36C24518R0037-001.docx

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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

36C24518R0037 02-21-2018 Ryan Mullins 304-623-3461 x 4177 03-14-2018

1300 EDT

Department of Veterans Affairs Network Contracting Office 5 1 Med Center Drive Clarksburg WV 26301-4199 X 541990 $15 Million X N/A X See Delivery Schedule

Department of Veterans Affairs Network Contracting Office 5 1 Med Center Drive Clarksburg WV 26301-4199

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-8971

(877) 353-9791

(512) 460-5545 See CONTINUATION Page Technical Assistance and Support for the SSVF.

See Section B.5 Performance Work Statement Period of Performance: 4/01/2018 to 3/31/2023 Questions are due by 3/7/2018 @1300 EDT Any questions submitted after the specified date and time shall not be addressed.

See Section E.1 and 2 Instructions to Offerors and E.12 Evaluation Factors for details on submitting responses.

This requirement is set aside to Non-Profit organizations based on PL 110-387, section 604.

Wage and Hour Laws are applicable to this requirement.

Submit responses to this RFP to ryan.mullins2@va.gov See Continuation Pages for Details See CONTINUATION Page X X X Kristina Weir

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Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

b. GOVERNMENT: Contract Specialist 36C245 Ryan Mullins Department of Veterans Affairs Network Contracting Office 5 1 Med Center Drive Clarksburg WV 26301-4199

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.

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-8971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

B.3 SUBCONTRACTING PLAN--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing the contractor's compliance with the plan, including reviewing the contractor's accomplishments in achieving the subcontracting goals in the plan. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting plan.

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B.4 PERFORMANCE WORK STATEMENT

A. PURPOSE.

The purpose of this contract is to select a technical assistance provider (Contractor) familiar with grants which will assist grantees of the Supported Services for Veterans Families (SSVF) program. Grantees are defined as an eligible entity in title 38 USC 2044. The technical assistance provider must be a non-profit private entity capable of performing the Tasks and Deliverables listed in this PWS. A Fixed Price IDIQ will be awarded for a total of five years.

B. BACKGROUND.

This program is authorized by 38 U.S.C. § 2044 and implemented by final rule, promulgating 38 CFR part 62 (RIN 2900–AN53) regulations implementing 38 U.S.C. § 2044 by establishing an SSVF Program. See 75 FR 68979. Through this program, VA has offered grants to eligible entities, identified in the regulations, that provide supportive services to very low income veterans and families who are at risk for becoming homeless or who, in some cases, have recently become homeless. The SSVF program was authorized by Public Law 110-387 which defines a very low-income veteran family as a veteran who is a single person or a family in which the head of household or the spouse of the head of household is a Veteran with an income below 50 percent of the area median income.

VA’s goals and objectives for SSVF include the provision of supportive services designed to enhance the housing stability and independent living skills of very low-income veteran families occupying permanent housing nationwide. At a minimum, grantees will be expected to provide the following supportive services to program participants: outreach services, case management services, housing counseling services, help with financial planning and credit counseling, assistance in obtaining VA benefits, assistance in obtaining child care services, assistance in obtaining legal assistance, assistance in obtaining transportation, and assistance in obtaining and coordinating other public benefits.

C. TASKS AND ASSOCIATED DELIVERABLES.

The Contractor shall assist grantees with program implementation activities. The technical assistance provided shall be designed to increase grantees’ ability to establish and operate successful supportive services programs. Specific tasks are as follows:

Task 1: Development of Training Curriculum and Knowledge Website (SSVF University) The Contractor shall develop a training curriculum for the SSVF program. Curriculum shall be built in a manner consistent with the VA’s SSVF University website. The Curriculum shall allow for grantees and the public to have electronic access to training materials through the VA’s internet portal or suitable alternative site approved by the COR. Training shall be cross referenced to and consistent with SSVF practice standards. Standards are currently posted on the VA’s SSVF University webpage, in addition there are relevant accreditation standards used by Commission on Accreditation of Rehabilitation Facilities (CARF), Council on Accreditation (COA), and Joint Commission to review current SSVF programs. Training shall include videos and written materials that are suitable to orient grantee staff to SSVF program objectives, practices, and requirements. The Contractor shall work with VA to develop a list of training topics that are suitable for repetitive usage. The approved curriculum shall be used as a basis to provide training to new and existing grantees. Training topics shall include, but not be limited to best practices associated with the following:

(a) General

· Program requirements, rules and regulations;

· VA goals and objectives for the program;

· Program roles and responsibilities;

(b) Program start-up activities;

(c) Identification of housing resources and landlord recruitment;

(d) Staff recruitment and retention;

(e) Program financing and accounting;

(f) Outreach strategies;

· Participation in Continuum of Care’s Coordinated Assessment (standardized access and assessment system)

· Coordination with VA

(g) Screening and assessment tools;

(h) Supportive Services delivery;

· Case management;

· Population-specific issues (e.g., women’s issues);

· Oversight of supportive services provision;

· Fiduciary and representative payee responsibilities;

· Administering temporary assistance payments;

· Health, safety and emergency preparedness; and

· Suicide prevention;

(i) Services designed to support family needs, including topics such as child care and conflict resolution;

(j) Obtaining services not directly provided by grantee, including mainstream benefits, legal services, credit counseling, transportation, and non-VA health services for family members;

(k) Information management and security;

(l) Reporting, evaluation and monitoring;

· Administering participant satisfaction surveys;

· Conducting effective program evaluation, setting realistic outcomes; and

· Program reporting requirements (qualitative and quantitative) https://www.va.gov/homeless/ssvf/index.asp?page=/official_guide/reporting_and_monitoring_requirements .

Task 2: In-Person Training Sessions The Contractor shall be responsible for the planning, coordination, and hosting of up to 18 twoday, in-person training seminars at up to fourteen locations nationwide. The VA will identify these locations upon selection of grantees. The training sessions will utilize the materials prepared under Task 1. The Contractor shall be responsible for planning and coordinating all activities associated with the in-person trainings. This includes, but is not limited to, securing training locations, working with VA in identifying appropriate dates/times, inviting grantees, and coordinating all logistics in preparation for the training and also on-site at the training. The Contractor shall also make arrangements to record selected elements of each of the trainings so that they can be posted to VA’s website afterward. Any associated expenses shall be broken out on a line item basis and included as “other direct costs” within the Contractor’s firm fixed price proposal.

Task 3: Grantee Technical Assistance The Contractor shall provide technical assistance to all grantees through a virtual help desk and through web-based training resources. This assistance may include, but is not limited to:

a) program start-up support;

b) problem-solving and trouble-shooting program operations;

c) identification of best or promising practices;

d) guidance on reporting;

e) financial management support; and

f) coordination of services with VA and Continuum of Care (CoC) with an emphasis on the Coordinated Assessment/Entry System.

In addition, the Contractor shall provide virtual technical assistance (through conference calls and web based applications) to individual grantees on an “as needed” basis. Where demand exceeds Contractor capacity, technical assistance will be prioritized based upon direction given by SSVF Program staff through the COR.

Task 4: Review of Grantees’ Reports & Compilation of Summary Quarterly Reports Contractor shall review grantees’ community plans submitted to the Program Office to assist VA in identifying those grantees most in need of technical assistance. To facilitate the submission of these community reports, Contractor shall manage an online, electronic system for gathering community planning data on a quarterly basis. The system shall have the capability to pull both community-level and aggregate data. It shall also have the ability to export into MS Excel and be filtered by SSVF regional assignments. SSVF Community Plan Toolkit and updated Community Plans by State Task 5: Review of VA’s Program Evaluation Plan & Process Contractor shall work with SSVF providing monitoring of SSVF grantees and jointly review VA’s program evaluation process and plan and suggest improvements as necessary throughout the contract period. The focus of the Contractor’s review shall be on how to best standardize grantee information to better enable VA to report on the effectiveness of the program on a quarterly and annual basis.

Task 6: Annual Program Effectiveness Report Contractor shall assist VA with the preparation of a draft report on the program’s effectiveness in meeting the needs of very low-income Veteran families. The audience for this report will be senior VA staff and Congress. The report shall draw on the material reviewed under Task 5.

Task 7: Homeless Management Information System (HMIS) Support The Contractor shall provide technical support for one-way data upload to the HMIS Repository on a monthly basis conducted during the first week of every month. The Contractor shall identify issues and resolutions for any technical issues that occur during data upload activities. The Contractor shall provide technical support and deliver a Monthly Assistance Report (MAR) that addresses the HMIS one-way data upload to VA HMIS Repository.

Task 8: Program Guide Development and Updates The purpose of this Program Guide is to provide an overview of the Supportive Services for Veteran Families (SSVF) Program. It shall describe the oversight, auditing and program review process, and how it is to be used by applicants of the SSVF Program, grantees, Department of Veterans Affairs (VA) staff members, and other interested third parties involved in the SSVF Program. The guidelines provided in the Program Guide shall be consistent with SSVF Program regulations (38 CFR Part 62), information on the VA’s SSVF webpage, and materials contained in the SSVF University website.

The Program Guide provides the following information:

1. SSVF Program Overview;

2. Supportive services grant renewal process;

3. Technical assistance;

4. Supportive services;

5. Program operations;

6. Fiscal administration;

7. Evaluation and monitoring;

8. Reporting requirements; and

9. SSVF Program resources.

DELIVERABLES

Task 1 Deliverables: Development of Training Curriculum and Knowledge Website (SSVF University)

Within 120 days of contract start

1a. Develop training curriculum that include video presentations and written materials

1b. Executive PowerPoint presentations, white papers and other materials required for training

1c. Updates to SSVF University knowledge website

Task 2 Deliverables: In-Person Training Sessions

Scheduled during April 1, 2018 thru Contract Expiration

2a. Plan, coordinate and host 27, two-day in-person regional training seminars.

Attendance of each regional meeting may reach 50.

27 per year

2b. Plan, coordinate and host two national post-award conferences. Attendance for each conference may reach 200.

2 per year

2c. List of grantees in attendance at each training session.

Monthly

2d. Written summaries of the presented content, questions asked by grantees and provided response.

Monthly

Task 3 Deliverables: Grantee Technical Assistance

after the end of each month

at COR request

3d. As needed one-on-one technical assistance for grantees (provided virtually) Not to exceed 1000 hours Over course of 5 years

3e. A virtual help-desk for grantee questions and requests for program information/resources (help desk accessed by email only) Not to exceed 1000 hours Over course of 5 years

Task 4 Deliverables: Review and online collection of Grantees’ Reports & Compilation of Community Plans

quarter

Task 5 Deliverables: Review of VA’s Program Evaluation Plan & Process

5a. Provide a list of suggested improvements to its program evaluation process and plan

Task 6 Deliverables: Annual Program Effectiveness Outline and Report

the end of the Fiscal Year

end of the Fiscal Year

Task 7 Deliverable: HMIS Support

7b. Develop and plan HMIS training for SSVF grantees and CoC (Continuum of Care) administrators

Once a year

7d A virtual help-desk for grantee questions and requests for assistance with HMIS and Repository uploads (help desk accessed by email only)

Task 8 Deliverable: Program Guide

8a. Update program guide to reflect current operations, policies, procedures, and desired practices.

D. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT(QI)

a. Quality Management/Quality Assurance Surveillance: Contractor’s personnel shall be subject to Quality Management measures, such as periodic sampling, random sampling, and verification and/or documentation provided by the contractor. Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.

b. Performance Standards:

1. Measure: Quality Performance Performance Requirement: Vendor shall perform to the tasks listed in Section B.4 C.

Standard: 95% of tasks are completed within the stated time frame per the PWS.

Acceptable Quality Level: 95% meet Standards Surveillance Method: Verification and Documentation from the Vendor Frequency: Quarterly Incentive: Positive Past Performance Disincentive: Negative Past Performance

2. Measure: Mandatory Training Performance Requirement: Contractor shall complete all required training on time per VAMC policy Standard: 99% of required training is complete on time by contractor’s personnel.

Acceptable Quality Level: 99% completions, no deviations.

Surveillance Method: Periodic Sampling Frequency: Periodic Incentive: Favorable contactor performance evaluation.

Disincentive: Unfavorable contractor performance evaluation; Suspension or termination of all physical and/or electronic access privileges and removal from contract until such time as the training is complete.

3. Measure: Privacy, Confidentiality and HIPAA Performance Requirement:

Standard: 99% contractor physician(s) comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA Acceptable Quality Level: 99% compliance; no deviations.

Surveillance Method: Periodic Sampling; Contractor shall provide evidence of annual training required by VAMC, reports violations per VA Directive 6500.6.

Frequency: Periodic Incentive: Favorable contactor performance evaluation.

Disincentive: Unfavorable contactor performance evaluation. Immediate removal from contract.

c. Registration with Contractor Performance Assessment Reporting System As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $150,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

Each Contractor whose contract award is estimated to exceed $150,000 requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after contract award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have sixty (60) days to submit any comments and re-assign the report to the CO.

Failure for the Contractor’s representative to respond to the evaluation within those sixty (60) days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

E. TRAVEL.

Official overnight travel trips (from the Contractor’s location to locations outside of the Washington, DC area) will be required to complete task 2. The in-person training the Contractor is expected to provide will be conducted in 29 locations nationwide. The exact locations will be determined once grant awards are made. In addition, the Contractor shall also be required to make one trip to Washington, DC as part of task 5. Contractor travel shall be reimbursed in accordance with FAR 31.205-46, Travel costs. Travel costs include airfare, lodging, and a daily per-diem rate for meals. Lodging and daily per-diem shall not exceed the GSA scheduled per-diem rates for Government travel. The contractor shall only be reimbursed for actual cost incurred for travel and invoices for travel shall be submitted at time of reimbursement.

F. INVOICES AND PAYMENTS.

The Contractor shall invoice monthly, based upon completion of the services described in the PWS. Invoices are to be submitted to the assigned contracting officer’s representative (COR) for approval.

SPECIAL CONTRACT REQUIREMENTS

A. TERMS OF THE CONTRACT.

Services will be provided in accordance with the Performance Work Statement (PWS) and all terms, conditions, and provisions of the resulting contract for the period of April 1, 2018 through March 31, 2023. The total duration of this contract shall not exceed five years. The contract is subject to availability of VA funds. The Contractor shall perform no services after the completion of the task order, unless a new task order is issued with a specific period of performance.

B. KEY PERSONNEL.

1. The Contractor shall assign to this contract personnel who by education and training (and, when required, certification or licensure) are qualified to provide the services as denoted in the PWS. The Contractor must identify each labor category to be utilized for deliverables Task-1 through Task-8; provide a description of the skills and experience required per labor category; and résumés. Key personnel assigned to provide Grantee Technical Assistance shall retain a post-graduate degree in a social services or mental health field (not all staff associated with the contract, i.e. admin support, requires advanced degrees). The Contractor should have extensive experience working on a national level helping to train and evaluate programs that provide rapid re-housing and prevention services to homeless individuals and families. Contractor must have experience developing and hosting online training courses that include video components and support materials. The Contractor must also have substantial national experience working with vendors operating Homeless Management Information Systems (HMIS) and training end users (community-based providers) on use of HMIS. This experience must include demonstrated capability to deliver technical assistance that includes, but is not limited to, didactic training, creating written educational materials, offering web based support, and responding to individual program concerns and questions. 1. During the first 90 calendar days of performance the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the contracting officer (CO), in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph 3 below. After the initial ninety calendar day period of the contract, the Contractor shall submit the information required by paragraph 3 to the CO at least 15 calendar days prior to making any permanent substitutions.

2. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO shall notify the Contractor within fifteen calendar days after receipt of all required information of the decisions on the proposed substitutes. The contract shall be modified to reflect any approved changes of key personnel.

3. For temporary substitutions where the key person will not be reporting to work for three consecutive work days or more, the Contractor shall provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key personnel.

4. Contractor is to have a contingency plan in place to be utilized if personnel leave Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract. A copy of this contingency plan shall be submitted with the proposal. The contingency plan is considered a material requirement. Failure to submit a contingency plan shall result in rejection of proposal.

5. The Government reserves the right to refuse acceptance of Contractor if personal or professional conduct jeopardizes or interferes with the regular and ordinary operation of the SSVF program. Breaches of conduct include intoxication or debilitation resulting from drug use, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The Contractor and COR shall deal with issues raised concerning Contractor personnel’s conduct. The final arbiter on questions of acceptability is the CO.

6. The CO shall resolve complaints concerning Contractor relations with the Government employees. The CO is final authority on validating complaints. In the event that the Contractor is involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

C. Health and Human Services/Office of Inspection General (HHS/OIG) To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the HHS/OIG list of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract. Further, the Contractor is required to certify in its proposal that all persons listed have been compared against the OIG list and are not listed. During performance of this contract, the Contractor is prohibited from using any individual or business listed on the List of Excluded Individual/Entities.

D. QUALIFICATIONS.

1. The Contractor shall assign personnel to this contract by education and training (and, when required, certification or licensure) are qualified to provide services.

2. The qualifications, described in Section B. Key Personnel under Special Contract Requirements, of such personnel shall also be subject to review by the program office (PO). Contractors are expected to have staff with degrees in social sciences capable of performing described tasks.

E. GOVERNMENT RESPONSIBILITES.

The Government shall ensure that the Contractor has access to reference materials, program documentation, and VA websites, as appropriate.

F. WORK HOURS.

1. Contracted services shall be provided during “core” working hours (Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding holidays) in all times zones,

2. Federal Holidays: The Federal holidays observed by the Federal Government are:

When one of the holidays falls on Sunday, the following Monday shall be observed as a federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a federal Holiday by United States Government agencies. Also included would be any day specifically declared by the president of the United States of America as a federal holiday.

G. PERSONNEL POLICY.

The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry this out, the Contractor shall provide the following for these personnel:

· Worker’s compensation;

· Professional liability insurance;

· Health examinations;

· Income tax withholding; and

· Social Security payments.

H. MANAGEMENT, SUPERVISION AND TRAINING.

Contracted agency shall be responsible for supervising the daily services provided under this contract.

I. RECORD KEEPING.

1. The COR shall establish and maintain a record keeping system that will record the services performed by the Contractor's employee(s). Any incidents of Contractor non-compliance as evidenced by the monitoring procedure shall be forwarded immediately to the CO.

2. Documentation of services performed shall be reviewed prior to certifying payment. The COR shall pay for services actually performed and in strict accordance with schedule of supplies/services above. Contract monitoring and record-keeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.

J. ACCESS TO ADP FILES.

In performance of official duties, the Contractor shall have regular access to printed and electronic files containing sensitive data, which shall be protected under the provision of the Privacy Act of 1974 (5 U.S.C. § 552a), and other applicable laws, federal regulations, VA statutes and policies. The Contractor is responsible for protecting that data from unauthorized release or from loss, alteration, or unauthorized deletion, and for following all applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in a computer access agreement which the Contractor signs.

K. INFORMATION SECURITY REQUIREMENTS.

1. All Contractor employees who require access to the VA computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all Subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the Contractor shall be responsible for the actions of those individuals they provide to perform work for VA:

a) Position Sensitivity – The position sensitivity has been designated as Low Risk/Low Sensitivity;

b) Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI);

c) Electronic Fingerprinting – VHA Directive 0710 establishes a requirement that, at a minimum, a Special Agreement Check and electronic fingerprinting be performed on all appointees and health care Contractors prior to their entry on duty with a VHA facility; and

d) Contractor Responsibilities

i. The Contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the Contractor shall reimburse VA within 30 days. The following information on any contract staff that will be performing under this contract must be submitted within 1 day after contract award. Same information must be submitted on any additional provider referred to provide services at any time during the contract: Name, Gender, Social Security Number, Date of Birth and Address;

ii. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language;

iii. The Contractor shall submit or have their employees submit the following required forms to the Program Office, Contracting Officer within 30 days of receipt;

(1) Standard Form 85, Questionnaire for Non-Sensitive Positions;

(2) Optional Form 306, Declaration for Federal Employment;

(3) SF87 (Rev 4-84), U.S. Office of Personnel Management Fingerprint Chart; and

(4) VA Form 0710, Authority for Release of Information Form;

iv. The Contractor shall prepare and forward a listing of all Contractor personnel that shall be performing services under the contract that shall have access to VA computer systems. The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation; and

v. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.

e) Government Responsibilities

i. The VA CO will provide the necessary forms to the Contractor or to the Contractor’s employees after receiving a list of names and addresses;

ii. Upon receipt, the VA CO will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation;

iii. The VA facility shall pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the Contractor shall reimburse the VA facility within 30 days. A bill of collection will be prepared by VA and forwarded to the Contractor for payment. The estimated cost for a low risk level background investigation is $200;

iv. The VA CO shall forward the completed background investigations to the office of security and law enforcement for adjudication. The Office of security and law enforcement shall notify the CO and Contractor after adjudicating the results of the background investigations received from OPM/CO; and

v. The CO shall ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested.

2. The Contractor may utilize a private investigating agency if such agency possesses an OPM and defense security service certification. A cage code number must be provided to the VA office of security and law enforcement, which shall verify the information and advise the CO whether Contractor’s access to the computer systems can be authorized.

L. SECURITY TRAINING.

1. Each Contractor and Subcontractor assigned work under this contract are required to receive and document completion of VA training on cyber security prior to having access to the VA computer system. Security training will be accomplished annually or in accordance with office of cyber and information security requirements. The requirements for fulfilling this provision can be found at https://www.ees-learning.net

2. Contractor personnel having access to VA information systems are required to read and sign a rules of behavior statement with outlines rules of behavior related to VA automated information systems. The COR will provide the Contractor, through the facility information security officer (ISO), the rules of behavior for the respective facility.

3. As VA routinely reviews and updates policies and procedures covering Contractor computer access this contract may be modified to reflect new policies and procedures during the term of this agreement. This includes any new training requirements from regulatory sources.

M. TRAVEL.

Costs incurred by Contractor personnel or official company business are allowable, subject to the limitations contained in FAR Part 31.205-46. Travel expenses shall be reimbursed in accordance with that provision. Government per diem rates can be found on the website at www.gsa.gov.

N. PAYMENTS.

1. Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice.

2. Contractor employee(s) shall perform services specified in the contract in order to receive payment.

3. The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party Contractors to facilitate invoice processing prior to contact by FSC or its designated representative for electronic invoicing submissions.

Payment Address:

4. Billings rendered by the Contractor to the PO for services furnished under the terms of this contract shall be billings in full. Neither the beneficiary his insurer, nor any third party shall be billed.

WWW.OB10.COM/veteransaffairs Contractors should use AAA544240062 is the VA OB10 number needed at the registration.

NOTE: Invoices for payment may be rejected if any deliverable or task has not been completed base on the “Deliverables” schedule in PWS. Invoices shall include the following information to be considered valid for payment. Invoices without the required information will be returned:

· Vendor name, invoice number, and date

· Complete purchase order number assigned by the VA facility

· Name of provider and services specified in Pricing Schedule (Section B.5)

· Total dollar amount of invoice

O. CONFIDENTIALITY.

1. To the extent permitted by federal privacy statutes, rules and regulations, VA shall provide the contract with access to pertinent medical information for the purpose of providing coordinated comprehensive health care to veterans.

2. The Contractor acknowledges that all records are subject to the Privacy Act and that VA is the sole entity authorized to release such information and implementing regulations.

3. VA acknowledges that in receiving, storing, processing or otherwise dealing with any patient information received from the Contractor, VA is fully bound by federal confidentiality statutes and implementing regulations.

4. Records created by the Contractor in the course of performing under this agreement are the property of VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal law and regulations. Upon expiration of this contract or termination of the contract, the Contractor will promptly provide VA with individually identified VA patient treatment records. VA has unrestricted access to the records generated by the Contractor pursuant to this contract.

P. NOTICES.

Contractor shall, in writing, keep the CO informed of any unusual circumstances in conjunction with the contract.

Q. CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COR).

VA shall provide the Contractor with the name, title, and telephone number of the COR at the time of contract award. The COR will be the VA official responsible for verifying contract performance.

R. CONTRACT ADMINISTRATION DATA.

The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the CO on all matters pertaining to contract administration. Only the CO is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

S. PERSONNEL SECURITY REQUIREMENTS

0. All contracted personnel who require access to the Department of Veterans Affairs’ shall be the subject of a Security Screening. All contracted personnel who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation (BGI), unless specifically exempted IAW VA Handbook 0710. This requirement is applicable to all subcontractor personnel requiring the same access. In all cases, access (physical and computer) cannot be granted until officially notified by Security Investigations Center (SIC), Little Rock, Arkansas. Access can be granted prior to receiving final adjudication results.

0. The position sensitivity for each contracted position is determined by the VA utilizing the Position Designation System and Automated Tool (PDAT). Each position will be designated at the high, moderate, or low risk level, depending on the position’s potential for adverse impact to the integrity and efficiency of the services (5 CFR 731.106). Risk levels determine what level of investigation is required.

0. The level of background investigation is commensurate with the required level of access. It may be either a Special Agreement Check (SAC), National Agency Check with Written Inquiries (NACI) (low risk), Moderate Background Investigation (MBI) (moderate risk), or Background Investigation (high risk). Non-citizen contracted personnel appointed to low risk positions will be subject to a National Agency Check with Law Enforcement and Credit Check (NACLC). The Department of Veterans Affairs has determined this contract requires the following level of investigations:

___ SAC

_X_ NACI = $279.00

___ NACLC

___ MBI

___ BI

0. The Contractor shall bear the expense of the background investigation, regardless of the final adjudication determination. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse…