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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 17, 2015 FBO #5137
DOCUMENT

Q -- Behavioral Health Care - 663-16-1-145-0001 - Attachment

Notice Date
12/15/2015
 
Notice Type
Attachment
 
NAICS
623220 — Residential Mental Health and Substance Abuse Facilities
 
Contracting Office
Department of Veterans Affairs;Network Contracting Office 20;5115 NE 82nd Ave, Suite 203;Tacoma WA 98493
 
ZIP Code
98493
 
Solicitation Number
VA26016Q0106
 
Response Due
1/4/2016
 
Archive Date
4/12/2016
 
Point of Contact
Philip Cyphers
 
E-Mail Address
6-2752<br
 
Small Business Set-Aside
N/A
 
Description
VA-260-10-RQ-1205 This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Darlene Anderson at Darlene.Anderson4@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. 0001 - BEHAVIORAL HEALTH CARE. Fifteen (15) beds reserved, includes three meals per day per reserved bed. The intended contract period is a one-year base period plus (4) four one-year option periods. Potential contractors shall provide, at a minimum, the following information to Darlene Anderson at Darlene.Anderson4@va.gov: 1) Company name, address, point of contact name, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 623220 Residential Mental Health and Substance Abuse Facilities; the largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $7.0 Million under NAICS code 623220. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) How far away from Department of Veterans Affairs, VA Puget Sound Healthcare System, 1660 South Columbian Way, Seattle WA 98108, is your business located? 4) Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concerns BEHAVIORAL HEALTH CARE for VA Puget Sound Healthcare System, Washington. Provide any additional feedback that you feel is relevant (i.e., problems or any other issues experienced with similar contracts). Include comments on the Draft SOW. 5)How is BEHAVIORAL HEALTH CARE service as described in the draft SOW typically priced (flat fee, by the reserved bed, by the meal, by the services offered, etc.)? How could it be priced for a Government contract? 6) Provide a brief capability statement (less than 5 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company's ability to provide BEHAVIORAL HEALTH CARE services near Department of Veterans Affairs, VA Puget Sound Healthcare System, 1660 South Columbian Way, Seattle WA 98108. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. All interested contractors should notify this office via email by 4:00 PM Pacific Daylight Time on October 4, 2010. Submit response and information to: Darlene Anderson, Department of Veterans Affairs, Puget Sound Health Care System, Darlene.Anderson4@va.gov. The DRAFT Statement of Work follows. Thank you for your participation. Behavioral Health Care Draft Statement of Work 1.CONTRACT TITLE: The VA Puget Sound Health Care System (VAPSHCS) has a requirement for community behavioral accommodations and shelter for patients of the VAPSHCS. 2.SCOPE: The contractor shall provide community behavioral accommodation/shelter facility for patients of the Puget Sound Health Care System, 1660 S. Columbian Way, Seattle Washington 98108, in accordance with the terms and conditions of this contract. 0001 - BEHAVIORAL HEALTH CARE. Fifteen (15) beds reserved, includes three meals per day per reserved bed. 3.PROGRAM DESCRIPTION a. GOAL i. To assure the availability of behavioral healthcare so that vulnerable populations can be physically and mentally, fit as possible. ii.To assure food to eat and a roof overhead for vulnerable populations. iii.To provide residential treatment services for adults experiencing chronic mental illness to promote stability, community tenure, and movement toward independent living. b. OBJECTIVES i.To provide housing stabilization and case management services which address recovery issues, decomposition, and crisis management. ii.To provide on-site treatment services that promotes Recovery and wellness. c.ELIGIBILITY i.Persons eligible for residential placement are adults who are referred by the VA and assessed to be appropriate for services as stated in the following Admission and Exclusionary Criteria: ii. Resident must be enrolled with the VAPSHCS. A VA referral packet shall be sent to the attention of the Contractor's Program Manager. An interview may be scheduled with the referent and VA representative. Admissions of referral are at the discretion of Contractor's Program Manager. iii.Resident must be 18 or over. iv.Resident must meet criteria for Axis I DSM-IV TR diagnosis. v.Resident is amenable to receiving services at the residential facility. vi.Resident is able to perform activities of daily living with minimal assistance. vii.Residents on insulin must be able to demonstrate basic understanding of glucometer testing and self-injections. Contractor's medical staff may provide additional assistance. viii.Resident has adequate cognitive functioning to enable response to a fire alarm in order to evacuate the premises in an emergency without assistance. ix.Resident is ambulatory, i.e., physically and mentally able to walk unaided or moved independently with assistance of resident's can, walkerett, walker, wheelchair, or artificial limb, traverse a normal path to safety unaided by another individual; get into and out of bed without assistance of another individual; and transfer to a chair or bed without aid. d.EXCLUSIONARY CRITERIA i.Resident has no history of arson. ii.Resident has no history of sexual assault or sexual predation iii.Resident has no history of serious assault, particularly with a weapon. Persons with no history within the past two years may be considered for services by exception. iv.Resident is not actively using alcohol or drugs, or is actively engaged and consistently attending an alcohol and/or drug abuse treatment program. v. Resident is not in need of Skilled Nursing Care or experiences acute medical instabilities. Resident is not medically compromised, such as, but not limited to: ostomy care, urethra catheter care, oxygen or intravenous therapy or requiring in-house (Contractor) care beyond the scope of Licensed Nursing Staff. Contractor's Registered Nurse Supervisor may consider specific medical conditions upon evaluation. 4.PROGRAM REQUIREMENTS a.All care including supplies received by beneficiaries as described in this contract shall be normally provided without extra charge. The rate established shall be an all-inclusive rate and shall include, but not be limited to, cost of room, meals, routine, and other necessary services as described in the contract. Payments made by VA under this contract shall constitute the total cost of care. The Contractor agrees that no additional charges shall be billed to the VA client or his family, either by the Contractor or any third party furnishing services or supplies required for such care, unless and until specific prior authorization in writing is obtained from VAPSHCS. b.Contractor shall provide individualized, least restrictive, community based, culturally relevant services, which promote resident empowerment and recovery. Services shall emphasize resident strengths and shall be based on an individualized and tailored care model. Residents shall be given the treatment and skills training they need, when they need it. The treatment shall be based on a treatment and recovery plan developed with the resident, family, other providers, and natural supports in consultation with the VA. It shall be the philosophy of the contractor's residential program that resident recovery is most attainable within the context of a community of care and this shall be provided as part of contractor's residential services. c.Contractor shall provide services under this Agreement in compliance with 42 Code of Federal Regulations (CFR) Part 438 Balanced Budget Act (BBA); 45 CFR Health Insurance Portability and Accountability Act Parts 160 and 164; the Revised Code of Washington (RCW) 71.24, 71.05; Washington Administrative Code (WAC)388-865;246-337. The following are minimum program requirements: i.Residents services shall be provided in a facility that maintains a safe, clean, healthful, and therapeutic environment, and shall be licensed under the regulations for an Adult Residential Rehabilitation Center. ii.Contractor shall maintain copies of all licensing findings conducted by the Washington State Department of Health (DOH), local Fire Marshall, Washington State Aging, and Adult Services Administration. d.Contractor shall respond to any corrective actions and maintain copies of all corrective action plan responses to findings of licensing entities. e.Contractor staff shall develop and maintain an Individual Service Plan (ISP) and Crisis Plan for each resident. To the extent possible, the resident shall participate in the development of the plan. All such plans shall be developed in consultation with the VA and shall reflect service coordination with VA providers and staff. f.Contractor staff shall offer residents varied and appropriately supervised activities in which each resident is encouraged to participate. These activities should emphasize community integration and interpersonal/socialization skills. An activity schedule shall be posted and current. Resident participation in activities shall be negotiated on the ISP and documented within the resident record. 5.ADMISSION CRITERIA: a.An Admission Psychiatric History must be completed by the VA psychiatric provider. b.An admission Medical History and full physical must be completed by the VA medical provider within the past six (6) months. If an Admission Medical History has not been performed in the past six (6) months, it must be completed within 30 days of admission to the contractor's facility. c.A signed list of prescribed medications by the VA psychiatric provider. No medications can be administered without evidence of medication orders at contract provider. d.A signed list of prescribed medications by the VA medical provider. No medications can be administered without evidence of medication orders at contract facility. e.Current laboratory studies done within the last six (6) months including, but not limited to, the following: i.CBC ii.Chemistry panel iii.Fasting glucose iv.Fasting lipid levels f.Medication orders need to be sent to contract facility at least 48 hours prior to a scheduled admission to facilitate placement of medications in the contract facility distribution system. g.The attending medical provider shall be accredited member of the VA Medical (service Center). 6.CLINICAL RECORDS AND DOCUMENTATION. An individual resident record on each resident shall include the following: a.An updated Individual Service Plan ("ISP"). The ISP shall describe the specific problems to be addressed in treatment, goals to be achieved, modalities to be used, and expected outcomes; b.Daily contact notes and documentation at regular intervals of the resident's clinical status and progress toward ISP outcomes; c.Information as to the number of hours per week and the level of resident participation in in-house and community integration activities on the ISP and the documented within the clinical chart. d.Medical documentation; and a discharge/aftercare plan in coordination with the VA. e.Contractor shall offer a full range of individual and group services in coordination with the VA including: i.Case Management; ii.Medication distribution and monitoring; iii. Independent living skills; iv.Employment services, educational and age appropriate activities v.Interpersonal/socialization skills; vi. Community Integration; vii. Family support; viii. Substance abuse support groups; and ix.Discharge planning and transition services in coordination with the VA. f.Contractor shall coordinate all discharges with the VA and shall notify the VA when the resident's residential services are being terminated regardless of the circumstances. 7.STAFFING AND CREDENTIALS shall be maintained at levels that ensure compliance with State and Federal regulations. Contractor shall be licensed under the regulations for an Adult Rehabilitation Center. In addition, contractor shall maintain a safe, clean, healthful and therapeutic environment. 8.SELECTION OF RESIDENTS a. VA shall screen and refer potential residents in accordance with the eligibility criteria set for in this agreement. b.All referrals shall be made utilizing the Veterans Assistance Referral Form. c.Contractor shall review all referrals and provide a response within five (5) working days of receipt of a referral packet. d.Contractor retains the right to make all final decisions regarding eligibility and occupancy of residents. However, no resident who meets the referral criteria for eligibility as stated herein shall be unreasonably denied. e.As a condition of admission, all Residents must agree to sign and abide the facility's Admission Agreement 9.PATIENT DEATH: In the event a VA client receiving services under this contract dies, the Contractor shall promptly notify VA staff authorizing admission, immediately assemble, inventory, and safeguard the client's personal effects. The funds, deposits and effects left by VA client upon the premises of the Contractor shall be delivered by the Contractor to the person(s) entitled thereto under the laws currently governing the accommodation/shelter bed facility for making disposition of funds and effects left by VA client, unless the beneficiary died without leaving a shall, heirs or next of kin capable of inheriting. When disposition has been made, the itemized inventory with annotation as to the disposition of the funds and effects shall be immediately forwarded to the VA staff office. Should a deceased VA client leave no shall, heirs or next of kin, his/her personal property and funds wherever located vests in and becomes the property or the U.S. in trust. In these cases, the Contractor shall forward an inventory of any such property and funds in its possession to the appropriate VA staff office and shall hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition. 10.MEDICAL EMERGENCIES: It is agreed that the Contractor shall notify VAPSHCS immediately when a medical emergency requiring hospitalization occurs. It is agreed that the VA client should be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided VA authorization is obtained. If hospitalization of a non-emergency nature is required, It is agreed that admission to the VA hospital shall be accomplished promptly. 11.NON-SEGREGATION OF FACILITIES: The contractor agrees and warrants that it does not maintain or provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color, or national origin. The Contractor may neither require such segregated use by written or oral policies nor tolerate such used by local custom. The term facilities shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. It is agreed that VA shall have the right to inspection of the facility and all appurtenances by an authorized representative(s) designated by the VA, to determine whether acceptable standards are maintained and that adequate care is being rendered. a.The contractor shall accept referral of and provide all services specified in this contract for any person determined eligible by Social Work or Mental Health Services, or their designee regardless of race, color, religion, sex, or national origin of the person for whom such services are ordered. The contractor warrants that subcontracting shall not be resorted to as a means of circumventing this provision. 12.SAFETY AND FIRE INSPECTIONS: The Contractor warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved. 13.INVOICING: The Contractor shall submit invoices monthly for VA clients receiving care under this contract. a.VA agrees to make on a timely basis payment for services rendered in accordance with such authorizations upon receipt of billings submitted by the Contractor at the completion of each month's services. 14.CLINIC AND VA COORDINATION: a.The VA (psychiatric provider) case manager shall attend a clinical consultation meeting at Contractor's Facility every other week to coordinate and review the treatment plan with contract facility nursing staff, clinical staff, and residential case managers. b.Contractor's staff shall be able to contact the VA (psychiatric provider) case manager for assistance with necessary, but non-urgent issues during office hours and after office hours. c.Issues labeled by Contractor's staff as urgent shall be replied to within one hour. Pager numbers shall be provided for emergent issues during office hours and after hours. d.Emergent psychiatric issues shall result in immediate transfer to the VA for evaluation. e.Residents with medically emergent issues shall be transferred to the VA for evaluation unless more immediate care is required which then would result in the resident going to the nearest emergency room. Payment for such non-VA Emergency Room services shall be the responsibility of the VA. f.Routine psychiatric care shall include a visit with the resident's psychiatric practitioner at a minimum of every 90 days and more frequently as clinically indicated. g.Copies of all psychiatric progress notes shall be transmitted to contract facility and maintained in the resident's contract facility record. h.All new psychiatric medication orders shall be transmitted to contract facility immediately at time of appointment. Contract facility nursing staff cannot change orders without official receipt of new orders at contract facility. i.Contract facility and the VA mutually agree that medications shall be provided by the VA. The cost of repackaging the medication in the contract facility distribution system must be included in the established rate. j.Medical appointments shall be coordinated through the VA system. All VA clients shall be accompanied to their medical appointment by contract psychiatric facility residential case management staff. The VA medical provider shall be responsible for writing down any new medical orders on a Medical Information Form that shall be given to the case manager and maintained in the resident file. k.Lab studies shall be performed at the VA and copies of all lab reports shall be transmitted to contract psychiatric facility to be placed in the Resident Record. Any emergent lab orders shall occur as directed by the VA attending and the cost associated with such orders shall be the responsibility of the VA. l.Long-acting IM medications (Haldon and Prolixin Decanoate and Risperdal Consta) shall be administered at the VA. m.All ancillary medical care (e.g. dental or podiatry) shall occur at the VA. 15.ACCEPTABLE SAFETY AND SANITATION PRACTICES: Acceptable safety and sanitation practices shall be observed throughout the facility. The building shall conform to the standards of the Life Safety Code (National Fire Protection Association Standard #101) in effect on the date of contract award. 16.MEDICARE/MEDICAID STANDARDS: The contractor is required to follow Medicare/Medicaid standards for all VA placements, except Life Safety. Medicare and Medicaid clinical and program standards are found in 42 CFR 483. 17.HIPPA COMPLIANCE The contractor shall comply with all applicable privacy and confidentiality statutes and regulations of the HIPAA: Health Insurance Portability and Accountability Act. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996, PRIVACY AND SECURITY OF PROTECTED HEALTH INFORMATION (APR 2005) (a) Definitions. As used in this clause: Electronic Protected Health Information has the same meaning as the term electronic protected health information in 45 CFR 160.103. Individual has the same meaning as the term individual in 45 CFR 164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g). Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E. Protected Health Information has the same meaning as the term protected health information in 45 CFR 164.501, limited to the information created or received by the Contractor from or on behalf of The Government. Required by Law has the same meaning as the term required by law in 45 CFR 164.501. Secretary means the Secretary of the Department of Health and Human Services or his/her designee. Security Rule means the Security Standards for the Protection of Electronic Protected Health Information at 45 CFR part 160 and part 164, subpart C. Terms used, but not otherwise defined, in this Agreement shall have the same meaning as those terms in 45 CFR 160.103 164.103, and 164.304 and 164.501. (b) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law. (c) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract. The Contractor agrees to implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity and availability of the Electronic Protected Health Information that it creates, receives, maintains, or transmits on behalf of the Government. (d) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract. (e) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract. The Contractor agrees to report to the Government any security incident of which it becomes aware. (f) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information, in any format, that it creates, receives, maintains, or transmits on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information. (g) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524. (h) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government. (i) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by the Contractor on behalf of, the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the Government or the Secretary, for purposes of the Secretary determining the Governments compliance with the Privacy Rule. (j) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528. (k) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528. General Use and Disclosure Provisions Except as otherwise limited in this Agreement, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for the following purposes, if such use or disclosure of Protected Health Information would not violate the Privacy Rule or the Department of Defense Health Information Privacy Regulation if done by the Government: [List Purposes]. Specific Use and Disclosure Provisions (a) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor. (b) Except as otherwise limited in this Agreement, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it shall remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached. (c) Except as otherwise limited in this Agreement, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B). (d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1). Obligations of the Government Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions (a) Upon request, the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice. (b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures. (c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522. Permissible Requests by the Government The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause. Termination (a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract. (b) Effect of Termination. (1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below. (2) If this contract does not have record management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government, or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information. (3) If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return or destruction of Protected Health Information is infeasible,the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information. Miscellaneous (a) Regulatory References. A reference in this Clause to a section in the Privacy Rule means the section as in effect or as amended, and for which compliance is required. (b) Survival. The respective rights and obligations of Business Associate under the Effect of Termination provision of this Clause shall survive the termination of this Contract. (c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with the Privacy Rule and Security Rule.
 
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File Name: VA260-16-Q-0106 VA260-16-Q-0106.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2466365&FileName=VA260-16-Q-0106-000.docx)
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