BACKGROUND .gov



PERFORMANCE WORK STATEMENT (PWS)DEPARTMENT OF VETERANS AFFAIRSVeterans Health AdministrationWorkforce Management and Consulting OfficeHuman Resources Recruitment ServicesforPhysician and Non-Physician Healthcare ProvidersDate: 12/7/2015SAC- <FY-XXXXX>PWS Version Number: 3.0 Contents TOC \o "1-3" \h \z \u 1.0BACKGROUND PAGEREF _Toc437421222 \h 52.0Purpose PAGEREF _Toc437421223 \h 53.0SCOPE OF WORK PAGEREF _Toc437421224 \h 54.0PERFORMANCE DETAILS PAGEREF _Toc437421225 \h 64.1PERFORMANCE PERIOD PAGEREF _Toc437421226 \h 64.2PLACE OF PERFORMANCE PAGEREF _Toc437421227 \h 64.3TRAVEL PAGEREF _Toc437421228 \h 75.0SPECIFIC TASKS AND DELIVERABLES PAGEREF _Toc437421229 \h 75.1Task 1: KICK-OFF MEETING PAGEREF _Toc437421230 \h 75.1.1KICK-OFF MEETING AGENDA AND SLIDE DECK PAGEREF _Toc437421231 \h 75.2Task 2: PROJECT MANAGEMENT PAGEREF _Toc437421233 \h 75.2.1CONTRACTOR PROJECT MANAGEMENT PLAN PAGEREF _Toc437421234 \h 75.3Task 3: SOURCING AND RECRUITMENT PLAN PAGEREF _Toc437421235 \h 85.4Task 4: CONSOLIDATED LIST OF CANDIDATES PAGEREF _Toc437421241 \h 95.5Task 5: REPORTING REQUIREMENTS PAGEREF _Toc437421258 \h 106.0GENERAL REQUIREMENTS PAGEREF _Toc437421259 \h 116.1KEY INFORMATION PAGEREF _Toc437421260 \h 116.1.1PHYSICIAN (MEDICAL OFFICER) PAGEREF _Toc437421261 \h 116.1.2PHYSICIAN ASSISTANT PAGEREF _Toc437421262 \h 136.1.3NURSE PRACTITIONER PAGEREF _Toc437421263 \h 146.1.4REGISTERED NURSE PAGEREF _Toc437421264 \h 146.1.5PHYSICAL THERAPIST PAGEREF _Toc437421265 \h 156.1.6PSYCHOLOGIST PAGEREF _Toc437421266 \h 156.1.7OTHER CLINICAL PAGEREF _Toc437421267 \h 156.1.8MEDICAL SUPPORT ASSISTANT PAGEREF _Toc437421268 \h 156.2SECURITY AND PRIVACY REQUIREMENTS PAGEREF _Toc437421269 \h 166.2.1POSITION/TASK RISK DESIGNATION LEVEL(S) PAGEREF _Toc437421270 \h 166.2.2CONTRACTOR PERSONNEL SECURITY REQUIREMENTS PAGEREF _Toc437421271 \h 176.3METHOD AND DISTRIBUTION OF DELIVERABLES PAGEREF _Toc437421272 \h 196.4PERFORMANCE METRICS PAGEREF _Toc437421273 \h 196.5FACILITY/RESOURCE PROVISIONS PAGEREF _Toc437421274 \h 22ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED PAGEREF _Toc437421275 \h 23BACKGROUNDIn response to the need to rapidly improve access to care for Veterans Health Administration (VHA) veterans and to augment the “hiring spree” announced by the Secretary of Veteran Affairs, additional recruitment resources are needed to help recruit healthcare professionals to the VHA’s 1400+ medical centers and outpatient clinics. In order to achieve the momentum necessary for sustained transformation, VHA must have the capability to engage, attract, and recruit the best talent and promote VHA as the healthcare provider of choice. This requirement will cover the recruitment of Physicians, Nurses, Pharmacist and other critical healthcare professionals.Physicians within VHA are dedicated to ensuring that the men and women who have served this country are treated with the respect and dignity they deserve. VHA is experiencing significant shortfalls in its physician workforce practice areas of Primary Care, Mental Health, and Specialty Care to include Gastroenterology and Radiology, causing lengthy wait-times for veterans seeking care and significant increased cost associated with outsourcing services through fee-for-service, use of interim staff, and direct referrals for medical care outside VHA. Given the current shortage of physicians and increasingly competitive recruitment environment, as well as the urgency of the need, VHA is seeking recruiting support in sourcing qualified candidates for physician and non-physician provider vacancies.PurposeThe Veterans Health Administration Workforce Management and Consulting Office (WMCO) plans to issue a multi-award contract vehicle that will allow the National Recruitment Program (NRP) and individual VA Medical Centers (VAMC) to issue tasks orders for recruitment services. The recruitment firm/activity(s) must have proven success and experience in regional and/or national health care provider recruitment and placement. This vehicle will expedite the referral and selection of qualified Physicians and Non Physician providers by filling current and future vacancies. The WMCO and the National Recruitment Program seek the services of a vendor(s) to aid in the recruitment of historically “hard to fill” positions throughout VHA in accordance with Title 38, Hybrid Title 38, and Title 5 Hiring Authority.SCOPE OF WORKThe Contractor shall provide all management, equipment, tools and resources necessary to accomplish the tasks described in this Performance Work Statement (PWS), except as may otherwise be specified. The vendor shall refer qualified physicians and non-physician specialties in accordance with the Tasks in Section 5.0 below and the Key Information located in paragraph 7.1 to VA Medical Centers (VAMC) to meet urgent staffing needs and to address access issues within specified timeframes. These qualified candidates must meet the minimum criteria for each respective profession based on VA Directive 5005 “Staffing”. Additional key requirements and minimums will be provided at the task order level detailing all required qualifications and preferred knowledge and skills as specified by the needs of each individual VAMC. PERFORMANCE DETAILSPERFORMANCE PERIODThe period of performance (POP) shall be sixty (60) months from the date of the award. The POP shall not exceed 60 months without official extension from VA. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:Under current definitions, four are set by date:New Year's DayJanuary 1Independence DayJuly 4Veterans DayNovember 11Christmas DayDecember 25If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.The other six are set by a day of the week and month:Martin Luther King's BirthdayThird Monday in JanuaryWashington's BirthdayThird Monday in FebruaryMemorial DayLast Monday in MayLabor DayFirst Monday in SeptemberColumbus DaySecond Monday in OctoberThanksgivingFourth Thursday in November PLACE OF PERFORMANCETask orders issued against this vehicle shall be performed at the Contractor’s facility. VA request that the Contractor’s proposal include the contractor’s work locations. All work is expected to be conducted at the Contractor’s facility. Meeting with the Government client may be held at VA facilities, the Contractor’s facility, or other remote locations with prior approval by the Contracting Officer’s Representative (COR) and authorization received from the CO. TRAVELThe Government does not anticipate travel under this effort..SPECIFIC TASKS AND DELIVERABLESThe Contractor shall perform the following:Task 1: KICK-OFF MEETING KICK-OFF MEETING AGENDA AND SLIDE DECKA Kick-Off meeting must be held within one (1) week of contract award. This meeting will be held at either the contractor’s facility, VA’s facilities, or via video and teleconference. The vendor will be informed of the meeting location and time upon contract award along with agenda and any supporting documents. This meeting will allow the contractor to meet with all key personnel associated with the execution of this contract vehicle. The Contractor must be prepared to provide details pertinent to the execution of this contract to include: management structure, points of contract (POC), and any other information deemed important for the proper execution of this contract. Additionally, the draft contractor project management plan, the draft sourcing and recruitment plan and any other draft and sample documents must be provided at this time. Deliverables: Kick-Off Meeting AgendaKick-Off Meeting Slide Deck (Hard copies/electronic for all attendees) Task 2: PROJECT MANAGEMENTCONTRACTOR PROJECT MANAGEMENT PLANThe Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of the contract. ?The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.??The CPMP must address how the Contractor will handle regional and/or national engagements, consultation with the VAMCs and NRP, a plan for working within the designated process flow and a plan of action for ensuring effective communication. The CPMP shall also detail the Contractor’s plans to coordinate and execute planned, routine, and ad hoc requests as identified within the PWS. It is expected that a sample plan will be included with the vendor’s proposal and that an initial baseline CPMP shall be discussed during the Kick-Off meeting with final concurrence received no later than 15 business days after the Kick-Off meeting. The CPMP will then be evaluated on an as needed basis, and reviewed no less than bi-annually. It is the Contractor’s responsibility to update and maintain the COR approved CPMP throughout the period of performance. Deliverable: Contractor Project Management PlanTask 3: SOURCING AND RECRUITMENT PLANThe Contractor shall provide a detailed Sourcing and Recruitment Plan (SRP) and briefing for the VA project team, which presents the Vendor’s plan for executing each task order. The plan must be responsive to the requirement as outlined in the PWS and describe and detail the approach, strategy, and material to be used for each aspect of the sourcing and recruitment process. The sample plan (proposal), draft plan (kick-off meeting) and final plan should all demonstrate the vendor’s ability to recruit for and effort of this size and scope. It is imperative that the Contractor understand that the presentation of candidates and candidate quality are extremely important to the NRP and each VAMC. As a result, it is expected that each candidate will be thoroughly examined and they will meet, at least, the minimum qualification as set forth in Paragraph 7.1 below. Additionally, each candidate will be examined and the Contractor evaluated with candidate quality in mind. The SRP must include the Contractor’s approach to ensuring that minimum requirements are met and the measures that will be taken to ensure technical soundness, candidate quality and consideration for the Veteran community are evaluated in sourcing and recruiting. The plan shall include the following:A review of key documents (Veterans Access, Choice, and Accountability Act of 2014, etc.) concerning the roles of WMCO and the NRP as it relates to recruitment requirements and knowledge of the Title 38, Hybrid Title 38, and/or Title 5 application processes.Collaboration with WMCO and NRP to develop specific detailed practices and a strategic sourcing plan which shall include goals, priorities, expectations, and candidate profiles for each position including any specialized qualifications required and must adhere to all federal laws, regulations and VHA policies.The development and implementation of recruitment strategies, and sourcing materials. The cost per each individual hire shall be inclusive of sourcing, marketing and recruitment strategies. The plan must be approved by the COR, and provided to the CO.Implementation of the approved SRP within three (3) business days of approval. The SRP will work in concert with the WMCO process flow and will be detailed for all VAMCs. The SRP will detail the steps taken to begin identifying, contacting and referring potential candidates. Candidates shall be provided an overview of the VHA hiring process and names of candidates the vendor refers will be reviewed by the VAMC to ensure the candidate is not already within the VHA database. Once cleared, the vendor shall ensure the provider meets VHA Qualification Standards as specified in Task 4. Deliverable: Sourcing and Recruitment PlanTask 4: CONSOLIDATED LIST OF CANDIDATESThe Contractor shall provide a consolidated list of candidates (CLC) to the Manager of each task order on a weekly basis. It shall include the action for the week and the successful placement of qualified Medical Professionals at Veterans Administration Medical Centers. (VAMC). The CLC must be compiled monthly to include a list from each VAMCs within the purview of the Contractor. This list shall be provided to the COR in conjunction with the monthly report detailed in Task 5. This shall include the following:Providing a consolidated list of candidates referred on each Monday (weekly) until the requisition is filled and throughout the performance period. Candidates shall be referred until a candidate is selected. This consolidated list will be forwarded in soft copy to the Task Manager. Conducting a preliminary screening interview and providing an Candidate Summary, full curriculum vitae (CV), and results of due diligence mentioned in item 5.3.1.4. Ensuring that all costs for performing under this vehicle, to include sourcing candidate delivery, preliminary reference and background screening, and, reporting requirements set forth in the award are included in the price of services ordered. Unless specifically authorized, the Government shall not be responsible for any cost other than those services ordered, received and accepted. Preparing a Candidate Summary which details all of Candidates pertinent information, Contractor’s verification and interview narrative, and demonstrates the Contractor’s actions to ensure the candidate is a proper fit for working within the VHA.The Consolidated List of Candidates must include: The name and number of candidates cleared and referred, in accordance with the WMCO process flowName of the facility and for which each referral was made Date delivered to COR for each referral Resume and/or Curriculum VitaeCopies of licensures, certifications, including Drug Enforcement Administration for prescribing controlled substances, three current (within past six months) references, and summaries of all malpractices, if any, at the time of presentation. If the referred candidate is a Veteran, copies of the DD-214. If applicable, copies of SF-15, Application for 10-Point Veteran Preference, with required supporting documentation. All Candidates must be able to obtain a Medium to High level Public Trust.Evidence of screening each candidate against the criteria above and additional requirements provided by the VAMC POC, as defined in the table under deliverable one above, for each specific vacancy. Certification that each referred candidate will meet all required VA pre-employment screenings. A copy of the checklist of these screenings will be provided to the Vendor at the Kick-off meeting.Deliverable: Consolidated List of Candidates (Weekly to Task Manager)Consolidated List of Candidates (Monthly to the COR)Task 5: REPORTING REQUIREMENTSThe Contractor shall provide the COR with a Monthly Progress Reports in electronic form in Microsoft Word, Excel and/or Project formats.? The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month. The Monthly Progress Reports shall cover all work completed during the reporting period, a Monthly compilation of the consolidated list of candidates and work planned for the subsequent reporting period.? The report shall also identify any problems that arose and a description of how the problems were resolved.? If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.The Contractor is also required to meet with the government to discuss revisions or modification to the plans in Tasks 2 and 3 on an as needed basis but no less than Semi-Annually. This meeting must be held with all key stakeholders and should detail changes in the CPMP, SRP, and any advancement in the recruiting arena that may add value to the VA and its mission. The Contractor must work with the COR and CO to designate these meetings and their location. Deliverable:? Monthly Progress ReportSemi-Annual MeetingsGENERAL REQUIREMENTSKEY INFORMATIONTask Orders will be issued by each medical center and will have a designated POC/Manager who will be the point of contact for the required information/documents for vacancies of each discipline listed below, as well as any additional recruitment requirements for the position. If a candidate is selected and hired to the respective VAMC, but leaves the position within 90 days, or is terminated within 90 days, the vendor shall find a replacement at no charge to the Government. The Contractor shall not refer candidates who have pending or who have ever had any license revoked, suspended, denied, restricted, limited or issued/placed in probation status or voluntarily relinquished.The contractor will not issue any recruitment advertisements (to include mailings, online postings and other outlets that may be used to reach out to potential physician candidates) identifiable to the Department of Veteran Affairs and for the VAMC, without prior approval of the Contracting Officer’s Representative and/or each VAMC’s POC. These persons reserve the right to review, reject, or modify any recruitment advertisements proposed by the commercial firm. All advertisements must contain a statement that the Department of Veteran Affairs VAMC is an Equal Employment Opportunity employer. ?Contractor must not imply that this is a sole or primary avenue for employment for the VHA or any of their respective VAMC. This will be in accordance with the guidelines set in the sourcing and recruitment plan. A qualified applicant must meet the minimum standards for each medical profession as referenced below. This is in accordance with (IAW) VHA Qualification Standards (VA Directive 5005). Please note that all recruitment request will fall within the position categories listed below. However, this list does not constitute an absolute list of positions to be recruited. It represents a sample to be used for building an understanding of the scope of recruiting. Additionally, more focused standards will be provided with the issuance of each task:PHYSICIAN (MEDICAL OFFICER)(1) Citizen of the United States(2) Degree of doctor of medicine or an equivalent degree resulting from a course of education in medicine or osteopathic medicine. The degree must have been obtained from one of the schools approved by the Secretary of Veterans Affairs for the year in which the course of study was completed. Approved schools are:a) Schools of medicine holding regular institutional membership in the Association of American Medical Colleges for the year in which the degree was granted.b) Schools of osteopathic medicine approved by the American Hematology Association for the year in which the degree was granted.c) Schools (including foreign schools) accepted by the licensing body of a State, Territory, or Commonwealth (i.e., Puerto Rico), or in the District of Columbia as qualifying for full or unrestricted licensure.(3) Current, full and unrestricted license to practice medicine or surgery in a State, Territory, or Commonwealth of the United States, or in the District of Columbia(4) Board certified or eligible in the applicable specialty based on VAMC need(5) Completion of an accredited residency in the appropriate specialty based on VAMC need(6) Proficient in spoken and written English as defined below:a. The candidate’s primary and native written and spoken language is English.b. The candidate has completed a combination of 4 or more years of education and/or experience as follows: 1) Education in this country or in any school in which the basic curriculum is conducted in English, which may include any time spent in graduate and postgraduate training. (2) Successful work experience in a health care facility in which the primary written and spoken language is English and in which the individual is required to communicate in English.c. For physicians, any of the following additional criteria may be considered as qualifying for English language proficiency:(1) Graduation from a medical school accredited by the LCME (Liaison Committee on Medical Education), as listed in the current Association of American Medical Colleges’ Directory.(2) Graduation from a foreign medical school whose curriculum was taught and examined in English.(3) United States citizenship by birth and graduation from a foreign medical school.(4) Certification by the ECFMG (Educational Council for Foreign Medical Graduates) with a certificate dated 1976 or later.(5) Successful completion of the VQE (Visa Qualifying Examination).(6) Certification by an American Specialty Board. An American Specialty Board includes the 24 Member Boards of the American Boards of Medical Specialties.Physicians are broken down into the following categories and specializations:PRIMARY CAREInternal MedicineFamily MedicineMENTAL HEALTHPsychiatryAddiction PsychiatryGeriatric PsychiatrySPECIALTY CARECardiologyCardiac ElectrophysiologyInterventional CardiologyPulmonary / Critical Care Sleep MedicineEmergency MedicineGastroenterologyGeriatric MedicineHematology-OncologyOrthopaedic SurgeryOtolaryngology (Ear, Nose, & Throat)Pain MedicinePhysical Medicine and RehabilitationRadiation OncologyRheumatologySurgeryColon and rectal SurgeryGeneral SurgeryThoracic SurgeryUrologyVascular SurgeryPHYSICIAN ASSISTANT(1) Citizen of the United States.(2) Unrestricted Certification by the National Commission on Certification of Physician's Assistants (NCCPA)(3) Proficient in spoken and written English as defined below:a. The candidate’s primary and native written and spoken language is English.b. The candidate has completed a combination of 4 or more years of education and/or experience as follows:(1) Education in this country or in any school in which the basic curriculum is conducted in English, which may include any time spent in graduate and postgraduate training.(2) Successful work experience in a health care facility in which the primary written and spoken language is English and in which the individual is required to communicate in English.(3) Education as evidenced by one of the following criteria:a) A bachelor's degree from a PA training program which is certified by the Accreditation Review Commission on Education of the Physician Assistant (ARC-PA); orb) Graduation from a PA training program of at least 12 months duration which is certified by the ARC-PA and a bachelor's degree in a health care occupation or a health-related science; orc) Graduation from a PA training program of at least 12 months duration which is certified by the ARC-PA and a period of progressively responsible health care experience such as an independent duty medical corpsman, licensed practical nurse, registered nurse, medical technologist, or medical technician. The duration of approved academic training and health care experience must total at least five (5) years.NURSE PRACTITIONER(1) Must have current, full, active, and unrestricted registration as a graduate professional nurse in a State, Territory, or Commonwealth (i.e. Puerto Rico) of the U.S. or in the District of Columbia and must be licensed or otherwise recognized as a Nurse Practitioner in a State. (NOTE: This position requires the incumbent to work as a licensed independent practitioner. Applicant must possess a license from a State granting independent practice.)(2) A nurse practitioner must be licensed or otherwise recognized as a nurse practitioner in a State, possess a master's degree from a program accredited by the Accreditation Commission for Education in Nursing (ACEN) or American Association of Colleges of Nursing (CCNE), and maintain full and current certification as a nurse practitioner from the American Nurses Association or another nationally recognized certifying body. [The certification must be in the specialty to which the individual is being referred.(3) Must be a United States citizen(5) Proficient in spoken and written English as defined below:a. The candidate’s primary and native written and spoken language is English.b. The candidate has completed a combination of 4 or more years of education and/or experience as follows: (1) Education in this country or in any school in which the basic curriculum is conducted in English, which may include any time spent in graduate and postgraduate training. (2) Successful work experience in a health care facility in which the primary written and spoken language is English and in which the individual is required to communicate in English.REGISTERED NURSE(1) Citizen of the United States(2) Degree or diploma from a professional nursing program approved by the legally designated State accrediting agency at the time the program was completed by the applicant. (One year of nursing experience as a military corpsman that has been accepted by a State licensing body may be accepted in lieu of education at the GS-4 level.)(3) Applicants must have active, current registration as a professional nurse in a State, District of Columbia, the Commonwealth of Puerto Rico, or a territory of the United States. An applicant who has graduated from an approved nursing educational program within the past 12 months may be appointed pending State registration as a professional nurse within 6 months of appointment. No person appointed pending registration may be retained beyond 6 months, or promoted, if registration has not been attained.Nurses are broken down into the following categories and specializations:Nurse Executive/Chief Nurse OfficerAdvanced Practice Nurse (Nurse Practitioner)Certified Registered Nurse AnesthetistCritical Care NurseOperation RoomEmergency RoomNurse ManagerSpecialty Nursing: Diabetic Care, Wound Care, etc.PHYSICAL THERAPIST(1) Citizen of the United States(2) Degree that included or was supplemented by (1)?a physical therapy curriculum approved by a recognized professional accrediting organization at the time the curriculum was completed, and (2)?the clinical affiliation requirements prescribed by the school.(3) Applicants must pass a State-administered national examinationPSYCHOLOGIST(1) Citizen of the United States(2) Degree with a major or equivalent in psychology for all specializations except clinical psychology and counseling psychology. These two specializations have additional educational requirements, as stated below:Clinical psychology: For positions at grades GS-11 and above, satisfactory completion of all the requirements for the doctoral degree (Ph.D. or equivalent) directly related to full professional work in clinical psychology is required.Counseling psychology: For positions at grades GS-9 and above, satisfactory completion of 2 full academic years of graduate study directly related to professional work in counseling psychology, or satisfactory completion in an accredited educational institution of all the requirements for a master's degree directly related to counseling psychology is required.OTHER CLINICAL (Qualifications will be listed by Task Order, Minimums are in accordance with VA Directive 5005)Occupational TherapistPhysical TherapistPodiatristMedical Support AssistantDental OfficerClinical PharmacistLicensed Professional CounselorMarriage and Family TherapistPeer Support Specialists (serious questions about needing this addressed via contract vehicle)MEDICAL SUPPORT ASSISTANT(1) Citizen of the United StatesSECURITY AND PRIVACY REQUIREMENTSPOSITION/TASK RISK DESIGNATION LEVEL(S)Position SensitivityBackground Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Suitability and Security Program,” Appendix A)Low / Tier 1Tier 1 / National Agency Check with Written Inquiries (NACI) A Tier 1/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), Federal Bureau of Investigation (FBI) name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.Moderate / Tier 2Tier 2 / Moderate Background Investigation (MBI) A Tier 2/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), FBI name check, and a FBI fingerprint check], a credit report covering a period of 5 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check; and a verification of the educational degree.High / Tier 4 Tier 4 / Background Investigation (BI) A Tier 4/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), FBI name check, and a FBI fingerprint check report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree.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 by TaskTask NumberTier1 / Low / NACITier 2 / Moderate / MBITier 4 / High / BI6.1 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 6.2 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 6.3 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 6.4 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 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. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.CONTRACTOR PERSONNEL SECURITY REQUIREMENTSContractor Responsibilities: The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak and understand the English language.The Contractor shall bear the expense of obtaining background investigations. Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with the ProPath template. The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (based upon Section 6.2 Tasks), etc. The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or under separate cover to the COR. The Contractor Staff Roster shall be updated and provided to VA within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service.The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.The Contractor shall ensure the following required forms are submitted to the COR within 5 days after contract award:For a Tier 1/Low Risk designation: OF-306 DVA Memorandum – Electronic Fingerprints For Tier 2/Moderate or Tier 4/High Risk designation:OF-306 VA Form 0710DVA Memorandum – Electronic FingerprintsThe Contractor personnel shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF 86) utilizing the Office of Personnel Management’s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP) after receiving an email notification from the Security and Investigation Center (SIC). The Contractor employee shall certify and release the e-QIP document, print and sign the signature pages, and send them encrypted to the COR for electronic submission to the SIC. These documents shall be submitted to the COR within 3 business days of receipt of the e-QIP notification email. (Note: OPM is moving towards a “click to sign” process. If click to sign is used, the Contractor employee should notify the COR within 3 business days that documents were signed via eQIP).The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.A Contractor may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC) or “Closed, No Issues” (SAC) finger print results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and, the signed “Contractor Rules of Behavior.” However, the Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of the Office of Personnel Management (OPM).The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract.Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by Contractor and Subcontractor employees and/or termination of the contract for default.Identity Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, displaying their badges at all times, and returning the identity credentials upon termination of their relationship with VA.Deliverable:Contractor Staff RosterMETHOD AND DISTRIBUTION OF DELIVERABLESThe 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, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe Postscript Data Format (PDF). PERFORMANCE METRICSThe table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.Performance ObjectivePerformance StandardAcceptable Performance LevelsMethod of SurveillanceIncentive (Positive/negative)Effective Planning and Recruitment Process1. Establish effective CPMP, SRP2. Vendor capable of Management of Regional/National Requirements3. Demonstrates ability to recruit candidates Satisfactory or higher1. Review of Monthly Reporting2. Quality Assurance Reviews3. Evaluation of Sourcing and Recruiting Understanding and MethodologyVendor must be able to demonstrate an understanding of the requirement and the ability to manage the effort. This will result in more work for the vendor.Failure will result in only fulfilling vehicle minimum obligation.Effective Interaction and Communication with the NRP and WMCO1. Ensure VAMCs are aware of recruitment actions2. Maintain clear communication and engagement3. Notifies customer in advance of challenges and complications associated with recruitmentSatisfactory or higher1. Review of Weekly CLC2. Review of Monthly Reporting3. Monitor with Customer Survey provided to VAMCs4. Quality Assurance spot ChecksVendor must create and maintain an atmosphere where communication and engagement with the customer is consistent and adjusted as required to meet the needs of the Task MangerFailure will result in only fulfilling vehicle minimum obligationProvide Candidates that are Qualified and Meet the Requirements set forth in the Task Order at 95% Effectiveness. (Reviewed, Quarterly/Semi-Annually; Evaluated Annually1. Qualified candidates must meet the criteria for pre-screenings to be conducted by the VA as evidenced by CLC and Monthly Reporting2. Only New Candidates will be evaluated (Candidates already located in the VA system will not be accepted)) 3. All Minimum requirements must be metThe VAMC POC will reject no more than 5% of referred candidates based meeting the criteria for minimum pre-screenings requirements set by the VA in the PWS and Task Order <=5%1. CLC Reporting2. Monthly Reporting3. Quality Assurance Review4. Survey with VAMCsInvoice shall be deducted 5% of the total amount if service doesn’t meet the performance standard.Effectiveness of Reporting1. A report must be received in a timely manner no later than the 15th of the month following the previous month2. Reporting must be received in a timely manner, and edited and finalized within 7 days of return receipt from the VA.Report delayed more than 2 times in a twelve month period1. Review Reporting2. Request Edits3. FinalizationVendor will be acceptable if reports are received, reviewed and revised in timely manner.Note 1: Significant errors or omissions are defined as deliverables not meeting the intent of the task order and the work to be considered to be within scope of the vehicleNote 2: Continued repetitive errors may result in an unacceptable rating on performance report to be used as a part of evaluation criteria on future competition.The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. FACILITY/RESOURCE PROVISIONS All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the COR. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.VA may provide remote access to VA specific systems/network in accordance with VA Handbook 6500, which requires the use of a VA approved method to connect external equipment/systems to VA’s network. Citrix Access Gateway (CAG) is the current and only VA approved method for remote access users when using or manipulating VA information for official VA Business. VA permits CAG remote access through approved Personally Owned Equipment (POE) and Other Equipment (OE) provided the equipment meets all applicable 6500 Handbook requirements for POE/OE. All of the security controls required for Government furnished equipment (GFE) must be utilized in approved POE or OE. The Contractor shall provide proof to the COR for review and approval that their POE or OE meets the VA Handbook 6500 requirements and VA Handbook 6500.6 Appendix C, herein incorporated as Addendum B, before use. CAG authorized users shall not be permitted to copy, print or save any VA information accessed via CAG at any time. VA prohibits remote access to VA’s network from non-North Atlantic Treaty Organization (NATO) countries. The exception to this are countries where VA has approved operations established (e.g. Philippines and South Korea). Exceptions are determined by the COR in coordination with the Information Security Officer (ISO) and Privacy Officer (PO).This remote access may provide access to VA specific software such as Veterans Health Information System and Technology Architecture (VistA), ClearQuest, ProPath, Primavera, and Remedy, including appropriate seat management and user licenses, depending upon the level of access granted. The Contractor shall utilize government-provided software development and test accounts, document and requirements repositories, etc. as required for the development, storage, maintenance and delivery of products within the scope of this effort.? The Contractor shall not transmit, store or otherwise maintain sensitive data or products in Contractor systems (or media) within the VA firewall IAW VA Handbook 6500.6 dated March 12, 2010. All VA sensitive information shall be protected at all times in accordance with VA Handbook 6500, local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this PWS. The Contractor shall ensure all work is performed in countries deemed not to pose a significant security risk. For detailed Security and Privacy Requirements (additional requirements of the contract consolidated into an addendum for easy reference) refer to REF _Ref252783628 \h \* MERGEFORMAT ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED and ADDENDUM B - VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE.ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATEDPhysical Security & Safety Requirements:The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property.? Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.The Contractor and their personnel shall wear visible identification at all times while they are on the premises.VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed.? It is the responsibility of the Contractor to park in the appropriate designated parking areas.? VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.Smoking is prohibited inside/outside any building other than the designated smoking areas.Possession of weapons is prohibited.The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.Confidentiality and Non-DisclosureThe Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”).? Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.??The Contractor will have access to some privileged and confidential materials of VA.? These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA.? Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38.? Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.The VA CO will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information.? Any request for information relating to this contract presented to the Contractor shall be submitted to the VA CO for response.Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities.? Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract.? Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature.? If the Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the VA CO.Contractor shall train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information.? Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone. Contractor shall maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives.? The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by VA.Contractor must adhere to the following:The use of “thumb drives” or any other medium for transport of information is expressly prohibited.Controlled access to system and security software and documentation.Recording, monitoring, and control of passwords and privileges.All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.VA, as well as any Contractor (or Subcontractor) systems used to support development, provide the capability to cancel immediately all access privileges and authorizations upon employee termination.Contractor PM and VA PM are informed within twenty-four (24) hours of any employee termination.Acquisition sensitive information shall be marked "Acquisition Sensitive" and shall be handled as "For Official Use Only (FOUO)".Contractor does not require access to classified data.Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements.? All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none.? The general rule is to strictly avoid any conflict of interest or even the appearance of a conflict of interest in VA/Contractor relationships.VA Form 0752 shall be completed by all Contractor employees working on this contract, and shall be provided to the CO before any work is performed.? In the case that Contractor personnel are replaced in the future, their replacements shall complete VA Form 0752 prior to beginning RMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13514, “Federal Leadership in Environmental, Energy, and Economic Performance,” dated October 5, 2009; Executive Order 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR?, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services. The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:Provide/use ENERGY STAR products, as specified at products (contains complete product specifications and updated lists of qualifying products). Provide/use the purchasing specifications listed for FEMP designated products at . The Contractor shall use the low standby power products specified at . Provide/use EPEAT registered products as specified at . At a minimum, the Contractor shall acquire EPEAT? Bronze registered products. The acquisition of Silver or Gold EPEAT registered products is encouraged over Bronze EPEAT registered products” EPEAT registered products are required to meet the technical specifications of ENERGY STAR, but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists.The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available: Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk DrivesImaging Equipment (Printers Copiers, Multi-Function Devices, Scanners, Fax Machines, Digital Duplicators, Mailing Machines)Televisions, Multimedia ProjectorsThis list is continually evolving, and as a result is not all-inclusive.Notes to the Contracting OfficerTYPE OF CONTRACT(S) FORMCHECKBOX Firm Fixed Price FORMCHECKBOX Cost Reimbursement FORMCHECKBOX Labor-Hour FORMCHECKBOX Time-and-Materials FORMCHECKBOX Other __________SCHEDULE FOR DELIVERABLESNote: Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government work day after the weekend or holiday.TaskDeliverable ID Deliverable Description REF _Ref259632988 \r \h \* MERGEFORMAT 6.1.1A, BKick-Off MeetingTo be held one (1) week after contract awardElectronic submission to: VA PM, COR, CO.Inspection: destinationAcceptance: destination REF _Ref259633002 \r \h \* MERGEFORMAT 6.2AContractor Project Management PlanDraft must be provided with proposalWill be reviewed during Kick-off and finalized ten (10) days after Kickoff Meeting, and updated as needed thereafter. Electronic submission to: VA PM, COR, CO.Inspection: destinationAcceptance: destination 6.3ASourcing and Recruitment PlanDue fourteen (14) days after contract (DAC) and updated as needed thereafter. (No less than Semi-Annually)Electronic submission to: VA PM, COR, CO.Inspection: destinationAcceptance: destination6.4AConsolidated Candidates ListDue weekly by COB on the Monday following the week of review. Electronic submission to: VA PM/ManagerInspection: destinationAcceptance: destination6.5AMonthly Progress ReportDue the fifteenth day of each month following the month of performance throughout the period of performance (PoP).Electronic submission to: COR, COInspection: destinationAcceptance: destinationAcceptance: destinationPOINTS OF CONTACTVA Program Manager: Name:TBDAddress:Voice:Email:Contracting Officer’s Representative:Name:TBDAddress:Voice:Email: Contracting Officer:Name:TBDAddress:Voice:Email: ADDITIONAL ITEMSSPECIAL INSTRUCTIONS/REMARKSSPECIAL CLAUSES, ETC. TO BE INCLUDED IN THE SOLICITATION FORMCHECKBOX Transition clause required? (Insert FAR clause, Continuity of Services, FAR 52.237-3) FORMCHECKBOX Intellectual Property/Technical Data Rights Clause required? FORMCHECKBOX OCI Clause required? FORMCHECKBOX Government Furnished Material/Equipment: CO should add a special clause to the contract citing the Title of the material/equipment, Identifier (Serial Number), Quantity, Purpose, and Date required by Contractor. FORMCHECKBOX BAA required (for an OI&T Contract on behalf of VHA)?If the answer to Question 4 of the Security Checklist is a “yes” and the Contractor will provide a service, function, or activity to OI&T, on behalf of VHA, then it must be determined if protected health information (PHI) is disclosed or accessed, if so, a BAA is required. (The “Decision Tree for Business Associate Agreements” can be used by the requiring activity (with help from their OI&T Privacy Officer [Garnett Best/Rita Grewal] if needed) to determine if a BAA is required, see VHA Handbook 1605.05, Business Associate Agreements, Appendix A, ()). If it is determined that a BAA is required, the CO must, in eCMS, insert the BAA Document below as a “Clause” into Section D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS of the solicitation manually by performing the following instructions:1.Open the below embedded “VA Subcontractor BAA with OI&T” Template file, insert a brief description of the services involved in the effort within the “Scope” Section, and the VA Program Manager information in the VA Signature block at the end of the form, replacing the <RED TEXT> within the template. Once complete, save the “Business Associate Agreement” file to your computer.2.Create a solicitation document in eCMS3.Click on the ‘Content Manager’ link and highlight Section D, Contract Documents, Exhibits, or Attachments.4.Click on the “Insert” tab in the top left corner to insert an “External File” after the selected clause.5.Upload the “Business Associate Agreement” file you saved to your computer.The Business Associate Agreement file is the text of the eCMS VHA Clause 1605.05, tailored for the individual effort, and is essentially the Business Associate Agreement language itself, and needs to be seen by the bidders in the solicitation (if a BAA is required).\s FORMCHECKBOX BAA required (for a Veterans Health Administration (VHA) Contract)? If the answer to Question 4 of the Security Checklist is a “yes” and the Contractor will provide a service, function, or activity to VHA or on behalf of VHA, then it must be determined if protected health information (PHI) is disclosed or accessed and if a BAA is required. The “Decision Tree for Business Associate Agreements” should be used by the requiring activity (with help from their Privacy Officer if needed [the VHA Privacy Service -Stephania Griffin/ Andrea Wilson can advise] to determine if a BAA is required, see VHA Handbook 1605.05, Business Associate Agreements, Appendix A, (). If it is determined that a BAA is required, the CO must, in eCMS, insert the VHA clause 1605.05 into Section D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS of the solicitation. This can be accomplished by performing the following in eCMS:Insert the 1605.05 clause through the Clause Library (or by answering “Yes, access to PHI is necessary and a BAA is required,” to the Dialog Session question that asks, “Will the contractor require access to Protected Health Information to perform the functions or services required in this acquisition?”)After inserting the clause, double-click on the clause and use the “Fill-in” field in the “Scope” section to add a description of the service(s) being performed. In the MS Word version of your solicitation, manually input “Contractor” throughout the document where it has been blanked out. The embedded file below shows the locations of the “blanks” (showing codes from eCMS in red instead of “blanks”) to assist you in adding the missing information properly. The eCMS VHA Clause 1605.05 text is the BAA itself and needs to be seen by the bidders if a BAA is required. Note: The actual Contractor’s Name will automatically populate in the appropriate sections of the BAA clause from the Data Values upon creation of the award document.\s FORMCHECKBOX Other _________________ FORMCHECKBOX Other _________________ ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download