SOLICITATION NOTICE
G -- PLACEMENT BEDS
- Notice Date
- 9/21/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 624229
— Other Community Housing Services
- Contracting Office
- Department of Veterans Affairs;VAMC Bedford;200 Springs Road;Bedford MA 01730
- ZIP Code
- 01730
- Solicitation Number
- VA24110RQ0498
- Response Due
- 9/28/2010
- Archive Date
- 11/27/2010
- Point of Contact
- Sandra Cantwell
- E-Mail Address
-
ct
- Small Business Set-Aside
- N/A
- Description
- This is a combned 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. The solicitation number is VA-241-RQ-0498 and is issued as a request for quote. The solicitation document and incorporated provisions and clauses are those in effect through FAC 2005-43. The NAICS code is 624229. Size standard $7M. 0001 - urgent/emergent placement beds with supportive services for homeless veterans as stated in the statement of work for benefeciaries authorized by Veterans Health Administration. Base year - provide rate per day per veteran. 0002 - urgent/emergent placement beds with supportive services for homeless veterans as stated in the statement of work for benefeciaries authorized by Veterans Health Administration. Option year - provide rate per day per veteran The provisions at 52.212-1, Instructions to Offerors-Commercial, applies to the acquisition. The provision at 52.212-2 Evaluation-Commercial Items apply as follows. Technical - Ability to provide requirements as stated herein to include all state and federal licenses, certifications, inspections and documentation. Past Performance - As documented by references from other hospitals provided this service Cost/Price Technical and past performance, when combined, are approximately equal to cost or price. include a completed copy of the provision at 52.212-3, Offer Representations and Certification-Commercial Items with offer. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items applies. Responses are due to sandra.cantwell@va.gov by 1:00 PM EST on Friday, September 24, 2010. Description/Specifications/Work Statement 1.The contractor shall furnish services to the beneficiaries for whom such care is specifically authorized by the VA. It is understood that the type of patients to be cared for under this contract will require care and treatment 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.Room and board. b.Laundry facilities for residents to do their own laundry. c.Therapeutic and Rehabilitative Services determined to be needed by the individual resident in a plan developed by the contractor with consultation by the patient and the Health Care for Homeless Veterans staff and/or other appropriate VA staff. Services which the contractor must be able to furnish include: i.Structured group activities as appropriate “ examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as Appropriate. ii.Collaboration with the Health Care for Homeless Veterans staff who will provide supportive services with admission and discharge from the program. iii.Individual professional counseling, including counseling on self care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling and physical activities where appropriate. iv.Assistance to develop responsible living patterns and to achieve a more adaptive level of psychological functioning, upgraded social skills, and improved personal relationships. v.Support for an alcohol/drug abuse-free lifestyle. vi.Assistance to gain knowledge of the recovery process. 3.Given that a high number of veterans that will be served under this contract will be taking medications, the contractor must provide a secured area for medications. This location should only be accessible by the contract staff. It is recognized that veterans will take their own medications, but they should be supervised by contract staff when they obtain their medications for the day. 4.Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided other patients by the facility without extra charge. 5.The contractor shall employ sufficient professional staff and other personnel to carry out the policies and procedures of the program. There will be at a minimum, an employee on duty on the premises, or residing at the program and available for emergencies 24 hours a day, 7 days a week. It is recommended that there be a clinician on staff, such as a social worker, to provide the outlined supportive services. 6.The contractor shall make available to the VA, documentary information deemed necessary by the VA 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 patient care for veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records. 7.The contractor will collaborate with the Health Care for Homeless Veterans staff, who will conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of residents' families and appropriate community resources in resolving problems and setting goals. 8.Contractor will provide transportation to and from the ENRM VA Hospital for scheduled appointments or services. Contractor will pick up veterans for admission to contracted beds once veteran is medically cleared by the VA. Given the need to provide transportation to and from the VA, and pick up veterans after hours, it is recommended that services be provided no more than 30 miles from the VA. 9.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. Inspection and Acceptance 1.It is agreed that the VA will have the right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the VA. 2.Prior to the award of the contract a multidisciplinary VA team consisting of a physician, a social worker, nurse, and an engineering safety officer shall conduct a survey of the residential treatment/community health care center. Residential treatment centers to be utilized will be restricted to community based facilities that provide food, shelter, and therapeutic services in a supportive environment. 3.In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract as is required for an integrated primary site. Each of the community health care facilities identified in the complex as contract recipients will also be subject to the requirements for contracting safety, and record keeping described in other parts of this document as applying to the residential treatment center. 4.The Safety Officer will inspect the facility for conformity to the current Life Safety Code and submit the findings to the chairperson of the team. 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: General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. The facility should be in a central location, near public transportation, and near areas which provide employment. Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example, individual professional counseling, physical activities, assistance with health and personal hygiene. 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. Staff behavior and interaction with residents an attitude of genuine concern and caring. There is evidence that nutritionally adequate meals are provided in a setting which encourages social interaction. 5.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. 6.The VA shall monitor the contractor's program and inspect the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during and inspection of contract facility will be reported in writing to the VA contracting officer through the Medical Center Director. If corrections are not made to the satisfaction of the VA, the contracting officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer patients and terminate the contract. Special Contract Requirements 1.The contractor will notify the authorizing VA hospital immediately when a medical emergency occurs requiring hospitalization of any patient receiving care at VA expense. It is agreed that the veterans will be admitted to the nearest VA facility. If hospitalization of a non-emergency nature is required, it is agreed that admission to a VA hospital will be accomplished consistent with VA eligibility criteria, as determined by Medical Administration Service. 2.In the event of a beneficiary receiving residential treatment center care under this contract dies, the residential treatment center will promptly notify the VA office authorizing admission and immediately assemble, inventory, and safeguard the patient's personal effects. The funds, deposits, and effects left by the VA patients upon the premises of the residential treatment center shall be delivered by the residential treatment center to the person or persons entitles thereto under the laws currently governing the residential treatment center 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. When disposition has been made, the itemized inventory with a notification as to the disposition of the funds and effects will be immediately forwarded to the VA office. Should a deceased patient leave no will, heirs, or next of kin, his or her personal property and funds wherever located vests in and becomes the property of the United States in trust. In these cases the residential treatment center will forward an inventory and any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for a proper burial) under safeguard until instructions are received from the VA concerning disposition. 3.Absences of the patient from the residential treatment center in excess of 72-hours will not be reimbursable except with the prior approval of the Chief, Mental Health and Behavioral Sciences Service or his/her designee. Should a patient referred to a residential care facility, absent him/herself in an unauthorized manner, payment for services for that veteran to the contract facility would be continued for a maximum of three (3) 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 patient will return. Management of program dropout will be an element of the quality assurance review of this program. 4.Subsequent inspections of the residential treatment center must be made yearly by a multidisciplinary team including such hospital personnel as the director considers necessary to assure the facility provides quality care in a safe environment. As site visits are accomplished by VA program staff personnel, attention will be directed to the adequacy of veterans' records. Site visits will include a spot check of records to ensure contractor invoices accurately reflect veteran's length of stay. 5.The contractor shall maintain an individual clinical record on each veteran placed under this contract. The contractor must comply with the requirements of the "Confidentiality of Certain Medical Records" (38 USC 4132), and the "Confidentiality of Alcohol and Drug Abuse Patients Records" (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 me made available on a need-to-know basis to appropriate VA 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 psycho-social assessment. b.Data relating to the resident's admission, to include the targeted goals for the constructive changes which are to be attained during the residential rehabilitation episode, and the anticipated length of stay, if known. Each month an admission log will be completed by the contract facility for admission to NEPEC. c.Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. d.Monthly 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.Discharge 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. In addition each resident will have a completed NEPEC D Form. Unless for medical or security reasons patient discharge will only occur during VA business hours of Monday through Friday, 8:00AM to 4:30PM. f.Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the residential treatment center for a period of at least three (3) years following termination of care. Instructions, Conditions, and Notices 1.The Health Care for Homeless Veterans staff shall identify and refer all patients to the contractor. All patients will be homeless. 2.Before referring any patient, the VA shall provide the patient with a clinical assessment, with a physical exam and laboratory studies. 3.All patients 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, and sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress. 4.VA will authorize up to a maximum of six (6) months of care depending upon the needs of the patient as determined by the patient, the Chief, Mental Health and Behavioral Sciences Services or his/her designee, the Health Care for Homeless Veterans staff and the Residential Treatment staff.
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