all Federal, State, and/or Local professional license(s) and certifications(s) applicable to the provision of offering readjustment counseling services. Official verification of credentials will be obtained from the educational institution awarding the contractor’s professional degree, which will be required by the Contracting Officer at the time of the award. In addition, documentation of current professional license or certifications will be required by the Contracting Officer at the time of the award.

CONTRACT SERVICES REVIEW/EVALUATION

Regular evaluations of the technical compliance with the terms of contract and the level and types of contract services provided to veterans and significant other will be conducted. These may take the form of any of the following:

1. On-site visits to the contract provider’s site(s) and on-site review of all other involved VA organizational elements (Medical Administration Service, Acquisition and Materiel Management Service, Fiscal Service, Vet Centers, and other VA referrals).

2. Self-evaluations performed by the contract provider, (e.g., quality assurance Activities).

3. The RCS contracts program should also be reviewed as part of the SIR mechanism at the Vet Center or VAMC responsible for administering such contracts.

4. Representatives of VA and other Government agencies are authorized to visit the Premises of service contractors during business hours for purposes of evaluation and auditing.

5. On-Site monitoring will be guided by the following:

a. Annual on-site visits to all contract providers conducted by the Contract Officer’s Representative (COR) on a normal basis.

b. Regular on-site review of all other VA organizational elements conducted by the RCS Assistant Regional Manager for Contract Services according to existing RCS Guidelines.

c. Written site visit reports by the COR and ARM/CS are used to document any deficiencies and/or irregularities noted along with recommendations and/or irregularities noted along with recommendations and timeliness for corrective action.

d. Where irregularities or deficiencies are noted, on-site visits may be scheduled at a frequency greater than annually to monitor corrective actions and contract compliance.

Representative of VA and other Government agencies are authorized to visit the premises of service contractors during business hours for purposes of evaluation and auditing which may include inspection of clinical records.

1. The written results of evaluations will be used to determine the extent all those involved are providing appropriate actions as per the terms of the contract. Such areas may include, but are not limited to:

a. Physical requirements of the contract-counseling space, privacy, security of records, accessibility of physically disabled veterans, etc.

b. Adequacy of record keeping- authorizations and re-authorizations, counseling plans, workload reports, invoices for services provided, etc.

c. Appropriateness of services-counseling plans should match assessments, only authorized services are provided, verification of number and types of employees charged to the contract actually doing the work, therapeutically effective group services are being utilized, etc.

Whenever contract provider non-compliance becomes evident, the Contracting Officer will be notified immediately. The Contracting Officer in consultation with the COR, will then proceed with the appropriate action.

VA OBLIGATIONS UNDER THE CONTRACT

This contract will be used only upon a VA determination that existing VA Government facilities are not capable of furnishing needed readjustment counseling services, or cannot do so economically because of geographical inaccessibility.

ACCEPTANCE PERIOD FOR OFFERS

Unless otherwise stipulated, all offers will be treated as remaining in effect for a period of 60 days after the date identified for receipt of proposals.

USUAL AND CUSTOMARY FEE

Contracts will only be entered into by VA which are based on a rate schedule (amount charged by provider for each client visit) which falls within the range of usual and customary fees for the specific geographical area in which services are provided. The contracting officer in consultation with the contracting officer’s Representative (COR) is responsible for determining the usual and customary fee, through communication with the State, County, or District (a) Psychiatric Society, for Psychiatrists; (b) Association of Social Workers, for Psychiatric Social Workers. In instances where conflicting data is provided, the COR must consult with the local VAMC Chief of Psychiatry, Psychology, or Social Work Service to determine the usual and customary fees for services provided by a mental health worker other than those from the three professional disciplines listed above. Prospective contract providers applying for renewal of existing contracts should be advised of this guidance, and requested to formulate proposals which include fees within the usual and customary range as indicated herein, in determining the appropriate fee range, it should be noted that different, usual and customary fees prevail for different types of therapy; i.e., individual, group, and family, and the COR’s determination should be for a specific type of therapy, as well as for professional discipline. For questions concerning this guidance contact the VA Contracting Officer.

REIMBURSEMENT AND LIMITATIONS ON SERVICE

Offerors are to quote a per-session rate for services to be rendered. Remuneration will be based on the number of visits multiplied by the per-session rate quoted by the offeror. A counseling session must last a minimum of 45 minutes and will be deemed a single visit.

Longer visits will be deemed a single visit regardless of length. A maximum of up to three visits will be authorized for the initial assessment by the official VA referrer. Additional blocks of up to eighteen visits can be authorized for continued counseling after the initial 1-3 visits have been exhausted. If there is a continued need for visits above the 18 visits, the contractor must send written request/justification for additional visits to the COR for review. The COR must submit the request for additional visits to RCS District Associate District Director for Counseling for written approval for additional visits. All fees presented in proposals, and included in contracts, must be within the customary, usual, and reasonable range of fees as charged by the same professional discipline for the same services charge in the area where services will be provided. The Contracting Officer will determine the applicable prevailing fee ranges, from standard sources within the community, professional societies, being assisted in this determination by the COR.

Acceptable fee range determinations will be made for at least the following 15 categories, to the extent that any are applicable to a particular contract:

a. Psychiatrist

b. PhD. Psychologist

c. Lic. Social Worker

d. Registered Nurse

e. Other Counselor

In all cases, fees allowed for category (e) above will be no higher than any of categories (a)-(d).

Further, if the contracting officer determines that there is a prevailing range of fees for practitioners in category (e) in the area being served which is lower than any of (a)-(d), only fees in that range will be allowed.

Individual, family, and couples counseling will be at least 60 minutes in length or may last longer with the veteran and/or significant others, and will be deemed a single visit (regardless of length). Groups to which veterans are referred must include a minimum of 50% Vietnam Theater and/or post-Vietnam war zone veterans. Exceptions to the requirement of 50% Vietnam Theater and/or post-Vietnam war zone veteran composition of groups to which veterans are referred may be granted by the VA refer if deemed clinically appropriate.

The contract service provided is authorized to provide only those services specified on VA referral forms (VAF 10-5565b). Under this contract, an individual veteran will be authorized no more than one visit per week, per case; i.e., whether the visit is with a veteran or a significant other (i.e., members of the veteran’s immediate family, legal guardian, or individual with whom the veteran lives or certifies an intention to live). Visits twice per week may be permitted in exceptional cases when authorized by the COR on the basis of appropriate clinical assessment.

VA reserves the right to modify the treatment plan submitted by the contractor.

Reimbursement will be for in-person counseling session (e.g., face-to-face). Reimbursement is not authorized, for example, for telephone calls with the veteran or significant others, or for consultation between the contract counselor and other individuals. Exceptions to this requirement must be approved by the COR, e.g., crisis intervention. It is understood that payments made by VA under this contract will constitute the total cost of readjustment counseling services. The contractor agrees that no additional charges will be billed to the beneficiary or the beneficiary’s family, either by the contractor or any third party furnishing required services, unless and until specific prior authorization in writing is obtained from the VA referrer that authorized the provision of services.

SITE VISIT PROCEDURES

Prior to the contract award, fee contract quality control officers are authorized to make site visits to fee contract offerors. After contract award, these individuals will be authorized on-site inspection of the contract provider facilities on an annual basis or as needed to respond to any clinical concerns or problems that develop during the term of the contract. Inspections are held for the purposes of monitoring and reviewing administrative and clinical procedures with a contractor and coordinating any procedural difficulties arising from the relationship of the contract provider with relevant VA staff. Visits will be conducted in accordance wit RCS standards and in compliance with monitoring guidelines developed and approved by RCS VA Central Office, (See Contract Services Review/Evaluation). Comprehensive site visit reports covering areas of administrative and clinical operations will be prepared on each visit. The contract provider will be responsible for responding to any clinical and/or administrative problems and/or deficiencies arising from the findings of these reports.

BILLING

Contract providers will forward invoices, with attached acknowledgement of services received (verification form) through the COR to Patient Services of the contracting facility at the end of each month. The billing will be review by the COR before release of payments. All invoices must include the following:

a. Contract number

b. Vet Center of Station number of referring unit

c. Client number

d. Total number of individual visits and number of group visits per veteran of client

e. Total number of group visits

f. Total number of group visits

g. Basic rate for contract

h. Total amount billed

i. Month in which services were provided Page 1 of