SOLICITATION NOTICE
Q -- Homeless Veteran Drop In Center
- Notice Date
- 7/18/2011
- Notice Type
- Presolicitation
- NAICS
- 624190
— Other Individual and Family Services
- Contracting Office
- Department of Veterans Affairs;VA Black Hills HCS;Hot Springs Campus;113 Comanche Rd.;Hot Springs SD 57747
- ZIP Code
- 57747
- Solicitation Number
- VA26311RP0423
- Response Due
- 7/29/2011
- Archive Date
- 11/5/2011
- Point of Contact
- Pamela Phillips
- E-Mail Address
-
e-mail
(pamela.phillips@va.gov)
- Small Business Set-Aside
- N/A
- Description
- The VA Black Hills Health Care System is seeking offerors to submit proposals to provide the following: STATEMENT OF WORK A.PURPOSE The Department of Veterans Affairs Black Hills Health Care System (VABHHCS), specifically Fort Meade Medical Center in Fort Meade South Dakota, requires a Contractor to provide drop in center, also known as Veterans Outreach Center, services as part of its community based Health Care for Homeless Veterans (HCHV) program for homeless Veterans and their dependents. Dependent is defined as spouse and children. 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 environments with sufficient rehabilitative services to meet the needs of those Veterans. B.BACKGROUND Through the HCHV program the VABHHCS provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, therapeutic, and rehabilitative services. The purpose of this solicitation is to obtain offers from contractors who can provide care, treatment, and rehabilitative services to Veterans who are homeless, in community-based facilities offering a safe and secure environment that supports their rehabilitative goals in a drop in center. The Contractor will be required to provide rehabilitative services, but will not be required to provide therapeutic, or other hospital level treatment - those services will be provided by the VABHHCS. The Contractor will not be required to provide detoxification services; the Contractor is to refer the Veteran to appropriate services. Timeline for opening of Veterans Outreach Center is 120 days after award of contract. C. SERVICES TO BE PROVIDED 1.The contractor shall furnish each self-referred Veteran and their dependents under this contract the following basic services from 8 a.m. to 5 p.m. seven (7) days per week, and 365 days per year at the Contractor's facility. The following descriptions of expected services to be provided may not be all inclusive. a.A safe environment for the homeless or at risk of homelessness Veterans and their dependents to seek respite from weather. b.Access to coffee with sugar and creamer available free of charge. c.Laundry facilities for Veterans to do their own laundry or to have laundry done including supplies. These services are to be free to the Veteran. d.Obtain local community resource information. e.Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. f.The ability of the Veteran to attend to personal hygiene with cleansing and hygiene items being provided. The items are to include shampoo and conditioner, tooth brush, toothpaste, razor for shaving, comb, washcloth and towels. g.For the homeless Veteran to have the ability for personal mail delivered to them at the location. The Contractor shall provide a secure mailbox that conforms to US Postal Service standards. This box shall be separate from but located adjacent to and similar in design to the existing mailbox. It shall be clearly marked in accordance with US Postal Regulations. h.Ability of the Veteran or dependant to place a local telephone call free of charge. i.Ability to receive a message left via a telephone or personal note through a message center. j.Access to a Resource Center. Resources available to include 3 computers with an Internet connection, a printer, a facsimile machine, and a photocopier. Supplies and upkeep of the Resource Center is the responsibility of the Contractor. k.Access to a Community Day room that has a television and a home like atmosphere. 1)Collaboration with the VABHHCS homeless programs staff which will determine if the Veteran is eligible for Department of Veterans Affairs services. If eligible the VABHHCS homeless programs staff which will provide connection to the VAMC services for the Veteran. 2)Collaboration with the VABHHCS homeless programs staff which will provide supportive psychosocial services. 3)Will refer Veterans to professional counseling, including counseling on self-care skills, and adaptive coping skills in collaboration with VABHHCS homeless programs and community resources. 4)Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the Veteran's rehabilitative potential. 5)Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models. 6)A program that promotes community interaction. 7)A program that provides the Veteran an assessment of health, social and vocational needs with the involvement of the Veteran, the VABHHCS staff and appropriate community resources that assist the Veteran in resolving problems and setting goals. 2.An individual case record is not required to be created for each self-referred Veteran. a.The facility shall daily send by facsimile a log sheet indicating the name of the Veteran and or dependant(s) who utilized that day. The Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide supportive services in a manner that is free from religious discrimination. D. ADDITIONAL CONTRACT REQUIREMENTS 1.STAFFING a.The Contractor will employ qualified staff to carry out the policies, responsibilities, and the program for the facility. b.There must be, at a minimum, at least one full-time administrative staff member or designee on duty on the premises during normal hours of operation. c. Contractor staff members shall take VA Privacy Policy training. The Contractor shall assign to this contract personnel that are qualified to provide the Basic Services and Supplemental Services required by this SOW. The Contractor must identify each person functioning as "Key Personnel" under this contract, and provide to the VABHHCS a description of the services to be provided by such person, together with a resume summarizing that person's relevant skills and experience. During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VABHHCS refuses to accept the substitute key personnel. The VABHHCS reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor's contingency plan. The Contractor's contingency plan to be utilized if personnel leave Contractor's employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor's offer. All Contractor staff providing services to Veterans under this contract must undergo the appropriate background investigation as required by the VABHHCS. Before providing services to self-referred Veterans under the contract, the Contractor shall submit a listing of all Contractor personnel proposed to provide services to Veterans under the contract. The VABHHCS will provide the necessary background information forms to the Contractor or to the Contractor's employees after receiving a list of names and addresses. i.Upon receipt, the VABHHCS Contracting Officer will review the completed forms for accuracy and forward the forms to proper federal authorities to conduct background investigations. ii.The VABHHCS facility shall pay for investigations conducted by the Office of Personnel Management (OPM) in advance. However, the Contractor is required to reimburse the VA for the cost of the investigations. The estimated cost for a Low Risk Level Background Investigation is $200 per employee. The VABHHCS shall recover the cost of the investigations from the Contractor through offsets against the guaranteed minimum payment, as appropriate. iii.The VABHHCS Contracting Officer shall forward the completed background investigations to the Office of Security and Law Enforcement for adjudication. The Office of Security and Law Enforcement shall notify the Contracting Officer and Contractor after adjudicating the results of the background investigations received from the investigating office. iv.The COTR shall be responsible for verifying that investigations have been completed or are in the process of being requested before services are provided to Veterans at the Contractor's facilities. 2.REFERRALS A.The VABHHCS is not responsible for determining eligibility of Veterans prior to their self-referral to the Contractor for services. B.A list of VABHHCS homeless program staff shall be provided to the Contractor upon award of the contract. Homeless program staff may be added or deleted from the list during the term of the contract. The Contractor shall be provided an updated list of VABHHCS homeless program staff whenever such changes are made. 3. ABSENCES AND CANCELLATION A.The VABHHCS reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VABHHCS or the Veteran. B.The Contractor shall notify the authorizing VABHHCS facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will 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 that VA authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that admission to the appropriate VA facility will be accomplished promptly. C.The Contractor shall notify the VABHHCS immediately of any incidents involving Veterans utilizing the services. The Contractor shall notify the VABHHCS Homeless Programs Coordinator or designee by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the Contractor should notify the Administrator on Duty (AOD). The Contractor shall provide the VABHHCS Homeless Programs Coordinator or designee and the COTR with a copy of the incident report within 24 hours. If the Contractor maintains a copy of the incident report at the facility the reports shall be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). 4.CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING Contractor personnel shall be expected to treat Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request). The VABHHCS reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer's Technical Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints. 5. TRANSPORTATION The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VABHHCS staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car. 6.FACILITY The Contractor shall maintain the premises, including outside areas, in a clean condition and shall provide supplies and equipment for the term of the lease. The following schedule describes the level of services intended. Performance will be based on the Contracting Officer's evaluation of results, not the frequency or method of performance. The Contractor shall provide and install blinds for all windows. a)PARKING - Parking should be sufficient to handle 4 VA vehicles at a time. VA vehicles will not be parked on site overnight. b)Snow removal - Snow removal to be provided by the Contractor. c)Janitorial Services 1)Cleaning crews are required to have a background checks. 2)Contractor is to provide cleaning and toilet supplies for cleaning crew. 3)Daily. Empty trash receptacles. Sweep entrances, lobbies, and corridors. Spot sweep floors, and spot vacuum carpets. Clean drinking fountains. Sweep and damp mop or scrub toilet rooms. Clean all toilet fixtures, and replenish toilet supplies. Dispose of all trash and garbage generated in or about the building. Wash inside and out or steam clean cans used for collection of food remnants from snack bars and vending machines. Dust horizontal surfaces that are readily available and visibly require dusting. Spray buff resilient floors in main corridors, entrances, and lobbies. Clean elevators and escalators. Remove carpet stains. Police sidewalks, parking areas, and driveways. Clean glass entry doors. 4)Three Times a Week. Sweep or vacuum stairs (if applicable). 5)Weekly. Damp mop and spray buff all resilient floors in toilets and shower locker rooms. Sweep sidewalks, parking areas, and driveways (weather permitting). 6)Every Two Weeks. Spray buff resilient floors in secondary corridors, entrance, and lobbies. Damp mop and spray buff hard and resilient floors in office space. 7)Monthly. Thoroughly dust furniture. Completely sweep and/or vacuum carpets. Sweep storage space. Spot clean all wall surfaces within 70 inches of the floor. 8)Every Two Months. Damp wipe toilet wastepaper receptacles, stall partitions, doors, window sills, and frames. Shampoo entrance and elevator carpets. 9)Three Times a Year. Dust wall surfaces within 70 inches of the floor, vertical surfaces and under surfaces. 10)Twice a Year. Wash all interior and exterior windows and other glass surfaces. Strip and apply four coats of finish to resilient floors in toilets and locker area. Strip and refinish main corridors and other heavy traffic areas. 11)Annually. Wash all venetian blinds, and dust 6 months from washing. Vacuum or dust all surfaces in the building of 70 inches from the floor, including light fixtures. Vacuum all draperies in place. Strip and refinish floors in offices and secondary lobbies and corridors. Shampoo carpets in corridors and lobbies. Clean balconies, ledges, courts, areaways, and flat roofs. D.HCHV space requirement There is a requirement of the provision of a private office/meeting space for HCHV staff and community partners to counsel Veterans and their dependents. This requirement is one (1) room to be used as an office space. The room needs to have the ability for two (2) VABHHCS staff or a community partner to work at for documentation and their laptop. E.There is no requirement for computer connections or Internet access for VABHHCS HCHV homeless programs staff. F.There needs to be availability of a conference room available. The requirement is for a conference table with the capacity to seat 10, accompanied by ten (10) chairs. 1)This space requirement is for Monday, Tuesday, Wednesday, Thursday, and Friday from 8:00 a.m. to 4:00 p.m. G.Signage Signs inside and outside shall be the responsibility of the Contractor. Exterior signs are to be installed and maintained by the Contractor in accordance with local codes and ordinances. One exterior signage will be visible from the street and clearly indicate "Veterans Outreach Center" and subject to approval by the Contracting Officers Technical Representative (COTR). H. It is the responsibility of the Contractor to properly maintain its facilities and the VABHHCS shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must: 1)Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. 2) Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes. 3)Where applicable, be licensed under State or local authority. 4)Where applicable, be accredited by the State. 5)Be equipped with operational air conditioning /heating systems 6)Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. 7)Be equipped with first aid equipment and an evacuation plan in case of emergency. 8)Have windows and doors that can be opened and closed in accordance with manufacturer standards. F. The contractor facility must meet fire safety requirements, as follows: 1)The building must meet the requirements of the applicable occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director. 2)Fire exit drills must be held at least quarterly. Veterans must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. 3)A written policy regarding tobacco smoking in the facility shall be established and enforced. 4)Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. 5)Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. 6)The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA. 7. INSPECTION OF FACILITY AND PROGRAM Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, a representative of the VABHHCS Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the Medical Center Director or HCHV Coordinator shall conduct a survey of the Contractor's facilities to be used to provide Veterans rehabilitative services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the VABHHCS. The Contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the Contractor 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. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VABHHCS Contracting Officer. If corrections are not made to the satisfaction of the VABHHCS, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract or transfer Veterans and to terminate the existing contract, as appropriate. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 6, and will also include the following: "General observation of Veterans to determine if they maintain an acceptable level of personal hygiene and grooming. "Assessment of whether the facility meets applicable fire, safety and sanitation standards. "Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. "Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene. "Seeking evidence of facility-community interaction, 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. "Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring. "Inspecting the types of nutrition provided to see if appetizing if nutritious snacks between meals are available for those requiring or desiring additional food, when it is not medically contraindicated, are provided in a setting which encourages social interaction and All VABHHCS reports of inspection of facilities furnishing treatment and rehabilitation services to eligible Veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. 8. CONTRACT CHANGES/TECHNICAL DIRECTIONS. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. The solicitation will be posted on the Federal Business Opportunities (FBO) website on approximately 7/20/2011. Applicable NAICS code is 624190 Other Individual and Family Services; $7m. Contracting Office Address: VA Black Hills Health Care System, 113 Comanche Road, Ft. Meade, SD 57741. Point of Contact: Pamela Phillips, Contracting Officer, 605-347-2511 X7020 ?
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VABHHCS568/VABHHCS568/VA26311RP0423/listing.html)
- Place of Performance
- Address: 113 Comanche Road;Ft. Meade, SD
- Zip Code: 57741
- Record
- SN02501855-W 20110720/110719000021-6c9e18fdc5dfd28bed368f20babccfbc (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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