36C26120Q0447-000.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice G002 GREC Chaplain Service 96819-1522 36C26120Q0447 03-20-2020 N 813110 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Pacific Islands Health Care System 459 Patterson Rd Honolulu HI 96819-1522

LYNNETTE KAWAKAMI

LYNNETTE,KAWAKAMI@VA.GOV

VAPIHCS - CFA

459 PATTERSON RD

HONOLULU, HI

96819

USA

LYNNETTE.KAWAKAMI@VA.GOV

LYNNETTE.KAWAKAMI@VA.GOV

Geriatrics, Rehabilitation and Extended Care Service VA Pacific Islands Health Care System Honolulu, HI 96819

Statement of Work: Spiritual and Pastoral Care

A. Provide Chaplain Services to the Geriatrics, Rehabilitation and Extended Care Service (GREC), Ambulatory Care Center (ACC), and Mental Health(MH)as described below. In order to qualify to provide the service, the Chaplain(s)must have experience as a Chaplain in a medical/clinical setting. The VA Center for Aging (CFA) providestheoffice space and necessary internal support. The Chaplains will report the activities to the GREC Administrative Officer and/or COR.

B. The contractor must be able to provide at least(1)full-time (40 hours/week) chaplain for this request. The chaplain must have experience in Hospice and Palliative Care, and be able to provide bereavement care.

C. The chaplain must be able to meet all the requirements of the VANational Chaplaincyoffice.

D. Any additional hours needed bytheChaplaincy must be approved by Contracting Officer.

Services for the month include:

1. Interfaith Worship Services: Services shall be provided for patients of all faiths commonly practiced in Hawaii-Christian, Buddhist, Jewish, and Islam-weekly, and as requested. This contract is understood to include anysuchfaith interfaith services at no additional cost to theVA.

a. Worship services other thanCatholic:

At least 30 minutes

i. A worship service is to include a topic, whether of scripture, orother spiritual significance. The chaplain is expected to have prepared a “sermon” or talk that encompasses no less than 15 minutes. The remainder of the service will be comprised of music, and/or hymns and discussion of no less than 15minutes.

ii. At least once a month, communion will be observed for anyresidents that wish to partake ofit.

Note: These Services will be provided at the VAPIHCS’ CFA and 3B2 ward located in TAMC, and via tele-heath.

Other required services address GREC, MH, and ACC:

2. Spiritual care will be provided for patients and families, especially visitation with those awaiting surgery, dying patients, bereaved families, families of patients in crises, persons with ethical concerns, and persons who are depressed, lonely,or struggling with the health centerenvironment.

3. Chaplain will perform spiritual assessments on all incoming veterans within 48 hours of their admittance to the Community Living Center. This is to include care plan documentation in the veteran’s medicalrecord.

4. Spiritual care will also be provided for thoseinHospice care at the CFA’s Community Living Center(CLC).

a. The incumbent performs specialized spiritual assessments and developsspecific plans of care for hospice and palliative care patients. The HPC Chaplain is a primary resource liaison for hospice and palliative care patients and their families.

b. The HPC Chaplain serves as the case coordinator for bereaved veterans and their families; trains staffinbereavement care; meets with patients, families and staff to assist in the coordination of end-of-life care needs; develops and implements systems for follow-up care with bereaved families including home/hospice visitations, memorial services and bereavement letters togrieving families.

c. After each death, a chaplain will be present, and accompany the deceased veteran from the building to the awaiting hearse/transport ensuring that the established procedures and honors are bestowed upon the veteran. If a priestis desired for last rites, the chaplaincy will assist in contacting thepriest.

d. The HPC Chaplain has full responsibility for providing a complete religious ministry to Hospice and Palliative Care veterans. The HPC Chaplain assesses religious, spiritual, moral, and ethical problems, and or needs of patients and plans and provides appropriate ministration, including individual in-depth pastoral ministry. The Chaplain, as appropriate, provides extensive and intensive pastoral counseling of individual patients and their families. The HPC Chaplain, also, provides counsel and pastoral support to relatives of patientsindifficult and tryingsituationstoalleviatetheiranxieties,tofostereffectivecooperationofthese relatives with the treatment regimen, and to help them understand theirgrief.

e. He/She works in conjunction with other VAPIHCS chaplains and assists as needed with pastoral care. He/she determines the need for and provides special worship services at times and locations such that all HPCU residents have access. The HPCU Chaplain performs/arranges sacraments and/or rituals to meet the unique needs of HPCU residents or palliative care veterans, given the veteran’s religious faith group and desires. If the HPC Chaplain cannot personallymeetthe needs of the veteran, he/she will work in conjunction with other VAPIHCS Chaplains to insure that the patient’s spiritual/religious needs are met.

f. The HPC Chaplain, as do other chaplains, responds to emergencies or crises when pastoral care is appropriate. If called by the charge nurse, he/she will respond, and note the call in the monthlyreport.

g. When requested by the veteran, the HPC Chaplain provides counsel onmedical ethical issues (such as advance directives) in the context of thepatient’s particular faith background. Likewise, the Chaplain voices these ethical issues to the interdisciplinary team.

h. The HPC Chaplain actively participates on interdisciplinary teams/groups and committees to assure that the religious and spiritual dimensions of health and wellness are addressed in all aspects of the Medical System’s holistic patient care. He/she assists health care providers and treatment teams in recognizing and addressing the emotional and spiritual needs of veteran patients, using specialized knowledge and abilities in pastoral care of thesick.

i. The HPC Chaplain assists patients, providers and teams in translating religious/spiritual values into effective living. He/She fosters community support for the Medical System and encourages individuals to volunteer in support ofthereligiousprogram.

j. On the basis of wide knowledge of available and appropriate resources, the HPC Chaplain provides patients and staff with guidance in the selection of religious literature and other resources that illuminate and interpret the problems of personsindifficulty.

5. As communication is key to understanding and addressing the specific needs of the veteran patient, the Chaplain must communicate effectively with persons of diverse race, culture, religious belief, nationality, and age. Likewise, he/she must communicate effectively with persons having various types and degrees ofdisability.

6. Emergency servicesfor traumas, deaths, or emotional crises for patients, families, and friends needing spiritualconsolation.

7. Consultation with the medical and nursing staff for coordinated care topatients.

8. On-call coverage for emergencysituations.

9. Liaison relationships with Hawaii churches/temples to provide services specific toa particular religioustradition.

10. Provision of religious services, memorial services, blessings, and other ritesas requested by thefacility.

11. Staff support to deal with issues of grief, anxiety, and personalconcerns.

12. The chaplain will plan and carry out on-going activities that promote individual professional growth. These include attendance at staff meetings, in-service training, lectures, conferences, and endorser-requiredactivities.

13. Patient services planning via case conferences, departmental meetings,integrated ethics committee, or other meetings asappropriate.

14. Facilitating spirituality and therapeutic groupsinGREC and Mental Health, as required.

15. CoordinationofServicesandreportingtotheAdministrativeofficerattheCenterfor Aging.

16. Asappropriatewithinthetherapeuticenvironment,theChaplainswillberesponsible for ensuring that each patient’s right to free exercise of religion is upheld and that patients are protected from proselytizing by staff, other patients, or visitors, regardless of faithgroup.

Information Security

Security Clause: The C&A requirements do not apply and a security accreditation package is not required. However, the following is to be noted:

· The contractor, their personnel, and their subcontractors shall be subject tothe Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineatedinthis contract.

1. GENERAL

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.

2. ACCESSTO VA INFORMATIONANDVAINFORMATIONSYSTEMS

a. Acontractor/subcontractorshallrequestlogical(technical)orphysicalaccesstoVA 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 taskorder.

b. 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 investigationsfor 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.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was establishedby Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified informationintheir possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service withintheOffice of Operations, Security, andPreparedness.

d. Customsoftwaredevelopmentandoutsourcedoperationsmustbelocated inthe U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluationfactor.

e. 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 notifiedimmediatelybythecontractororsubcontractorpriortoanunfriendlytermination.

3. VA INFORMATION CUSTODIALLANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be usedinany other way without the prior written agreementoftheVA.Thisclauseexpresslylimitsthecontractor/subcontractor'srightsto use data as described in Rights inData- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled,ifpossible, with any other data on the contractor’s/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met.Ifco-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyedinaccordancewithVA’ssanitizationrequirements.VAreservestherighttoconductonsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directiverequirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor inthecourse of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirementsas outlined in VA Directive 6300,Records and Information Managementand its Handbook 6300.1Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1,Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of thecontract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, discloseanddisposeofVAinformationonlyincompliancewiththetermsofthecontract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, orifNIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate ingood faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration incaseany electronic equipmentordata used by the contractor/subcontractor needs to be restored to an operating state.Ifcopies are made for restoration purposes, after the restoration is complete, the copies must be appropriatelydestroyed.

f. If VA determines that the contractor has violated any of the informationconfidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part12.

g. Ifa VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions takeninaccordance with VHA Handbook 1600.01,Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associaterelationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls,ifapplicable, shall meet or exceed VA’s minimum requirements. VAConfiguration Guidelines are available uponrequest.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiriesabout,VAinformationandinformationsystemstotheVAcontractingofficerfor response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertainingtodrugaddiction,sicklecellanemia,alcoholismoralcoholabuse,orinfection with human immunodeficiency virus.Ifthe contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer forresponse.

l. For service that involves the storage, generating, transmitting, or exchanging ofVA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to theCOTR.

4. SECURITY INCIDENTINVESTIGATION

a. The term “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. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorizeddisclosureof sensitiveinformation,includingthatcontainedinsystem(s)to which the contractor/subcontractor hasaccess.

b. Tothe extent known by the contractor/subcontractor, thecontractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including towhom,how, when, andwherethe VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considersrelevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be madeinaccordance with the executed business associateagreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement.Thecontractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arisingfromanyincident,orobtain injunctivereliefagainstanythirdpartyarisingfrom, or related to, the incident.

5. LIQUIDATED DAMAGES FOR DATABREACH

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may requireaccess to sensitive personal information.Ifso, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under thiscontract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Uponsuchnotification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise oftheconfidentiality or integrity of the data.Contractorshallfullycooperatewiththeentityperformingtheriskanalysis.Failure to cooperate may be deemed a material breach and grounds for contracttermination.

c. Each risk analysis shall address all relevant information concerning the databreach, including thefollowing:

(1) Nature of the event (loss, theft, unauthorizedaccess);

(2) Description of the event,including:

(a) Date ofoccurrence;

(b) Data elements involved, including any PII, such as fullname, social security number, date of birth, home address, account number, disabilitycode;

(3) Number of individuals affected or potentiallyaffected;

(4) Names of individuals or groups affected or potentiallyaffected;

(5) Easeoflogicaldataaccesstothe lost,stolenorimproperlyaccesseddatainlightof the degree of protection for the data, e.g., unencrypted, plaintext;

(6) Amount of time the data has been out of VAcontrol;

(7) Thelikelihoodthatthesensitivepersonalinformationwillorhasbeencompromised (made accessible to and usable by unauthorizedpersons);

(8) Known misuses of data containing sensitive personal information,ifany;

(9) Assessment of the potential harm to the affectedindividuals;

(10) Data breach analysis as outlined in 6500.2 Handbook,Management of SecurityandPrivacy Incidents, as appropriate;and

(11) Whether credit protection services may assist record subjects in avoiding or mitigatingtheresultsofidentitytheftbasedonthesensitivepersonalinformationthat may have been compromised.

d. Basedonthedeterminationsoftheindependentriskanalysis,thecontractorshallbe responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of thefollowing:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureaureports;

(3) Data breachanalysis;

(4) Fraudresolutionservices,includingwritingdisputeletters,initiatingfraudalertsand credit freezes, to assist affected individuals to bring matters toresolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible;and

(6) Necessary legal expenses the subjects may incur to repair falsified ordamaged credit records, histories, or financialaffairs.

6. SECURITY CONTROLS COMPLIANCETESTING

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-day’s notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

7. TRAINING

a. All contractor employees and subcontractor employees requiring access to VA informationandVAinformationsystemsshallcompletethefollowingbeforebeing granted access to VA information and itssystems:

(1) Signandacknowledge(eithermanuallyorelectronically)understandingofand responsibilities for compliance with theContractor Rules of Behavior, Appendix E relating to access to VA information and informationsystems;

(2) Successfully complete theVA Cyber Security Awareness and Rules ofBehavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annuallycomplete required privacy training;and

(4) Successfully complete any additional cyber security or privacy training, asrequired for VA personnel with equivalent information system access[to be defined by the VAprogram official and provided to the contracting officer for inclusioninthe solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COTR a copy of the trainingcertificatesandcertificationofsigningtheContractorRulesofBehaviorforeach applicable employee within 1 week of the initiation of the contract and annually thereafter, asrequired.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical orelectronic access privileges and removal from work on the contract until such time as the training and documents arecomplete.