Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 17, 2011 FBO #3584
DOCUMENT

G -- Mental Health IOP Beds - Attachment

Notice Date

9/15/2011
 

Notice Type

Attachment
 

NAICS

621420 — Outpatient Mental Health and Substance Abuse Centers
 

Contracting Office

Department of Veterans Affairs;Network Contracting Activity (NCA) 10;6150 Oak Tree Blvd., Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA25011RQ0258
 

Response Due

9/20/2011
 

Archive Date

11/19/2011
 

Point of Contact

DAVINA WILLIAMS
 

E-Mail Address

CONTRACT SPECIALIST
(DAVINA.WILLIAMS@VA.GOV)
 

Small Business Set-Aside

N/A
 

Description

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; quotes are being requested and a written solicitation will not be issued. Solicitation Number VA-250-11- RQ-0258_1 is being issued as Request for Quote (RFQ) and the intent is to award an indefinite quantity, FIRM FIXED PRICE contract for services. The contract duration is for a six (6) month base period, with three one month options, to be exercised only if in the best interests of the Government to do so. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-53. This requirement is unrestricted-insufficient small business for commercial items under the North Atlantic Industrial Classification System (NAICS) 621420; size standard/$10 million per annum, outpatient mental health and substance abuse centers. The goal of this contract is to place veterans in community-based, residential environments, providing sufficient services to meet the needs of the veterans while they are undergoing Intensive Outpatient Program (IOP) Substance Abuse treatment at local VAMC Community-Based Outpatient Clinics (CBOC). The minimum amount of 2 beds will be occupied per day during the contract period. The maximum amount of 6 beds will be occupied per day during the contract period. CLIN DESCRIPSTIONQUANTITYUNIT 1Intensive Outpatient Program 6 beds Day Temporary Residential Housing in Mahoning County Area The contractor shall provide services to beneficiaries for whom such care is specifically authorized by the Department of Veterans Affairs Medical Center herein after referred to as the VAMC. The contractor shall provide to the VAMC, in accordance with all terms and conditions, services, provisions and requirements listed herein for the sum quoted. This rate is inclusive of all services as may be necessary in the housing and treatment of the patient. 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 normally provided to other patients by the facility without extra charge. It is understood that the type of patients to be cared for under this contract will normally require care and services over and above the level of room and board. Veterans may have ongoing multiple substance abuse or dependency problems and/or mental illnesses. The facility will not be used for detoxification or other hospital level treatment, the VAMC will serve as treatment center for medical and mental health problems. Liaison/COTR: The Cleveland VA Medical Center will provide oversight of the Contractor's facility and the resident veterans by a Licensed Independent Social Worker (LISW). REQUIREMENTS A. The contractor shall furnish each veteran authorized care under this contract with the following basic living arrangements: 1. Contractor shall be responsible for sufficient residential capacity to place up to six (6) veterans in safe, community-based, residential environments with the ability to place a veteran on the same day of a referral from the CBOC IOP program staff. 2. Room and Board shall include a bed and other furnishings such as a dresser, storage, and linen for the bed. 3. Adequate separation of genders to ensure privacy shall be available. 4. Handicapped accessible rooms shall be available in accordance with the 2010 ADA Standards for Acceptable Design. If the facility is more than one story, there shall be handicapped accessible rooms on the first floor, along with at least one handicapped accessible bathroom. 5. The facility shall be in close proximity, within 5 miles, of other veterans' therapeutic services. 6. The facility shall not be within 1,000 feet of a school, so as to be in compliance with the below stated law: Ohio Law States 2950.03.1 Residing within 1,000 feet of school premises is prohibited; injunctive relief. Part (A) No person who has been convicted of, is convicted of, has pleaded guilty to, or pleads guilty to either a sexually oriented offense or a child-victim oriented offense shall establish a residence or occupy residential premises within one thousand feet of any school premises. The Ohio Revised Code 2925.01 defines a "School" as: "School" means any school operated by a board of education or any school for which the state board of education prescribes minimum standards under section 23301.07 of the Revised Code, whether or not any instruction, extracurricular activities, or training provided by the school is being conducted at the time a criminal offense is committed. 7. Meals shall be provided - including at least three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. 8. Laundry facilities shall be provided for residents to do their own laundry or to have laundry done. B. Services, which the contractor shall furnish, include: 1. Structured group activities, including physical activities as appropriate. 2. Instruction in and assistance with health and personal hygiene. 3. Monitoring of medications, including locked drawers for storage of medication. 4. Supportive therapeutic and social services, in collaboration with VAMC case managers, or other contract resources. 5. Assistance in teaching veteran residents responsible living patterns to achieve a more adaptive level of psychosocial functioning and personal relationships. 6. Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol free environment. 7. Arranging daily transportation to and from the local VAMC Clinic for care. 8. Collaboration with the VAMC program staff that will provide treatment services. 9. Supportive counseling or groups to help resident veterans gain and apply knowledge of substance abuse recovery behaviors. 10. Pre-treatment orientation, to include providing each veteran referred from the VAMC and their family members an Admission Handbook of Rights. 11. Assistance in developing a recovery treatment plan for each referred veteran, to be completed within one week of admission. Treatment plan for each veteran referred shall be updated weekly. These services will continue throughout their authorized stay, generally not to exceed 90 days. PERSONNEL The contract facility must have a current occupancy permit or license required by the authority having jurisdiction. The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. In residential facilities there must be, at a minimum, two (2) staff members on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week. Sufficient professional health care personnel must be identified to provide ancillary therapeutic activities and to ensure a meaningful integration of the VAMC Clinic efforts with those provided in the residential setting. REFERRALS A. Personnel authorized by the VAMC to order services will make requests for services via telephone. A faxed information sheet will follow each telephone authorization as soon as possible after completion by clinical staff. Secure Fax Language: This language will be included on all fax cover sheets. "This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above." B. Orders, requests, or changes will only be made by the clinical staff, or authorized party specified by the Mental Health Program Manager at the VAMC. Under no circumstances shall there be any deviation of any other party. In addition, the Contractor shall make no deviation and is responsible for providing such direction to its staff. C. A list of authorized ordering personnel will be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of VAMC. The Contractor or designee will be notified to such changes as they occur. ABSENCES AND CANCELLATION A. The contractor shall notify VAMC of absences from the facility. Absences of the patient from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VAMC coordinator. Should a patient referred to a residential treatment facility absent himself/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 contractor facility staff to return the veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout will be an element of quality assurance review of this program. B. It is understood that the beneficiary may be provided facility care at the contracted amount for a period not to exceed that of the stated length of treatment plan contracted (generally sixty days), unless an extension of the authorization is provided in writing by the VAMC. C. VAMC reserves the right to remove any or all patients from the facility at any time without additional cost, when it is determined to be in the best interest of the VAMC or the patient. CONDUCT A. The contractor shall make available to VAMC documentary information, such as data requests, and any other information deemed necessary by the VAMC to conduct utilization review audits; to verify quality of patient care for veterans, to assure patient record confidentiality and to determine the completeness and accuracy of financial records. B. The contractor shall assist in treatment and discharge planning, reflecting a team assessment of health, social and vocational needs and the involvement of resident and appropriate community resources in resolving problems and setting goals. C. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. D. The contractor shall notify VAMC immediately when a medical emergency occurs that requires hospitalization of a patient receiving care at VAMC expense. It is agreed that the veteran will be admitted to the appropriate VAMC 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 VAMC authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that admission to the VAMC will be accomplished promptly. SECURITY A. VA approved public key infrastructure (PKI) will be deployed on the contractor's network computers to securely and privately exchange data with the VAMC. B. Contractor and any subcontractors shall adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of VAMC is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement (BAA). The Contractor shall complete and submit the required BAA form. (Attachment A, pg 22) C. Adequate security measures shall be provided, e.g., bars on windows and doors and a fenced area, if deemed necessary by VAMC inspectors, in order to provide optimum safety for residents. D. This does not require connection of any contractor owned devices to a VA internal (non-public) trusted network. IT security requirements for certification and accreditation (authorization) (C&A) do not apply and a Security Accreditation Package is not required. E. Contractor shall ensure that employees involved in patient care shall have a current background investigation - The level of background investigation commensurate with the required level of access is Special Agreement Checks (SAC). F. To ensure that the individuals providing services under the contract have not engaged in fraud or abuse under Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services - Office of Inspector General list of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract. Further, the Contractor is required to certify in its proposal that all persons listed in the Contractor's proposal have been compared against the OIG list and are not listed. During the performance of this contract, the Contractor is prohibited from using any individual or business listed on the List of Excluded Individual/Entities. G. The following acts are not permissible by staff personnel who provide services under this contract while on facility premises: 1.Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors' prescriptions which do not impair driver's driving ability) while on duty, or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability). 2. Gambling in any form. 3. Carrying of pistols, firearms or concealed weapons. 4. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. 5. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior. 6. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. 7. Stopping for personal business, including use of restroom facilities, while vehicle is occupied by a veteran passenger. The driver shall not leave the vehicle with key in the ignition at any time. 8. Engaging customer in a verbal confrontation in an attempt to settle a disagreement. 9. Soliciting or accepting tips from customer, companions or others at any time. Background Investigation and Special Agreement Checks: "CONTRACTOR PERSONNEL SECURITY REQUIREMENTS" All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for VA. 1.Position Sensitivity - The position sensitivity has been designated as ____TIER 1____. 2.Background Investigation - The level of background investigation commensurate with the required level of access is _National Agency Check and Inquiries _. 3.Contractor Responsibilities 1.The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within 30 days. 2.The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. 3.The contractor shall submit or have their employees submit the following required forms to the VA Office of Security and Law Enforcement within 30 days of receipt: 1.Standard Form 85P, Questionnaire for Public Trust Positions 2.Standard Form 85P-S, Supplemental Questionnaire for Selected Positions 3.FD 258, U.S. Department of Justice Fingerprint Applicant Chart 4.VA Form 0710, Authority for Release of Information Form 5.Optional Form 306, Declaration for Federal Employment 6.Optional Form 612, Optional Application for Federal Employment 4.The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. 5.Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. 4.Government Responsibilities 1.The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses. 2.Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. 3.The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the contractor will reimburse the VA facility within 30 days. 4.The VA Office of Security and Law Enforcement will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. 5.The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. COMPLAINTS HANDLING The Liaison/Contracting Officer's Technical Representative (COTR) shall monitor the service provided. The Contractor shall cooperate with the Liaison/COTR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the Liaison/COTR. All complaints received by the Liaison/COTR will be investigated promptly. After investigation and disposition, Contractor shall respond to the Liaison/COTR within five (5) working days after receipt by the Contractor. TRANSPORTATION The Contractor facility shall provide patients with transportation to scheduled meetings and appointments. Contractor drivers shall possess current license and vehicle insurance. FACILITY A. The Facility shall be inspected by VAMC personnel prior to award. B. The Facility shall be equipped with operational air conditioning /heating systems. C. The Facility shall be kept clean and free of dirt, grime, mold, or other hazardous substances. In addition, the property shall be free of any damage that compromises safety, security, or salutary care. D. The Facility shall be equipped with first aid kit; fire extinguisher(s) fully charged and not expired, fire/carbon alarms, and an evacuation plan in case of emergency. E. Facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards and in compliance with National Fire Protection Association (NFPA) Life Safety Code. VAMC will not incur any cost associated with the contractor providing inadequate or faulty equipment. POLICY A. The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. B. The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by VAMC, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered. In addition, the facility warrants that subcontracting will not be resorted to as a means of circumventing this provision. C. It is agreed that VAMC has immediate access to all records concerning the veteran's care in the facility. It is agreed that duly authorized representatives of the VAMC will provide follow-up supervision visits to veterans placed to assure continuity of care. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the veteran. Upon discharge of the patient, records on all VAMC beneficiaries will be retained by the facility for a period of at least three years (or such other length of time as defined by VAMC). D. The facility will not accept welfare from veterans. E. The facility warrants that it is in compliance with all applicable fire laws; that there are no recommendations of fire officials which have not been resolved. F. The VAMC case manager/treatment teams, shall identify and refer all appropriate patients to the contractor. All patients will be engaged in IOP Substance Abuse treatment at a local VAMC Clinic and may have mental illness diagnoses, including Chronic Mental Illness (CMI). G. Upon referring any patient, the VAMC will provide the contracted agency with a signed Release of Information (ROI) from the veteran patient, along with that veteran's clinical assessment, diagnoses, chronic medical problems, and physical and laboratory studies as needed. INSPECTION AND ACCEPTANCE A. It is agreed that the VAMC will have the right to inspect, by an authorized representative(s) designated by the VAMC, the residential center and all appurtenances. B. Prior to the award of a contract, a multidisciplinary VAMC team consisting of a social worker, dietitian, registered nurse, an Engineering Service Safety Specialist, and a VA Police Service law enforcement officer will conduct a survey of the proposed facility/property to be utilized by the Contractor. C. The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action and notify the Contracting Officer that the corrections have been made. A contract will not be awarded until all noted deficiencies have been eliminated and /or corrected. D. The VA will monitor the contractor's program and inspect 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 through the VAMC Director. If corrections are not made to the satisfaction of the VAMC, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer patients and to terminate the contract. E. Subsequent inspections of the residential center will be made annually by a multidisciplinary team including such VAMC personnel as the Director considers necessary, to assure the facility provides quality care in a safe environment. As the VAMC 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. SAFETY The VA Medical Center's Safety Specialist (Engineering Service) or Liaison/COTR will inspect the facility for conformity to the current Life Safety Code, and submit findings to the multidisciplinary team. The inspection will focus on an assessment of the quality of life within the proposed facility, giving particular attention to the following factors: 1. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. 2. The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the residents' rehabilitative potential. 3. There are 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. 4. 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. 5. Staff behavior and interaction with residents convey an attitude of genuine concern and caring. 6. Appetizing, nutritionally adequate meals are provided in a setting that encourages social interaction, and nutritious snacks between meals are available for those requiring or desiring additional food, when it is not medically contraindicated. The local VAMC dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the patients' satisfaction with meals and the actual consumption of food offered. INVOICES A. Payment to the Contractor shall be made monthly, in arrears, per patient, upon receipt of a properly prepared invoice. Payment for any leave, including sick leave, holiday, or vacation time, shall be the responsibility of the Contractor. VAMC will pay only for "fixed daily charge." B. Contractor employee(s) shall be actually performing the services specified in the contract in order to receive reimbursement. C. The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party Contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the mailing address below: Payment Address: Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-8971 Fax Number: (512)460-5440 D. Billings rendered by the Contractor to the Program Office for services furnished under the terms of this contract shall be billings in full. Neither the beneficiary his insurer, nor any third party shall be billed. NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices shall include the following information to be considered valid for payment. Invoices without the required information will be returned: Vendor name, invoice number and date Complete purchase order number assigned by the VA facility Name of provider, number of patient days "fixed daily charge". Total dollar amount of invoice. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) - UTILIZATION A. Contractor is expected to provide VA staff with regular reports on changes in veterans' status, including all changes and observations concerning the veterans' medical, mental health, and social needs. Contractor shall make available to the VA documentary information deemed necessary by the VAMC to conduct utilization review audits, to verify quality of patient care, to assure confidentiality of patient care, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records. B. The COTR or multidisciplinary treatment team will designate a clinician to perform a quality review of the care of veterans referred to the contractor. The findings of the survey will be tabulated and reported to the VAMC Quality Management Department and the Contracting Officer. The review will be performed quarterly and will include reviewing a sampling of patient charts to determine the quality of care rendered the Veterans. The following factors will be included in the checklist: 1. Structured group activities, including physical activities as appropriate. 2. Instruction in and assistance with health and personal hygiene 3. Monitoring of medications, including locked drawers for storage of medication. 4. Supportive social services, in collaboration with the program care managers, or other contract resources. 5. Assistance in learning and developing responsible living patterns to achieve a more adaptive level of psychosocial functioning, social skills and improved personal relationships. 6. Maintaining a drug and alcohol free environment. 7. Arranging transportation for care at the VAMC CBOC and other appointments. 8. Pre-treatment orientation for veterans and family that are referred from VAMC. Each veteran referred to contractor has been provided upon admission a Handbook of Rights. 9. Additional therapeutic services determined to be needed in a plan developed by the VAMC treatment staff and the patient with assistance from the contractor. C. The COTR or VAMC multidisciplinary treatment team will designate a clinician to perform a quality review of the care of veterans referred to the contractor. The review will be performed quarterly and will include observing the facility and interviewing a sample of veterans who have been referred to the Contractor. The following factors will be included in the checklist. 1. Clean organized central areas. 2. Appetizing and nutritious meals. 3. No use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors' prescriptions which do not impair driver's driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability). 4. No gambling in any form. 5. No carrying of pistols, firearms or concealed weapons. 6. No smoking and other uses of tobacco while on duty. 7. No resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. 8. No spitting in prohibited places or other unsanitary, offensive or insensitive practices or behavior. 9. No use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. 10. No stopping for personal business, including use of restroom facilities, while vehicle is occupied by a veteran passenger. The driver shall not leave vehicle with key in the ignition at any time. 11. No engaging customer in a verbal confrontation in an attempt to settle a disagreement. 12. No soliciting or accepting tips from customer, companions or others at any time. 13. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. 14. 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. 15. 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. 16. Staff behavior and interaction with residents convey an attitude of genuine concern and caring. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the services as denoted in the Statement of Work. The Contractor shall identify each labor category to be utilized for this effort and provide a description of the skills and experience required per labor category, along with resumes. The Contractor shall assign to the contract the following key personnel: 1. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the CO, in writing, within fifteen (15) calendar days after the occurrence of any of these events and provide the information required by paragraph (c) in this section. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (c) to the CO at least Fifteen (15) days prior to making any permanent substitutions. 2. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the person(s) being replaced. The CO will notify the Contractor within Fifteen (15) calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel. 3. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive work days or more (maximum of ten (10) days), the Contractor shall provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two (2) weeks - ten (10) workdays - will require the procedure stated in paragraph (b) in this section. HHS Office of Inspector General (OIG) List: By signing this offer the Contractor certifies that, to the best of its knowledge and belief, neither it, nor any shareholder, director, trustee, officer, employees, or subcontractor is the subject of any listing or reference in the List of Excluded individuals/Entities maintained by the Office of Inspector General, U.S. Department of Health and Human Services, or it the subject of any pending administrative or judicial action or proceeding which, if resolved adversely to any such person or entity (and regardless of the perceived merits of any such action or proceeding) would cause any such person or entity to become the subject of a report to the National Practitioner Data Bank or listing on the List of Excluded Individuals/Entities. TORT CLAIMS The Federal Tort Claims Act does not cover the contractor(s) employees. When a contractor(s) employee has been identified as a provider in a tort claim, the contractor(s) employee is responsible for notifying the contractor's legal counsel and/or insurance carrier. Any settlement or judgment arising from contractor(s) employee's action or non-action is the responsibility of the contractor(s) and/or insurance carrier. LIABILITY In the event of litigation/investigation of a claim of liability or malpractice, the Contractor and/or the Contractor's personnel shall cooperate fully with Government authorities and designated officials in the investigation of the claim or preparation for litigation. PERSONNEL POLICY A. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry this out, the Contractor shall provide the following for these personnel: Worker's Compensation; Professional Liability Insurance; Income Tax Withholding; Social Security Payments Management. B. The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: 1. Workers Compensation 2. Professional Liability Insurance 3. Health examinations required by the VAMC, including: annual TB skin tests and recent (within the last year) and chest X-ray if there is a history of positive TB skin tests; evidence of Hepatitis B Immunity (hepatitis immune titer, if provider has had the series of shots, if no immunity, evidence that provider has started the Hepatitis B vaccination series.); evidence of a Hepatitis C titer; Varicella titer if provider has not had the chicken pox. 4. Income tax withholding; and 5. Social Security Payments The Contractor, its employees, agents, and subcontractors shall not be considered VAMC employees for any purposes, neither seen nor unforeseen. TB EXPOSURECONTROL POLICY TB skin testing must be completed on all Contracted employees who will have contact with VA patients. Any new contracted personnel hired after the implementation of this contract and who have contact with VA patients, shall be required to have a TB skin test. This test is conducted and required annually. CONTRACTOR'S TRAINING PLAN A. Supervision and Training: The Contractor shall be responsible for supervising the daily services provided under this contract. Contracted agency shall have written policies and procedures regarding staff credentials. B. Contractor shall maintain an ongoing Training Plan.VA reserves the right to periodically review training records for contractor's staff assigned to the contract and receive written documentation of any on-going quality improvement training provided to staff CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) The Department of Veterans Affairs is in the Process of transitioning into a new Contractor Performance Assessment Reporting System (CPARS) once confirmation has been received on the new system, a modification to the contract will be made. DEFINITIONS The following terms when used in this contract, shall be defined as follows, unless the context expressly requires a different construction and/or interpretation. In the event of a conflict in language between the Definitions, Addendum, Attachments, and other sections of this contract, the language in specifications shall govern. a.Contracting Officer (CO): The individual delegated to execute, award, and administer contract, purchase orders and other agreements in accordance with the Contracting Officer Certification Program. See FAR Subpart 2.1- Definition for further description. b.Contractor/Contracted Employee: Any organization or person who provides any function or service specifically related to securing or fulfilling obligations to Cleveland VA Medical Center under the terms of a contract. c.Contracting Officer's Technical Representative (COTR) - The Contracting Officer may delegate one or more Cleveland VA Medical Center employees who are responsible for monitoring the performance of the Contractor. A copy of the delegation shall be provided to the Contractor if and after an award is made. d.Government: The definition of Government in reference to this contract is referred to as the following: VA Medical Center; VA; VAMC; Medical Center; Medical Center; Cleveland VA e.Non-Contract Provider: Any person, organization, agency, or entity that is not directly or indirectly employed by the contractor or any of its subcontractors. f.Quality Improvement (QI): The ongoing process of responding to data gathered through quality monitoring efforts, to improve the quality of health care delivered to individuals. This process involves follow-up studies of the measures taken to effect change in order to demonstrate that the desired change has occurred. g.Quality Monitoring (QM): The ongoing process of assuring the delivery of health care is appropriate, timely, accessible, available, medically necessary and in keeping with established guidelines and standards and reflective of current state of medical knowledge. h.Subcontract/Subcontracted Employee: A contract entered into by the contractor with another organization or person who agrees to perform any administrative function or service for the contractor specifically related to securing or fulfilling the contractor's obligations to Cleveland VA Medical Center under the terms of this contract. i.Subcontractor: Any organization or person who provides any function or service for the contractor specifically related to securing or fulfilling the contractor's obligations to the Cleveland VA Medical Center under the terms of this contract. NOTES: This is an indefinite delivery, indefinite quantity contract because it is impossible to determine with any certainty the amount of services that will be required under this contract. It is understood that no obligation will be incurred by the Department of Veterans Affairs except for services rendered under this contract pursuant to referrals issued by the Department of Veterans Affairs for residential treatment for specific beneficiaries. The period of performance is 6 months and 3 one month options or until funds are exhausted. All deliverables and other documentation required by the Statement of Work shall be provided by the Contractor at no additional cost to the charges stated for Basic Services. Websites of the Clauses and Provisions: Federal Acquisition Regulations: http://www.acquisition.gov/far/index.html VA Acquisition Regulations: http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm Clauses: FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition, to include the following addendum to the clause: 52.204-4, Printed or Copied Double-Sided on Postconsumer Fiber Content Paper. 52.204-7, CCR Registration, the successful offeror must be registered with the Central Contractor Registration (CCR) to be awarded a contract; you may register easily and quickly on-line at http://www.ccr.gov. 52.216-18, Ordering - Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from the effective date of contract through the end of the effective period. (b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control. (c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule. (End of clause) 52.216-19, Order Limitations - Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than _2 beds___, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract. (b) Maximum order. The Contractor is not obligated to honor- (1) Any order for a single item in excess of ______6 beds_______; (2) Any order for a combination of items in excess of _____6 beds________; Or (3) A series of orders from the same ordering office within _____0________ days that together call for quantities exceeding the limitation in paragraph (b) (1) or (2) of this section. (c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section. (d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source. (End of clause) 52.217-8, Option to Extend Services - The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 Days. 52.217-9, Option to Extend the Term of the Contract - a) The Government may extend the term of this contract by written notice to the Contractor within __30 days___; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least __30___ days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed ___9 months_. 52.227-16, Additional Data Requirements 52.227-17, Rights in Data - Special Works 52.232-34, Payment by Electronic Funds - Other than Central Contractor Registration VAAR 852.237-70, Contractor Responsibility VAAR 852.203-70, Commercial Advertising 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, applies to this acquisition which shall include the following clauses by reference. 52.222-26, Equal Opportunity 52.222-21, Prohibition of Segregation 52.222-3, Convict Labor 52.222-36, Affirmative action for Workers with Disabilities 52.222-41, Service Contract Act of 1965 52.222-42, Statement of Equivalent Rates for Federal Hires 52.223-18, Contractor Policy to Ban Text Messaging While Driving 52.225-13, Restriction on Certain Foreign Purchases 52.239-1, Privacy or Security Safeguards 52.204-9, Personal Identity Verification of Contractor Personnel (Jan 2011) 52.204-10, Reporting Executive Compensation & First-Tier Subcontracting Awards 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations 52.216-22, Indefinite Quantity 52.219-28, Post Award Small Business Program Representation 52.224-1, Privacy Act Notification 52.224-2, Privacy Act 52.237-3, Continuity of Services VAAR Clauses: 852.237-7, Indemnification and Medical Insurance 852.271-70, Nondiscrimination in Services Provided to Beneficiaries 852.273-76, Electronic Invoice Submission Provisions: 52.212-1, Instructions to Offerors-Commercial Items, apply to this acquisition with the following addendum to the provisions of the standard provisions, unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the CCR database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the Internet at http://www.ccr.gov. 52.212-2 Evaluation-Commercial Items: (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: All offers will be considered for BEST VALUE in descending order of importance. (1)Technical Capability (2)Past performance (3)Qualifications (4)Geographical Location (5)Price Technical and past performance when combined is significantly more 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) Complete the following evaluation factors. Each factor is weighted equally within each evaluation category. 1.Technical Capability: Factor Number One: Can you company provide transportation to and from the VA facility and major homeless shelters? Factor Number Two: Does your company provide other outreach programs? Factor Number Three: Does your organization possess and utilize a patient handbook and or/other policies and procedure on patient rights and responsibilities? (Including sobriety) Factor Number Four: Can your organization provide phone services/lines and secure lockers to the veterans? 2.Past Performance: Past Performance Information: a.Name and contact information, including an e-mail address, for three (3) clients receiving the same or similar services from your company within the past three years. b.Complete Past Performance Surveys (Attachment B, pg 22) from the three (3) entities listed above. Completed Past Performance Surveys must be returned directly to the contracting office by the person completing the survey. It is the offeror's responsibility to ensure that the surveys are returned by references in a timely manner. c.Any information that may be perceived as negative from the points of contacts provided, along with an explanation as to the perception and outcome. 3.Qualifications: Factor Number One: Key Personnel: The Contractor shall identify each labor category to be utilized for this effort and provide a description of the skills and experience required per labor category, along with resumes. The Contractor shall assign to the contract the following key personnel: 1. Case Manager w/ CDCA: 2. Licensed Social Worker: 3. Facility Personnel available 24/7: 4. Facility Personnel available 24/7: Factor Number Two: Please check all that apply to the following license, permits, accreditations, codes and registrations that currently apply to your organization: (Provide Proof and provide and additional or equivalent requirements.) a.State and local safety, health and sanitation codes b.State and local license and accreditation authority c.State and local fire and safety requirements d.HIPPA compliant e.Elevator Permits (If applicable) f.Occupancy permit 4.Geographical Location: Factor Number One: Perspective contractor facility shall be located in the Stark County area. What is the physical address of the facility that the veterans would be residing and receiving care under this proposed contract? (Note: the facility will be inspected before an award.) 5.Price: a.The quoted price must be a fixed daily rate per person/ per bed. b.Provide your pricing in the following format: Six month Base Period : September 29, 2011 - March 31, 2012 CLINDescriptionQuantity (Days)Rate Per Bed Total 11 Day of service 186 One Month Option 1: April 1, 2012 - April 30, 2012 CLINDescriptionQuantity (Days)Rate Per Bed Total 21 Day of service 30 One Month Option 2: May 1, 2012 - May 31, 2012 CLINDescriptionQuantity (Days)Rate Per Bed Total 31 Day of service 31 One Month Option 3: June 1, 2012 - June 30, 2012 CLINDescriptionQuantity (Days)Rate Per Bed Total 41 Day of service 30 52.212-3 - Offeror Representations and Certifications - Commercial Items. Offerors shall complete online registration at http://orca.bpn.gov or include a written copy with the quote submitted. 52.217-3, Evaluation Exclusive of Options 52.216-27, Single or Multiple Awards 52.217-4, Evaluation of Options Exercised at Time of Contract Award 52.217-5, Evaluation of Options 52.232-38, Submission of Electronic Funds Transfer Information with Offer VAAR Provisions: VAAR 852.270-1, Representative of Contracting Officers VAAR 852.273-74, Award Without Exchanges Questions that may affect the competitive process must be submitted via e-mail to Davina.williams@va.gov 12:00PM EST on September 19, 2011. All responses to questions that may affect offerors will be incorporated into a written amendment to the solicitation. Quotes and accompanying information are due no later than 5:00PM EST September 20, 2011. Technical questions and quotes must be sent by e-mail to Davina.williams@va.gov. Telephone inquiries will not be accepted. Attachments: A. B.
 

Web Link

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Document(s)

Attachment
 

File Name: VA-250-11-RQ-0258 VA-250-11-RQ-0258_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=256732&FileName=VA-250-11-RQ-0258-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=256732&FileName=VA-250-11-RQ-0258-000.docx

 

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Place of Performance

Address: CONTRACTOR'S FACILITY;STARK COUNTY

Zip Code: 44703
 

Record

SN02578452-W 20110917/110916000104-d0cf5121586eb255246c406f64652a6e (fbodaily.com)
 

Source

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