Addendum to Performance Work Statement .docx

Paragraph 1, Background and Overview should read,

1. BACKGROUND AND OVERVIEW:

The purpose of this project is to obtain a qualified contractor to provide short-term Contracted Residential Services (Emergency Housing) and (Safe Haven) beds for homeless Veterans in safe community-based residences who are in need of an immediate housing placement as they seek permanent housing and/or additional care and services. Emphasis is placed on referral and placement in permanent housing utilizing VA or community resources. Veterans may apply directly to the contracted provider for services or be referred from other programs, both within and outside the Veterans’ Healthcare Administration (VHA). HCHV program staff will determine eligibility and the contracted provider will evaluate the suitability and appropriateness of the level of Healthcare for Homeless Veterans (HCHV) Residential Care.

Veterans cannot be denied entry to HCHV Contracted Residential Services based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, legal history, or testing positive for a communicable disease. The screening process must consider each of these special circumstances and determine whether the program can meet the needs of the Veteran. Each facility must have a way to quarantine Veterans away from the general population if needed.

A VA Liaison to the Contractor will be identified by the homeless program leadership at the Tampa VA. She/he will act as the clinical liaison for all client related issues between the Contractor and the Tampa VA homeless team. She/he will provide clinical oversight. She/he will not provide direct clinical supervision.

Contractor shall have existing programs and facilities in Hillsborough, Pasco, Citrus, Hernando, or Polk Counties that are fully operational and can start providing services as required in this Statement of Work within 30 days of contract award.

Program entries will be prioritized through requirements set forth by the Veterans Administration and requires final approval of Contract Bed Liaison or designee.

Contractors shall be able to provide Emergency Housing Services and/or Low Demand Safe Haven Services:

Emergency Housing:

· Time limited services up to 60 days.

· Targets homeless Veterans.

· Provision of case management services.

· Emphasis is placed on placement in permanent housing.

Low Demand Safe Haven:

· Time limited services up to 180 days

· Targets chronically homeless with serious medical, mental health, substance abuse, or other serious psychosocial conditions or stressors.

· Does not require sobriety or compliance with treatment as condition of admission or continued stay.

· Demands kept to a minimum.

· Provision of Case Management Services.

· Provision of Clinical/Treatment Services. Participating in services is not a condition of admission or continued stay.

· Emphasis is placed on placement on treatment and placement into permanent housing.

PERIOD OF PERFORMANCE: The period of performance for this contract will be for a Base Year plus four (4) Option Years based on funding availability.

PLACE OF PERFORMANCE: Performance will occur at the Contractor’s location unless otherwise required by work requirements listed in this Performance Work Statement.

The below table outlines the specific requirements between the Emergency Housing and Safe Haven programs:

Safe Haven

· Operational cameras in common areas and at the entrance for better monitoring especially at night.

· Sufficient lighting outdoors and around external perimeter of the facility.

· Security staff or system on-site 24 hours a day, 7 days a week.

· Secured, monitored entry into the facility.

· Operational cameras in common areas and at the entrance for better monitoring especially at night.

· Sufficient lighting outdoors and around external perimeter of the facility.

Emergency medications may be maintained by the veteran either on the Veteran’s person or by their bedside. These medications include naloxone, rescue inhalers for COPD and Asthma, epinephrine injection, glucose gel, glucagon injectable and nitroglycerin sublingual. Contractor is expected to provide Overdose Education and Naloxone distribution (OEND). Contractor must be prepared for possible resident overdoses with an emergency supply of Naloxone.

Contractor shall have means to provide medication monitoring, “practice of providing a secure storage area and controlled access for medications that are brought into a program and used by the Veteran. The person takes the medication without any assistance from staff.” Or, Contractor shall have means to provide Individual Storage of medications, “practice of allowing individuals to store (i.e., lock box, individual apartment unit) and self-administer their medications.” Or, Contractor shall have means to provide medication management, “practice of prescribing, administering, and/or dispensing medication by qualified personnel, including taking pills out of bottles, measuring liquids, or giving injections.”

Emergency medications may be maintained by the veteran either on the Veteran’s person or by their bedside. These medications include naloxone, rescue inhalers for COPD and Asthma, epinephrine injection, glucose gel, glucagon injectable and nitroglycerin sublingual. Contractor is expected to provide Overdose Education and Naloxone distribution (OEND). Contractor must be prepared for possible resident overdoses with an emergency supply of Naloxone.

· Assessing service needs

· Assistance with crisis intervention and stabilization services

· Provision of or linkage to services needed to enable the person served to perform daily living activities including but not limited to budgeting, meal planning, personal care, financial services, medical or other healthcare, assistive technology assessment, employment or, other identified needs

· Assisting the persons served to achieve goals for independence as defined by the persons served

· Monitoring

· Rapid placement of the Veteran in a safe, appropriate housing setting, with an emphasis on permanent housing placement

· Contractor shall, at a minimum, provide the case management services below to Veterans in the LDSH Program.

· Engagement of the Veteran in the service planning process. Contractor shall carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment and establish treatment goals. Contractor shall assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems.

· Contractor shall conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor shall coordinate and document clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor shall:

· Develop a highly individualized Individual Service Plan with the Veteran consistent with low demand program goals; the plan shall specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60 to 90 days of admission to the HCHV Contract Residential Care facility, but no more than 180 days. The housing placement planning shall incorporate all appropriate and available community-based housing options as well as the Veteran’s preferences regarding location and housing type. Provisions for the stabilization and/or treatment of bio psychosocial issues and stressors such as care within the contracted facility, connections to VA medical and mental health care, and/or referrals and connections to community-based resources shall also be considered. The plan shall also be focused on getting the Veteran resident to accept services, especially mental health and substance use services that will allow attainment of transitional or permanent housing. Acceptance of the services offered shall not be a condition of continued stay in LDSH. However, engagement and service delivery shall retain the expectation that the resident will advance to permanent housing with support, recognizing that it will often be at his or her own pace.

· Complete a written treatment that has explicit goals and objectives, including long-range discharge goals.

· Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the VA Liaison.

· Make changes in plans in consultation with the Veteran.

· Screen each Veteran for suicidal and homicidal risk with each contact. This screening shall be documented in regular progress notes in the Contractor’s clinical service records. If the Veteran is a danger to him/herself or others, Contractor shall take immediate steps to provide appropriate intervention. Crisis management shall be conducted in consultation and coordination with the James A. Haley VA Liaison.

· Monitor Veteran’s physical and psychiatric health and substance use status and stability.

· Coordinate with James A. Haley VA Liaison regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with James A. Haley VA and Contractor in meeting Veterans’ needs. Case conferencing will be done in person or by telephonic conference calls as determined by James A. Haley VA.

· Collaborate with the James A. Haley VA Liaison to ensure Veterans are connected to needed VA medical, mental health, and substance abuse treatment and care.

· Review the current treatment plan and goals when there is a significant change in the Veteran’s situation (medical, mental, marital, financial, etc.), when there is a change to a higher-level of care, or in compliance with the local VA medical facility’s or contractor’s policy/procedure regarding treatment plan review.

· Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

· Support for an alcohol and/or drug-free lifestyle.

· Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

· Referrals of Veterans to VA medical facilities, VA Regional Offices, and community-based agencies for a variety of services that may include health care, entitlements, vocational assistance, education, recreation, and any other needed assistance.

· Assistance to Veterans in completing housing applications and other benefit paperwork as needed. Contractor shall also assist Veterans in obtaining documentation required for completing applications including, but not limited to birth certificates, driver’s licenses, income verification and any additional information required by housing resources and potential income supports.

· Advocate on behalf of the Veteran to fill gaps in the service that VA is not able to provide.

· Support mental health stabilization and obtainment of individual Veterans’ goals.

· Contractor shall provide or assist with obtaining on or off-site other therapeutic and rehabilitative services as listed below to Veterans in the LDSH Program.

· A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e., resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and James A. Haley VA Liaison; physical activities; facilitated outings or social activities in the local community). Daily activity schedules shall be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

· Supportive social services, in collaboration with the case managers, VA or other community resources.

· Professional counseling as required, including emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA Liaison or community resources as appropriate.

· Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning.

· Support for an alcohol and/or drug-free lifestyle.

· Opportunities for learning, testing, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships.

· Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

· Education/enhancement of community/independent living skills and basic life skills such as credit repair, money management, job searching, shopping, safety, basic cleanliness, and meal preparation.

· Referrals of Veterans to VA medical facilities, VA Regional Offices, and community-based agencies for a variety of services that may include health care, entitlements, vocational assistance, education, recreation, and any other needed assistance.

· Assistance to Veterans in completing housing applications and other benefit paperwork as needed. Contractor shall also assist Veterans in obtaining documentation required for completing applications including, but not limited to birth certificates, driver’s licenses, income verification and any additional information required by housing resources and potential income supports.

· Advocate on behalf of the Veteran to fill gaps in the service that VA is not able to provide.

· Support mental health stabilization and obtainment of individual Veterans’ goals.

· Recognition and rewards shall be provided to help residents achieve these goals. The contractor shall recognize successful LDSH Program Veterans with ceremonies, opportunities to provide peer support to other Veterans as appropriate, and invitations to share their experiences as successful alumni.

· Documentation and/or reporting as requested by the Homeless Management Information System (HMIS). Data must be accurately reported, and errors must be corrected within 30 days of notification from HMIS staff.

· Resume will be sent to COR or designee for all contract staff assigned to work on contract. For new hires, resume will be sent prior to staff start date.

· Contractor will provide immediate notification to Contracting Officer’s Representative (COR) or designee when contract staff is no longer assigned working with the contract.

· Other documentation, training, and/or data reporting as requested or required by VA and may occur daily, weekly, monthly, quarterly, or annually in duration and will follow format as required by the VA.

· Contractor shall be responsible for providing VA with bed census reports. Census reports shall be due each day on all Veterans who occupy a bed unless the day is a holiday or weekend, in which case it shall be due the next business day.

· Documentation and/or reporting as requested by the Homeless Management Information System (HMIS). Data must be accurately reported, and errors must be corrected within 30 days of notification from HMIS staff.

· Resume will be sent to COR or designee for all contract staff assigned to work on contract. For new hires, resume will be sent prior to staff start date.

· Contractor will provide immediate notification to Contracting Officer’s Representative (COR) or designee when contract staff is no longer assigned working with the contract.

· Other documentation, training, and/or data reporting as requested or required by VA and may occur daily, weekly, monthly, quarterly, or annually in duration and will follow format as required by the VA.

· Intake Assessments.

· Completion of Individual Service Plans and periodic reviews and updates to plans.

· Progress notes.

· Discharge Plans completed at discharge.

· Relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

· An Initial bio psychosocial assessment.

· Intake Assessments

· Completion of Individual Service Plans and periodic reviews and updates to plans.

· Progress Notes

· Discharge Plans completed at discharge

Contractor staff shall maintain professional boundaries with the Veterans at all times while conveying an attitude of genuine concern and caring. Contractor staff shall under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor shall under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff shall not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor shall be responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

The Contractor shall comply with the VA patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information (PII) and protected health information (PHI).

• Having adequate private office space for Veterans to meet in confidence with their case manager.

• Having secured paper and electronic filing systems to protect clients’ case records and other documentation.

• Conduct ongoing training of staff on maintaining client privacy and confidentiality in all verbal and written communications and interactions.

• Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

Contractor shall have experience operating a housing program with on-site supportive services and demonstrated experience serving chronically street homeless individuals. Contractor shall have at least one (1) year of direct experience working with the chronically homeless population.

Contractor staff shall meet the State of Florida regulations pertaining to CME/CEU requirements for their specific qualification; no additional CME/CEU requirements are required by virtue of this contract. The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the LDSH facility and this contract. It is the contractor’s responsibility to keep all staff positions filled with appropriately licensed and trained professionals. In the LDSH Program, there must be at a minimum the following staff.

• A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. Note: security staff alone, whether employed directly by the Contractor or subcontracted by the Contractor, is not sufficient to meet this requirement.

· A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week.

• A professionally credentialed clinical supervisor available to make regular onsite visits and provide ongoing supervision of cases to case management personnel. The clinical supervisor must be on call and available for emergencies 24 hours a day, 7 days a week.

• Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must have training and experience working with homeless individuals with chronic medical, metal health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the supportive services specified in the contract

• Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must have training and experience working with homeless individuals with chronic medical, metal health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the supportive services specified in the contract.

• At least one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day.

Contractor shall participate in on-line and/or face-to-face training on the basic Low Demand Safe Haven Model through the VA National Center on Homelessness among Veterans (the Center) as requested. Introduction to and training on the evidence-based practices motivational interviewing and harm reduction may be included with this training.

Contractor’s staff assigned to work with veterans under this contract shall be certified in CPR and must maintain the certification during their work under the contract. Additionally, all contractor staff working with Veterans shall be trained in Harm Reduction Model and Motivational Interviewing principles. VA facility CORs or designee will provide technical assistance. Contractor shall also conduct ongoing training of staff on maintaining client privacy and confidentiality in all verbal and written communications and interactions. Staff shall also be trained in providing flexible, respectful responses to infractions of rules. Personnel assigned by the contractor to perform the services covered by this contract shall be proficient in written and spoken English (38 USC 7402).

Contractor staff shall maintain professional boundaries with the Veterans at all times while conveying an attitude of genuine concern and caring. Contractor staff shall under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor shall under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff shall not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor shall be responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

The Contractor shall comply with the VA patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information (PII) and protected health information (PHI). This includes but is not limited to: http://www.patientadvocate.va.gov/rights.asp

• House rules and expectations shall be kept to a minimum, be simple, and should focus on safety of the residents. Most residents will have had difficulty in the past adhering to settings where strict rules are applied. The rules should reward positive behavior, be enforceable, relate to the living situation, provide for safety of the residents and provide opportunities for engagement. Maintaining housing stability shall be the primary goal for each resident. Infractions of rules should be used as opportunities for clinical engagement by the Contractor’s staff.

• On-site contraband, weapons, drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

• Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances and syringes.

• Room/area inspections, including methods and frequency.

• Hygiene and personal/public are cleanliness requirements.

• Grievance process to address resident complaints with time frames for responses from the Contractor’s program/facility management.

• Client abandonment of belongings in the facility, including time frames and procedures for disposal.

• Procedures on security taping, monitoring and violations.

• Process for knowing how to handle medical and psychiatric emergencies such as a heart attack, a psychotic episode, or physical encounter between residents or between resident and staff personnel.

· Emergency and disaster plans with written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, resident suicide and suicide attempts, overdoses, and domestic or other violence. All contractor’s staff will be trained on emergency procedures.

Contractor shall have written policies and procedures that address the concerns and situations identified below. Contractor staff shall communicate these policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility. Ideally this would be conducted in the form of a written resident handbook that is verbally reviewed with the Veteran.

• House rules and expectations shall be kept to a minimum, be simple, and should focus on safety of the residents. Most residents will have had difficulty in the past adhering to settings where strict rules are applied. The rules should reward positive behavior, be enforceable, relate to the living situation, provide for safety of the residents and provide opportunities for engagement. Maintaining housing stability shall be the primary goal for each resident. Infractions of rules should be used as opportunities for clinical engagement by the Contractor’s staff.

• On-site contraband, weapons, drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

• Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances and syringes.

• Room/area inspections, including methods and frequency.

• Hygiene and personal/public are cleanliness requirements.

• Grievance process to address resident complaints with time frames for responses from the Contractor’s program/facility management.

• Client abandonment of belongings in the facility, including time frames and procedures for disposal.

• Procedures on security taping, monitoring and violations.

• Process for knowing how to handle medical and psychiatric emergencies such as a heart attack, a psychotic episode, or physical encounter between residents or between resident and staff personnel.

· Emergency and disaster plans with written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, resident suicide and suicide attempts, overdoses, and domestic or other violence. All contractor’s staff will be trained on emergency procedures.

• Death

• Fire

• Drug / police raid

• Suicide / suicide attempt

• 911 call (police / fire dept. / paramedics / other)

• Drug overdose

• Severe medical illness / emergency

• Severe psychiatric illness / emergency

• Sexual assault

• Act of violence by Veteran against other(s)

• Abusive behavior by Veteran against staff

• Act of violence by other(s) against Veteran

• Abusive behavior by staff against Veteran

• Accident

• Medication problems or adverse drug reactions

• Exposure to Infectious Diseases

• Or other untoward events Contractor shall notify VA (Contract Residential Services Liaison or representative) of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident. Contractor shall complete a written incident report within 48 hours of notification and provide it to the Contract Residential Services Liaison or representative. Incidents include but are not limited to the events below.

• Death

• Fire

• Drug / police raid

• Suicide / suicide attempt

• 911 call (police / fire dept. / paramedics / other)

• Drug overdose

• Severe medical illness / emergency

• Severe psychiatric illness / emergency

• Sexual assault

• Act of violence by Veteran against other(s)

• Abusive behavior by Veteran against staff

• Act of violence by other(s) against Veteran

• Abusive behavior by staff against Veteran

• Accident

• Medication problems or adverse drug reactions

• Exposure to Infectious Diseases

• Or other untoward events

PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. The Performance Requirements Summary Matrix is incorporated within this QASP to include performance standards and disincentives. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL) defined below for each performance requirement.

Acceptable Quality Level Method of Surveillance (The Government may, at its discretion, choose any time, announced or unannounced, to have VA personnel inspect the contractor’s records.)

Clinical care services to include working with homeless Veterans and finding them permanent housing and linkage and referrals to other community services.

Provision of or linkage to services needed to enable the person served to perform daily living activities including but not limited to budgeting, meal planning, personal care, financial services, medical or other healthcare, assistive technology assessment, or, other identified needs.

Completion of documentation needs.

Work toward assisting Veteran in obtaining their goals.

Work toward assisting Veteran in obtaining cash income or non-cash benefits.

Assist Veteran with transportation.

Discharging Veterans from program in a timely manner.

Contractor shall be responsible for providing VA with bed census reports on each veteran.

It will be the responsibility of the contractor to meet applicable performance metrics.

Agency occupancy rate is full, or agency has implemented adequate measures to expand outreach and coordination to improve program utilization.

Notify VA through their Contracted Residential Services program liaison of any negative incident occurring with a Veteran.

Notify (COR) or representative of staff start and end dates and submit proper documentation for contract employees.

Ensure that contract employees complete required trainings and submit proof of trainings to COR or representative.

Completion of Individual Service Plan within 3 calendar days from program entry.

Daily Receipt of submitted Bed Census Reports.

End of Month submitted bed census report.

End of Month submitted bed census report.

Resume will be sent to COR or designee for all contract staff assigned to work on contract. For new hires, resume will be sent prior to staff start date.

With Sensitive Data and Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

c. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

d. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

Contractor Personnel Security Requirements:

All contractor employees who require access to the Department of Veterans Affairs’ 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 will be responsible for the actions of those individuals that provide or perform work for the VA.

1. Position Sensitivity – The position sensitivity has been designated as (low) risk.

2. Background Investigation – The level of background investigation commensurate with the required level of access is National Agency Check (NACI) with written inquiries.

3. Contractor Responsibilities

a. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse the VA within 30 days.

The web site which provides information on the cost of the security investigation is:

www.opm.gov\extra\investigate – Select Federal Investigations Notices (FIN 01-01)

b. 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.

c. The contractor will provide to the Contracting Officer prior to award the following: (1) List of names of contract personnel. (2) Social security numbers of contractor personnel. (3) Home address of contractor personnel or the contractor address.

The Contracting Officer will submit the above information to the Office of Security and Law Enforcement, Washington, D.C. The Office of Security and Law Enforcement will provide the necessary investigative forms (these forms are indicated in paragraph 3.d. below) to the contractor’s personnel, coordinate the background investigations with OPM and notify the Contracting Officer and contractor of the results of the investigation.

d. The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt:

(i) Standard From 85P, Questionnaire for Public Trust Positions

(ii) Standard Form 85P-S, Supplemental Questionnaire for Selected Positions

(iii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart

(iv) VA Form 0710, Authority for Release of Information Form

(v) Optional Form 306, Declaration for Federal Employment

(vi) Optional Form 612, Optional Application for Federal Employment

d. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

e. Failure to comply with the contractor personnel security…