PCPG_PWS Final Draft_ 08072020_.docx

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Veterans Benefits Administration

Personalized Career Planning and Guidance (PCPG)

Contents

PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

The Department of Veterans Affairs (VA), has authority, pursuant to Title 38 USC Chapter 36, to provide all services and assistance necessary to enable eligible Servicemembers, Veterans, and eligible Dependents (from here forth Veteran shall refer to all eligible participants) to achieve their academic and vocational goals and objectives. Educational and Vocational Counseling, under Title 38 USC Chapter 36, includes assessment and counseling sessions to assist with the establishment of academic and vocational goals and objectives, the resolution of barriers interfering with goals and objectives, and the navigation and coordination of VA benefits in support of goals. The purpose of providing these services is for the Veteran to achieve their desired educational and vocational goals and objectives. In order to provide these services, Veterans Benefits Administration (VBA), the Office of Transition and Economic Development (TED) requires contractor assistance to meet the educational and vocational counseling needs of the Veteran.

2.0 SCOPE OF WORK

Upon referral of Veterans by VA, the Contractor is responsible for providing educational and/or vocational counseling, guidance, assessments, and related assistance to such Veterans in accordance with the requirements set forth in this Performance Work Statement (PWS) and the terms of the contract.

The objectives of such services are:

A. Providing Veterans with all relevant information, guidance, and advice necessary to ensure they can, on an informed and competent basis, select educational and/or vocational goals and objectives;

B. When Veterans have selected such goals and objectives, identifying and resolving, to the maximum extent practicable, barriers to successful attainment of their goals and objectives; and C. Providing Veterans with a written plan of action on how to achieve their goals and objectives.

Counseling, guidance, and assessments shall be provided during in-person counseling sessions scheduled and managed by the Contractor, and the Contractor shall generate reports from those counseling sessions, and deliver them to Veterans and VA, in accordance with the terms of the contract. Except as otherwise expressly provided in the terms of the contract, the Contractor shall also provide all personnel, equipment, materials, transportation, and all other services and resources necessary to provide the educational and/or vocational counseling, guidance, assessments, and assistance required under this contract.

3.0 PERIOD OF PERFORMANCE

The Period of Performance (PoP) shall be 12 months from date of award, with four (4) 12-month option periods.

4.0 PLACE OF PERFORMANCE

All counseling sessions shall be performed at locations within a 50-mile radius of the city hall of the following cities:

PACIFIC

DISTRICT

The Contractor is required to provide services for all cities listed within a specified district. However, VA anticipates that its needs regarding the location of counseling sessions performed under this contract may change during the term of the contract. Consequently, VA reserves the right to seek, during the term of the contract, such changes to the place of performance of services provided under the contract.

The Contractor shall schedule the Veteran to appear for counseling sessions at the location of the Veteran’s preference, provided the location allows for one on one privacy. These locations could include Contractor facilities, Veteran’s residence, or a different location that allows for one on one privacy that is the Veteran’s choice and agreeable to Contractor. At the discretion of the VA and if agreeable to the Veteran, HIPAA compliant virtual counseling sessions may be approved.

5.0 COUNSELING FACILITIES

For purposes of this contract, “contractor-furnished facility” means a facility, and a meeting room therein, that the Contractor is responsible for providing the Counselor and Veteran with access to and use of, during and for the purpose of conducting counseling sessions performed under the contract.

Contractor-furnished facilities shall always:

A. Be accessible to public transportation (if such exists within the specified geographic area); and B. Comply with all applicable accessibility requirements under the Americans with Disabilities Act of 1990, as amended (ADA).

The meeting room where counseling occurs within contractor-furnished facilities shall always be private, professional, and ADA-compliant. In times of a pandemic or other national emergency, Contractor shall ensure that county, state, and federal mandates are followed; VA will provide additional guidance in these situations.

6.0 QUALITY CONTROL PLAN

The Contractor is responsible for the quality of all work performed. The Contractor measures that quality through the Contractor’s own Quality Control Plan (QCP). All work performed under this contract, regardless of whether the work is performed by Contractor employees or by Subcontractors, shall be subject to QCP review. The Contractor shall develop and maintain its own internal QCP to ensure all required services are performed in accordance with the task order terms and conditions, as well as the delivery schedule timelines stated in the PWS. The Contractor shall develop and implement procedures in their plan that identify, prevent, and ensure non-recurrence of marginal performance. The Contractor shall be responsible for making required changes in processes and practices to ensure performance is managed effectively. The Contractor shall take corrective action when any task associated with this task order is found to be deficient or substandard. The cost of correction is to be borne by the Contractor.

7.0 SPECIFIC TASKS AND DELIVERABLES

If and when ordered by VA, the Contractor shall provide the following educational and/or vocational counseling, guidance, assessments, and related assistance in accordance with the requirements set forth in this PWS and the terms of the contract. VA or Veteran shall provide case-related documents as needed to the Contractor. Counselors, in the performance of services under the contract, shall use standard counseling principles and procedures and shall always meet or exceed the acceptable quality levels set forth in Section 9.0.

Contractor shall provide all deliverables in the form of a Personalized Development Plan (PDP) in accordance with Attachment A – Report Template. The PDP is a living document until completion of task order. The Counselor shall work collaboratively with the Veteran to create a PDP that documents in detail the information, goals, barriers, referrals, and actions found in all deliverables in Section 7.0. The PDP shall be drafted by the Counselor and provided to the Veteran for review and input at each counseling session. The Veteran shall be provided a working copy of their PDP at the conclusion of each counseling session.

7.1 COORDINATING AND SCHEDULING COUNSELING SESSIONS

Upon receipt of a task order placed by VA, the Contractor shall:

1. Contact and provide the Veteran with the following information within three (3) business days:

a. Contact information of the Contractor and Counselor;

b. Location of contractor-furnished facility;

c. Notice that other options for counseling locations are the Veteran’s residence or a location that allows for one on one privacy that is the Veteran’s choice and agreeable to Counselor;

d. Notice that in times of a pandemic and with VA authorization, HIPAA compliant virtual counseling sessions are available;

e. All information and instruction necessary to ensure the Veteran clearly understands what information and/or documentation would be relevant to conducting the counseling authorized by VA; and

f. Apply reasonable best efforts to accommodate the Veteran’s requested date/time for session, provided such request:

i. Is no earlier than one business day after the date the Veteran was contacted unless otherwise agreeable by Counselor;

ii. Is between 7:30 AM-5:30 PM Monday-Friday unless otherwise agreeable by Counselor; and

iii. Is securable in the requested location.

2. Upon appointment confirmation with Veteran, provide VA notice of scheduled meeting via email within one business day.

3. Complete the counseling session within 15 calendar days of when the task order was received, or, if that’s impracticable for reasons beyond the Contractor’s control, provide VA with the following information via email within one business day of the determination of impracticability:

i. Explanation of circumstances; and

ii. Substantiating documentation, if applicable.

7.2 EDUCATIONAL AND VOCATIONAL COUNSELING

7.2.1 Educational and Career Assessment: Includes a comprehensive educational and vocational history; assessment of interests, aptitudes, and abilities; transferable skills analysis; information shall be provided on VA benefits and transition assistance, as applicable; and documented next steps to assist Veteran in obtaining identified goals. The Veteran shall be provided a working copy of their PDP at the conclusion of each counseling session. Contractor shall provide a formal and final deliverable in the form of a written report in accordance with Attachment A – Report Template to the Veteran and VA within thirty (30) calendar days after initial counseling session.

Deliverable: Educational and Career Assessment Report (PDP, Section 1)

7.2.2 Employment Services: Includes a labor market analysis, résumé development, mock interviewing, and employment referrals. The Counselor shall identify suitable occupations that are consistent with the Veteran’s interests, aptitudes, and abilities. The Counselor shall identify barriers to employment goals, identify additional training needs, navigate and coordinate VA benefits in support of goals, and collaborate with the Veteran to define a plan to achieve goals and overcome barriers. The Veteran shall be provided a working copy of their PDP via email within 24 hours after the conclusion of each counseling session. Contractor shall provide a formal and final deliverable in the form of a written report in accordance with Attachment A – Report Template to the Veteran and VA within thirty (30) calendar days after initial counseling session.

Deliverable: Employment Service Report (PDP, Section 2)

7.2.3 Education Services: Includes labor market analysis, identification of training facilities, navigation of admissions process, and review of VA benefits. The Counselor shall identify suitable training and/or education consistent with the Veteran’s goals, interests, aptitudes, and abilities. The contractor shall identify barriers to educational goals, navigate and coordinate VA benefits in support of goals, and collaborate with the Veteran to define a plan to achieve goals and overcome barriers. The Veteran shall be provided a working copy of their PDP via email within 24 hours after the conclusion of each counseling session. Contractor shall provide a formal and final deliverable in the form of a written report in accordance with Attachment A – Report Template to the Veteran and VA within thirty (30) calendar days after initial counseling session.

Deliverable: Education Service Report (PDP, Section 3)

7.2.4 Educational and Career Counseling Services: The Counselor shall document goals and barriers identified during the Educational and Career Assessment process. If the Veteran requests additional services for identified barriers, the Counselor shall provide up to three (3) additional counseling sessions to include transition assistance and/or adjustment counseling to address stressors and other identified issues that may prohibit the Veteran from being fully able to participate in their education or career planning. The Contractor shall contact VA to request approval for sessions that exceed three. The Veteran shall be provided a working copy of their PDP via email within 24 hours after the conclusion of each counseling session. Contractor shall provide a formal and final deliverable in the form of a written report in accordance with Attachment A – Report Template to the Veteran and VA within thirty (30) calendar days after counseling session.

Deliverable: Counseling Session Service Report (one (1) report is required per session) (PDP, Section 4)

8.0 SCHEDULE OF DELIVERABLES

All deliverables shall be submitted electronically via email.

7.2 EDUCATIONAL AND VOCATIONAL COUNSELING

10.0 KEY PERSONNEL

9.0 PERFORMANCE REQUIREMENTS SUMMARY

The Contractor shall always comply with the following performance requirements. All tasks must meet or exceed industry standards.

Educational and Career Assessment Report (PDP, Section 1)

Education Service Report (PDP, Section 3)

10.0 KEY PERSONNEL

The key personnel specified below are considered to be essential to work performance. In accordance with VAAR 852.237-75, at least 30 days prior to the Contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement’s skills, experience, and credentials meet or exceed the requirements of the contract. If the employee of the Contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract shall be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

The following are the list of key personnel:

a. Program Manager

b. All Counselors

10.1 QUALIFICATION REQUIREMENTS FOR KEY PERSONNEL

a. Program Manager The Program Manager must have a Bachelor of Science or Bachelor of Arts degree and at least one (1) year of experience in Technical Vocational Rehabilitation and management of rehabilitation services.

b. Counselors

All personnel performing counseling services under this contract shall have a Master of Science or Master of Arts degree in Career Guidance and Planning, Rehabilitation Counseling, Counseling Psychology, Adult Education, Educational Program Administration, or a closely related counseling discipline from a regionally accredited college or university.

Contractor shall provide to the VA within 10 calendar days of contract award date:

1. Résumés, which cannot exceed a total of two pages in length per person proposed, which must provide information on education and experience as appropriate;

1. Copies of transcripts and all relevant licenses/certifications per person proposed; and

1. Written verification that all key personnel proposed are either current employees of the Offeror or provide a copy of a commitment letter.

Deliverable: Key Personnel Data

11.0 REFERRALS

For all referrals, Contractor shall:

1. Under no circumstances engage in outreach or other activities designed to solicit referrals.

2. Ensure all documents released by Contractors back to VA contain the Veteran’s name and only the last four digits of the SSN.

3. Transmit VA sensitive information that contains Personally Identifiable Information (PII), to include reports to VA Counselors, in an encrypted form.

4. Maintain a file upon completion or suspension of services that shall be maintained and destroyed in accordance with VA security requirements.

12.0 CONTRACTOR PERSONNEL SECURITY

All Contractor employees who require access to the government site(s) and/or access to government local area network (LAN) systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (SIC). These requirements are applicable to all subcontractor personnel requiring the same level of Background Investigation.

The level of background security investigation shall be in accordance with VA Directive 0710 dated September 10, 2004 and is available at http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FType=2 Background Investigation The contract employee level of background investigation required for this effort is: NACI.

Position Sensitivity Risk Level: Non-Sensitive, Low Risk, Tier 1 Contractor Responsibilities The Contractor shall bear the expense of obtaining background investigations or reciprocals of previous investigations held that meet or exceed the required investigation level. The cost of background investigations is based on the current Office of Personnel Management (OPM) rate at the time the application is processed at OPM.

Immediately after contract or task order award, the COR will provide the Contractor with the following background investigation document to be completed by the Contractor and returned to the COR to begin the background investigation process for all contract employees working on the contract who will have access to government facilities, government systems, or privacy data:

· Background Investigation Request Worksheet

· Optional Form 306 – Declaration of Federal Employment

· Fingerprint Request Form Upon receipt of the above-stated documents from the COR, they will submit the background investigation package to the VSC Security Specialist for processing through the SIC. Upon notification of favorable fingerprint results, the contractor may begin work while the background investigation is ongoing. Thereafter, the Contractor will receive an email notification from the SIC identifying the website link that includes detailed instructions regarding completion of the background clearance application process in the Electronic Questionnaires for Investigations Processing (e-QIP) system. E-QIP is an online, Internet accessible system where the contractor employee shall complete the security questionnaire required for OPM to process the background investigation.

The Contractor shall prescreen all personnel who require access to government site(s) and/or access to government LAN systems to ensure they maintain a U.S. citizenship or Alien Registration that authorizes them to work in the U.S. and are able to read, write, speak and understand the English language.

Contractors who have a current favorable background investigation previously conducted by OPM or Defense Security Service (DSS) may be accepted through reciprocation. When a previous clearance is currently held, it does not preclude the vendor from submitting a completed Attachment B form to the COR immediately after contract award for all contract employees who will be working on the contract Contract performance shall not commence before:

· The VSC has confirmed favorable fingerprint results, or

· SIC confirms that it has received the Contractor’s investigative documents, the documents are complete, and that the investigation information has been released to OPM for scheduling of the background investigation, or

· VSC or the SIC has confirmed that the verified investigation will be reciprocated.

The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably completed or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The Contractor, if notified of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.

If the security clearance investigation is not completed prior to the start date of the contract, the contract employee may work on the contract with an “initiated background investigation” status (when received from the SIC) while the security clearance is being processed. However, the Contractor will be responsible for the actions of those contract and subcontract employees they provide to perform work for government. In the event damage arises from work performed by Contractor personnel, under the auspices of the contract, the Contractor will be responsible for resources necessary to remedy the incident.

Should the Contractor use a vendor other than OPM or DSS to conduct investigations, the investigative company must be certified by OPM/DSS to conduct Contractor investigations. The Vendor Cage Code number must be provided to the government SIC, which will verify the information and conclude whether access to the Government’s site(s) and/or government LAN systems can be granted.

The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or the Defense Industrial Security Clearance Organization (DISCO).

Government Responsibilities After the SIC has adjudicated the background investigation package from the Contractor, the SIC will send an e-mail notification to the Contractor and their POC identifying the e-QIP website link that includes detailed instructions regarding completion of the background clearance application process and the level of background that was requested.

Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation. If the investigative documents are not complete, the SIC will notify the vendor of deficiencies and include corrective instructions.

Government will pay for investigations and reciprocals processed through the government SIC and conducted by OPM in advance, however, the Contractor shall reimburse the full cost of background investigations/reciprocals to government within 30 days of Bill of Collections from government. Government shall send up to three plus one final delinquent notice to the Contractor. If the Contractor does not adhere to the Bill of Collections, future invoices may be subject to be offset by government to recoup background investigation costs and may be considered grounds for default.

The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably adjudicated or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The COR will also notify the Contractor of an unfavorable adjudication by the Government.

13.0 CONTRACT AWARD KICK-OFF MEETING

The Contractor shall coordinate and facilitate a technical kickoff meeting within 10 calendar days following contract award. In addition to the introduction of its contract leadership team, the Contractor shall present, for review and discussion with the Government, the details of the work plan and project schedule for each element of work to be completed.

The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) calendar days prior to the meeting) and shall provide meeting minutes (provided to all attendees within three (3) calendar days following the meeting). The Contractor shall invite the CO, Contract Specialist (CS), Contracting Officer Representative (COR), and the VA Program Manager. Additional Government attendees shall be provided to the Contractor via the COR.

The Contractor shall not commence performance of the tasks in this PWS until after the kick-off meeting or until the CO has formally advised the Contractor that a kick-off meeting is waived.

ATTACHMENT A – REPORT TEMPLATE

Personalized Career Planning & Guidance

Personalized Development Plan (PDP)

Claimant Information Name:

Address:

Contact Number:

Email:

Counselor Name:

Company:

Contact Number:

Email:

Eligibility Criteria

· Servicemember transitioning from active duty 180 days before anticipated discharge date

· Veteran 1 year from date of discharge/release of active duty

· Veterans or beneficiaries eligible for an educational benefit

Eligible VA Benefits:

Entitlement Remaining:

Delimiting Date:

Dates Seen:

EDUCATIONAL AND CAREER ASSESSMENT

The educational and career assessment is a comprehensive review of your education and work history; assessment of interests, aptitudes, and abilities; transferable skills analysis; and transition assistance.

CLAIMANT HISTORY

Demographic and Background Information: the content of this section includes background information related to your personal, educational, work and, if applicable, military history. It will address the following areas, as applicable.

· Separation Date:

· Enlistment Date:

· Place of birth:

· Date of birth:

· Home of residence (if relocating):

· Schools attended, and degrees conferred:

· Marital and dependent status:

· Employment history, to include experience with supervision, adjustment to work assignments and performance:

· Military history, to include branch of service, Military Occupational Specialty, rank:

· Financial history and funding sources for proposed plan:

DISABILITY CONDITION(s), if applicable This section will address illness, injury, disabling conditions; perception of current functioning; impact of disability on daily living, identified learning disabilities or special needs.

ASSESSMENT OF INTERESTS, APTITUDES, AND ABILITIES

Review of the assessments completed, if applicable, and how the results relate to your stated interests, aptitudes and functional abilities; review of transcripts.

VOCATIONAL EXPLORATION

This section includes identification of transferable skills and a comparison of those skills with current labor market information. Current labor market information will be specific to the area in which you plan on residing to seek employment or to complete a training program. Identifying appropriate training programs or on-the-job training opportunities where you can build competitive skills are a vital part of vocational exploration.

SUMMARY OF EDUCATION AND CAREER ASSESSMENT:

EMPLOYMENT SERVICES

Together with your counselor, you will identify suitable occupations that are consistent with your interests, aptitudes, and abilities. Barriers to employment goals will be identified, a plan to achieve goals and overcome barriers will be created, and your counselor will assist in coordinating VA benefits and community resources as needed. You can expect to discuss and receive services such as: a labor market analysis, resume development, mock interviewing, and employment referrals.

Requested

Not Requested

Not Applicable (please specify):

Claimant’s stated goals and objectives:

Summary of Services provided:

Referrals made:

EDUCATION SERVICES

Together with your counselor, you will identify suitable training and education consistent with your goals, interests, aptitudes, and abilities. Barriers to educational goals will be identified, a plan to achieve goals and overcome barriers will be created, and your counselor will help you understand how to best use your VA benefits. You can expect to discuss and receive services such as: a labor market analysis, identification of training facilities, navigation of the admissions process, and a review of VA benefits.

Requested

Recommendations for optimal use of VA benefits:

Identification of alternative funding sources:

ADDITIONAL EDUCATIONAL AND CAREER COUNSELING SERVICES

You are eligible to receive additional counseling sessions to address stressors and other issues or barriers that you identify. Together with your counselor, you will review the goals and barriers identified during the Educational and Career Assessment process. Counseling sessions will include providing referrals for identified resources to achieve goals or resolve barriers such as access to a VA Medical Center or school resource center.

Requested

PDP Next Steps The Counselor and Claimant will identify and document actionable steps to reach the identified goal.

Career Goal(s):

PDP NEXT STEPS

NECESSARY ACTIONS

The Claimant has received:

· Your VA Welcome Kit, https://www.va.gov/va-welcome-kit-color.pdf

· My Transition to School / My Transition to the Workforce

· Personalized Development Plan

· Educational and Career Assessment Report

· Employment Services Report

· Education Services Report

· Counseling Services Report(s)

· Next Steps

· Other ____________________________________

I have reviewed and agree with this plan. I have received the above noted documents. I understand that I can reach out to the VA (VBACO_TED_PCPG@va.gov) in the future if I have questions about my PDP or if I want to request additional services.

Signature of Claimant: ______________________________________ Date: ___________________

Signature of Counselor: ______________________________________ Date: ____________________

ATTACHMENT B – RESOURCE: Next Steps

Guidance for Next Steps

Next steps are to address individual needs that were identified during the initial assessment and then follow up sessions. Below are suggested services; however, the Counselor should not be confined to the list below.

Information on educational institutions or facilities that may offer training in an identified vocational goal.

Financial Resources – provide location of the school Financial Aid Office, application for Federal Student aid, etc.

Department of Veterans Affairs (VA) education benefits – provide name, location, and point of contact in VA for additional information.

Career services – provide name, location, and point of contact for school career resource center, Department of Labor Veterans Employment and Training (DOLVETS) Service, USAJOBS.GOV, etc.

Potential resources for future employment.

Evaluation of potential transfer credit (DD Form 2295, AARTS, CCAF transcripts).

Identify and/or make referral to local VA for service-connected disability claim, if applicable.

Referral to eBenefits employment portal for employment resources.

Referral to Veterans Benefits Administration (VBA) and Veterans Health Administration (VHA) to address issues that may arise as a result of assessment.

Steps to resolve academic, medical, financial or other barriers interfering with progress in meeting the individual’s specified goal(s).

ATTACHMENT C – RESOURCE: VA Welcome Kit

This link shall be provided to Veteran via email: https://www.va.gov/va-welcome-kit-color.pdf

ATTACHMENT D – RESOURCE: Transition Charts

Transition Charts shall be provided to Veteran via email.

ATTACHMENT E – RESOURCE: District Directory

Areas of focus within each District are identified in Table below. The Government reserves the right to modify areas of focus as deemed necessary.

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