Q--Mental Health Counseling Services

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR 12.6, with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36 as corrected. This solicitation is set aside for Small Businesses. The NAICS code is 621330, with a size standard of $7.0 million. The Contractor will provide these services at the VA Central California Health Care System in Fresno, CA. The contract performance period will be for one year starting on or about October 1, 2009 through September 30, 2010. Electronic, hand-delivered or properly mailed offers will be accepted. Faxed offers will not be accepted. Offers are due to contact@example.gov by NLT 3:00 p.m. on October 26, 2009. Offers must include a completed price schedule, curriculum vitae for each incumbent and a maximum of three contract references (with correct contact information). Price must include rate for forty (40) sessions a month, over a twelve (12) month period. Curriculum vitae will be used for technical evaluation based on skill sets and experience. Contract references will be used for past performance and must be within the last three years (October 22, 2006). For information regarding the solicitation you can e-mail me at the above e-mail address or phone at +1 (555) 000-0000. Description/Specifications/Work Statement 1. Contractor will be required to provide mental health counseling services to veterans and eligible beneficiaries in connection with Veterans Administration Central California Health Care System (VACCHCS). 2. Contractor will be required to provide a service delivery mechanism emphasizing the mental health problems of veterans who have service connected psychiatric disabilities from their war time service. 3. A counseling session shall last a minimum of 45 minutes and will be deemed a single visit. Longer visits will be deemed as single visits regardless of length. A maximum of up to 12 sessions can be authorized per quarter. 4. Group counseling, for reimbursement purposes, shall be 90 minutes in length. Participation in a group counseling session constitutes one visit regardless of length beyond 90 minutes. 5. Mental health counseling, for the purpose of this contract, is counseling provided by social worker, psychologist, or other counselors, individually or in groups specifically directed at social, psychological, or behavioral problems, which bear a distinct relationship to the veteran's service-connected disability. 6. The VACCHCS will make referrals under this contract when VA services are not available to veterans due to geographic distances. 7. The group of individuals eligible to receive mental health counseling services includes all veterans with 30 percent or more service connected psychiatric disabilities. 8. Services furnished under this program may, if determined by the Contracting Officer's Technical Representative (COTR) to be essential to the effective mental health of the veteran, be furnished to family members and others having a significant relationship with the veteran. 9. Service initiation under this contract will be through referral through Mental Health Service (VACCHCS) with approval by COTR. Veterans must apply for fee basis care and meet eligibility requirements. The number, type, and frequency of counseling services to the veterans and significant others can be provided only as authorized by the COTR from the Mental Health Service (VACCHCS). Significant others could be seen conjointly with veteran in couple or family counseling by contract provider. 10. Services to significant others under this contract will be initiated only on the basis of authorization by COTR. The COTR will assume responsibility for monitoring the case once the referral is accepted. Upon determination of eligibility by fee basis and completion of assessment by provider, the COTR will authorize sessions for services. 11. Contractor will be required to provide general mental health services as it impacts problems related to veterans service-connected disabilities. 12. Contractor will maintain counseling records, which comply with the Privacy Act and the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and will be accurate and complete. Contractor will ensure the physical security of records and private information of clients except with the client's informed written consent. Counseling records are considered the property of the Department of Veteran's Affairs Medical Center. One year following the termination of the contract the contractor shall turn the client records over to VACCHCS. 13. Contractor shall provide in writing an initial comprehensive psychological assessment to the COTR. An updated counseling plan will be submitted to the COTR one week prior to completion of each authorized block of visits there after which addresses continuing need for mental health services. Reimbursement will only be made for authorized sessions. 14. Determination of adequacy of counseling plans will be based on the professional judgment of the COTR in each case. At the completion of each counseling session or group, the contractor will document on the appropriate form the name of veteran client, as well as length, date and specific type of counseling session. This verification form will be filled in by the contractor and presented to the veteran for his/her signature. A separate verification form is to be completed for each veteran for each month, and attached to the monthly bill submitted to fee basis office (VACCHCS). 15. Contractor will be required to have signature verification form for each session of mental health counseling and will attach to invoices when submitted for payment. At the time services are rendered, the contractor will secure a signed acknowledgement of services from each client and list the names of the clients, and also indicate the type of counseling provided. 16. While the provision for medications and physical examinations are not considered a component of mental health counseling services, and will not be provided under this contract mechanism, contractors must have the capability to arrange for their referral, physical assessments, and medical treatment and therapy. 17. Contractor shall advise all veterans, where applicable, that medical care is available at the Medical Center or through CBOC. 18. As it is impossible to determine the exact number of counseling sessions that will be required during the contract term, each provider whose proposal is accepted wholly or in part will be required to deliver all articles or services that may be ordered during the contract term, except as he/she otherwise indicates in his/her proposal and except as otherwise provided herein. 19. Proposals offering less than 85% of the estimated number of needed counseling sessions or which provide that the government shall guarantee any specific number of counseling sessions, will not be considered. The fact that the number of counseling sessions is estimated shall not relieve the contractor from providing all services placed under this contract. There will be absolutely no formal or informal guarantee of quantities provided in or throughout the duration of the contract, by any individual. CLIN Descriptions Estimated Quantities Unit Unit Price Extended Price Base Period: October 1, 2009 through September 30, 2010 0001 (40) Estimated Sessions Per Month 480 YR $ $ 20. Contracts will only be entered into by the DVA which are based on a rate scheduled (amount charged by provider for each client visit) which falls within the range of usual and customary fees for the specific geographical area in which service are provided. In determining the appropriate fee range it should be noted that different usual and customary fees prevail for different types of therapy; i.e. individual group, family and professional discipline. 21. Reimbursement will be for in person counseling sessions (e.g. face to face). Reimbursement is not authorized for: telephone calls with the veteran or significant others, or for consultations between counselor and other individuals. 22. A site visit shall be made to the contractor's facility prior to award by a DVA team. After award, COTR will be authorized on-site inspections 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 (i.e. client problems or complaints). 23. A post-award orientation shall be held with all involved parties at the VACCHCS to respond to any questions and provide clarification as necessary. 24. In accordance with DVA requirements, the contract officer shall provide a COTR and an alternate COTR for technical supervision of the contract. The contractor will be provided a copy of the delegation of authority. 25. The DVA may make changes to forms, time frames, number of visits, etc. 26. Contractor's facility shall be adequate to meet the criteria for providing services to the veterans, physical floor plan to include private / confidential group and individual counseling areas. Contractor's counseling areas shall be easily accessible to the physically challenged. 27. Contractor shall insure that all client appointment books, charts, and client related information are locked in a secure location 28. Contractor is required to report and submit for approval, any proposed changes in the personnel providing services under this contract to the contracting officer thru the COTR. 29. Contractor will be required to submit assessments/intakes updated counseling plans to the COTR one week prior to scheduling the next block of visits. Contractor will insure that all clients' records are maintained in a structural format and contain assessment/counseling plans. 30. Payment of services rendered under this contract shall be made monthly in arrears, upon receipt of properly prepared invoices submitted to the fee basis office, first week following monthly bill. All invoices shall include: counselors name, professional degree and type of therapy provided for all sessions. Clinician who provided service must be identified. Reimbursement will be based on costs for that clinician's contract number, client name and SSN#, number of sessions, group or individual and total visits, group or individual, by rate of each clinician. 31. All documentation of psychotherapy should be included; Date, Name, DOB, type of session, reason for the encounter and pertinent interval history pertinent themes discussed, with appropriate high risk factors and mental status. 32. Documentation used should include medications, diagnostic test, consults, family contact, or other psychotherapeutic methods. Patient assessments should include progress or regression, changes in treatment plans, diagnosis and medications. Note of treatment outcomes expected every three months, showing movement in relation to counseling goals. 33. Contractor shall insure that any clients who cannot be counseled by the contractor are referred appropriately. Contractor shall document in client file and consult with COTR any client with complicated medical and/or psychiatric problems. 34. Contractor will insure that all clients presenting acute homicidal and suicidal potential are reviewed with the COTR immediately and documented in the client's file. A copy of the written report shall be given to the COTR within 48 hours. 35. Contractor may fax, call, or request emergency sessions when needed outside previous authorized session to deal with high-risk behaviors. 36. Contractor shall immediately notify the COTR in the event a veteran is no longer being seen under this program, and submit closing summary. 37. Contractors shall insure that client folders are placed in inactive status after 90 days of inactivity unless there are clinical reasons to keep file active. 38. A closing summary shall be placed in inactive client folder which spells out the degree of success (or lack of), counseling plan/goals and prognosis. A copy of the closing summary report shall be given to the COTR within 90 days. 39. The group counseling shall be effectively utilized, approximating a 30/70 individual to group ratio or better. 40. This contract will be for a period of one year effective on the date of award. Provisions have been made for four option years. The contractor shall 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 the DVA - COTR in mental health. Contract Clauses: FAR 52.204-7 Central Contractor Registration (Apr 2008) FAR 52.204-9 Personal Identity Verification of Contractor Personnel (Sep 2007) FAR 52.212-4 Contract Terms and Conditions -- Commercial Items (Mar 2009). FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Aug 2009) For the purpose of this clause, items (b) 6, 10, 19, 21, 22, 23, 24, 27, and 40 are considered checked and apply. FAR 52.216-18 Ordering (Oct 1995) for the purpose of this clause insert: (October 1, 2009 through September 30, 2010) FAR 52-216-19 Order Limitations (Oct 1995) For the purpose of this clause, the blanks are filled in as: (a) $100.00, (b)(1) $60,000.00, (b)(2) $60,000.00 (b)(3) 365 days, (d) five days. FAR 52.216-22 Indefinite Quantity (Oct 1995) for the purposes of this clause insert (September 30, 2010) FAR 52.217-8 Option to Extend Services (Nov 1999) (Insert 30 days) FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) (Insert 30 days and 60 days) FAR 52.224-1 Privacy Act Notification (Apr 1984) FAR 52.224-2 Privacy Act (Apr 1984) FAR 52.233-1 Disputes (July 2002) FAR 52.233-4 Applicable Law for Breach Of Contract Claim (Oct 2004) FAR 52.237-2 Protection of Government Building, Equipment, and Vegetation (Apr 1984) FAR 52.237-3 Continuity of Services (Jan 1991) FAR 52.252-2 Clauses Incorporated By Reference (Feb 1998) for the purposes of this clause, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. VAAR 852.203-70 Commercial Advertising (Jan 2008) VAAR 852.203-71 Display of Department of Veterans Affairs Hotline Poster (Dec 1992) VAAR 852.216-70 Estimated Quantities (Apr 1984) VAAR 852.237-7 Indemnification and Medical Liability Insurance (Jan 2008) For the purpose of this clause, insert $1,000,000.00. VAAR 852.237-70 Contractor Responsibilities (Apr 1984) VAAR 852.271-70 Nondiscrimination in Services Provided to Beneficiaries (Jan 2008) VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (Interim - Oct 2008) VAAR 852.273-76 Electronic Invoice Submission (Interim - Oct 2008) Solicitation Provisions: FAR 52.212-1 Instructions to Offerors - Commercial Items (Jun 2008). FAR 52.212-2 Evaluation-Commercial Items (Jan 1999) For the purpose of this clause, the blanks are filled in as: (a) Technical, Past Performance, and Price, and Technical and Past Performance when combined are considered significantly more important than Price FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (Aug 2009): Offerors must include a completed copy of the provision with its offer. FAR 52.216-1 Type of Contract (Apr 1984) For the purpose of this clause, the blank is filled in as Firm Fixed Price, Indefinite Quantity. FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) For the purpose of this provision, the blanks are filled in as http://www.acquisition.gov/far/index.html and http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm respectively. VAAR 852.270-1 Representatives of Contracting Officers (Jan 2008) VAAR 852.273-70 Late Offers (Jan 2003) VAAR 852.273-74 Award Without Exchanges (Jan 2003)