SOURCES SOUGHT
R -- VHA Veteran Directed Care (VDC) | Request for Information
- Notice Date
- 4/26/2019
- Notice Type
- Synopsis
- NAICS
- 541618
— Other Management Consulting Services
- Contracting Office
- Strategic Acquisition Center - Frederick;Department of Veterans Affairs;5202 Presidents Court, Suite 103;Frederick MD 21703
- ZIP Code
- 21703
- Solicitation Number
- 36C10X19Q0129
- Response Due
- 5/3/2019
- Archive Date
- 7/2/2019
- Point of Contact
- Corey.Mann@va.gov
- Small Business Set-Aside
- N/A
- Description
- Request for Information The Department of Veterans Affairs (VA) is issuing this Request for Information in accordance with FAR 15.201(e). The agency does not intend to award a contract but rather gather information on pricing, delivery and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement for the following: DESCRIPTION The VA is seeking to roll out a national program to divert Veterans from nursing home care to in-home care by the end of fiscal year 2022. The Veteran Directed Care Program (VDC) is part of VA s Homemaker/Home Health Aide Program, designed to provide Veterans with a trained person who can come to the Veteran s home to assist with personal care and daily living activities. The VDC program includes a special focus on Veterans with Traumatic Brain Injury (TBI). VA Medical Centers (VAMCs) will partner with state and local agencies to implement and sustain this program nationwide. State and local agencies will provide the Veteran with: a flexible budget which the Veteran and/or representative can use to purchase home care and other services from family members and others in order to remain at home; a counselor/planner to assist the Veteran in making decisions; and financial management services to pay workers/taxes and ensure the Veteran s budget is on target. Each VAMC will purchase a service package from the local Aging and Disability Network Agency for Veterans. VAMCs evaluate Veterans who currently reside in nursing homes or are targeted for nursing home placement and are identified as candidates for transition to in-home care under the VDC program. VHA requires the technical assistance of a Contractor to implement this program in a competent manner. The concept of consumer-directed care is fundamentally different from any VHA experience in health care. The Contractor will evaluate state and local agencies programmatic and financial competence and readiness to implement and support the program. In addition, the Contractor will provide training and technical assistance to VAMCs and Veterans Integrated Service Networks (VISNs) on the concepts and principles of sustainable participant (Veteran) directed services. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. INTRODUCTION AND PURPOSE OF THE RFI With this RFI we request information regarding your company and your services. The same information will be gathered from different companies and will be used to evaluate what suppliers we will follow up with in the sourcing process with a Request For Proposal (RFP) or Request for Quotation (RFQ). If your organization has the potential capacity and experience to perform these contract services, please provide the following information: Organization name, address, email address, Web site address, telephone number, and size, NAICS code, SIN Category and GSA Schedule and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability and experience. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to: 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract. In addition to discussing your capability statement addressing the DRAFT PWS, a series of questions regarding capability must be answered. Please reference question number with each response as follows: Please explain the company s experience in implementing participant directed home and community based programs? Please limit the response to no more than one page. List the state and local governments you have worked with to implement participant directed programs. Include the name of the agency, location and the title of the specific program. Please explain the company s ability to evaluate financial management services in a participant directed program? Please limit the response to no more than one page. Describe your experience in design and development of community-based services for individuals with traumatic brain injuries. Please limit the response to less than one page. Describe any experience working with VA medical centers in implementing new programs. Please limit the response to no more than one page. What labor categories are required to provide the deliverables assigned to each task outlined in the Statement of Work within the prescribed period? Provide the socio-economic status of your company. Provide any GSA schedule numbers your company holds, under which these services may be purchased. Given the various tasks and scope of the requirement, what NAICS code is most appropriate to this requirement? In your response, provide supporting details. Structure of Responses Contractors should respond to this RFI by e-mail to vincent.bender@va.gov and Corey.Mann@va.gov. Limit response to a maximum of 10 pages. The Point of Contact (POC) for this RFI is as follows: Vincent Bender Contract Specialist Strategic Acquisition Center - Frederick 5202 Presidents Court, Suite 103 Frederick MD 21703 240-215-0697 Corey Mann Contracting Officer Strategic Acquisition Center - Frederick 5202 Presidents Court, Suite 103 Frederick MD 21703 240-215-1661 Timeframe 04/26/2019- The RFI issued 05/03/2019-Submission of RFI responses due NLT 12:00pm EST DRAFT PERFORMANCE WORK STATEMENT (PWS) BACKGROUND The Veterans Health Administration (VHA) Office of Geriatrics and Extended Care (GEC) is required to expand the Veteran Directed Care (VDC)VDC Program to all Department of Veterans Affairs Medical Centers (VAMC) to include development, implementation and evaluations of a VDC Program for Veterans with Traumatic Brain Injuries (TBI). The purpose of this requirement is to provide Veteran-centric services in a sustainable manner and to re-balance VHA s investment in Long Term Services and Supports (LTSS) by shifting resources from nursing homes to home and community-based services. VHA has initiated the VDC program, in conjunction with the United States Administration for Community Living, to divert at-risk individuals from nursing home care to in-home care. VAMCs evaluate Veterans who currently reside in nursing homes or are targeted for nursing home placement and are identified as candidates for transition to in-home care under the VDC program. VDC is part of the Department of Veterans Affairs (VA s) Homemaker/Home Health Aide Program, designed to provide Veterans with a trained person who can come to the Veteran s home to assist with personal care and daily living activities. A critical aspect of the program is that it is patient-directed, meaning that the Veteran may select a family member, neighbor or community member as their personal caregiver. State and local agencies become an important link between the Veteran, VA and the caregiver to provide case management, budgeting and financial services required for payroll of the caregiver. VHA has established VDC programs at 67 VAMCs. VHA requires expert assistance in developing and sustaining VDC programs across all (approximately 140) VAMCs by the end of FY 2022. VAMCs will partner with state and local agencies to implement this program nationwide. Each VAMC will purchase a service package from the local Aging and Disability Network Agency for Veterans. State and local agencies will provide the Veteran with: A flexible budget which the Veteran and/or representative can use to purchase home care and other services from traditional providers, family members and others in order to remain at home; A case manager/counselor to assist the Veteran in making decisions; and Financial management services to pay workers/taxes and ensure the Veteran s budget is on target. The concept of consumer-directed care is fundamentally different from any VHA experience in health care. For this reason, VHA requires the technical assistance of the Contractor to implement this program in a competent manner. The Contractor shall evaluate state and local agencies for: Programmatic competence to implement and sustain the program; Financial competence to implement and sustain the program (e.g., to pay workers, withhold taxes, assist Veterans in budgeting, and maintain financial records); Readiness to implement; and Readiness to support the program. The list of criteria to determine readiness will be provided by the Government. In addition, the Contractor shall provide training and technical assistance to VAMCs and Veteran Integrated Service Networks (VISNs) on the concepts and principles of sustainable participant (Veteran) directed services. Reference Attachment 2 for a graphic representation of the roles and relationships of the various parties involved. APPLICABLE DOCUMENTS In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following: 44 U.S.C. § 3541, Federal Information Security Management Act (FISMA) of 2002 Federal Information Processing Standards (FIPS) Publication 140-2, Security Requirements For Cryptographic Modules FIPS Pub 201-2, Personal Identity Verification of Federal Employees and Contractors, August 2013 VA Handbook 6500.6, Contract Security, March 12, 2010 SCOPE OF WORK The Contractor shall: Provide project management and oversight; Conduct analysis of state and local agency policies and procedures to determine readiness of each locality to implement the program; Advise VAMC and GEC staff when state and local agencies have met readiness requirements; Provide VAMC, GEC, VISN and Region staff with technical assistance on program design and implementation issues; and Train VAMC and VISN staff on the concepts and principles of sustainable participant (Veteran) directed services. PERFORMANCE DETAILS PERFORMANCE PERIOD The period of performance shall be one 6-month base with two 12-month option periods. Exercise of options lies in the VA s sole discretion and is subject to the availability of appropriated funds, a continued need of services performed, and the satisfactory performance by the Contractor. Any work at the Government site shall not take place on Federal holidays or weekends. PLACE OF PERFORMANCE The Contractor Program Analyst shall support this effort at the Department of Veterans Affairs Central Office (VACO), 810 Vermont Ave NW, Washington DC 20420. All other work, except travel, shall be performed at the Contractor s location. The Contractor will require access to the VA Network. TRAVEL The Government anticipates travel under this effort to perform the tasks associated with the effort, throughout the period of performance. Travel shall be in accordance with the FAR 31.205-46 and requires pre-approval by the Contracting Officer s Representative (COR). Contractor travel within the local commuting area (50 miles from the above referenced place of performance) will not be reimbursed. SPECIFIC TASKS AND DELIVERABLES The Contractor shall provide all tasks and deliverables described within this PWS. All deliverables shall be submitted to the COR, in accordance with the PWS Schedule of Deliverables. Unless otherwise stipulated, written deliverables shall be phrased in plain English. Statistical and other technical terminology shall not be used without providing a glossary of terms. The Contractor shall assign a Project Manager (CPM) to provide oversight of all contracted efforts. The CPM shall communicate with the COR on all issues related to project outcomes. The CPM shall attend the kickoff meeting in person to discuss the project approach, schedule, milestones, and points of contact. PROJECT MANAGEMENT PLAN [REQUIRED] 5.1.1 Kickoff meeting: The CPM shall attend a kickoff meeting at the VA facility designated below, within ten business days of contract award. Department of Veterans Affairs Central Office (VACO) 810 Vermont Avenue Northwest Washington, D.C., 20420 Deliverable: a) Kickoff meeting minutes 5.1.2 Project Management Plan: The Contractor shall provide a Project Management Plan (PMP) annually with updates as needed. The PMP shall describe the Contractor's plan for completing each task and deliverable. The PMP shall include the task breakdown, risks, quality and technical management approach for each deliverable. Deliverable: a) Project Management Plan (PMP) 5.1.3 Monthly Progress Report: The CPM shall provide the GPM and COR with written Monthly Progress Reports. The report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. The report shall also identify any problems that arose during the preceding month, a statement explaining how the problem was resolved or why it remains unresolved. Deliverable: a) Monthly Progress Report TASK 2 TRAINING [OPTIONAL] The Contractor shall develop and conduct quarterly training sessions for VISN and VAMC staff as determined by VHA staff on VDC and program sustainability. Training topics formats, and delivery methods shall be coordinated with the Government Program Manager (GPM) and will be conducted virtually. The size of the training group is anticipated to range from 50 to 300 participants with an estimated average of 125 participants per training session. Training topics may include: Measuring cost savings; Billing and Invoicing Requirements; Monthly Service Budgets; Responsibilities of Agency Counselors; and Person-Centered Planning. 5.2.1 Develop Web-Based Training Presentation Package: For each quarterly training session, the Contractor shall develop a presentation to instruct VA personnel on various program design and implementation topics. The Contractor shall collaborate with GEC to develop training topics and plans and submit a draft for approval. The Contractor shall provide a link for the presentation to the COR. Deliverables: a) Training Presentation 5.2.2 Provide Quarterly Training Sessions: The Contractor shall coordinate with GEC to schedule web-based training sessions and provide instruction. The Contractor shall provide attendees with a survey to evaluate the training content and delivery, and shall tabulate, analyze and report survey results in a Training Evaluation Report to be provided to the COR and PM once per quarter. A review of results shall be conducted with the GEC during weekly meetings. The Contractor shall also provide a list of questions and answers addressed during the weekly call with GEC. Deliverables: a) Attendee List, Completed Participant Surveys, and Question and Answer List b) Training Evaluation Report TASK 3 READINESS REVIEWS [REQUIRED FOR DELIVERABLE A] The Government will provide a list of state and local agencies in order of precedence for program implementation. The Contractor shall evaluate the Readiness Review documentation against the readiness criteria provided at Attachment 3 to include program policies, financial management policies and standard operating procedures at each state and local agency in the locations provided. The Contractor shall communicate with the state and local agencies in each location to verify each has the necessary program and financial management elements in place to administer the VDC program. The Contractor shall provide a written report on each agency s capabilities along with recommendation to proceed. Deliverable: a) Two Readiness Review Reports per month [Required] b) Four Optional Readiness Review Reports per month [Optional] TASK 4 TECHNICAL ASSISTANCE {MIX OF OPTIONAL/REQUIRED} The Contractor shall consult with the VA staff regarding the development and implementation of the consumer-directed model of service delivery. 5.4.1 Technical Assistance to GEC: [A and B OPTIONAL/C REQUIRED] The Contractor shall consult with VACO and GEC staff about the development and implementation for the consumer-directed model of service delivery at least weekly via e-mail and/or telephone. When exercised by the Government, the contractor shall also maintain a question and response grid of issues that arise. The meeting is anticipated to last for one hour each week. The Contractor shall also provide ad hoc reports on topical issues as requested. Ad hoc reports are anticipated to be generally three pages or less in length. Deliverables: a) GEC Ad Hoc Reports - two per year [Optional] b) Optional GEC Ad Hoc Reports - one per quarter [Optional] c) GEC Question and Response Issue Grid. [Required] 5.4.2 Task Technical Assistance to VAMCs, VISNs and Regions: [REQUIRED] The Contractor shall provide technical assistance to Region, VISN and VAMC personnel who are planning to or are currently contracting with VDC agencies. This assistance shall include concepts in: Participant-direction; TBI; Principles for purchasing Veteran-directed services; Research findings of this model; Business management of a participant-directed model; Billing and budget reconciliations; and General questions. A question and response grid of issues covered shall be maintained in this area. As exercised, Contractor shall support the following quantities of states (includes District of Columbia and Puerto Rico) per performance period: Base Year 18; Option Year 1 18; and Option Year 2 16. Deliverables: a) Region, VISN, VAMC Question and Response Issue Grid. Task 5 VDC Studies and Analyses (OPTIONAL) The Contractor shall conduct detailed studies and analyses to examine the impact of VA VDC and VA LTSS. The studies and analyses should use both VA and Non-VA data to examine how geography, Veteran cohorts, and other aspects of VA health care delivery toward improving the quality, efficiency and value of VA LTSS for Veterans. The Contractor shall work with the government and other stakeholders to identify relevant short, medium and long-term analyses for programmatic and policy recommendations. For this task, the Contractor shall leverage a variety of relevant data sources and visualization techniques to analyze, present and report key findings. Deliverables: VDC Studies and Analyses Work Plan VDC Studies and Analyses Final Report VDC Studies and Analyses Briefing Report DELIVERABLES All deliverables shall be provided to the COR and PM by the specified date: Close of Business (COB) shall represent 5pm Eastern Time (ET). All deliverables shall be delivered in electronic format as referenced in Section 6.1. The VA shall have 15 business days to review each deliverable and provide feedback and comments. The Contractor shall have five business days to incorporate comments. A final review shall be conducted by the COR and the GEC Program Office. Delivery of the post-final review document shall incorporate comments from the final review meeting and shall constitute acceptance with COR s written approval. PWS TASK DESCRIPTION Quantity DUE DATE 5.1.1 1 Kick off meeting minutes 1 Each Base: Due 1 business day after the meeting 5.1.2 1 PMP 1 Each Base and Options: Due 30 business days after award and updated as needed 5.1.3 1 Monthly Progress Report 1 per Month Base and Options: Due to COR/PM by COB on the 10th business day of each month 5.2.1 2 Training Presentation 1 per Quarter Base and Options: Draft due 5 business days in advance of the quarterly training session. Final due 1 business day prior to quarterly training session 5.2.2 2 Attendee List, Completed Participant Surveys, and Question/Answer List 1 per Quarter Base and Options: Due within 1 business day of completion of the training. 5.2.2 2 Training Evaluation Report 1 per Quarter Base and Options: Due within 10 business days of completion of training session 5.3 3 Readiness Review Reports 2 per month Base and Options: Due to COR/PM by COB on the 10th business day of each month 5.3 3 Optional Readiness Review Reports 4 per month Base and Options: Once exercised, due to COR/PM by COB on the 10th business day of each month. 5.4.1 4 GEC Ad Hoc Reports 2 per year Base and Options: Due within five business days of each request 5.4.1 4 Optional GEC Ad Hoc Reports 1 per quarter Base and Options: Once exercised, due within five business days of each request. 5.4.1 4 Optional GEC Question and Response Issue Grid 1 per Month Base and Options: Once exercised, due to COR/PM by COB on the 10th business day of each month 5.4.2 4 Optional VAMCs, VISNs and Regions Question and Response Issue Grid 1 per Month Base and Options: Once exercised, due to COR/PM by COB on the 10th business day of each month 5.5 5 VDC Studies and Analyses Work Plan 1 Each Base and Options: Once exercised, due to COR/PM by COB on the 15 business days after exercised 5.5 5 VDC Studies and Analyses Final Report 1 Each Base and Options: Once exercised, due to COR/PM by COB on the 10 business days prior to the end of the contract year 5.5 5 VDC Studies and Analyses Briefing Report 1 Each Base and Options: Once exercised, due to COR/PM by COB on the 10 business days prior to the end of the contract year METHOD AND DISTRIBUTION OF DELIVERABLES The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe Postscript Data Format (PDF). GENERAL REQUIREMENTS KEY PERSONNEL Skilled experienced professional and technical personnel are essential for accomplishing the required tasks. These individuals are defined as key personnel and are those persons whose biographies shall be submitted and marked by the Contractor as key personnel. Substitutions shall only be accepted if in compliance with substitution of key personnel provision identified below. Project Lead Project Manager Program Analyst The Contracting Officer (CO) may notify the Contractor and request immediate removal of any personnel assigned to the contract by the Contractor that are deemed to have a conflict of interest with the Government or if the performance is deemed to be unsatisfactory. Employment and staffing difficulties shall not be justification for failure to meet established schedules. SUBSTITUTION OF KEY PERSONNEL Any personnel the Contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that are being replaced. The Contractor shall submit a complete résumé for the proposed substitute and any other information requested by the CO needed to approve the proposed substitution. Requests for substitution or replacement shall be made within a reasonable timeframe (i.e., 14 business days for a non-emergency replacement). The COR and the CO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. New personnel shall not commence work until all necessary security requirements have been fulfilled and biographies accepted. CONTRACTOR PERSONNEL REQUIREMENTS The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the PWS. All Contractor personnel shall demonstrate knowledge of LTSS. In addition, all personnel shall also meet the specific criteria specified below: Knowledge of HCBS design, organization, eligibility and financing; Specific knowledge of self-directed program design and operations; Proposed relevant personnel shall also meet the following criteria: Expert knowledge of financial management for HCBS and self-directed services demonstrated through a biography capturing a minimum of six years of experience similar to that described in section 5 above; and Expert knowledge in education/training demonstrated through a biography capturing or identifying a minimum of three years of experience similar to that described in section 5 above. Program Analyst In addition to the specific knowledge listed above, a master s degree in any of the following: Health Profession, Business or Social Science is preferred. Personnel filling the Program Analyst position shall have three years of progressively responsible analytical, administrative, clinical management, or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Examples of related experience can include any combination of the following: Conducting data analyses, designing studies, and managing data; Knowledge of the complexities of a regional health care delivery system; Developing, reviewing, and evaluating reports and correspondence; Developing and delivering presentations using visuals and graphics; Conducting meetings with high level officials. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of: The missions, organizations, programs, and requirements of health care delivery systems; The regulations and standards of various regulatory and credentialing groups; and Government- wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. In addition, the Program Analysis must: Be able to conduct data analysis, manage databases, and represent data visually/graphically; Have knowledge of the principles and practices of health care management, operations, and programs; and Be able to communicate effectively with people from various backgrounds. Contractor Project Manager (CPM) In addition to the specific knowledge listed above (PWS Section 7.3), the CPM shall have demonstrated experience as outlined below: He/she shall have a master s degree in any of the following: Health Profession, Business or Social Science; and five to seven years experience planning and managing projects, organization-wide programs or initiatives. In lieu of master s degree, a Bachelor of Art (BA) degree in any of these areas and 12 years experience in the management functions/systems listed and experience in managing self-directed home care programs at a state or national level is required. The CPM shall have knowledge and experience developing project plans business cases, project charters, requirements, risks assessments, communication plans, change management plans, and quality control plans. The CPM shall have knowledge and experience preparing and conducting presentations for employees and management officials at all levels on the project status, deliverables, milestones, accomplishments, risks, and improvement strategies. The CPM shall have knowledge and experience with project life-cycle monitoring, cost and benefits analysis, and tracking tools such as MS Project. Contractor Project Lead (CPL) The Project Lead shall have a master s degree in any of the following: Health Profession, Business or Social Science; and seven to ten years experience planning and managing projects, organization-wide programs or initiatives. In lieu of master s degree, a Bachelor of Art (BA) degree in any of these areas and 15 years experience in the management function/systems is required. The CPL shall have knowledge and experience interpreting and applying PMBOK principles and tools. The CPL shall have extensive knowledge and experience developing project plans business cases, project charters, requirements, risks assessments, communication plans, change management plans, and quality control plans. The CPL shall have expert knowledge and experience preparing and conducting presentations for employees and management officials at all levels on the project status, deliverables, milestones, accomplishments, risks, and improvement strategies. The CPL shall have knowledge and experience with project life-cycle monitoring, cost and benefits analysis, and tracking tools such as MS Project. CHANGES TO THE PWS Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. GOVERNMENT AND CONTRACTOR RESPONSIBILITIES a. COR shall provide the Contractor with copies of documents that VA is required to provide, such as VHA handbooks and directives. b. The Contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COR. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work. The Contractor shall maintain frequent communications with the Program Office and the COR to conduct work in progress reviews. Progress reports shall be delivered electronically to the COR, with an electronic courtesy copy to the Program Office. PERFORMANCE METRICS The table below defines the Performance Standards and Acceptable Performance Levels (APL) for tasks associated with this effort. Quality Standards for Deliverables - Performance Measures: Performance Objective Performance Standard Acceptable Performance Level Task One: Project Management Plan (PMP) and Monthly Progress Report, PWS Sections 5.1.2 and 5.4.3 The PMP shall be timely, comprehensive, thoughtful, and relevant. The PMP shall be completed within 30 calendar days of contract award. Monthly Progress reports will be completed and delivered by the 10th of the month or the next business day following the 10th day of the month if the 10th falls on a holiday or weekend. 95% of the document is completed without errors and on time 100% Two or fewer errors or omissions in the reports and on time 100% Task Two: Training, PWS Section 5.2 Training materials are submitted on time, accurate, complete and comprehensive. Training surveys demonstrate quality and participant satisfaction. Minimum of one training administered each quarter, beginning in the second quarter following award. Trainings shall be developed as needed. Two or fewer instances of errors or omissions and on time 100% 85% participant satisfaction rate and on time 95% 70% submission of complete surveys from each training session Task Three: Readiness Review, PWS Section 5.3 Readiness reviews will be completed for all new VD- HCBS sites. Reviews will be completed by the Contractor within 14 business days of submission of the final draft by site. Accurate, complete (addressing 100% of the required readiness criteria provided on Attachment 3) and comprehensive reviews and recommendations 95% on time 100% Task Four: Technical Assistance, PWS Section 5.4 Technical assistance is provided in a timely manner and includes delivery of products developed by the Contractor in line with a schedule agreed upon by VACO and the Contractor. Two or fewer errors or omissions on the printed reports and on time 100% Personnel are available for consultations within 24 hours of meeting request 90% of the time Task Five: VDC Studies and Analyses Work plan, Final Report and Briefing Report are provided in a timely manner and includes delivery of products developed by the Contractor in line with a schedule agreed upon by VACO and the Contractor. Two or fewer errors or omissions on the printed work plan and reports and on time 100% POSITION/TASK RISK DESIGNATION LEVEL(S) AND CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Position/task risk designation level(s): Position Sensitivity Background Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, Personnel Security Suitability Program, Appendix A) Low National Agency Check with Written Inquiries (NACI) A NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions. Moderate Moderate Background Investigation (MBI) A MBI is conducted by OPM and covers a 5-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check], a credit report covering a period of 5 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check; and a verification of the educational degree. High Background Investigation (BI) A BI is conducted by OPM and covers a 10-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree. The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the Performance Work Statement are: Position Sensitivity and Background Investigation Requirements Task Number Low/NACI Moderate/MBI High/BI 5.1 5.2 5.3 5.4 5.5 The tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. VA Information and Information System Security/Privacy Requirements The certification and accreditation requirements do not apply, and a Security Accreditation Package is not required. A. General All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. §552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program; and VA Handbook 6500.6, Contract Security which are available at: http://www1.va.gov/vapubs and its handbooks to ensure appropriate security controls are in place. B. Access to VA Information and VA Information Systems VA will supply the Contractor with the minimum logical (technical) and/or physical access to VA information and VA information systems for employees, sub-contractors: (1) to perform the services specified in the contract, (2) to perform necessary maintenance functions for electronic storage or transmission media necessary for performance of the contract, and (3) for individuals who first satisfy the same conditions, requirements, and restrictions that comparable VA employees must meet to have access to the same type of VA information. All Contractors and subcontractors working with VA Sensitive Information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same types of information. The level of background security investigation will be in accordance with VA Directive 0710, Handbook 0710, which are available at: http://www1.va.gov/vapubs, and VHA Directive 0710 and Implementation Handbook 0710.01, which are available at: http://www1.va.gov/vhapublications/index.cfm. Contractors are responsible for screening their employees. The following are VA's approved policy exceptions for meeting VA background screenings/investigative requirements for certain types of Contractor personnel: Contractor personnel not accessing VA information resources, such as personnel hired to maintain the medical facility grounds, construction contracts, utility system contractors, etc. Contractor personnel with limited and intermittent access to equipment connected to networks on which no VA sensitive information resides. Contractor personnel with limited and intermittent access to equipment connected to networks on which limited VA sensitive information resides and with limited and intermittent access to facilities at which they are escorted. C. VA Information Custodial Requirements VA information provided to the Contractor for either the performance or administration of this contract shall only be used for those purposes. No other use is permitted without the CO s express written authorization. This clause expressly limits the Contractor s rights to use data as described in Rights in Data - General, FAR 52.227-14(d)(1). The Government shall retain the rights to all data and records produced in the execution or administration of this contract. Prior to termination or completion of this contract, Contractor will not destroy information received from VA or gathered or created by the Contractor in the course of performing this contract without prior written approval by the CO. A Contractor destroying data on VA s behalf must do so accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, and applicable VA Records Control Schedules. All data and reports shall be transferred to VBA upon contract completion. The Contractor shall not make copies of VA information, electronic or otherwise, except as necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor needs to be restored to an operating state. The Contractor shall not use technologies banned in VA in meeting the requirements of the contract (e.g., Bluetooth-enabled devices). D. Physical Security If the contract requires taking VA data to a Contractor site and the data contains Personally Identifiable Information, the Contractor shall provide an independent physical security assessment of their facility to the COR prior to commencing work. General guidelines for physical security can be found in VA Directive 0730, Section 6 (Physical Security) and VA Memorandum (subj: IT Oversight & Compliance Information Physical Security Assessments) dated October 24, 2007. E. Training All Contractor and subcontractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks: Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems. Successfully complete VA Information Security Awareness training and annual refresher training as required. Successfully complete VA Privacy Awareness training and annual refresher training as required. Successfully complete any additional Information Security or Privacy training as required for VA personnel with equivalent information system access. The Contractor shall provide to the COR a copy of the training certificates for each applicable employee within one week of the initiation of the contract and annually thereafter, as required. These online courses are located at https:/EES-Learning.net. Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed. F. Contractor Personnel Security All contract employees who require access to the VA site(s) and/or access to VA local area network (LAN) systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (SIC). These requirements are applicable to all subcontractor personnel requiring the same NACI Background Investigation. The level of background security investigation will be in accordance with VA Directive 0710 dated June 4, 2010 and is available at: http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FType=2. G. Background Investigation The contract employee level of background investigation required for this effort is: NACI. H. Contractor Responsibilities 1. The Contractor shall bear the expense of obtaining background investigations or reciprocals of previous investigations held that meet or exceed the required investigation level. The cost of the background investigations is as follows: Low Risk (NACI) $267, Moderate Risk (MBI) $952, High Risk (BI) $3,998 or Reciprocals $27. VA will pay for investigations or reciprocals processed through the VA SIC and conducted by the Office of Personnel Management (OPM) in advance, however, the Contractor shall reimburse the full cost of background investigations/reciprocals to VA within 30 days of Bill of Collections received from VA. VA shall send up to three plus one final delinquent notice to the Contractor. If the Contractor does not adhere to the Bill of Collections, future invoices may be subject to be offset by VA to recoup background investigation/reciprocal costs. 2. Immediately after contract or task order award, the Contractor must submit the completed Attachment 4 form (VBA Contractor Background Investigation Request Worksheet) to the COR to begin the background investigation process for all contract employees working on the contract, who will have access to VA facilities, VA systems, or privacy data. 3. The Contractor and Contractor point of contact (POC) will receive an email notification from SIC identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. Reminder notifications will be sent if the complete package is not submitted by the due date. 4. The Contractor shall prescreen all personnel who require access to VA site(s) and/or access to VA LAN systems to ensure they maintain a U.S. citizenship or Alien Registration that authorizes them to work in the U.S. and are able to read, write, speak and understand the English language. 5. Contractors who have a current favorable background investigation conducted by OPM or Defense Security Service (DSS) may be accepted through reciprocation. When a previous clearance is currently held, it does not preclude the offeror from submitting a completed Attachment 4 form to the COR immediately after contract or task order award for all contract employees working on the contract. 6. Contract performance shall not commence before SIC confirmation that it has received the Contractor s investigative documents, that they are complete, and that the investigation information has been released to OPM for scheduling of the background investigation. Once the Contractor s background investigation has been released to OPM for scheduling of the background investigation or the SIC has confirmed that the verified investigation will be reciprocated, contract performance may commence. The COR will notify and forward the Contractor a copy of the Certificate of Eligibility (form 4236) when the investigation has been favorably completed and adjudicated. The Contractor, if notified of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default. 7. If the security clearance investigation is not completed prior to the start date of the contract, the contract employee may work on the contract with an initiated status while the security clearance is being processed. However, the Contractor shall be responsible for the actions of those contract and subcontract employees they provide to perform work for VA. In the event damage arises from work performed by Contractor personnel, under the auspices of the contract, the Contractor shall be responsible for resources necessary to remedy the incident. 8. Should the Contractor use a offeror other than OPM or DSS to conduct investigations, the investigative company must be certified by OPM/DSS to conduct Contractor investigations. The Offeror Cage Code number must be provided to the VA SIC, which will verify the information and conclude whether access to the Government s site(s) and/or VA LAN systems can be. 9. The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or the Defense Industrial Security Clearance Organization (DISCO). I. Government Responsibilities 1. After the VR&E COR and EDU COR have received Attachment 4 form(s) from the Contractor, SIC will send an e-mail notification to the Contractor and their POC identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. SIC will also send reminder notifications to the Contractor and their POC if the complete package is not submitted by the due date. 2. Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation. If the investigative documents are not complete, SIC will return the package to the Contractor with corrective instructions. 3. VA will pay for investigations and reciprocals processed through the VA SIC and conducted by OPM in advance, however, the Contractor shall reimburse the full cost of background investigations/reciprocals to VA within 30 days of Bill of Collections from VA. VA shall send up to three plus one final delinquent notice to the Contractor. If the Contractor does not adhere to the Bill of Collections, future invoices may be subject to be offset by VA to recoup background investigation costs and may be considered grounds for default. 4. The COR will notify and forward the Contractor a copy of the Certificate of Eligibility (form 4236) when the investigation has been favorably completed and adjudicated. The VR&E COR and EDU COR will also notify the Contractor of an unfavorable adjudication by the Government. J. Security Incident Investigation a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/subcontractor has access. b. To the extent known by the Contractor/subcontractor, the Contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the Contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the Contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The Contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The Contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. K. Liquidated Damages for Data Breach a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the Contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the Contractor/subcontractor processes or maintains under this contract. b. The Contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) Date of occurrence; (b) Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. L. Security Controls Compliance Testing On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the Contractor under the clauses contained within the contract. With 10 working-days notice, at the request of the government, the Contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. FACILITY/RESOURCE PROVISIONS The Government will provide office space, telephone service and system access for the program analyst authorized to work at a Government location. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis. Attachment 1: VAMCs with Established VDC Programs Attachment 2: Graphic Representation of Roles and Relationships Attachment 3: Readiness Criteria Attachment 4: VBA Contractor Background Investigation Request Worksheet GOVERNMENT FURNISHED EQUIPMENT/ MATERIALS/ FACILITIES/ INFORMATION In support of contractor activities while remotely working, VHA will provide or secure: a laptop computer, an iPhone/cell phone, and necessary permissions to access VA networks. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (26-APR-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/VA/AFMLOVASS/VASSMD/36C10X19Q0129/listing.html)
- Record
- SN05294247-F 20190428/190426230024 (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 |