FBODaily.com | FedBizOpps: FILE | Q | Readjustment Counseling Services - Attachment

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 05, 2017 FBO #5642
DOCUMENT

Q -- Readjustment Counseling Services - Attachment

Notice Date: 5/3/2017
Notice Type: Attachment
NAICS: 621330 — Offices of Mental Health Practitioners (except Physicians)
Contracting Office: Christina Tayman, Contract Specialist;Department of Veterans Affairs;Contracting Office (138C);11495 Turner Road;El Paso TX 79936
ZIP Code: 79936
Solicitation Number: VA25717N0710
Response Due: 5/15/2017
Archive Date: 8/13/2017
Point of Contact: CHRISTINA.TAYMAN@VA.GOV
E-Mail Address: CHRISTINA.TAYMAN@VA.GOV
(CHRISTINA.TAYMAN@VA.GOV)
Small Business Set-Aside: Veteran-Owned Small Business
Description: REQUIREMENT AND SCOPE OF CONTRACT It is the intent of Department of Veterans Affairs Network Contracting Office 17 to award a firm-fixed price Indefinite Quantity Indefinite Delivery (IDIQ) Contract for readjustment counseling therapy sessions for eligible Veterans in the following areas: North Texas VA Health Care Center for a one-year base performance period with two (2) one-year option periods. All services shall be performed in accordance with the terms, conditions, provisions, and specifications contained herein. The contractor shall provide individual, group, and/or couple and family readjustment counseling therapy sessions for Veterans deemed qualified and referred by the Vet Center in Laredo, Texas and Corpus Christi, TX. Services shall be provided by either of the following licensed professionals: Psychiatrist, PhD Psychologist, Licensed Clinical Social Worker, Registered Nurse, and Other Counselor. The contractor shall provide counseling services only. These services do not include the prescribing medication. The quantities provided are estimated quantities of anticipated sessions required. Unless otherwise specified, the total quantity of sessions ordered and required may be greater than or less than such quantities. Estimated Annual Quantities are as follows: LAREDO, TEXAS AREA Vet Center Locations: Readjustment Counseling Services Laredo Vet Center, 0712 6999 McPherson Road, Suite 102 Laredo, Texas 78041 Type Est. Patients Unit Est. Mo. Qty. (pp/mo) Est Total Qty/Yr Individual (ea) 11 Session 2 264 Couple/Family (cpl/fam) 2 Session 1 24 Group (ea) 10 Session 2 240 526 Total Est. Sessions per Year CORPUS CHRISTI, TX AREA Vet Center Locations: Readjustment Counseling Services Corpus Christi Vet Center, #705 4646 Corona, Ste 250 Corpus Christi, TX 78411 Type Est. Patients Unit Est. Mo. Qty. (pp/mo) Est Total Qty/Yr Individual (ea) 25 Session 2 600 Couple/Family (cpl/fam) 1 Session 1 12 Group (ea) 5 Session 4 240 852 Total Est. Sessions per Year Services shall be provided by: Licensed Professional Counselor_/ Licensed Social Worker__ {Indicate profession(s): Psychiatrist, PhD. Psychologist, Licensed Social Worker, Registered Nurse, or Other Counselor} LAREDO, TEXAS AREA GENERAL 1.1. SERVICES REQUIRED. Under the authority of Public Law 104-262, 38 U.S.C. 8153 and VAAR Part 873, the Contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein, to the North Texas VA Health Care System, hereafter referred to as VANTHCS. The Contractor shall provide qualified Licensed Clinical Mental Health Provider (hereafter called contract service provider), administrative personnel and services, facilities, and equipment as necessary to provide Readjustment Counseling Services (RCS) required to assist all eligible combat Veterans of any conflict and/or their families located in the Del Rio, TX area and surrounding counties. 1.2. PLACE OF PERFORMANCE. Services will be provided in Contractor-provided facility. Facility must be located within 50 miles of the centers and must be appropriate for providing readjustment counseling services in a relatively unstructured, client oriented and safe setting. 1.3. BACKGROUND INFORMATION. The resultant contract shall establish a non-personal performance-based service contract with the terms, conditions, provisions, and specifications governing RCS to be provided by the contract service provider to assist all eligible combat Veterans of any conflict to resolve war-related psychological difficulties and to help them achieve a successful post-war readjustment to civilian life upon referral by the centers. Legislation authorized VA to augment Vet Center services through contracts with the private sector providers for provision of readjustment counseling to Veterans who served during a period and in the theater of armed hostilities. This requirement serves the centers localities and the surrounding counties where the Veterans reside more than 50 miles from the Veteran Center. Services will include individual therapy, group and couple/family sessions. 1.3.1. In 1979, Public Law 96-22 added Section 612A to 38 U.S.C. 1712A authorizing the Department of Veterans Affairs (DVA or VA) to provide readjustment counseling to assist all eligible combat Veterans of any conflict to resolve war-related psychological difficulty. Subsequently, Section 612A, currently guarantees readjustment counseling as a lifetime entitlement to war zone Veterans under RCS and requires no change in venue for VA s system of community-based outreach and counseling centers (Vet Centers). RCS currently administers a nationwide system of 300 Vet Centers located in all 50 States and surrounding territories including the District of Columbia, the US Virgin Islands, Puerto Rico, Guam and American Samoa. 1.3.2. The Vet Center mission is to provide outreach and counseling to assist eligible Veterans resolve war-related psychological difficulties and to help them achieve a successful post-war readjustment to civilian life. Toward these objectives, the Vet Centers provide a mix of psychological and social services: psychological counseling and psychotherapy (individual, group, and family), outreach, networking and referral, employment counseling, education/career counseling, crisis counseling, community education, substance abuse aftercare and referral, consultation to professionals, and conjoint services at VA Medical Centers and Clinics. 1.3.3. The initiating legislation also authorized VA to augment Vet Center services through contract with private sector contract service providers for provision of readjustment counseling to combat Veterans geographically removed from existing Vet Centers and other VA Healthcare facilities. 1.3.4. Eligibility for readjustment counseling services is limited to war zone Veterans who have been discharged under honorable conditions. Individuals with an other-than-honorable but more-than-dishonorable discharge may also be eligible as determined by the VA (see 38 CFR, Section 3.12). Veterans possessing a Dishonorable Discharge are not eligible for services provided under this program. 1.3.5. The groups of individuals eligible to receive readjustment counseling services include all War Zone Veterans, of any conflict, including but not limited to: World War II (three eligible categories) Korean War June 27, 1950, through July 1954 Vietnam War February 28, 1961 through May 7, 1975 Lebanon August 25, 1982, through February 26, 1984 Grenada October 23, 1983, through November 21, 1983 Panama December 20, 1989, through January 31, 1990 Persian Gulf August 2, 1990, to present Somalia September 17, 1992, to present Kosovo March 24, 1999 to present Bosnia November 21, 1995 through 1, 2007 Iraq/Afghanistan April 1, 2003 to present Operation New Dawn February 17, 2010 to present 1.3.6. In 1981, VA initiated a new organizational element, RCS, to oversee Vet Centers in the provision of readjustment counseling services. The goal of the RCS Vet Center program is to provide a broad range of counseling, outreach, and referral services to eligible veterans needing post-war readjustment to civilian life. This includes assistance with basic needs, therapeutic counseling for drug and alcohol abuse, and treatment for military sexual trauma, bereavement counseling and Post-Traumatic Stress Disorder (PTSD). 1.3.7. RCS has the authority to contract with private clinicians to provide counseling services to eligible veterans. RCS Vet Center program officials determine the locations for these services. The primary criterion for consideration is the level of unmet needs among the eligible Veteran population where existing Vet Centers are not capable of furnishing the needed services due to geographical distances. 1.3.8. RCS contract programs are designed to improve rural veterans access to counseling for military-related social and psychological readjustment problems. At each Vet Center, the Team Leader (TL) is normally appointed as the contracting officer s representative (COR). Contract administration is the responsibility of the TL and includes authorizing client referrals and number of treatment modalities and performing verifications that veterans received services as invoiced. 1.3.9. The Government estimated that services will be required for approximately 40 to 50 individuals per month. Eligibility will be verified by the Vet Center who will refer the Veteran to the Contractor for services. 1.3.10. The Government has some in-house capability to provide these type services. This contract will be used only upon a determination by the Vet Center that existing Government resources are not capable of furnishing needed readjustment counseling services, or cannot do so economically because of geographical inaccessibility. 1.3.11. The Contractor is prohibited from engaging in community access services such as outreach, education or any other community based professional activities designed to solicit Veteran clients. 1.4. PERSONNEL 1.4.1. STAFF/FACILITY. The Contractor will be responsible for ensuring that Contractor employees performing work on this contract are fully trained and competent to perform the required work. The contractor is required to develop and maintain the following documents for each Contractor employee working on the contract: resume credentials and qualifications for the job; trainings such as Privacy and Confidentiality, First Aid, CPR, etc a current competence assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully, includes knowledge and skills required to provide care for certain patient populations, as appropriate); a current performance evaluation supporting ability of the Contractor employee to successfully perform the work required in this solicitation; a listing of relevant continuing education for the last two years, and current provider certifications and licenses. a designated governing board administrative and/or disciplinary actions. 1.4.1.1. The Contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the Contracting Officer or designee, or upon request, for each Contractor employee working on the contract. Contractor will ensure that VAMC always has a current copy of provider licenses. 1.4.1.2. License and Certification. Contract service providers providing counseling services shall be licensed in accordance with all Federal, State, and/or local requirements and certification(s) applicable to the performance of this type of counseling services. This license/certification must be maintained throughout the course of the contract. Contractor shall provide official verification of credentials from the educational institution awarding the professional degree for each of its contract service providers upon request of the Contracting Officer or COR. 1.4.1.3. Conflict of Interest. The Contractor shall not propose any person who is also an employee of the VANTHCS if the employment of that person would create an appearance of conflict of interest. 1.4.1.3.1. A Government employee who is employed by a Contractor is prohibited from participating personally and substantially on behalf of the Government through decision, approval, disapproval, recommendation, rendering of advice, certifying for payment or otherwise in that contract. No VA employee who is an employee, officer, director, or trustee of an affiliated university, or who has a financial interest in the contract, may lawfully participate in a VA contract or any other Government contract with the university. Authority: Title 18 U.S.C. Section 208(a), and Title 5 Code of Federal Regulations (CFR) Section 2635.402. 1.4.1.4. US Citizenship related Requirements: a. a valid US Driver s license b. copy of birth certificate c. 18 years of age or above d. a lawful permanent resident for 5 years (3 years if married to a US citizen) e. maintain continuous residence during the past 5 years (3 years if married to a US citizen) f. maintain physical presence during the past 5 years (3 years if married to a US citizen) g. have good moral character h. must be proficient in written and spoken English i. basic knowledge of US government and history j. be willing to take the Oath of Allegiance 1.4.1.5. In accordance with Public Law 95-201, Physicians and personnel providing health care services under this contract that include direct patient-care responsibilities must speak and write English proficiently. 1.4.2. NON PERSONAL SERVICES. These services are non-personal services. The Government may evaluate the quality of professional and administrative services provided; but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment), in accordance with Federal Acquisition Regulations (FAR) 37.401(b). 1.4.2.1. The Contractor s employees will not be considered a VA employee for any purpose and shall be considered employees of the Contractor. 1.4.2.2. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, in accordance with the personnel policy of the Contractor. To carry out this responsibility, the contractor shall provide the following for these personnel: General liability Worker s compensation Professional liability insurance Health examinations Income tax withholding, and Social security payments 1.4.3. INSURANCE REQUIREMENTS. Professional liability insurance in the amount of $2 million per occurrence, $4 million per aggregate, must be maintained by the Contractor for the duration of services. A copy of the insurance policy shall be provided to the Contracting Officer before award and upon renewal of insurance policy. 1.4.4. KEY PERSONNEL AND EMERGENCY SUBSTITUTIONS. Personnel accepted by the Government (from the successful technical proposal) to perform on this contract are considered to be essential to the work performance. Prior to diverting any of the Government-accepted personnel to other programs, the Contractor shall notify the Contracting Officer or his representative (COR) at least 30 days in advance in sufficient detail to permit evaluation of the impact on the program. 1.4.4.1. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph 1.4.4.2 below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph 1.4.4.2 to the Contracting Officer at least 30 days prior to making any permanent substitutions. 1.4.4.2. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract may be modified to reflect any approved changes of key personnel. 1.4.4.3. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive work days or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above. 1.4.4.4. No diversion shall be made by the Contractor without the written consent of the Contracting Officer. The Contracting Officer may ratify in writing such diversion and such ratification shall constitute the consent of the Contracting Officer required by this section. 1.4.4.5. 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 make recommendations for the substitution of another person. 1.4.4.6. The Contractor shall assign to this contract the following key personnel: Psychiatrist PhD Psychologist Licensed Clinical Social Worker Registered Nurse Other License Counselor 1.4.4.7. In the event the contract is extended by exercising an option period, the Contracting Officer will request a current list of those employees providing services under this contract. This listing will be compared with the existing list of providers. Any changes in personnel or employees proposed by the contractor will be brought to the attention of the Vet Center Team Leader/COR. The Team Leader/COR will review the information on the new personnel to ensure that the level and quality of service is consistent with the initial proposal and the terms of the original contract. 1.5. HOURS OF OPERATION. The Contractor shall provide services normal working hours. The Contractor will not be required, except in case of an emergency, to furnish such services during off duty hours. 1.5.2. Cancellation Policy: Requirements for cancellation (if any). Contractor shall notify COR or Contracting Officer within 180 days from date of decision in order to plan for continuation of care. Such timeframe will allow Vet Center Team Leader to ensure qualified personnel are identified to support and address the Veterans needs. 1.5.3 PHYSICAL SECURITY. Contractor shall insure that all client appointment books, charts, and client related information are locked in a secure location. 3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, utilities, postal, telephone, cable, custodial and refuse collection services, insect or rodent control, ground maintenance, police or fire protection, data processing, transportation, emergency medical treatment and other items and non-personal services necessary to perform readjustment counseling services to combat Veterans and Families as define in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in the contract. 4. CONTRACTOR FURNISHED ITEMS AND SERVICES. 4.1. GENERAL. The contractor shall furnish everything required to perform this contract. 5. SPECIFIC TASKS. 5.1. FACILITIES. The Contractor shall provide a facility or facilities that are adequate to meet the criteria for providing services to the Veterans plan includes private and confidential group and individual counseling areas. These areas must be easily accessible to those physically challenged. 5.2. REFERRALS. Service initiation will be through referral only. Only Vet Center Staff (Team Leader), Regional Managers, and Chief of Staff or designee at the DVA may make referrals to the contractor. The number, type and frequency of counseling services to the Veterans and significant others can be provided only as authorized by the referring DVA and Vet center staff members. 5.2.1. Eligibility will be verified by VA through submission of information sufficient to identify the Veteran to the Vet Center for verification of basic eligibility to receive VA benefits. 5.2.1.1. Upon determination of eligibility and completion of assessment that determines the need for readjustment counseling services, a referral will be made by completion of VA Form 10-5565b, Veterans Outreach Program Contract Services Authorization, which officially effects a referral to the Contractor. The completion and disposition of VA Form 10-5565b is to be implemented according to the instructions on the form. 5.2.1.2. The Vet Center will notify the Contractor, in a timely manner, regarding such eligibility in order to expedite counseling services under this program. 5.2.1.3. In those situations where eligibility cannot be verified prior to authorization, the Vet Center may authorize the Contractor to proceed on the basis of presumptive eligibility, if it is clinically determined that an emergency exists requiring provision of immediate readjustment counseling services. In such cases, the Contractor will inform the Veteran that if eligibility is not substantiated, the Veteran will be billed for all counseling services received. 5.2.2. Services to significant others will be initiated only on the basis of authorization from Vet Center staff or Veterans Health Administration (VHA) qualified mental health professionals (psychiatrist, psychologist, social worker, or a psychiatric nurse clinical specialist) at VA health care facilities. All referrals made by VHA mental health professionals who are not Vet Center staff, will be closely coordinated with the Vet Center Team Leader/Contracting Officer's Representative (TL/COR), as the latter will assume responsibility for monitoring the case once the referral is made. 5.2.2.1. Counseling with a Significant Other. Significant others may be seen conjointly with a Veteran in couple or family counseling by the Contract service provider. This will be limited to counseling for problems which have a distinct relationship to the Veteran's readjustment from military duty. 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 (1) visit per ten (10) couple or family sessions. Exceptions may be granted to the limitation on significant other visits only when clinically approved by the Vet Center. 5.2.3. Referrals and ongoing assessment of counseling cases will be managed so as to ensure the availability of services to the largest number of eligible Veterans. 5.3. READJUSTMENT COUNSELING. Contract readjustment counseling includes the same mix of social and psychological services as provided at Vet Centers, with the exception of community outreach. The purpose of the contracts program, as intended by Congress and implemented by VA, is for the provision of readjustment counseling and not for general mental health services and does not include the prescription of medication. 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. 5.3.1. Contractor will not be required to provide general mental health services, but only readjustment counseling for the problems that bear a distinct and crucial relation to readjustment from military duty, for example: Psychosocial problems related to exposure to war trauma. Other aspects of duty in the Southeast Asia combat zone, or other zones previously cited. Post-traumatic stress disorder. Stresses unique to military duty during conflicts. Psychological concern over a possible service connected condition. Psychosocial problems related to substance abuse clinically associated with military duty or post-military readjustment. Post combat zone experiences to include homecoming and re-entry experiences. Post military discharge environmental stressors exacerbating the effects of military duty stressors. Psychological concern over possible exposure to chemical and/or biological agents in the war-zone. Generalized alienation from society manifested by interruption of normal readjustment processes. Psychosocial problems about type of military discharge other than dishonorable. Financial difficulties created by the loss of income as a result of active duty service. Difficulties created by the reversal of roles within the marriage as a result of the active duty service of one or both member of the marital couple. Psychological stress upon the marriage created due to the disability incurred by one of the marital partners as a result of the active duty service. 5.3.2. The provision of medications and physical examinations are not a component of readjustment counseling, and therefore, will not be provided under this contract mechanism. 5.3.3. A visit shall consist of a minimum of 45 minutes. A group counseling visit will consist of a minimum of 90 minutes. 5.3.4. Brief therapy will be provided 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. 5.3.5. 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 contract provider to be reimbursed for the group counseling session. Exceptions to this may be granted by the COR when clinically indicated. 5.3.6. Initial Referrals. All initial referrals to the Contractor will be for up to three (3) visits for clinical assessment, brief counseling and developing of a treatment plan. The Contractor must provide, in writing, an initial comprehensive psychosocial assessment and counseling plan to the COR no later than the completion of the third initial visits. 5.3.6.1. The Contractor shall schedule the initial Veteran counseling session (visit) within five (5) working days from the date the Veteran was referred (by VA Form 10-5565b). 5.3.6.2. Contract service provider will be required to submit initial assessments/counseling, updated counseling plans, and Veterans DD214, to the COR one (1) week prior to scheduling the next block of visits. Contractor will insure that all client records are maintained in a structured format and contain assessment/counseling plans. 5.3.7. Additional Visits. If additional visits are indicated upon completion of the first three (3) visits, the Vet Center will obtain from the contract service provider a counseling plan documenting the need for continuing readjustment counseling. Contract provider clinical assessments and counseling plans shall adhere to the standard protocols used at Vet Center. 5.3.7.1. After reviewing the plan, the Vet Center may authorize the Veteran for up to a block of 15 additional visits. Subsequent re-authorizations are established for a finite period (up to six (6) visits per quarter) and updated case counseling plans are subject to evaluation prior to further authorization. Effective management of case progress and available funding requires that Vet Centers specify on the VA Form 10-5565b, a time period within which a block of authorized visits must be delivered. For example, a Veteran may be authorized a block of 12 weekly sessions to be used within a two-quarter period. If the Veteran does not use all 12 sessions during the specified time, he may be reviewed and re-authorized for additional visits at the beginning of the next quarter. 5.4. Verification Forms. 5.4.1. At the completion of each counseling session or group therapy, the contractor shall document on the VA Form 10-5565b, the name of the Veteran or client, name of counselor and professional degree, as well as date of service, length or treatment, time of day, treatment modality and client s signature. This verification form will be filled in by the contract service provider and presented to the Veteran or client for his/her signature. The Contract shall only provide those services identified on the VA Form 10-5565b. 5.4.2. The verification form will be sent to the Vet Center COR with a copy of the monthly invoice submitted to the Billing Office. The Contractor shall secure a signed acknowledgment of services from each client and for each visit for which they are invoicing the VA. 5.5. Progress Notes. 5.5.1. Contractor shall ensure all client progress notes are present, dated, signed and show client movement in relation to counseling goals. 5.5.2. Client numbers and records for significant others shall be maintained in the name of the Veteran; however, counseling case notes/progress notes on visits by significant others should 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. 5.6. Psychosocial Assessments and Counseling Plans. 5.6.1. The Psychosocial Assessment and Counseling Plan may be presented to the Vet Center orally, not later than the completion of the third initial visit, but shall be followed with a written copy within three (3) days. This plan shall be received, reviewed and approved by the Director/COR prior to authorizing ongoing contracted counseling services. The plan will be documented in the Veteran's record by the Vet Center. 5.6.2. Determination of adequacy of counseling plans will be based on the professional judgment of the COR in each case. The Vet Center reserves the right to modify the treatment plan submitted by the contract service provider. Coordination of the counseling plans to the Vet Center must occur in a timely manner so there will be no disruption in the continuation of readjustment counseling. 5.6.3. An updated counseling plan will be submitted to the COR, one week prior to the completion of each authorized block of visits thereafter which addresses continuing need for readjustment counseling. 5.6.4.Counseling records are considered the property of the VA. The Vet Center will specify on the VA Form 10-5565b how many visits and the type of counseling to be provided (individual, group, etc.). 5.7. RECORDKEEPING. Contractors 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. Format for counseling record will be provided by the Vet Center. 5.7.1. 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. Counseling records shall mirror Vet Center changes are considered the property of the Department of Veterans Affairs. 5.7.2. One (1) year following termination of the contract, 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. The same procedures will apply when the contract between the VA and the Contractor terminates. 5.8. TIME LIMIT FOR READJUSTMENT COUNSELING. There is a limited eligibility for readjustment counseling through a contract provider to one (1) year from the time of the Veteran's first visit. 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 one (1) year. 5.8.1. This provision shall not be implemented in an arbitrary manner nor shall it be applied in isolation from other indicators for clinical case progress. 5.8.2. In most cases, authorization beyond one (1) year shall be short-term extensions designed to facilitate completing services or appropriate referral. If longer term extension of authorization is necessary, the following procedures will be followed: The Vet Center Director/COR will interview the Veteran (in person or by telephone) to conduct an updated, comprehensive psycho-social assessment to ensure continuing clinical need for readjustment counseling. If there is clinical indication for continuing readjustment counseling beyond one (1) year, the Vet Center Director/COR must consult with the Associate Deputy District Director for Counseling and/or the Associate Deputy District Director for Administration prior to authorizing continuing visits. All requests for readjustment counseling beyond one (1) year, for more than brief transitioning purposes, must be reviewed and approved by the RCS Deputy District Director or designee and documented in the Veteran's clinical record. 5.8.3. If a Veteran is currently receiving readjustment counseling from another provider who resides in a closer proximity to the Contractor, the Veteran may be transferred to the Contractor in order to continue uninterrupted counseling from the most convenient service provider. 5.9. Contractor shall insure that any clients who cannot be counseled by the contract service provider are referred appropriately. Contractor shall document in client file and consult with COR any client with complicated medical and/or psychiatric problems 5.10. Contractor will insure that all clients presenting homicidal and or suicidal potential are reviewed with the COR immediately and documented in the client s file. A copy of the written report shall be given to the COR within 48 hours. 5.11. Contractor shall insure that follow-up contacts are made within 60 days after the last contact with client and is documented in client folder. 5.12. Contractor shall immediately notify the COR in the event a veteran is no longer being seen under this program, and submit a closing summary to COR. 5.13. Contractor shall insure that client folders are placed in inactive status after 90 days of inactivity unless there are clinical reasons to keep the file active. 5.14. A closing summary shall be placed in inactive client folders, which spells out the degree of success (or lack thereof), counseling plan/goals and prognosis. A copy of the closing summary report shall be given to the COR within 30 calendar days. 5.15. Contractor shall advise all veterans where applicable that the DVA will not reimburse them through this program for physical examinations, drugs, or other medical treatments. DVA will provide medical care where appropriate to eligible veterans within the limits of this Medical Center. 5.16. PHASE OUT. 5.16.1. 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 Vet Center. Requests for such exceptions shall be presented to the Vet Center. 5.16.2. The VA will reimburse the Contractor for completion of cases started during the contract but duly authorized to extend beyond the legal termination date of the contract. 5.17. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT. 5.17.1. PERFORMANCE ASSESSMENT. The government will evaluate the contractor s performance under this contract using the method of surveillance specified in Technical Exhibit 1. All surveillance observations will be recorded by the government. When an observation indicates defective performance, the COR will obtain the contractor s representative s initials on the record of the observation. 5.17.2. Pre-performance Conference. A pre-performance conference shall be held for all new service providers before any referrals of Veterans will be made. The Contractor will be notified when and where this conference will be held. All contract related administrative and clinical responsibilities and duties will be reviewed. 5.17.3. Contract Monitoring and Oversight Management. 5.17.3.1. Quality control and administrative oversight of the overall contract agreement and basic processes of contract operations are the primary responsibilities of the Vet Center Team Leader/COR. In coordination with the COR and Contractor, representatives of the VA and other Government agencies, are authorized to visit the contractor s premises during normal hours as needed to respond to any clinical concerns or problems that develop during the term of the contract. Inspections are held for the purpose of monitoring and reviewing administrative and clinical procedures with a contract service provider and coordinating any procedural difficulties arising from the relationship of the contract provider with relevant VA staff. Visits will be conducted in accordance with RCS standards and in compliance with monitoring guidelines developed and approved by RCS VA Central Office. Comprehensive site visit reports covering areas of administrative and clinical operations will be prepared on each visit. The contract provider will be responsible for responding to any clinical and / or deficiencies arising from the findings of these reports. 5.17.3.2. An annual onsite quality review of the Contractor will be conducted by the COR and/or other Government employees designated by the Contracting Officer and will include, but shall not be limited to, evaluation and verification of the following: Actual performance versus scheduled and reported performance regarding the number and type of visits provided and the amount billed. Changes in technical performance which may affect financial status, personnel assigned to the contract, over extension of resources, etc. The number of employees charged to the contract is actually performing work under the contract. 5.17.3.3. The COR shall advise the Contracting Officer at the completion of the contract, in writing, of the following: Acceptance. All articles and services required to be furnished and/or performed under the contract have been technically accepted. Compliance. Contractor is in compliance with patent rights and royalty clauses of the contract. Disposition. The recommended disposition of any government-owned or furnished property (i.e., client records) in possession of the contractor is stated. 5.17.3.4. Site visits will be conducted in accordance with program standards and in compliance with monitoring guidelines developed and approved by VA Central Office. 5.17.4. Performance Evaluation Meetings. The contract manager may be required to meet periodically with the COR and contracting officer at the beginning of contract performance. Meetings will be scheduled as needed. The contractor may request meetings whenever a Contract Discrepancy Report is issued. The written minutes of these meetings shall be signed by the contractor s manager, contracting officer and COR. If the contractor does not concur with the minutes he shall state any areas of non-concurrence within 30 days of receipt of the signed minutes. 6. PERIOD OF PERFORMANCE 6.1. The Contract period of performance is for the one-year base period and two (2) one-year option periods. 6.1.2. In renewing existing contracts, the Contracting Officer 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 Director/COR. 6.1.3. The Director/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. 6.1.4. 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. 6.1.5. 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. 6.1.6. 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. 7.1. NONDISCRIMINATION OF SERVICES. The Contractor agrees to accept referral of and to provide all services specified in this contract for any person jointly determined eligible by the VA Under Secretary for Health or his/her designee regardless of the race, color, religion, sex, or national origin of the person(s) for whom such services are ordered. In addition, the Contractor warrants that subcontracting will not be resorted to as a means of circumventing this provision. 7.2. HIPAA Compliance. HIPAA compliance is required. Contractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor may be required to enter into a Business Associate Agreement (BAA) with VA. 7.3. In order to comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996, all contractor personnel who support the centers are required to stay current with all HIPAA directives and training. 7.4. ANNUAL OFFICE OF INSPECTOR GENERAL STATEMENT. Office of Inspector General of the Department of Health and Human Services (IG/HHS) has made a determination that prior to obligating VA contracts, purchase orders, task and delivery orders, and purchase cards orders paid with VA healthcare funds may not be entered into with any individual, or with any entity or organization that has been listed on the HHS/OIG Exclusionary List. VA does not have the burden of defending the merits of the HHS/OIG decision established under �42 U.S.C. 1320a-7. 7.4.1. OIG STATEMENT: Providers and contracting entities have an affirmative duty to check the program exclusion status of individuals and entities prior to entering into employment or contractual relationships, or run the risk of civil monetary penalties (CMP) liability if they fail to do so. 7.4.2. The Contractor shall provide a signed annual report to the COR stating each individual or entity under this contract has been checked against the OIG List of Excluded Individuals/Entities http://www.oig.hhs.gov/fraud/exclusions.html and found no individual or entity had been excluded from participation in Medicare, Medicaid and other Federal healthcare programs. The report will be due each year on the renewal date of the contract. 7.4.3. By signing this proposal, the Contractor is certifying that all persons performing work under a contract resulting from this solicitation have been compared against the OIG list and are NOT listed.7.3. While the provision for medications and physical examinations are not considered a component of readjustment counseling services, and will not be provided under this contract mechanism, offerors must have the capability to arrange for, through referral, physical assessments and medical treatment and therapy or to provide such services directly. 7.7.1.20. To the extent practicable, Contractor shall mitigate any harmful effect on individuals whose VA information was accessed or disclosed in an incident. 7.7.1.21. Contractor shall require subcontractors, agents, affiliates or others to whom Contractor provides access to VA information for the performance of this contract to agree to the same VA
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAEPHCC756/VAEPHCC756/VA25717N0710/listing.html)
Document(s): Attachment; File Name: VA257-17-N-0710 VA257-17-N-0710_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3468771&FileName=VA257-17-N-0710-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3468771&FileName=VA257-17-N-0710-000.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN04493881-W 20170505/170503234348-b2b2c67cd7349e124ada83f0033fb07d (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

| FSG Index | This Issue's Index | Today's FBO Daily Index Page |

Loren Data's SAM Daily™

Q -- Readjustment Counseling Services - Attachment