S02 - 36C25920R0136 08142020.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. DUNS: DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 77

36C25920R0136 08-14-2020

Patricia Toliver 303-712-5801 08-28-2020

10:00 AM MT

36C259

Department of Veterans Affairs

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

X 100

X

621420

$16.5 Million

N/A

X

Kalispell Vet Center

690 North Merdian Suite 100

Kalispell MT

36C259

Department of Veterans Affairs

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

Department of Veterans Affairs

Financial Service Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Readjustment Counseling Services in support of the Kalispell

Vet Center for Lake, Lincoln, and Sanders counties and in the cities of Polson, Ronan, Eureka, Libby, Plains and

Thompson Falls

Submit your proposal in accordance with FAR 52.212-1, Instructions to Offerors and FAR 52.212-2, Evaluation

See CONTINUATION Page

X X X

X 1

Terry Whitfield

Contracting Officer

36C25920R0136

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 29

C.5 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)

C.6 52.224-2 PRIVACY ACT (APR 1984)

C.7 52.227-14 RIGHTS IN DATA—GENERAL (MAY 2014)

C.8 52.227-17 RIGHTS IN DATA—SPECIAL WORKS (DEC 2007)

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

C.11 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.12 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.13 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.14 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JUN 2020)

C.16 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019)

E.4 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (JUN 2020)

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 36C259 Terry Whitfield

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

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: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

Financial Service Center

PO Box 149971

Austin TX 78714-9971

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

100.00 EA _______________

Readjustment Counseling Services Individual Contract Period: Base POP Begin: 10-01-2020 POP End: 09-30-2021

70.00 EA _______________

Readjustment Counseling Services Group Contract Period: Base

35.00 EA _______________

Readjustment Counseling Services Family or Couples Contract Period: Base

200.00 EA _______________

Readjustment Counseling Services Individuals Contract Period: Option 1 POP Begin: 10-01-2021 POP End: 09-30-2022

175.00 EA _______________

Readjustment Counseling Services Group Contract Period: Option 2

75.00 EA _______________

Readjustment Counseling Services Family or Couples Contract Period: Option 1

Readjustment Counseling Services Individuals Contract Period: Option 2 POP Begin: 10-01-2022 POP End: 09-30-2023

Readjustment Counseling Services Group Contract Period: Option 2

Readjustment Counseling Services Family or Couples Contract Period: Option 2

Readjustment Counseling Services Individuals Contract Period: Option 3 POP Begin: 10-01-2023 POP End: 09-30-2024

Readjustment Counseling Services Group Contract Period: Option 3

Readjustment Counseling Services Family or Couples Contract Period: Option 3

Readjustment Counseling Services Individuals Contract Period: Option 4 POP Begin: 10-01-2024 POP End: 09-30-2025

Readjustment Counseling Services Group Contract Period: Option 4

Readjustment Counseling Services Family or Couples Contract Period: Option 4

GRAND TOTAL _______________

B.3 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY

DELIVERY

DATE

100.00

70.00

35.00

200.00

175.00

75.00

B.4 PERFORMANCE WORK STATEMENT

PPERFORMANCE

PERFORMANCE WORK STATEMENT

The Contractor shall provide readjustment counseling services to eligible veterans located in rural communities where the veterans reside (greater than 50 miles from the nearest Vet Center) within the following counties Lake, Lincoln, and Sanders; and in the cities of Polson, Ronan, Eureka, Libby, Plains and Thompson Falls. These services are performed for the

Readjustment Counseling Services at the Kalispell Vet Center, located at 690 North Meridian, Suite # 101, Kalispell, Montana.

The Contractor must provide readjustment counseling services to veterans who are assigned to their care. The counseling may include traditional psychotherapeutic modalities, but the purpose of psychotherapy (or any modality) must be, as a primary task, to address readjustment difficulties derived from military duties and the homecoming experience.

1. BACKGROUND

Public law authorizes the Department of Veterans Affair (VA) to provide readjustment counseling to combat veterans and guarantees readjustment counseling as a lifetime entitlement to war zone veterans under Readjustment Counseling Services.

The Vet Center mission is to provide outreach and counseling to assist all combat veterans of any conflict to resolve war-related psychological difficulties and to help them achieve a successful post-war readjustment to civilian life.

Legislation authorized VA to augment Vet Center services through contracts with private sector providers for provision of readjustment counseling to veterans who served during a period and in the theater of armed hostilities.

2. POLICY AND AUTHORITY

In accordance with 38 U.S.C. 1712A, Department of Veteran Affairs, Readjustment Counseling

Services (RCS) is authorized to furnish readjustment counseling services to eligible veterans by contract with approved private sector providers, where the VA cannot provide such services.

This requirement will be acquired in accordance with 38 U.S.C. 8153.

3. ELIGIBILITY FOR CONTRACTED READJUSTMENT COUNSELING SERVICES

A. Eligibility will be determined by the Vet Center staff in accordance with Vet Center policy.

B. Eligibility for readjustment counseling services is limited to war zone veterans who were discharged under honorable conditions. Individuals with other than honorable, but more than dishonorable discharge may also be eligible as determined by the VA (see 38 CFR, Section 3.12).

C. In an emergency, if clinically determined that a crisis exists that requires immediate readjustment counseling services are necessary, the contractor shall immediately contact the Team Leader/COR to provide presumptive eligibility and authorization for services via phone. In such cases, the Team Leader/COR will inform the veteran that if eligibility is not substantiated, the veteran may be billed for the counseling services.

D. Bereavement services for parents, spouse, children, and immediate family members of active duty Armed Forces personnel, to include Reservist and National Guard members, who have died in the line of duty and service to their country, are not eligible for services under this contract.

E. Veterans possessing a Dishonorable Discharge are not eligible for services provided under this program.

F. Sexual trauma/harassment regarding veterans of both sexes, all eras are not covered by this contract.

4. SCOPE OF WORK

A. The Contractor shall furnish readjustment counseling services to eligible veterans referred by the Vet Center staff. No client will be seen without the Vet Center referral and approval.

B. Readjustment counseling, for purposes of this contract, is counseling provided by licensed mental health providers; clinical social workers, psychologist, , or other qualified counselors that will provide services specifically directed at social, psychological, or behavioral difficulties explicitly related to the post-war readjustment to civilian life. Such difficulties may interfere with a veteran’s job performance, education pursuits, family and other interpersonal relations, or overall ability to cope with daily life.

C. Modalities of readjustment counseling include individual, group and family counseling;

all of which must have as their central purpose the post-war readjustment of war zone veterans. This service does not include general mental health services, but only provides readjustment counseling for psychosocial difficulties related to post-war readjustment from military duty, for example:

1. Exposure to combat-related war trauma.

2. Exposure to other aspects of war zone stress.

3. Post-traumatic stress disorder (as defined by the current DSM) or other war-related social and psychological difficulties.

4. Stressors unique to military duty for eligible veterans.

5. Psychological concern over a possible service-connected condition.

6. Substance abuse connected with military duty and/or post-war homecoming and readjustment.

7. Difficult post-war experiences, including disrupted homecoming and unsuccessful re-entry into civilian roles.

8. Concern over possible Agent Orange, biological or chemical agent exposure or ramifications thereof.

9. Generalized alienation from society manifested by lack of expectable familial, educational or vocational activities.

10. Psychosocial difficulties related to type of military discharge for other than a dishonorable discharge.

D. The provision of medications and physical examinations are not to be considered a component of readjustment counseling, and therefore, will not be provided under this contract as a reimbursable service to the contractor.

E. Nonetheless, offerors should have the capability through referral to arrange for needed physical examinations, prescription medications or other medical treatment. When this is not feasible due to geographical distance, the contract provider should coordinate with the Contracting Officers Representative (COR) for assistance in facilitating referrals to

VA medical providers.

5. GEOGRAPHICAL LOCATION OF ELIGIBLE SERVICE PROVIDERS

The Contractor providers shall be physically located within one of the counties where services will be provided, which include Lake, Lincoln, and Sanders’ counties

6. PROCEDURE FOR SERVICE INITIATION

A. Service initiation under this statement of work will be limited to referral only by Vet

Center personnel, RCS Regional Managers (RMs) or designees. The number, type and frequency of readjustment counseling services provided to the veteran or significant others (i.e., members of the veteran’s immediate family, legal guardian, or an individual with whom the veteran lives or certifies an intention to live with) will be a specifically authorized by referring Vet Center or RCS RMs or designees.

B. If a veteran visits the contractor’s office prior to contacting the Vet Center, the contractor shall provide the veteran the Vet Center contact information, so required interview, record, and official authorization is initiated and approved.

C. Upon determination of eligibility and completion of psychosocial assessment, determining the need for readjustment counseling services, a referral will be made by completion of contract Services Authorization Form (VA Form 10-5565B). The original shall be maintained within the client’s file maintained at the Vet Center. Copy 1 shall be mailed or given to the veteran or significant other, who will maintain and present it to the designated service provider, if the contractor has not received a copy of the authorization.

Copy 2 shall be mailed to the designated contract service provider and maintained in the client’s records within the contractor’s records. Disposition of Contractor’s records are property of the Department of Veterans Affairs.

D. After eligibility has been verified and the need for readjustment counseling clinically established, the Vet Center TL/COR will complete and sign VA Form 10-5565B, which officially effects a referral to the contract service provider. The completion and disposition of VA Form 10-5565B is to be implemented according to the instructions on the form.

7. REFERRALS FOR CONTRACT COUNSELING SERVICES

A. Prior to making a referral to the contract provider, the veteran must be interviewed by the

Vet Center Team Leader (TL)/COR or designee.

B. Veterans Health Administration (VHA) qualified mental health professionals can make referrals to the Vet Center. All referrals made by VHA mental health professionals who are not Vet Center staff, will be facilitated by the Vet Center TL/COR, as the latter will assume responsibility for monitoring the case once the referral to the contract provider is made.

C. The Contractor is unauthorized and prohibited to perform community outreach.

D. Contract readjustment counseling includes the same mix of social and psychological services as provided at the Vet Centers, with the exception of community outreach, which the contractor is unauthorized and prohibited to perform.

E. The scope of work does not have the provision for general mental health services.

F. Contract readjustment counseling may include social services and/or psychotherapy, but the services provided must address readjustment difficulties deriving from military duties and/or homecoming experiences. The provision of services for problems not having a clear and distinct relationship to military duty and readjustment to civilian life from military duty is not authorized.

G. Specifically, the difficulties, which comprise war-related readjustment difficulties referable to a contract provider are the following:

1. Psychosocial problems related to exposure to war trauma.

2. Psychosocial problems related to other stressful experiences of military duty in a war-zone.

3. Psychosocial problems related to post-war adjustment to civilian family and work roles.

4. Psychosocial problems related to type of military discharge.

5. Psychosocial problems related to substance abuse clinically associated with military duty or post-military readjustment.

6. Psychosocial problems related to post-war homecoming experiences.

7. Psychosocial concern over possible exposure to chemical and/or biological agents in the war-zone.

8. Generalized alienation from society related to interruptions in the normal post-war readjustment process.

H. Self-referrals and referrals of veterans who were or are in the private contract provider’s caseload cannot be authorized, unless the assessment described above is carried out. In no event may VA be billed or required to pay for services delivered prior to authorization for care.

8. REFERAL MANAGEMENT

Referrals and ongoing assessment of counseling cases will be managed, as to ensure the availability of services to the largest number of eligible veterans within the limits of available resources.

A. The Contractor shall provide group and/or brief therapy whenever clinically feasible to facilitate serving the largest number of eligible veterans. Theater veterans exposed to war-zone stress will be considered the highest priority recipients for contract readjustment counseling.

B. Group counseling will be encouraged whenever clinically feasible as this method is both clinically indicated and cost effective for Veterans with readjustment difficulties. The composition of such groups must include at least 50 percent eligible war-zone

Veterans for a contact provider to be reimbursed for the group counseling session.

Exceptions to this may be granted by the Vet Center TL/COR when clinically indicated.

C. Contractor employees shall not be considered Government employees and shall not at any time identify themselves as such or perform community outreach in the name of or as the Vet Center or VA.

D. In accordance with the terms and conditions of this scope of work, the Professional

Services Letter IL -11-82-26, and the VA Form 10-5565B, contractors shall be required to perform as follows:

1. All initial referrals to a contract provider will be for up to 3 visits for clinical assessment and brief counseling. The TL/COR will specify on VA Form 10-5565B, one, two, or three visits and the type of counseling to be provided (individual).

2. The contractor shall schedule the initial veteran counseling session (visit) within 10 working days from the date the veteran was first referred under the contract.

3. If additional visits are required upon completion of the 3 initial visits, the Contractor shall submit, a counseling plan documenting the need for continuing readjustment counseling to the Vet Center TL/COR. The contractor will ensure a DD214 is provided by the veteran and sent to the Vet Center TL/COR for verification. The contractor must maintain a copy in the clients file.

a. After reviewing the plan, the TL/COR may authorize the veteran for up to a block of 15 additional visits within a specified period. In similar fashion, subsequent re-authorizations are established (up to 15 visits) and updated case counseling plans are subject to evaluation prior to further authorization.

b. In an emergency situation and/or veteran crisis, additional visits may be authorized over the phone by the TL/COR. The contract provider updated counseling plan may be presented to the COR orally, but must be documented in the veteran’s file and followed with a written copy within forty-eight (48) hours.

c. Effective management of case progress and available funding requires that the

TL/COR specify on the VA Form 10-5565B a time period within which a block of authorized visits must be delivered. For example, a veteran does not use all 13 sessions during the specified time, he may be reviewed and re-authorized for additional visits at the beginning of the next quarter. A visit will last a minimum of 45 minutes for an Individual/Family session and a minimum of 90 minutes for

Group sessions.

d. The initial written counseling plan will be presented to the TL/COR no later than five working days from the completion of the third initial visit. This plan shall be documented in the veteran’s record by the TL/COR and contract provider.

e. The VA reserves the right to modify the treatment plan submitted by the

Contractor. Coordination of the counseling plans to the VA referrer must occur in a timely manner, so there will be no disruption in the continuation of readjustment counseling. An updated treatment plan must be submitted and approved by the

TL/COR before subsequent client visits are authorized for the upcoming quarter.

f. While up to one visit per week is usually authorized, the TL/COR is under no obligation to authorize that frequency.

(1) Frequency of visits of less than one time per week (e.g., once per two weeks, once per month) is clinically indicated in a substantial number of cases. It is the responsibility of the TL/COR to ensure that such frequency is obtained when indicated.

(2) Visits of twice per week may be permitted in exceptional cases when authorized by the COR on the basis of clinical assessment.

g. Resource allocation per facility, overall needs of the total eligible veteran population in a particular locality, sound clinical practice, and the needs of an individual veteran will usually dictate a frequency of visits of one per week or less.

4. “Significant Others” defined as, members of the Veteran’s immediate family, legal guardian, or individual with whom the Veteran lives of certifies an intention to live.

May be seen conjointly with a Veteran in couple or family counseling by the contract service provider.

a. This will be limited to counseling for problems, which have a distinct relationship to the Veteran’s readjustment from military duty.

b. For couple or family counseling, billing and reimbursement will be at the established per session rate as specified in the contract.

c. Significant others may be seen without the Veteran present only when clinically required as an integral part of couple or family counseling. Such visits by significant others without the Veteran present, however, are limited to one visit per ten couple or family sessions that include the Veteran. Exceptions may be granted to the limitation on significant other visits only when clinically approved by the TL/COR.

5. As stipulated in the scope of work, there is a provision, which limits eligibility for readjustment counseling through a contract provider to 1 year from the time of the veteran’s first visit.

a. This provision is based upon existing knowledge regarding the etiology and longitudinal course of war-related readjustment difficulties to include post-traumatic stress disorder (PTSD) and upon program experience, which indicates that most veterans referred complete services within 1 year.

b. This provision should not be implemented in an arbitrary manner nor should it be applied in isolation from other indicators for clinical case progress.

c. In most cases authorization beyond 1 year should be short-term extensions designed to facilitate completing services or appropriate referral.

d. Determination for extension of eligibility for contract services beyond 1 year, will be determined by a clinical report and plan submitted by the contractor, that will be reviewed by the TL/COR, and approved by the Regional Manager or designee.

e. To determine and approve a veteran for an extension, the following procedures will be followed:

(1) The contract provider will submit a request with a report and plan, with clinical significance of need for additional services beyond one year. This is not an authorization for service, but report of further readjustment counseling need.

(2) The Vet Center TL/COR will review this report, determine if extension is clinically significant, and will interview the veteran (in person or by telephone) to conduct an updated, comprehensive psychosocial assessment to ensure continuing clinical need for readjustment counseling.

(3) If there is clinical indication for continuing readjustment counseling beyond

1 year, the Vet Center TL/COR must consult with the RCS Regional

Manager or designee prior to authorizing continuing visits.

(4) All requests for readjustment counseling beyond 1 year, for more than brief transitioning purposes, must be reviewed and approved by the RCS

Regional Manager or designee and documented in the veteran’s clinical record.

6. If a veteran currently receiving services from a contract provider resides in a closer proximity to a newly selected contract provider or newly established Vet Center, the veteran may be transferred to the new contract provider or newly established Vet

Center, in order to continue uninterrupted counseling from the most convenient service provider.

9. DELIVERABLES

1. Psychological Assessment

a. Psychological assessment shall be completed after the third counseling session and shall contain as a minimum the following information, which shall be submitted prior to requesting further re-authorizations from the COR.

(1) Presenting problem/history – to include frequency, duration, and severity of the problem. History of psychotherapeutic treatments received or sought as well as services being sought at the facility.

(2) Social history- to include family composition, employment, life style, alcohol/drug use, friends, support systems, medical problems, current psychological/medical treatment, typical day, recreation, client’s therapeutic goals.

(3) Pre-military history – to include family of origin, school involvement, substance abuse, acting out, legal problems, trauma.

(4) Military history – to include (pre/during/post deployment) adjustment, draft or volunteer, disciplinary actions, duties, injuries, disabilities, trauma, homecoming.

(5) Post-military history – to include social/interpersonal functioning, schools, jobs, marriages, children, etc.

(6) Observations – to include appearance, behavior, speech, affect, and mood.

(7) Assessment – to include assessment of veteran and presenting problems.

Discussion of the veteran’s strengths, assets, motivation, support systems, and counselor’s conceptualization and impression of the veteran. The relationship of the presenting problems to military history.

(8) Critical issues – to include assessment of suicidal/homicidal ideation, history of and the need for intervention.

(9) Plan – to include specific actions/steps to be pursued by counselor, referral, consultation, length of treatment anticipated.

(10) Completion – shall include counselor’s signature, date, and the signature of the reviewing person (clinical coordinator) and the date reviewed.

2. Treatment Plans

a. Treatment plans content shall contain the following data/information

(1) Specific actions/steps to be pursued by the counselor

(2) Problems to be addressed

(3) Identification of goals for therapy

(4) Type of counseling or therapy recommended

(5) Anticipated duration of counseling or therapy

(6) Counselor’s signature and date

3. The government may provide these forms.

10. RECORD KEEPING

A. The TL/COR will define the exact counseling record information to be included by the contract provider upon each veteran counseling session(s).

1. A verification form, a created VA and provided form to the contractor, is to be completed by each veteran for each therapy session. The verification form with the clients’ original signature will be attached to the monthly bill/invoice submitted to the

TL/COR.

2. The Contractor shall secure a signed acknowledgment of services from each client and for each visit for which they are invoicing the VA. The verification form must include the following:

a. Name of client/veteran

b. Name of the counselor, professional degree, and title

c. Date of service

d. Length of treatment

e. Treatment modality (Individual, Family, or Group)

f. Original client/veteran signature

3. Provide only those services identified on the VA referral form.

4. Client numbers and records for significant others, will be maintained in the name of the veteran; however, counseling case notes/progress notes on visits by significant others shall be maintained as discrete and separate from the veteran’s notes for continuity of notation, and so they can be easily extracted, if a request for the veteran’s counseling record is made.

5. Contractor shall maintain accurate and complete counseling records, which comply with the confidentiality requirements of Public Law 93-282 and the Privacy Act of 1974, Public Law

93-579, and HIPPA Privacy Rules. Contractor shall ensure the physical security of records and the prevention of disclosure of the records, reports, or other private information of clients except with the client's informed, written consent.

a. Contractors and all who are authorized to provide services shall register, attend and provide a completion certificate for the following courses:

a. VA Privacy and Information Security Awareness and Rules of Behavior.

b. Privacy and HIPPA Focused Training.

* All training is available via the VA Talent Management System (TMS) at https://www.tms.va.gov

6. Counseling records are considered the property of the VA. Within one year following client case closing from contract provider services, the Contractor shall turn the client folder over to the authorizing Vet Center, or contact the Regional Manager of the Vet Center to determine to which Vet Center the folder should be sent.

7. The same procedures will apply when the contract between the VA and the Contractor terminates/expires/or is not renewed.

11. CONTRACT MONITORING AND OVERSIGHT MANAGEMENT

A. Quality control and administrative oversight of the overall contract agreement and basic processes of contract operations are the primary responsibilities of the Vet Center

TL/COR.

B. Representatives of the VA and other Government agencies are authorized to visit premises of service contractors during business hours for purposes of evaluation and auditing which may include inspection of clinical records.

C. Site visits will be conducted on at least an annual basis to the facilities of all contract providers by the TL/COR and/or RCS Regional Manager or designee, or other

Government employees designated by the Contracting Officer and will include, but shall not be limited to, evaluation verification of the following:

1. Actual performance versus scheduled and reported performance regarding the number and type of visits provided and the amount billed.

2. Changes in technical performance which may affect financial status, personnel assigned to the contract, over extension of resources, etc.

3. The numbers of employees charged to the contract are actually performing work under the contract.

D. Site visits will be conducted in accordance with program standards and in compliance with monitoring guidelines developed and approved by VA Central Office.

12. PERIOD OF PERFORMANCE

A. The Contract period of performance is for the base period and four (4) one-year option periods.

B. The Contracting Officer’s Representative will request a current list of those employees working for the contractor under the contract. This listing will be compared with the existing contract. Any changes in personnel or employees proposed by the contractor will be brought to the attention of the Vet Center TL/COR.

C. The TL/COR will review the information on the new personnel to ensure that the clinical credentials, level of licensing, and quality of service is consistent with the initial proposal and the terms of the original contract.

D. If readjustment counseling beyond the contract period is indicated, and if the contract is not renewed, the Contractor shall make appropriate referral to another counseling resource, in consultation with the original referrer. Exceptions to this requirement may be made, upon authorization, based on determination of the continuing need by the VA referring official. Requests for such exceptions shall be presented to the VA referrer.

E. The Government will reimburse the Contractor for completion of cases started during the period of the agreement, but duly authorized to extend beyond the legal termination date of the contract. All payment for work under this contract beyond September 30th of each year will be contingent on the availability of funds. Therefore, no work shall take place after that date unless specifically authorized in writing by the Contracting Officer.

F. The Government will be the sole judge as to whether a contract will be renewed, based on the determination of need. The VA reserves the right to allow this contract to expire and to issue a new Request for Quote (RFQ) if determined to be in the best interest of the

Government.

13. INVOICE PROCEDURES

A. Reimbursement will only be for in-person counseling sessions. Reimbursement is not authorized, for example, for telephone calls with the veteran or significant others, or for consultation between the Contractor and other individuals.

B. Reimbursement for veteran’s travel in connection with contract readjustment is not authorized.

C. A visit, for reimbursement purposes, will last a minimum of 45 minutes and will be deemed a single visit regardless of length beyond 45 minutes. A group counseling visit, for reimbursement purposes, will be a minimum of 90 minutes in length. Participation in group counseling sessions constitutes one visit, regardless of length beyond 90 minutes.

D. Payments made under this agreement shall constitute the total cost of readjustment counseling services. The Contractor understands and agrees that no additional charges shall be billed to the veteran or his family, either by the Contractor or any third party furnishing required services, unless and until specific prior written authorization is obtained from the VA TL/COR who initially authorized the provision of services.

1. All invoices shall be submitted monthly, in arrears.

2. Invoices shall be electronically submitted to Austin and the original veteran service verification and duplicate copy of invoices mailed to the TL/COR for billing verification and accounting.

E. All invoices shall include the information shown in subparagraphs (1) through (9) below, and shall be accompanied by the receipt of services (VA Form 10-5565B) specifying the information shown in subparagraphs (10) through (12) below:

1. Contract number (and purchase order number, if applicable);

2. Vet Center or Station Number of Referring Unit;

3. VIF/Client number;

4. Number of both individual visits and group visits;

5. Total number of individual visits;

6. Total number of group visits;

7. Basic contract rate (per type of counseling provided and per type of counselor), in accordance with bid schedule pricing in Section B of the contract;

8. Total dollar amount billed;

9. Month in which counseling services were provided;

10. Copies of the verification form including the Veteran’s original signature certifying receipt of services for each session provided, along with the Vet Center copy of the

VA Form 10-5565B.

11. Counselor’s name, professional degree (or name, if applicable); and the type of therapy provided for all sessions. The clinician who provided service must be identified. Reimbursement will based on costs for that clinician;

12. Veteran’s name and VIF number.

13. All invoices must be received by the 5th of the month following services rendered.

F. Failure to include all the above documentation (which constitutes a proper invoice) will result in delay of payment. Invoices will not be processed if there are any omissions.

13. KEY PERSONNEL

A. The personnel specified in the offeror’s proposal shall be listed below after award and are considered to be essential to the work being performed hereunder. Prior to diverting any of the specified individuals to other programs, the Contractor shall notify the

Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the Contractor without the written consent of the

Contracting Officer: Provided: That the Contracting Officer may ratify in writing such diversion and such ratification shall constitute the consent of the Contracting officer required by this clause.

B. The listing of key personnel may be amended from time to time during the course of the contract to either add or delete personnel as appropriate. If the continued commitment of any key personnel is beyond the control of the Contractor, the Contractor shall notify the

Contracting Officer immediately, and shall recommendations for the substitution of another person.

15. CAPABILITY TO PROVIDE MEDICATIONS AND PHYSICAL EXAMINATIONS

While the provision of medications and physical examinations are not considered a component of the readjustment counseling services required by this contract, and will not be provided, offerors must have the capability to provide such services directly or to arrange physical assessments, medical treatment and therapy through referral.

16. PROHIBITIONS

A. Contract providers are strictly prohibited from the use of commercial advertising of their readjustment counseling services under this contract in such a way as to imply that VA is endorsing or promoting the services.

B. Contract providers and/or their employees are strictly prohibited from performing community outreach as or for the Vet Center program.

17. DEFINITIONS/ACRONYMS

A. “CO” Contracting Officer

B. “Contractor” Provider of Readjustment Counseling Services.

C. “COR” Contracting Officer Representative

D. “FMS” Facilities Management Services

E. “RCS” Readjustment Counseling Services

F. “Significant Other” Members of the Veteran’s immediate family, legal guardian, or individual with whom the Veteran lives of certifies an intention to live.

G. “TL” Team Leader

H. “VA” Department of Veterans Affairs

I. “VAMC” Veterans Administration Medical Center

J. “VA patients” Veteran beneficiaries, inpatient and outpatient

18. SPECIAL REQUIREMENTS

1. LICENSURE

Contractor and all staff members providing counseling services under this program shall be licensed in accordance with Federal, State, and/or local requirements and certification(s) applicable to the performance of this type of counseling service. Contractor will provide official verification or credentials from the educational institution awarding the contractor’s professional degree, to the Contracting Officer at the time of the contract award.

2. VA OBLIGATIONS

This contract will be used only upon a determination by the VA that Governmental facilities that are not capable of furnishing needed readjustment counseling services, or cannot do so economically because of geographical inaccessibility.

3. PRE-AWARD SITE VISIT

Upon determination by the contracting officer that a contract should be awarded, a pre-award site visit to the accepted contractor should be conducted. This site visit should be conducted by the

Team Leader/COR and RCS Manager designee to determine whether the contractor has the capacity and capability to perform the contract with reference to the contracting officer minimally addressing the following:

A. The correlation between the contractor’s proposal and his actual resources.

B. The adequacy of space for individual and group counseling.

C. Confidentiality, security, and adequacy of recordkeeping.

D. Accessibility of disabled clients.

4. POST-AWARD ORIENTATION

A post-award orientation shall be conducted prior to the referral of any Veteran to the new contract service providers. The orientation shall include the Contracting Officer, Contracting

Officer’s Representative (COR) and/or alternate, at least one RCS staff member. All contract administrative, clinical and program duties and responsibilities shall be discussed.

5. REIMBURSEMENT AND LIMITATIONS ON SERVICE

A. Offerors are to quote a per-session rate for services to be rendered. Remuneration will be based on the number of visits multiplied by the per-session rate quoted by the offeror. A counseling session must last a minimum of 45 minutes and will be deemed a single visit.

Longer visits will be deemed a single visit regardless of length. A maximum of up to three visits will be authorized for the initial assessment by the official VA referrer.

Additional blocks of up to fifteen visits can be authorized for continued counseling after the initial 1-3 visits have been exhausted. All fees presented in proposals, and included in contracts, must be within the customary, usual, and services charged in the area where services will be provided. The Contracting officer will determine the applicable prevailing fee ranges from standard sources within the community; e.g. professional society, being assisted in this determination by the TL/COR.

B. Contractor providers shall be licensed and fluent in in reading, writing and speaking

English. A copy of the professional liability insurance shall be obtained prior to performing services under this contract.

PRE-AWARD SITE VISIT

Upon determination by the contracting officer that a contract should be awarded, a pre-award site visit to the accepted contractor should be conducted. This site visit should be conducted by the Vet Center

Director/COR and RCS Manager designee to determine whether the contractor has the capacity and capability to perform the contract with reference to the contracting officer minimally addressing the following:

A. The correlation between the contractor’s proposal and his actual resources.

B. The correlation between those resources and the evaluation criteria in the

RFP.

C. The adequacy of space for individual and group counseling.

D. Confidentiality, security, and adequacy of recordkeeping.

E. Accessibility of disabled clients.

SECTION C - CONTRACT CLAUSES

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

ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The

Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims

Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-

5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and…