36C25723Q0756_1.docx

36C25723Q0756

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.

UEI:

EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C257-23-AP-2420

36C25723Q0756 07- -2023 Carolyn Reneau carolyn.reneau@va.gov 214-836-0603 08- -2023 2:00pm

CDT

36C257 Department of Veterans Affairs VHA RPO West – NCO 17 Health Care Resources Branch I 11495 Turner Rd El Paso TX 79936-1372 Carolyn.reneau@va.gov 214-836-0603 X X 621330 $9 Million Net 30 days N/A X 36C257 Department of Veterans Affairs Laredo Vet Center 6999 McPherson Road, Ste. 102 Laredo TX 78041 36C257 See Block 9

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791

(512) 460-5540 See CONTINUATION Page Contractor shall provide In-Person Readjustment Counseling Services for eligible Veterans in the Del Rio, Texas area.

The contractor shall provide individual, group, and/or couples and family readjustment counseling therapy sessions for Veterans deemed qualified and referred by the Vet Center in Laredo, TX.

Schedule of supplies and Performance Work Statement starts on Pages 5 through 26 Total Small Business Set Aside See Addendum to FAR 52.212-1 for submittal Instructions On pages 46 through 47 on pages 46 through 47 Authority:38 U.S.C.

§8153-Sharing of Health-Car e Resources Procedures: FAR 13 Simplified Acquisition Procedures See CONTINUATION Page X X X Carlos Jaquez, Contracting Officer

VA-VHA-RPOW-2022-249454

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 ADMINISTRATION DATA

ADMINISTRATION: All administration matters will be handled by the following individuals:

1. CONTRACTOR (Offerors are required to designate a person for prompt contract administration):

Point of Contact:

Title:

Phone:

Email:

2. GOVERNMENT: The Contracting Officer/Contract Specialist for Administration named below is responsible for the overall administration of the contract.

The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and, after advice and consultation with the Contracting Officer's Representative (COR), has the authority to make changes which effect contract prices, quality, quantity, delivery terms and conditions, or the term of the contract.

In no event, shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer, be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

3. CONTRACTING OFFICER'S REPRESENTATIVE: Prior to award, the Contracting Officer will designate a VA Medical Center employee as COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of this agreement. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

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

5. INVOICES: Invoices shall be submitted in arrears:

6. GOVERNMENT INVOICE ADDRESS: All invoices from the Contractor shall be electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Currently Invoicing information is located at http://www.fsc.va.gov/einvoice.asp.

For inquires only:

7. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70. (If Applicable)

8. SECURE FAX: This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All other are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

9. MANDATORY WRITTEN DISCLOSURES: Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

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

(End of Administration Data)

B.1 PRICE/COST SCHEDULE

The contractor shall provide in-person individual, group, and/or couple and family readjustment counseling therapy sessions for Veterans deemed qualified and referred by the Vet Center in Laredo, Texas. Counseling will be performed in the Del Rio, TX area. Services shall be provided by either of the following licensed professionals: Psychiatrist, PhD. Psychologist, Licensed Clinical Social Worker, Licensed Professional Mental Health Counselor, or Licensed Marriage and Family Therapist.

Contract Type:

The Government contemplates award of a Fixed-Price (FP), Indefinite Delivery Indefinite Quantity (IDIQ) contract resulting from this solicitation.

Place of Performance:

At Contractor’s Facility Pricing Instructions:

Pricing information shall be submitted as a fixed price. The quoted rate shall be submitted as an all-inclusive rate.

Minimum/Maximum Limitations:

The duration of the contract will be for one (1) year from the date of an initial contract award with two (2) additional one-year option periods. The total amount that may be paid under this contract (including option years) shall not exceed $150,000.00 for the entire contract term. The minimum guarantee for the entire contract term (including option years) will be satisfied $3,000.00 per contract. The options may be exercised within the time frame specified in the resultant contract at the sole discretion of the Government subject to workload and/or satisfaction of performance under the subject contract. There will be no dollar limit per task order and no dollar limit per year. No other general notification to firms for other similar projects performed under this contract will be made.

The quantities provided are estimated quantities of anticipated sessions required. Unless otherwise specified, the total quantity of sessions ordered and required may be greater than or less than such quantities. Estimated Annual Quantities are as follows:

Individual Sessions – 240 per year Couple/Family – 60 per year Group – 24 per year Estimated start date is October 01, 2023, with the following established minimum and maximum ordering limitations as stated above:

**As previously stated, these limitations are based on the entire contract period to include all options. ** Orders:

Orders shall be placed against this IDIQ contract at the time of contract award, and as needed during the term of the contract. The Task Orders shall specify the estimated quantities of services for the period of performance and shall comply with FAR 52.216-18 and 52.216-19.

Ordering Procedures:

Only the Contracting Officer may place orders against resultant IDIQ contracts following this solicitation. Any changes to the below schedule of services shall only be made via written modification that is formally executed by the Contractor and Contracting Officer.

Note:

As part of price evaluation, the Government will evaluate its option to extend services (see FAR Clause 52.217-8). The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all offer/bids relative to each other, and will not affect the ranking of offer/bids based on price, unless, after reviewing the offer/bids, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

Period of Performance:

Base Year: October 1, 2023 to September 30, 2024 Option Year One: October 1, 2024 to September 30, 2025 Option Year Two: October 1, 2025 to September 30, 2026 Grand Total: $_________________ (End of Schedule of Services)

B.2 PERFORMANCE WORK STATEMENT:

Del Rio, Texas

REQUIREMENT AND SCOPE OF CONTRACT

The contractor shall provide individual, group, and/or couple and family readjustment counseling therapy sessions for Veterans deemed qualified and referred by the Vet Center in Laredo, Texas. Services shall be provided in person in Del Rio, Texas. Services shall be provided by either of the following licensed professionals: Psychiatrist, PhD. Psychologist, Licensed Clinical Social Worker, Licensed Professional Mental Health Counselor, or Licensed Marriage and Family Therapist. The contractor shall provide counseling services only. These services do not include prescribing medication. Tele-health is not authorized for this requirement.

GENERAL

1.1. SERVICES REQUIRED. Under the authority of Public Law 104-262, 38 U.S.C. 8153 and VAAR Part 873, the Contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein, to the Texas Valley Coastal Bend VA Health Care System, hereafter referred to as TVCBVAHCS. The Contractor shall provide qualified Licensed Clinical Mental Health Provider (hereafter called contract service provider), administrative personnel and services, facilities, and equipment as necessary to provide Readjustment Counseling Services (RCS) required to assist all eligible Veterans and/or their families located in the Del Rio, Texas area and surrounding counties.

1.2. PLACE OF PERFORMANCE. Services will be provided in Contractor-provided facility. Facility must be located within 50 miles of the Center of Del Rio, Texas and must be appropriate for providing readjustment counseling services in a relatively unstructured, client-oriented, and safe setting.

1.3. BACKGROUND INFORMATION. The resultant contract shall establish a non-personal performance-based service contract with the terms, conditions, provisions, and specifications governing RCS to be provided by the contract service provider to assist all eligible Veterans to resolve war-related psychological difficulties and to help them achieve a successful post-war readjustment to civilian life upon referral by the Laredo Vet Center. Legislation authorized VA to augment Vet Center services through contracts with the private sector providers for provision of readjustment counseling to eligible Veterans. This requirement serves the Del Rio, TX locality and the surrounding counties where Veterans reside more than 50 miles from the Veteran Center. Services will include individual therapy, group and couple/family sessions.

1.3.1. In 1979, Public Law 96-22 added Section 612A to 38 U.S.C. 1712A authorizing the Department of Veterans Affairs (DVA or VA) to provide readjustment counseling to assist all eligible combat Veterans of any conflict to resolve war-related psychological difficulty. Subsequently, Section 612A, currently guarantees readjustment counseling as a lifetime entitlement to war zone Veterans under RCS and requires no change in venue for VA’s system of community-based outreach and counseling centers (Vet Centers). RCS currently administers a nationwide system of 300 Vet Centers located in all 50 States and surrounding territories including the District of Columbia, the US Virgin Islands, Puerto Rico, Guam and American Samoa.

1.3.2. The Vet Center mission is to provide outreach and counseling to assist eligible Veterans resolve war-related psychological difficulties and to help them achieve a successful post-war readjustment to civilian life. Toward these objectives, the Vet Centers provide a mix of psychological and social services: psychological counseling and psychotherapy (individual, group, and couples/family), outreach, networking and referral, employment counseling, education/career counseling, crisis counseling, community education, substance abuse aftercare and referral, consultation to professionals, and conjoint services at VA Medical Centers and Clinics.

1.3.3. The initiating legislation also authorized VA to augment Vet Center services through contract with private sector contract service providers for provision of readjustment counseling to eligible Veterans geographically removed from existing Vet Centers and other VA Healthcare facilities.

1.3.4. Eligibility for readjustment counseling services is limited to war zone Veterans who have been discharged under honorable conditions. Individuals with an other-than-honorable but more-than-dishonorable discharge may also be eligible as determined by the VA (see 38 CFR, Section 3.12). Veterans possessing a Dishonorable Discharge are not eligible for services provided under this program.

1.3.5. The groups of individuals eligible to receive readjustment counseling services include all War Zone Veterans, of any conflict, including but not limited to:

· Bereavement Counseling

· Active duty, emergent medical care or mortuaries affairs

· Unmanned Aerial vehicle crew providing support of combat operation

· Family Counseling while Veteran is deployed

· Veteran or service member pursuing a course of education using covered

· Veteran or service member pursuing a course of education using covered educational assistance benefits who has a readjustment counseling need that is related to the individual’s military service and hinders the individual’s adjustment to civilian life, ongoing military service, or educational settings. (STRONG Veterans Act of 2022)

1.3.6. In 1981, VA initiated a new organizational element, RCS, to oversee Vet Centers in the provision of readjustment counseling services. The goal of the RCS Vet Center program is to provide a broad range of counseling, outreach, and referral services to eligible Veterans needing post-war readjustment to civilian life. This includes assistance with basic needs, therapeutic counseling for Post-Traumatic Stress Disorder (PTSD), referrals for drug and alcohol abuse treatment, military sexual trauma/harassment counseling, bereavement counseling, and family counseling while Veterans are deployed.

1.3.7. RCS has the authority to contract with private clinicians to provide counseling services to eligible Veterans. RCS Vet Center program officials determine the locations for these services. The primary criterion for consideration is the level of unmet needs among the eligible Veteran population where existing Vet Centers are not capable of furnishing the needed services due to geographical distances.

1.3.8. RCS contract programs are designed to improve rural Veterans’ access to counseling for military-related social and psychological readjustment problems. At each Vet Center, the Director (VCD) is normally appointed as the contracting officer’s representative (COR). Contract administration is the responsibility of the VCD and includes authorizing client referrals and number of treatment modalities and performing verifications that Veterans received services as invoiced.

1.3.9. The Government estimated that services will be required for approximately 40 to 50 individuals per month. Eligibility will be verified by the Vet Center who will refer the Veteran to the Contractor for services.

1.3.10. The Government has some in-house capability to provide these type services. This contract will be used only upon a determination by the Vet Center that existing Government resources are not capable of furnishing needed readjustment counseling services or cannot do so economically because of geographical inaccessibility.

1.3.11. The Contractor is prohibited from engaging in community access services such as outreach, education, or any other community based professional activities designed to solicit Veteran clients.

1.4. PERSONNEL

1.4.1. STAFF/FACILITY. The Contractor will be responsible for ensuring that Contractor employees performing work on this contract are fully trained and competent to perform the required work. The contractor is required to develop and maintain the following documents for each Contractor employee working on the contract:

· Resume;

· Credentials and qualifications for the job;

· Trainings such as Privacy and Confidentiality, First Aid, CPR, etc.;

· A current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully, includes knowledge and skills required to provide care for certain patient populations, as appropriate);

· A current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this solicitation;

· A listing of relevant continuing education for the last two years, and current provider certifications and licenses; and

· A designated governing board for administrative and/or disciplinary actions.

1.4.1.1. The Contractor will provide current copies of these records with technical proposal submission and annually on the anniversary date of contract award to the Contracting Officer or designee, or upon request, for each Contractor employee working on the contract. Contractor will ensure that Contracting Officer, or designee, and VCD always have a current copy of provider licenses and liability insurances.

1.4.1.2. License and Certification. Contract service providers providing counseling services shall be licensed in accordance with all Federal, State, and/or local requirements and certification(s) applicable to the performance of this type of counseling services. This license/certification must be maintained throughout the course of the contract. Contractor shall provide official verification of credentials from the educational institution awarding the professional degree for each of its contract service providers upon request of the Contracting Officer or COR.

1.4.1.3. Conflict of Interest. The Contractor shall not propose any person who is also an employee of Readjustment Counseling Service, any VA Medical Center, or any VA Community Based Outpatient Clinic (CBOC) if the employment of that person would create an appearance of conflict of interest.

1.4.1.3.1. A Government employee who is employed by a Contractor is prohibited from participating personally and substantially on behalf of the Government through decision, approval, disapproval, recommendation, rendering of advice, certifying for payment or otherwise in that contract. No VA employee who is an employee, officer, director, or trustee of an affiliated university, or who has a financial interest in the contract, may lawfully participate in a VA contract or any other Government contract with the University. Authority: Title 18 U.S.C. Section 208(a), and Title 5 Code of Federal Regulations (CFR) Section 2635.402.

1.4.1.4. US Citizenship related Requirements:

1.4.1.5. In accordance with Public Law 95-201, Physicians and personnel providing health care services under this contract that include direct patient-care responsibilities must speak and write English proficiently.

1.4.2. NON-PERSONAL SERVICES. These services are non-personal services. The Government may evaluate the quality of professional and administrative services provided; but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment), in accordance with Federal Acquisition Regulations (FAR) 37.401(b).

1.4.2.1. The Contractor’s employees will not be considered VA employees for any purpose and shall be considered employees of the Contractor.

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

· General liability

· Worker’s compensation

· Professional liability insurance

· Health examinations

· Income tax withholding, and

· Social security payments

1.4.3. INSURANCE REQUIREMENTS. Professional liability insurance in the amount of $1 million per occurrence, $3 million per aggregate, must be maintained by the Contractor for the duration of services. A copy of the insurance policy shall be provided to the Contracting Officer before award and upon renewal of insurance policy.

1.4.4. KEY PERSONNEL AND EMERGENCY SUBSTITUTIONS. Personnel accepted by the Government (from the successful technical proposal) to perform on this contract are considered to be essential to the work performance. Prior to diverting any of the Government-accepted personnel to other programs, the Contractor shall notify the Contracting Officer or his representative (COR) at least 30 days in advance in sufficient detail to permit evaluation of the impact on the program.

1.4.4.1. During the first ninety (90) 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, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph 1.4.4.2 below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph 1.4.4.2 to the Contracting Officer at least 30 days prior to making any permanent substitutions.

1.4.4.2. 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 Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract may be modified to reflect any approved changes of key personnel.

1.4.4.3. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive workdays or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

1.4.4.4. No diversion shall be made by the Contractor without the written consent of the Contracting Officer. The Contracting Officer may ratify in writing such diversion and such ratification shall constitute the consent of the Contracting Officer required by this section.

1.4.4.5. 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 make recommendations for the substitution of another person.

1.4.4.6. The Contractor shall assign to this contract the following key personnel:

Psychiatrist, PhD Psychologist, Licensed Clinical Social Worker, Licensed Professional Counselor, or Licensed Marriage and Family Therapist

1.4.4.7. In the event the contract is extended by exercising an option period, the Contracting Officer will request a current list of those employees providing services under this contract. This listing will be compared with the existing list of providers. Any changes in personnel or employees proposed by the contractor will be brought to the attention of the Vet Center Director/COR. The Director/COR will review the information on the new personnel to ensure that the level and quality of service is consistent with the initial proposal and the terms of the original contract.

1.5. HOURS OF OPERATION. The Contractor shall provide services during normal working hours. The Contractor will not be required, except in case of an emergency, to furnish such services during off duty hours.

1.5.1. Normal Hours. Normal Work Hours of the Laredo Vet Center are Monday through Friday, 8:00 AM to 4:30 PM, with after-hour appointments available upon request.

1.5.2. Work Schedule: Monday through Friday, 8:00 AM – 4:30 PM

1.5.3. Recognized Holidays: The 11 holidays observed by the Federal Government:

Independence Day

Christmas Day

The Government reserves the right to also observe any other day declared by the President of the United States as a National Holiday.

1.5.4. Emergency Services. Reserved.

1.5.5. Cancellation Policy: Requirements for cancellation (if any). Contractor shall notify COR or Contracting Officer within 180 days from date of decision in order to plan for continuation of care. Such timeframe will allow Vet Center Director to ensure qualified personnel are identified to support and address the Veterans’ needs.

1.6. PHYSICAL SECURITY. Contractor shall ensure that all client appointment books, charts, and client related information are locked in a secure location.

2. DEFINITIONS

2.1. The following terms when used in this Contract shall be defined as follows:

2.1.1 Acceptable Quality Level (AQL): The AQL is the maximum percent defective that, for purposes of sampling inspections can be considered satisfactory.

2.1.2 Contracting Officer (CO): A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government. Contracting officers are responsible for ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the United States in its contractual relationships.

2.1.3 Contracting Officer's Representative COR: An individual designated by the Contracting Officer to act as his/her representative to assist in administering a contract. The source and authority for a COR are contained in the written letter of designation. The Contracting Officer may delegate one or more VANTHCS employees who are responsible for monitoring the performance of the Contractor.

2.1.4 Customer Complaint: A means of documenting certain kinds of contract service problems. A government program as explained to every organization that receives service under this contract, which is used to evaluate contractor’s performance.

2.1.5 Defective Service: A service output that does not meet the standard of performance associated with it in the Performance Requirements Summary (PRS).

2.1.6 Non-personal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.”

2.1.7 Performance Requirements Summary (PRS): Identifies the key service outputs of the contract that will be evaluated by the government to assure contract performance standards are met by the Contractor.

2.1.8 Quality Control: Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

2.1.9 Quality Improvement (QI): the ongoing process of responding to data gathered through quality monitoring efforts, to improve the quality of health care delivered to individuals. This process involves follow-up studies of the measures taken to effect change in order to demonstrate that the desired change has occurred.

2.1.10 Quality Monitoring (QM): the ongoing process of assuring that the delivery of health care is appropriate, timely, accessible, available, medically necessary and in keeping with established guidelines and standards and reflective of the current state of medical knowledge.

2.1.11 Security incident: means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures.

2.1.12 NCO17: means Network Contracting Office – VISN 17

2.2. TECHNICAL DEFINITIONS PECULIAR TO THIS PWS.

2.2.1 Readjustment counseling: Individual, group, and family counseling, employment counseling, benefit counseling and referral services for eligible Veterans who have psychosocial problems as part of readjustment to civilian life after military duty during the specified conflicts and current RCS mandated services. 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.

2.2.2 RCSNet: A web-based application that serves as a repository for clinical, demographic, and administrative data for eligible Veterans and their family members. RCSnet creates an electronic system of records that enhances the delivery of RCS services to Veterans providing counselors the ability to access Veteran client records from any Vet Center location. RCSnet provides numerous tools to VHA RCS management and staff to track workload and to help them manage the day to day operation of their Vet Centers. The system is designed with restricted access through use of electronic authentication methods and controlled by role-based permissions to Vet Center information ensuring the confidentiality of Veteran records to comply with the mandated separate system of records. Contractors will not have access to RCSNet.

2.2.3 Significant others: Members of the Veteran's immediate family, legal guardian or individual with whom the Veteran lives or certifies an intention to live may be seen conjointly with a Veteran in couple or family counseling by the contract service provider.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, utilities, postal, telephone, cable, custodial and refuse collection services, insect or rodent control, ground maintenance, police or fire protection, data processing, transportation, emergency medical treatment and other items and non-personal services necessary to perform readjustment counseling services to eligible Veterans and Families as define in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in the contract.

4. CONTRACTOR FURNISHED ITEMS AND SERVICES.

4.1. GENERAL. Except for those items or services specifically stated to be government furnished in Section C-3, the contractor shall furnish everything required to perform this contract.

5. SPECIFIC TASKS.

5.1. FACILITIES. The Contractor shall provide a facility or facilities that are adequate to meet the criteria for providing services to Veterans and their families. This includes private and confidential group and individual counseling areas. These areas must be easily accessible to those physically challenged.

5.2. REFERRALS. Service initiation will be through referral only. Only Vet Center Director, Deputy Regional Manager, Regional Manager, or designee for Readjustment Counseling Service (RCS) may make referrals to the contractor. The number, type, and frequency of counseling services for Veterans and significant others can be provided only as authorized by the referring RCS staff member(s).

5.2.1. Veteran eligibility will be verified by Vet Center Director to receive VA benefits.

5.2.1.1. Upon determination of eligibility and completion of assessment that determines the need for readjustment counseling services, a referral will be made by completion of Veterans Outreach Program Contract Services Authorization (VA Form 10-5565b), which officially effects a referral to the Contractor. The completion and disposition of VA Form 10-5565b is to be implemented according to the instructions on the form.

NOTE: Referral procedures are detailed in Fee/Contract Program Handbook (Appendix A, Chapter 3). See link: 1500(3)_D_2021-01-26.pdf

5.2.1.2. The Vet Center Director or designee will notify the Contractor, in a timely manner, regarding such eligibility in order to expedite counseling services under this program.

5.2.1.3. In those situations where eligibility cannot be verified prior to authorization, the Vet Center may authorize the Contractor to proceed on the basis of presumptive eligibility, if it is clinically determined that an emergency exists requiring provision of immediate readjustment counseling services. In such cases, the Contractor will inform the Veteran that if eligibility is not substantiated, the Veteran will be billed for all counseling services received.

5.2.2. Services to “significant others” will be initiated only on the basis of authorization from Vet Center staff or Veterans Health Administration (VHA) qualified mental health professionals (psychiatrist, psychologist, social worker, or a psychiatric nurse clinical specialist) at VA health care facilities. All referrals made by VHA mental health professionals who are not Vet Center staff, will be closely coordinated with the Vet Center Director/Contracting Officer's Representative (VCD/COR), as the latter will assume responsibility for monitoring the case once the referral is made.

5.2.2.1. Counseling with a “Significant Other”. Significant others may be seen conjointly with a Veteran in couple or family counseling by the Contract service provider. This will be limited to counseling for problems which have a distinct relationship to the Veteran's readjustment from military duty. 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 (1) visit per ten (10) couple or family sessions. Exceptions may be granted to the limitation on significant other visits only when clinically approved by the Vet Center.

5.2.3. Referrals and ongoing assessment of counseling cases will be managed so as to ensure the availability of services to the largest number of eligible Veterans.

5.3. READJUSTMENT COUNSELING. Contract readjustment counseling includes the same mix of social and psychological services as provided at Vet Centers, with the exception of community outreach. The purpose of the contracts program, as intended by Congress and implemented by VA, is for the provision of readjustment counseling and not for general mental health services and does not include the prescription of medication. 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.

5.3.1. Contractor will not be required to provide general mental health services, but only readjustment counseling for the problems that bear a distinct and crucial relation to readjustment from military duty, for example:

· Psychosocial problems related to exposure to war trauma.

· Other aspects of duty in the Southeast Asia combat zone, or other zones previously cited.

· Post-traumatic stress disorder.

· Stresses unique to military duty during conflicts.

· Psychological concern over a possible service-connected condition.

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

· Post-combat zone experiences to include homecoming and re-entry experiences.

· Post-military discharge environmental stressors exacerbating the effects of military duty stressors.

· Psychological concern over possible exposure to chemical and/or biological agents in the warzone.

· Generalized alienation from society manifested by interruption of normal readjustment processes.

· Psychosocial problems about type of military discharge other than dishonorable.

· Financial difficulties created by the loss of income as a result of active duty service.

· Difficulties created by the reversal of roles within the marriage as a result of the active duty service of one or both member of the marital couple.

· Psychological stress upon the marriage created due to the disability incurred by one of the marital partners as a result of the active duty service.

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

5.3.3. A visit shall consist of a minimum of 45 minutes. A group counseling visit will consist of a minimum of 90 minutes.

5.3.4. Brief therapy will be provided 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.

5.3.5. Group counseling will be encouraged whenever clinically feasible as this method is both clinically indicated and cost effective for Veterans with readjustment difficulties. The composition of such groups must include at least 50 percent eligible war-zone Veterans for a contract provider to be reimbursed for the group counseling session. Exceptions to this may be granted by the COR when clinically indicated.

5.3.6. Initial Referrals. All initial referrals to the Contractor will be for up to three (3) visits for clinical assessment, brief counseling and developing of a treatment plan. The Contractor must provide, in writing, an initial comprehensive psychosocial assessment and counseling plan to the COR no later than the completion of the third initial visits.

5.3.6.1. The Contractor shall schedule the initial Veteran counseling session (visit) within five (5) working days from the date the Veteran was referred (by VA Form 10-5565b).

5.3.6.2. Contract service provider will be required to submit initial assessments/counseling, updated counseling plans, and Veterans DD214, to the COR one (1) week prior to scheduling the next block of visits. Contractor will ensure that all client records are maintained in a structured format and contain assessment/counseling plans.

5.3.7. Additional Visits. If additional visits are indicated upon completion of the first three (3) visits, the Vet Center will obtain from the contract service provider a counseling plan documenting the need for continuing readjustment counseling. Contract provider clinical assessments and counseling plans shall adhere to the standard protocols used at Vet Center.

5.3.7.1. After reviewing the plan, the Vet Center may authorize the Veteran for up to a block of 15 additional visits. Subsequent re-authorizations are established for a finite period (up to six (6) visits per quarter) and updated case counseling plans are subject to evaluation prior to further authorization. Effective management of case progress and available funding requires that Vet Centers specify on the VA Form 10-5565b, a time period within which a block of authorized visits must be delivered. For example, a Veteran may be authorized a block of 12 weekly sessions to be used within a two-quarter period. If the Veteran does not use all 12 sessions during the specified time, he may be reviewed and re-authorized for additional visits at the beginning of the next quarter.

5.4. VERIFICATION FORMS.

5.4.1. At the completion of each individual, couples, or group counseling session, the contractor shall document on verification form the name of the Veteran or client, name of counselor and professional degree/license, as well as date of service, length or treatment, time of day, treatment modality and client’s signature. This verification form will be filled in by the contract service provider and presented to the Veteran or client for his/her signature. The Contract shall only provide those services identified on the VA Form 10-5565b.

5.4.2. The verification form will be sent to the Vet Center Director/COR with a copy of the monthly invoice submitted to Tungsten Network (Billing Entity). The Contractor shall secure a signed acknowledgment of services from each client for each visit for which they are invoicing the VA.

5.5. PROGRESS NOTES.

5.5.1. Contractor shall ensure all client progress notes are present, dated, signed, and show client movement in relation to counseling goals.

5.5.2. Client numbers and records for significant others shall be maintained in the name of the Veteran; however, counseling case notes/progress notes on visits by significant others should 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.

5.6. PSYCHOSOCIAL ASSESSMENTS AND COUNSELING PLANS.

5.6.1. The Psychosocial Assessment and Counseling Plan may be presented to the Vet Center orally, not later than the completion of the third initial visit but shall be followed with a written copy within three (3) days. This plan shall be received, reviewed and approved by the Director/COR prior to authorizing ongoing contracted counseling services. The plan will be documented in the Veteran's record by the Vet Center.

5.6.2. Determination of adequacy of counseling plans will be based on the professional judgment of the COR in each case. The Vet Center reserves the right to modify the treatment plan submitted by the contract service provider. Coordination of the counseling plans to the Vet Center must occur in a timely manner so there will be no disruption in the continuation of readjustment counseling.

5.6.3. An updated counseling plan will be submitted to the COR, one week prior to the completion of each authorized block of visits thereafter which addresses continuing need for readjustment counseling.

5.6.4. Counseling records are considered the property of the VA. The Vet Center will specify on the VA Form 10-5565b how many visits and the type of counseling to be provided (individual, group, etc.).

5.7. RECORDKEEPING. Contractors shall maintain accurate and complete counseling records which comply with the confidentiality…