G--Provo Vet Center Counseling

Page 23 of 23 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation number for this requirement is VA259-17-Q-0027 and is hereby issued as a Request for Quote (RFQ). The VISN 19 Rocky Mountain Acquisition Center, NCO 19, 4100 E Mississippi Ave., Suite 900, Glendale, Colorado 80246, on behalf of the Salt Lake City VA Medical Center, 500 Foothill Drive, Salt Lake City, UT, 82801, has a requirement for the following services: A base period and four 1-year possible options for Readjustment Counseling Services at the Sheridan VA Medical Center. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-91 effective September 30, 2016. The North American Industry Classification System (NAICS) code is 621330 Offices of Mental Health Practitioners (except Physicians), with a small business size standard of $7.5 million. This procurement will be a 100% Small-Business set-aside, with priority going to Service Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB). The Government intends to issue a firm fixed price contract to the lowest priced, technically acceptable (LPTA) offeror. Only technically acceptable quotes will be considered. The Government intends to evaluate quotes and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government. All interested parties must bid on all items. To receive credit as an SDVOSB or VOSB, a firm must be registered in VetBiz.gov Vendor Information Pages (http://www.VetBiz.gov). All vendors, regardless of size, must have a current registration in the System for Award Management (SAM) www.SAM.gov Provide a price quote for each of the following CLINS and total price (fill in the blanks) CLINS Description Estimated QTY Unit Unit Cost Total Estimated Cost 0001 Base Year - 12 Dec 2016 to 11 Dec 2017 Provide Individual Readjustment Counseling Services (RCS) in accordance with the Statement of Work 100 Session $ $ 0002 Base Year - 12 Dec 2016 to 11 Dec 2017 Provide Group RCS in accordance with the Statement of Work 100 Session $ $ 0003 Base Year - 12 Dec 2016 to 11 Dec 2017 Provide Couples/Family RCS in accordance with the Statement of Work 50 Session $ $ 1001 Option Year 1 - 12 Dec 2017 to 11 Dec 2018 Provide Individual RCS in accordance with the Statement of Work 100 Session $ $ 1002 Option Year 1 - 12 Dec 2017 to 11 Dec 2018 Provide Group RCS in accordance with the Statement of Work 100 Session $ $ 1003 Option Year 1 - 12 Dec 2017 to 11 Dec 2018 Provide Couples/Family RCS in accordance with the Statement of Work 50 Session $ $ 2001 Option Year 2 - 12 Dec 2018 to 11 Dec 2019 Provide Individual RCS in accordance with the Statement of Work 100 Session $ $ 2002 Option Year 2 - 12 Dec 2018 to 11 Dec 2019 Provide Group RCS in accordance with the Statement of Work 100 Session $ $ 2003 Option Year 2 - 12 Dec 2018 to 11 Dec 2019 Provide Couples/Family RCS in accordance with the Statement of Work 50 Session $ $ 3001 Option Year 3 - 12 Dec 2019 to 11 Dec 2020 Provide Individual RCS in accordance with the Statement of Work 100 Session $ $ 3002 Option Year 3 - 12 Dec 2019 to 11 Dec 2020 Provide Group RCS in accordance with the Statement of Work 100 Session $ $ 3003 Option Year 3 - 12 Dec 2019 to 11 Dec 2020 Provide Couples/Family RCS in accordance with the Statement of Work 50 Session $ $ 4001 Option Year 4 - 12 Dec 2020 to 11 Dec 2021 Provide Individual RCS in accordance with the Statement of Work 100 Session $ $ 4002 Option Year 4 - 12 Dec 2020 to 11 Dec 2021 Provide Group RCS in accordance with the Statement of Work 100 Session $ $ 4003 Option Year 4 - 12 Dec 2020 to 11 Dec 2021 Provide Couples/Family RCS in accordance with the Statement of Work 50 Session $ $ Estimated Total of Base Year and All Option Years $ Statement of Work (SOW) Readjustment Counseling SLC VAMC Contractor shall provide readjustment counseling services to eligible veterans located in rural communities where the veterans reside (greater than 50 miles from the nearest Vet Center) within the following county of Uintah and in the cities of Vernal, UT. These services are performed for the Readjustment Counseling Services at the Provo Vet Center, located at 1807 North, 1120 West, Provo, UT 84604. - The Contractor shall provide readjustment counseling services to veterans who are assigned to their care. The counseling may include traditional psychotherapeutic modalities, but the purpose of psychotherapy (or any modality) must be, as a primary task, to address readjustment difficulties derived from military duties and the homecoming experience. 1. BACKGROUND Public law authorizes the Department of Veterans Affair (VA) to provide readjustment counseling to combat veterans and guarantees readjustment counseling as a lifetime entitlement to war zone veterans under Readjustment Counseling Services. The Vet Center mission is to provide outreach and counseling to assist all combat veterans of any conflict to resolve war-related psychological difficulties and to help them achieve a successful post-war readjustment to civilian life. Legislation authorized VA to augment Vet Center services through contracts with private sector providers for provision of readjustment counseling to veterans who served during a period and in the theater of armed hostilities. 2. POLICY AND AUTHORITY In accordance with 38 U.S.C. 1712A, Department of Veteran Affairs, Readjustment Counseling Services (RCS) is authorized to furnish readjustment counseling services to eligible veterans by contract with approved private sector providers, where the VA cannot provide such services. 3. ELIGIBILITY FOR CONTRACTED READJUSTMENT COUNSELING SERVICES Eligibility will be determined by the Vet Center staff in accordance with Vet Center policy. Eligibility for readjustment counseling services is limited to war zone veterans who were discharged under honorable conditions. Individuals with other than honorable, but more than dishonorable discharge may also be eligible as determined by the VA (see 38 CFR, Section 3.12). In an emergency, if clinically determined that a crisis exists that requires immediate readjustment counseling services are necessary, the contractor shall immediately contact the Team Leader/COR to provide presumptive eligibility and authorization for services via phone. In such cases, the Team Leader/COR will inform the veteran that if eligibility is not substantiated, the veteran may be billed for the counseling services. Bereavement services for parents, spouse, children, and immediate family members of active duty Armed Forces personnel, to include Reservist and National Guard members, who have died in the line of duty and service to their country, are not eligible for services under this contract. Veterans possessing a Dishonorable Discharge are not eligible for services provided under this program. Sexual trauma/harassment regarding veterans of both sexes, all eras are not covered by this contract. 2. DESCRIPTION OF THE SUBJECT WORK The Contractor shall furnish readjustment counseling services to eligible veterans referred by the Vet Center staff. No client will be seen without the Vet Center referral and approval. Readjustment counseling, for purposes of this contract, shall be counseling provided by licensed mental health providers; clinical social workers, psychologist, or other qualified counselors that will provide services specifically directed at social, psychological, or behavioral difficulties explicitly related to the post-war readjustment to civilian life. Such difficulties may interfere with a veteran s job performance, education pursuits, family and other interpersonal relations, or overall ability to cope with daily life. Modalities of readjustment counseling include individual, group and family counseling; all of which must have as their central purpose the post-war readjustment of war zone veterans. This service does not include general mental health services, but only provides readjustment counseling for psychosocial difficulties related to post-war readjustment from military duty, for example: Exposure to combat-related war trauma. Exposure to other aspects of war zone stress. Post-traumatic stress disorder (as defined by the current DSM) or other war-related social and psychological difficulties. Stressors unique to military duty for eligible veterans. Psychological concern over a possible service-connected condition. Substance abuse connected with military duty and/or post-war homecoming and readjustment. Difficult post-war experiences, including disrupted homecoming and unsuccessful re-entry into civilian roles. Concern over possible Agent Orange, biological or chemical agent exposure or ramifications thereof. Generalized alienation from society manifested by lack of expectable familial, educational or vocational activities. Psychosocial difficulties related to type of military discharge for other than a dishonorable discharge. The provision of medications and physical examinations are not to be considered a component of readjustment counseling, and therefore, will not be provided under this contract as a reimbursable service to the contractor. Nonetheless, offerors should have the capability through referral to arrange for needed physical examinations, prescription medications or other medical treatment. When this is not feasible due to geographical distance, the contract provider should coordinate with the Contracting Officers Representative (COR) or Point of Contact (POC) for assistance in facilitating referrals to VA medical providers. GEOGRAPHICAL LOCATION OF ELIGIBLE SERVICE PROVIDERS Contractor shall be physically located within the geographic boundaries for which the contract award is made. The boundaries described herein are determined by RCS and local VA officials, based upon geographical areas of need (e.g. a given city, county, or locality where a Vet Center is present but, because of a large veteran population, cannot adequately provide services). 4. PROCEDURE FOR SERVICE INITIATION Service initiation under this statement of work will be limited to referral only by Vet Center personnel, RCS Regional Managers (RMs) or designees. The number, type and frequency of readjustment counseling services provided to the veteran or significant others (i.e., members of the veteran s immediate family, legal guardian, or an individual with whom the veteran lives or certifies an intention to live with) will be a specifically authorized by referring Vet Center or RCS RMs or designees. If a veteran visits the contractor s office prior to contacting the Vet Center, the contractor shall provide the veteran the Vet Center contact information, so required interview, record, and official authorization is initiated and approved. Upon determination of eligibility and completion of psychosocial assessment, determining the need for readjustment counseling services, a referral will be made by completion of contract Services Authorization Form (VA Form 10-5565B). The original shall be maintained within the client s file maintained at the Vet Center. Copy 1 shall be mailed or given to the veteran or significant other, who will maintain and present it to the designated service provider, if the contractor has not received a copy of the authorization. Copy 2 shall be mailed to the designated contract service provider and maintained in the client s records within the contractor s records. Disposition of Contractor s records are property of the Department of Veterans Affairs. After eligibility has been verified and the need for readjustment counseling clinically established, the Vet Center TL/COR will complete and sign VA Form 10-5565B, which officially effects a referral to the contract service provider. The completion and disposition of VA Form 10-5565B is to be implemented according to the instructions on the form. 5. REFERRALS FOR CONTRACT COUNSELING SERVICES Prior to making a referral to the contract provider, the veteran must be interviewed by the Vet Center Team Leader (TL)/COR/POC or designee. Veterans Health Administration (VHA) qualified mental health professionals can make referrals to the Vet Center. All referrals made by VHA mental health professionals who are not Vet Center staff, will be facilitated by the Vet Center TL/COR/POC, as the latter will assume responsibility for monitoring the case once the referral to the contract provider is made. The Contractor is not authorized and prohibited from performing community outreach in conjunction with this contract. Contract readjustment counseling includes the same mix of social and psychological services as provided at the Vet Centers, with the exception of community outreach, which the contractor is unauthorized and prohibited to perform. The scope of work does not have the provision for general mental health services. Contract readjustment counseling shall include social services and/or psychotherapy if needed, 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. Specifically, the difficulties, which comprise war-related readjustment difficulties referable to a contract provider are the following: Psychosocial problems related to exposure to war trauma. Psychosocial problems related to other stressful experiences of military duty in a war-zone. Psychosocial problems related to post-war adjustment to civilian family and work roles. Psychosocial problems related to type of military discharge. Psychosocial problems related to substance abuse clinically associated with military duty or post-military readjustment. Psychosocial problems related to post-war homecoming experiences. Psychosocial concern over possible exposure to chemical and/or biological agents in the war-zone. Generalized alienation from society related to interruptions in the normal post-war readjustment process. Self-referrals and referrals of veterans who were or are in the private contract provider s caseload cannot be authorized, unless the assessment described above is carried out. In no event may VA be billed or required to pay for services delivered prior to authorization for care. 6. REFERAL MANAGEMENT Referrals and ongoing assessment of counseling cases will be managed, as to ensure the availability of services to the largest number of eligible veterans within the limits of available resources. The Contractor shall provide group and/or brief therapy whenever clinically feasible to facilitate serving the largest number of eligible veterans. Theater veterans exposed to war-zone stress will be considered the highest priority recipients for contract readjustment counseling. Group counseling shall be encouraged whenever clinically feasible as this method is both clinically indicated and cost effective for Veterans with readjustment difficulties. The composition of such groups must include at least 50 percent eligible war-zone Veterans for a contact provider to be reimbursed for the group counseling session. Exceptions to this may be granted by the Vet Center TL/COR/POC when clinically indicated. Contractor employees shall not be considered Government employees and shall not at any time identify themselves as such or perform community outreach in the name of or as the Vet Center or VA. In accordance with the terms and conditions of this scope of work, the Professional Services Letter IL -11-82-26, and the VA Form 10-5565B, contractors shall be required to perform as follows: All initial referrals to a contract provider will be for up to 3 visits for clinical assessment and brief counseling. The TL/COR/POC will specify on VA Form 10-5565B, one, two, or three visits and the type of counseling to be provided (individual). The contractor shall schedule the initial veteran counseling session (visit) within 10 working days from the date the veteran was first referred under the contract. If additional visits are required upon completion of the 3 initial visits, the Contractor shall submit, a counseling plan documenting the need for continuing readjustment counseling to the Vet Center TL/COR/POC. The contractor will ensure a DD214 is provided by the veteran and sent to the Vet Center TL/COR/POC for verification. The contractor must maintain a copy in the clients file. After reviewing the plan, the TL/COR may authorize the veteran for up to a block of 15 additional visits within a specified period. In similar fashion, subsequent re-authorizations are established (up to 15 visits) and updated case counseling plans are subject to evaluation prior to further authorization. In an emergency situation and/or veteran crisis, additional visits may be authorized over the phone by the TL/COR/POC. The contract provider updated counseling plan may be presented to the COR/POC orally, but must be documented in the veteran s file and followed with a written copy within forty-eight (48) hours. Effective management of case progress and available funding requires that the TL/COR/POC specify on the VA Form 10-5565B a time period within which a block of authorized visits must be delivered. For example, a veteran does not use all 13 sessions during the specified time, he may be reviewed and re-authorized for additional visits at the beginning of the next quarter. A visit will last a minimum of 45 minutes for an Individual/Family session and a minimum of 90 minutes for Group sessions. The initial written counseling plan will be presented to the TL/COR/POC no later than five working days from the completion of the third initial visit. This plan shall be documented in the veteran s record by the TL/COR/POC and contract provider. The VA reserves the right to modify the treatment plan submitted by the Contractor. Coordination of the counseling plans to the VA referrer must occur in a timely manner, so there will be no disruption in the continuation of readjustment counseling. An updated treatment plan must be submitted and approved by the TL/COR/POC before subsequent client visits are authorized for the upcoming quarter. While up to one visit per week is usually authorized, the TL/COR/POC is under no obligation to authorize that frequency. Frequency of visits of less than one time per week (e.g., once per two weeks, once per month) is clinically indicated in a substantial number of cases. It is the responsibility of the TL/COR/POC to ensure that such frequency is obtained when indicated. Visits of twice per week may be permitted in exceptional cases when authorized by the COR/POC on the basis of clinical assessment. Resource allocation per facility, overall needs of the total eligible veteran population in a particular locality, sound clinical practice, and the needs of an individual veteran will usually dictate a frequency of visits of one per week or less. Significant Others defined as, members of the Veteran s immediate family, legal guardian, or individual with whom the Veteran lives of certifies an intention to live. May be seen conjointly with a Veteran in couple or family counseling by the contract service provider. This will be limited to counseling for problems, which have a distinct relationship to the Veteran s readjustment from military duty. For couple or family counseling, billing and reimbursement will be at the established per session rate as specified in the contract. Significant others may be seen without the Veteran present only when clinically required as an integral part of couple or family counseling. Such visits by significant others without the Veteran present, however, are limited to one visit per ten couple or family sessions that include the Veteran. Exceptions may be granted to the limitation on significant other visits only when clinically approved by the TL/COR/POC. As stipulated in the scope of work, there is a provision, which limits eligibility for readjustment counseling through a contract provider to 1 year from the time of the veteran s first visit. This provision is based upon existing knowledge regarding the etiology and longitudinal course of war-related readjustment difficulties to include post-traumatic stress disorder (PTSD) and upon program experience, which indicates that most veterans referred complete services within 1 year. This provision should not be implemented in an arbitrary manner nor should it be applied in isolation from other indicators for clinical case progress. In most cases authorization beyond 1 year should be short-term extensions designed to facilitate completing services or appropriate referral. Determination for extension of eligibility for contract services beyond 1 year, will be determined by a clinical report and plan submitted by the contractor, that will be reviewed by the TL/COR, and approved by the Regional Manager or designee. To determine and approve a veteran for an extension, the following procedures will be followed: The contract provider will submit a request with a report and plan, with clinical significance of need for additional services beyond one year. This is not an authorization for service, but report of further readjustment counseling need. The Vet Center TL/COR/POC will review this report, determine if extension is clinically significant, and will interview the veteran (in person or by telephone) to conduct an updated, comprehensive psychosocial assessment to ensure continuing clinical need for readjustment counseling. If there is clinical indication for continuing readjustment counseling beyond 1 year, the Vet Center TL/COR must consult with the RCS Regional Manager or designee prior to authorizing continuing visits. All requests for readjustment counseling beyond 1 year, for more than brief transitioning purposes, must be reviewed and approved by the RCS Regional Manager or designee and documented in the veteran s clinical record. If a veteran currently receiving services from a contract provider resides in a closer proximity to a newly selected contract provider or newly established Vet Center, the veteran may be transferred to the new contract provider or newly established Vet Center, in order to continue uninterrupted counseling from the most convenient service provider. Deliverables 1. Psychological Assessment Psychological assessment shall be completed after the third counseling session and shall contain as a minimum the following information, which shall be submitted prior to requesting further re-authorizations from the COR/POC. Presenting problem/history to include frequency, duration, and severity of the problem. History of psychotherapeutic treatments received or sought as well as services being sought at the facility. Social history- to include family composition, employment, life style, alcohol/drug use, friends, support systems, medical problems, current psychological/medical treatment, typical day, recreation, client s therapeutic goals. Pre-military history to include family of origin, school involvement, substance abuse, acting out, legal problems, trauma. Military history to include (pre/during/post deployment) adjustment, draft or volunteer, disciplinary actions, duties, injuries, disabilities, trauma, homecoming. Post-military history to include social/interpersonal functioning, schools, jobs, marriages, children, etc. Observations to include appearance, behavior, speech, affect, and mood. Assessment to include assessment of veteran and presenting problems. Discussion of the veteran s strengths, assets, motivation, support systems, and counselor s conceptualization and impression of the veteran. The relationship of the presenting problems to military history. Critical issues to include assessment of suicidal/homicidal ideation, history of and the need for intervention. Plan to include specific actions/steps to be pursued by counselor, referral, consultation, length of treatment anticipated. Completion shall include counselor s signature, date, and the signature of the reviewing person (clinical coordinator) and the date reviewed. Treatment Plans Treatment plans content shall contain the following data/information Specific actions/steps to be pursued by the counselor Problems to be addressed Identification of goals for therapy Type of counseling or therapy recommended Anticipated duration of counseling or therapy Counselor s signature and date The government may provide these forms. 8. RECORD KEEPING The TL/COR/POC will define the exact counseling record information to be included by the contract provider upon each veteran counseling session(s). A verification form, a created VA and provided form to the contractor, is to be completed by each veteran for each therapy session. The verification form with the clients original signature will be attached to the monthly bill/invoice submitted to the TL/COR/POC. 2. The Contractor shall secure a signed acknowledgment of services from each client and for each visit for which they are invoicing the VA. The verification form must include the following: Name of client/veteran Name of the counselor, professional degree, and title Date of service Length of treatment Treatment modality (Individual, Family, or Group) Original client/veteran signature 3. Provide only those services identified on the VA referral form. 4. Client numbers and records for significant others, will be maintained in the name of the veteran; however, counseling case notes/progress notes on visits by significant others shall be maintained as discrete and separate from the veteran s notes for continuity of notation, and so they can be easily extracted, if a request for the veteran s counseling record is made. Contractor shall maintain accurate and complete counseling records, which comply with the confidentiality requirements of Public Law 93-282 and the Privacy Act of 1974, Public Law 93-579, and HIPPA Privacy Rules. Contractor shall ensure the physical security of records and the prevention of disclosure of the records, reports, or other private information of clients except with the client's informed, written consent. Contractors and all who are authorized to provide services shall register, attend and provide a completion certificate for the following courses: VA Privacy and Information Security Awareness and Rules of Behavior. Privacy and HIPPA Focused Training. * All training is available via the VA Talent Management System (TMS) at https://www.tms.va.gov Counseling records are considered the property of the VA. Within one year following client case closing from contract provider services, the Contractor shall turn the client folder over to the authorizing Vet Center, or contact the Regional Manager of the Vet Center to determine to which Vet Center the folder should be sent. The same procedures shall apply when the contract between the VA and the Contractor terminates/expires/or is not renewed. CONTRACT MONITORING AND OVERSIGHT MANAGEMENT Quality control and administrative oversight of the overall contract agreement and basic processes of contract operations are the primary responsibilities of the Vet Center TL/COR/POC. Representatives of the VA and other Government agencies are authorized to visit premises of service contractors during business hours for purposes of evaluation and auditing which may include inspection of clinical records. Site visits will be conducted on at least an annual basis to the facilities of all contract providers by the TL/COR/POC and/or RCS Regional Manager or designee, or other Government employees designated by the Contracting Officer and will include, but shall not be limited to, evaluation verification of the following: 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 numbers of employees charged to the contract are actually performing work under the contract. Site visits will be conducted in accordance with program standards and in compliance with monitoring guidelines developed and approved by VA Central Office. PERIOD OF PERFORMANCE The Contract period of performance is for the base period and four (4) one-year option periods. 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 TL/COR/POC. The TL/COR/POC 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. 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. 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. The Government will be the sole judge as to whether a contract will be renewed, based on the determination of need. 11. INVOICE PROCEDURES Reimbursement will only be for in-person counseling sessions. Reimbursement is not authorized, for example, for telephone calls with the veteran or significant others, or for consultation between the Contractor and other individuals. Reimbursement for veteran s travel in connection with contract readjustment is not authorized. A visit, for reimbursement purposes, will last a minimum of 45 minutes and will be deemed a single visit regardless of length beyond 45 minutes. A group counseling visit, for reimbursement purposes, will be a minimum of 90 minutes in length. Participation in group counseling sessions constitutes one visit, regardless of length beyond 90 minutes. Payments made under this agreement shall constitute the total cost of readjustment counseling services. The Contractor understands and agrees that no additional charges shall be billed to the veteran or his family, either by the Contractor or any third party furnishing required services, unless and until specific prior written authorization is obtained from the VA TL/COR/POC who initially authorized the provision of services. All invoices shall be submitted monthly, in arrears. Invoices shall be electronically submitted to Austin and the original veteran service verification and duplicate copy of invoices mailed to the TL/COR/POC for billing verification and accounting. All invoices shall include the information shown in subparagraphs (1) through (9) below, and shall be accompanied by the receipt of services (VA Form 10-5565B) specifying the information shown in subparagraphs (10) through (12) below: Contract number (and purchase order number, if applicable); Vet Center or Station Number of Referring Unit; VIF/Client number; Number of both individual visits and group visits; Total number of individual visits; Total number of group visits; Basic contract rate (per t...