R– VHA Veteran Directed Care (VDC) | Request for Information
Notice Type: Sources Sought Notice
Posted Date:
Office Address: Strategic Acquisition Center - Frederick;
Subject: R-- VHA Veteran Directed Care (VDC) | Request for Information
Classification Code: R - Professional, administrative, and management support services
Solicitation Number: 36C10X19Q0129
Contact: Vincent [email protected] Corey Mann [email protected] mailto:[email protected]
Description:
VA Strategic Acquisition Center (
VA Strategic Acquisition Center (
Request for Information
The
DESCRIPTION
The
State and local agencies will provide the Veteran with:
a flexible budget which the Veteran and/or representative can use to purchase home care and other services from family members and others in order to remain at home;
a counselor/planner to assist the Veteran in making decisions; and
financial management services to pay workers/taxes and ensure the Veteran s budget is on target.
Each VAMC will purchase a service package from the local
VHA requires the technical assistance of a Contractor to implement this program in a competent manner. The concept of consumer-directed care is fundamentally different from any VHA experience in health care. The Contractor will evaluate state and local agencies programmatic and financial competence and readiness to implement and support the program. In addition, the Contractor will provide training and technical assistance to VAMCs and Veterans Integrated Service Networks (VISNs) on the concepts and principles of sustainable participant (Veteran) directed services.
DISCLAIMER
This
INTRODUCTION AND PURPOSE OF THE
With this
If your organization has the potential capacity and experience to perform these contract services, please provide the following information:
Organization name, address, email address, Web site address, telephone number, and size, NAICS code, SIN Category and
2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability and experience. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.
The government will evaluate market information to ascertain potential market capacity to:
1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated;
2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements;
3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and
4) provide services under a performance based service acquisition contract.
In addition to discussing your capability statement addressing the DRAFT PWS,--a series of questions regarding capability must be answered.----Please reference question number with each response as follows:
Please explain the company s experience in implementing participant directed home and community based programs Please limit the response to no more than one page.
List the state and local governments you have worked with to implement participant directed programs.---- Include the name of the agency, location and the title of the specific program.
Please explain the company s ability to evaluate financial management services in a participant directed program Please limit the response to no more than one page.
Describe your experience in design and development of community-based services for individuals with traumatic brain injuries.-- Please limit the response to less than one page.
Describe any experience working with
What labor categories are required to provide the deliverables assigned to each task outlined in the Statement of Work within the prescribed period
Provide the socio-economic status of your company.
Provide any
Given the various tasks and scope of the requirement, what NAICS code is most appropriate to this requirement '' In your response, provide supporting details.
Structure of Responses
Contractors should respond to this
The Point of contact (POC) for this
Contract Specialist
Strategic Acquisition Center -
240-215-0697
Contracting Officer
Strategic Acquisition Center -
240-215-1661
Timeframe
04/26/2019- The
05/03/2019-Submission of
DRAFT PERFORMANCE WORK STATEMENT (PWS)
BACKGROUND
VAMCs will partner with state and local agencies to implement this program nationwide. Each VAMC will purchase a service package from the local
A flexible budget which the Veteran and/or representative can use to purchase home care and other services from traditional providers, family members and others in order to remain at home;
A case manager/counselor to assist the Veteran in making decisions; and
Financial management services to pay workers/taxes and ensure the Veteran s budget is on target.
The concept of consumer-directed care is fundamentally different from any VHA experience in health care. For this reason, VHA requires the technical assistance of the Contractor to implement this program in a competent manner. The Contractor shall evaluate state and local agencies for:
Programmatic competence to implement and sustain the program;
Financial competence to implement and sustain the program (e.g., to pay workers, withhold taxes, assist Veterans in budgeting, and maintain financial records);
Readiness to implement; and
Readiness to support the program.
The list of criteria to determine readiness will be provided by the Government. In addition, the Contractor shall provide training and technical assistance to VAMCs and Veteran Integrated Service Networks (VISNs) on the concepts and principles of sustainable participant (Veteran) directed services. Reference Attachment 2 for a graphic representation of the roles and relationships of the various parties involved.
APPLICABLE DOCUMENTS
In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:
44 U.S.C. '' 3541,-- Federal Information Security Management Act (FISMA) of 2002
Federal Information Processing Standards (FIPS) Publication 140-2, Security Requirements For Cryptographic Modules
VA Handbook 6500.6, Contract Security,
SCOPE OF WORK
The Contractor shall:
Provide project management and oversight;
Conduct analysis of state and local agency policies and procedures to determine readiness of each locality to implement the program;
Advise VAMC and GEC staff when state and local agencies have met readiness requirements;
Provide VAMC, GEC, VISN and Region staff with technical assistance on program design and implementation issues; and
Train VAMC and VISN staff on the concepts and principles of sustainable participant (Veteran) directed services.
PERFORMANCE DETAILS
PERFORMANCE PERIOD
The period of performance shall be one 6-month base with two 12-month option periods. Exercise of options lies in the
Any work at the Government site shall not take place on Federal holidays or weekends.
PLACE OF PERFORMANCE
The Contractor Program Analyst shall support this effort at the
TRAVEL
The Government anticipates travel under this effort to perform the tasks associated with the effort, throughout the period of performance.-- Travel shall be in accordance with the FAR 31.205-46 and requires pre-approval by the Contracting Officer s Representative (COR).-- Contractor travel within the local commuting area (50 miles from the above referenced place of performance) will not be reimbursed.
SPECIFIC TASKS AND DELIVERABLES
The Contractor shall provide all tasks and deliverables described within this PWS. All deliverables shall be submitted to the COR, in accordance with the PWS Schedule of Deliverables. Unless otherwise stipulated, written deliverables shall be phrased in plain English. Statistical and other technical terminology shall not be used without providing a glossary of terms.
The Contractor shall assign a Project Manager (CPM) to provide oversight of all contracted efforts. The CPM shall communicate with the COR on all issues related to project outcomes. The CPM shall attend the kickoff meeting in person to discuss the project approach, schedule, milestones, and points of contact.
PROJECT MANAGEMENT PLAN [REQUIRED]
5.1.1 Kickoff meeting:
The CPM shall attend a kickoff meeting at the
Deliverable:
a) Kickoff meeting minutes
5.1.2 Project Management Plan:
The Contractor shall provide a Project Management Plan (PMP) annually with updates as needed. The PMP shall describe the Contractor's plan for completing each task and deliverable. The PMP shall include the task breakdown, risks, quality and technical management approach for each deliverable.
Deliverable:
a) Project Management Plan (PMP)
5.1.3 Monthly Progress Report:
The CPM shall provide the GPM and COR with written Monthly Progress Reports. The report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. The report shall also identify any problems that arose during the preceding month, a statement explaining how the problem was resolved or why it remains unresolved.
Deliverable:
a) Monthly Progress Report
TASK 2 TRAINING [OPTIONAL]
The Contractor shall develop and conduct quarterly training sessions for VISN and VAMC staff as determined by VHA staff on VDC and program sustainability. Training topics formats, and delivery methods shall be coordinated with the Government Program Manager (GPM) and will be conducted virtually. The size of the training group is anticipated to range from 50 to 300 participants with an estimated average of 125 participants per training session. Training topics may include:
Measuring cost savings;
Billing and Invoicing Requirements;
Monthly Service Budgets;
Responsibilities of Agency Counselors; and
Person-Centered Planning.
5.2.1 Develop Web-Based Training Presentation Package:
For each quarterly training session, the Contractor shall develop a presentation to instruct
Deliverables:
a) Training Presentation
5.2.2 Provide Quarterly Training Sessions:
The Contractor shall coordinate with GEC to schedule web-based training sessions and provide instruction. The Contractor shall provide attendees with a survey to evaluate the training content and delivery, and shall tabulate, analyze and report survey results in a Training Evaluation Report to be provided to the COR and PM once per quarter. A review of results shall be conducted with the GEC during weekly meetings. The Contractor shall also provide a list of questions and answers addressed during the weekly call with GEC.
Deliverables:
a) Attendee List, Completed Participant Surveys, and Question and Answer List
b) Training Evaluation Report
TASK 3 READINESS REVIEWS [REQUIRED FOR DELIVERABLE A]
The Government will provide a list of state and local agencies in order of precedence for program implementation. The Contractor shall evaluate the Readiness Review documentation against the readiness criteria provided at Attachment 3 to include program policies, financial management policies and standard operating procedures at each state and local agency in the locations provided. The Contractor shall communicate with the state and local agencies in each location to verify each has the necessary program and financial management elements in place to administer the VDC program. The Contractor shall provide a written report on each agency s capabilities along with recommendation to proceed.
Deliverable:
a) Two Readiness Review Reports per month [Required]
b) Four Optional Readiness Review Reports per month [Optional]
TASK 4 TECHNICAL ASSISTANCE {MIX OF OPTIONAL/REQUIRED}
The Contractor shall consult with the
5.4.1 Technical Assistance to GEC: [A and B OPTIONAL/C REQUIRED]
The Contractor shall consult with VACO and GEC staff about the development and implementation for the consumer-directed model of service delivery at least weekly via e-mail and/or telephone. When exercised by the Government, the contractor shall also maintain a question and response grid of issues that arise. The meeting is anticipated to last for one hour each week. The Contractor shall also provide ad hoc reports on topical issues as requested. Ad hoc reports are anticipated to be generally three pages or less in length.
Deliverables:
a) GEC Ad Hoc Reports - two per year [Optional]
b) Optional GEC Ad Hoc Reports - one per quarter [Optional]
c) GEC Question and Response Issue Grid. [Required]
5.4.2 Task Technical Assistance to VAMCs, VISNs and Regions: [REQUIRED]
The Contractor shall provide technical assistance to Region, VISN and VAMC personnel who are planning to or are currently contracting with VDC agencies. This assistance shall include concepts in:
Participant-direction;
TBI;
Principles for purchasing Veteran-directed services;
Research findings of this model;
Business management of a participant-directed model;
Billing and budget reconciliations; and
General questions.
A question and response grid of issues covered shall be maintained in this area. As exercised, Contractor shall support the following quantities of states (includes
Deliverables:
a) Region, VISN, VAMC Question and Response Issue Grid.
Task 5 VDC Studies and Analyses (OPTIONAL)
The Contractor shall conduct detailed studies and analyses to examine the impact of VA VDC and VA LTSS. The studies and analyses should use both
Deliverables:
VDC Studies and Analyses Work Plan
VDC Studies and Analyses Final Report
VDC Studies and Analyses Briefing Report
DELIVERABLES
All deliverables shall be provided to the COR and PM by the specified date: Close of Business (COB) shall represent
The
PWS
TASK
DESCRIPTION
Quantity
DUE DATE
5.1.1
1
Kick off meeting minutes
1 Each
Base: Due 1 business day after the meeting
5.1.2
1
PMP
1 Each
Base and Options: Due 30 business days after award and updated as needed
5.1.3
1
Monthly Progress Report
1 per Month
Base and Options: Due to COR/PM by COB on the 10th business day of each month
5.2.1
2
Training Presentation
1 per Quarter
Base and Options: Draft due 5 business days in advance of the quarterly training session. Final due 1 business day prior to quarterly training session
5.2.2
2
Attendee List, Completed Participant Surveys, and Question/Answer List
1 per Quarter
Base and Options: Due within 1 business day of completion of the training.
5.2.2
2
Training Evaluation Report
1 per Quarter
Base and Options: Due within 10 business days of completion of training session
5.3
3
Readiness Review Reports
2 per month
Base and Options: Due to COR/PM by COB on the 10th business day of each month
5.3
3
Optional Readiness Review Reports
4 per month
Base and Options: Once exercised, due to COR/PM by COB on the 10th business day of each month.
5.4.1
4
GEC Ad Hoc Reports
2 per year
Base and Options: Due within five business days of each request
5.4.1
4
Optional GEC Ad Hoc Reports
1 per quarter
Base and Options: Once exercised, due within five business days of each request.
5.4.1
4
Optional GEC Question and Response Issue Grid
1 per Month
Base and Options: Once exercised, due to COR/PM by COB on the 10th business day of each month
5.4.2
4
Optional VAMCs, VISNs and Regions Question and Response Issue Grid
1 per Month
Base and Options: Once exercised, due to COR/PM by COB on the 10th business day of each month
5.5
5
VDC Studies and Analyses Work Plan
1 Each
Base and Options: Once exercised, due to COR/PM by COB on the 15 business days after exercised
5.5
5
VDC Studies and Analyses Final Report
1 Each
Base and Options: Once exercised, due to COR/PM by COB on the 10 business days prior to the end of the contract year
5.5
5
VDC Studies and Analyses Briefing Report
1 Each
Base and Options: Once exercised, due to COR/PM by COB on the 10 business days prior to the end of the contract year
METHOD AND DISTRIBUTION OF DELIVERABLES
The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010,
GENERAL REQUIREMENTS
KEY PERSONNEL
Skilled experienced professional and technical personnel are essential for accomplishing the required tasks. These individuals are defined as key personnel and are those persons whose biographies shall be submitted and marked by the Contractor as key personnel. Substitutions shall only be accepted if in compliance with substitution of key personnel provision identified below.
Project Lead
Project Manager
Program Analyst
The Contracting Officer (CO) may notify the Contractor and request immediate removal of any personnel assigned to the contract by the Contractor that are deemed to have a conflict of interest with the Government or if the performance is deemed to be unsatisfactory. Employment and staffing difficulties shall not be justification for failure to meet established schedules.
SUBSTITUTION OF KEY PERSONNEL
Any personnel the Contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that are being replaced. The Contractor shall submit a complete r-'sum-- for the proposed substitute and any other information requested by the CO needed to approve the proposed substitution. Requests for substitution or replacement shall be made within a reasonable timeframe (i.e., 14 business days for a non-emergency replacement). The COR and the CO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. New personnel shall not commence work until all necessary security requirements have been fulfilled and biographies accepted.
CONTRACTOR PERSONNEL REQUIREMENTS
The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the PWS.
All Contractor personnel shall demonstrate knowledge of LTSS. In addition, all personnel shall also meet the specific criteria specified below:
Knowledge of HCBS design, organization, eligibility and financing;
Specific knowledge of self-directed program design and operations;
Proposed relevant personnel shall also meet the following criteria:
Expert knowledge of financial management for HCBS and self-directed services demonstrated through a biography capturing a minimum of six years of experience similar to that described in section 5 above; and
Expert knowledge in education/training demonstrated through a biography capturing or identifying a minimum of three years of experience similar to that described in section 5 above.
Program Analyst
In addition to the specific knowledge listed above, a master s degree in any of the following: Health Profession, Business or Social Science is preferred. Personnel filling the Program Analyst position shall have three years of progressively responsible analytical, administrative, clinical management, or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Examples of related experience can include any combination of the following:
Conducting data analyses, designing studies, and managing data;
Knowledge of the complexities of a regional health care delivery system;
Developing, reviewing, and evaluating reports and correspondence;
Developing and delivering presentations using visuals and graphics;
Conducting meetings with high level officials.
Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of:
The missions, organizations, programs, and requirements of health care delivery systems;
The regulations and standards of various regulatory and credentialing groups; and
Government- wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement.
In addition, the Program Analysis must:
Be able to conduct data analysis, manage databases, and represent data visually/graphically;
Have knowledge of the principles and practices of health care management, operations, and programs; and
Be able to communicate effectively with people from various backgrounds.
In addition to the specific knowledge listed above (PWS Section 7.3), the CPM shall have demonstrated experience as outlined below:
He/she shall have a master s degree in any of the following: Health Profession, Business or Social Science; and five to seven years experience planning and managing projects, organization-wide programs or initiatives. In lieu of master s degree, a Bachelor of Art (BA) degree in any of these areas and 12 years experience in the management functions/systems listed and experience in managing self-directed home care programs at a state or national level is required. The CPM shall have knowledge and experience developing project plans business cases, project charters, requirements, risks assessments, communication plans, change management plans, and quality control plans. The CPM shall have knowledge and experience preparing and conducting presentations for employees and management officials at all levels on the project status, deliverables, milestones, accomplishments, risks, and improvement strategies. The CPM shall have knowledge and experience with project life-cycle monitoring, cost and benefits analysis, and tracking tools such as
Contractor Project Lead (CPL)
The Project Lead shall have a master s degree in any of the following: Health Profession, Business or Social Science; and seven to ten years experience planning and managing projects, organization-wide programs or initiatives. In lieu of master s degree, a Bachelor of Art (BA) degree in any of these areas and 15 years experience in the management function/systems is required. The CPL shall have knowledge and experience interpreting and applying PMBOK principles and tools. The CPL shall have extensive knowledge and experience developing project plans business cases, project charters, requirements, risks assessments, communication plans, change management plans, and quality control plans. The CPL shall have expert knowledge and experience preparing and conducting presentations for employees and management officials at all levels on the project status, deliverables, milestones, accomplishments, risks, and improvement strategies. The CPL shall have knowledge and experience with project life-cycle monitoring, cost and benefits analysis, and tracking tools such as
CHANGES TO THE PWS
Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.
GOVERNMENT AND
a. COR shall provide the Contractor with copies of documents that
b. The Contractor shall request other
The Contractor shall maintain frequent communications with the Program Office and the COR to conduct work in progress reviews. Progress reports shall be delivered electronically to the COR, with an electronic courtesy copy to the Program Office.
PERFORMANCE METRICS
The table below defines the Performance Standards and Acceptable Performance Levels (APL) for tasks associated with this effort.
Quality Standards for Deliverables - Performance Measures:
Performance Objective
Performance Standard
Acceptable Performance
Level
Task One: Project
Management Plan (PMP) and Monthly Progress Report, PWS Sections 5.1.2 and 5.4.3
The PMP shall be timely, comprehensive, thoughtful, and relevant. The PMP shall be completed within
30 calendar days of contract award.
Monthly Progress reports will be completed and delivered by the 10th of the month or the next business day following the 10th day of the month if the 10th falls on a holiday or weekend.
95% of the document is completed without errors and on time 100%
Two or fewer errors or omissions in the reports and on time 100%
Task Two: Training, PWS Section 5.2
Training materials are submitted on time, accurate, complete and comprehensive.
Training surveys demonstrate quality and participant satisfaction. Minimum of one training administered each quarter, beginning in the second quarter following award. Trainings shall be developed as needed.
Two or fewer instances of errors or omissions and on time 100%
85% participant satisfaction rate and on time 95%
70% submission of complete surveys from each training session
Task Three: Readiness
Review, PWS Section 5.3
Readiness reviews will be completed for all new VD- HCBS sites. Reviews will be completed by the Contractor within 14 business days of submission of the final draft by site.
Accurate, complete (addressing 100% of the required readiness criteria provided on Attachment 3) and comprehensive reviews and recommendations 95% on time 100%
Task Four: Technical
Assistance, PWS Section 5.4
Technical assistance is provided in a timely manner and includes delivery of products developed by the Contractor in line with a schedule agreed upon by VACO and the Contractor.
Two or fewer errors or omissions on the printed reports and on time 100%
Personnel are available for consultations within 24 hours of meeting request 90% of the time
Task Five: VDC Studies and Analyses
Work plan, Final Report and Briefing Report are provided in a timely manner and includes delivery of products developed by the Contractor in line with a schedule agreed upon by VACO and the Contractor.
Two or fewer errors or omissions on the printed work plan and reports and on time 100%
POSITION/TASK RISK DESIGNATION LEVEL(S) AND CONTRACTOR PERSONNEL SECURITY REQUIREMENTS
Position/task risk designation level(s):
Position Sensitivity
Background Investigation (in accordance with
Low
National Agency Check with Written Inquiries (NACI) A NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII),
Moderate
Moderate Background Investigation (MBI) A MBI is conducted by OPM and covers a 5-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII),
High
Background Investigation (BI) A BI is conducted by OPM and covers a 10-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII),
The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the Performance Work Statement are:
Position Sensitivity and Background Investigation Requirements
Task Number
Low/NACI
Moderate/MBI
High/BI
5.1
5.2
5.3
5.4
5.5
The tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working.
VA Information and Information System Security/Privacy Requirements
The certification and accreditation requirements do not apply, and a Security Accreditation Package is not required.
A. General
All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and
B. Access to VA Information and VA Information Systems
All Contractors and subcontractors working with VA Sensitive Information are subject to the same investigative requirements as those of regular
Contractor personnel not accessing
Contractor personnel with limited and intermittent access to equipment connected to networks on which no
Contractor personnel with limited and intermittent access to equipment connected to networks on which limited
C. VA Information Custodial Requirements
Prior to termination or completion of this contract, Contractor will not destroy information received from
The Contractor shall not make copies of
The Contractor shall not use technologies banned in
D. Physical Security
If--the contract requires taking
E. Training
All Contractor and subcontractor personnel requiring access to
Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to
Successfully complete VA Information Security Awareness training and annual refresher training as required.
Successfully complete VA Privacy Awareness training and annual refresher training as required.
Successfully complete any additional Information Security or Privacy training as required for
The Contractor shall provide to the COR a copy of the training certificates for each applicable employee within one week of the initiation of the contract and annually thereafter, as required. These online courses are located at https:/EES-Learning.net.
Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed.
F. Contractor Personnel Security
All contract employees who require access to the
The level of background security investigation will be in accordance with VA Directive 0710 dated
G. Background Investigation
The contract employee level of background investigation required for this effort is: NACI.
H. Contractor Responsibilities
1. The Contractor shall bear the expense of obtaining background investigations or reciprocals of previous investigations held that meet or exceed the required investigation level. The cost of the background investigations is as follows: Low Risk (NACI)
2. Immediately after contract or task order award, the Contractor must submit the completed Attachment 4 form (VBA Contractor Background Investigation Request Worksheet) to the COR to begin the background investigation process for all contract employees working on the contract, who will have access to
3. The Contractor and Contractor point of contact (POC) will receive an email notification from SIC identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. Reminder notifications will be sent if the complete package is not submitted by the due date.
4. The Contractor shall prescreen all personnel who require access to
5. Contractors who have a current favorable background investigation conducted by OPM or
6. Contract performance shall not commence before SIC confirmation that it has received the Contractor s investigative documents, that they are complete, and that the investigation information has been released to OPM for scheduling of the background investigation. Once the Contractor s background investigation has been released to OPM for scheduling of the background investigation or the SIC has confirmed that the verified investigation will be reciprocated, contract performance may commence. The COR will notify and forward the Contractor a copy of the Certificate of Eligibility (form 4236) when the investigation has been favorably completed and adjudicated. The Contractor, if notified of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.
7. If the security clearance investigation is not completed prior to the start date of the contract, the contract employee may work on the contract with an initiated status while the security clearance is being processed. However, the Contractor shall be responsible for the actions of those contract and subcontract employees they provide to perform work for
8. Should the Contractor use a offeror other than OPM or DSS to conduct investigations, the investigative company must be certified by OPM/DSS to conduct Contractor investigations. The Offeror Cage Code number must be provided to the VA SIC, which will verify the information and conclude whether access to the Government s site(s) and/or VA LAN systems can be.
9. The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or the
I. Government Responsibilities
1. After the VR&E COR and EDU COR have received Attachment 4 form(s) from the Contractor, SIC will send an e-mail notification to the Contractor and their POC identifying the website link that includes detailed instructions regarding completion of the background clearance application process and what level of background was requested. SIC will also send reminder notifications to the Contractor and their POC if the complete package is not submitted by the due date.
2. Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation. If the investigative documents are not complete, SIC will return the package to the Contractor with corrective instructions.
*-
3.
4. The COR will notify and forward the Contractor a copy of the Certificate of Eligibility (form 4236) when the investigation has been favorably completed and adjudicated. The VR&E COR and EDU COR will also notify the Contractor of an unfavorable adjudication by the Government.
J. Security Incident Investigation
a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to
b. To the extent known by the Contractor/subcontractor, the Contractor/subcontractor s notice to
c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.
d. In instances of theft or break-in or other criminal activity, the Contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The Contractor, its employees, and its subcontractors and their employees shall cooperate with
K. Liquidated Damages for Data Breach
a. Consistent with the requirements of 38 U.S.C. --5725, a contract may require access to sensitive personal information. If so, the Contractor is liable to
b. The Contractor/subcontractor shall provide notice to
c. Each risk analysis shall address all relevant information concerning the data breach, including the following:
(1) Nature of the event (loss, theft, unauthorized access);
(2) Description of the event, including:
(a) Date of occurrence;
(b) Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;
(3) Number of individuals affected or potentially affected;
(4) Names of individuals or groups affected or potentially affected;
(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;
(6) Amount of time the data has been out of
(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);
(8) Known misuses of data containing sensitive personal information, if any;
(9) Assessment of the potential harm to the affected individuals;
(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and
(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.
d. Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to the
(1) Notification;
(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;
(3) Data breach analysis;
(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;
(5) One year of identity theft insurance with
(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.
L. Security Controls Compliance Testing
On a periodic basis,
FACILITY/RESOURCE PROVISIONS
The Government will provide office space, telephone service and system access for the program analyst authorized to work at a Government location. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.
Attachment 1: VAMCs with Established VDC Programs
Attachment 2: Graphic Representation of Roles and Relationships
Attachment 3: Readiness Criteria
Attachment 4: VBA Contractor Background Investigation Request Worksheet
GOVERNMENT FURNISHED EQUIPMENT/ MATERIALS/ FACILITIES/ INFORMATION
In support of contractor activities while remotely working, VHA will provide or secure: a laptop computer, an iPhone/cell phone, and necessary permissions to access
Link/URL: https://www.fbo.gov/spg/VA/AFMLOVASS/VASSMD/36C10X19Q0129/listing.html
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