VA_Police_Psychological_Evaluation_SOW.docx

STATEMENT OF WORK

VA POLICE OFFICER PSYCHOLOGICAL EVALUATION SERVICES

MINNEAPOLIS VA HEALTH CARE SYSTEM

MINNEAPOLIS, MINNESOTA

1. DESCRIPTION OF SERVICES

The Department of Veterans Affairs (VA), Minneapolis VA Health Care System (MVAHCS), requires professional psychological evaluation services for VA Police Officer applicants and incumbent VA Police Officers. The Contractor shall provide qualified professional services necessary to assess psychological fitness to safely and effectively perform the functional requirements of a VA Police Officer.

The Contractor shall perform all required services in accordance with VHA Directive 0730(1), Psychological Evaluations of VA Police Officers, as amended February 5, 2021 (or latest version available), applicable VA policy, and the requirements of this SOW.

The Contractor shall provide all professional personnel, administrative support, materials, psychological testing resources, equipment, and other resources necessary to perform the services required by this SOW, except for resources specifically identified as Government-furnished.

Services shall include:

Pre-employment psychological evaluations of VA Police Officer applicants;

Periodic (annual) psychological evaluations of incumbent VA Police Officers; and Directed or special Fitness-for-Duty (FFD) psychological evaluations of incumbent VA Police Officers when referred and authorized by the Government.

The Government will identify the individual requiring evaluation and the applicable evaluation type. The Contractor shall perform the required evaluation components specified in this SOW and VHA Directive 0730(1), while exercising appropriate professional judgment in selecting and applying evaluation methods consistent with the purpose of the evaluation.

The services performed under this contract are nonpersonal services. Contractor personnel shall not be subject to Government supervision or control of the type that characterizes an employer-employee relationship.

2. PERIOD OF PERFORMANCE

Base Period: 3/1/2027 - 2/28/2028

Directed/Special Fitness-for-Duty Psychological Evaluation

Option Year 1: 3/1/2028 – 2/28/2029

Option Year 2: 3/1/2029 – 2/28/2030

Option Year 3: 3/1/2030 – 2/28/2031

Option Year 4: 3/1/2031 – 2/28/2032

3. DEFINITIONS AND TERMINOLOGY

For purposes of this SOW, the following definitions apply:

Complete Government Referral: A written referral issued or authorized by MVAHCS Human Resources (HR) containing the information necessary for the Contractor to begin the requested evaluation. For a directed or special FFD evaluation, the referral includes a written summary articulating the reason the employee's ability to perform essential job functions has come into question and the applicable job-related referral question(s).

Completed Evaluation: Completion of all required evaluation activities and secure delivery of the required Police Officer Recommendation Report to the Government-designated recipient.

Contracting Officer's Representative (COR): The Government representative designated by the Contracting Officer to perform authorized contract surveillance and administration functions.

Directed or Special Fitness-for-Duty (FFD) Evaluation: An evaluation of an incumbent VA Police Officer referred by HR to address specific job-related concerns regarding the officer's psychological ability to perform essential job functions.

Periodic (Annual) Psychological Evaluation: A recurring psychological evaluation of an incumbent VA Police Officer conducted as part of the applicable annual medical evaluation process.

Pre-employment Psychological Evaluation: An evaluation of a VA Police Officer applicant focused on the functional requirements of the position, suitability, and stability for the role.

4. PLACE OF PERFORMANCE

Psychological evaluations under this contract may be performed remotely via telehealth. Services may also be performed on-site at MVAHCS, 1 Veterans Drive, Minneapolis, Minnesota 55417, or at an appropriate Contractor-provided or Contractor-arranged location, consistent with the requirements of this SOW.

When services are performed on-site at MVAHCS, the Government will provide an Occupational Health examination room suitable for conducting the evaluation.

If on-site performance becomes necessary and is authorized by the Government, the Contractor shall coordinate facility access in advance with the COR. Contractor personnel shall be escorted while in the facility in accordance with applicable VA policy.

Contractor personnel do not require access to VA information systems, electronic health records, or VA patient records to perform the services required by this SOW and shall not access such systems or records unless separately authorized by the Government.

When services are performed at a Contractor-provided or Contractor-arranged physical location, the location shall provide an appropriate, private, and professional environment suitable for psychological evaluations and protection of confidential information. The Contractor shall provide all personnel, equipment, materials, supplies, and other resources necessary at that location.

For evaluations conducted remotely, administration procedures shall be maintained as close as practicable to traditional in-person procedures and the use of remote procedures shall be documented in the written report. Remote administration of psychological testing shall include audio-visual monitoring when required by VHA Directive 0730(1). The Contractor shall use a non-public-facing video platform that meets applicable privacy and security requirements, enable available encryption and privacy safeguards, and follow test-publisher guidance for remote administration of specific instruments.

5. PERFORMANCE REQUIREMENTS

5.1 Evaluator Qualifications

Evaluations shall be conducted only by licensed psychologists or psychiatrists who are qualified by education, training, and experience to conduct psychological assessments. Evaluators shall possess expertise in clinical assessment and in assessment of normal personality characteristics relevant to personnel selection and retention.

Evaluators shall be trained in psychological evaluation of Police Officers, including assessment of clinical and normal personality characteristics relevant to Police Officer selection and retention. Evaluators shall be familiar with VA policies relevant to the evaluation and selection of VA Police Officers and knowledgeable regarding employment laws applicable to these personnel evaluations.

An evaluator shall not perform a psychological evaluation of a VA Police Officer or applicant whom the evaluator is treating in any setting. The Contractor shall identify and appropriately resolve any actual or potential dual relationship or conflict of interest before assigning an evaluator.

The Contractor shall maintain current documentation demonstrating compliance with evaluator qualification requirements and provide such documentation prior to the evaluator's performance of services and upon Government request.

5.2 Contractor Personnel and Government Relationship

The Contractor shall be responsible for the management, supervision, direction, and control of its personnel performing services under this contract. Contractor personnel remain employees or representatives of the Contractor and shall not be considered employees of the Government.

Government personnel may communicate contract requirements, provide referral information, coordinate performance, inspect and accept services, and perform contract surveillance. Such activities shall not constitute supervision or control of Contractor personnel.

5.3 Professional Standards

The Contractor shall perform evaluations in accordance with VHA Directive 0730(1), applicable VA requirements, and applicable professional standards governing occupationally mandated psychological evaluations and psychological evaluations of law-enforcement and public-safety personnel.

Psychological tests and assessment instruments shall be administered, scored, interpreted, and documented by appropriately qualified personnel and in accordance with applicable professional standards and test-publisher requirements.

5.4 Required Evaluation Components

Before conducting any psychological evaluation, the evaluator shall obtain written authorization from the applicant or employee. At a minimum, the authorization shall identify the nature and objectives of the evaluation, intended recipient(s) of the information, probable uses of the evaluation information, and limits of confidentiality. The Contractor may use the authorization form template in Appendix A of VHA Directive 0730(1) or another form that satisfies the Directive.

Every evaluation shall include an individual interview conducted by the psychologist or psychiatrist. The interview shall be conducted in a consistent and comprehensive manner, focus on information relevant to the purpose of the evaluation, and adhere to applicable professional and industry standards.

The evaluation shall include review of the individual's history to the extent pertinent to the purpose of the evaluation and shall focus on the functional requirements of the VA Police Officer position, suitability, and stability for the role.

5.5 Pre-employment Psychological Evaluations

The Contractor shall evaluate designated VA Police Officer applicants to assess psychological fitness to meet the functional requirements of the position, as well as suitability and stability for the role.

In addition to the requirements of Section 5.4, each pre-employment evaluation shall include a written psychological test battery consisting of at least two psychological tests:

1. One broadband measure of normal-range personality traits; and One broadband measure of psychopathology and personality problems.

Testing shall include appropriate validity measures and shall be relevant to the purpose of the evaluation. The evaluation shall also address substance abuse and symptoms of other mental health disorders to the extent they may impede effective functioning as a VA Police Officer.

5.6 Periodic (Annual) Psychological Evaluations

The Contractor shall evaluate designated incumbent VA Police Officers to assess continued psychological fitness to meet the functional requirements of the position. Periodic evaluations recur every 12 months in accordance with VHA Directive 0730(1).

Each periodic evaluation shall include the authorization and individual interview requirements in Section 5.4. Standardized screening instruments may be used when professionally appropriate. Additional psychological testing shall be conducted when the interview or screening and assessment tools raise concern regarding functional ability, stability, or suitability. A positive screening response alone shall not be used as grounds for a final recommendation.

5.7 Directed or Special Fitness-for-Duty Evaluations

HR may refer an incumbent VA Police Officer for a directed or special FFD psychological evaluation when objective evidence indicates that the employee's ability to perform essential job functions may be compromised and the concern may involve a mental or psychological condition. The evaluation shall be performed only upon referral and authorization by HR and within the applicable occupational-health framework.

The Government shall provide a written summary articulating the reason the employee's ability has come into question, the specific job-related referral question(s), and relevant information the Government determines appropriate. The Contractor shall conduct an individualized evaluation sufficient to address the referral question(s).

The evaluation shall include the authorization and interview requirements in Section 5.4. Psychological testing shall be used when the interview or screening and assessment tools raise concern regarding functional ability, stability, or suitability, or when otherwise required by the Government consistent with applicable policy and professional standards.

5.8 Timeliness

The Contractor shall complete each evaluation and securely deliver the required Police Officer Recommendation Report to the Government-designated recipient within 30 calendar days after receipt of a complete Government referral.

An evaluation is considered complete only when the required evaluation activities have been performed and the completed recommendation report has been securely delivered to the Government-designated recipient.

If circumstances outside the Contractor's reasonable control prevent completion within the required period, the Contractor shall notify the COR as soon as the delay becomes known, identify the reason for the delay, and provide the anticipated completion date.

5.9 Failure or Refusal to Participate

The Contractor shall notify the COR within three calendar days after the Contractor determines that a referred individual has failed to respond to reasonable scheduling attempts, failed to appear for a scheduled evaluation, declined to participate, or otherwise prevented completion of the evaluation.

The Contractor shall document the circumstances sufficiently to permit the Government to determine appropriate administrative action. The Government retains sole responsibility for determining any administrative or employment action resulting from an individual's failure or refusal to participate.

6. REPORTS AND DETERMINATIONS

6.1 Police Officer Recommendation Report

The Contractor shall prepare a Police Officer Recommendation Report for each completed evaluation in accordance with VHA Directive 0730(1) and the report framework in Appendix C of that Directive.

The report shall address the individual's psychological ability to meet the functional requirements of the VA Police Officer position. The evaluation shall consider the psychological screening dimensions identified in VHA Directive 0730(1), including social competence, teamwork, adaptability/flexibility, conscientiousness/dependability, impulse control/attention to safety, integrity/ethics, emotional regulation/stress tolerance, decision-making/judgment, assertiveness/persuasiveness, and avoidance of substance abuse/other risk-taking behavior, as applicable to the evaluation.

The evaluator's recommendation shall be unequivocal when the available evidence supports such a recommendation. If the individual does not meet applicable functional requirements, the compromised functional requirement(s) shall be documented. If the available information is insufficient to support an unequivocal recommendation, the report shall describe the insufficiency and any additional information needed to resolve it.

The report shall include only information pertinent to the purpose and findings of the evaluation. A clinical diagnosis, if made, shall not itself be the basis for a negative recommendation; the report shall address functional impairment relevant to the requirements of the position.

The Contractor's professional recommendation assists the Government in its determination and does not constitute the Government's final hiring, retention, fitness-for-duty, disciplinary, or other employment decision.

6.2 Report Delivery

The Contractor shall securely transmit the Police Officer Recommendation Report to the MVAHCS Employee Occupational Health (EOH) provider designated by the Government. Reports may be transmitted by secure email or fax, using Government-approved procedures that comply with applicable privacy, information-security, and confidentiality requirements.

The Contractor shall not routinely provide raw psychological test data, testing documents, interview notes, or other underlying evaluation materials to HR, selecting officials, VA Police leadership, or other Government personnel. Disclosure of such materials shall occur only when specifically authorized or required by applicable law, regulation, VA policy, or Government direction.

7. CONFIDENTIALITY AND RECORDS

The Contractor shall safeguard all personally identifiable information, medical information, psychological information and records, test materials, evaluation reports, and other sensitive information generated, received, maintained, or accessed in performance of this contract.

The Contractor shall establish and maintain administrative, technical, and physical safeguards against unauthorized access, use, disclosure, alteration, or loss. Psychological personnel-evaluation information shall not be entered into the VA Electronic Health Record or other clinical systems except when expressly authorized by applicable VA policy.

Raw psychological evaluation materials, including testing documents and interview notes, shall remain in the custody of the psychologist or psychiatrist unless disclosure is otherwise authorized or required. The Contractor shall maintain psychological evaluations, testing, handwritten notes, and related mental-health evaluation records for seven years in accordance with the May 5, 2023 VHA Directive 0730 records-management memorandum and applicable records schedules.

The Police Officer Recommendation Report transmitted to MVAHCS EOH will be maintained by the Government in the employee medical folder in accordance with applicable VA policy. The Contractor shall disclose evaluation information only as authorized by applicable law, regulation, VA policy, the individual's authorization, and the contract.

8. PROCEDURE AND WORKFLOW

8.1 Government Referral

MVAHCS HR is the Government office authorized to initiate administrative psychological evaluations under this SOW. HR will identify the individual requiring evaluation and provide or authorize the applicable referral.

A complete Government referral shall identify the individual, evaluation type, Government point of contact, and information necessary for the Contractor to understand the functional requirements and purpose of the evaluation. For a periodic evaluation, HR shall provide the written request and documented reason required by applicable VA policy. For a directed or special FFD evaluation, HR shall provide a written summary articulating why the employee's ability to perform essential job functions has come into question and the specific job-related referral question(s).

The applicable performance period begins on the date the Contractor receives a complete Government referral. The performance period is 30 calendar days for all evaluation types. If information required to begin the evaluation is missing, the Contractor shall promptly notify the COR and identify the missing information. The applicable performance period begins when the Contractor receives the information necessary to constitute a complete referral.

8.2 Scheduling

Upon receipt of a complete Government referral, the Contractor shall contact the referred individual and coordinate scheduling of the evaluation. MVAHCS HR may facilitate the initial connection between the individual and the Contractor; Occupational Health is not required to coordinate scheduling.

The Contractor shall schedule the evaluation sufficiently in advance to permit completion of all required evaluation activities and secure delivery of the recommendation report within the applicable performance period.

8.3 Evaluation

The Contractor shall obtain the required written authorization and conduct the evaluation in accordance with the applicable evaluation type, VHA Directive 0730(1), this SOW, and applicable professional standards.

8.4 Report Preparation and Delivery

Following completion of the evaluation activities, the Contractor shall prepare and securely deliver the Police Officer Recommendation Report in accordance with Section 6. The evaluation is complete for contract-performance purposes only upon secure delivery of the report to the designated MVAHCS EOH provider.

8.5 Government Determination

Following receipt of the recommendation report, the Government will make any applicable hiring, retention, fitness-for-duty, administrative, or other employment determination. The Contractor shall not make administrative or employment decisions on behalf of the Government.

9. DELIVERABLES

9.1 Quarterly Activity Report

The Contractor shall submit a Quarterly Activity Report to the COR summarizing contract activity and performance during the reporting period. The report shall be submitted no later than 10 business days after the close of each calendar quarter. The report shall include, at a minimum:

1. Number of complete Government referrals received;

1. Number of evaluations completed;

1. Number of evaluations pending at the end of the reporting period;

1. Evaluation type for each referral - pre-employment, periodic/annual, or directed/special FFD;

1. Number and percentage of completed evaluations for which the recommendation report was delivered within the applicable performance period;

1. Identification and status of evaluations exceeding the applicable performance period, including the reason for delay; and

1. Other contract-performance information reasonably required by the COR to verify compliance with this SOW.

The Quarterly Activity Report shall not contain unnecessary clinical, medical, psychological, or other sensitive information concerning evaluated individuals.

9.2 Invoicing

The Contractor shall submit invoices upon completion of the applicable evaluation services. An evaluation may be invoiced after the required Police Officer Recommendation Report has been securely delivered to the designated MVAHCS EOH provider and the service has been accepted by the Government.

The Contractor shall submit invoices electronically through the Tungsten Network in accordance with VAAR 852.232-72, Electronic Submission of Payment Requests, and all other applicable invoicing requirements of the contract.

Each invoice shall accurately identify the applicable contract number, Contract Line Item Number (CLIN), evaluation type, quantity of services completed and accepted, applicable unit price, and other information required for a proper invoice. The Contractor shall not invoice for evaluations that have not been completed and accepted by the Government.

The Government will pay only for evaluation services completed in accordance with this SOW and accepted by the Government. No payment will be made for missed appointments, cancellations, incomplete evaluations, or other services for which the required Police Officer Recommendation Report has not been securely delivered to the designated MVAHCS EOH provider.

10. QUALITY ASSURANCE AND GOVERNMENT SURVEILLANCE

The Government will evaluate Contractor performance to determine compliance with the requirements of this SOW. The Contractor is responsible for maintaining quality-control procedures sufficient to ensure that services and deliverables consistently meet contract requirements.

Government surveillance may include review of evaluator qualifications, referral and report-delivery dates, recommendation reports and other deliverables, Quarterly Activity Reports, Contractor notifications, privacy or security incidents, and other records necessary to assess contract performance.

The COR will monitor and document the performance objectives and surveillance frequencies established in the Quality Assurance Surveillance Plan (QASP). Performance deficiencies and other significant performance issues may be documented through applicable contract-administration processes, including the Contractor Performance Assessment Reporting System (CPARS), as appropriate.

For timeliness surveillance, the performance period begins when the Contractor receives a complete Government referral and ends when the required recommendation report is securely delivered to the designated MVAHCS EOH provider. Delays demonstrably resulting from circumstances outside the Contractor's reasonable control may be considered in the Government's performance assessment when adequately documented by the Contractor.