G--Veteran Readjustment Counseling Services in Elko, Nevada for the Reno Vet Center.

. General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C26119Q0651 Posted Date: 17 May 2019 Original Response Date/Time: 24 May 2019 / 2:00PM PDT Current Response Date: 24 May 2019 / 2:00PM PDT Product or Service Code: G004 Set Aside: Small Business NAICS Code: 621330 Contracting Office Address VA Southern Nevada Healthcare System 6900 N. Pecos Road, Building 6 North Las Vegas, NV 89086 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, and Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ) and is 100% set aside for qualified Small Business sources. The Department of Veteran Affairs is intending to award a Firm Fixed Price (FFP) contract as a result of this combined notice. Evaluation: Award will be evaluated based on a simplified procedure using a comparative evaluation of qualified quotes received in response to this combined notice for determining which quote is of best value to the Government for meeting the requirements of the Statement of Work (SOW) as stated herein and price. Qualified sources shall have resources located in Elko, Nevada for providing the services required for the Department of Veteran Affairs, Reno Vet Center in accordance with the SOW. NOTE: The Quoter shall not be representing a third-party pass through (sub-contractor) for providing these services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-02, dated 05-06-2019. The associated North American Industrial Classification System (NAICS) code for this procurement is 621330, with a small business size standard of $7.5M. The services required are for providing readjustment counseling services for qualified veterans located in the vicinity of Elko, Nevada for a one-year base period, with two one-year option periods. Evaluation of Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by using the prices offered for the last option period to determine the price for a 6-month option period, which will be added to the base and other option years to arrive at the total price. Evaluation of options will not obligate the Government to exercise the option(s). (NOTE: Offeror is NOT to quote on the Option to Extend Services) The services are for the following: Services Line Item Description Est. Qty/Unit Unit Price Total Price 0001 Individual Readjustment counseling services in accordance with the enclosed Statement of Work. (One year Base) 250 EA $ $ 0002 Group Readjustment counseling services in accordance with the enclosed Statement of Work. (One year Base) 315 EA $ $ 0003 Couple or Family counseling services in accordance with the enclosed Statement of Work. (One year Base) 50 EA $ $ Total Base Year $ 1001 Individual Readjustment counseling services in accordance with the enclosed Statement of Work. (Option Year One) 250 EA $ $ 1002 Group Readjustment counseling services in accordance with the enclosed Statement of Work. (Option Year One) 315 EA $ $ 1003 Couple or Family counseling services in accordance with the enclosed Statement of Work. (Option Year One) 50 EA $ $ Total Option Year One $ 2001 Individual Readjustment counseling services in accordance with the enclosed Statement of Work. (Option Year Two) 250 EA $ $ 2002 Group Readjustment counseling services in accordance with the enclosed Statement of Work. (Option Year Two) 315 EA $ $ 2003 Couple or Family counseling services in accordance with the enclosed Statement of Work. (Option Year Two) 50 EA $ $ Total Option Year Two $ Total Base + 2 Option Years $ READJUSTMENT COUNSELING SERVICES STATEMENT OF WORK BACKGROUND Public Law 96-22 in 1979 added Section 612A to 38 D.S.C. authorizing the Department of Veterans Affairs (VA) to provide readjustment counseling to veterans of the Vietnam era (August 5, 1964 to May 7, 1975). Subsequently amended several times between 1979 and 1989, Section 612A, currently guarantees readjustment counseling as a lifetime entitlement to Vietnam era veterans and requires no change in venue for VA's system of community-based outreach and counseling centers (Vet Centers). Readjustment Counseling Service (RCS), currently administers a nationwide system of 300 vet centers located in 50 states, Puerto Rico, the Virgin Islands, Guam and the District of Columbia. The Vet Center mission is to provide outreach and counseling to assist Vietnam theater veterans (and now veterans of the Persian Gulf war and the Conflicts in Lebanon, Grenada, Panama, Somalia, and Global War on Terrorism, OIF/OEF) 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 (VAMC) and clinics. The initiating legislation also authorized VA to augment Vet Center services through contract with private sector providers for provision of readjustment counseling to veterans geographically removed from existing Vet Centers and other VA health care facilities. In 1991, additional legislation was passed amending Section 6l2A, 38 U.S.C. to-extend the readjustment counseling entitlement to all post-Vietnam era veterans who served during a period of armed hostilities since May 7, 1975, such as existed in Lebanon, Grenada, Panama and most recently in the Persian Gulf. The range and types of services provided to these newly eligible veteran populations are identical to those already provided to Vietnam Theater veterans. Eligibility for readjustment counseling services is limited to Vietnam, Post-Vietnam war zone veterans, who were discharged under honorable conditions. Individuals with another than honorable but more-than-dishonorable discharge may also be eligible as determined by the VA (see 38 CFR, Section 3.12). DESCRIPTION OF THE SUBJECT WORK: The contractor shall furnish readjustment counseling services to eligible veterans referred by Vet Center staff members or professional staff members of VA Psychiatry, Social Work, Psychology or Nursing Services. Readjustment counseling, for purposes of this contract, is counseling provided by social workers, psychologists, psychiatrists, or other qualified counselors, individually or in groups, specifically directed at social, psychological or behavioral difficulties specifically related to the post-war readjustment to civilian life. Such difficulties may interfere with a veteran's job performance, educational 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 Vietnam and/or post-Vietnam 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 form 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 DMS 5) and/or other war-related social and psychological difficulties. Stressor 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 and/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 mechanism. Nonetheless offerors should have the capability through referral to arrange for needed physical examinations, prescription medications and/or other medical treatment. Veteran consumers should be advised that VA will not reimburse through this service for physical examinations, drugs, or other medical treatments. In all such cases, VA medical facilities should be the priority referral for the veteran's medical care. When this is not feasible due to geographical distance, VA Fee Basis providers should also be considered. The contract provider should coordinate with the Technical Point of Contact (TPOC) for assistance in facilitating referrals to VA medical providers. GEOGRAPHICAL LOCATION OF ELIGIBLE SERVICE PROVIDERS Service providers submitting offers in response to this request for proposals must be physically located in the North-Eastern Nevada area. VA will only make referrals to providers under this contract for circumstances where VA or other government facilities are not capable of furnishing needed services or cannot do so economically because of geographical distances. PROCEDURE FOR SERVICE INITIATION Service initiation under this contract will be limited to referral only by Vet Center personnel, RCS District Directors and/or Chief of Staff or designee at a VA Medical facility. The number, type, and frequency of readjustment counseling services provided to the veteran and/or significant others (i.e., members of the veteran's immediate family, legal guardian, or individual with whom the veteran lives or certifies an intention to live with) will be as specifically authorized by the referring Vet Center. Upon determination of eligibility, through an interview with a designated Vet Center staff member, 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 IO-5565b). Original documents are held at the Vet Center and a copy is sent to the Contract Provider. TERMS OF CONTRACT: Contract will be for a period of one year with 2 one-year options. The contract provider is obligated to provide counseling services in a manner consistent with the time frame of the contract. The length of time in which counseling services are provided to individual veterans under this contract will be as authorized by VA referrers. DUTIES OF CONTRACT PROVIDERS: Contractors will provide readjustment-counseling services to eligible veterans referred by Vet Center or VA mental health professionals in accordance with the requirements of the contract/VA Authorization Form, VA Form 10-5565b. RECORD KEEPING: Contractors will maintain counseling records which comply with the Privacy Act and HIPAA and are accurate, complete and in compliance with professional standards for clinical record keeping. In addition, the contract provider must provide in writing an initial comprehensive psychosocial assessment and counseling plan to the referrer no later than the completion of three initial visits and updated counseling plan at the completion of each unit of authorized visits thereafter. At the indicated intervals, this counseling plan will be required in order for further units of service to be authorized. Determination of adequacy of counseling plans will be based on the professional judgment of the TPOC in each case. Counseling records are considered the property of the VA. ACKNOWLEDGEMENT OF SERVICES: At the time services are rendered, the contractor will secure a signed acknowledgement of services from each client and for each visit that is billed to the VA. The contractor will list the name of the client, name of counselor and professional degree, date of service, length of treatment, treatment modality, and the client's signature. LICENSURE: Offerors are to include all staff providing counseling services under this program, are required to obtain all Federal, State, and/or Local professional license(s) and certification(s) applicable to the provision of offering readjustment counseling services. Official verification of credentials will be obtained from the educational institution awarding the contractor's professional degree which will be required by the Contracting Officer at the time of the award. In addition, documentation of current professional license or certifications will be required by the Contracting Officer at the time of the award. CONTRACT SERVICES REVIEW/EVALUATION In accordance with VHA Handbook 1500.1, representatives of the VA and other Government agencies are authorized to visit the premises of service contractors during business hours for purposes of Evaluation and auditing, which may include inspection of clinical records. VA OBLIGATIONS UNDER THIS CONTRACT This contract will be used only upon a VA determination that existing VA or Government facilities are not capable of furnishing needed readjustment counseling services, or cannot do-so economically because of geographical inaccessibility. ACCEPTANCE PERIOD FOR OFFERS Unless otherwise stipulated, all offers will be treated as remaining in effect for a period of 60 days after the date identified for receipt of proposals. USUAL AND CUSTOMARY RATES Contracts will only be entered into by VA which are based on a rate schedule which falls within the range of usual and customary rates for the specific geographical area in which services are provided. The Contracting Officer in consultation with the TPOC is responsible for determining the usual and customary rates, through communication with the State, County, or District (a) Psychiatric Society, for Psychiatrists; (b) Association of Psychologists, for Psychologists; (c) Association of Social Workers, for Psychiatric Social Workers. In instances where conflicting data is provided, the TPOC must consult with a local VAMC Chief, Psychiatry, Psychology, or Social Work Service to determine the usual and customary rates for services provided by a mental health worker other than those from the three professional disciplines listed above. Prospective contract providers applying for renewal of existing contracts should be advised of this guidance, and requested to formulate proposals which include rates within the usual and customary range as indicated herein. In determining the appropriate range of rates, it should be noted that different usual and customary rates prevail for different types of therapy; ie., individual, group, and family, and the TPOC's determination should be for specific type of therapy, as well as for professional discipline. For questions concerning this guidance, contact the Contracting Officer. LIMITATIONS ON SERVICE: Offerors are to quote a per-session rate for services to be rendered. Remuneration will be based on the number of visits multiplied by the per-session rate quoted by the offeror. A counseling session must be a minimum of 45 minutes (typically 50-60 minutes) and will be deemed a single visit. Longer visits will be deemed a single visit regardless of length. A maximum of up to three visits will be authorized for the initial assessment by the official VA referrer. Additional blocks of up to fifteen visits can be authorized for continued counseling after the initial 1-3 visits have been exhausted. All fees presented in proposals, and included in contracts, must be within the customary, usual, and reasonable range of fees as charged by the same professional discipline for the same services charged in the area where services will be provided. The Contracting Officer will determine the applicable prevailing fee ranges, from standard sources within the community; e.g., professional societies, being assisted in this determination by the TPOC. Licensed Counselor Rate Schedule will be made for the following 3 session categories: Individual 2. Group 3. Couple or Family Group counseling will be at least 90 minutes in length or may last longer; individual, family, and couples counseling will be at least 45 minutes in length or may last longer with the veteran and/or significant others, and will be deemed a single visit regardless of length. The contract service provider is authorized to provide only those services specified on VA referral forms (VA Form 10-5565b). Under this contract, an individual veteran will be authorized no more than one visit per week, per case; ie., whether the visit is with a veteran or a significant other (i.e., members of the veteran's immediate family, legal guardian, or individual with whom the veteran lives or certifies and intention to live). Visits twice per week may be permitted in exceptional cases when authorized by the TPOC on the basis of appropriate clinical assessment. VA reserves the right to modify the treatment plan submitted by the contractor. Reimbursement will be for in-person counseling sessions (eg., face-to-face). Reimbursement is not authorized, for example, for telephone calls with the veteran or significant others, or for consultation between the contract counselor and other individuals. Exceptions to this requirement must be approved by the TPOC, e.g., crisis intervention. It is understood that payments made by the VA under this contract will constitute the total cost of readjustment counseling services. The contractor agrees that no additional charges will be billed to the beneficiary or his family, either by the contractor or any third party furnishing required services, unless and until specific prior authorization in writing is obtained from the VA referrer that authorized the provision of services. SITE VISIT PROCEDURES Prior to the contract award, contract quality control officers are authorized to make site visits to contract offerors. After contract award, these individuals will be authorized on-site inspection of contract provider facilities on an annual basis or as needed to respond to any clinical concerns or problems that develop during the term of the contract. Inspections are held for the purposes of monitoring and reviewing administrative and clinical procedures with a contractor 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 administrative problems and/or deficiencies arising from the findings of these reports. BILLINGS: Contract providers will submit invoices, with attached acknowledgement of services received through the TPOC at the end of each month. All invoices must include the following: Contract Number Vet Center or Station number of referring unit Client Number Total number of individual visits and number of group visits per veteran or client Total number of individual visits Total number of group visits Basic rate for contract Total amount billed Month in which services were provided CONTRACTOR QUALIFICATIONS The first six items identified under this section detail the minimum needs of the Government. Therefore, offerors must assure that these requirements are adequately addressed in their offers. Failure to meet anyone of these six requirements will result in the rejection of the offer. Each offeror must submit with the offer evidence establishing the following: Providers licensed to deliver readjustment counseling to individuals, couples, families and groups. If counseling interns will be providing services, submit documentation of supervisor s qualifications and planned supervision to ensure quality management. The information in (1) above must be provided for each counselor in detail. The offeror must also indicate the number of group sessions and the number of all other types of sessions per week which can be provided under the terms of this contact by all implicated staff members, and the total number of group sessions and the number of all other types of sessions per week by all other non-listed staff members which can be provided under the terms of this contract. (2) A commitment in principle to furnish readjustment services to Vietnam and post-Vietnam war zone veterans, as evidence from by-laws, mission statement, or established statement of goals and procedures. (3) An established program of services described in writing, for furnishing Vietnam and post Vietnam war-zone veterans the following services: Group counseling Individual, couple, and family readjustment counseling Substance abuse counseling and assistance Job and career counseling as part of readjustment counseling (which does not include job placement services) Social services for basic needs and referral procedures (ie., formal or informal linkages and referral procedures with social services providers in the community to meet other needs of the client which cannot be directly furnished by the service provider) Referral procedures for medical examination and treatment to VA Outpatient Clinic. The prospective provider must be able to furnish the services described in item (a), (b), (c) and (d). If the provider cannot directly furnish the services described in any item (a) through (f), the following must be demonstrated: The means to assure that those services, which the offeror is incapable of furnishing directly, will be delivered when needed; for example, through referral, agreement, affiliation, or consultant arrangements. The specific resources to be utilized in this manner must be identified and described and the mechanism for access specified. The existence of systems to assure that such services as the offeror is incapable of furnishing directly are delivered and to demonstrate that the quality of such services is satisfactory. (4) The offeror must demonstrate clinically appropriate individualized plans for making psychosocial assessments and providing counseling services to clients. Documentation could include a detailed understanding of war-related PTSD, and other post-war readjustment problems. Military history should be indicated as a core feature of the assessment process. (5) The offeror must demonstrate suitable procedures to safeguard records, to include detailed documentation for the physical security of records and prevention of disclosure of the records, reports, or other private information of clients, except with the client's informed written consent. (6) A written narrative describing the training and education of each counselor who would be providing readjustment counseling under this contract. As part of this documentation, a detailed vitae for each counselor must be submitted as an appendix to the contractor proposal. (7) Written documentation which demonstrates that the offeror has adequate administrative staff resources and experience to maintain accurate and complete counseling records, including VA authorization forms, length of stay and number of visits, bills rendered and payments received. All records should be of such as to satisfy administrative and quality assurance audits. (8) A written narrative describing the training and experience of each administrative person having key responsibility under the contract. As part of this documentation, a detailed vitae for each key administrative person must be submitted as an appendix to the contract proposal. (9) A written description specifying the nature and extent of the offeror's experience in providing counseling services to special populations of ethnic minority, disabled and female veterans. SPECIAL CONTRACT REQUIREMENTS Under the authority of Public Law 104-262 and 38 USC 8153, the contractor agrees to provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to and at the Department of Veterans Affairs Medical Center, VA Reno, the services and prices specified in the Section entitled Schedule of Supplies/Services of this contract. SERVICES: The services specified in the Sections entitled Schedule of Supplies/Services and Special Contract Requirements may be changed by written modification to this contract. The modification will be prepared by the VA Contracting Officer. Other necessary personnel for the operation of the services contracted for at the VA will be provided by the VA at levels mutually agreed upon which are compatible with the safety of the patient and personnel and with quality medical care programming. The services to be performed by the contractor will be performed in accordance with VA policies and procedures and the regulations of the medical staff by laws of the VA facility. TERMS OF CONTRACT: This contract is effective one year from date of award plus 2 one-year options that may be exercised by the VA. The contract is subject to the availability of funds. The contractor shall perform no services after September 30 of any year until the Contracting Officer verifies the availability of funds. QUALIFICATIONS: Personnel assigned by the Contractor to perform the services covered by this contract shall be licensed in a State, Territory, or Commonwealth of the United States or the District of Columbia. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approval by the VA Facility Director. FEDERAL HOLIDAYS: The 10 holidays observed by the Federal Government are: New Years Day Martin Luther King s Birthday Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day AND any other day specifically declared by the President of the United States to be a national holiday INFORMATION SECURITY CLAUSE Security Clause: The C&A requirements do not apply and a security accreditation package is not required. However, the following is to be noted: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractor s/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in 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, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements a...