RFQ 36C26124Q0012_1 08.24.23.pdf

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

36C26124Q0012 08-24-2023

Gary Christensen | gary.christensen@va.gov 650-423-5000 ext. 65825 09-07-2023

1300 PDT

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21 3801 Miranda Ave Palo Alto CA 94304

X

621330

$9 Million

N/A

X

Please Reference the Performance Work Statement

VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21 3801 Miranda Ave Palo Alto CA 94304-1207

FMS-VA-2(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The Contractor shall provide Readjustment Counseling Service in accordance with the requirements listed in the Performance Work Statement (PWS) in Tulare, Kings, and Fresno Counties.

IDIQ Period of Performance: 10/01/2023 - 09/30/2026 Ordering Period One: 10/01/2023 - 09/30/2024 Ordering Period Two: 10/01/2024 - 09/30/2025 Ordering Period Three: 10/01/2025 - 09/30/2026

See CONTINUATION Page

X X

Gary T. Basile Contracting Officer

36C26124Q0012

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 49

C.8 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.9 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.10 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.11 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.12 VAAR 852.204-71 INFORMATION AND INFORMATION SYSTEMS SECURITY

(FEB 2023)

C.13 VAAR 852.208-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS – ORDERS or BPAs (JAN 2023)

(DEVIATION)

C.14 VAAR 852.208-71 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTOR COMMITMENTS-ORDERS AND

BPAS (JAN 2023) (DEVIATION)

C.15 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.16 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.17 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.18 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.19 VAAR 852.237-71 NONSMOKING POLICY FOR CHILDREN'S SERVICES (OCT

2019)

C.20 VAAR 852.237-73 CRIME CONTROL ACT—REQUIREMENT FOR BACKGROUND

CHECKS (OCT 2019)

C.21 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019) . 65

C.22 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.23 VAAR 852.271-72 TIME SPENT BY COUNSELEE IN COUNSELING PROCESS (NOV

2021)

C.24 VAAR 852.271-73 USE AND PUBLICATION OF COUNSELING RESULTS (NOV

2021)

C.25 VAAR 852.271-74 INSPECTION OF INSTRUCTION, COUNSELING OR TESTING

OPERATIONS (NOV 2021)

C.26 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JUN 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

E.2 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020)

E.6 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

E.7 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.8 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY

REFERENCE (JAN 2008)

E.9 VAAR 852.273-70 LATE OFFERS (NOV 2021)

E.10 52.212-2 EVALUATION

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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 36C261 Gary T. Basile

Network Contracting Office (NCO) 21

3237 Peacekeeper Way, Bldg 200 Suite 204

McClellan CA 95652

c. ADMINISTRATION: Contract Specialist 36C261 Gary Christensen

Network Contracting Office (NCO) 21

3801 Miranda Ave

Palo Alto, CA 94304

650-493-5000 65825

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [X] Monthly in arrears

4. GOVERNMENT INVOICE ADDRESS: Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is 877- 489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA- FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support

Phone: 1-877-489-6135

Website: http://www.tungsten-network.com/uk/en/

Department of Veterans Affairs Financial Service Center

Phone: 1-877-353-9791 Email: vafscched@va.gov

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

AMENDMENT NO DATE

mailto:vafscched@va.gov

B.2 PRICE/COST SCHEDULE

Contractor shall provide counselling services to Vet Center, by providing Readjustment Counseling Services to eligible veterans in Tulare, Kings, and Fresno Counties. These services are performed at the contractor’s facility located in the local geographical area which will serve eligible combat veterans. All services shall be provided in accordance with the specifications, terms and conditions contained herein.

The guaranteed minimum award amount for this contract is $1,000. The maximum aggregate value of orders that can be placed under this contract is $500,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NSP

Psychologist Ordering Period: 1 POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric Consultation

MANUFACTURER PART NUMBER (MPN): NA

1001A

590.00 HR ____________ __________

Individual Counseling Ordering Period: 1 POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

1001B

150.00 HR ____________ __________

Group Counseling Ordering Period: 1

POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

1001C

40.00 HR ____________ _________

Family Counseling Ordering Period: 1 POP Begin: 10-01-2023 POP End: 09-30-2024 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

Ordering Period: 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

2001A

590.00 HR ____________ __________

Individual Counseling Ordering Period: 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

2001B

150.00 HR ___________ __________

Group Counseling Ordering Period: 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

2001C

40.00 HR ____________ __________

Psychologist Ordering Period: 2 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

Ordering Period: 3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

3001A

590.00 HR ____________

Individual Counseling Ordering Period: 3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

3001B

150.00 HR ____________

Group Counseling Ordering Period:3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

3001C

40.00 HR ____________

Family Counseling Ordering Period: 3 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 621330 - Offices of Mental Health Practitioners (except Physicians) PRODUCT/SERVICE CODE: Q526 - Medical - Medical/Psychiatric

GRAND

TOTAL

B.3 PERFORMANCE WORK STATEMENT

INTRODUCTION

Readjustment Counseling Service (RCS) consists of 300 Vet Centers, organized into 5 Districts. Vet Centers provide a broad range of readjustment counseling, outreach, and referral services to eligible Veterans, Active-Duty Service Members (ADSMs), and their families, including eligible Coast Guard, National Guard and Reserve members.

BACKGROUND

RCS service mission is to provide readjustment counseling to assist eligible individuals resolve war and other trauma related psychosocial and socioeconomic difficulties and to support eligible individuals with their readjustment back into their home communities.

Vet Centers provide readjustment counseling through individual, group, and family counseling formats. As specified below, referral for contract readjustment counseling will be limited to the provision of individual, group and family readjustment counseling to eligible individuals. Individuals eligible for readjustment counseling currently include Veterans, Service Members, including National Guard and Reserve personnel, and U.S.

Coast Guard members whose military duties involved exposure to traumatic stressors, either within or in support of areas of hostilities, or in response to domestic crises, national or state, or coast guard members engaged in drug interdiction operations. All such duty assignments have the potential for interfering with a successful readjustment to civilian or continuing military life. In addition, the family members of all eligible individuals are eligible to participate in family readjustment counseling as indicated for the readjustment of the eligible individual.

PERFORMANCE OBJECTIVES AND STANDARDS

Scope of Work

The contractor shall furnish readjustment counseling services to eligible individuals and family members referred by the Vet Center COR or by other designated professional counseling staff members of the Vet Center. Readjustment counseling, for purposes of this contract, is counseling provided by social workers and psychologists, or other qualified counselors such as licensed marriage and family therapists (LMFT) or licensed professional mental health counselors (LPMHC).

Contractors will provide readjustment-counseling services to eligible veterans referred by the Vet Center COR in accordance with the requirements of VA Form 10-5565b, the RCS Contract Services Authorization. Readjustment counseling can be provided individually, in groups and/or within the context of a family meeting. In whatever approved format, readjustment counseling is directed at social, psychological or behavioral difficulties related to post-military readjustment to community or continued military life.

The contractor will provide all eligible individuals the following services as clinically indicated:

a) Group counseling

b) Individual, couple, and family readjustment counseling

c) Substance abuse assistance

d) Other supportive counseling services for socioeconomic readjustment problems such as employment and career counseling as part of readjustment counseling (which does not include job placement services).

e) Any other psychosocial or healthcare needs that go beyond the scope of the contract will be coordinated for appropriate referral through the COR.

The contractors shall be required to use the VHA RCS electronic record system (RCSNet) for recording all delivered services provided to Vet Center referred clients inclusive of the psychosocial assessment, military history, service plans, risk assessments, Warwick, Crisis Reports and ongoing client visits. This will require prospective new contractors to follow VA procedures for obtaining a VA network account. The all assigned contractor staff must have a computer, access to the internet and, a personal identification verification (PIV) card (issued by VA) and a card reader.

All assigned contractor staff shall be required to undergo a background investigation and compete initial and annual Privacy and Security training in accordance with VA Handbook 6500.6 prior to the contractor’s employment. Work cannot begin until favorable background investigations are complete.

The contractor shall identify staff and provide licenses for all staff that are providing counseling services to the Contracting Officer’s Representative (COR) for evaluation:

a. The contractor shall provide verification of professional credentials of each staff through documentation of all Federal or State professional license(s) and/or certification(s) applicable to the provision of readjustment counseling services

b. The contractor shall provide official verification of educational credentials will be obtained from the academic institution awarding a professional degree to the contractor and designated staff.

c. Prior to the contractor’s start of providing services to client, the contractor’s staff need to complete the following training:

1. TMS 10176 (VA Privacy and Information Security Awareness and Rules of Behavior) At onset of contract and annually.

2. RCSNet Training with COR

3. TMS 10203 (Privacy and HIPAA Training) At onset of contract and annually.

4. Sign the Rules of Behavior.

d. Contractor will provide all required documentation of professional credentials to the Contracting Officer at the time of the award.

Periods of Performance:

Base Year: (10/1/23 to 9/30/24) Ordering Period 1: (10/1/24 to 9/30/25) Ordering Period 2: (10/1/25 to 9/30/26)

The length of time in which counseling services are provided to individual veterans under this contract will be as authorized by Readjustment Counseling Service Vet Center COR. In any case, if readjustment counseling beyond the one-year period of the contract is indicated, and if the contract is not renewed, the contract provider is responsible to make appropriate referral to another counseling resource, in consultation with the original VA referrer to ensure no break in services. VCD need to demonstrate a need for continued service with contractor, beyond two years, in doing so, Deliverables and Quality assurance plan must exceed a 95% threshold for continued service beyond two years. Deliverables, record management must exceed 95% threshold for continued services beyond two years.

All clinical indicators must be evident for service to continue beyond two years. A nexus between military history treatment must be clearly documented for continued service beyond 2 years.

Contract Type

Indefinite Delivery Indefinite Quantity/ Firm Fixed Price

Contracts will only be entered into by VA which are based on a rate schedule (Hourly rate charged by provider for each client visit) which falls within the range of usual and customary fees for the specific geographical area in which services are provided. The contracting officer in consultation with the contracting officer’s Representative (COR) is responsible for determining the usual and customary fee, through communication with the State, County, or District for (a) American Psychological Association for Psychologists; (b) Association of Social Workers, for Psychiatric Social Workers;

American Counseling Association for LMHPCs; and American Association of Marriage and Family Therapists FOR LMFTs. In instances where conflicting data is provided, the COR must consult with the local VAMC Chief of Psychiatry, Psychology, or Social Work Service to determine the usual and customary fees for services provided by a mental health worker other than those from the three professional disciplines listed above.

Place of Performance:

Service providers submitting offers in response to this request for proposals must be physically located and provide service to veterans living in Tulare, CA; Kings, CA;

and/or Fresno, CA Counties. VA will only make referrals to providers under this contract for circumstances where VA or other government facilities are not capable of furnishing needed services or cannot do so economically because of geographical distances.

APPLICABLE DOCUMENTS

Authority

In the performance of the tasks associated with this task order the Contractor shall comply with the following:

a. 44 U.S.C. § 3541, “Federal Information Security Management Act (FISMA) of 2002”

b. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,” August 2013

c. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

d. Health Insurance Portability and Accountability Act (HIPAA); 45 Code of

Federal Records (CFR) Part 160, 162, and 164; Health Insurance Reform:

Security

e. Standards; Final Rule dated February 20, 2003

f. 32 CFR 199

g. VHA Handbook 1907.01,“Health Information Management and Health

Records,” July 14, 2014

h. Records Control Schedule (RCS) 10-1

i. VA Handbook 0710, Personnel Suitability and Security Program, September

10, 2004, http://www.va.gov/vapubs

j. VHAPM Part 801.603-70 COR SOP, Revision 8, 5/7/2021

k. VA Directive and Handbook 6102, “Internet/Intranet Services,” July 15, 2008

l. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility

Standards,” July 1, 2003

m. An Introductory Resource Guide for Implementing the Health Insurance

Portability and Accountability Act (HIPAA) Security Rule, October 2008

n. VA Directive 6500, “Managing Information Security Risk: VA Information

Security Program,” September 20, 2012

o. VA Handbook 6500, “Risk Management Framework for VA Information

Systems – Tier 3: VA Information Security Program,” March 10, 2015

p. VA Handbook 6500.6, “Contract Security,” March 12, 2010

q. VA Directive 6300, Records and Information Management, February 26, 2009

r. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010 http://www.va.gov/vapubs

s. NIST SP 800-116, A Recommendation for the Use of Personal Identity Verification (PIV) Credentials in Physical Access Control Systems, November 20, 2008

t. OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007

u. VA Memorandum, VAIQ # 7011145, VA Identity Management Policy, June 28, 2010 (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

v. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access”, January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

w. VA Memorandum, “Implementation of Federal Personal Identity Verification (PIV) Credentials for Federal and Contractor Access to VA IT Systems”, (VAIQ# 7614373) July 9, 2015, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

x. VA Memorandum “Mandatory Use of PIV Multifactor Authentication to VA Information System” (VAIQ# 7613595), June 30, 2015, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 34.

RCS applies the following authorities in the administration of a Contract for Fee program:

a. 38 USC section 1712A(e)(1) authorizes VA to establish contracts with private sector providers for the provision of readjustment counseling to eligible individuals and family members geographically removed from existing Vet Centers.

b. VHA Directive 1500, ‘Readjustment Counseling Service’, January 26, 2021, Amended May 3, 2021, Paragraph 8.h. provides the basic RCS policy guidance for the provision and oversight of contract readjustment counseling.

c. Per VA policy contracting with private sector providers is under the authority of the VA Contracting Officer (CO) at the local support VA medical facility. The CO has full authority for soliciting and receiving offers resulting from an authorized solicitation. VA COs are located at the support VA medical facility, but administratively fall under the Network Contracting Office (NCO) administered by the Veterans Integrated Service Network (VISN). The Vet Center Director at the designated Vet Center is assigned the responsibilities of the Contracting Officer’s Representative (COR) for all local contract program administrative operations and oversight.

SPECIAL REQUIREMENTS

The contractor shall manage its staff to include training VA policy and procedures. The COR in collaboration with the Associate District Director for counseling and the Associate District Director for Administration shall provide the contractor with a high level of explanation of the services offered and protocol for invoicing. The contractor shall provide routine clinical supervision to all staff that are providing services through the contract.

The contractor shall designate a Project Manager (PM) who shall provide oversight of all contracted work. The PM shall be available during regular business hours (7:30 a.m.- 4:30 p.m. (Mon-Fri) and shall return all calls and emails within 24 hours. However, for emergency situations, the PM is required to respond within a 2-hour period. The PM shall attend the kick-off meeting in person or virtually via telephone or TEAMS to discuss the project approach, schedules, milestones, and provide the contractor points of contact (POCs).

Project Management

Kick Off Meeting

The contractor shall attend a kick-off meeting five (5) business days after order award date. This meeting will preferably be a face-to-face meeting at the contractor’s location but may be conducted via telephone or TEAMS if necessary. The meeting will consist of the contractor specifying their methods and staff necessary to complete the task. The meeting will also consist of the review of the Contract for Fee polices and guidelines.

Monthly Status Reports

The contractor shall submit monthly status reports unless otherwise specified on the TO (Task Order). The contractor shall report on any barriers to completing the task and will make every effort to ensure that issues raised by the local vet center are addressed.

The monthly report should include the name of each client, VIF number, total number of sessions, type of session (i.e., individual, group, family or referral services) referral date, start date and closing date relevant to completing the work. Documented visits that are within the approved number and length of visits are billable.

Records Management:

Contractors are required to keep hard copy records. During the course of this contract, a change shall be required to use the RCS electronic record system (RCSNet) for recording all delivered services and procedures provided to Vet Center referred clients inclusive of the psychosocial assessment, military history, service plans and ongoing client visits. This will require prospective new contractors to follow VA procedures for obtaining a VA network account. Vet Center referred client counseling records are considered the property of the VA and will be maintained in RCSNet the same as any other client recipient of readjustment counseling at a Vet Center. Counseling records will be maintained according to RCS record standards, adhere to Privacy Act and HIPAA and that are accurate, complete and in compliance with professional standards and RCS records standards for clinical record keeping. Any request for records would be submitted to the COR for consideration of release.

Comprehensive Psychosocial Assessment

The contractor will complete the psychosocial assessment in accordance with VHA and RCS policy and guidelines. The psychosocial assessment will be documented in RCSNet.

The contract providers will complete an initial comprehensive psychosocial assessment that reflect the psychosocial problem areas and provisions of readjustment counseling.

As required by the RCSNet protocols, the contractor will complete the psychosocial assessment within 5 sessions. A suicide risk assessment is completed on the first visit.

Subsequent psychosocial assessments are not to be repetitious copies of the original, but rather should build on and clinically amend the original contingent upon case movement and newly emerged readjustment problems.

Service Plan

The contractor will complete the service plan in accordance with VHA and RCS policy and guidelines. The service plan will be documented in RCSNet.

The contract providers will complete an initial service plan that reflects the psychosocial problem areas and planned provisions of readjustment counseling.

As required by RCSNet protocols, the contractor will complete the first service plan within 5 sessions of the 1st visit, and develop a new service plan every 180 days thereafter.

Subsequent service plans are not to be repetitious copies of the original, but rather should build on and clinically amend the original contingent upon case movement and newly emerged readjustment problems.

The contractors are to ensure their readjustment counseling service plans clearly reflect the findings of the psychosocial assessment concurred on by the eligible individual and include all applicable readjustment counseling interventions that will be employed (individual, group, and family) and expected outcomes.

The service plan will reflect the configuration of PSFAs introduced by the individual during the intake interviews and subsequent counseling visits. Each plan also reflects the full composite of readjustment counseling modalities being provided (e.g., individual, group, and family counseling).

Progress Notes

A progress note contains the substantive counseling content that occurred during a face-to-face interview or counseling visit held at the contracting site. It must accurately record the relevant aspects of the visit with the eligible individual and address agreed-upon interventions and expected outcomes. All visit progress notes must be signed and dated by the counselor as well as indicate the visit type (individual, group, family).

Progress notes document the substance of contractor visits and must be entered by the contractor’s staff into the individual record within two working days from date of the visit.

Individual records contain two types of notes: visit progress notes and non-visit progress notes. Progress notes will include the time and date the note was entered. Contractor must use an addendum to make any subsequent changes and corrections to a progress note. The original text of the progress note is integral to the eligible individual’s official record and must not be altered or destroyed.

Use of the Description Assessment Plan format. The Description, Assessment, and Plan (DAP) format will be utilized for recording all visit and non-visit progress notes used to document substantive readjustment counseling services provided and significant counseling supportive activities such as case staffing, consultation and/or supervision.

(1) Description. Describes the counselor’s subjective and objective observations regarding the visit’s substantive case content.

(2) Assessment. Describes the counselor’s estimation as to the individual’s current case progress related to the psychosocial assessment and service plan.

(3) Plan. Describes the counselor’s plan for therapeutically alleviating the eligible individual's readjustment problems. The plan should reflect and build upon previous progress notes and be forward looking to the next scheduled appointment.

The contractor will complete and document in the counseling record by the contractor for all telephone interventions of substantive direct service content with eligible individuals.

The contractor will complete the progress notes (whether the individual showed or no showed) within two business days for every in-center visit and will document the eligible individuals service need(s) based on the psychosocial assessment and military history, therapeutic goals and interventions as reflected in the service plans, and the type of readjustment counseling visit: individual, group, family.

The progress notes will be documented in RCSNet.

Required visit information will include:

(1) PSFAs problem code(s) that describe the focus of the readjustment counseling provided during the visit.

(2) Type of counseling intervention (individual, group, family).

(3) Family member(s) who participated in the family counseling session, Non- Visit Progress Notes:

Contractor staff must enter non-visit progress notes into the counseling record for the following:

(1) Routine appointment scheduling,

(2) Case Assignments. The note will specify the Contractor (or designee) making the case assignment, the assigned Contractor provider, and the provider’s professional qualifications vis-à-vis the readjustment needs of the eligible individual (and, as appropriate, their family).

(3) Case Transfers. This note is completed by the originating Contractor provider and should explain the reason for the case transfer and document the means used to communicate to the eligible individual the reason for the transfer.

(4) Case Staffing and Supervision. Client case staffing and consultation require a non-visit progress note written in DAP format indicating the participants, counseling issues discussed, and recommendations for continuing readjustment counseling.

(5) Follow-up Contact for Missed Appointments. It is the responsibility of the contractor counselor to make every effort to contact and re-engage any eligible individual who fails to show for a scheduled appointment, to assess their current psychosocial situation and the reason for missing the appointment.

a. Follow-up for eligible individuals assessed at low risk is attempted by telephone or other electronic means no later than 24 hours (one workday) after the scheduled appointment. If the eligible individual is not contacted, the counselor will follow-up as professionally indicated.

b. In the case of a missed appointment for an eligible individual who has been assessed as intermediate to high-risk, follow-up telephone calls should be made within (1) hour of the scheduled appointment, and periodically thereafter until the individual has been re-contacted, and/or until some responsible party has been contacted who can reliably confirm their status.

Crisis Reporting

The contractor will report all client crisis events, for severe and unrelenting suicidal ideation, attempts and completions, are required according to the timelines specified below. The established mechanism for client crisis event reporting is through the Log-a- Crisis application in RCSNet. The Log-A-Crisis application in RCSNet consists of two data protocols that must be completed by the Contractor or the COR: Initial Counseling Crisis Event Alert and Crisis Report of Contact (ROC).

The contractor and COR will be responsible for taking steps as necessary to ensure that a Log-a-Crisis is initiated for all crisis events prior to COB on the day of notification and that the event narrative is fully complete within 48 hours or two business days of notification of the event.

Risk Assessment

RCS divides suicide risk into two interrelated categories: Acute and Chronic. The variables used to differentiate acute from chronic risk are similar in both circumstances, but their symptoms are unique in persistence and intensity. The core variables to consider when assigning acute and chronic levels of risk should include risk indicators such as intensity of suicidal ideation and intent, environmental risk factors such as psychosocial instability, personal warning signs such as emotional distress or behavioral acting out, and protective factors such as environmental support or coping skills that are available to the individual to maintain safety, either independently or with external assistance.

(a) Acute Risk. Acute suicide risk refers to an estimation of risk in the next few hours to days and one’s ability to independently maintain safety during that timeframe. Factors to consider in making this determination include: presence and nature of recent suicidal ideation or behavior, environmental and psychosocial stressors, and any other factors that might have resulted in acutely elevated risk in the past. Additionally, protective factors, such as reasons for living, should be considered.

(b) Chronic Risk. Chronic risk refers to an estimation of risk over a longer period of time (days to weeks and beyond). In making a determination about the level of chronic risk, one considers the presence of persistent suicidal ideation, chronic mental health conditions and psychosocial stressors, previous suicide attempts, and maladaptive coping skills. These factors are considered in the context of long-term protective factors, such as strong social support and ability to utilize coping skills.

The contractor is required to complete a Risk Assessment on the first counseling encounter, and to complete additional Risk Assessments on subsequent visits contingent upon the counselor’s judgment, especially focusing on documenting changes in risk. The risk assessments will be conducted via a face-to-face interview whenever possible and will incorporate collateral information as deemed appropriate by the contractor.

The contractor will develop a Safety Plan in conjunction with the individual that identifies the specific stressors and plans for maintaining safety if they the individual is assessed to be from intermediate to high risk. The Safety Plan protocol is located in RCSNet and will be developed in direct interaction with the individual and will specifically identify the safety/coping strategies identified by the individual. A copy of the completed Safety Plan will be provided to the individual service record and retained in the electronic record.

Closing Counselor Contracting Records

When all the interventions included in the service plan have been completed, or when an eligible individual abandons readjustment counseling (as evidenced by the documentation of a reasonable sequence of unsuccessful attempts by contractor staff to re-engage the eligible individual by telephone and follow-up letters) the responsible contractor counselor is to close the case, documenting the basis for the closure and all the steps justifying this action.

1. The contractor will provide documentation and enter a non-visit progress note in their counseling record. This note must specifically include the readjustment counseling case summary, inclusive of the presenting readjustment problem(s), the configuration of PSFAs problem codes addressed, the general course of readjustment counseling via the planned interventions and expected outcomes, any referrals made, case consultations, the reasons for closing the case, and the counselor’s assessment regarding the eligible individual’s need for further readjustment counseling.

2. When a contract provider has completed all required services for a referred client, the case will be closed by the contract provider in compliance with the case closing procedures within RCSNet.

3. Contractors whose contract has expired or been terminated will bring all assigned clients to an appropriate clinical termination, and coordinate with their COR to close out all electronic access to RCSNet.

Quality Review of Counseling Services

Oversight monitoring of RCS contract operations will consist of onsite assessment of the contract provider’s operations in implementation of the contract provisions, and annual oversight of the COR’s operational activities in management of the contract program(s) assigned to their jurisdiction. VA policy governing the required activities of assigned CORs is stated in VHAPM Part 801.603-70, COR SOP, Revision 08, May 7, 2021. COR basic responsibilities are outlined in Attachment D of this policy, ‘COR Delegation Memo’. Attachment D also identifies the COR’s application of the QASP for quality assurance. The protocol for the quarterly COR report for contractor performance evaluation and the protocol for fiscal management are provided in Attachment F and G respectively.

Quality Review of Services

1. Operational management is the primary responsibility of the Vet Center COR for verifying eligibility, authorizing readjustment counseling services, tracking contract caseload activity, and monitoring fiscal operations for all contract providers under their jurisdiction. The COR’s ongoing management responsibilities are appropriately conducted in coordination with the VA Contracting Officer, the contract provider, the RCS DDD and/or designated ADD/C and/or ADD/A.

2. Due to the sensitivity of the readjustment counseling service mission, the COR will also be responsible for conducting onsite quality visits to the contract provider’s location to assess its adequacy for readjustment counseling services, interview staff providers assigned to the Vet Center contract, and review the contract provider’s caseload inclusive of a chart review of 10% contract provider’s active clients entered into RCSNet. The initial on-site visit will be made immediately following award of contract, followed by a second onsite visit after the first full year of operation, and thereafter following an alternating schedule of onsite and remote every other year. RCS retains the right to review records and conduct site visits as deemed appropriate by the government. The contract document will clearly articulate the COR’s authority for conducting onsite evaluations of the contract provider’s service delivery and billing procedures.

3. As designated by the RCS DDD having responsibility for district contract operations, annual oversight reviews of Vet Centers with contract counseling will be conducted by the ADD/C in coordination with the ADD/A for assistance with fiscal and other administrative matters. As logistically feasible, the annual CFF oversight visits will be conducted in conjunction with the annual Vet Center clinical site visit with participation of the ADD/C and ADD/A contingent upon their respective domains of expertise. ADD/C and ADD/A level oversight will take into consideration the assessment of the COR’s management of all aspects of Vet Center contract program management including all administrative and counseling service operations. ADD/C and ADD/A contract program site visits will be completed online and housed in the RCS National Service Support (NSS) data repository, where they are subject to review by the responsible RCS DDD and the RCS Deputy Chief Officer (DCO) having national responsibility for readjustment counseling oversight.

4. On-site visits to the contract provider’s location by the ADD/C and/or the ADD/A may also be authorized as needed to respond to any administrative or clinical concerns or problems that develop during the term of the contract. These reviews may be conducted for the purposes of ensuring quality service delivery to eligible individuals, effective utilization of federal funds, and/or for addressing any procedural difficulties arising from the relationship of the contract provider with relevant VA staff.

5. In conjunction with the annual scheduling of the clinical oversight visits, ADD/C and ADD/A CFF annual oversight may be conducted on an alternating on-site and remote schedule, where every CFF program will receive an onsite assessment at least every other year, or biannually.

6. All site visits by the ADD/C and/or ADD/A will be conducted in compliance with RCS national policy standards and reported via CFF Site Visit Protocols developed and approved by the RCS national clinical team directly responsive to the RCS DCO. Completed reports will be used to document deficiencies and/or irregularities noted along with recommendations and timeliness for corrective action.

Government Furnished Property/Information:

Each Vet Center will identify and provide the records/documents for quality review. The local Vet Center and RCS National Service Support (NSS) office will provide the contractor with guidance to identify the indexing values for all document types. The contractor shall provide a windows compatible laptop for individual use.

Personnel Requirements:

Professional Qualifications of Contract Providers: Prospective contract service providers will be required to identify all staff providing counseling services under this contract according to the 4 licensed counseling professions referenced above, psychologist, social worker, mental health counselor, marriage and family therapist, and to verify the professional credentials of each through documentation of all Federal or State professional license(s) and/or certification(s) applicable to the provision of readjustment counseling services. In addition, official verification of educational credentials will be obtained from the academic institution awarding a professional degree to the contractor and designated staff. All required documentation of professional credentials will be provided to the Contracting Officer at the time of the award.

1) Psychologist:

Minimum Education: PsyD/ PHD

Minimum Experience: 3 Years Counseling experience.

2) Social Worker:

Minimum Education: MSW degree

Minimum Experience: 3 Years Counseling experience.

3) Marriage and Family Therapist:

Minimum Education: MA/MS degree

Minimum Experience: 3 Years Counseling experience.

4) Licensed Professional Mental Health Counselor:

Minimum Education: MA/MS/EdD degree

Minimum Experience: 3 Years Counseling experience.

Substitution of Personnel

All the contractors requests for approval of substitutions hereunder shall be submitted in writing to the COR and the Contracting Officer at least sixty (60) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all necessary security requirements have been fulfilled and resumes provided and accepted. The COR and the Contracting Officer will evaluate such requests and promptly notify the contractor of approval or disapproval in writing.

The contractor shall be responsible for managing and overseeing the activities of all contractors’ personnel, as well as subcontractor efforts used in performance of this effort. The contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained herein.

IT CONTRACT SECURITY VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY

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.

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

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employment. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

VA Information Custodial Language

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written…