36C26222R0124 Social Worker Staffing Solicitation Final 7-28-22.docx

36C26222R0124

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

Solly Kim 562-766-2316 07-26-2022 10:00

PDT

36C262 Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

X

561320 $30 Million

N/A

36C262 Department of Veterans Affairs VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd.

Los Angeles CA 90073

Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

Department of Veterans Affairs Financial Services Center Tungsten Network http://www.tungsten-network.com/us/en/

See CONTINUATION Page Social Worker Staffing Services HUD-VASH for VA Greater Los Angeles Healthcare System (VAGLAHS).

See subsequent pages for details and Schedule of Services and Price.

The solicitation is set aside for Service Disable Veteran Owned Small Businesses.

See CONTINUATION Page

Sandra L. Fusco Contracting Officer

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C262

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

Page 1 of Page 1 of

B.2 SCHEDULE OF SERVICES AND PRICE

This is an indefinite delivery, indefinite quantity, (IDIQ) contract for Social Worker Staffing Services for the VA Greater Los Angeles Healthcare System (VAGLAHS). Prices in this schedule represent an all-inclusive rate including labor, incidental costs, overhead, and insurance premium payments for applicable insurance coverage. Costs not incorporated into the contractor’s price will not be reimbursed by the Government.

The guaranteed minimum amount for this contract is $5,000.00. The maximum aggregate value of the orders that can be placed under this contract is $15,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum amount.

The previous year pricing will apply to any extension pursuant to FAR 52.217-8 The contract period of performance for this IDIQ is Five (5) years from September 1, 2022 through August 31, 2027. The schedule of services and price below indicates pricing for each contract year.

Year One (1): September 1, 2022 – August 31, 2023

PER UNIT

Year Two (2): September 1, 2023 – August 31, 2024

PER UNIT

Year Three (3): September 1, 2024 – August 31, 2025

PER UNIT

Year Four (4): September 1, 2025 – August 31, 2026

PER UNIT

Year Five (5): September 1, 2026 – August 31, 2027

PER UNIT

B.3 STATEMENT OF WORK

1. BACKGROUND

The Contractor shall provide Ten (10) Licensed Clinical Social Workers (LCSW) and Ten (10) unlicensed Associate Clinical Social Workers (ACSW) in support of the VA Greater Los Angeles Healthcare System’s (VAGLAHS) Community Engagement and Reintegration Service (CERS) department and the Housing and Urban Development and Veteran Affairs Supportive Housing (HUD-VASH) program. Contract social workers shall provide social work services in any area of assignment within VAGLAHS HUD-VASH program including the Project-Based Voucher Program and Community Tenant-Based Voucher Program. Contract social workers shall spend 95% of their time providing social work activities and 5% of their time involved in meetings and required medical center training necessary to perform the required duties. Contract social workers’ primary focus shall be on Veteran care.

2. GENERAL REQUIREMENTS

The contract social workers shall provide direct and indirect services to eligible Veterans including determining eligibility for VASH services, determining priorities requiring independent judgment, improving organizational and communication skills. Contract social workers shall utilize an interdisciplinary approach in the provision of these services. Contract social workers shall participate in consultation with the VA’s designated HUD-VASH leads regarding complex situations and ethical and legal matters. Contract social workers’ workstations shall be located at a VAGLAHS facility or Community-Based Outpatient Clinic (CBOC) or at the project-based housing site. Worksites may be at locations throughout the Kern, Los Angeles, San Luis Obispo, Santa Barbara, and Ventura counties and may require travel to VAGLAHS and other community-based settings throughout Los Angeles County and outlying areas.

2.1. Contract social workers shall be directed to the needs of Veterans confronted with crisis, homelessness, substance abuse, life-threatening illnesses, traumatic losses, chronic diseases, and/or disabilities including chronic mental illness. This includes social and environmental concerns that can cause challenges in participating in treatment or impede the Veteran’s success and healthy living. The social worker functions within the policies of VAGLAHS and shall perform or adhere to the following:

2.1.1. Providing housing-search assistance by locating suitable housing in the community and at project-based voucher locations and help maintain an inventory of safe available units accepting rental subsidies; assisting Veterans with completion and submission of rental applications and credit reports; communicating with landlords to secure and maintain housing; conducting outreach to prospective landlords and property management groups on behalf of homeless Veterans; educating individuals and organizations on the benefits of leasing to Veterans; meeting Veterans at housing units both for viewing and walk-through purposes; assisting Veterans in obtaining move-in and security deposits, as well as furniture and household items; facilitating individual and group housing searches; creating outreach materials for landlords; participating in Public Housing Authority (PHA) sponsored landlord outreach and appreciation events.

2.1.2. Providing and document housing-related advice to Veterans via face to face or telephone contact using required documentation systems including the Computerized Patient Record System (CPRS) and the Homeless Operational Management Electronic System (HOMES) and/or other required centralized documentation systems that may be developed during the course of the contract.

2.1.3. Participation in scheduled meetings to review and evaluate the services provided to our Veterans, identify opportunities to improve the services delivered, and recommend corrective action when problems exist.

2.1.4. Coordinating with other stakeholders in the VAGLAHS CERS Service including Transitional Housing, Community Resource and Referral Center (CRRC), Domiciliary, Employment Services, Quality Management, and the Homeless Patient Aligned Care Teams (HPACT) Clinic.

2.1.5. Complying with VA and VAGLAHS information and security policy and procedures.

2.1.6. Utilizing clinical judgment in the assessment of Veterans’ problems and strengths.

2.1.7. Completing assessments and other documentation as required, including psychosocial assessments and assessments as needed per program regulations.

2.1.8. Establishing and maintaining professional relationships with Veterans and significant others.

2.1.9. Developing, coordinating, and carrying out treatment plans, as appropriate, under the direction of the HUD-VASH Supervisor.

2.1.10. Documenting and reporting suspected cases of abuse within the required timeframe and in conjunction with a discussion with the designated HUD-VASH Supervisor.

2.1.11. Mobilizing VA and community resources on behalf of Veterans and informs Veterans and/or their families about these resources.

2.1.12. Interviewing Veterans/families to assess resources needed in the areas of housing, financial assistance, extended-care facility placement, transportation, home help, support groups, respite, day healthcare, day treatment programs, legal aid, and other services.

2.1.13. Completing clinical reminders, encounters, and progress notes at each encounter with the Veteran.

2.1.14. Completing the Suicide Risk assessment for at-risk patients.

2.1.15. Completing/closing all assigned consults.

2.1.16. Under the direction of the VASH Supervisor, coordinate and oversee the process for placement into community nursing homes, rehabilitation programs, substance-abuse programs, emergency shelters, board and care facilities, homeless transitional housing programs, the Domiciliary, and other various VA and community program locations.

2.1.17. Assisting Veterans with maintaining permanent housing at the individual desired location.

2.1.18. Assisting Veterans and Veteran families with identified psychosocial needs, patient/family resistance, or complex problems.

2.1.19. Communicating verbally and in writing with members of the interdisciplinary team regarding the patient’s plans and resource linkages.

2.1.20. Working with community resources to clarify and expand their services for VAGLAHS patients/families.

2.1.21. Maintaining and updating resource files in assigned areas of community resource needs such as transportation, meal programs, housing/shelters, adult daycare, support groups, Department of Public Social Services, extended care facilities, and other resources as required by VAGLAHS.

2.1.22. Documenting Veteran-care activities in VAGLAHS Medical Records in accordance with Departmental standards and VA policies.

2.1.23. Performing other ancillary duties as requested by the designated social work lead and/or the CERS Clinical or Administrative Directors.

2.1.24. Communicating with staff at other VA facilities and community agencies. With the consent of the Veteran, provide needed medical/psychosocial information to support referrals for continuity of care.

2.1.25. Sharing information about resources with the team and other CERS and Medical Center Staff.

2.1.26. Complying with the VAGLAHS Medical Center and Care Line directives, procedures, policies, and statistical requirements.

2.1.27. Completing incident reports, inquiries/controlled correspondences, and reports when requested and with the support and guidance of the designated social work lead.

2.1.28. Participating in VA stand-downs during regular assigned tour of duty, when requested.

2.1.29. Performing other related duties as assigned.

3. QUALIFICATIONS

The VAGLAHS HUD-VASH Coordinator or designee shall make the final determination that social workers meet qualification standards required for this contract. If a social worker is rejected by VAGLAHS, the Contractor shall be required to propose substitute acceptable personnel. The VAGLAHS determination is conclusive and not subject to further review through dispute resolution procedures.

3.1. Contract social workers shall meet the following qualifying criteria.

3.1.1. LCSWs shall:

3.1.1.1. Hold a master’s degree in social work granted by a graduate program fully accredited by the Council on Social Work Education (CSWE).

3.1.1.2. Have successfully completed a master's degree in social work and at least 3,000 hours of supervised practice validated by a state board of behavioral science.

3.1.1.3. Have prior social work experience, preferably working in a healthcare facility setting.

3.1.1.4. Be licensed through the State of California’s Board of Behavioral Sciences (BBS) at the advanced practice level. License must be current and unencumbered. Proof must be provided prior to their first assignment, and at their licensure renewal date. This also applies to any other required certificates.

3.1.1.5. Be proficient in writing and speaking in the English language, using correct grammar and enunciation.

3.1.1.6. Be proficient in the use of computers for basic word processing functions, e.g., Microsoft Office, Microsoft Excel.

3.1.1.7. Be knowledgeable of the State of California Welfare Programs.

3.1.1.8. Have an understanding of human behavior and the impact of the illness on the Veteran and family.

3.1.1.9. Possess working knowledge of medical and psychiatric diagnostic treatment and procedural terminology.

3.1.1.10. Be culturally sensitive to individuals from different cultural and socioeconomic backgrounds.

3.1.1.11. Have a basic understanding of VAGLAHS social service role, housing-first model, harm reduction, and homeless services.

3.1.1.12. Be knowledgeable of community resources and how to access these resources.

3.1.1.13. Exercise efficient time management skills and prioritize assignments to ensure work is completed in a timely manner.

3.1.1.14. Work independently on assignments including through frequent interruptions and distractions.

3.1.1.15. Establish and maintain cooperative working relationships with CERS staff, VAGLAHS staff, and community partners.

3.1.1.16. Relate to patients, families, staff, and community groups in a professional and humanistic manner.

3.1.1.17. Possess a current, valid, and unencumbered California driver’s license because it is necessary to drive to provide services to Veterans in the community.

3.1.2. Associate Clinical Social Workers (ACSW) shall be supervised by an independent practitioner of the same discipline. ACSW’s shall:

3.1.2.1. Hold a master’s degree in social work granted by a graduate program fully accredited by the Council on Social Work Education (CSWE).

3.1.2.2. Possess prior social work experience preferably working in a healthcare facility setting.

3.1.2.3. Be proficient in writing and speaking in the English language, using correct grammar and enunciation.

3.1.2.4. Be proficient in the use of computers for basic word processing functions, e.g., Microsoft Office, Microsoft Excel.

3.1.2.5. Be knowledgeable of the State of California Welfare Programs.

3.1.2.6. Have an understanding of human behavior and the impact of the illness on the Veteran and family.

3.1.2.7. Have working knowledge of medical and psychiatric diagnostic treatment and procedural terminology.

3.1.2.8. Be culturally sensitive to individuals from different cultural and socioeconomic backgrounds.

3.1.2.9. Have a basic understanding of VAGLAHS social service role, housing-first model, harm reduction, and homeless services within the VAGLAHS catchment area.

3.1.2.10. Be knowledgeable of community resources and how to access these resources.

3.1.2.11. Exercise efficient time management skills and prioritize assignments to ensure work is completed in a timely manner.

4. SOCIAL WORKER ENCOUNTERS.

Each contract social worker shall complete at least 50 Veterans encounters per month.

5. CREDENTIALING AND PRIVILEGING REQUIREMENTS

5.1. Contractor shall submit social workers resume’s for approval by the COR. The COR may require an interview prior to approving contract social workers to perform on this contract. Upon approval by the COR, contract social workers shall begin the onboarding process. Contractor shall ensure that initial applications for clinical privileges include credential action history, malpractice history, and complete copies of the below-listed documents. Copies shall be submitted by the Contractor to the VAGLAHS HUD-VASH office through the COR for each social worker expected to perform under the contract upon and as requested by the Government. Required documentation includes:

5.1.1. Copy of valid, current, unrestricted license or certification by the CA Board of Behavioral Sciences (BBS) to practice as an independent LCSW through the state of California.

5.1.2. Copy of Master of Social Work (MSW) degree from a social work school accredited by the Council on Social Work Education.

5.1.3. Current Advanced Cardiac Live Support (ACLS) or Advanced Resuscitation Training (ART) certification, if applicable.

5.1.4. A signed consent for release of information.

5.1.5. A copy of the proposed social worker’s curriculum vitae, accompanied by that individual’s affidavit of the truthfulness of the same indicating experience, timing, and technical expertise in the type of care to be rendered.

5.1.6. Certification of current, physical examination for each social worker. The certification shall contain a signed statement by the examining physician that the social worker is free of any contagious diseases. The examination shall comply with public health regulations covering immunization and blood test requirements. Physical examination shall be current within thirty (30) calendar days prior to application for privileges.

5.1.7. Reappointment shall occur no less than every two (2) years, in accordance with VA Handbook 1100.

5.2. Only complete credential applications will be accepted by the Government for processing. Incomplete applications will be returned to the Contractor without action.

5.3. The Contractor shall take specific action including Primary Source Verification, to ensure that proposed social worker applications contain the required prerequisites for privileging and do not include any disqualifying impediments for privileges at the VA. This is the sole responsibility of the Contractor and is non-delegable.

6. VEHICLE TRANSPORTATION

6.1. Contract social workers shall maintain a valid driver’s license from the state of California, adequate vehicle insurance, and have a vehicle to transport themselves to visit Veterans in their homes and in the community, collaborate with other community partners, and attend meetings at locations outside of the medical center as authorized by management.

6.2. Contractor is responsible for the contract social worker’s transportation in the performance of this contract. Contractor shall provide vehicular liability and general public liability insurance. The Government will not reimburse the Contractor for any transportation costs.

7. GOVERNMENT EQUIPMENT

7.1. The VA will provide government-furnished computers, including laptops, and cellphones for all Contractors.

7.2. Contractors will be required to follow all rules, regulations, and policies related to using government-furnished information and technology. Required training and copies of regulations pertaining to compliance will be provided to the Contractor by the Government.

7.3. The VA will provide office space and office equipment necessary to complete the tasks of the work required for this contract.

8. Task Order Ordering Procedures. Task orders shall be issued against this IDIQ contract and shall be competed amongst all IDIQ contract holders by issuing requests for proposals (RFP) to the IDIQ contract holders. Evaluation criteria used to determine the task order awardee will be included in the task order RFP. The Contractor may propose to provide the Schedule services at less than the Schedule price, but the Contractor shall not propose prices that exceed the Schedule price applicable to the dates that apply to the task order period of performance.

9. STANDARD OF CONDUCT

9.1. The Government reserves the right to refuse acceptance of social workers whose personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, negligence in performing directed tasks, other abuse, or other conduct resulting in formal complaints by patients or staff members to designated Government Representatives. Standards for conduct shall mirror those prescribed by current Federal Personnel Regulations.

9.2. Complaints concerning contract personnel’s conduct with Government employees or patients will be investigated by the Contractor and the COR. The Contracting Officer is the final authority on validating complaints. In the event that contract personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the Contracting Officer.

10. CONFLICT OF INTEREST

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs (DVA) unless such person seeks and receives approval in accordance with the DVA regulations. Nor shall the Contractor employ any person who, as a member, would create a conflict of interest or the appearance of a conflict of interest, particularly with regard to influencing the negotiations or terms of the contract. In any such case, the VA must review the matter and give its approval in accordance with agency ethics rules.

11. CONTRACTOR LIAISON

The Contractor shall designate one (1) employee as a liaison who shall be responsible for the performance of the work under the resulting contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of the resulting contract. The liaison may be a social worker performing under the resulting contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison. Contractor Liaison:

Contractor Liaison:

Phone Number:

Fax Number:

Email:

Alternate Contractor Liaison:

Phone Number:

Fax Number:

Email:

12. EMERGENCIES OR COMPLICATIONS

12.1. Contract social workers shall report any unusual incidents within 24 hours to the HUD-VASH Coordinator or designee.

12.2. Contract social workers shall verbally report all accidents, malfunctions, injuries, and deaths related to the delivery of services immediately to the COR and direct supervisor. The Contractor may be required to provide evidence of follow-up through a written report of the incident, describing the event, analysis of cause and effect, and corrective action taken. If such a report is requested by the COR, this shall be done within three (3) working days of the verbal report.

13. ALTERNATE SOURCES

13.1. If routine services are disrupted for more than two (2) consecutive, scheduled shifts or emergency response requests, the Government reserves the right to procure such services from an alternate source, until routine services are restored by the Contractor. When the Government exercises its right to procure these services from an alternate source, the Contractor shall reimburse the Government for all charges in excess of the amount that would have normally been incurred.

13.2. A copy of the other source’s timesheet or other verifiable documentation shall be used as the basis for any reimbursement. The total amount to be reimbursed will be verified by the COR and deducted from the Contractor’s next month's invoice for services.

14. IDENTIFICATION BADGE

An identification (ID) badge will be issued by the VA to contract social workers who provide services under the resulting contract. The appropriate ID badge shall be worn at all times while on Government facility grounds and clearly displayed on the outermost garment.

15. GOVERNMENT TRAINING AND ORIENTATION

15.1. The VA will provide a briefing to familiarize contract personnel with the policies and procedures on the first scheduled duty day or within a period acceptable to the VA.

15.2. The Contractor shall ensure that all contract social workers attend and participate in VA or any other mandatory training including but not limited to VA Privacy, VA Rules of Behavior, VA Cyber Security Diversity, Total Quality Improvement, Annual Fire Safety, and Infection Control.

16. PERSONAL HYGIENE AND CLOTHING

In performance of this contract, contract social workers shall be neat, clean, well-groomed, and shall exercise good personal hygiene. Appropriate and professional attire shall be worn at all times. Athletic and athletic-style garments (i.e., denim, jogging suits, sweat suits, running shorts, t-shirts, or flip-flops) shall not be worn by contract social workers. Contract social workers will be required to comply with VAGLAHS dress code for social workers.

17. IMMUNIZATION WAIVER/EXEMPTIONS

Waivers and exemptions for contract social workers may be granted in accordance with VA regulations and Medical Staff Bylaws.

18. DRUG SCREENING

18.1. Contract social workers are subject to random drug testing. They are also subject to drug testing when there is a reasonable suspicion that they use or are impaired by illegal drugs while on duty. Reasonable suspicion of drug use or impairment includes the following:

18.1.1. Observable phenomena, such as direct observation of drug use, possession, or the physical symptoms of being under the influence of a drug.

18.1.2. A pattern of abnormal conduct or erratic behavior.

18.1.3. Arrest or conviction for a drug-related offense or the identification of a social worker as the focus of a criminal investigation into illegal drug possession, use, or trafficking.

18.1.4. Information provided by a reliable and/or credible source or information independently corroborated.

18.1.5. Newly discovered evidence that the contract social worker tampered with a drug test.

19. PATIENT SENSITIVITY

Contract social workers shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships.

20. MEDICAL RECORDS

The Contractor understands that clinical or other medical records of VA beneficiaries treated by social workers under the resulting contract are VA records. Contract social workers who obtain access to hardware or media which may manipulate or store drug or alcohol abuse data, sickle cell anemia treatment records, records or tests or treatment for infection for HIV, medical quality assurance records, or any other sensitive information as defined by the Department of Veteran Affairs (DVA), shall not have access to the records unless absolutely necessary to perform their contractual duties. Any individual who has access to these data shall disclose them to no one, including other employees of the Contractor not involved in the performance of the particular contractual duty for which access was obtained.

21. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA)

21.1. The contract social worker shall take all reasonable precautions to safeguard Veteran information from unauthorized access or modification, in both electronic and hard-copy formats. The social workers agree to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in both electronic and hard-copy formats. This includes not only electronic security measures such as “strong” user passwords on computer systems, but also physical barriers to prevent unauthorized use of computer work-stations; it additionally includes that hard copy Veteran files are stored in secured lockable areas, that files are in lockable cabinets, that the cabinets can, in fact, be locked (i.e., keys are available, and the locking mechanisms work properly), and that reasonable measures are taken to ensure patient privacy and confidentiality. This precaution also includes the proper transfer of patient information via electronic means, such as faxing or system-to-system transmission.

21.2. Contractor social workers shall make sure no patient information of any type is given to outside parties, agencies, or organizations of any type without the expressed, written consent of the patient and the VA and only in capacities directly related to the provision of the services contracted in this instrument. The social worker shall also ensure that only the minimum necessary patient information is used to provide appropriate service to the correct patient. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA personnel.

21.3. The Contractor understands that all parties are bound by the requirements of the HIPAA which provide guidance on the protection of patient privacy and confidentiality. This Act mandates that all Government agencies and those bodies with whom they contract must be in compliance with the directives of the Act.

22. QUALITY ASSURANCE AND PERFORMANCE MONITORING

22.1. The Government will monitor the Contractor’s performance under this contract to ensure compliance. Any incidents as evidenced by the monitoring procedures will be forwarded immediately by the COR to the Contracting Officer. In addition, the COR will forward the summary evaluation of the Contractor’s performance to the Contracting Officer annually and once performance ends.

22.2. Timeliness and productivity measures will be rated based on productivity and workload reports and the average performance of like peers. Any concerns or negative trends will be immediately reported to the Contracting Officer, along with reports of positive trends and productivity.

22.3. Customer Service will be measured based on documented, substantiated, patient and/or staff complaints or compliments. Any substantiated customer service complaint will be immediately reported by the COR to the Contracting Officer. Reported compliments and positive feedback will also be reported through the Contracting Officer to reinforce this performance.

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

23. THE JOINT COMMISSION

23.1. Contractor’s personnel shall be subject to the same quality assurance standards in meeting or exceeding current recognized National Standards as established by The Joint Commission (TJC). Copies of the quality assurance standards are on file in the VAGLAHS Quality Management department and will be available to the Contractor. The Contractor shall perform services in accordance with the ethical, professional, and technical standards of the healthcare industry as consistent with VA policy, regulations, and procedures.

23.2. Contract social workers shall be responsible for compliance with all procedures in accordance with applicable VAGLAHS written policies, procedures, Bylaws of the Medical Staff, and protocols. The COR will make copies of the Bylaws available to Contract social workers. Contract social workers shall not introduce new procedures or services without prior recommendation and approval of the Chief of Staff (COS) or authorized representative(s) and through the Contracting Officer.

23.3. The Contractor is required to maintain records that document the competence/ performance level of Contract social workers performing on the contract in accordance with TJC accreditation and other regulatory body requirements. The Contractor will provide a current copy of the competence assessment checklist and annual performance evaluation to the COR at the time of award or upon request.

24. HEALTH AND HUMAN SERVICES - OFFICE OF INSPECTOR GENERAL (HHS/OIG REQUIREMENTS) To ensure that the individuals providing services under the resulting contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding Federal Health Care programs, the Contractor is required to check the Health and Human Services - Office of Inspector General (HHS-OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under the resulting contract. Further, the Contractor is required to certify in its proposal that all persons listed in the Contractor’s proposal have been compared against the OIG list and are NOT listed. During the performance of the resulting contract, the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

25. EVIDENCE OF INSURANCE COVERAGE

Before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer that the insurance coverage required per VA Acquisition Regulation (VAAR) 852.237 has been obtained. Such evidence of insurance will not be waived.

26. CONTRACTOR PERSONNEL POLICY

26.1. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under the resulting contract. To carry out this responsibility, the Contractor shall provide the following to contracted personnel:

26.1.1. Worker’s compensation

26.1.2. Professional liability insurance

26.1.3. Health examinations

26.1.4. Income tax withholdings

26.1.5. Social Security withholdings

26.2. Payment for any leave, including sick leave or vacation time is considered the sole responsibility of the Contractor. The Contractor shall comply with all existing local, state, federal, and/or union laws, regulations relevant to fringe benefits, and premium pay for their employees. Such personnel shall not be considered VAGLAHS employees for any purpose and shall be considered employees of the Contractor. There is no employer-employee relationship between the VA and the Contractor or the Contractor’s employee(s).

27. COMPUTER SECURITY

27.1. In the performance of official duties, if the contract social workers have regular access to printed and electronic files containing sensitive data that must be protected under the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHA policy, the social worker is responsible for:

27.1.1. Protecting the data from unauthorized release or from loss, alteration, or unauthorized deletion.

27.1.2. Following applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in the access agreement which the social worker shall sign.

28. OVERTIME AND HOLIDAY PAY

Any overtime and/or holiday pay that may be entitled to the Contractor’s social workers shall be the sole responsibility of the Contractor and shall not be billed to, nor reimbursed by, the Government.

29. NATIONAL HOLIDAY

29.1. Contract staff shall work Monday through Friday excluding holidays. Listed below are the eleven national holidays:

29.2. When one of the holidays falls on a Sunday, the following Monday shall be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies. Also, included would be any day specifically declared by the President of the United States of America as a national holiday.

30. PAYMENTS

Contractor shall accept payment for services rendered under the resulting contract as payment in full and will not bill the Veteran or his/her third-party insurer for any services covered under the resulting contract.

31. INVOICE AND PAYMENT

31.1. Payment is to be made monthly in arrears. All invoices from the Contractor shall be submitted in accordance with the instructions per VAAR 852.232-72, Electronic Submission of Payment Requests. Invoices submitted for payment shall be reviewed for accuracy, verified against time records and attendance logs, and shall be subject to approval by the Government prior to remittance of payment.

31.2. Any discrepancies found will be brought to the attention of the Contractor and shall be resolved. A corrected invoice must then be submitted by the Contractor as instructed by the Government. The contractor shall only invoice for actual hours worked by contract social workers. Veterans shall not be invoiced for services. The invoice MUST be itemized to include the following information:

31.2.1. Name and address of Contractor

31.2.2. Contractor’s tax ID number

31.2.3. Social Worker Name

31.2.4. Date and Hours worked

31.2.5. Fees being charged for services rendered

31.2.6. Extended amount due

31.2.7. Invoice number, date, obligation number, and task order number

31.3. Payment for services rendered by the Contractor will be made monthly upon receipt of a proper invoice. When inadequate invoices are received (those lacking any of the essential items listed above), the vendor will be notified in writing within seven (7) calendar days of receipt of such bills, that these bills cannot be processed for payment until a proper invoice is submitted (Prompt Payment Act – Public Law 97-177).

31.4. The itemized invoice shall be verified for certification of the services rendered during the billing period. The COR will certify the Contractor’s invoice for payment of services rendered.

31.5. The Contractor shall access the VA’s Electronic Invoice Presentment and Payment System. The Financial Service Center (FSC) uses a third-party Contractor, OB10, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

31.6. The contractor shall have 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 (Home | X12).

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

31.7.1. OB10 e-Invoice Setup Information: 1-877-489-6135

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

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

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

31.8. The Contractor shall accept payment for services rendered under the resulting 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 the resulting contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran under performance of this contract.

32. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

32.1. Position Risk and Sensitivity Designations. The position sensitivity for the resulting contract has been designated as LOW RISK. Position Risk and Sensitivity Designations are directly tied to background investigative requirements. A position designated as Low Risk requires a National Agency Check with Inquiries (NACI).

32.2. The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate-position, sensitivity designations associated with DVA positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions.

32.3. VHA Handbook 0710, Personnel Suitability and Security Program, 0710_D_2018-10-11.pdf, appointees and contract personnel appointed to Low/Moderate/High-Risk positions must be subjects of a background investigation conducted by the Office of Personnel Management (OPM) and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract.

32.4. The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity will be determined by the Government on the basis of the type of access required. The level of sensitivity will determine the depth of investigation and cost.

32.5. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor’s personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for contract personnel assigned to Low Risk/Non-sensitive positions for one-hundred and eighty (180) days or less under a single contract or series of contracts. However, a Security Access Clearance (SAC) background screening shall be required for appropriate preliminary checks In Accordance With (IAW) VA Directive 0710, Personnel Security and Suitability Program, 0710_D_2018-10-11.pdf.

32.6. Security Incident Investigation.

32.6.1. 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 COR and simultaneously, the designated Information Security Officer (ISO) and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in the system(s) to which the Contractor/ Subcontractor has access.

32.6.2. To the extent known by the Contractor/Subcontractor, the Contractor/ Subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the Contractor/Subcontractor considers relevant.

32.7. 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. The Contractor, 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 arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

B.4 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

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. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

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

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 investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their 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 within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S.