Revised Performance Work Statement PWS.docx

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. SCOPE OF WORK

The Contractor shall furnish personnel to provide Social Work Services on as needed basis for eligible and pre-authorized beneficiaries of the Department of Veterans Affairs Northern California Health Care System (hereinafter referred to as VANCHCS). The Contractor personnel will augment the VA Mental Health (MH) Services staff throughout the VANCHCS catchment area on an “as needed” and supplemental basis.

Contractor shall primarily focus on providing Social Work Services in the following areas: Mental Health, Community Care, Medical Social Work, and Homeless Services. Services provided will include but not limited to inpatient, outpatient, and outreach work for Veterans and their families. Emphasizes will be on providing direct care. Social Workers must be competent in general social work functions, possess a master’s degree in social work (MSW) or depending on assignment a clinical license. Contractor should be able to provide personnel for the following VANCHCS locations: Martinez Community Living Center (CLC), Stockton Outpatient Clinic (OPC), Sonora OPC, Modesto OPC, Martinez OPC, Fairfield OPC, Mare Island OPC, Sacramento / Mather Hospital and OPC, McClellan OPC, Yuba City OPC, Chico OPC, Redding OPC, Yreka OPC, Auburn OPC, or any additional locations added the VA Northern California Health Care System’s catchment area.

2. GENERAL REQUIREMENTS

2.1 Contract workers must meet the qualifications standard for the GS-12, Social Worker, as defined in VA Handbook 5005, Part II Appendix G39, Social Work Qualification Standard GS-185 Veterans Health Administration.

2.2 A minimum of 1 year experience providing mental health services is required. A Master’s Degree in Social Work granted by a graduate program fully accredited by the Council on Social Work Education (CSWE). Valid State LCSW License or State equivalent is required for the Mental Health contract positions.

2.3 Must be able to communicate effectively both orally and in writing, with all employees.

2.4 Skill and efficiency in use of Microsoft Office package, practices professional phone etiquette, skills in typing and filing, and strong customer service skills. Ability to interpret and apply written instructions, guidelines, policy memorandums, etc. This includes the ability to gather, organize, and compile factual material.

2.5 Prior social work experience preferably working in health-related setting.

2.6 Complete all VA Northern California Health Care Systems Facility Credentialing and Privileging process and requirements.

2.7 Develops appropriate treatment plans. Using known available resources and the initial assessment of the client's likelihood to accept differing types of assistance, makes initial and continuing decisions regarding services and referrals.

2.8 Provides clinical services to clients including, but not limited to, assessment, referral, case management, psychoeducational for individuals and groups, and approved therapeutic interventions (based on training and privilege level). Provides individual, family, and group psychotherapy for clients with serious medical and mental health issues and diagnoses. Makes referrals to other agency organizations, community resources (i.e., transition or halfway houses, shelters, etc.), or other governmental resources to resolve problems.

2.9 Employs methods and techniques to establish and maintain a therapeutic relationship that will help the client work towards the best way of dealing with his/her problems.

2.10 Evaluates progress towards goals, providing follow-up after referral and adjusts treatment plan if results are inadequate. Monitors client's progress, maintains comprehensive case documentation, ensures expert diagnosis and treatment of clinical disorders, and shows competent discretion in decision to adjust treatment.

2.11 Explains client's treatment and progress towards goals to third parties with jurisdiction.

2.12 Performs work in compliance with the National Association of Social Worker’s (NASW) Code of Ethics, Social Work Service Performance Standards and all Federal, State, and local laws and regulations pertinent to clinical social work practice.

2.13 Knowledge of the principles and theoretical concepts of Mental Health (MH) social work as well as the administrative mechanisms appropriate to the assignment. Requires a basic knowledge of the program objectives of both State and Federal agencies to ensure that action is appropriate.

2.14 Must have advanced license, i.e., LCSW in California, with at least one year of experience providing Mental Health treatment. Must be able to provide biopsychosocial assessments, appropriately address crisis situations including evaluate for involuntary holds, diagnosis using DSM-5 and provide psychotherapy.

2.15 Employee will be supervised daily by a First-Line Mental Health provider.

2.16 Work involves intensive MH social work services requiring the exercise of mature professional judgment and the flexible use of a wide range of social work skills. Contractor will provide services in serious and complicated cases. Carries full professional responsibility for cases presenting a wide range of psychosocial and environmental problems.

2.17 The purpose of the work is to apply professional therapeutic techniques and methods related to the particular situation or specialized area involved. The work affects the livelihood and quality of life of individuals and the operation of agency programs.

2.18 Contacts are with numerous clients, professionals, and administrative and managerial staff in same and other agencies.

2.19 Work is typically performed in a clinical setting that exposes the incumbent to communicable diseases common of the client population. Some work may be performed in a setting away from the office where the environment cannot be controlled.

3. ORGANIZATIONAL RELATIONSHIP

3.1 Contractor employee shall be supervised daily by a first-line Mental Health Service supervisor or designee.

3.2 Contractor employees shall be required to perform duties on their own initiative.

3.3 Contractor employees shall act in thoroughly professional manner always. He or She shall work in harmony with other members of the profession and technical staff in keeping with the established procedures at VANCHCS. Tact and courtesy are mandatory when interacting with patients and staff.

3.4 Contractor employees shall be required to have an understanding of the VA's mission of the VA health care system.

4. WORK HOURS

4.1. Work hours are typically, Monday through Friday, 0800-1630; hours may be adjusted when contractor and supervisor are in agreement and such change support the mission and program goals. Any changes will be made in writing.

4.2. The eleven (11) holidays observed by the Federal Government are: New Year's Day, Martin Luther King Jr's Birthday, George Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and any other day specifically declared by the President of the United States to be a national holiday.

4.3. Vacation leave/absences/holidays shall be the responsibility of the contractor. Contractor employees shall coordinate leave/absences with the first-line Social Work Service supervisor.

5. UNIFORMS

Contractor employees shall maintain a neat personal appearance and maintain a professional decorum in accordance with VANCHCS policy statement (PS), Appropriate Dress and Personal Appearance, PS00-2.

6. EQUIPMENT/SUPPLIES/FORMS

Contractor employees shall have the use of all required equipment, supplies, and forms for performing services required by this contract.

7. WORKSPACE

Work location, workspace, and required equipment and supplies will be furnished by the Agency. This may include computer access, telephone access, pager, and laptop, (as long as contractor meets all required pre-requisites for access to such equipment.)

8. REFUSAL/DISMISSAL

VANCHCS reserves the right to refuse or dismiss contractor personnel whose personal or professional conduct jeopardizes patient care or the regular and ordinary operation of the facility. Reason for refusal or dismissal include, but are not limited to: unsatisfactory performance prior to and/or during the term of the contract, failure to receive favorable adjudication during a VA background investigation, failure to satisfy the requirements of the contract, physical or verbal abuse to patients, staff, or visitors; intoxicating or debilitation resulting from drug use; theft, patient abuse, dereliction or negligence in performing directed tasks; ethical misconduct, conduct resulting in formal complaints by patients or other staff members; and any other valid reason considered objectionable.

9. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) COMPLIANCE

Under HIPAA Privacy and Security Rules, the Contractor providing services under this contract is considered a "covered entity," and thus is not required to enter a Business Associate Agreement with VA. However, the Contractor must observe Public Law 104-191 and all respective regulations implementing this law while providing services under this contract.

Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government Information Technology (IT) equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

10. EMERGENCY HEALTH SERVICES

VANCHCS will render emergency health services for an incapacitating injury or otherwise serious illness occurring while on duty. All services, to include wages earned during period of initial medical evaluation provided by VANCHCS, will be reimbursed by the Contractor. The contractor will furnish VANCHCS with the necessary injury/illness form(s) for reporting purposes VANCHCS for statistical and/or billing purposes will retain a copy of complete forms(s).

11. PERSONAL POLICY

11.1 Contractor employees shall be responsible for protecting the personnel furnishing services under this task order. Contractor shall provide the following:

i. Worker’s Compensation

ii. Professional Liability Insurance

iii. Income Tax Withholding

iv. Social Security Payments

11.2 Contractor shall verify and document that all employees who provide patient care services at VA have the following before they provide any service relation to this order:

i. Health examination including annual Tuberculosis (TB) skill test result.

ii. Either has received the Hepatitis B vaccine series, or an immune because of acquired infection, or have been offered and refused the vaccinations.

iii. Received measles-mumps-rubella (MMR) vaccine. Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three disease and is required for all person born after 1956.

iv. A negative PPD within the last year, or, if a known reactor, a negative chest x-ray within the past year.

v. A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with Varivax (Chicken Pox).

vi. Received training in Universal Precautions and Blood Borne Pathogens, Hazardous Material Management, and Life Safety Management (fire preparedness).

vii. Successfully completed cardiopulmonary resuscitation (BLS) training.

12. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS

Contractor employees shall wear visible identification provided by VANCHCS at all times while on VANCHCS premises. It is the responsibility of the Contractor employees to park in the appropriate designated parking area (non-patient parking sections). Information of designated parking areas is available from the VA police. VANCHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at VANCHCS in accordance with VANCHCS PS, Smoking Regulations PS 00-18. Possession of weapons, illegal drugs, or alcohol is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VANCHCS regulations may result in citation answerable in the United States Federal District Court, not a local district, state, or municipal court.

13. RESPONSIBILITY

The government may evaluate the quality of professional and administrative services provided but retains no control over the medical and professional aspects of services rendered.

14. DOCUMENTATION/RECORDS

14.1. All records will remain the property of the VA under the exclusive control. Control and jurisdiction of the patient shall remain with the VA.

14.2. Contractor shall return all issued government property (i.e., VA identification badge, parking, card, office keys, etc.). VANCHCS will provide training regarding the use of the computerized record system. All documentation shall be completed in accordance with VANCHCS policy and procedure.

14.3. Contractor personnel with access to VA information/computer systems shall take reasonable safeguards, both physical and electronic, to safeguard the information and prevent unauthorized disclosures. Should contractor personnel know, or suspect, that VA information/computer security was compromised or that VA information was, or could possibly be disclosed to an unauthorized party, contractor personnel must immediately report such knowledge or suspicion to the Clinic Manager or designee, who will immediately notify the appropriate VA official.

15. INVOICING AND PAYMENT

15.1. A record-keeping system of the contractor's hours of duty shall be established by VANCHCS (sign-in log) or contractor agency may provide their timesheet (approved by the COTR). Payment made during all periods of performance of this contract shall constitute that total cost for services rendered by the contractor and shall not exceed the amounts specified in the "Price/Cost Schedule" without written request and the written approval from the Contracting Officer.

15.2. Invoices rendered by the contractor to VANCHCS for service furnished under this contract will be invoiced in full for each month in which services were performed. All payment made under this contract will be made monthly in arrears in accordance with FAR Clause 52.212-4. No advance payments will be authorized.

15.3. Invoices submitted will show the total hours worked. All invoices applicable to this contract must be submitted by the 15th day of the following month in which services were rendered. Any problems regarding unpaid invoices shall be directed to the COTR. Invoices will include copy of signed time sheet.

15.4. At a minimum, each invoice must contain the following: dates and total numbers of hours services were provided; a signed copy of timesheet, name of contractor personnel who provided services; contract line-item number (CLIN) and purchase order (PO) number; quantity, unit, unit price, and total cost of services provided; contract number, order/purchase order number, and remittance address. All invoices must include the name, title, and phone number of person to be notified in the event of defective invoicing.

15.5. Billing: Invoices for care and ancillary services shall be submitted promptly to the authorizing facility by the 15th calendar day following the end of the month in which services were rendered. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

15.5.1.1. Name and address of Contractor and the name, title, and phone number of person to be notified in the event of defective invoicing.

15.5.1.2. Invoice date (must match the date turned in)

15.5.1.3. Invoice number.

15.5.1.4. Remittance address/EFT

15.5.1.5. Vendor Code

15.5.1.6. Taxpayer Identification Number (TIN)

15.5.1.7. Contract number, and Purchase/task Order (PO) number

15.5.1.8. Patient’s name and full social security number.

15.5.1.9. Contract Line-Item Number (CLIN)

15.5.1.10. Signed copy of timesheet, name of contracted personnel who provided services.

15.5.1.11. Dates of service

15.5.1.12. Description

15.5.1.13. Daily Hours (unit)

15.5.1.14. Number of days hours services were provided (quantity)

15.5.1.15. Price per hour (unit price) and total cost of services provided

15.5.1.16. Failure to include the above information may result in delayed payment. The current Agency billing cover sheet can be obtained from the VA Fee Basis/Purchased Care Department at (707) 647-8914.

15.5.1.17. The Contracted Facility will promptly notify the VA Social Work/COR assigned to manage the “On Call Contract” regarding any change in contract employee status, i.e., difficulties in reporting to work, expiration of license.

15.5.2. Pre-approved services billed by CMS procedures or Current Procedural Terminology (CPT) codes: The Contracted Facility will be reimbursed based on local guidelines and VA pricing schedules.

15.6. Vendor Electronic Invoice Submission Methods

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

15.6.1. VA’s Electronic Invoice Presentment and Payment System – The Federal Supply Classification Code (FSC) uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please go to this website: http://ob10.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI website (http://www.x12.org).

The Contractor may contact FSC at the phone number or email address listed below with any questions about the e-invoicing program or OB10:

15.6.1.1. OB10 e-Invoice setup information: 1-877-489-6135

15.6.1.2. OB10 e-Invoice email: VA.Registration@ob10.com

15.6.1.3. FSC e-Invoice Contact Information: 1-877-353-9791

15.6.1.4. FSC e-invoice email: vafsccshd@va.gov

15.6.2. Contractors who bill electronically using the HIPAA-compliant claims transactions must submit claims through the VA clearinghouse, Emdeon, using payer ID number 12115 for medical claims.

15.6.3. Contractors who are not able to use the HIPAA-compliant transactions are not required to do so. Supporting information for monthly invoices will be mailed to:

VA Northern California Health Care System Mare Island Outpatient Clinic Fee Basis/Purchased Care (04F/MI) 201 Walnut Avenue Vallejo, CA 94592

15.6.4. Invoice Correction: Corrected invoices must be submitted for additional payment of any ancillary costs or changes to the original billing. All corrected invoices must include all items that are affected by the change and should include the corrected claim form (available from VA Fee Basis/Purchased Care (707) 647-8914).

15.7. Payment Adjustments/Performance Related Payment Deductions:

15.7.1. Payments made by VA pursuant to this contract constitute the total cost of Supplemental Social Work services.

15.7.1.1. It is impossible to determine the exact or estimated amount services, which will be reimbursed under this contract. No obligation will be incurred by VA under this contract, until authorizations are issued for Supplemental Social Work services of specific beneficiaries. VA agrees to make payment on a timely basis for services rendered in accordance with such authorizations upon receipt of proper invoices submitted by the Contracted Agency as outlined in this contract.

15.7.1.2. Contractor’s employees’ absences from their supplemental assignment will not be reimbursed. The VA will only provide reimbursement for the days that the contractor employee reports for work.

15.7.1.3. The VA will not provide additional reimbursement for contractor employees who work on Federal holidays.

15.7.1.4. Contractor providers shall be responsible for reporting dates of service accurately. The contract shall be paid for actual services performed.

15.7.1.5. The contract shall be adjusted at the end of the base year in accordance with actual performance. Performance Deductions: If the Contractor fails to meet the Acceptable Quality Level on any performance measure that references a deduction as a disincentive, the following method for calculating and applying the deduction shall be employed:

15.8. Payments in full/no billing VA beneficiaries: The Contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

16. QUALITY ASSURANCE AND CONTRACT PERFORMANCE MONITORING

16.1. In accordance with VA regulations, a record-keeping system will be established and maintained by COR, Social Work Services to ensure contract compliance.

16.2. Upon verification of services, payment will be authorized by the COR.

16.3. Contractor agrees to provide services, which meet or exceed the standards as established by the Joint Commission, the Department of Veterans Affairs, and regulations of the medical staff bylaws of the VANCHCs.

16.4. The services specified herein may be changed by mutual written agreement of the parties, in accordance with the terms and conditions set forth herein.

17. ORIENTATION

Contractor employees who have not received an orientation shall be oriented to the VANCHCS prior to providing services. Orientation will be properly documented and VANCHS staff will assess the competency of the Contractor employees.

18. TERMS OF CONTRACT

18.1. This contract is effective for the period identified in the "Price/Cost Schedule" and is subject to the availability of VA funds. Services will not be performed by the contractor beyond the expiration date, unless specifically authorized to do so (in writing) by the Contracting Officer.

18.2. Contractor personnel performing services under this contract will not be considered VANCHCS employees for any purpose and shall be considered employees of the affiliated. VA will not make payment for any holidays or leave including sick leave. In addition, the contractor shall be required to provide their own worker's compensation, liability insurance, health examinations, income tax withholdings, and social security payments.

18.3. Contractor shall be responsible for protecting the personnel furnishings services under this contract.

19. ESTIMATED QUANTITIES

The quantities of hours specified in this contract are estimates, based upon the projected workload during the period of performance. VANCHCS does not imply or guarantee that any fixed number of hours will be required during the contract period. VANCHCS will not be obligated to reimburse the contractor for any specified amount of services but will be obligated to make payment for any services received in the quality and quantity as requested.

20. VANCHCS RESPONSIBILITIES

The VA COR will be delegated through a COR delegation memo. The COR will be responsible for overseeing and directing the services to be performed by under this contract. For Social Workers who work in Mental Health Services, COR is the Program Analyst of Mental Health Services. All hires and monitoring for MH will be maintained within the Service with support of the ADPAC: Felicia Mayo.

21. Definitions/Acronyms

21.1. Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the definitions and other sections of this contract, the language in this section shall govern.

21.1.1. CDC: Centers for Disease Control and Prevention

21.1.2. CDR: Contract Discrepancy Report

21.1.3. CEU: Certified Education Unit

21.1.4. CME: Continuing Medical Education

21.1.5. CMS: Centers for Medicare and Medicaid Services

21.1.6. CNH: Contract Nursing Home

21.1.7. Contracting Officer (CO): The person executing this contract on behalf of the government with the authority to enter into and administer contracts and make related determinations and findings.

21.1.8. Contracting Officer’s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

21.1.9. COS: Chief of Staff

21.1.10. CPARS: Contractor Performance Assessment Reporting System

21.1.11. CPRS: Computerized Patient Recordkeeping System- electronic health record system used by the VA.

21.1.12. DEA: Drug Enforcement Agency

21.1.13. DPH: Department of Public Health

21.1.14. ED: Emergency Department

21.1.15. FSMB: Federation of State Medical Boards

21.1.16. HHS: Department of Health and Human Services

21.1.17. HIPAA: Health Insurance Portability and Accountability Act

21.1.18. HR: Human Resources

21.1.19. ISO: Information Security Officer

21.1.20. Medical Emergency: A sudden onset of a medical condition manifesting itself by acute symptoms of sufficient severity that the absence of immediate medical attention could reasonably result in permanently placing a patient's health in jeopardy, causing other serious medical consequences, causing impairments to body functions, or causing serious or permanent dysfunction of any body-organ or part.

21.1.21. MSW: Master’s in Social Work

21.1.22. MOD: Medical Officer of the Day

21.1.23. LCSW: License Clinical Social Worker

21.1.24. NFPA: National Fire Protection Association

21.1.25. National Provider Identifier (NPI): A standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers).

21.1.26. NCHCS: Northern California Healthcare System

21.1.27. NLNAC: National League for Nursing Accrediting Commission (www.nlnac.org)

21.1.28. Non-Contract Provider: Any person, organization, agency, or entity that is not directly or indirectly employed by the Contractor or any of its subcontractors.

21.1.29. NP: Nurse Practitioner

21.1.30. NPPES: National Plan and Provider Enumeration System

21.1.31. PCP: Primary Care Physician

21.1.32. POP: Period of Performance

21.1.33. PPD: Purified Protein Derivative

21.1.34. PWS: Performance Work Statement

21.1.35. Privileging (Clinical Privileging): The process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc., is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual’s license, based upon the individual’s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific.

21.1.36. QASP: Quality Assurance Surveillance Plan

21.1.37. Veterans Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is located in Washington, D.C.

21.1.38. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

21.1.39. VISTA (Veterans Integrated Systems Technology Architecture): A PC based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient’s medical record and with the hospital information system.

21.1.40. Veterans Affairs Medical Center (VAMC): Unless identified with the name of a different VA medical Center, for purposes of this contract, this term shall mean the VA Northern California Health Care Systems Medical Centers.

21.1.41. NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI, and if pertinent, the Taxonomy Code confirmation notice issued by the Centers for Medicare and Medicaid Services (CMS) National Plan and Provider Enumeration System (NPPES) be provided to the Contracting Officer with the proposal.

22. FEDERAL HOLIDAYS AFFAIRS RECOGNIZED HOLIDAYS

22.1. Veterans Affairs recognized holidays:

22.1.1. New Year’s Day

22.1.2. George Washington’s Birthday

22.1.3. Juneteenth

22.1.4. Martin Luther King’s Birthday

22.1.5. Memorial Day, Independence Day

22.1.6. Labor Day, Columbus Day, Veterans Day

22.1.7. Thanksgiving

22.1.8. Christmas

22.1.9. Any day specifically declared by the President of the United States to be a national holiday.

23. CONTRACT RESPONSIBILITIES

23.1. Performance Requirements: The following Performance requirements will be Measured for success against standards which are stated in the Quality Assurance Surveillance Plan (QASP).

23.1.1. Complaints: The Contracted Agency must maintain a current and unrestricted state DPH license to operate.

23.1.2. The Contract Staffing agency will cooperate with timely development of Corrective Action Plans (CAPs) related to identified deficiencies and related to State, Federal or VA surveys.

23.1.3. The Personnel Schedule must be completed and returned electronically to the COR (and the COR’s designee if one is appointed) within 5 (five) Business days from when the schedule is received by the contractor.

23.1.4. All Contractor staff must comply with all laws, regulations, and policies and procedures relating to Privacy, Confidentiality, and HIPAA.

23.1.5. Invoices for care and ancillary services shall be submitted promptly to the authorizing facility by the 15th calendar day following the end of the month in which services were rendered.

23.2. For each Performance Requirement, the QASP will also state the:

23.2.1. Performance Requirement: The Contracted Agency must maintain a current and unrestricted state DPH license to operate.

23.2.1.1. Standard: All (100%) License must be maintained 100% of the time.

23.2.1.2. Acceptable Quality Level: All (100%); no deviations accepted.

23.2.1.3. Surveillance Method: Periodic reviews and spot checks.

23.2.1.4. Frequency: 1-2 time per year.

23.2.1.5. Incentive: Favorable Contractor performance evaluation.

23.2.1.6. Disincentive: Unfavorable Contractor performance evaluation

23.2.2. Measure: Corrective Action Plan/Plan of Correction

23.2.2.1. Performance Requirement: The Contract Staffing agency will cooperate with timely development of Corrective Action Plans (CAPs) related to identified deficiencies and related to State, Federal or VA surveys.

23.2.2.2. Standard: All (100%) of requested plans of corrective action will be completed according to outlined criteria in the Performance Work Statement.

23.2.2.3. Acceptable Quality Level: All (100%); no deviations accepted.

23.2.2.4. Surveillance Method: Periodic reviews and spot checks.

23.2.2.5. Frequency: As required.

23.2.2.6. Incentive: Favorable Contractor performance evaluation.

23.2.2.7. Disincentive: Unfavorable Contractor performance evaluation

23.2.3. Measure: Reportable Events

23.2.3.1. Surveillance Method: Direct observation.

23.2.3.2. Frequency: As required.

23.2.3.3. Incentive: Favorable contactor performance evaluation.

23.2.3.4. Disincentive: Unfavorable Contractor performance evaluation.

23.2.4. Measure: VA Staffing Request Must be Responded to Within Five (5) Business Days from the Time of the Referrals

23.2.4.1. Performance Requirement: Notice of staffing referrals within five (5) business day from the request.

23.2.4.2. Standard: All (100%) of all referrals shall be respond

23.2.4.3. Acceptable Quality Level: 100% completion.

23.2.4.4. Surveillance Method: Periodic reviews.

23.2.4.5. Frequency: As required.

23.2.4.6. Incentive: Favorable Contractor performance evaluation.

23.2.4.7. Disincentive: Unfavorable contractor performance evaluation.

23.2.5. Measure: Privacy, Confidentiality, and HIPAA

23.2.5.1. Performance Requirement: All Contractor staff must comply with all laws, regulations, and policies and procedures relating to Privacy, Confidentiality, and HIPAA.

23.2.5.2. Standard: All (100%) Contractor’s staff members comply with all laws, regulations, and policies and procedures relating to Privacy, Confidentiality and HIPAA.

23.2.5.3. Acceptable Quality Level: 100% compliance; no deviations.

23.2.5.4. Surveillance Method: Periodic sampling; Contractor shall provide evidence of annual training required by VAMC, reports violations per VA Directive 6500.6.

23.2.5.5. Frequency: As required.

23.2.5.6. Incentive: Favorable Contractor performance evaluation.

23.2.5.7. Disincentive: Unfavorable Contactor performance evaluation. Immediate removal from contract.

23.2.6. Measure: Timely Billing

23.2.6.1. Performance Requirement: Invoices for care and ancillary services shall be submitted promptly to the authorizing facility by the 15th calendar day following the end of the month in which services were rendered.

23.2.6.2. Standard: Invoices shall be timely and accurate for all items billed.

23.2.6.3. Acceptable Quality Level: 95% compliance.

23.2.6.4. Surveillance Method: Periodic reviews and spot checks.

23.2.6.5. Frequency: Monthly.

23.2.6.6. Incentive: Timely reimbursement.

23.2.6.7. Disincentive: Possible delay of reimbursement.

23.2.7. Registration with Contractor Performance Assessment Reporting System

23.2.7.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $150,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the Federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

23.2.7.2. Each Contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk at DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty (30) days after contract award and must be kept current should there be any change to the Contractor’s registered representative.

23.2.7.3. For contracts with a period of one (1) year or less, the Contracting Officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty (30) days to submit any comments and re-assign the report to the CO.

23.2.7.4. Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty (30) days, will result in the government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

24. GOVERNMENT RESPONSIBILITIES

24.1. VA Contracted Facility Inspections: The VA will have the right to perform annual and incidental inspections of the Contracted Facility and all appurtenances, by an authorized representative designated by the VA to determine whether acceptable standards are maintained, and that adequate care is being rendered.

24.2. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to the COR.

24.3. Mental Health Service Contract Administration/Performance Monitoring: After Award of Contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to the delegated COR.

24.3.1. CO RESPONSIBILITIES

24.3.1.1. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

24.3.1.2. In the event that contracted services do not meet quality and/or safety expectations, or in cases of serious deficiencies affecting the health and safety of patients, or when deficiencies are continuously uncorrected, the best remedy will be the renegotiation of the contract terms or termination of the contract.

24.4. COR Responsibilities:

24.4.1.1. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

24.4.1.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality improvement data that will be collected for ongoing monitoring includes but is not limited to timely staffing of requested positions and contract staff performance.

24.4.1.3. The COR shall resolve complaints concerning Contractor relations with the government employees or patients.

24.4.1.4. The COR will maintain an electronic record-keeping system of services. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA recordkeeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

24.4.1.5. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the government for the difference.

24.4.1.6. All contract administration functions will be retained by the VA.

25. SPECIAL CONTRACT REQUIREMENTS

25.1. Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

25.1.1. The following are brief descriptions of required documents that must be submitted by Contractor: upon award - weekly, monthly, quarterly, annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.

25.2. Billing:

Invoice requirements and supporting documentation: As outlined in Paragraph 15

25.6 Contractor Security Requirements (Handbook 6500.6)