Q--Veterans Readjustment Counseling Athens GA Vet Center

Solicitation Number: VA247-16-R-0742 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial services prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1 and FAR 13.5, and as supplemented 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. (ii) The solicitation number is VA247-16-R-0742 and is issued as a Request for Proposal (RFP). (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-85 Effective: January 4, 2016. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at https://acquisition.gov/far/ and http://www.va.gov/oal/library/vaar/index.asp. (iv) This solicitation is issued as 100% Small Business Set-Aside. The North American Industry Classification System (NAICS) code is 621330, Offices of Mental Health Practitioners, (except Physicians), Psychiatric Clinical Consultant Services (size standard $7.5 M). The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personnel services necessary to perform Off-site Veterans Readjustment Counseling Services for the Athens Vet Center. For a performance period of twelve (12) months from date of award or until all hours have been exhausted, whichever occurs first plus four (4) option years. ATHENS VET CENTER PERFORMANCE WORK STATEMENT OFF-SITE VETERANS READJUSTMENT COUNSELING SERVICES (NONPERSONAL SERVICES) 1. GENERAL DESCRIPTION OF SERVICES. The contractor shall furnish OFF-SITE Readjustment Counseling Services to eligible combat veterans in closer proximity to Athens, Georgia referred by Vet Center staff. Modalities of readjustment counseling include individual, group, and family counseling: all of which must have as their central purpose the post-war readjustment of combat war zone era veterans. Period of Performance (Base plus 4 option years): Base Year: August 1, 2016 to July 31, 2017 Option Year 1: August 1, 2017 to July 31, 2018 Option Year 2: August 1, 2018 to July 31, 2019 Option Year 3: August 1, 2019 to July 31, 2020 Option Year 4: August 1, 2020 to July 31, 2021 1.1 DESCRIPTION OF WORK. 1.1.1 Description of Services/Introduction. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personnel services necessary to perform services as defined in the Performance Work Statement. 1.1.2 Background. The contractor that serves Athens area shall furnish off-site readjustment counseling services to eligible veterans referred by Vet Center staff members or professional staff members of Psychiatry, Social Work, Psychology, or Nursing services. Readjustment counseling is counseling by social workers, psychologists, psychiatrist, 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 combat war zone era veterans. 1.2 Specific Tasks. 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: a. Exposure to combat-related war trauma b. Exposure to other aspects of war zone stress c. Post-traumatic stress disorder (as defined by DMS-III-R) and or other war-related social and psychological difficulties d. Stressor unique to military duty for eligible veterans e. Psychological concern over a possible service-connected condition f. Substance abuse connected with military duty and or post-war homecoming and readjustment g. Difficult post-war experiences, including disrupted homecoming and unsuccessful re- entry into civilian roles h. Concern over possible Agent Orange, biological or chemical agent exposure or ramifications thereof i. Generalized alienation from society manifested by lack of expectable familial, educational and or vocational activities j. Psychosocial difficulties related to type of military discharge for other than a dishonorable discharge The provision of medications and physical examinations are not considered a component of readjustment counseling, and therefore, will not be provided under this contract. Nonetheless offerors should have the capability through referral to arrange for needed physical examinations, prescription medications and/or medical treatment. 1.3 Geographic Location of Eligible Service Providers. Service providers submitting offers in response to this request for proposals must be physically located within 80 miles from ATHENS, Georgia 30606. The geographical boundaries described here, will be determined by Readjustment Counseling Service officials and local VA Medical Center officials. 1.4 Procedures for Service Initiation. Services will be limited to referral only by Vet Center personnel, RCS Regional Managers and or Chief of Staff or designee at a VA Medical Center 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 referring Vet Center or VA Medical Center officials. Upon determination of eligibility and completion of psycho-social assessment, determining the need for readjustment counseling services, a referral will be made by completion of Contract Service Authorization Form (VAF 10-5565b). Copy 1 will be mailed or given to the veteran or significant other, who will present it to the designated service provider. Copy 2 will be mailed to the designated contract service provide. Copy 3 will be forwarded to Medical Administration Service (MAS) at the VA Medical Center responsible for assisting the Vet Center in the local administration of the contract program. Copy 4 will be maintained on file at the Vet Center. 2. SECURITY REQUIREMENTS 1. The contractor will not have access to the Atlanta VAMC's computer network, nor will they need user access 2. The VA and Contractor servicing this contract will be required to enter into a Business Associate Agreement for providing Patient Identifiable Information. 3. The contractor will be provided the Veteran's DD-214 by Atlanta VAMC via fax. 4. The DD 214 will be returned to the Vet Center upon termination of counseling services to the veteran. 5. Contractor shall have their background investigation/fingerprint initiated. 6. Contractor will only fax document(s) to the Lawrenceville Vet Center. 7. Contractor will complete VA Information Security training and Contractor Rules of Behavior (TMS #10176) in TMS annually. 8. Contractor will be required to complete the Privacy & HIPAA training course #10203) in TMS before being given the DD214 and annually thereafter. 9. Contractor will have to ensure that their computer network has been or will be certified and accredited within 30 days by VA OIT staff. 3. DUTIES OF CONTRACT PROVIDERS Duties and responsibilities of contract providers include, but are not limited to: 1. Offeror must provide readjustment counseling services to eligible veterans referred by COR or designee in accordance with the requirements of the contract and VA authorization form (VAF l0-5565b). 2. Offeror must schedule the initial veteran counseling session within three (3) working days from the time he she receives the authorization. 3. The duration of counseling sessions for billing purposes will be in accordance with applicable contract requirements. 4. Offeror must maintain counseling records which comply with the Privacy Act and are clinically accurate, up-to-date and complete. 5. Offeror must provide in writing an initial comprehensive psychosocial Assessment to the Contracting Office Representative no later than the completion of three initial visits. An updated counseling plan must be submitted to the Contracting Officer Representative one (1) week prior to completion of each authorized block of visits thereafter which addresses continuing need for readjustment counseling. Please note that the counseling blocks are a maximum of 15 visits. An updated counseling treatment plan for the veteran's record is required quarterly which usually coincides though not necessarily with the start of each fiscal quarter. Offeror must provide updates on a quarterly basis to the Vet Center. The updated counseling plan must be provided quarterly and contain as a minimum of: (a) summary of treatment to date, (b) new plan/recommendations, (c) client name (d) date and counselor's signature. Coordination of the counseling plans with the Contracting Officer Representative must occur in a timely manner (one week prior to authorization of subsequent blocks of sessions) so that there will be no disruption in the continuation of readjustment counseling. The contractor must also submit justification to the Contracting Officer Representative for clients that require extension beyond 12 months of services. The request for extension should have an assessment section with the era of the veteran followed by concise case summary information; an evaluation section that describes more specifically the key symptoms and ongoing issues of the veteran and a plan section that states the type of treatment modality with client goals/outcomes that the provider has formulated with the veteran. The veteran will subsequently be interviewed by the Contracting Officer Representative in person or over the phone to assess continuing clinical need. Recommendation for authorizations extending beyond one year will be submitted by Contracting Officer Representative's with final approval by the Regional Management Office (RMO) for approval. 6. All bills must be submitted monthly in arrears no later than five (5) working days of the following month. Reimbursement will be made only for authorized, in-person counseling sessions. 7. Contract Officer Representative from the Vet Center will conduct periodic evaluation of the quality and effectiveness of services provided as stipulated in the contract mechanism via interview and/or record review. 8. Offeror for the area must ensure the physical security of records and prevention of disclosure of the records, reports, or other private information regarding clients except with the client's informed written consent. Exceptions to this will be under guidance from the Contracting Officer Representative and the Chief of MAS at the VA support facility. 9. At the completion of each individual or group counseling session, the contractor will document on the service verification form the name of the client, counselor's name and professional degree, length of session. This verification form will be presented to the client for his/her signature. A separate composite verification form is to be completed for each veteran for each month, and attached to the monthly bill submitted to MAS through the Contracting Officer Representative. 10. The offeror must complete a closing summary and place client files in inactive status after 90 days of inactivity unless there is documented clinical reason to keep the file; active. A closing summary which spells out the degree of success (or lack thereof), treatment plan/goals and prognosis will be completed and a copy forwarded to the COR. 11. The offeror must report and submit for approval, any proposed changes in personnel providing services under this contract, to the Contract Officer through the Contract Officer Representative. ***Note*** Contractors are specifically prohibited from the following: 1. Commercial advertising of their services to combat era and (pre or post) Vietnam era war zone veterans under this contract program in such a way as to indicate or imply VA endorsement or promotion of services. 2. Providing general mental health services for problems not directly related to veterans war zone military service and post-military readjustment. 3. Billing for physical examinations, prescriptions and or dispensing medication, other medical treatment, telephone calls with veterans or significant others, consultation between contract counselor and other individuals, veterans' travel, veterans not keeping appointments (no-shows) or services not specifically authorized in the contract mechanism or the VA referral form (10-5565b). 4. Referring to themselves as "Vet Centers", "Outreach Centers", "Readjustment Counseling Centers," "Veterans Outreach Program," or similarly misleading the public regarding the nature of their relationship to VA. 5. Offeror must not actively outreach or solicit clients. 6. Offeror must refrain at all times from personal, financial, or business relationships with clients, family members or significant others of such clients or of former clients insofar as such personal relationships might compromise the professional neutrality and effectiveness of the counseling relationship. Contractors will adhere to the professional standards of their relevant licensing body. 4. RECORD KEEPING Offeror must maintain counseling records which comply with the Privacy Act and are accurate, complete and in compliance with professional standards for clinical record keeping. In addition, the offeror 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 an 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 Contracting Officer Representative in each case. Counseling records are considered the property of the VA. 5. ACKNOWLEDGEMENT OF SERVICES At the time services are rendered, the contractor will secure a signed acknowledgment 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 client's signature. 6. LICENSURE Offeror must insure all staff providing counseling services under this program and required to maintain 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 certifications will be required by the Contracting Officer at the time of the award. 7. CONTRACT SERVICES REVIEW/EVALUATION With advance notice, representatives of 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. 8. REIMBURSEMENT AND LIMITATIONS ON SERVICE Remuneration will be based on the number of visits multiplied by the per-session rate. A counseling session must last a minimum of 40 minutes and will be deemed a single visit. Any session over 50 minutes will be billed a single session rate. Group counseling will be at least 90 minutes in length or may last longer; individual, family, and couples counseling will be at least 50 minutes in length or may last longer with the veteran and or significant others and will be deemed a singled visit except for MST. The contractor is authorized to provide only those services specified on VA referral forms (VAF 10-5565b). An individual veteran will be authorized no more than one visit per week, per case; i.e., 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 an intention to live), visits twice per week may be permitted in exceptional cases when authorized by the Contracting Officer Representative 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 (e.g., face-to face). Reimbursement is not authorized, for telephone calls with the veteran or significant others, or for consultation between the contract counselor and other individuals. It is understood that payments made by VA 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. 9. SITE VISIT PROCEDURES Facility Contracting Officer Representatives are authorized to make site visits. Contracting Officer Representative will be authorized on-site inspection of contract provider facilities anytime with advance notice to respond to any clinical concerns or problems that develop. Inspections are held for the purposes of monitoring and reviewing administrative and clinical procedures with a contractor and coordinating any procedural difficulties. 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 contractor will be responsible for responding to any clinical and or administrative problems and or deficiencies arising from the findings of these reports. 10. BILLING Contract providers will forward invoice, with attached acknowledgment of services received (verification form) through the Contracting Officer Representative to MAS of the contracting facility at the end of each month. All invoices must include the following: a. Contract number b. Vet Center or Station number of referring unit c. Client number d. Total number of individual visits and number of group visits per veteran or client e. Total number of individual visits f. Total number of group visits g. Basic rate for contract h. Total amount billed i. Month in which services were provided Evaluation Criteria The proposals will be evaluated based on lowest price technically acceptable proposals. All evaluation factors (core requirements) except price, are in effect, evaluated on a "Go, No Go" basis. Your proposal will either meet ALL core requirements or fail. To be considered technically acceptable for award each offeror must provide the following items or information with their submitted quote/offer: 1. Technical Excellence and Management Capabilities: a. Offeror shall provide documentation that confirms the company is registered in the System for Award Management (SAM) located at https://www.sam.gov (including their Online Representations and Certifications) and does not have any Active Exclusions that would make them ineligible for award. b. Offeror shall provide 1 copy of the company's Business License and 1 copy of their Certificate of Insurance. c. Offeror shall provide a written description in sufficient detail to allow the Government to ascertain the Offerors capability to meet, in addition to the items listed in the cost/price schedule, the requirements indicated in the SOW/Delivery Instructions and should include at a minimum the following information: (1) Ability to meet the required delivery timeframes. Include a description of ability to respond to medical emergency requirement and include the minimum amount of time necessary to respond. (2) Ability to meet compliance and regulation requirements. (3) Quality control measures. (4) Ability to supply/deliver all the items in the Schedule/Price list no later than February 24, 2017. 2. Offeror shall submit a completed price that clearly indicates the unit price and total price for each line item identified in this solicitation. Base year and four options for a total of five years. Include the total of all annual costs on the final pricing sheet. 3. Past Performance: All offerors must have at least three years of past performance performing the type of work described in the Statement of Work/Delivery Instructions. To be considered relevant and recent, the past performance should be of a similar scope of this requirement and must have been recent (within the past three years). Each offeror must provide a list of the points of contact, and phone numbers of at least three references (government preferred) for past performance. (End of Evaluation Criteria) 52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS (MAY 2015) (a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights- (1) Within a reasonable time after the defect was discovered or should have been discovered; and (2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item. (b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract. (c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties. (d) Disputes. This contract is subject to the Contract Disputes Act of 1978, as amended (41 U.S.C. 601-613). Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract. (e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference. (f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence. (g) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings. (i) Payment.- (1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract. (2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315. (3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause. (4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made. (5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall- (h) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the- (A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment); (B) Affected contract number and delivery order number, if applicable; (C) Affected contract line item or subline item, if applicable; and (D) Contractor point of contact. (ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer. (6) Interest. (i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in Section 611 of the Contract Disputes Act of 1978 (Public Law 95-563), which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid. (ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract. (iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if- (A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days; (B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or (C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2). (iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment. (v) Amounts shall be due at the earliest of the following dates: (A) The date fixed under this contract. (B) The date of the first written demand for payment, including any demand for payment resulting from a default termination. (vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on- (A) The date on which the designated office receives payment from the Contractor; (B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or (C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor. (vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract. (i) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon: (1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or (2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination. (j) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties. (k) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract. (l) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. 3701, et seq., Contract Work Hours and Safety Standards Act; 41 U.S.C. 51-58, Anti-Kickback Act of 1986; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. 423 relating to procurement integrity. (m) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order: (1) The schedule of supplies/services. (2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause; (3) The clause at 52.212-5. (4) Addenda to this solicitation or contract, including any license agreements for computer software. (5) Solicitation provisions if this is a solicitation. (6) Other paragraphs of this clause. (7) The Standard Form 1449. (8) Other documents, exhibits, and attachments (9) The specification. (n) System for Award Management (SAM). (1) Unless exempted by an addendum to this contract, the Contractor is responsible during performance and through final payment of any contract for the accuracy and completeness of the data within the SAM database, and for any liability resulting from the Government's reliance on inaccurate or incomplete data. To remain registered in the SAM database after the initial registration, the Contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate and complete. Updating information in the SAM does not alter the terms and conditions of this contract and is not a substitute for a properly executed contractual document. (2)(i) If a Contractor has legally changed its business name, "doing b...