36C26019Q0628-000.docx

FedBizOpps Sources Sought Notice

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 Q Readjustment Counseling Wenatchee, WA 10/1/2019 - 9/30/2024 98327 36C26019Q0628 07-30-2019 N 621330 Department of Veterans Affairs Network Contracting Office 20 Wilmington Drive, Suite 360 DuPont WA 98327 Wenatchee, WA 98801 36C26019Q0628

This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Darlene Anderson at Darlene.Anderson4@va.gov . Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition.

Readjustment Counseling Services Individual, estimated 1134 sessions per year Group Therapy, estimated 388 sessions per year Couple or Family Therapy, estimated 100 sessions per year

The intended contract period is a base year plus four option years.

Potential contractors shall provide, at a minimum, the following information to Darlene Anderson at Darlene.Anderson4@va.gov :

1) Company name, address, point of contact name, phone number, e-mail address, and company’s Dun and Bradstreet number (DUNS). All companies wishing to do business with the federal government must be registered at https://www.sam.gov/ ; there is no charge.

2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 621330, Offices of Mental Health Practitioners (except Physicians); the largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $7.5 Million under NAICS code 621330.

_____ Small Business (SB) _____ Service Disabled Veteran Owned Small Business (SDVOSB) _____ Veteran Owned Small Business (VOSB) _____ HUBZone _____ Small Business 8(a) _____ Small Disadvantaged Business (SDB) _____ Women-Owned (WO) Small Business _____ Other (please specify)

3) Indicate if your business is located in:

_____ Wenatchee, WA

4) Provide a brief Capability Statement (less than 5 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this Sources Sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the items listed above. Any commercial brochures or currently existing marketing material may also be submitted with the Capabilities Statement. Submission of Capabilities Statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. All interested contractors should notify this office via email by 12:00 Noon Pacific on July 30, 2019. Submit response and information to: Darlene Anderson, Department of Veterans Affairs, Darlene.Anderson4@va.gov .

The DRAFT Statement of Work follows.

Thank you for your participation.

Page 1 of

PERFORMANCE WORK STATEMENT

Readjustment Counseling Services Wenatche, WA

1. DEFINITIONS:

1. “CO” Contracting Officer

1. “Contractor” Provider of Readjustment Counseling Services.

1. “COR” Contracting Officer Representative

1. “RCS” Readjustment Counseling Services”

1. “VA” Department of Veterans Affairs

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

1. “VAPSHCS” Veterans Affairs Puget Sound Health Care System

2. PERFORMANCE WORK STATEMENT: 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 within the limits of available resources.

1. 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.

1. 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 contact provider to be reimbursed for the group counseling session. Exceptions to this may be granted by the VA COR/Team Leader when clinically indicated.

1. In accordance with the terms and conditions of this contract, and the VA Form 10-5565b, contract provider (Contractor) shall be required to perform as follows:

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

0. The contract provider shall schedule the initial Veteran counseling session (visit) within 5 working days from the date the Veteran was first referred under the contract.

0. If additional visits are required upon completion of the 3 initial visits, the COR will obtain from the contract provider a counseling plan documenting the need for continuing readjustment counseling.

0. After reviewing the plan, the COR may authorize the Veteran for up to a block of 15 additional weekly visits. In similar fashion, subsequent re-authorizations are established and case counseling plans are subject to evaluation prior to further authorization. Effective management of case progress and available funding requires that the COR specify on the VA From 10-5565b a time period within which a block of authorized visits must be delivered. For example, a Veteran does not use all 15 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. A group counseling visit will last a minimum of 90 minutes.

0. The counseling plan may be presented to the COR orally, not later than the completion of the third initial visit, but shall be followed with a written copy and this plan shall be documented in the Veteran’s record by the COR. 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.

0. “Significant Others” defined as, 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. This will be limited to counseling for problems which have a distinct relationship to the Veteran’s readjustment from military duty.

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

3. 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 COR.

0. As stipulated in the contract, 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.

4. 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.

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

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

4. If longer term extension of authorization is necessary, the following procedures will be followed:

3. The Vet Center Team Leader/COR 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 Vet Center Team Leader/COR must consult with the RCS regional manager or designee prior to authorizing continuing visits. All requests for readjustment counseling beyond 1 year, for more than brief transitioning purposes, must be reviewed by the RCS regional manager or designee and documented in the Veteran’s clinical record.

0. If the Veteran is currently receiving services from a previous contract provider and resides in a closer proximity to a newly selected contract provider, the Veteran may be transferred to the new contract provider in order to continue uninterrupted counseling from the most convenient service provider.

0. THERE IS NO OBLIGATION UNDER THIS CONTRACT FOR VA TO PROVIDE ANY SPECIFIC NUMBER OF REFERRALS TO ANY CONTRACTOR.

3. RECORD KEEPING: The 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 is to be completed by each Veteran for each therapy session. The verification form with the client’s original signature will be attached to the monthly bill submitted to COR. 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 must include the name of the Veteran or client, as well as length, date, and specific modality of the counseling session.

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

0. 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.

1. 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. 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.

NOTE: Counseling records are considered the property of the VA. One year following termination of the contract, the Contractor shall turn the client folder over to the authorizing Vet Center, or contact the Regional Manager of the Vet Center to determine to which Vet Center the folder should be sent. The same procedures will apply when the contract between the VA and the Contractor terminates.

4. 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 Vet Center Team Leader/COR.

1. Site visits will be conducted on at least an annual basis to the facilities of all contract providers by the COR and/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 number 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.

5. PERIOD OF PERFORMANCE

1. The period of performance is for a base period and four (4) option periods.

1. In renewing existing contracts, the Contracting Officer will request a current list of those employees working for the contractor under the contract. This listing will be compared with the existing contract. Any changes in personnel or employees proposed by the contractor will be brought to the attention of the Vet Center Team Leader/COR. The Team Leader/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. If readjustment counseling beyond the contract period is indicated, and if the contract is not renewed, the Contractor shall make appropriate referral to another counseling resource, in consultation with the original referrer. Exceptions to this requirement may be made, upon authorization, based on determination of the continuing need by the VA referring official. Requests for such exceptions shall be presented to the VA referrer.

1. The VA will reimburse the Contractor for completion of cases started during the contract but duly authorized to extend beyond the legal termination date of the contract. All payment for work under this contract beyond September 30th of each year, will be contingent on the availability of funds. Therefore, no work shall take place after that date unless specifically authorized in writing by the Contracting Officer.

1. The VA will be the sole judge as to whether a contract will be renewed, based on the determination of need. The VA reserves the right to allow this contract to expire and to issue a new Request for Quote (RFQ) if determined to be in the best interest of the Government.

6. EXTENT OF OBLIGATION

1. This contract does not obligate any funds. The Government will be obligated only to the extent that authorized Delivery Orders are actually made under this agreement. The Department of Veterans Affairs will be responsible for payment of any obligation via Fiscal Management Services at PO Box 149971 Austin, TX, 78714

7. 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 90 minutes in length. Participation in group counseling sessions constitutes one visit, regardless of length beyond 90 minutes.

1. Payments made under this contract 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 VA 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 with the original verification and duplicate copy to the COR.

1.

All invoices shall include the information shown in subparagraphs (1) through (9) below, and shall be accompanied by the receipt of services (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. 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 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 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.

8. ADDRESS FOR INVOICES

See SF 1449 Block 18a.

9. SPECIAL CONTRACT REQUIREMENTS

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 at the time of quotation.

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

PRE-AWARD SITE VISIT: Upon determination by the contracting officer that a contract should be awarded, a pre-award site visit to the accepted contractor should be conducted. This site visit should be conducted by the Team Leader/COR to determine whether the contractor has the capacity and capability to perform the contract with regard to the following:

POST-AWARD ORIENTATION: A post-award orientation shall be conducted prior to the referral of any Veteran to new contract service providers. The orientation shall include the Contracting Officer, Contracting Officer’s Representative (COR) and/or alternate, at least one RCS staff member (if COR/alternate or not RCS staff members). All contract administrative, clinical and program duties and responsibilities shall be discussed.

KEY PERSONNEL: The personnel specified in the offeror’s proposal (and incorporated as an attachment or by reference herein) are considered to be 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’s Representative 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’s Representative.

CAPABILITY TO PROVIDE MEDICATIONS AND PHYSICAL EXAMINATIONS: 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. Contractor should refer the veteran back to the VA hospital.

PROHIBITIONS: 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.

10. INTRODUCTION AND LEGISLATIVE BACKGROUND

1. On the basis of extensive Congressional testimony and Department of Veterans Affairs (VA) consultation with experts on war-related readjustment difficulties, the character of “readjustment counseling” was initially established during a 10-year legislative history between 1969 and 1979. In 1979, the Congress passed and the President signed Public Law 96-22, which added to 38 United States Code (U.S.C.) Section 1712A, providing readjustment counseling to any eligible Vietnam era Veteran. As implemented by VA in 1979, readjustment counseling is provided through a nation-wide system of community-based Vet Centers. In 1982, VA initiated a new organizational element, Readjustment Counseling Services (RCS), to administer the Vet Centers and the provision of readjustment counseling.

1. The term “readjustment counseling” means: Individual, group, and family counseling, employment counseling, bereavement, benefits 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. 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.

11. POLICY AND AUTHORITY

1. In April 1991, Congress amended 38 U.S.C. 1712A to authorize VA to furnish readjustment counseling to Veterans of the Persian Gulf war and the conflicts in Lebanon, Grenada and Panama. The law further authorized VA to furnish, by contract with approved private sector providers, readjustment counseling to eligible Veterans where VA cannot provide such services. Contract program operations are the responsibility of a coordinated effort by Veteran Center medical officials.

1. In October 1997, congress amended 38 U.S.C. 1712A to expand eligibility for readjustment counseling at Vet Centers to any Veteran who served in the active military in a theater of combat operations during a period of war, or in any other area during a period in which hostilities occurred in such area. The law specified that the term “hostilities” means any armed conflict in which the members of the Armed Forces are subjected to danger comparable to a period of war, as determined by the Secretary in consultation with the Secretary of Defense. Under the amended law, Veterans who served during the Vietnam era, but not in a theater of combat operations, will continue to be eligible for readjustment counseling if they seek or are furnished such counseling before January 1, 2000.

12. ELIGIBILITY FOR COUNSELING SERVICES

1. Public Laws 95-22, 97-72, 98-160, 99-576, 100-322, 10225 and 104-262, The Veterans Health Care Eligibility Reform Act of 1997, require VA to provide readjustment counseling services for:

1. Any Veteran who served in a theater of combat operations during WWII and is eligible for one or more of the following three campaign medals:

0. The European-African-Middle Eastern Campaign Medal: awarded for theater military service to include combat operations, during the period December 7, 1941, through November 8, 1945.

0. The Asiatic-Pacific Campaign Medal: awarded for theater military service to include combat operations, during the period December 7, 1941, through March 2, 1946.

0. The American Campaign Medal: awarded for theater military service to include combat operations during the period of December 7, 1941, through March 2, 1946.

1. Any Veteran who served in the theater of combat operations in Korea during the Korean War, and is eligible for the Korean service Medal; awarded the theater military service to include combat operations during the period June 27, 1950, through July 27, 1954.

1. Any Veteran who served in the theater of combat operations in Vietnam during the Vietnam era (February 28, 1961, through May 7, 1975).

1. Any Veteran who served on active duty during the Vietnam era, but not in a theater of combat operations in Vietnam (August 5, 1964, through May 7, 1975) will not be eligible for contract counseling services.

1. Any Veteran who served in the Lebanon theater of operations (August 25, 1982 through February 26, 1984).

1. Any Veteran who served in the Grenada theater of operations (October 23, 1983, through November 21, 1983).

1. Any Veteran who served in the Panama theater of operations (December 20, 1989, through January 31, 1990).

1. Any Veteran who served in the Persian Gulf War (August 2, 1990, and ending by Presidential proclamation or law).

1. Any Veteran who served in the Somalia theater of operations (September 17, 1992, and ending by Presidential proclamation or law).

1. Any Veteran who served in the former Republic of Yugoslavia, including Kosovo and Bosnia and Operations Joint Endeavor, Joint Guard and Joint Forge (November 20, 1995, and ending by Presidential proclamation or law).

1. Sexual trauma/harassment regarding Veterans of both sexes, all eras. Counseling for sexual trauma/harassment IS NOT covered by this contract.

1. Global War On Terrorism-Veterans who serve or have served in military expeditions to combat terrorism on or after September 11, 2001 and before a terminal date yet to be established.

1. Bereavement- Parents, spouses and children of Armed Forces personnel who have died in the service of their country. Family members of Reservists and Nation Guardsmen who die while on duty are included.

1. Eligible Veterans must also have been discharged under honorable conditions or with a character for which basic eligibility to receive VA benefits has been established through adjudicative decision by VA (e.g., in the case of Veterans possessing Undesirable Discharges, Bad Conduct Discharges, or General Discharges Under Other Than Honorable Conditions).

1. Veterans possessing a Dishonorable Discharge are NOT eligible for services provided under this program.

1. Eligibility will be verified by the COR usually by review of the DD214 submitted by the Veteran.

1. In those situations where eligibility cannot be verified prior to authorization, the VA employee making the referral may authorize the referral to the Contractor 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 VA referrer will inform the Veteran that if eligibility is not substantiated, the Veteran will be billed for all counseling services received.

13. REFERRALS AND AUTHORIZATION FOR COUNSELING SERVICES

1. Referrals to readjustment counseling contract providers may be made by:

5. Qualified Vet Center staff.

5. Veterans Health Administration (VHA) qualified mental health professionals (psychiatrist, psychologist, social worker, or a psychiatric nurse clinical specialist) at VA health care facilities 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 Vet Center Team Leader/Contracting Officer’s Representative (COR.), as the latter will assume responsibility for monitoring the case once the referral is made.

1. 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. 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 form military duty, is not authorized.

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

3. Psychosocial problems related to exposure to war trauma.

3. 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.

3. Psychosocial problems related to type of military discharge.

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

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

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

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

1.

Prior to making a referral, the Veteran must be interviewed by the VA referrer.

4. Although this may be either in person or by telephone, the referrer is responsible for ensuring that eligibility definitions and clinical assessment requirements are met. The clinical evidence should establish that the Veteran’s problems are clearly related to the military experience, be reflected in the reason for referral, and be documented in the Veteran’s record.

4. 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.

1. After eligibility has been verified and the need for readjustment counseling clinically established, the Vet Center Team Leader/COR will complete and sign Form 10-5565b, Readjustment Counseling Services Contract Service Authorization which officially effects a referral to the contract service provider. The completion and disposition of Form 10-5565b is to be implemented according to the instructions on the form.