36C24619Q0608-001.docx

36C24619Q0608

PAGE 1 OF

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

36C24619Q0608 09-13-2019 Eric R. McCray 757-251-5118 09-18-2019 11:00 am est Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 X X 621330 $7.5 Million N/A X Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 See CONTINUATION Page Contractor shall provide readjustment counseling services to eligible veterans located in rural communities where the veterans reside (greater than 50 miles from the nearest Vet Center) within the following counties Jackson, Macon, Swain, Cherokee, Clay, and Graham. These services are performed for the Readjustment Counseling Services at the Readjustment Counseling Services at the Johnson City Vet Center, located at 2203 McKinley Rd, Suite 254, Johnson City, TN 37604 Period of performance will be one base year(12 Months) with two option years. If you are on GSA Schedule, please provide your GSA contract#, expiration date of contract and socioeconomical status.

Please see performance work statement See CONTINUATION Page X 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 36C246

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

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.

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

Readjustment Counseling for the Charles George VA Medical Center, Asheville NC 28805. In accordance with all terms and conditions herein.

Base Year: October 1, 2019 – September 30, 2020

Total for Base Year

Option Year 1: October 1, 2020 – September 30, 2021

Total for Option Year 1

Option Year 2: October 1, 2021 – September 30, 2022

Total for Option Year 2

TOTAL BASE AND ALL OPTIONS $----------------------

B.3 PERFORMANCE WORK STATEMENT

Contractor shall provide readjustment counseling services to eligible veterans located in rural communities where the veterans reside (greater than 50 miles from the nearest Vet Center) within the following counties Jackson, Macon, Swain, Cherokee, Clay, and Graham. These services are performed for the Readjustment Counseling Services at the Johnson City Vet Center, located at 2203 McKinley Rd, Suite 254, Johnson City, TN 37604.

The Contractor must provide readjustment counseling services to veterans who are assigned to their care. The counseling may include traditional psychotherapeutic modalities, but the purpose of psychotherapy (or any modality) must be, as a primary task, to address readjustment difficulties derived from military duties and the homecoming experience.

1. BACKGROUND

Public law authorizes the Department of Veterans Affair (VA) to provide readjustment counseling to combat veterans and guarantees readjustment counseling as a lifetime entitlement to war zone veterans under Readjustment Counseling Services.

The Vet Center mission is to provide outreach and counseling to assist all combat veterans of any conflict to resolve war-related psychological difficulties and to help them achieve a successful post-war readjustment to civilian life.

Legislation authorized VA to augment Vet Center services through contracts with private sector providers for provision of readjustment counseling to veterans who served during a period and in the theater of armed hostilities.

2. POLICY AND AUTHORITY

In accordance with 38 U.S.C. 1712A, Department of Veteran Affairs, Readjustment Counseling Services (RCS) is authorized to furnish readjustment counseling services to eligible veterans by contract with approved private sector providers, where the VA cannot provide such services.

3. ELIGIBILITY FOR CONTRACTED READJUSTMENT COUNSELING SERVICES

A. Eligibility will be determined by the Vet Center staff in accordance with Vet Center policy.

B. Eligibility for readjustment counseling services is limited to war zone veterans who were discharged under honorable conditions. Individuals with other than honorable, but more than dishonorable discharge may also be eligible as determined by the VA (see 38 CFR, Section 3.12).

C. In an emergency, if clinically determined that a crisis exists that requires immediate readjustment counseling services are necessary, the contractor shall immediately contact the Vet Center Director / COR to provide presumptive eligibility and authorization for services via phone. In such cases, the Vet Center Director / COR will inform the veteran that if eligibility is not substantiated, the veteran may be billed for the counseling services.

D. Bereavement services for parents, spouse, children, and immediate family members of active duty Armed Forces personnel, to include Reservist and National Guard members, who have died in the line of duty and service to their country, are not eligible for services under this contract.

E. Veterans possessing a Dishonorable Discharge are not eligible for services provided under this program.

F. Sexual trauma/harassment regarding veterans of both sexes, all eras are not covered by this contract.

2. DESCRIPTION OF THE SUBJECT WORK

A. The Contractor shall furnish readjustment counseling services to eligible veterans referred by the Vet Center staff. No veteran will be seen without the Vet Center' referral and approval.

B. Readjustment counseling, for purposes of this contract, is counseling provided by licensed mental health providers; clinical social workers, psychologist, or other qualified counselors that will provide services specifically directed at social, psychological, or behavioral difficulties explicitly related to the post-war readjustment to civilian life. Such difficulties may interfere with a veteran’s job performance, education pursuits, family and other interpersonal relations, or overall ability to cope with daily life.

C. Modalities of readjustment counseling include individual, group and family counseling; all of which must have as their central purpose the post-war readjustment of war zone veterans. 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:

1. Post-traumatic stress disorder (as defined by the current DSM) or other war-related social and psychological difficulties.

2. Stressors unique to military duty for eligible veterans.

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

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

5. Difficult post-war experiences, including disrupted homecoming and unsuccessful re-entry into civilian roles.

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

7. Psychosocial difficulties related to type of military discharge for other than a dishonorable discharge.

D. The provision of medications and physical examinations are not to be considered a component of readjustment counseling, and therefore, will not be provided under this contract as a reimbursable service to the contractor.

E. Nonetheless, offerors should have the capability through referral to arrange for needed physical examinations, prescription medications or other medical treatment. When this is not feasible due to geographical distance, the contract provider should coordinate with the Contracting Officers Representative (COR) for assistance in facilitating referrals to VA medical providers.

3. GEOGRAPHICAL LOCATION OF ELIGIBLE SERVICE PROVIDERS

Contractor and Service providers submitting offers in response to this request for quote (RFQ) shall be physically located within the geographic boundaries for which the contract award is made. The boundaries described herein are determined by RCS and local VA officials, based upon “geographical areas of need” (e.g. a given city, county, or locality where a Vet Center is present but, because of a large veteran population, cannot adequately provide services).

4. PROCEDURE FOR SERVICE INITIATION

A. Service initiation under this statement of work will be limited to referral only by Vet Center personnel, RCS District Managers (DMs) or designees. The number, type and frequency of readjustment counseling services provided to the veteran or significant others (i.e., members of the veteran’s immediate family, legal guardian, or an individual with whom the veteran lives or certifies an intention to live with) will be a specifically authorized by referring Vet Center or RCS DMs or designees.

B. If a veteran visits the contractor’s office prior to contacting the Vet Center, the contractor shall provide the veteran the Vet Center contact information, so required interview, record, and official authorization is initiated and approved.

C. Upon determination of eligibility and completion of psychosocial assessment to justify the need for readjustment counseling services, a referral will be made by completion of contract Services Authorization Form (VA Form 10-5565B). The original shall be maintained within the veteran’s file maintained at the Vet Center. Copy 1 shall be mailed or given to the veteran or significant other, who will maintain and present it to the designated service provider, if the contractor has not received a copy of the authorization. Copy 2 shall be mailed to the designated contract service provider and maintained in the veterans’ s records within the contractor’s records. Disposition of Contractor’s records are property of the Department of Veterans Affairs.

D. After eligibility has been verified and the need for readjustment counseling clinically established, the Vet Center Director / COR will complete and sign VA Form 10-5565B, which officially effects a referral to the contract service provider. The completion and disposition of VA Form 10-5565B is to be implemented according to the instructions on the form.

5. REFERRALS FOR CONTRACT COUNSELING SERVICES

A. Prior to making a referral to the contract provider, the veteran must be interviewed by the Vet Center Director (VCD)/COR or designee.

B. Veterans Health Administration (VHA) qualified mental health professionals can make referrals to the Vet Center. All referrals made by VHA mental health professionals who are not Vet Center staff, will be facilitated by the VCD/COR, as the latter will assume responsibility for monitoring the case once the referral to the contract provider is made.

C. The Contractor is unauthorized and prohibited to perform community outreach.

D. Contract readjustment counseling includes the same mix of social and psychological services as provided at the Vet Centers, with the exception of community outreach, which the contractor is unauthorized and prohibited to perform.

E. The scope of work does not have the provision for general mental health services.

F. Contract readjustment counseling may include social services and/or psychotherapy, but the services provided must address readjustment difficulties deriving from military duties and/or homecoming experiences. The provision of services for problems not having a clear and distinct relationship to military duty and readjustment to civilian life from military duty is not authorized.

G. Specifically, the difficulties, which comprise war-related readjustment difficulties referable to a contract provider are the following:

1. Psychosocial problems related to exposure to war trauma.

2. Psychosocial problems related to other stressful experiences of military duty in a war-zone.

3. Psychosocial problems related to post-war adjustment to civilian family and work roles.

4. Psychosocial problems related to type of military discharge.

5. Psychosocial problems related to substance abuse clinically associated with military duty or post-military readjustment.

6. Psychosocial problems related to post-war homecoming experiences.

7. Psychosocial concern over possible exposure to chemical and/or biological agents in the war-zone.

8. Generalized alienation from society related to interruptions in the normal post-war readjustment process.

H. Self-referrals and referrals of veterans who were or are in the private contract provider’s caseload cannot be authorized, unless the assessment described above is carried out. In no event may VA be billed or required to pay for services delivered prior to authorization for care.

6. REFERAL MANAGEMENT

Referrals and ongoing assessment of counseling cases will be managed, as to ensure the availability of services to the largest number of eligible veterans within the limits of available resources.

A. The Contractor shall provide group and/or brief therapy whenever clinically feasible to facilitate serving the largest number of eligible veterans. Theater veterans exposed to war-zone stress will be considered the highest priority recipients for contract readjustment counseling.

B. Group counseling will be encouraged whenever clinically feasible as this method is both clinically indicated and cost effective for Veterans with readjustment difficulties. Exceptions to this may be granted by the VCD/COR when clinically indicated.

C. Contractor employees shall not be considered Government employees and shall not at any time identify themselves as such or perform community outreach in the name of or as the Vet Center or VA.

D. In accordance with the terms and conditions of this scope of work, the Professional Services Letter IL -11-82-26, and the VA Form 10-5565B, contractors shall be required to perform as follows:

1. All initial referrals to a contract provider will be for up to 3 visits for clinical assessment and brief counseling. The VCD/COR will specify on VA Form 10-5565B, one, two, or three visits and the type of counseling to be provided (individual).

2. The contractor shall schedule the initial veteran counseling session (visit) within 10 working days from the date the veteran was first referred under the contract.

3. If additional visits are required upon completion of the 3 initial visits, the Contractor shall submit, a counseling plan documenting the need for continuing readjustment counseling to the VCD/COR. The contractor will ensure a DD214 is provided by the veteran and sent to the VCD/COR for verification. The contractor must maintain a copy in the clients file.

a. After reviewing the plan, the VCD/COR may authorize the veteran for up to a block of 15 additional visits within a specified period. In similar fashion, subsequent re-authorizations are established (up to 15 visits) and updated case counseling plans are subject to evaluation prior to further authorization.

b. In an emergency situation and/or veteran crisis, additional visits may be authorized over the phone by the VCD/COR. The contract provider updated counseling plan may be presented to the COR orally, but must be documented in the veteran’s file and followed with a written copy within forty-eight (48) hours.

c. Effective management of case progress and available funding requires that the VCD/COR specify on the VA Form 10-5565B a time period within which a block of authorized visits must be delivered. For example, a veteran does not use all 13 sessions during the specified time, he may be reviewed and re-authorized for additional visits at the beginning of the next quarter. A visit will last a minimum of 45 minutes for an Individual/Family session and a minimum of 90 minutes for Group sessions.

d. The initial written counseling plan will be presented to the VCD/COR no later than five working days from the completion of the third initial visit. This plan shall be documented in the veteran’s record by the VCD/COR and contract provider.

e. The VA reserves the right to modify the treatment plan submitted by the Contractor. Coordination of the counseling plans to the VA referrer must occur in a timely manner, so there will be no disruption in the continuation of readjustment counseling. An updated treatment plan must be submitted and approved by the VCD/COR before subsequent client visits are authorized for the upcoming quarter.

f. While up to one visit per week is usually authorized, the VCD/COR is under no obligation to authorize that frequency.

(1) Frequency of visits of less than one time per week (e.g., once per two weeks, once per month) is clinically indicated in a substantial number of cases. It is the responsibility of the VCD/COR to ensure that such frequency is obtained when indicated.

(2) Visits of twice per week may be permitted in exceptional cases when authorized by the COR on the basis of clinical assessment.

g. Resource allocation per facility, overall needs of the total eligible veteran population in a particular locality, sound clinical practice, and the needs of an individual veteran will usually dictate a frequency of visits of one per week or less.

4. “Significant Others” defined as, members of the Veteran’s immediate family, legal guardian, or individual with whom the Veteran lives of certifies an intention to live. May be seen conjointly with a Veteran in couple or family counseling by the contract service provider.

a. This will be limited to counseling for problems, which have a distinct relationship to the Veteran’s readjustment from military duty.

b. For couple or family counseling, billing and reimbursement will be at the established per session rate as specified in the contract.

c. Significant others may be seen without the Veteran present only when clinically required as an integral part of couple or family counseling. Such visits by significant others without the Veteran present, however, are limited to one visit per ten couple or family sessions that include the Veteran. Exceptions may be granted to the limitation on significant other visits only when clinically approved by the VCD/COR.

5. As stipulated in the scope of work, there is a provision, which limits eligibility for readjustment counseling through a contract provider to 1 year from the time of the veteran’s first visit.

a. This provision is based upon existing knowledge regarding the etiology and longitudinal course of war-related readjustment difficulties to include post-traumatic stress disorder (PTSD) and upon program experience, which indicates that most veterans referred complete services within 1 year.

b. This provision should not be implemented in an arbitrary manner nor should it be applied in isolation from other indicators for clinical case progress.

c. In most cases authorization beyond 1 year should be short-term extensions designed to facilitate completing services or appropriate referral.

d. Determination for extension of eligibility for contract services beyond 1 year, will be determined by a clinical report and plan submitted by the contractor, that will be reviewed by the VCD/COR, and approved by the District Director or designee.

e. To determine and approve a veteran for an extension, the following procedures will be followed:

(1) The contract provider will submit a request with a report and plan, with clinical significance of need for additional services beyond one year. This is not an authorization for service, but report of further readjustment counseling need.

(2) The Vet Center VCD/COR will review this report, determine if extension is clinically significant, and will interview the veteran (in person or by telephone) to conduct an updated, comprehensive psychosocial assessment to ensure continuing clinical need for readjustment counseling.

(3) If there is clinical indication for continuing readjustment counseling beyond 1 year, the VCD/COR must consult with the RCS District Director or designee prior to authorizing continuing visits.

(4) All requests for readjustment counseling beyond 1 year, for more than brief transitioning purposes, must be reviewed and approved by the RCS District Director or designee and documented in the veteran’s clinical record.

6. If a veteran currently receiving services from a contract provider resides in a closer proximity to a newly selected contract provider or newly established Vet Center, the veteran may be transferred to the new contract provider or newly established Vet Center, in order to continue uninterrupted counseling from the most convenient service provider.

E. Deliverables

1. Psychological Assessment

a. Psychological assessment shall be completed after the third counseling session and shall contain as a minimum the following information, which shall be submitted prior to requesting further re-authorizations from the COR.

(1) Presenting problem/history – to include frequency, duration, and severity of the problem. History of psychotherapeutic treatments received or sought as well as services being sought at the facility.

(2) Social history- to include family composition, employment, life style, alcohol/drug use, friends, support systems, medical problems, current psychological/medical treatment, typical day, recreation, client’s therapeutic goals.

(3) Pre-military history – to include family of origin, school involvement, substance abuse, acting out, legal problems, trauma.

(4) Military history – to include (pre/during/post deployment) adjustment, draft or volunteer, disciplinary actions, duties, injuries, disabilities, trauma, homecoming.

(5) Post-military history – to include social/interpersonal functioning, schools, jobs, marriages, children, etc.

(6) Observations – to include appearance, behavior, speech, affect, and mood.

(7) Assessment – to include assessment of veteran and presenting problems. Discussion of the veteran’s strengths, assets, motivation, support systems, and counselor’s conceptualization and impression of the veteran. The relationship of the presenting problems to military history.

(8) Critical issues – to include assessment of suicidal/homicidal ideation, history of and the need for intervention.

(9) Plan – to include specific actions/steps to be pursued by counselor, referral, consultation, length of treatment anticipated.

(10) Completion – shall include counselor’s signature, date, and the signature of the reviewing person (clinical coordinator) and the date reviewed.

2. Treatment Plans

a. Treatment plans content shall contain the following data/information

(1) Specific actions/steps to be pursued by the counselor

(2) Problems to be addressed

(3) Identification of goals for therapy

(4) Type of counseling or therapy recommended

(5) Anticipated duration of counseling or therapy

(6) Counselor’s signature and date

3. The government may provide the following form(s): VA Form 10-5565B

8. RECORD KEEPING

A. The VCD/COR will define the exact counseling record information to be included by the contract provider upon each veteran counseling session(s).

1. A verification form, a created VA and provided form to the contractor, is to be completed by each veteran for each therapy session. The verification form with the clients’ original signature will be attached to the monthly bill/invoice submitted to the VCD/COR.

2. The Contractor shall secure a signed acknowledgment of services from each client and for each visit for which they are invoicing the VA. The verification form must include the following:

a. Name of client/veteran

b. Name of the counselor, professional degree, and title

c. Date of service

d. Length of treatment

e. Treatment modality (Individual, Family, or Group)

f. Original client/veteran signature

3. Provide only those services identified on the VA referral form.

4. Client numbers and records for significant others, will be maintained in the name of the veteran; however, counseling case notes/progress notes on visits by significant others shall be maintained as discrete and separate from the veteran’s notes for continuity of notation, and so they can be easily extracted, if a request for the veteran’s counseling record is made.

B. Contractor shall maintain accurate and complete counseling records, which comply with the confidentiality requirements of Public Law 93-282 and the Privacy Act of 1974, Public Law 93-579, and HIPPA Privacy Rules. Contractor shall ensure the physical security of records and the prevention of disclosure of the records, reports, or other private information of clients except with the client's informed, written consent.

1. Contractors and all who are authorized to provide services shall register, attend and provide a completion certificate for the following courses:

a. VA Privacy and Information Security Awareness and Rules of Behavior.

b. Privacy and HIPPA Focused Training.

* All training is available via the VA Talent Management System (TMS) at https://www.tms.va.gov

C. Counseling records are considered the property of the VA. Within one year following client case closing from contract provider services, the Contractor shall turn the client folder over to the authorizing Vet Center or contact the District Director of the Vet Center to determine to which Vet Center the folder should be sent.

D. The same procedures will apply when the contract between the VA and the Contractor terminates/expires/or is not renewed.

9. CONTRACT MONITORING AND OVERSIGHT MANAGEMENT

1. Quality control and administrative oversight of the overall contract agreement and basic processes of contract operations are the primary responsibilities of the VCD/COR.

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

1. Site visits will be conducted on at least an annual basis to the facilities of all contract providers by the VCD/COR and/or RCS district Director or designee, or other Government employees designated by the Contracting Officer and will include, but shall not be limited to, evaluation verification of the following:

1. Actual performance versus scheduled and reported performance regarding the number and type of visits provided and the amount billed.

1. Changes in technical performance which may affect financial status, personnel assigned to the contract, over extension of resources, etc.

1. The numbers of employees charged to the contract are actually performing work under the contract.

1. Site visits will be conducted in accordance with program standards and in compliance with monitoring guidelines developed and approved by VA Central Office.

10. INVOICE PROCEDURES

1. Reimbursement will only be for in-person counseling sessions. Reimbursement is not authorized, for example, for telephone calls with the veteran or significant others, or for consultation between the Contractor and other individuals.

1. Reimbursement for veteran’s travel in connection with contract readjustment is not authorized.

1. A visit, for reimbursement purposes, will last a minimum of 45 minutes and will be deemed a single visit regardless of length beyond 45 minutes. A group counseling visit, for reimbursement purposes, will be a minimum of 90 minutes in length. Participation in group counseling sessions constitutes one visit, regardless of length beyond 90 minutes.

1. Payments made under this agreement shall constitute the total cost of readjustment counseling services. The Contractor understands and agrees that no additional charges shall be billed to the veteran or his family, either by the Contractor or any third party furnishing required services, unless and until specific prior written authorization is obtained from the VCD/COR who initially authorized the provision of services.

3. All invoices shall be submitted monthly, in arrears.

3. Invoices shall be electronically submitted to Austin and the original veteran service verification and duplicate copy of invoices mailed to the VCD/COR for billing verification and accounting.

1. All invoices shall include the information shown in subparagraphs (1) through (9) below, and shall be accompanied by the receipt of services (VA Form 10-5565B) specifying the information shown in subparagraphs (10) through (12) below:

4. Contract number (and purchase order number, if applicable);

4. Vet Center or Station Number of Referring Unit;

4. VIF/Client number;

4. Number of both individual visits and group visits;

4. Total number of individual visits;

4. Total number of group visits;

4. Basic contract rate (per type of counseling provided and per type of counselor), in accordance with bid schedule pricing in Section B of the contract;

4. Total dollar amount billed;

4. Month in which counseling services were provided;

4. Copies of the verification form including the Veteran’s original signature certifying receipt of services for each session provided, along with the Vet Center copy of the VA Form 10-5565B.

4. Counselor’s name, professional degree (or name, if applicable); and the type of therapy provided for all sessions. The clinician who provided service must be identified. Reimbursement will be based on costs for that clinician;

4. Veteran’s name and VIF number.

4. All invoices must be received by the 5th of the month following services rendered.

1. Failure to include all the above documentation (which constitutes a proper invoice) will result in delay of payment. Invoices will not be processed if there are any omissions.

12. ADDRESS FOR INVOICES

See SF 1449 Block 18a, all invoices must be submitted electronically per the OB10 system.

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 79714-9971 https://www.fsc.va.gov/einvoice

13. KEY PERSONNEL

A. The personnel specified in the offeror’s quote shall be listed and included with the quote are considered to be licensed and essential to the work being performed hereunder. Prior to diverting any of the specified individuals to other programs, the Contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the Contractor without the written consent of the Contracting Officer: Provided: That the Contracting Officer may ratify in writing such diversion and such ratification shall constitute the consent of the Contracting officer required by this clause.

B. The listing of key personnel may be amended from time to time during the course of the contract to either add or delete personnel as appropriate. If the continued commitment of any key personnel is beyond the control of the Contractor, the Contractor shall notify the Contracting Officer immediately, and shall recommendations for the substitution of another person.

14. CAPABILITY TO PROVIDE MEDICATIONS AND PHYSICAL EXAMINATIONS

While the provision of medications and physical examinations are not considered a component of the readjustment counseling services required by this contract, and will not be provided, offerors must have the capability to provide such services directly or to arrange physical assessments, medical treatment and therapy through referral.

15. PROHIBITIONS

A. Contract providers are strictly prohibited from the use of commercial advertising of their readjustment counseling services under this contract in such a way as to imply that VA is endorsing or promoting the services.

B. Contract providers and/or their employees are strictly prohibited from performing community outreach as or for the Vet Center program.

C. Per VHA Directive 1085 Dated 3/15/19 All VA Health Care Facilities shall be smoke free. This directive applies to all patients, visitors, contractors, volunteers, and vendors. “

16. DEFINITIONS/ACRONYMS

1. “CO” Contracting Officer

1. “Contractor” Provider of Readjustment Counseling Services.

1. “COR” Contracting Officer Representative

1. “FMS” Facilities Management Services

1. “RCS” Readjustment Counseling Services

1. “Significant Other” Members of the Veteran’s immediate family, legal guardian, or individual with whom the Veteran lives of certifies an intention to live.

1. “VCD” Vet Center Director

1. “VA” Department of Veterans Affairs

1. “VAMC” Veterans Administration Medical Center

1. “VA patients” Veteran beneficiaries, inpatient and outpatient

SPECIAL REQUIREMENTS

1. LICENSURE

Contractor and all staff members providing counseling services under this program shall be licensed in accordance with Federal, State, and/or local requirements and certification(s) applicable to the performance of this type of counseling service. Contractor will provide official verification or credentials from the educational institution awarding the contractor’s professional degree, to the Contracting Officer upon submitting your quote.

2. VA OBLIGATIONS

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

3. LIMITATIONS ON SERVICE

A. 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 fifteen visits can be authorized for continued counseling after the initial 1-3 visits have been exhausted.

B. In all cases, per session rate allowed for category (f) will be no higher than any of categories (a)-(e), subsequently. Further, if the contracting officer determines that there is a prevailing range of per session rate for practitioners in a category within the area being served which is lower than any of (a)-(e), only fees in that range will be allowed.

C. Group counseling shall be at least 90 minutes in length or may last longer: individual, family and couples counseling shall be at least 45 minutes in length or may last longer with the veteran and/or significant others, and shall 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 referrer, if deemed clinically appropriate.

D. The contract service provider is authorized to provide only those specified on VA referral forms (VA Form 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 VCD/COR on the basis of appropriate clinical assessment. VA reserves the right to modify the treatment plan submitted by the contractor.

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SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of the end of the Period of Performance.

(End of Clause)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days of the end of the Period of Performance; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 42 months.

(End of Clause)

C.4 52.219-14 LIMITATIONS ON SUBCONTRACTING (JAN 2017)

(a) This clause does not apply to the unrestricted portion of a partial set-aside.

(b) Applicability. This clause applies only to—

(1) Contracts that have been set aside or reserved for small business concerns or 8(a) participants;

(2) Part or parts of a multiple-award contract that have been set aside for small business concerns or 8(a) participants; and

(3) Orders set aside for small business or 8(a) participants under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).

(c) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for—

(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

(2) Supplies (other than procurement from a nonmanufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials.

(3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.

(4) Construction by special trade contractors. The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees.

(End of Clause)

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause) C.7 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2016)(DEVIATION)

(a) Definition. For the Department of Veterans Affairs, “Service-disabled veteran-owned small business concern or SDVSOB”:

(1) Means a small business concern:

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans or eligible surviving spouses (see VAAR 802.201 Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.gov); and

(v) The business will comply with subcontracting limitations in 13 CFR 125.6, as applicable

(2) “Service-disabled veteran” means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(b) General.

(1) Offers are solicited only from verified service-disabled veteran-owned small business concerns. Offers received from concerns that are not verified service-disabled veteran-owned small business concerns shall not be considered.

(2) Any award resulting from this solicitation shall be made to a verified service-disabled veteran-owned small business concern.

(c) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, the concern will comply with the limitation on subcontracting requirements in 13 CFR §125.6.

(d) A joint venture may be considered a service-disabled veteran owned small business concern if the joint venture complies with the requirements in 13 CFR 125.15, provided that any reference therein to SDVO SBC is to be construed to apply to a VA verified SDVOSB as appropriate.

(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in FAR 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.

(End of Clause) C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE (JUL 2018)

(a) This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned Small Business Set-Aside.

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) 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 Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support…