Sources Sought Notice – Q– LCSWs for Mobile Crisis Management Team
Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: Q-- LCSWs for Mobile Crisis Management Team
Classification Code: Q - Medical services
Solicitation Number: VA26117Q0454
Contact:
Setaside: N/AN/A
Place of Performance (address):
Place of Performance (zipcode): 95655
Place of Performance Country:
Description:
THIS IS A SOURCES SOUGHT NOTICE
(a) This Sources Sought announcement is issued to collect source information and further market research to make an appropriate proposed acquisition decision.
(b) The announcement is neither a solicitation announcement nor a request for proposal or quote.
(c) The government is not obligated nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request.
(d) This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a specific acquisition approach.
(e) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Information received which is marked with a statement, such as proprietary or confidential, intended to restrict distribution will not be distributed outside of the Government, except as required by law.
(f) Include any contract vehicle information your firm has available to the
(g) Contractors shall complete the Price-Cost Schedule for the purpose of market research.
(h) All responses are due by email on or before
Responsible sources are encouraged to submit a response to this notice which includes, at a minimum, the following information.
Company name
Company Mailing Address
Points of contact, including email address and fax number
Socio-Economic standing. i.e., Small/large business, HUBzone, Woman-owned, Service Disabled Veteran-Owned Business, Veteran Owned, Section 8(a), etc. as it relates to NAICS code 621112
Any additional information and/or comments.
Veterans First Contracting Program and the VA Rule of Two (Kingdomware v.
A.1 PRICE/COST SCHEDULE
ITEM INFORMATION
Description of Supplies/Services
Quantity
Price
Total Amount
Base Period of Performance
130
260 each year
260 each year
260 each year
260 each year
Period of Performance:
Base Period of Performance:
Year 1:
Year 2:
Year 3:
Year 4:
Delivery shall be to:
The contractor shall provide licensed independent mental health professionals for
Offerors shall be registered in the System for Award Management (SAM) prior to award. Registration information is located at www.sam.gov.
PERFORMANCE WORK STATEMENT
MOBILE CRISIS TEAM REQUIREMENTS
GENERAL
1.1 Service Provided: The Contractor shall provide a mobile crisis team to be available on an as-needed basis. This team will consist of
1.2 Authority: Title 38
1.3 Policy/Handbooks - the contractor shall be subject to the following policies, including any subsequent updates during the period of performance:
VHA Directive 1605.1: Privacy and Release of Information https://www.va.gov/vhapublications/ViewPublication.asp pub_ID=3233
VA Directive 1663:
VHA Directive 2006-041: Veterans Health Care Service Standards (expired but still in effect pending revision) https://www.va.gov/vhapublications/ViewPublication.asp pub_ID=1443
VHA Handbook 1100.17: National Practitioner Data Bank Reports - http://www1.va.gov/vhapublications/ViewPublication.asp pub_ID=2135
VHA Handbook 1100.18 Reporting and Responding to State Licensing Boards - http://www1.va.gov/vhapublications/ViewPublication.asp pub_ID=1364
VHA Handbook 1100.19 Credentialing and Privileging - http://www.va.gov/vhapublications/ViewPublication.asp pub_ID=2910
VHA Handbook 1907.01 Health Information Management and Health Records: https://www.va.gov/vhapublications/ViewPublication.asp pub_ID=3088
Privacy Act of 1974 (5 U.S.C. 552a) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm
1.3 Definitions/Acronyms- Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.
AOD: Admitting Officer of the Day
BLS: Basic Life Support
CEU: Certified Education Unit
CME: Continuing Medical Education
CMS:
Contracting Officer (CO): The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.
Contracting Officer s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.
COS: Chief of Staff
Credentialing: Credentialing is the systematic process of screening and evaluating qualification and other credentials, including licensure, required education, relevant training and experience and current competence and health status.
DEA:
ED:
FSMB:
HHS:
HICPAC:
HIPAA: Health Insurance Portability and Accountability Act
ISO: Information Security Officer
LCSW: Licensed Clinical Social Worker
MH: Mental Health
National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The
OIG:
NPPES: National Plan and Provider Enumeration System
POP: Period of Performance
PPD: Purified Protein Derivative
PWS: Performance Work Statement
Privileging (Clinical Privileging): Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual s license, based upon the individual s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific.
QASP: Quality Assurance Surveillance Plan
VAAR: VA Acquisition Regulation
VANCHCS : Unless identified with the name of a different
2 QUALIFICATIONS:
2.1 Staff/Facility
2.1.1 License: Contract LCSW(s) assigned by the Contractor to perform the services covered by this contract shall have a current license. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. Contract LCSW(s) who have current, full and unrestricted licenses in one or more states, but who have, or ever had, a license restricted, suspended, revoked, voluntarily revoked, voluntarily surrendered pending action or denied upon application will not be considered for the purposes of this contract.
2.1.2 Board Certification: All contracts LCSW s may be board certified by the
2.1.3 Credentialing and Privileging: Credentialing and privileging is to be done in accordance with the provisions of VHA Handbook 1100.19 referenced above. The Contractor is responsible to ensure that proposed LCSW(s) possess the requisite credentials enabling the granting of privileges. No services shall be provided by any contract LCSW(s) prior to obtaining approval by the
2.1.3.1 If a contract LCSW(s) are not credentialed and privileged or has credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.
2.1.4 Technical Proficiency: Contract LCSW(s) shall be technically proficient in the skills necessary to fulfill the government s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all contract LCSW(s) and contract LCSW(s) shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior.
2.1.5 Continuing Medical Education (CME)/ Certified Education Unit (CEU) Requirements: Contractor shall provide the MH Service s designated Program Support Assistant with copies of current CMEs as required or requested by the VANCHCS Contract LCSW(s) registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current. Contractor shall report CME hours to the credentials office for tracking. These documents are required for both privileging and re-privileging. Failure to provide shall result in loss of privileges for contract LCSW(s).
2.1.6 Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for LCSWs within five (5) calendar days after contract award and prior to the first duty shift to the MH Service s designated Program Support Assistant and Contracting Officer. Tests shall be current within the past year.
2.1.6.1 TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract LCSW(s). A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.
2.1.6.2. RUBELLA TESTING: Contractor shall provide proof of immunization for all contract LCSW(s) for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the MH Service s designated Program Support Assistant.
2.1.6.3. VARICELLA (CHICKEN POX) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with Varivax (Chicken Pox).
2.1.6.4. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS: Contractor shall provide generic self-study training for all contract LCSW(s); provide their own Hepatitis B vaccination series at no cost to the
2.1.7. National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The
2.1.8 DEA (as required) - Contractor shall provide copy of current DEA certificate.
2.1.9 Conflict of Interest: The Contractor and all contract LCSW(s) are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VA Acquisition Regulation (VAAR) provision 852.209-70 Organizational Conflicts of Interest (
2.1.10.1 The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security,
2.1.10.2 While performing services for the
2.1.10.3 If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the
2.1.10.4 This certification concerns a matter within the jurisdiction of an agency of
2.1.10.5 The Contractor agrees to obtain a similar certification from its subcontractors. The certification shall be made as part of the offerors response to the Request for Proposal (RFP) using the subject attachment in Section D of the solicitation document.
2.1.11.1 Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed contract LCSW(s) are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.
2.1.11.2 By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer/bid was signed.
2.2 Clinical/Professional Direction: The qualifications of Contractor personnel are subject to review by VANCHCS Chief of Staff or his/her clinical designee and approval by the
2.3 Non Personal Healthcare Services: The parties agree that the Contractor and all contract LCSW(s) shall not be considered
2.4 Inherent Government Functions: Contractor and Contract LCSW(s) shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.
2.5 No Employee status: The Contractor shall be responsible for protecting Contract LCSW(s) furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:
2.5.1 Workers compensation
2.5.2 Professional liability insurance
2.5.3 Health examinations
2.5.4 Income tax withholding, and
2.5.5 Social security payments.
2.6 Tort Liability: The Federal Tort Claims Act does not cover Contractor or contract LCSW(s). When a Contractor or contract LCSW has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor s (or contract LCSW(s)) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.
2.7 Key Personnel:
2.7.1 Due to the contractor being on-call and not knowing when patients will come in requiring the service, the VA Full Time Equivalency (FTE) for the services approximately required is approximately 0.25 VA FTE. FTE is defined by
2.8 Emergency Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions.
2.8.1 The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.
2.8.2 For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive work days or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.
2.8.3 The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the VA COS or designee show documented clinical problems or continual unprofessional behavior/actions with any contract LCSW (s), s/he may request, without cause, immediate replacement of said contract LCSW(s).
2.8.4 The CO and COR shall deal with issues raised concerning Contract LCSW(s) conduct. The final arbiter on questions of acceptability is the CO.
2.9 Contingency Plan: Because continuity of care is an essential part of VANCHCS s medical services, The Contractor shall have a contingency plan in place to be utilized if the contract LCSW leaves Contractor s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.
3.0 HOURS OF OPERATION
3.1 VA Business Hours: Monday through Friday, 0800-4:30pm
3.2 Work Schedule: LCSW have to be available 40 Hours per week, Monday through Friday,
3.3 Federal Holidays: The following holidays are observed by the
Christmas
Any day specifically declared by the President of
3.5 Vacation Leave/Absences: Vacation, leave, or absences shall be paid and responsibility of the contractor. Contract LCSW(s) shall coordinate leave/absences with the
3.5.1 Monitoring Procedures: The established productivity standards used for all VANCHCS LCSW(s) shall be used to monitor all Contractor employees. A copy of these standards can be obtained from the appropriate MH staff personnel.
3.6. Cancellations: Unless a state of emergency has been declared or clinics are otherwise cancelled by the VANCHCS, the Contractor shall be responsible for providing services.
4.0 CONTRACTOR RESPONSIBILITIES
4.1 Clinical Personnel Required: The Contractor shall provide Licensed Clinical Social Worker(s) who are competent, qualified per this performance work statement and adequately trained to perform assigned duties.
4.1.1 Contract LCSW(s) shall be responsible for signing in and out when in attendance. Time sheets will be used by the COR to confirm hours/day and services provided against the contractor s invoices.
4.1.2 Contractor employees will maintain a neat personal appearance and maintain professionalism while working at VANCHCS.
4.1.3 The contractor shall provide accurate and reliable contact telephone contact numbers (e.g., single phone number, on-call roster, etc.) for use by emergency room staff to request consultation.
4.1.4 The contractor will evaluate patients who may be considered by emergency room staff as an immediate danger to themselves or others or gravely disabled within 60 minutes of being called by the ED. The contractor and ED staff will determine the need for the contractor to evaluate the patient in the ED. Telephone consults with the contractor may suffice.
4.1.5 The contractor provides written results of the assessment. The contracted provider also completes as needed the Application for 72 Hour Detention for Evaluation and Treatment (MH 302) which is available in the ED.
4.1.6 If admission to the inpatient unit is necessary and appropriate (admission criteria is available in the Appendix to this Performance Work Statement (PSW)), the contractor will inform the ED, and consult with the Psychiatrist or Resident on-call by phone. The ED maintains a rotation schedule and the contact number for the on-call personnel.
4.1.7 Admission may not be appropriate for all patients and discharge disposition should be presented to the ED. For those patients who the contractor determines are in need of hospitalization, but who have medical conditions that preclude admission to the Inpatient Psychiatry Unit, the ED will transfer the patient to the appropriate medical unit with a 1:1 sitter for observation until a medical clearance is completed. A patient can request voluntary admission after evaluation if deemed appropriate by the contracted provider.
4.1.8
4.1.9 No patients will be billed for services provided under this contract.
4.1.18.1 Standard Form 85, Questionnaire for Non-Sensitive Positions
4.1.18.2 Standard Form 86A, Continuation Sheet for Questionnaires
4.1.18.3 Optional Form 306, Declaration for Federal Employment
4.1.18.4 Electronic Fingerprint Verification OR FD 258,
4.2 Standards of Care: The contract LCSW(s) care shall cover the range of Psychiatric services as would be provided in a state-of-the-art civilian medical treatment facility and the standard of care shall be of a quality, meeting or exceeding currently recognized national standards as established by:
4.2.1 American Psychiatric Association Guidelines: http://www.psych.org/practice/clinical-practice-guidelines
4.2.2 VA Standards: VHA Directive 2006-041 Veterans Health Care Service Standards (expired but still in effect pending revision) https://www.va.gov/vhapublications/ViewPublication.asp pub_ID=1443
4.2.3 The professional standards of the Joint Commission (TJC) http://www.jointcommission.org/standards_information/standards.aspx
4.2.4 The standards of the
4.2.5 The requirements contained in this Performance Work Statement.
4.2.6 The government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment).
4.3 RECORDS/PATIENT INFORMATION
4.3.1 Authorities: Contract LCSW (s) providing healthcare services to
4.3.2 HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the
4.3.3 Disclosure: Contract LCSWs shall obtain permission from the
4.3.4 Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by VHA Handbook 1907.01 Health Information Management and Health Records: https://www.va.gov/vhapublications/ViewPublication.asp pub_ID=3088 and all guidelines provided by the VANCHCS.
4.3.5 Release of Information: The
4.4 DIRECT
4.4.1 Per the contract responsibilities section of this PWS, the Contract Licensed Social Worker(s) (as appropriate and within scope of practice/privileging) shall be responsible for providing Psychiatric assessments.
4.5 ADMINISTRATIVE: up to 5% of time not involved in direct patient care. Forms/paperwork associated with patient care (Evaluation, applications, etc.).
4.6 PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT (QI)
4.6.1 Quality Management/Quality Assurance Surveillance: Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.
4.6.2 Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. In the event that The Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.
4.6.3 The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor s conduct. The final arbiter on questions of acceptability is the CO.
4.6.4 Performance Standards:
4.6.4.1 Measure: Legal Forms
Performance Requirement:
Standard: Demonstrates knowledge of California Welfare & Institution codes when completing legal forms.
Acceptable Quality Level: Satisfactory rating = No more than 2 validated complaints during rating period.
Surveillance Method: 1) Service reports, 2) Supervisor review
Frequency: Every six months
Incentive: Positive Past Performance
Disincentive: Negative Past Performance, (should there be deductions for this standard)
4.6.4.2 Measure: Interpersonal Communication/Customer Service
Performance Requirement:
Standard: Handles administrative issues professionally with ED staff, other on-call staff, patient, patient s family, and Administrative Officer of the Day (AOD) when called in for assessment or during phone conversations. The upcoming month s on-call schedule will be provided prior to the end of the current month. Faxes all assessment forms completed by contractor to the BHICU whether the patient is admitted or not.
Acceptable Quality Level: Satisfactory rating = No more than 2 validated complaints during rating period.
Surveillance Method: 1) Service reports, 2) Supervisor review
Frequency: Every six months
Incentive: Positive Past Performance
Disincentive: Negative Past Performance, (should there be deductions for this standard)
4.6.4.3 Measure: Emergency Department Request for Evaluations
Performance Requirement:
Standard:
Acceptable Quality Level: Satisfactory rating = No more than two failures to meet the timeline.
Surveillance Method: 1) Validated Evaluation Form, 2) Contractor meets availability time frames
Frequency: Every six months
Incentive: Positive Past Performance
Disincentive: Negative Past Performance, (should there be deductions for this standard)
4.6.4.4 Measure: Professionalism
Performance Requirement: Training is kept current
Standard: Routinely on-time for clinical assignments. Completes required CME in specialty area. Maintains active BLS training.
Acceptable Quality Level: Satisfactory rating = 100% during rating period.
Surveillance Method: 1) Timecards, 2) Confirmation of current BLS, 3) Attestation of completed CME
Frequency: Every six months
Incentive: Positive Past Performance
Disincentive: Negative Past Performance, (should there be deductions for this standard)
4.6.4.5 Measure: Psychiatric Evaluation
Performance Requirement: Data is accurate and timely.
Standard: Sound Psychiatric principles are applied. The Behavioral Health Inpatient Care Unit (BHICU) psychiatric admission guidelines will be used to determine if the patient meets psychiatric inpatient, medical admission or neither.
Acceptable Quality Level: All (100%) contract LCSW(s) perform within their scope of practice/privileges 100% of the time. No deviations accepted.
Surveillance Method: Random Inspection of records.
Frequency: Every six months
Incentive: Favorable contractor performance evaluation.
Disincentive: Unfavorable contractor performance evaluation. Removal from contract until such time the contract LCSW (s) meet qualification standard. Deduction:
4.6.4.6 Measure: Evaluation Forms
Performance Requirement: Data is accurate and timely.
Standard: Written results of the assessments are completed in a timely manner. The Social Worker will complete the assessment forms and make recommendations to the ED Physician and/or On-call Psychiatrist. HIPAA Privacy and Security Rules apply at all times.
Acceptable Quality Level: No more than two failures to complete paperwork. Nor more than two validated complaints or incidents.
Surveillance Method:
Frequency: Every six months
Incentive: Favorable contractor performance evaluation.
Disincentive: Unfavorable contractor performance evaluation. Removal from contract until such time the contract LCSW (s) meet qualification standard. Deduction:
4.6.4.7 Measure: Patient Access
Performance Requirement: The Contractor shall provide contract LCSW(s) in accordance with the operating hours and
Standard: All (100%) contract LCSW(s) are on time and available to perform services.
Acceptable Quality Level: Contract LCSW is on-time and available to perform services 100% of the time
Surveillance Method: Periodic Sampling of Time and Attendance Sheets
Frequency: Every three months
Incentive: Favorable contactor performance evaluation.
Disincentive: Unfavorable contractor performance evaluation, Deduction:
4.6.4.8 Measure: Maintains licensing and registration
Performance Requirement: Licensing and registration information kept current.
Standard: All (100%) licensing for contract LCSW(s) shall be provided as they are renewed. Licensing and registration information kept current.
Acceptable Quality Level: All LCSWs licensing, registrations, and certifications must be kept current 100% of the time and proof provided upon renewal.
No acceptable deviation.
Surveillance Method: Periodic Sampling and Random Sampling
Frequency: Annually
Incentive: Favorable contractor performance evaluation.
Disincentive: Unfavorable contractor performance evaluation, Deduction:
4.6.4.9 Measure: Privacy, Confidentiality and HIPAA
Performance Requirement:
Standard: All (100%) contractor LCSW(s) comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA
Acceptable Quality Level: 100% compliance; no deviations.
Surveillance Method: Periodic Sampling; Contractor shall provide evidence of annual training required by VANCHCS, reports violations per VA Directive 6500.6.
Frequency: Every six months
Incentive: Favorable contractor performance evaluation.
Disincentive: Unfavorable contactor performance evaluation. Immediate removal from contract
Deduction:
5 GOVERNMENT RESPONSIBILITIES
5.1 VA Support Personnel, Services or Equipment:
5.2
5.2.1 CO RESPONSIBILITIES:
5.2.1.1 The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.
5.2.1.2 The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.
5.2.1.3 In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the
5.2.2 COR Responsibilities:
The COR for this contract is:
5.2.2.1. The COR shall be the
5.2.2.2. The COR will be responsible for monitoring the Contractor s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to: enter data that may be collected.
5.2.2.3. The COR will maintain a record-keeping system of services. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the
5.2.2.4. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.
5.2.2.5. All contract administration functions will be retained by the
6 SPECIAL CONTRACT REQUIREMENTS
6.1 Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.
6.1.1 The following are brief descriptions of required documents that must be submitted by Contractor: upon award; weekly; monthly; quarterly ; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.
What
Submit as noted
Submit To
Quality Control Plan: Description and reporting reflecting the contractor s plan for meeting of contract requirements and performance standards
Upon proposal and as frequently as indicated in the performance standards.
Contracting Officer
Copies of any and all licenses to include primary source verification of all licensed staff
Upon proposal and upon renewal of licenses and upon renewal of option periods or change of key personnel.
Contracting Officer
Certification that staff list have been compared to OIG list
Upon proposal and upon new hires.
Contracting Officer
Proof of
Upon proposal and upon renewals.
Contracting Officer
BLS Certification
Upon award and every two years after award.
COR
Contingency plan
Upon proposal and as updated
COR
6.2 Billing:
6.2.1 Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Invoices and supporting documentation must be faxed to (707) 437-1974 with a coversheet addressed to Mental Health Service, Attn:
6.2.1.1
6.2.1.2 Invoice Date and Invoice Number
6.2.1.3 Contract Number, Obligation Number and Purchase/Task Order Number
6.2.1.4 Date of Service
6.2.1.5 Contract LCSW(s)
6.2.1.6 Hourly Rate
6.2.1.7 Quantity of hours worked
6.2.1.8 Total price
6.3 Vendor Electronic Invoice Submission Methods:
Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:
6.3.1
6.3.2 A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the
The X12 EDI Web site (http://www.x12.org ).
6.3.3 The Contract may contact FSC at the phone number or email address listed below with any questions about the e-invoicing program or Tungsten:
6.3.3.1. Tungsten e-Invoice Setup Information: 1-877-489-6135
6.3.3.2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com
6.3.3.3. FSC e-Invoice contact Information: 1-877-353-9791
6.3.3.4. FSC e-invoice email: vafsccshd@va.gov
6.4 Payment Adjustments/Performance Related Payment Deductions:
6.4.1 Invoices. The contractor shall be paid only for actual work performed onsite. Contract providers shall be responsible for reporting time worked accurately. The Contract shall be paid for actual hours performed.
6.5 Payments in full/no billing
6.5.1 To the extent that the Veteran desires services which are not a
6.5.2 The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than
APPENDIX
Admission guidelines for the psychiatric inpatient unit
Admission guidelines for the psychiatric inpatient unit may include one or more of the following based on the clinical reasoning of the Mental Health professional:
Suicide attempt
Self-mutilating behavior and poor impulse control with one or more of the following:
Delusions or command hallucinations.
Unavailable or inadequate support system.
Suicidal or Homicidal threat or ideation with one or more of the following:
Command hallucinations.
Assaultive or threatening behavior of less than 2 weeks duration.
Manic mood.
Psychotic symptoms.
Refusal to communicate.
Serious plans or means.
Suicide attempt within last 6 months.
Manic or depressed mood with one or more of the following:
Suicide attempt.
Psychotic symptoms.
Active alcohol or substance abuse and depression in function.
Assaultive or threatening behavior.
Deterioration in functioning and unavailable or inadequate support system.
Medication noncompliance with deterioration in functioning and lack of adequate support system.
Psychotic symptoms with one or more of the following:
5.1 Active alcohol or other substance abuse and deterioration in function.
5.2 Assaultive or threatening behavior.
5.3 Psychotic depression.
5.4 Destructive behavior toward property of clinically significant proportion.
5.5 Medication noncompliance with deterioration in functioning and lack of adequate support system.
5.6 Suicide attempt within the last month.
Labs: The following labs should be available or ordered stat for patient in need of an urgent evaluation and possible psychiatric hospitalization:
CBC with diff
U/A
Urine drug and alcohol screen
Medication levels as appropriate (e.g. lithium, valproic acid, ASA, acetaminophen, etc.)
EKG as appropriate
Medical conditions that may be accepted on a case by case basis include:
Closed healed colostomies.
Ileostomies under the conditions that the patient can provide self-care without supervision.
Healed tracheotomies under the condition the patient is able to provide self-care without supervision.
Minor wounds requiring simple dressing changes.
Non-ambulatory or lacking supportive devices: must be able, with assistance to walk or to wheel self to or from building in an emergency. Patient must demonstrate the ability to transfer on their own.
Patients requiring orthopedic devices such as canes or crutches.
C-PAP or other electronic equipment for sleep apnea and not on any machines which needs plugging into walls. This requires 1:1 sitter during sleeping.
Minor respiratory treatments such as nebulizer treatments/inhalers.
Splints/slings.
Use of Holter Monitor.
Limb prosthesis and other special prosthesis or equipment.
A
Medical conditions which preclude admission to this psychiatric facility include:
Primary diagnosis of:
Dementia
Delirium
Substance intoxication or withdrawal
Developmental disability; IQ lower than 70 with significant functional impairment.
Severe mental retardation or organic mental disorder such as dementia resulting in patient s inability to participate in or benefit from the inpatient program.
Medical instability including but not limited to:
10.1 Active tuberculosis and communicable disease requiring isolation, negative flow, or other extraordinary infection control.
10.2 Unstable vital signs, including:
10.2.1 Pulse greater than120 beats/minute or less than 50. Irregular (rapid and thread)
10.2.2 Systolic blood pressure greater than 200 mmhg or below 80
10.2.3 Diastolic blood pressure greater than 110 mmhg or below 50
10.2.4 Combination 200/90 or 90/50
10.2.5 Respirations above 30 or below 12.
10.2.6 Temperature above 101F.
Blood sugar level greater than 300.
10.2.8 Blood alcohol levels greater than 0.10. Patient must also be alert, oriented and conversant.
11. Specifically required medical needs (varies depending on type of facility) can pose safety issues or require staff skills outside usual psychiatric nursing care cannot be admitted. Some examples are given below:
11.1 Bed-ridden or total care patients.
11.2 Inability to transfer self independently from bed to chair and vice versa
11.3 Need for specialized medical equipment (e.g.: ventilators, positive-pressure machines).
Need for constant oxygen.
IV s/central lines.
Feeding tubes.
In-dwelling Foley catheters.
Need for chest or other in-dwelling tube care.
Obvious signs of trauma.
Altered level of consciousness
SECURITY CLAUSES
1. GENERAL
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as
5. LIQUIDATED DAMAGES FOR DATA BREACH
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
The contractor/subcontractor shall provide notice to
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.
6. TRAINING
All contractor employees and subcontractor employees requiring access to
Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to
Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;
Successfully complete the appropriate
Successfully complete any additional cyber security or privacy training, as required for
The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.
Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
7. SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES
The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.
Link/URL: https://www.fbo.gov/spg/VA/VANCHCS/VANCHCS/VA26117Q0454/listing.html
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