SOLICITATION NOTICE
G -- Transitional Housing for VA Palo Alto Healthcare System
- Notice Date
- 6/18/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 624221
— Temporary Shelters
- Contracting Office
- VA Northern California Health Care System - Department of Veterans Affairs No. California Health Care System System
- ZIP Code
- 00000
- Solicitation Number
- VA-261-09-RP-0164
- Response Due
- 6/25/2009
- Archive Date
- 7/25/2009
- Point of Contact
- Claire K UrsinoContract Specialist<br />
- E-Mail Address
-
Contract Specialist
(claire.ursino@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued at a Request for Proposal (RFP) The RFP number is VA-261-09-RP-0164NAICS code is 624221. The size standard is $7 Million. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-32 and VAAR rewrite dated 02/14/2008. List of contract line item number(s) and items, quantities and units of measure,including options DescriptionContract PeriodEstimated QuantityUnitUnit Price / Per DiemEstimated Total 1. Homeless Veterans - Residential TreatmentBase Period: July 1, 2009 thru June 30, 20101460Day$ $ 2. Homeless Veterans - Residential TreatmentOption Year One (1): July 1, 2010 thru June 30, 20111460Day$ $ 3. Homeless Veterans - Residential TreatmentOption Year Two (2): July 1, 2011 thru June 30, 20121460Day$ $ 4. Homeless Veterans - Residential TreatmentOption Year Three (3): July 1, 2012 thru June 30, 20131460Day$ $ 5. Homeless Veterans - Residential TreatmentOption Year Four (4): July 1, 2013 thru June 30, 20141460Day$ $ TOTAL$ STATEMENT OF WORK B.1.The facility shall provide residential treatment and case management services to VA beneficiaries for whom such care is specifically authorized by the VA Medical Center for a period not to exceed 90 days. An extension will be considered after 90 days. This will require justification and approval from the Contracting Officer's Technical Representative, subject to availability of funds. 1.1.All veterans must be eligible and registered for VA services to qualify for per diem. 1.2.The facility shall provide veterans with residential treatment and case management services including referrals to appropriate community-based programs as determined by the case manager. 1.3.The facility shall notify VA staff and interview veterans within 72 hours of admission to be certified. 1.4.The facility shall make notices of discharges from the program and complete discharge forms within 72 hours B.2.Upon acceptance of a VA patient by the facility, the Contractor shall furnish all services herein described, at the per diem rate specified. VA is obligated only to the extent authorized placements of patients are made under this contract. B.3.The type of patients to be cared for under this contract will normally require care and services above the level of room and board, such services to typically include Case Management, Substance Abuse Treatment, and/or Mental Health Treatment. B.4.A residential treatment facility is defined as a facility that provides, on a regular basis, supportive care using a biopsychosocial model, addressing patients' medical, psychiatric, and social needs. To this end, the facility shall provide a safe, supportive, compassionate environment for veterans to safely be treated for medical and mental health issues, alcohol and drug addiction, and also receive case management or referrals for financial, housing, legal, or vocational needs. B.5.Residential treatment facilities utilized for homeless veterans shall meet the standards listed below for the level of care to be provided. The services and products provided will be of the quality meeting or exceeding standards as identified by an accrediting organization (e.g. JCAHO, CARF) in accordance with state and federal regulations. B.6.The facility shall meet all City, State, and Federal requirements concerning safety and health codes. The facility shall maintain a current facility occupancy permit, insurance, and provide copies of these documents to the VA. B.7Level of care. The facility shall provide one level of care that shall include: 7.1.Clean and Sober living environment with access to onsite Alcoholics Anonymous (AA) and other 12 step recovery meetings and related rehabilitation services (e.g., vocational or mental health support services) 7.2.A structured program, including individual and group therapy, regular participation in recreational and physical development activities, vocational development and employment skills development, and other activities deemed supportive of recovery from mental illness and/or addiction to alcohol and drugs. Clinical care shall also include coordination and referral to Veterans Affairs mental health treatment, including VA residential treatment programs for addiction, homelessness, and/or PTSD, as well as outpatient treatment as recommended by VA providers. 7.3.Twenty-four hour on-site monitoring by staff and peer volunteers (night shift monitored by staff only) 7.4.Motivating and educating veterans to achieve and maintain independence in the activities of daily living and self-care. B.8.Dietetic services. The facility shall provide nutritious meals. Veterans will be involved in serving meals and washing dishes. The facility shall provide storage space in an onsite refrigerator for veterans to store personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste. At least three nutritious meals or their equivalent shall be served daily at regular times with not more than a 14 hour span between evening meal and breakfast of the following day. Snacks of nourishing quality, i.e. fruits, shall be offered between meals or bedtime. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas, and for proper waste disposal. Food shall be prepared, served and stored under sanitary conditions. B.9.Records and reports. The facility shall maintain an individual client record on each veteran admitted under this contract. The facility shall comply with the requirement of the "Confidentiality of Alcohol and Drug Abuse Patient" (42 CFR, Part II) and the "Confidentiality of Certain Medical Records" (38 USC 4132). All case records shall be secured and confidential. Records will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the veterans concerned. The files shall include: 9.1Reasons for referral. 9.2.All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment, weekly progress reports or notes, and documentation of any case management interventions or patient care conferences. 93.Data relating to the resident's admission. 9.4.Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. 9.5.Final summaries on each resident who leaves the program, to include reasons for leaving, the resident's future plans, and follow-up locator information. 9.6.Periodic reports provided to the VA. B.10.Drugs and narcotics. Medications and narcotics shall be properly stored, controlled, issued and recorded in compliance with physicians' orders. B.11.Fire, safety and sanitation practices. Both residential and ambulatory care facilities shall conform to the standards of the Life Safety Code, National Fire Protection Association #101, Chapters 10 and 11. For additional information, or to obtain copies, contact NFPA: http://www.nfpa.org, NFPA Headquarters address: National Fire Protection Association, 1 Batterymarch park, Quincy, MA 02269, Phone: 617-770-3000 Fax: 617-770-0700. The facility shall meet the requirements of Public Law 100-336, 42 USC 12101-12213, Americans with Disabilities Act pertaining to handicapped accessibility in effect on the date of contract award. Facility shall also conform to the fire and safety code imposed by the State which adequately protects residents. B.12.Staffing. Facility shall maintain sufficient staff in numbers and position qualifications to carry out the policies, responsibilities and programs of the facility. 12.1.At a minimum, there must be a full-time staff member on duty on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week. 12.2.A manager of a transitional living center SHALL NOT be active in any Chemical Dependency Treatment Program (CHDP) nor active in any CDTP for at least one year. B.13.Charges and payments. 13.1.Payments made by VA under this contract shall constitute the TOTAL cost of care and housing of the homeless veterans. 13.2.Contractor agrees that NO additional charges will be billed to the veteran 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 VA facility authorized placement. 13.3.The quantities of services specified in the Schedule are estimates only and are not purchased by this contract. No obligation will be incurred by the Department of Veterans Affairs under this contract until authorizations are issued by the Contracting Officer's Technical Representative for this contract for specific beneficiaries. The VA agrees to make payment on a timely basis for services rendered in accordance with such authorization upon receipt of billings submitted by the transitional living center at the completion of each month's service. 13.4.If a beneficiary is admitted to or discharged from the program on the same calendar day, payment will not be authorized. B.14.Inspection. The Department of Veterans Affairs Inspection Team is required to conduct an inspection every two years, not more than sixty (60) days prior to contract renewal date. The inspection team will consist of VA Contracting Officer's Technical Representative as well as representatives from Domiciliary Service, Dietetic Service and a Safety Manager. B.15. The facility shall immediately notify the VA Medical Center's COTR regarding any interruption of contract services. Absences of the patient from the facility will not be reimbursed. B.16. In the event a patient receiving care under this contract dies, the facility will promptly notify the VA office authorizing the admission and immediately assemble, inventory, and safeguard the patient's personal effects. The funds, deposits and effects left by VA patients upon the premises of the Facility shall be delivered by the facility to the person or persons entitled thereto under the laws currently governing the Facility for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. Should a deceased patient leave no will, heirs, or next of kin, his effects become personal property of the United States in trust, and such property and funds on the premises will be delivered to the VA administration office authorizing the admission Point of contact for this acquisition is Claire Ursino. For any information regarding this notice, email Claire.Ursino@va.gov. SOLICITATION PROVISIONS/CONTRACT CLAUSES: FAR 52.212-1 Instructions to Offerors-Commercial Items (Jun 2008) FAR 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (SEE BELOW)** FAR 52.212-3 Offeror Representations and Certifications- Commercial Items (Feb 2009) FAR 52.212-4 Contract Terms and Conditions-Commercial items (May 2009) FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2009) for the purposes of this document, the following blocks are considered checked and the clauses incorporated by reference under section b ; 16-20, 22, 31, 40 FAR 52.216-1 Type of Contract (Apr 1984) for the purpose of this document, this provision will contain the term fixed price in the fill-in FAR 52.232-38 Submission of Electronic Funds Transfer Information with Offer (May 1999) FAR 52.233-2 Service of Protest (Sept 2006) for the purpose of this document, this provision will contain the term(s) Hand-Carried Address: Department of Veterans Affairs VISN 21 Consolidated Contracting Activity (90 CCA) 3230 Peacekeeper Way, Bldg 209 McClellan CA 95652 Mailing Address: Department of Veterans Affairs VISN 21 Consolidated Contracting Activity (90 CCA) 5342 Dudley Blvd, Bldg 98 McClellan CA 95652 VAAR852.203-70 Commercial Advertising (Jan 2008) VAAR 852.233.70 Protest content/Alternative Dispute resolution (Jan 2008) VAAR 852.233-71 Alternative Protest Procedure (Jan 1998) VAAR 852.273-74 Award without Exchanges (Jan 2003) VAAR 852.273-75 Security requirements for unclassified Information Technology Resources (Interim- Oct 2008) VAAR 852.273-76 Electronic Invoice Submission (Interim -Oct 2008) ********************************************************************* (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Technical Capability Past Performance Fire and Safety Inspection Veteran Owned Small Business (VOSB) Technical and past performance, when combined, are significantly less important than price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) 52.212-2 EVALUATION-COMMERCIAL ITEMS - ADDENDUM The technical factors, 1-3 are of equal importance. The Government will assign a pass/fail rating to each factor/sub factor identified. Factor 1 - Technical Capability Subfactor 1A. Population Treated Offerors are required to submit proof of recent experience and present expertise with the following treatment populations: "Men and women "Clients with serious mental illness "Clients with serious mental illness and co-occurring substance abuse "Veterans, including expertise about military and veterans' culture and the treatment of PTSD "Clients who recently have been homeless or incarcerated Subfactor 1B. Program Elements Offerors are required to submit a description of the residential treatment elements. The program elements shall include: "Biopsychosocial rehabilitation in a recovery model "Wellness programming "Suicide prevention, with procedures for management of suicidal ideation and plan "Management of emergencies 24 hours a day, 7 days a week. Examples of biopsychosocial rehabilitation include Cognitive Behavioral Therapy, Seeking Safety, DBT skills groups, and Motivational Enhancement/Interviewing. Examples of wellness programming include nutrition classes, daily walks, and gym work-outs. Subfactor 1C. Staffing Offerors are required to submit information on staff numbers and qualifications: "Categories of staff and number of staff in each category "At least ten percent (1 in 10) of staff members shall have a masters degree or above, and/or be credentialed, certified or licensed, in a field of expertise related to counseling, mental health, or addiction and be able to supervise other staff around mental health and dual diagnosis concerns. "A full-time administrative staff member shall be on duty on the premises, or residing at the facility and available for emergencies, 24 hours a day, 7 days a week. "Proof of educational background/licensing/credentialing "Name "Education "Copy of Licensure/certification/credentialing Factor 2 - Past Performance Offerors are required to demonstrate recent (within the last three years), successful performance under contracts (ongoing or completed) which are similar in scope, magnitude, and complexity to the subject requirement. The technical proposal shall include: "Government Agency/Company which awarded contract to offeror "Contract Number "Description of Contract Scope "Total Dollar Value "Annual Dollar Value "Performance Period "Place of Performance "Contracting Officer/Procurement Official oName oEmail oPhone Number oAddress The Government will contact the offerors' references for information and may review performance ratings on file for prior Government projects the offerors may have performed. Past performance information obtained from other sources than those identified by the offerors may be used. All relevant facts and circumstances gathered from information in the offerors' listed references and other sources of information available to the Government (e.g., national Institutes of Health [NIH] Contractor Performance System [CPS] and Past Performance Information Retrieval System [PPIRS])will be used to evaluate the offerors overall past performance and quality of performance. If offerors have not had a chance to comment on negative past performance evaluations obtained by the government, offerors will be given a chance during "exchanges" (clarifications, communications, or discussions) after receipt of proposals (FAR 15.306). If award will be made without conducting discussions, offerors will be allowed to address past performance information during "clarifications". If offerors' past performance is the determining factor preventing them from being placed within the competitive range, "communications" will be conducted with those offerors. If discussions are required, and past performance issues remain, these issues will be addressed during discussions. Offerors who do not have relevant past performance will be rated neutrally (neither favorably nor unfavorably) (FAR 15.305)(a)(iv) Factor 3 - Fire and Safety Inspection Offerors are required to demonstrate that they have passed, or could pass prior to award, the VA's Fire and Safety Inspection. Factor 4 - Veteran-Owned Business Status and Commitment to VOSB Subcontracting Subfactor 4A. Veteran-Owned Small Business and Service-Disabled Veteran-Owned Small Business Status Offerors shall provide their business size and status. Responses to this factor will be evaluated to determine if the contractor is a veteran-owned small business or a service-disable veteran-owned small business Firms qualifying as veteran-owned small businesses or service-disabled veteran-owned small businesses will receive full credit for the Veteran-Owned Small Business and Service-Disabled Veteran-Owned Small Business Status evaluation factor. To receive credit under the Veteran-Owed Small Business and Service-Disabled Veteran-Owned Small Business Status evaluation factor, an offeror must furnish a completed representation (Federal Acquisition Regulation clause 52.212-3 or 52.219-1) that shows that it qualifies as a veteran-owned or service-disabled veteran-owned small business or be registered in the Online Representation and Certification Application (ORCA) website (http://orca.bpn.gov) as a veteran-owned or service-disabled veteran-owned small business. Subfactor 4B. Proposed Use of Veteran-Owned and Service-Disabled Veteran-Owned Small Business Subcontractors (Not applicable to small business contractors) Large business offerors shall provide subcontracting plans. Responses to this factor will be evaluated to determine if the offeror's proposal demonstrates satisfactory past performance in meeting goals established in subcontracting plans and that the offeror's proposed subcontracting plan complies with the requirements at FAR 19.704. In addition, the offeror's proposed subcontracting plan will be evaluated to determine if it shows a substantial commitment to meeting the Department of Veteran's Affairs subcontracting goals shown below. VA Subcontracting Goals Category Goal Small Business 28.7% Small Disadvantaged Business 5% Women-Owned Small Business 5% HUBZone Small Business 3% Service Disabled Veteran-Owned Small Business 7% Veteran-Owned Small Business10% Offerors proposing to use veteran-owned or service disabled veteran-owned small businesses as subcontractors will receive more favorable consideration under the Proposed Use of Veteran-Owned and Service-Disabled Veteran-Owned Small Business Subcontractors evaluation factor. To receive credit under the Proposed Use of Veteran-Owned and Service-Disabled Veteran-Owned Small Business Subcontractors evaluation factor, offerors must state in their proposals the names of the veteran-owned and service-disabled veteran-owned small businesses with whom they intend to subcontract and the approximate dollar values of the proposed subcontracts. In addition, offerors must submit completed representations (Federal Acquisition Regulation clause 52.212-3 or 52.219-1) for the proposed subcontractors or the proposed subcontractors must be registered as veteran-owned or service disabled veteran-owned small businesses in the Online Representations and Certification Application (ORCA website (http://orca.bpn.gov). Offerors are encouraged to use the Veterans Information Pages (VIP), located on the Web at http://www.vetbiz.gov, and the Central Contractor Registration (CCR), located on the Web at http://www.ccr.gov to locate veteran-owned and service-disabled veteran-owned small businesses. To receive credit under the Adherence to Subcontracting Plan Requirements evaluation factor, offerors that are other than small businesses must submit one or more Federal Government references where the offerors were required to submit a small business subcontracting plan. Small businesses will receive full credit for this evaluation factor, since they are not required to submit small business subcontracting plans. Factor 5 - Cost/Price: In addition to the factors listed above, cost will be considered in the ultimate award decision. Price will take into consideration the estimated quantities shown in the schedule. The totals for the base & all option years will be summed to determine the government's estimated total contract cost.
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