Q526--Police Psychological Testing Veterans Integrated Service Network 04

36C24420Q0883 Page 9 of 10 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Synopsis/ Solicitation Solicitation Number: 36C24420Q0883 Posted Date: 07/28/2020 Original Response Date: 08/06/2020 Current Response Date: 08/06/2020 Product or Service Code: Q526 NAICS Code: Set-Aside: 621112, Offices of Physicians, Mental Health Specialists Total Small Business Contracting Office Address The Department of Veterans Affairs Network Contracting Office 4 100 S. Independence Mall West Philadelphia, PA 19106 Section I: Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. The Government reserves the right to make no award from this solicitation. This solicitation is a request for quotations (RFQ). The government anticipates awarding a firm fixed price Indefinite Delivery contract to include a five-year period of performance resulting from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-06. The associated North American Industrial Classification System (NAICS) code for this procurement is 621112, Offices of Physicians, Mental Health Specialists, and the Small Business Size Standard is $12 Million. This solicitation is being set aside for Small Business concerns. If award cannot be made, the solicitation will be cancelled, and the requirement resolicited. The Department of Veterans Affairs, Network Contracting Office 4, is soliciting offers to provide police psychological testing services for Veterans Integrated Service Network 04 (VISN04) as indicated in the Statement of Work (SOW). Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information along with any other documents necessary to support the requirements below. All interested companies must provide quotations for the following: Section II: Statement of Work Police Psychological Evaluations PURPOSE The purpose of this contract is to acquire psychological evaluations and testing for VISN 04 VA Police Officers to determine an individual s suitability to perform the duties of a police officer as well as carry a firearm. The contractor shall provide all necessary labor, supervision, equipment, supplies, materials and travel to provide psychological evaluations and testing for VA Police Officers. BACKGROUND VA medical facilities are protected by police officers who have arrest authority, as defined by 38 U.S.C. Chapter 9. They protect life and property on VA owned or operated land and buildings and must regularly make decisions on the appropriate application of force, the use of a firearm, police baton, or OC spray. Applicant and incumbent VA police officers must meet certain functional requirements. In order to meet the specific behavioral functional requirements for the successful police officer, individuals must: Possess a high level of personal integrity Be able to maintain control of anger and emotions Be compassionate towards others, especially those who cannot care for themselves Be able to quickly respond to emergency situations Have respect for authority and rule of law Be emotionally able to apply physical and possibly lethal force as needed, and to recognize when such force is necessary, but in strict accordance with training and policy requirements Be able to often work independently, but within a regimented group REQUIRING FACILITIES VA MEDICAL FACILITY ADDRESS STATION ID Altoona VA Medical Center 2907 Pleasant Valley Blvd Altoona, PA 16602 503 Butler VA Health Care System 353 North Duffy Rd Butler, PA 16001 529 Coatesville VA Medical Center 1400 Blackhorse Hill Rd Coatesville, PA 19320 542 Erie VA Medical Center 135 East 38th Street Boulevard Erie, PA 16504 562 Lebanon VA Medical Center 1700 S. Lincoln Ave Lebanon, PA 17042 595 Corporal Michael J. Crescenz VAMC 3900 Woodland Ave Philadelphia, PA 19104 642 VA Pittsburgh Healthcare System University Drive Pittsburgh, PA 15240 646 Wilkes-Barre VA Medical Center 1111 East End Blvd Wilkes-Barre, PA 18711 693 Wilmington VA Medical Center 1601 Kirkwood Highway Wilmington, DE 19805 460 DESCRIPTION OF SERVICE The Contractor shall provide initial, annual and incident psychological evaluation of all VA Police Officers (including VA Police Supervisors, Training Officers, Detectives, Criminal Investigators, Deputy Chiefs, and Chiefs). All VA Police Officers shall be re-examined annually to determine their continued emotional suitability to perform the duties as required of a VA Police Officer. VA Police Officers shall be re-examined when there is a sudden or dramatic change in an employee s customary behavior that may increase concern to determine their continued emotional suitability to perform the duties as required of a VA Police Officer. Concerning behavioral changes and/or issues may include: One or more personnel complaints, whether originated internally or externally, particularly complaints of the use of unnecessary or excessive force, inappropriate verbal conduct, or any conduct indicating an inability to exercise self-control and self-discipline. An abrupt and negative change in customary behavior, toward an inability to perform essential functions of the position. Irrational verbal conduct or behaviors, including delusions and hallucinations. Suicidal statements or behaviors, or personal expressions of mental instability. Unexplained and excessive tiredness or hyperactivity. Dramatic change in eating patterns resulting in sudden weight loss or gain, or diagnosis of a life-threatening eating disorder. Change in behavior pattern to inattention to personal hygiene and health. Inappropriate use of alcohol, medications or other drugs, including symptoms of illegal drug use. Memory losses. Impatience or impulsiveness, especially with a loss of temper. A pattern of conduct indicating a possible inability or decrease in ability to defuse tense situations, a tendency to escalate such situations or create confrontations. Unexplained and inappropriate excessive lateness or absenteeism. Any other factor or combinations of factors that causes a supervisor to reasonably suspect that a fitness for duty evaluation may be necessary. REQUIREMENTS Delivery of Service. The evaluation will be completed within 30 days from the date the designated facility point of contact calls to set up appointment. If evaluation is completed off-site, the contractor will have the ability to meet with the police applicant/officer at a location within 30-mile distance from the VA Health Care Facility. If evaluation is done on-site, contractor will utilize the Occupational Health or other identified examination room to conduct the evaluation. Initial evaluations shall be done on a face-to-face basis or virtually at the discretion of the facility. Annual or incident evaluations may also be accomplished by conducting the evaluation face-to-face or virtually at the discretion of the facility. Psychological Assessment. The initial and annual medical examinations must include a psychological assessment of the police applicant/officer s emotional and mental stability by a contracted evaluator. Police officer duties include personal encounters with patients, visitors, and other employees. Encounters are often with mentally ill, irrational, or disturbed persons who, although assaultive or destructive, must be handled with understanding, full control of force, and unimpeded judgment. Any emotional or mental condition which could cause the police applicant/officer to be a hazard to others or self during stress situations and physical altercations will disqualify. The psychological assessment will be limited to an interview by a psychologist or psychiatrist covering only job-related factors. Psychological Testing. Standardized psychological testing may be used only after reason to question the police applicant/officer s suitability has arisen. If, during the psychological assessment (the interview), the psychologist/psychiatrist has an articulable reason to doubt that the officer is capable of performing the duties of a police officer, the contracted evaluator should make a formal recommendation for psychological testing to the Employee Health physician. In such a situation the Employee Health physician may approve such a recommendation and direct appropriate psychological testing. Requirements for Interview/Testing. Initial interviews are conducted with any newly hired police officer and annual interviews are conducted with police officers every year thereafter the initial interview. On initial interview with a newly hired police officer at the VA Health Care Facility, the contracted evaluator will complete the following, or comparable as noted below, referencing test instruments : 1. Minnesota Multiphasic Personality Interview (MMPI-2) 2. California Psychological Inventory (CPI) 3. Generalized Anxiety Disorder 7 (GAD-7) 4. Patient Health Questionnaire-9 (PHQ-9) 5. Interview with Officer to determine psychological safety to ensure the officer is able to work within the department at the VA Health Care Facility. On annual interview with police officer who is currently working at the VA Health Care Facility, the contracted evaluator will complete the following, or comparable as noted below, referencing test instruments : 1. PHQ-9 2. GAD-7 3. Interview with Officer to determine psychological safety to ensure the officer is able to work within the department at the VA Health Care Facility. Test Instruments: The government does not require exclusive use of the specific tests referenced immediately above. The contracted evaluator must use psychological measures with well-validated police normative data to assess the applicant/officer s stability (e.g. Personality Assessment Inventory, MMPI-2, etc.) and suitability (e.g. 16PF, NEO, etc.). Further, use of test instruments for annual evaluations is at the discretion of the contracted evaluator. Prospective contractors should include their proposed testing instruments and methods in their technical response to this solicitation. Incident medical examinations must include a psychological assessment of the police applicant/officer s emotional and mental stability by a contracted evaluator. Police officer duties include personal encounters with patients, visitors, and other employees. Encounters are often with mentally ill, irrational, or disturbed persons who, although assaultive or destructive, must be handled with understanding, full control of force, and unimpeded judgment. Any emotional or mental condition which could cause the applicant/officer to be a hazard to others or self during stress situations and physical altercations will disqualify. The psychological assessment will be limited to an interview by a contracted evaluator covering only job-related factors. Contracted evaluator will complete report and send to VA Health Care Facility Occupational Health Department with final review and determination within 5 business days of evaluation. Re-test. If during the psychological evaluation for incumbent police officers, the psychologist has an articulable reason to doubt the officer is capable of performing the duties of a police officer (including the use of firearms). The Contractor shall provide results/reports in the form of a one-page letter to the Occupational Health Physician at the facility where the examination was conducted. The report will indicate Pass/Fail: Recommended/Not Recommended for use of a firearm at the VA Medical Facility. A second copy will be sent to the Chief of Police, within five (5) business days of evaluation, at the facility where the examination took place. Privacy Act Notification. Any reports, as well as internal working documents generated by the Contractor, are the property of the VA and shall be kept confidential from the officer. The Contractor and/or staff are not authorized to disclose any information pertaining to a VA employee to any source. Any request for information shall be forwarded to the Occupational Health Physician. Requirements for the Contracted Evaluator. The contracted evaluator must meet the requirements of 1031 (f) of the Government Code, which requires the mental and emotional condition of officers "shall be evaluated by a licensed physician and surgeon or a licensed psychologist with a doctoral degree in psychology and at least five years of postgraduate experience in the diagnosis and treatment of mental disorders." The evaluator shall be instructed by the US Government to only release that information as allowed under this policy or as otherwise required by law. Limited Scope of Report. The US Government has a right to information that is necessary to achieve a legitimate purpose. The evaluation is ordered by and conducted for the US Government. It is not for the purpose of treatment but to determine fitness for duty. The limited verbal and/or written results of the evaluation will be provided to the US Government as a confidential personnel record. The report and information received by the department shall be limited to: a conclusion regarding the determination of fitness for duty, a description of the functional limitations of the employee, whether the condition that leads to the functional limitations is industrial or non-industrial in nature, other information to the extent authorized by law, necessary to achieve the legitimate purpose of the employer. no statement of medical cause shall be included. Exception. Where the employee has initiated a lawsuit, arbitration, grievance, worker's compensation or other claim or challenge involving his or her medical history, mental or physical condition, or treatment, the report may contain information which is relevant to that action. An employee may waive in writing any or all restrictions on the information reported to the employer. Disposition of Report. The contractor shall establish appropriate procedures to protect the information from unauthorized use or disclosure. The report may only be used or disclosed in a legitimate and appropriate proceeding to the extent authorized or compelled by law. Refusal to Cooperate. The contractor shall immediately report to the Contracting Officer s Representative of any refusal to cooperate by a US Government employee. QUALIFICATIONS Personnel assigned by the Contractor to perform the services covered by this contract shall be licensed in a State, Territory, Commonwealth of the United States, or the District of Columbia. All licenses held by the personnel working on this contract shall be full and unrestricted licenses. The qualifications of such personnel shall also be subject to review by the VA Chief of Staff and approved by the VA Facility Director at the VA facilities credentialing and privileging the Contractor s psychologist(s). Personnel must have experience commensurate with their assigned responsibilities. Services shall be provided by a Psychologist(s) who has a doctorate from an American Psychological Association (APA) approved graduate program, is experienced working with adults, and is experienced in performing psychological assessments on police officers and/or police officer applicants. It is highly desirable that the Psychologist be board certified in Forensics by the American Board of Behavioral Psychology (ABBP). The Psychologist shall be a recognized expert demonstrating expertise in completing these specifically focused police officer exams. Individuals performing under this contract must: Have no physical/mental limitations or other conditions that may adversely affect his/her ability to perform as required by this contract; Has not had a loss, reduction, restriction, or revocation of his / her clinical privileges at any institution; Has not, or is not currently, and is not pending any litigation for medical malpractice; Is a member in good standing or has not had a loss of medical staff membership at or from any institution; and Has, or has pending currently, no felony criminal charges against him/her. If any individual performing under this contract is found, by the Government or by the Contractor, to have any of the aforementioned issues, the Contractor is responsible for removing the individual immediately from work under this contract. PERSONNEL POLICY The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: Worker Compensation Professional Liability Insurance Health Examination Income Tax Withholding, and Social Security Payments The parties agree that the Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose and shall be considered employees of the Contractor. CREDENTIALING AND PRIVILEGING Contractor will ensure that all psychologists be employed under this contract participate in the VA Credentialing and Privileging process. Contracted evaluators working on site at any VISN04 healthcare facility will be credentialed and privileged for that facility as described in VHA HANDBOOK 1100.19: Credentialing and Privileging. The contracted evaluator(s) must participate in the credentialing privileging process through at least one facility in VISN 04. The credentialing/privileging will be shared with other VISN 04 facilities through a Memorandum of Understanding/ Telehealth Service Agreement. The Contractor will provide copies of current requirements and updates as they are published. No services will be provided by any contracted evaluator prior to completing the credentialing and privileging process outlined above. Privileges will require renewal at least every two years in accordance with Medical Center and The Joint Commission requirements. Upon receipt of notice of award, contractor will immediately commence the credentialing and privileging process for all psychologists proposed to provide services under the contract through the VA Healthcare Facility (unless currently credentialed and privileged at the facility). The contracted evaluator will be provided a VA point of contact for the credentialing/ privileging process upon award. A minimum of six calendar weeks is required for VA credentialing and privileging after the package has been completed and received from the contracted evaluator. TORT CLAIMS Contractor employees are not covered by the Federal Tort Claims Act. When a Contractor employee has been identified as a provider in a tort claim, the contractor employee is responsible for notifying the Contractor s legal counsel and/or insurance carrier. Any settlement or judgement arising from a contractor employee s action or non-action is the responsibility of the Contractor and/or insurance carrier. CONTRACT MONITORING AND QUALITY ASSURANCE The VA COR (Contracting Officer s Representative) will communicate with the participating medical center Chiefs of Police to determine whether required assessments were performed as scheduled and whether all contract requirements are being met. Any incidents of contract noncompliance as evidenced by these monitoring procedures shall be forwarded immediately to the Contracting Officer. Approximately two months after contract award, a VA psychologist will review randomly selected cases to ensure standardization of procedures and the reliability/validity of the Contractor s results. The police applicant/officer s name will be expunged from cases to ensure confidentiality. Reviews will thereafter be completed on an annual basis during the term of the contract unless required more frequently due to performance problems or complaints. This audit of randomly-selected cases necessarily encompasses the contracted evaluator s results; however, this is a quality assurance method used by the government to ensure compliance with the terms and conditions of the contract. It is not direct clinical supervision of the contracted evaluator s work. SUBSTITUTION OF KEY PERSONNEL The Contractor shall assign to this contract the following key personnel: The psychologist(s) proposed in the contractor s technical proposal. During the first ninety 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 Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph c below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph c to the Contracting Officer at least 15 days prior to making any permanent substitutions. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitution, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutions shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 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. (End of Statement of Work) Section III: Price Schedule All quantities herein are estimates only, and represent the Government s best estimate of actual quantities which may be required over the term of the contract. Individual orders will be placed on an as-needed basis, and the contractor will be paid only for actual work performed. Prices included in the schedule below shall be fully-burdened and consistent across the 5-year period of performance: 09/01/2020-08/31/2025. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES 5 YEAR QUANTITY UNIT UNIT PRICE ESTIMATED 5-YEAR AMOUNT 0001 135.00 EA __________________ __________________ Pre-Employment Evaluation 0002 1,450.00 EA __________________ __________________ Annual Evaluation 0003 90.00 EA __________________ __________________ Critical Incident Debriefing ESTIMATED 5-YEAR GRAND TOTAL __________________ SITE-SPECIFIC ANNUAL QUANTITY ESTIMATES (PROVIDED FOR INFORMATIONAL PURPOSES ONLY - DO NOT PRICE) VA MEDICAL FACILITY CLIN 0001 CLIN 0002 CLIN 0003 Altoona VA Medical Center 3 20 2 Butler VA Health Care System 3 30 2 Coatesville VA Medical Center 3 30 2 Erie VA Medical Center 3 15 2 Lebanon VA Medical Center 3 25 2 Corporal Michael J. Crescenz VAMC (Philadelphia) 3 60 2 VA Pittsburgh Healthcare System 3 70 2 Wilkes-Barre VA Medical Center 3 20 2 Wilmington VA Medical Center 3 20 2 Section IV: Evaluation of Quotations The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. Specific information to be included in quotes is detailed below in ADDENDUM TO FAR 52.212-1 Instructions to Offerors Commercial Items . Following receipt of quotes, the Government will perform a comparative evaluation of the services quoted in accordance with FAR 13.106-2(b)(3). The Government will compare quotes to one another to select the quote that best benefits the Government by fulfilling the requirement. Additional information pertaining to Comparative Evaluation is below: What Comparative Evaluation is: It is the direct comparison of one quotation/offer with another in a uniform and fair manner to determine which quote/offer provides the Government what it needs, where and when, as identified in the RFQ It is an assessment of which response is the best as a whole Once one quotation/offer is found acceptable, it is compared side by side to the remaining ones, and the best one is chosen What Comparative Evaluation is not: It does not individually evaluate quote/offers against specified evaluation factors It does not assign a rating using a color, numerical, or other rating methodology It does not require additional evaluation to determine if minimal advantage is worth a minimal or normal price difference, but not prohibited It is not a low price technically acceptable (LPTA) or trade-off process Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote. All quotes must be submitted by the deadline to be considered for evaluation. The Government reserves the right to not select any quotes for award. Additionally, the Government reserves the right to cancel this solicitation at any time without making award. The Contractor is responsible for all quote preparation costs, which, under no circumstances, will be paid or otherwise provided for by the Government. Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited service to address any remaining issues. The Contracting Officer will evaluate technical capability, price, and past performance. Evaluation of technical capability shall take into particular consideration evidence of: Demonstrated familiarity with psychological examinations for Federal Officers Stated understanding of and demonstrated ability to meet the requirements outlined in the Statement of Work Evidence of certification and qualification of physicians proposed by the contractor to conduct the examinations Ability to meet the applicant/officer at the requiring VA Health Care facility, or, if off-site evaluation will be conducted, ability to meet applicant/officer within 30 miles from the requiring VA Health Care facility. If vendors are found to provide quotes of equal benefit to the government, the government will award to the vendors in the following small business order of preference: SDVOSB, VOSB, Small Business subcontracting wholly with SDVOSB, Small Business subcontracting wholly with VOSB, Small Business subcontracting with any SDVOSB/VOSB company. All companies, both primary and subcontractors, must be registered and verified in the VIP database at the time of quote submission to be considered for the size designation of SDVOSB or VOSB. Section V: Clauses and Provisions The following clauses and solicitation provisions apply to this acquisition: FAR 52.212-1, INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS (OCT 2018) (ADDENDUM TO FAR 52.212-1 Instructions to Offerors Commercial Items ) All offers must include: Contractor must submit a capability statement demonstrating the company s technical capability, experience, and ability to meet the requirements of the statement of work in full. The capability statement should reference the contractor s proposed testing instruments and methods. Capability statements that merely provide a general overview of contractor competencies will be determined incomplete. Resumes indicating the expertise and experience of proposed key personnel. Completed price schedule included at Section III above. Prices must be fully-burdened and consistent across the five-year period of performance. Failure to provide complete pricing per the price schedule at Section III above will result in the contractor s response being determined to be incomplete. Contractor may submit up to three (3) recent and relevant past performance references demonstrating successful performance of requirements of similar size (dollar value) and scope (work performed). Past performance references must include contract number, brief description of work performed, customer point of contact, dollar value, and period of performance. The Contracting Officer may utilize all available records (e.g. CPARS and FAPIIS) to evaluate a contractor s past performance. Acknowledgement of any solicitation amendments. Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation, may be excluded from consideration. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019) The Offeror shall not complete the representation in this provision if the Offeror has represented that it does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument in the provision at 52.204-26, Covered Telecommunications Equipment or Services Representation, or in paragraph (v) of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items. (a) Definitions. As used in this provision Covered telecommunications equipment or services, critical technology, and substantial or essential component have the meanings provided in clause 52.204 25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (b) Prohibition. Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115 232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Contractors are not prohibited from providing (1) A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or (2) Telecommunications equipment that cannot route or redirect user data traffic or permit visibility into any user data or packets that such equipment transmits or otherwise handles. (c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for covered telecommunications equipment or services . (d) Representation. The Offeror represents that it [ ] will, [ ] will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. (e) Disclosures. If the Offeror has represented in paragraph (d) of this provision that it will provide covered telecommunications equipment or services, the Offeror shall provide the following information as part of the offer (1) A description of all covered telecommunications equipment and services offered (include brand; model number, such as original equipment manufacturer (OEM) number, manufacturer part number, or wholesaler number; and item description, as applicable); (2) Explanation of the proposed use of covered telecommunications equipment and services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b) of this provision; (3) For services, the entity providing the covered telecommunications services (include entity name, unique entity identifier, and Commercial and Government Entity (CAGE) code, if known); and (4) For equipment, the entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known). (End of Provision) 52.209-7 INFORMATION REGARDING RESPONSIBILITY...