AWARD
Q -- GREENWALT ADULT DAY HEALTHCARE
- Notice Date
- 4/23/2010
- Notice Type
- Award Notice
- NAICS
- 623110
— Nursing Care Facilities
- Contracting Office
- Department of Veterans Affairs;Southeast Louisiana Veterans HCS;1555 Poydras Street;New Orleans LA 70114
- ZIP Code
- 70114
- Solicitation Number
- VA256-10-RP-0053
- Archive Date
- 4/11/2010
- Point of Contact
- GILDA M. JOHNSONCONTRACT SPECIALIST
- E-Mail Address
-
Contract Specialist
(gilda.johnson@med.va.gov)
- Small Business Set-Aside
- N/A
- Award Number
- VA256-BO-0139
- Award Date
- 4/1/2010
- Awardee
- CATHOLIC CHARITIES ARCHDIOCESE OF NEW ORLEANS;1926 18TH ST;KENNER;LA;700626208
- Award Amount
- 0.00
- Description
- SCOPE OF WORK: This is a basic ordering agreement (contract) for the period listed in the Pricing Schedule for Adult Day Health Care Service in accordance with FAR 16.7 and 38 U.S.C. 1710B(a)(4), 38 U.S.C. 1720(f), and 38 U.S.C. 1720C. A contract is formed, in accordance with the terms and conditions of this Agreement, when Southeast Louisiana Veteran Healthcare System (SLVHCS) agrees to place a patient in the Adult Day Health Care center facility and the provider agrees to accept the patient. Upon acceptance by the Contractor of VA beneficiaries, all terms and conditions of this Agreement shall apply during such time as a VA patient remains in that Adult Day Health Care center at the expense of SLVHCS. Upon acceptance of a VA patient by the ADHC, if and when requested by the Contracting Officer or authorized representative, the Contractor shall furnish all supplies and services herein described, at the per diem rates specified. VA shall be obligated only to the extent authorized placements of patients are made under this agreement. RATE DETERMINATION: The per diem rate is established by the current Medi-Cal rate. Rates established after the effective date of this contract shall constitute a modification to the contract. The ADHC facility agrees to provide Adult Day Health Care to VA patients in accordance with all terms, and conditions as listed herein for the rate in the pricing schedule per patient visit per day. This per diem rate shall be all-inclusive for all services necessary in the treatment of the patient. ECONOMIC PRICE ADJUSTMENT: (ADHC Facilities Reimbursed at Medi-Cal Rates) The per diem rate(s) shall apply throughout the term of this agreement, including extension/option period(s). The rate(s) may be adjusted only to reflect a change in the Medi-Cal rate as authorized by the Louisiana State Department of Health Services and posted on the DHS website, http://files.medi-cal.ca.gov/pubsdoco/pubsframe.asp?hUrl=/pubsdoco/rates/rateshome.asp. Normally, this shall be on an annual basis. No adjustments shall be made until the Contracting Officer receives official notification of the change in Medi-Cal rates by Contractor. Within a reasonable time after this occurs, the Contracting Officer will execute a modification to incorporate the new Medi-Cal rate. B.3 DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK GENERAL PURPOSE: The Contractor shall provide Adult Day Health Care (ADHC) service to veteran beneficiaries authorized by the Southeast Louisian Veteran Healthcare System and who reside in the geographical catchment area of New Orleans, Louisiana. It is understood that the type of patient to be cared for under this basic ordering agreement shall receive these services as a substitute for institutionalization. The ADHC program has five basic purposes: 1.To enable functionally impaired veterans to reside in a supportive home environment. 2.To facilitate expeditiously VA discharged beneficiaries and to reduce risk of re-admission of institutional placement through improved provision, coordination of health care services and education of patients, and care givers about service options and their appropriate use. 3.To maximize the veteran's physical and psychosocial functional level. 4.To improve the quality of life for the participants by providing a rehabilitation program in the community among their peers. 5.To provide support and respite for the family and other care givers to enable them to maintain veterans in the community. STANDARDS FOR ADHC FACILITIES: The Contractor shall provide the following ADHC services to all eligible Veterans upon referral by the Contracting Officer or Technical Representative (COTR) of the SLVHCSS: a. Nursing Services: Contractor shall be required to have at least one (1) Registered Nurse (RN) on duty during the main hours of operation to provide ongoing nursing assessments and skilled nursing care, as needed. A minimum of two (2) hours of RN coverage per day. In addition, Contractor shall be required to have sufficient Licensed Vocational Nurses (LVN) and/or Certified Nursing Assistants (CNA) to provide supportive nursing care and assistance in daily program activities. b. Medical Service: This service includes medication review, treatment planning and consultative support when necessary. A VA physician or a private physician shall provide primary medical services. When primary medical care is provided by the VA Medical Center, a single designated clinic shall be used. The ADHC facility shall provide for an annual review of all clinical policies and procedures by a physician. c. Social Services: Contractor shall be required to have sufficient social service staff hours available to provide a social service consultation and appropriate counseling to participants and their caregivers as needed. d. Rehabilitation Services: Rehabilitation services shall be provided, as needed with the consultation of a qualified Physical and/or Occupational Therapist. e. Nutrition Services: Nutrition services shall be provided, including counseling, regular meals, and special diets. These services shall be provided with the consultation of a registered dietitian. f. Recreation Services: As an integral part of the individual treatment program, the contractor shall be required to provide therapeutic recreation services to meet the physical and social needs of the participants. g. Transportation Services: The ADHC facility shall be responsible for making transportation arrangements to and from home. The facility shall not bill veterans for transportation or other services provided under the contract. The ADHC facility may directly provide transportation, contract for transportation, utilize public transportation for the handicapped, or the family may wish to provide the transportation. h. Assistance in Activities of Daily Living (ADL): ADL including bathing, feeding, toileting, ambulating and transferring shall be provided primarily by nursing assistants, but all staff shall be prepared to provide assistance in appropriate functions, as necessary. i. Case Management: Case management encompasses coordination of the patient's ADHC Program with the patient's outside social and health support systems. This may include seeking additional medical support through the VA outpatient clinic and/or discharge planning and continuity of care beyond ADHC. j.Patient Record Management: The maintenance of individual patient records shall include a treatment plan, periodic evaluations, progress notes and other clinical and social information pertinent to patient care. k.Staffing Requirement: Staffing for ADHC facility shall be one staff member for every four to six patients. SAFETY CRITERIA: a. The ADHC facility shall provide sufficient staff to assist patients in the event of fire or other emergency. b. The ADHC facility shall meet all federal, state and local laws, regulations and codes pertaining to health and safety such as provisions relating to: (1)Construction, maintenance and equipment (2)Sanitation: buying, dispensing, safe guarding, administering, and disposing of medications and controlled substances. The ADHC facility warrants that all applicable fire laws are being complied with and there are no recommendations from fire officials, which have not been resolved. NOTE: For the fire safety criteria the facility shall meet the requirements of the latest edition of the Life Safety Code, National Fire Protection Association (NFPA) 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. Contractor shall list the exceptions, if any, to identify level of care offered. Per Diem rate must reflect any reduction in level of care. The ADHC facility shall meet the VA requirements for ADHC as promulgated in 38 USC 1703--Contracts for Hospital Care and Medical Services in Non-Veterans Administration Facilities and VA Manual M-5 Part IX Chapter 7. LIFE SAFETY CODE: The administrator of your facility is required to notify the VA Contracting Officer at least 3 days prior to any planned facility changes that could impact the Life Safety Code and other safety features of the facility, which were in existence at the time this contract was issued. The VA Contracting Officer will notify the VA Fire Safety Officer responsible for the Life Safety Code inspection of your facility and he/she shall review (inspect the facility if required) the proposed changes and provide necessary approval/disapproval of your facility to serve veterans during and/or after the proposed changes. Examples of facility changes (but not limited to) that require VA Contracting Officer notification are as follows: interior finish, corridor partitions/walls, patient room doors, linen/trash chutes, exits, emergency lighting, fire alarm systems, automatic sprinklers, smoke barrier walls/doors, oxygen systems, compressed gas storage, HVAC, electrical and fuel gas systems. EMERGENCY OCCURRENCE/REQUIREMENT: The Contractor shall notify the authorizing VA hospital immediately when a medical emergency requiring re-hospitalization occurs. It is agreed that the Veteran shall be re-admitted to an appropriate VA facility. When such re-admission is not feasible because of the nature of the emergency or distance, 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 re-admission to the VA hospital shall be accomplished promptly. ADMINISTRATIVE DOCUMENTATION: Contractor's personnel shall report any unusual incidents within 24 hours by completing VA Form 10-2633 and submitting to the Adult Day Health Care Program Coordinator and the Contracting Officer's Technical Representative (COTR) of the SLVHCS. All accidents, injuries and deaths related to the delivery of services shall be immediately reported verbally to both the VA Contracting Officer's Technical Representative and Adult Day Health Care Program Coordinator. The Contractor shall be required to provide a written report of the incident, describing the event, analysis of cause and effect, and corrective action taken. If the VA Adult Day Health Care Program Coordinator requests such a report, this shall be done within three (3) working days of the verbal report. ADDITIONAL SERVICES: Unless specifically excluded in this contract, the per diem rate established shall include the services specified herein and shall also include all services or supplies normally provided to other patients by the facility without extra charge. However, the Contractor retains the right to refuse to accept any patient when it is anticipated that the cost of care or services required would exceed the scope of the contract. Contractor shall not receive or claim reimbursement for patient absence to the ADHC program. AUTHORIZATION: It is understood that the beneficiary may be provided ADHC at the expense of the VA Medical Center for a period not in excess of that stated in the treatment plan received from the VA Medical Center unless an extension of the authorization is provided in writing by the SLVHCS. CHANGES TO CONTRACT: Only those services specified herein are authorized. Before performing any service of a non-contractual nature, the Contractor shall advise the Contracting Officer of the reason(s) for the additional work. Changes to the resulting contract are not authorized and reimbursement shall not be made for services performed outside the scope of this contract, unless prior authorization is obtained in writing from the Contracting Officer. 30 DAY MUTUAL TERMINATION: This Agreement shall remain in force but not to exceed five years from the effective date, unless terminated at the request of either party after 30 days notice, in writing. The extent that this Agreement is so terminated, VA shall be liable only for payment under the provisions of this Agreement for services rendered prior to the effective date of the termination. TERMINATION OF PLACEMENT SERVICES: VA reserves the right to remove any or all VA patients from the adult day health care center at any time, when it is determined to be in the best interest of the Government. DRUG/ALCOHOL SCREENING: The personnel of the ADHC provider shall be subject to random drug and alcohol testing preformed by the Contractor. They shall also be subject to drug and alcohol testing when reasons exist to suspect the use of illegal drugs and/or alcohol while on duty that may impair judgment, performance and the safety of patients. Reasonable suspicion of drug/alcohol use or impairment include, but shall not be limited to the following: a.Observable phenomena, such as direct observation of drug/alcohol use, possession or the physical symptoms of being under the influence of a drug/alcohol; b.A pattern of abnormal conduct or erratic behavior; c.Arrest or conviction for a drug-related offense or the identification of a Contractor physician as the focus of a criminal investigation into illegal drug possession, use or trafficking; d.Information provided either by reliable and credible sources or independently corroborated; or e.Newly discovered evidence that the contract healthcare provider has tampered with a previous drug test. PERSONAL HYGIENE AND CLOTHING: In performance of this contract, the Contractor personnel shall be neat, clean, well groomed and shall otherwise exercise good personal hygiene. Appropriate and professional attire shall be worn at all times. PATIENT SERVICE AND ADHC FACILITY: The Contractor shall not provide patient services nor ADHC facilities that are segregated on the basis of race, creed, color or national origin. The Contractor shall neither require such segregated use by written or oral policies nor tolerate such by local custom. The term "facilities" shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, and/or entrances. The Contractor shall accept referrals of and provide all services specified in this contract to any patient determined eligible by SLVHCS, regardless of race, color, religion, sex, or national origin of the person for whom such services are ordered. In addition, subcontracting services under this contract shall not preclude Contractor from any responsibility nor result to as a means of circumventing this provision. ADHC FACILITY INSPECTION: The SLVHCS shall have the right to inspect the Contractor's ADHC facility to determine whether acceptable standards are maintained and adequate care is being rendered. Prior to award and during the term of this contract, all inspections shall be carried out by an interdisciplinary team including a Social Worker, Registered Nurse, Dietician, Fire Safety Specialist, VA ADHC Program Coordinator and other authorized representative(s) as deemed appropriate by SLVHCS. MEDICAL RECORDS: The SLVHCS may readily have access to all medical records concerning the veteran's care in the ADHC facility. It is agreed that duly authorized representatives of the VA shall provide follow-up supervision visits to veterans placed to assure the continuity of care and to assist in the veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the ADHC facility in any way of the responsibility for the daily care and medical treatment of the veteran. Upon discharge or death of the patient, medical records on all VA beneficiaries shall be retained by the ADHC facility for a period of at least three (3) years following termination of care at VA expense. RELEASE OF MEDICAL INFORMATION: The Contractor and contract staff shall only release medical information obtained during the course of this contract to those VA staff members involved in the necessary care and treatment of individual patients. List and name of patients shall be considered privileged information and shall not be disclosed nor revealed in any way for use outside the VA without prior written permission from the SLVHCS Chief of Staff or his/her designee. CONTRACTOR CASE MANAGER: The Contractor Case Manager shall assure the facilitation of the receipt of VA initial referrals and initial authorization from the VA Adult Day Health Care Coordinator via the identified fax number. Only the initial referral and initial authorization form shall be faxed according to HHR procedure to minimize start of care delay. The case manager shall provide ongoing management of patient related calls to and from the VA Adult Day Health Care Coordinator or designee. All paperwork shall be transported in locked receptacles or a trusted mail source that has a tracking mechanism. The Contractor shall immediately notify the VA Medical Center's Contracting Officer's Technical Representative or Adult Day Health Care Coordinator regarding any interruption of contract services. MONITORING PROCEDURES: The Contracting Officer's Technical Representative shall be responsible for monitoring the Contractor's performance. The COTR shall also be responsible for certifying all invoices. This shall be accomplished through a coordinated effort with the requesting services of the SLVHCS The COTR or other VA staff members shall meet biannually or as deemed necessary with representatives of the Contractor's staff to review performance and resolve issues. The SLVHCS Adult Day Health Care Coordinator shall approve and initiate referrals to the point of contact of Contractor to authorize care for individual veterans in increments of 6 months initially then annually, based on the veteran satisfying established deficit criteria, or as clinically necessary. The Contractor shall be responsible for developing a care or service plan for each patient referred. All communication regarding patient care shall be directed to the VA Adult Day Health Care Coordinator. Each veteran's care/service plan shall be provided every 6 months and include the following information (1) days per week of service; (2) services provided; (3) name of caregiver (if applicable); (4) veteran's current status (deficit criteria qualifying veteran); (5) goals of care and; (6) a recommendation as to the appropriateness of continued service. Deficiencies identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, COTR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies shall be documented and MUST be corrected within the timeframe specified in the cure notice. The Contractor shall notify the Contracting Officer and the COTR when correction(s) have been made. However, if inspection deficiencies are found prior to award of the contract, the contract shall not be awarded until noted deficiencies have been eliminated and/or resolved. QUALITY ASSURANCE: The Contract Health Care Provider or personnel of the Contractor shall be subject to the same quality assurance standards or exceeding current recognized national standards as established by the Department of Health Services. The Contractor shall perform services in accordance with the ethical, professional and technical standards of the health care industry as consistent with VA policy, regulations and procedures. The personnel of the Contractor shall be technically proficient in the skills necessary to fulfill the Government's requirements, to include the ability to speak, understand, read and write English fluently. Contractor's personnel shall be responsible for compliance with all requirements in accordance with the applicable SLVHCS written policies and procedures. The Contractor's personnel shall not introduce new procedures or services without prior recommendation to, and approval by the Contracting Officer or authorized representative(s). PERSONNEL POLICY: The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, such as providing Workers' Compensation, professional liability insurance, health examination and social security payments. Payment for any leave, including sick leave or vacation time is considered the responsibility of the Contractor. The Contractor shall follow all existing local, state, federal employment laws and/or union regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose. Cost quoted in the solicitation is all-inclusive of all incidental costs including housing, transportation and premium payments for applicable insurance coverage. OVERTIME AND HOLIDAYS: Any overtime and/or holiday pay that may be entitled to the personnel performing under this contract shall be the sole responsibility of the Contractor and shall not be billed nor reimbursed by the Government. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS: Contractor shall be required to provide copies of the following: a.The Contractor shall be required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability. b.Within 15 days of contract award, the Contractor shall furnish to the CO certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least 15 days prior to the expiration date of the current insurance policy. CONTRACTING OFFICER TECHNICAL REPRESENTATIVE (COTR): Delegation of Authority letters shall be forwarded to the using service and Contractor after agreement has been signed, identifying the individual(s) as the COTR(s). Only the Contracting Officer has the authority to sign this contract or to change the terms and conditions of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative(s) acting within the limits of his/her authority. CONTRACTOR POINT OF CONTACT: The Contractor shall designate one (1) employee as the Point of Contact (POC) responsible for administrative and clinical matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to the daily performance of this contract. The POC may be a contract health care provider performing under this contract. An alternate may be designated, but the Contractor shall notify the COTR in writing at those times when the alternate shall act as the POC. The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate upon contract award. Point of Contact Name: _____________________________________ Telephone Number: ________________________________________ Alternate Point of Contact Name: _____________________________ Telephone Number: ________________________________________ The POC shall be available by telephone Monday through Friday, between 8:00a.m. to 3:30 p.m. excluding national holidays. * The parties agree that the Contractor's personnel including POC and subcontractors performing under this contract shall not be considered VA employees for any purpose. They shall be considered employees of the Contractor. MONTHLY REPORTS: The ADHC facility shall submit to the VA Medical Center a monthly report on the attendance, medical, functional and psychosocial status of the VA beneficiaries along with a monthly invoice of care received under this contract. OBLIGATION AND PAYMENT: No obligation will be incurred by the Department of Veterans Affairs under this agreement until authorizations are issued for ADHC for specific beneficiaries. The Department of Veterans Affairs agrees to make payment on a timely basis for services rendered in accordance with such authorization upon receipt of billings submitted by the ADHC facility at the completion of each month's services. If a beneficiary is admitted to and discharged from the ADHC facility on the same calendar day, payment will be made for one day. Invoices shall be submitted to the VA Medical Center authorizing admission of the patient. Payments made by the VA Medical Center under this agreement shall constitute the total cost of ADHC services. Contractor agrees that no additional charges shall be billed to the beneficiary or their family, either by the ADHC facility or any third party furnishing services or supplies required for such care, unless and until specific prior authorization in writing is obtained from the VA facility that authorized placement.
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