SOLICITATION NOTICE
Q -- 2237 for HCHV Sole Source
- Notice Date
- 7/20/2010
- Notice Type
- Presolicitation
- NAICS
- 624229
— Other Community Housing Services
- Contracting Office
- Department of Veteran Affairs;VA Medical Center (90 CSC);1481 West Tenth Street;Indianapolis IN 46202
- ZIP Code
- 46202
- Solicitation Number
- VA25110RP0275
- Response Due
- 6/20/2010
- Archive Date
- 7/20/2010
- Point of Contact
- Lisa Frymier
- E-Mail Address
-
ical
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs (VA) VA Illiana Health Care System, 1900 East Main Street, Danville, IL intends to negotiate with New Hope Apartments to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The contract period is expected to run August 16, 2010 through July 31, 2011 with four 1-year renewal options. The proposed action is for the HCHV program, which the Government intends to solicit and negotiate with only one (1) source under the authority of FAR 6.302-1(a)(2). This procurement is based on the determination that the government's minimum needs can best be satisfied by services available from only one source located in the geographic area of Decatur, IL. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans. Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of the solicitation will be to obtain proposals from contractors who can provide care, treatment and rehabilitative services to veterans suffering from serious mental illness, including veterans who are homeless, in community-based treatment facilities offering a safe and secure environment that supports their rehabilitation goals. The Contractor will be required to provide therapeutic and rehabilitative services, but will not be required to provide detoxification or other hospital level treatment - those services will be provided by the VA at VA facilities. Due to the urgent nature of this requirement, contractors will be required to demonstrate their ability to provide services within a 2-week period after contract award. Initial contract awards are expected to be on or about June 25, 2010. __________ Statement of Work 1. Contractor shall furnish services to beneficiaries for whom such care is specifically authorized by VA ILLIANA. It is understood that the type of veterans to be cared for under this contract will normally require care and services over and above the level of room and board. 2. The contractor shall furnish each veteran authorized care under this contract with the following basic services: a.A supervised environment that will be staffed on a 24-hour basis. b.Room and board. c.Laundry facilities for residents to do their own laundry. Coin operated machines are allowable. d.Therapeutic and Rehabilitative Services determined to be needed by the individual veteran and the VA ILLIANA case manager. Services which the contractor must be able to furnish include: (1)Structured group activities, including physical activities as appropriate. (2)Instruction in and assistance with health and personal hygiene maintenance. (3)Monitoring of medications, if necessary. (4)Supportive social services, in collaboration with VA ILLIANA case managers, or other community contract resources. (5)Individual professional counseling, including counseling on self care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA ILLIANA program or contracted community resources. (6)Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. (7)Support for an alcohol/drug abuse-free lifestyle. (8)Assistance in learning, testing, and internalizing knowledge of the illness/recovery process. 3. Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include the services or supplies normally provided other residents by the facility without extra charge. 4. The contractor shall employ sufficient professional personnel to carry out the policies, responsibilities, and programs of the facility. In residential treatment facilities, there must be, at a minimum, a full-time staff member or designee trained by the agency on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week. In those instances where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. 5. The contractor shall make available to the VA ILLIANA, documentary information deemed necessary by the VA ILLIANA to conduct utilization review audits for the mandated national evaluation study as required by section 2 of Public Law 100-6, to verify quality of care, and to verify accuracy of financial records. 6. The contractor shall conduct initial, periodic, and discharge planning reflecting an assessment of health, social and vocational needs and the involvement of residents' families and appropriate community resources in resolving problems and setting goals. 7. The contractor shall comply with the VA Patient's Bill of Rights as set forth in section 17.34a, Title 38, Code of Federal Regulations. 8. The contractor under this program must meet the following VA standards, based on regulations promulgated by Title 38 Code of federal Regulations (CFR) Section 17.53b: a.Legal (1)Contract agencies must meet: (a)The standards of the 2009 Life Safety Code (National Fire Protection Association (NFPA) #101, 2009 edition); (b)The fire and safety code imposed by the State law; and (c)City, State, and Federal requirements concerning licensing and health codes. (2)All residential treatment settings must be licensed as required for the particular setting under State or Federal authority. b.Accreditation and Licensing. Accreditation by the Joint Commission is evidence of internal quality assurance mechanisms and is desirable, but is not required. Commission on Accreditation of Rehabilitation Facilities (CARF) is also desirable, wherever possible. Where applicable, the residential treatment setting must have a current occupancy permit issued by the authority having jurisdiction. c.Privacy Act. Performance of contract services may involve handling of VA records containing information subject to the Privacy Act, 5 U.S.C. Section 552a. The contractor shall comply with the Privacy Act clauses of this solicitation and resulting contract. INSPECTION AND ACCEPTANCE 9. It is agreed that VA ILLIANA will have the right to inspect the residential treatment center and all appurtenances by an authorized representative(s) designated by VA ILLIANA. 10. Prior to the award of a contract, a multi-disciplinary team consisting of a social worker, nurse, and a Safety officer shall conduct an inspection of the residential treatment facility. Facilities to be utilized will be restricted to community-based facilities that provide food, shelter, and therapeutic services in a supportive environment. 11. The Safety Officer will inspect the facility for conformity to the 2009 Life Safety Code (NFPA #101) and submit the findings to the inspection team coordinator. The other members of the team will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following indicators: a.General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. b.The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interacting and the fullest development of the resident's rehabilitative potential. c.The facility should be in a central location, near public transportation, and near areas that provide employment. d.Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in linked facilities for example, individual professional counseling, physical activities, assistance with health, personal hygiene, employment and training programs. e.There is evidence of facility-community interaction. This may be demonstrated by the nature of scheduled activities, or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. f.Staff behavior and interaction with residents convey an attitude of genuine concern and caring. g. Appetizing, nutritionally adequate meals are provided in a setting that encourages social interaction (wherever possible) and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. This is particularly indicated for homeless chronically mentally ill residents. Many of these residents are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. VA ILLIANA dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but the resident's satisfaction with meals and the actual consumption of food offered. Adequate dietary requirements for veterans requiring special diets shall be adhered to. 12. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. 13. VA ILLIANA shall monitor the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the VA Contracting Officer with a copy to the VA Medical Center Director. If corrections are not made to the satisfaction of VA ILLIANA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer residents and terminate the contract. 14. Yearly and random inspections of the residential treatment center shall be made by VA ILLIANA multidisciplinary team. As VA ILLIANA program personnel accomplish site visits, attention will be directed to the adequacy of veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the veteran's length of stay. SPECIAL CONTRACT REQUIREMENTS 15. CONFORMITY TO REGULATIONS: The Contractor and his/her operators shall conform to all regulations, Federal, State and local governing the performance of contracted services. 16. DEPARTMENT OF LABOR WAGE RATES Wage Determination(s) as listed in Attachments to this solicitation are applicable to any resulting contract. 17. MEDICAL EMERGENCY: If a medical emergency occurs, the immediate needs of the veteran must be addressed first. If feasible, the veteran should be admitted to VA ILLIANA. However, if not feasible, in an emergency which may threaten the life and safety of the veteran or others, care should be directed to the nearest emergency room. VA ILLIANA must be immediately notified of the event by calling VA ILLIANA Homeless Coordinator or, if after normal work hours, calling VA ILLIANA admissions office (at 217-554-4560.) 18. VETERAN'S DEATH WHILE IN CENTER: In the event a veteran receiving residential treatment center care under this contract dies, the contractor will promptly notify VA ILLIANA Homeless Coordinator authorizing admission and immediately assemble, inventory, and safeguard the veterans personal effects. The funds, deposits, and effects left by the veteran upon the premises of the residential treatment center shall be delivered by the contractor to the person or persons entitled thereto under the laws currently governing the residential treatment center for making disposition of funds and effects left by veterans unless the veteran died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition has been made, they will be immediately forwarded to VA ILLIANA office. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the contractor will forward an inventory of any such property and funds in its possession to the appropriate VA ILLIANA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from VA ILLIANA concerning disposition. 19. VETERANS' ABSENCE FROM CENTER: Absences of the veteran from the residential treatment center in excess of 48 hours will not be reimbursable except with the prior approval of VA ILLIANA. Should a referred veteran absent him/herself in an unauthorized manner, payment for services for that veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contract facility staff to return the veteran to the residential care program and a strong likelihood that the veteran will return. Management of program dropouts will be an element of the quality assurance review of this program. 20. CLINICAL RECORDS: The contractor shall maintain an individual clinical record on each veteran placed under this contract. Records created by the contractor in the course of performing this agreement are the property of the contractor but must be available for VA ILLIANA review. Contractor will take steps to ensure that access is limited to those employees who need access to the data to perform the contract. All applicable privacy laws must be adhered to by the contractor. The contractor must comply with the requirements of the "Confidentiality" of certain medical records (38 USC 7332), and (42 CFR, Part II) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the veterans concerned. In addition to reasons for referral, the clinical record maintained by the contract facility will include: a.All essential identifying data relevant to the resident and his/her family, including a socio-cultural vocational assessment. b.Data relating to the resident's admission, to include the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode. c.Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. d.Reports of periodic reevaluation by program staff, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of self-help skills. e.Final summaries on each resident who leaves the program, to include a description of beneficial changes realized during the residential period, reasons for leaving, the resident's future plans, and follow up locator information. f.Upon discharge or death of the veteran, medical records will be retained by the contractor for a period of at least three (3) years following termination of care. g.Certain information available from the database and other records created by the contractor under this agreement are medical quality assurance records protected by 38 U.S.C. §5705; its implementing regulations at 38 U.S.C. § §17.500-511; VHA Directive 98-016,4.b. (1) (d), 4.6(2) (c) and 4.6(4); titled "Confidentiality of Continuous Improvement/Quality Management Documents. These records may be disclosed only as authorized by 38 U.S.C. §5705 and the VA regulations. Disclosure of these records in violation of §5705 is a criminal offense under 38 U.S.C. §5705(e). (*) §38 USC 7332/42 CFR, Part II are available for review at the Department of Veterans Affairs Medical Center. 21. VA ILLIANA case manager shall identify and refer all veterans to the contractor. All veterans will be homeless and CMI (including chronically mentally ill veterans and those with alcohol and/or substance abuse disorders who are homeless). 22. For veterans being entered into the facility, VA ILLIANA shall provide the patient with a clinical assessment, with a physical exam and laboratory studies if indicated. All veterans placed in the facility must be eligible veterans for VA health care as described by Department of Veterans Affairs guidelines. 23. All veterans will be capable of self-preservation, and in an emergency situation, will have sufficient capacity to recognize physical danger, sufficient judgment to recognize when such danger requires immediate egress from the group residence, sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress. 24. VA ILLIANA will initially authorize up to six (6) months of care for referred veterans. The Homeless Program coordinator may recommend, in exceptional circumstances, an additional six (6) months of contract supported residential treatment with the approval of the Chief, Mental Health Service. Authorizations beyond the current fiscal year are contingent upon funds being available for the next fiscal year. 25. SAFETY In the performance of this contract, the contractor shall take such safety precautions as the Safety Officer may determine to be reasonably necessary to protect the lives and health of the occupants of the buildings. The Contracting Officer or his /her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The contractor shall after receipt of such notice immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor or his/her representative at the site of the work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the contractor in default. 26. DIETETIC SERVICES Resident dietary needs shall be met in accordance with sound medical practice. a.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 the following day. Between meal or bedtime snacks of nourishing quality shall be available. Facilities may contract food services as long as they meet all license requirements and all dietary requirements herein. b.There shall be evidence that food is prepared, served and stored under sanitary conditions by all facilities. c.Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas, and for proper waste disposal. 27. RECORD PRIVACY SECURITY a.Any changes in the law or regulations governing the information covered by this agreement during the term of this agreement shall be deemed to be incorporated into this agreement. Contractor shall educate its employees and subcontractors, if any, of the requirements of this section and shall advise its employees and subcontractors, if any, of any changes as they occur. On contractor's request, VA ILLIANA will provide trainers who can educate contractor's employees and subcontractors, if any, of their obligations under this section. b.Contractor shall make its internal policies and practices regarding the safeguarding of medical and/or electronic information available to federal agencies with enforcement authority over the maintenance of those records upon request. __________ This notice of intent is not a request for competitive proposals. A determination by the Government not to compete this proposed contract based on responses to this notice is solely at the discretion of the Government. Responses received on or before June 19, 2010, will be considered. To be eligible for consideration, contractors must be registered in the Central Contractor Registration data base at www.ccr.gov. The NAICS Code is 624229. Registration is free and potential offerors are encouraged to visit that CCR website and register as soon as possible to avoid delays should they be selected for a contract award. Questions concerning this announcement should be directed to the Contract Specialist using the e-mail link provided. Responses must be submitted in writing to the Richard L. Roudebush VA Medical Center, Attention: Lisa Frymier, Contracting Specialist (90CSC), 1481 W. 10th Street, Indianapolis, IN 46202, email at Lisa.Frymier@va.gov or fax at 317-988-1809. Responses must be received no later than 4:00pm, June 10, 2010. No telephone inquiries will be accepted.
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