Q201--MO RAC Lewiston-Moscow ID 9/1/2021 - 8/31/2026

SOURCES SOUGHT This is a Sources Sought Synopsis (SSS) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Readjustment Counseling Services. Potential Contractors are invited to provide a response via e-mail to Contract Specialist at contact@example.gov by Friday, July 22, 2021 12:00 pm (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued. BACKGROUND: The Walla Walla Vet Center, Walla Walla, Washington 99362, has a requirement for a Contractor to provide Readjustment Counseling Services in Lewiston-Moscow, ID. Please see draft Performance Work Statement for requirements. NAICS: 624190, Other Individual and Family Services Interested potential Contractors please provide the following. 1) Company Name, address, point of contact, phone number, email address, and DUNS Please indicate business size: Small Disadvantage Business (SDB)____ 8(a)____ Historically Underutilized Business Zone (HUBZone)____ Service-Disabled Veteran-Owned Small Business (SDVOSB)____ Veteran-Owned Small Business (VOSB)_____ Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____ Women-Owned Small Business concerns (WOSB)_____ Small Business_____ Large Business_____ Federal Supply Schedule______ 2) Please submit a brief capability statement (maximum two pages) with enough information to demonstrate to the Veterans Affairs that you have the resources, personnel, and qualifications as required in the Draft Performance Work Statement to provide the required housing placement services. **Draft Performance Work Statement PERFORMANCE WORK STATEMENT FOR HOUSING PLACEMENT CONTRACT 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). These services are performed for the Readjustment Counseling Services, Vet Center located at 1104 West Poplar, Walla Walla, WA 99362. The contractor shall provide services in the cities of Lewiston, Idaho and Moscow, Idaho. The Contractor must 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 authorized the Department of Veteran Affairs (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. ELIGIBLITY FOR CONTRACTED READJUSTMENT COUNSELING SERVICES A. Eligibility will be determined by the Vet Center staff in accordance with Vet Center policy. B. 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). C. In an emergency, if clinically determined that a crisis exists that requires immediate readjustment counseling services are necessary, the contractor shall immediately contact the Director/Contracting Officer s Representative (COR) to provide presumptive eligibility and authorization for services via phone. In such cases, the Director/COR will inform the veteran that if eligibility is not substantiated, the veteran may be billed for the counseling services. D. Bereavement services for parents, spouses, 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. E. Veterans possessing a Dishonorable Discharge are not eligible for services provided under this contract. F. Sexual trauma/harassment regarding veterans of both sexes is not covered by this contract. 4. DESCRIPTION OF THE SUBJECT WORK A. 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. B. Readjustment counseling, for purposes of this contract, is counseling provided by licensed mental health providers; clinical social workers, psychologists, 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. C. 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: 1. Exposure to combat-related war trauma. 2. Exposure to other aspects of war zone stress. 3. Post-traumatic stress disorder (as defined by the current DSM) or other war-related social and psychological difficulties. 4. Stressor unique to military duty for eligible veterans. 5. Psychological concern over a possible service-connected condition. 6. Substance abuse connected with military duty and/or post-war homecoming and readjustment. 7. Difficult post-war experiences, including disrupted homecoming and unsuccessful re-entry into civilian roles. 8. Concern over possible Agent Orange, biological or chemical agent exposure, or ramifications thereof. 9. Generalized alienation from society manifested by lack of expectable familial, education, or vocational activities. 10. Psychosocial difficulties related to type of military discharge for other than a dishonorable discharge. D. 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. E. 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 COR for assistance in facilitating referrals to VA medical providers. 5. GEOGRAPHICAL LOCATION/FACILITY OF ELIGIBLE SERVICE PROVIDERS A. Contractor and service providers submitting offers in response to this Request for Proposal (RFP) shall by physically located within the geographic boundaries/county for which the contract services will be provided. 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). The contractor/service providers shall be located in, have a facility/office in, and provide services in Lewiston, Idaho, and surrounding area. B. It is the responsibility of the Contractor to properly maintain its facility/facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must: 1. Be in compliance with existing standards of Federal, State, and local safety and fire codes. 2. Be equipped with operational air conditioning/heating systems. 3. Be kept clean and free of dirt, grime, mold, or other hazardous substances and damaged item(s) that noticeably detract from the overall appearance. 4. Be handicapped accessible. 6. PROCEDURE FOR SERVICE INITIATION A. 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 specifically authorized by referring Vet Center or RCS RMs or designees. B. 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. C. 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 Veteran Affairs. D. After eligibility has been verified and the need for readjustment counseling clinically established, the Vet Center Director/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. 7. REFERRALS FOR CONTRACT COUNSELING SERVICES A. Prior to making a referral to the contract provider, the veteran must be interviewed by the Vet Center Director/COR, or designee. B. 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 Director/COR, as the latter will assume responsibility for monitoring the case once the referral to the contract provider is made. C. The Contractor is not authorized and is prohibited from performing community outreach. D. Contract readjustment counseling includes the same mix of social and psychological services as provided at Vet Centers, with the exception of community outreach, which the Contractor is not authorized and is prohibited from performing. E. The scope of work does not have the provision for general mental health services. F. Contract readjustment counseling may include social services and/or psychotherapy, 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. G. Specifically, the difficulties which comprise war-related readjustment difficulties referable to a contract provider are the following: 1. Psychosocial problems related to exposure to war trauma. 2. Psychosocial problems related to other stressful experiences of military duty in a war zone. 3. Psychosocial problems related to post-war adjustment to civilian family and work roles. 4. Psychosocial problems related to type of military discharge. 5. Psychosocial problems related to substance abuse clinically associated with military duty or post-military readjustment. 6. Psychosocial problems related to post-war homecoming experiences. 7. Psychosocial concern over possible exposure to chemical and/or biological agents in the war zone. 8. Generalized alienation from society related to interruptions in the normal post-war readjustment process. H. 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. 8. REFERRAL 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. A. 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. B. Group counseling will 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 contract provider to be reimbursed for the group counseling session. Exceptions to this may be granted by the Vet Center Director/COR when clinically indicated. C. 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. D. 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: 1. All initial referrals to a contract provider will be for up to three (3) visits for clinical assessment and brief counseling. The Director/COR will specify on VA Form 10-5565B one, two, or three visits and the type of counseling to be provided (individual). 2. 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. 3. If additional visits are required upon completion of the three (3) initial visits, the Contractor shall submit a counseling plan documenting the need for continuing readjustment counseling to the Vet Center Director/COR. The Contractor will ensure a DD214 is provided by the veteran and sent to the Vet Center Director/COR for verification. The Contractor must maintain a copy in the client s file. a. After reviewing the plan, the Director/COR may authorize the veteran for a block of up to 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. b. In an emergency situation and/or veteran crisis, additional visits may be authorized over the phone by the Director/COR. The contract provider updated counseling plan may be presented to the COR orally, but must be documented in the veteran s file and followed with a written copy within 48 hours. c. Effective management of case progress and available funding requires that the Director/COR 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. d. The initial written counseling plan will be presented to the Director/COR no later than five (5) working days from the completion of the third initial visit. This plan shall be documented in the veteran s record by the Director/COR and contract provider. e. 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 Director/COR before subsequent client visits are authorized for the upcoming quarter. f. While up to one (1) visit per week is usually authorized, the Director/COR is under no obligation to authorize that frequency. (1) Frequency of visits of less than one (1) 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 Director/COR to ensure that such frequency is obtained when indicated. (2) Visits of twice per week may be permitted in exceptional cases when authorized by the COR on the basis of clinical assessment. g. 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 on one (1) per week or less. 4. Significant Others, defined as members of the Veteran s immediate family, legal guardian, or individual with whom the Veteran lives or certifies an intention to live, may be seen conjointly with a Veteran in couple or family counseling by the contract service provider. a. This will be limited to counseling for problems which have a distinct relationship to the Veteran s readjustment from military duty. b. For couple or family counseling, billing and reimbursement will be at the established per session rate as specified in the contract. c. Significant others may be seen without the Veteran present only when clinically required as an integral part of couple of family counseling. Such visits by significant others without the Veteran present, however, are limited to one (1) visit per 10 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 Director/COR. 5. As stipulated in the scope of work, there is a provision which limits eligibility for readjustment counseling through a contract provider to one (1) year from the time of the veteran s first visit. a. 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 one (1) year. b. This provision should not be implemented in an arbitrary manner, nor should it be applied in isolation from other indicators for clinical case progress. c. In most cases, authorization beyond one (1) year should be short-term extensions designed to facilitate completing services or appropriate referral. d. Determination for extension of eligibility for contract services beyond one (1) year will be determined by a clinical report and plan submitted by the Contractor that will be reviewed by the Director/COR and approved by the RM or designee. e. To determine and approve a veteran for an extension, the following procedures will be followed: (1) The contract provider will submit a request with a report plan with clinical significance of need for additional services beyond one (1) year. This is not an authorization for service, but report of further readjustment counseling need. (2) The Vet Center Director/COR 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. (3) If there is clinical indication for continuing readjustment counseling beyond one (1) year, the Vet Center Director /COR must consult with the RCS RM or designee prior to authorizing continuing visits. (4) All requests for readjustment counseling beyond one (1) year, for more than brief transitioning purposes, must be reviewed and approved by the RCS RM or designee and documented in the veteran s clinical record. 6. 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. E. Deliverables 1. Psychological Assessment a. 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 form the COR. (1) 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. (2) 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. (3) Pre-military to include family of origin, school involvement, substance abuse, acting out, legal problems, trauma. (4) Military history to include (pre/during/post deployment) adjustment, draft or volunteer, disciplinary actions, duties, injuries, disabilities, trauma, homecoming. (5) Post-military history to include social/interpersonal functioning, schools, jobs, marriages, children, etc. (6) Observations to include appearance, behavior, speech, affect, and mood. (7) 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. (8) Critical issues to include assessment of suicidal/homicidal ideation, history of, and the need for, intervention. (9) Plan to include specific actions/steps to be pursued by counselor, referral, consultation, length of treatment anticipated. (10) Completion Shall include counselor s signature, date, signature of the reviewing person (clinical coordinator), and the date reviewed. 2. Treatment Plans a. Treatment plans content shall contain the following data/information: (1) Specific actions/steps to be pursued by the counselor. (2) Problems to be addressed. (3) Identification of goals for therapy. (4) Type of counseling or therapy recommended. (5) Anticipated duration of counseling or therapy. (6) Counselor s signature and date. 3. The government may provide these forms. 9. RECORD KEEPING A. The Director/COR will define the exact counseling record information to be included by the contract provider upon each veteran counseling session(s). 1. 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 client s original signature will be attached to the monthly bill/invoice submitted to the Director/COR. 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: a. Name of client/veteran. b. Name of the counselor, professional degree, and title. c. Date of service. d. Length of treatment. e. Treatment modality (Individual, Family, or Group). f. 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. B. 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 HIPAA 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. 1. Contractors and all who are authorized to provide services shall register, attend, and provide a completion certificate for the following courses: a. VA Privacy and Information Security Awareness and Rules of Behavior. b. Privacy and HIPAA Focused Training. *All training is available via the VA Talent Management System (TMS) at https://www.tms.va.gov. C. Counseling records are considered the property of the VA. Within one (1) 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 RM of the Vet Center to determine to which Vet Center the folder should be sent. D. The same procedures will apply when the contract between the VA and the Contractor terminates, expires, or is not renewed. 10. CONTRACT MONITORING AND OVERSIGHT MANAGEMENT A. Quality control and administrative oversight of the overall contract agreement and basic processes of contract operations are the primary responsibilities of the Vet Center Director/COR. B. 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. C. Site visits will be conducted on at least an annual basis to the facilities of all contract providers by the Director/COR and/or RCS RM or designee, or other Government employees designated by the Contracting Officer (CO) and will include, but shall not be limited to, evaluation verification of the following: 1. Actual performance versus scheduled and reported performance regarding the number and type of visits provided and the amount billed. 2. Changes in technical performance which may affect financial status, personnel assigned to the contract, over-extension of resources, etc. 3. The numbers of employees charged to the contract are actually performing work under the contract. D. Site visits will be conducted in accordance with program standards and in compliance with monitoring guidelines developed and approved by VA Central Office. E. Quality Assurance Surveillance Plan (QASP) The QASP (see section D) shall be used to monitor performance and quality of all services provided under this contract. 11. PERIOD OF PERFORMANCE A. The contract period of performance is 5 years. B. In renewing existing contracts, the CO 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 Director/COR. C. The Director/COR 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. D. If readjustment counseling beyond the contract period is indicated, and if the contract is not renewed, the Contractor shall make appropriate referrals 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. E. 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. All payment for work under this contract beyond September 30th of each year will be contingent on the availability of funds. Therefore, no work shall take place after that date unless specifically authorized in writing by the CO. F. The Government will be the sole judge as to whether a contract will be renewed, based on the determination of need. The VA reserves the right to allow this contract to expire and to issue a new RFP if determined to be in the best interest of the Government. 12. INVOICE PROCEDURES A. 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. B. Reimbursement for veteran s travel in connection with contract readjustment is not authorized. C. 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 will be deemed a single visit regardless of length beyond 90 minutes. D. 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 Vet Center Director/COR who initially authorized the provision of services. 1. All invoices shall be submitted monthly, in arrears. 2. Invoices shall be electronically submitted to Austin and the original veteran service verification and duplicate copy of invoices mailed to the Director/COR for billing verification and accounting. E. 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: 1. Contract number (and purchase order number, if applicable); 2. Vet Center or Station Number of Referring Unit; 3. VIF/Client number; 4. Number of both individual visits and group visits; 5. Total number of individual visits; 6. Total number of group visits; 7. Basic contract rate (per type of counseling provided and per type of ...