Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 13, 2013 FBO #4068
DOCUMENT

Q -- Muskogee Intensive Outpatient Treatment Program (IOP) - Attachment

Notice Date

1/11/2013
 

Notice Type

Attachment
 

NAICS

621112 — Offices of Physicians, Mental Health Specialists
 

Contracting Office

Department of Veterans Affairs;Jack C. Montgomery VA Medical Center;ATTN: P&C, 90c;1011 Honor Heights Drive;Muskogee OK 74401-1318
 

ZIP Code

74401-1318
 

Solicitation Number

VA25613R0283
 

Response Due

1/15/2013
 

Archive Date

3/16/2013
 

Point of Contact

Isaac Jones
 

E-Mail Address

3-8101
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Muskogee IOP Purpose - The Department of Veterans Affairs, Jack C. Montgomery VA Medical Center (JCMVAMC), 1011 Honor Heights Drive, Muskogee, Oklahoma, intends to award a contract for the procurement of Muskogee Intensive Outpatient Treatment Program (IOP). Location of Services - The JCMVAMC runs an IOP program out of the Muskogee East Clinic at 2414 E Shawnee, Muskogee, OK 74403. The Contractor must be located in the City of Muskogee, in Muskogee County, no more than 20 miles from the Jack C. Montgomery Medical Center (JCMVAMC) located at 2414 E. Shawnee, Muskogee, OK 74403. This program supports veterans throughout the catchment area supported by the JCMVAMC. This catchment area stretches from the Kansas border to the Texas border and covers the eastern part of Oklahoma. To support the needs of veterans outside of a reasonable commuting distance, the JCMVAMC seeks lodging for those veterans to allow them to reliably take part in the IOP program. Type of Contract - The Government intends to award a Firm, Fixed-price contract for a base period of MAY 1, 2013 through September 30, 2013 with four one-year options to the successful offeror. Contract Requirements - The successful offeror(s) will be required to perform these services within the following constraints: General - The contractor shall provide accommodations for VA beneficiaries to include room, meals, transportation, and other services as described here-in. The contractor shall comply with all state and local laws and regulations and will report any violations thereof to the VA Contracting Officer or his or her designee Contracting Officer's Representative (COR) within 24 hours for non-emergency violations. The contractor shall report all emergency related violations to the Contracting Officer or COR within 4 hours of the incident. If the Contracting Officer and the COR are unavailable, such notification will be made to the Nurse on Duty (NOD) at (918) 577-3116. Lodging - Lodging of VA beneficiaries will be accomplished in private or semi-private rooms with no more than three patients per room. Lodging areas will be required to meet the VA Life Safety Codes (LSC) as defined below in the inspections area. Lodging facilities shall include: 2.2.1 Onsite Laundry Facilities will be available to VA Beneficiaries at no direct cost to the beneficiary. If the facility's laundry is provided by coin operated machine, the facility will provide sufficient coins to the VA beneficiaries to allow for laundry services to be accomplished a minimum of twice per week. 2.2.2 Contractor shall provide three (3) meals and one snack per day for VA beneficiaries. All meals will be provided seven days a week in a common area of the facility. Facility Staff shall prepare all meals. Meal plans shall provide nutritious, well-rounded meals to enhance the recovery program. 2.2.3 Rooms of female beneficiaries shall be able to be locked from the inside and will allow for key entry from the hallway in case of emergency. A copy of the door key for each room fitted with such a lock will be maintained at the facility within a locked container accessible by staff only. In the event of suicidal or homicidal ideations or behavior, the facility will make the key available to law enforcement or medical personnel immediately upon request. 2.2.4 The contract facility shall include a locked medication room where beneficiary medications will be stored. This room will remain locked at all times and should be closed to all patients within the facility. The contractor will provide at a minimum a Medical Technician to oversee the storage of medications and to issue medications to VA beneficiaries as directed by a physician's prescription. Non-emergent medications for VA Beneficiaries will be delivered via mail to the facility from the Consolidated Mail Outpatient Pharmacy system within the VA. The medication clerk shall process these medications upon arrival and shall immediately secure them in the medication room. 2.2.5 The contract facility shall include a "day room" type area where VA beneficiaries can spend recreational time. The recreation area should include such equipment and accoutrements as necessary to provide a relaxation area for patients. 2.2.6 Contractor may provide a group therapy room and allow or conduct 12 step community meetings. Such meetings are not required by this contract, but may result in a higher technical score during technical reviews. 2.2.7 Services provided for VA patients will be at least at the same frequency as that provided to other patients at the Contractor's facility receiving the same or comparable level of care. Full attention shall be given to motivating and educating patients to achieve and maintain independence in the activities of daily living. Every effort shall be made to keep patients ambulatory and to achieve an optimal level of self-care. 2.2.8 Absences of the patient from the Contractor's facility in excess of 24 hours will not be reimbursable except with prior approval of the placing VA facility 2.2.9 Patients receiving care under this contract, who begin to require more than the level of care authorized by the VA, will be readmitted to an appropriate VA facility, as determined and authorized by the VA. When such admission is not feasible because of the nature of the emergency such as a suicide attempt or other psychiatric/medical emergency, it is agreed that hospitalization in a non-federal facility may be accomplished provided VA authorization is obtained. VA authorization must be obtained within 72 hours of admission of the patient to a non-federal facility. 2.2.10 In the event of a suicide attempt or other medical emergency, the Contractor will notify the VA within 4 hours so that transfer to the VA facility can be arranged. The Contractor will immediately notify the NOD at (918) 577-3116 if a Veteran is taken into police custody or an Emergency Detention Order is obtained. The Contractor will notify the VA within 24 hours of a Veteran exhibiting suicidal ideation, homicidal ideation and/or behavior. 2.2.11 If hospitalization of a non-emergency nature is required, it is agreed that readmission to a VA medical center will be accomplished as soon as the patient's condition is stabilized to permit admission. 2.2.12 In the event a VA beneficiary receiving care under this contract dies, the Contractor will promptly notify the VA office authorizing admission and immediately assemble, inventory, and safe-guard the patient's personal effects. The funds, deposits, and effects left by VA patients upon the premises of the IOP Lodging shall be delivered by the Contractor to the person or persons entitled thereto under the laws currently governing the IOP Lodging 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 notation as to the disposition of the funds and effects will be immediately forwarded to the VA office authorizing admission. Should a deceased patient have no will, heirs, or next of kin, his/her personal property and funds wherever located vests in and becomes the property of the United States in trust. In these cases the Contractor will forward inventory of any such property and funds in its possession to the VA office authorizing admission, and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition. 2.2.13 It is agreed that duly authorized representatives of the VA will provide liaison case management services on a periodic basis with on-site visits to the Contractor's facility to assure the continuity of care and to assist in the Veteran's transition back into the community. It is understood that these visits do not substitute for, nor relieve the Contractor in any way of the responsibility for the daily care of the Veteran. 2.2.14 All medical records concerning the Veteran's care will be readily accessible to the VA. Upon discharge or death of the patient, medical records will be retained by the Contractor for a period of at least three years following termination of care. Patient records will be maintained in conformance with the Privacy Act of 1974 (5 U.S.C. 552a). A medical record shall be maintained for each patient that includes at least the following: a) Identification/Admission Record. b) VA Form(s) 10-7078. c) Admitting Evaluation. d) Progress Notes. e) Special Reports. f) Patient Assessment. 2.2.15 The VA beneficiary will be provided care at the expense of the VA for a period not in excess of 60 Days, unless an extension of the authorization is provided in writing by the placing VA facility. 2.2.16 The authorization agreement, VA Form 10-7078, for the affected patient will terminate whenever a VA patient is discharged by the Contractor, removed by the VA, or is absent without prior authorization from Contractor's facility in excess of 24 hours. A new authorization agreement will be required at the time the patient returns. 2.2.17 The level of care and associated per diem rate will remain in effect for each placement until and unless one of the following events takes place: 1) The beneficiary is discharged - or - 2) The beneficiary dies - or - 3) The beneficiary is absent from the contractor facility for more than 24 hours without prior authorization. 2.2.18Contractor shall meet CARF (Commission on Accreditation of Rehabilitation Facilities) and State Accreditation (accreditation by The Joint Commission is not required). The VA will monitor the professional care and administrative management of services provided to VA beneficiaries under this agreement, through one or any combination of the following methods: review of state agency reports, on-site inspection of the Contractor's facility by VA staff, and/or on-site monitoring of VA patients. It is agreed that the Contractor shall provide VA with copies of all state agency reports when requested, and cooperate fully with VA's quality improvement-quality assurance program functions relating to this agreement, including VA on-site inspections and monitoring. The Contractor will notify the VA of any disciplinary action taken by State and/or Federal agencies. The VA will monitor patient satisfaction at the completion of treatment, and the VA Contracting Officer shall make all final determinations as to the Contractor's reasonable cooperation with the VA and compliance with these requirements. Transportation - Contractor shall provide private transportation of VA beneficiaries to and from appointments as required below. 2.3.1 Contractor shall provide a private mode of transportation to and from appointments. Use of public transportation is not authorized. Contractor shall have designated employee(s) drive VA beneficiaries to appointments. Any employee driving a VA beneficiary shall have a valid, current state issued class D or better driver's license and shall be covered by the contractor's vehicle insurance. Contractor shall maintain automotive insurance to include liability and passenger medical coverage in an amount not less than $50,000 per passenger and $100,000 per incident. 2.3.2 Contractor shall transport patients as authorized by medical direction to and from group and individual therapy sessions which will occur three (3) to five (5) times per week or 8 trips per week, at the Muskogee East Clinic located at 2414 E Shawnee, Muskogee, OK 74403. Contractor shall ensure that VA beneficiaries are at the clinic ten (10) minutes prior to their scheduled appointment and will pick them up within 20 minutes of the scheduled end time of the appointment unless directed differently by the COR. 2.3.3 Contractor shall transport patients as authorized by medical direction to and from Laboratory testing and to pick up emergent medications at the JCMVAMC at 1011 Honor Heights Drive, Muskogee, OK 74401. Contractor shall ensure that VA beneficiaries are at the clinic ten (10) minutes prior to their scheduled appointment and will pick them up within 20 minutes of the scheduled end time of the appointment unless directed differently by the COR. Inspections - Contractor shall ensure that the lodging facility meets the VA inspection criteria at all times. A copy of the current inspection sheet is attached as attachment A, B, and C to this contract. This inspections sheet may change at any time without prior notification to the contractor. However, new requirements added to the checklist will be communicated to the contractor as soon as is practicable. No inspection shall use new criteria that has not already been communicated to the contractor and reasonable time given for the contractor to respond appropriately. The Contracting Officer will determine if such reasonable time has been given in the case of a dispute. Quarterly Inspections - The VA will conduct quarterly inspections of the contractor's lodging facility. The inspection will monitor the following indicators: environment of care, clinical documentation, and patient satisfaction. Annual Inspections - The VA will also conduct annual inspections. The annual inspection will monitor the following indicators: Social Work (clinical), Dietician, Nursing (clinical/medications), Patient Safety and Facility Management/Safety (Life Safety Code). Inspection Results - Results of inspections conducted by the VA will be made available to the contractor orally upon completion of the inspection. A written copy of the inspection worksheet(s) will be provided to the contractor within 2 weeks of the inspection completion. All areas designated as needing improvement by the contractor will be specifically addressed by the inspection team to help communicate the intended results of any corrections needed. The contractor shall respond in writing to the COR on any area designated as needing improvement in the inspection with a corrective action plan. The COR will review the corrective action plan and approve it prior to the required implementation of such a plan.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/MuVAMC623/MuVAMC623/VA25613R0283/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-13-R-0283 VA256-13-R-0283.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=581275&FileName=VA256-13-R-0283-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=581275&FileName=VA256-13-R-0283-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02963971-W 20130113/130111234155-515cb88183ccdb1c133ac6db97210dff (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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