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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 22, 2015 FBO #4838
DOCUMENT

G -- Low Demand Safe Haven Veteran Services (Albuquerque) - Attachment

Notice Date

2/20/2015
 

Notice Type

Attachment
 

NAICS

623220 — Residential Mental Health and Substance Abuse Facilities
 

Contracting Office

Department of Veterans Affairs;Contracting Section;3601 S. 6th Avenue;Tucson AZ 85723
 

ZIP Code

85723
 

Solicitation Number

VA25815R0237
 

Response Due

3/2/2015
 

Archive Date

6/9/2015
 

Point of Contact

Michael Williams
 

E-Mail Address

792-1450,
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Network Contract Office (NCO) 18 is seeking a potential, qualified community contractor to provide Low Demand Safe Haven transitional housing services to homeless Veterans for the New Mexico VA Healthcare System for a period of one year from the date of award with the Government's option to exercise four (4), one (1) year option periods in accordance with VHA Handbook 1162.09. The contractor shall provide all labor, supervision, supplies, materials as required in this solicitation and resulting contract. The goal of this contract is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in a community-based transitional residential environment with the overall goal of permanent housing placement. Any prospective contractors must be authorized/certified to provide the required service and must show proof with any provided documents at the time of responding to this Sources Sought announcement. Background: Through the Health Care for Homeless Veterans Program (HCHV), the VA provides case management services to Veterans, and facilitates their access to a broad range of medical, mental health, and rehabilitative services. HCHV's goal is to engage homeless Veterans in treatment, and place them in a safe and secure environment that supports their rehabilitation goals. The HCHV Program, an essential and critical part of the Veterans Health Administration (VHA), is vital for providing a gateway to VA and community supportive services for eligible Veterans. The HCHV Safe Haven Contract for homeless Veterans is a vital program focused on addressing the needs of homeless Veterans services through a "Low Demand Safe Haven" model of residential care provided by a qualified community based contractor. Those homeless Veterans who are chronically homeless with serious mental illness and substance use diagnosis will be encouraged to work towards permanent housing within 6 months of admission, extensions will be approved based on the VA's discretion. 1. STATEMENT OF WORK The contractor shall provide same day residential placement that enhances the stability of Veterans served by HCHV within one month of award date. Specific tasks are as follows: A. Low Demand Safe Haven Housing Services: Contractor services shall be furnished to beneficiaries for whom such care is specifically authorized by the Department of Veterans Affairs (VA) and who are chronically homeless with a serious mental health illness as defined by the VA. Contractor shall provide Safe Haven residential care services under a Harm Reduction model of care as described: 1) Provide a Safe Haven facility that will offer 24-hour staffing with no more than 10 residents total. The facility will provide private or semi-private quarters that allow for participants to remain in the facility any time of the day. Contractor shall provide supportive housing services as an alternative to shelter care or as a placement post unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. Target population served will be the hard-to-reach homeless Veterans with severe mental illnesses and substance use disorders who are on the streets and have been unable or unwilling to participate in more traditional existing VA funded services that cannot support harm-reduction treatment models. 2) Supportive services provided shall assist homeless Veterans identify opportunities to increase income, vocational/employment opportunities, and reduce or stop risky behaviors. Program rules that address substance use should be outlined in ways that help homeless Veteran manage their addictions and health without abstinence of substance use being the only measurement of success. Substance use shall not be permitted on contractor premises however, continued use of substances and/or relapses shall not be used as a sole condition for admission, continued stay and/or discharge from placement. Highly Individualized Services Plans (ISP) shall be unique to each Veterans needs as well as the level of participation required from each resident in the program. It is understood that the type of participant to be cared for under this contract will require care and services above the level of room and board. The per diem rate established shall be an all-inclusive rate. Upon VA approval from the Approving Authority which consists of HCHV Liaison, HCHV Coordinator and BHCL Leadership, absences up to 48 hours may be permitted. Unexcused or AWOL absences in excess of 24 hours will not be reimbursable by the Government. Unexcused absences will not be a basis for discharge alone. Care will include, but not be limited to: a. Supervised alcohol and drug free environment b. Active affiliation with Alcoholic Anonymous (AA) programs c. Supportive Social Service(s) d. Structured Group activities e. Physical activities f. Individual and group counseling in collaboration with VA program resources g. Basic Health and Personal Hygiene maintenance; including supplies as necessary h. Storage and Monitoring of medications B. Veteran Code of Conduct: The contractor shall develop a Code of Conduct to be followed by Veterans while receiving services under this contract or while on facility premises. The Code of Conduct shall be provided in writing to the VA and program Veterans. At a minimum, the following acts are not permissible: 1) Carrying of pistols, firearms or concealed weapons. 2) Resorting to physical violence to settle a dispute with a fellow employee, customer (or the general public) C. Referrals: The contractor shall accept referral of and to provide all services in this contract, for any person determined eligible by his/ her designee, regardless of the race, color, religion, sex, or national origin of the person for whom such services are ordered. In addition, the facility warrants that subcontracting will not be resorted to as a means of circumventing this position. 1) All Veterans who are referred for services will have a letter of acceptance/referral packet from the VA Approving Authority with date and Veterans identifying information. a. That letter will be documented in the Veterans chart for record keeping. 2) All Veterans who are referred shall receive all medical care by a VA facility/medical center while being provided services authorized by this contract. a. The VA will not reimburse outside medical providers for any services rendered to participating Veterans under this contract. 3) Orders, requests, or changes in the referral packet shall only be made by the VA Approving Authority. Under no circumstances shall there be any deviation made by any other party. In addition, contractor shall make no deviation and is responsible for providing direction to its staff. 4) VA 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 VA or the patient. 5) Contractor assessments are subject to scheduled and unscheduled reviews. These are to be done by VA Approving Authority quarterly. D. Supportive Housing Services: Supportive housing services shall be provided in accordance with a plan of care and a trained program staff. Supervision shall be provided in accordance with VA policy and regulations: 1) The Contractor shall be responsible for admitting and assessing Veterans, including initial and ongoing assessments. The care-planning process shall include coordination, supervision, and evaluating the care and services provided and discharge planning. 2) The Contractor will encourage Veterans to work towards transitional or permanent housing within six months of admission. 3) The Contractor will offer a low-demand environment with a minimum set of rules designed to re-establish trust in the chronically homeless Veteran and engage the Veteran in needed treatment services a) Acceptance of treatment cannot be a condition of admission or continued stay b) Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay c) Infractions of rules should be used as opportunities for engagement d) At minimum once monthly random Urine Analysis (UA) will be required 4) Veterans that who enter the program inebriated shall be kept separately from other participants in the program until they have been cleared to enter the general participant population. This may require having a "safe room" where the Veteran can sleep separate from other participants in the program. a) Inebriated individuals shall be closely observed and physically checked at least every 30 minutes during the first 12 hours. Close observation and physical checks shall continue beyond the initial 12-hour period for as long as the individual appears inebriated. Documentation and VA notification of such is required. b) In all cases relating to signs of withdrawal and/or acts of violence contact the local emergency response system then follow up with a phone call to the assigned liaison. 5) The Contractor's case management team shall meet the therapeutic and rehabilitative needs of each individual Veteran in accordance with a highly Individual Service Plan (ISP). 6) The ISP shall be developed by the qualified staff with the participation of the Veteran and shall remain consistent with the low-demand program goals. 7) Staff shall document each Veterans progress on a weekly basis. Progress notes should include the following: a. Veterans progress towards one or more goals in the Veterans ISP; b. New issues or problems that affect the Veterans ISP; or c. Types of support provided by the program or other appropriate health care providers. 8) Veterans shall be provided with opportunities to participate in spiritual worship, counseling, treatment, social skill enhancement, and knowledge of the process of illness and recovery. 9) Activities shall be designed to meet the goals and objectives for increased social responsibility, self-motivation, and integration into the larger community. Such activities may include: a. Individual/group counseling b. Social skills training, vocational counseling and physical activities as appropriate c. Alcoholics Anonymous, Narcotics Anonymous, Instruction d. Assistance with health and personal hygiene e. Supportive social services, in collaboration with VA staff and/or other community contract resources f. Assistance with housing needs and resources E. Records and Reports: The Contractor is a VA contractor and shall assist in the provision of health care to patients seeking such care from or through VA. As such, the Contractor is considered as being part of the department health care activity. Contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for the purpose of VA records access and patient confidentiality, Contractor is considered to be a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the department, and notwithstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA. 1) Programs shall maintain a file for each Veteran admitted to the program. Programs shall develop any necessary forms. All Veteran files shall contain demographic information sufficient to identify the Veteran and to satisfy data collection needs of the program and funding agencies. 2) Each active Veteran file shall contain the following: a. Veteran identifier (i.e., name, number, etc.); b. Date of birth; c. Sex; d. Race/ethnic backgrounds; e. Address; f. Telephone number; and g. Next of kin or emergency contact (include phone number and consent of Veteran to notify contact). h. All data gathered during admission and intake including: i. Information gathered to determine if the Veteran is appropriate for admission; ii. Date and type of admission (e.g., new, readmission, etc.); iii. Referral source and reason for referral; iv. Admission agreement; v. Authorization to release information; and vi. Veteran rights document. vii. Medical referrals and clearances; viii. Referrals for additional services including the procedure for making and following-up the referral and the agency to which the referral was made; ix. Individual recovery or treatment plans; x. Documentation by the counselor/program specialist of the services provided by the program including the date, type and summary of the session or service and notations that state the achieved steps of the Veteran toward reaching the goals described in his/her recovery or treatment plan; xi. Correspondence with or regarding the Veteran; xii. Discussions and action taken against the Veteran for not complying with program rules and requirements; xiii. Drug screening results; and xiv. Consent to follow-up. 3) Each closed Veterans file shall contain all information as listed in the active files, also including the following: a. Continuing recovery or treatment exit plans written prior to discharge; b. Discharge summary including the date and reason for discharge; and c. Consent to follow-up. 4) Contractor shall provide to the VA: a. All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment. b. Data relating to the Veterans admission. c. Copies of any medical prescriptions issued by VA physicians, including orders, if any, for medications to be taken. d. Reports of periodic staffing by the treatment team. e. Discharge summaries on each Veteran who leaves the program, to include reason for leaving, the resident's future plans, and follow-up locator information. 5) Records will be accessible to the evaluation study required by Congress. 6) Periodic Reports will be provided to the VA (i.e. Fiscal Accountability) as required. 7) Monthly listing of Veterans intake and discharged including dates shall be submitted to the VA. 8) Contractor shall notify VA Approving Authority of incidents within 24 hours of discharge, either telephonically or Contractor shall fax information 9) Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the facility for a period of at least three (3) years following termination of care at VA expense. 10) It is agreed that the VA may readily have access to all medical records concerning the Veterans care in the facility. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA 's records, at VA's place of business on request during normal business hours, to inspect and review and make copies of such records. F. Reporting Deaths: In the event a beneficiary receiving facility care under this contract dies, the facility will promptly notify the VA office authorizing admission and immediately assemble, inventory, and safeguard the patient's personal effects. Any fund deposits and effects left by VA patients upon the premises of the facility shall be delivered by the facility for making disposition of funds and effects left by Veterans, 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 funds, will be immediately forwarded to the VA office. Should a deceased Veteran leave 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 facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition. G. Reporting Medical Emergencies: 1) It is agreed that the facility will notify the authorizing VA Medical Center within 24 hours when a medical emergency requiring re-hospitalization of the Veteran occurs. It is agreed that the Veteran will be readmitted to an appropriate VA facility. It is understood that as the VA may not have the authority to pay for hospitalization at a non-federal hospital, assistance will be offered, if requested, in arranging a transfer to an appropriate VA or other Federal Medical Center when the patient is moved. 2) The contractor shall notify the authorizing VA facility within 24 hours when a medical emergency occurs and requires re-hospitalization of a patient receiving care at VA expense. It is agreed that the Veteran will be readmitted to the appropriate VA facility. When such readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital if that would be in the best interest of the patient. If hospitalization of a non-emergency nature is required it is agreed that readmission to the VA will be accomplished promptly. H. Reporting Grievances: The VA Approving Authority shall monitor the services provided. Contractor shall cooperate with VA staff in providing information and answering questions within 72 hours when requested. Contractor shall refer complaints received directly from the customer(s) to the VA H. All complaints received by the VA Health Care for Homeless Veterans Program Coordinator and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the VA Health Care for Homeless Veterans Program Coordinator within five (5) business days after receipt of the complaint by the Contractor. VA Health Care for Homeless Veterans Program Coordinator will provide COTR with all information regarding complaints. I. Medications: Any medications that a Veteran brings into the contractors facility or is prescribed while in the care of that facility will be managed in accordance with the following: 1) Medications including controlled substances shall be properly stored and controlled in a double locked storage unit. 2) Contractor shall have a written policy statement regarding the use and disposal of prescribed medications by program Veterans. a. Such a policy shall not necessarily preclude the licit use and disposal of prescribed medications. 3) The proper issuance upon orders from physicians shall be provided by the VA and recorded in the Veterans chart. a. Veteran will initial that document upon self-administering medication to verify the count of medication. 4) All medication will be self-administered by the Veteran the medication is prescribed to according to physicians' orders. J. Dietary Services: Veterans' dietary needs shall be met in accordance with sound medical practice and will include the following: 1) At least three (3) nutritious meals or their equivalent shall be served and provided by contractor daily at regular times with not more than a 14 hour span between evening meal and breakfast of the following day. 2) Between meal nourishment or snacks shall be available for all clients unless limited by dietary restrictions prescribed by a physician. 3) There shall be evidence that food is prepared, served, and stored under sanitary conditions. a. Soaps, detergents, cleaning compounds or similar substances shall be stored in areas separate from food supplies. b. All kitchen, food preparation, and storage areas shall be kept clean, free of litter and rubbish, and measures shall be taken to keep all such areas free of rodents, and other vermin. c. All food shall be protected against contamination. Contaminated food shall be discarded immediately. 4) The dietary needs of all Veterans shall be met in accordance with sound nutrition consistent with USDA standards. USDA dietary guidelines may be found at: http://www.cnpp.usda.gov/dietaryguidelines.htm 5) Menus shall be written at least one week in advance and copies of the menus as served shall be dated and kept on file for at least 30 days. Menus shall be made available for review by the clients and/or VA staff. 6) Modified diets prescribed by a client's physician as a medical necessity shall be provided. K. Facility Maintenance and Supplies: The contractor shall not maintain nor provide dual or segregated patient facilities which are segregated on the basis of race, creed, color or national origin. The contractor shall not 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. It is agreed that the VA will have the right to inspection of the facility and all appurtenances by an authorized representative(s) designated by the V.A. to determine whether acceptable standards are maintained and that adequate care is being rendered. Clean and adequate housing shall be provided to all Veterans. This housing shall be free from infestation, toxic materials and strong odors. A comfortable temperature for Veterans shall be maintained at all times. 1) Rooms shall include the following at minimum: a. One single bed per occupant b. Proper bedding; i.e. Fitted sheets, blankets, pillows c. Adequate storage space from clothing and personal properties; i.e. nightstand, double drawer, closet with hangers d. Efficient lighting; i.e. table lamp, floor lamp e. Signs that identify female only rooms/restrooms 2) The Contractor shall furnish, on site, adequate laundry facilities. 3) Veterans will be required to do their own laundry but Contractor will provide any supplies needed to do so. Supplies include but are not limited to: a. Tokens, coins or funds to operate all machines b. Adequate amounts of laundry detergent (Hypo allergenic when Veteran presents with a medical need that requires this) 4) Restrooms and showers shall be provided with signs that designate men's facility separate from female's facility. a. Faucets used by clients for personal care such as shaving and grooming shall deliver hot water b. All toilets, hand washing and bathing facilities shall be maintained in safe and sanitary operating condition. Additional equipment, aids, and/or conveniences shall be provided in facilities accommodating physically handicapped clients who need such items. c. Solid waste shall be stored, located and disposed of in a manner that will not transmit communicable diseases or odors, create a nuisance, or provide a breeding place or food source for insects or rodents. d. Contractor will provide all toiletries free of charge; i.e. toilet paper, sanitary napkins, shampoo/conditioner, bath soaps, shaving utensils, facial tissues, toothpaste/toothbrush, brush/combs 5) Contractor will provide all kitchen supplies, utensils required to prepare and consume foods and drinks. a. All equipment, fixed or mobile, dishes, and utensils shall be kept clean and maintained in safe condition b. All dishes and utensils used for eating and drinking and in the preparation of food and drink, shall be cleaned and sanitized after each usage. 6) Contractor shall provide telephone service on site free charges for local calls. 7) Emergency exits must be marked with sufficient lighting in case of an emergency. Evacuation plans must be posted in common areas. 8) Facility shall be equipped with first aid kid, fire extinguisher fully charged non-expired, fire/carbon alarms, AED equipment, evacuation plan in case of emergency. L. Physical/Recreational Activity: 1) Indoor recreation/lounging areas shall be provided with the following equipment: a. Chairs b. Reading material; i.e. books, magazines, newspapers c. Other type of entertainment actives and/or games that may be deemed appropriate 2) Opportunity for physical activity shall be provided i.e. safe walking areas, gym equipment 3) Designated smoking areas shall be provided within the laws of the City and State M. Staffing: The Contractor shall designate one (1) employee who shall be responsible for the performance of the work under this contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. That employee may be a contract health care provider performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as that employee. In addition, the Contractor must adhere to all applicable local, state and federal laws. 1) Contractor must provide sufficient staff in number and position qualifications to carry out the policies, responsibilities and programs of the facility. a. At a minimum, there must be a full-time administrative staff member or his/her staff designee on duty or on-call available for emergencies 24 hours a day, 7 days a week. b. Program will be staffed with the appropriate number of licensed healthcare professionals in accordance with the contract to provide for and meet standards based on state guidelines. 2) Contractor will provide a 24-hour staffed transitional residence with proper staff ratio for day and night supervision adequate for the safety and oversight of all participants. a. at least one staff member on duty must be a direct care provider 3) Any time there is only one direct care staff person on duty on the premise, another direct care staff person shall be on call and capable of responding within 30 minutes. 4) Staff behavior and interaction with residents convey an attitude of genuine concern and caring and respect. 5) Contractor shall ensure that employees meet and maintain the qualifications needed to perform their duties, and serve the identified Veteran population. N. Transportation: 1) Only drivers licensed for the type of vehicle operated shall be permitted to transport clients. 2) The manufacturer's rated seating capacity of the vehicles shall not be exceeded. 3) Motor vehicles used to transport clients shall be maintained in a safe operating condition. 4) Contractor will be required to provide transportation for any VA authorized appointment. 3. QUALIFICATIONS A. STAFFING: (a) Case Manager: 1) Bachelor of Art (BA)/Bachelors of Science (BS) from an accredited university. 2) Active, current, unrestricted license in a behavioral health program from an accredited school and licensed in the state of New Mexico. (b) Counseling Staff: 1) Bachelor of Art (BA)/Bachelors of Science (BS) from an accredited university. 2) Active, current, unrestricted license in the state of New Mexico (c) All technical and professional staff shall be certified in Basic Life Support (BLS), (American Heart Association preferred). B. FACILITY. This will be used to determine if the Contractor's facility meets the required safety, licensing, and health codes/certifications. For this factor, proposals shall provide proof of conformance to the following requirements: Contractor's facility must meet the following: a. Contractor's facility conforms to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards: http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101&cookie%5Ftest=1 b. Contractor shall possess a valid Business License/Certification for the state where contract performance shall occur; (i.e.) New Mexico. c. Contractor facility must have a current Certificate of Occupancy permit or license as required by the authority that has jurisdiction to issue and must adhere to all applicable local, state and federal laws. d. Contractor must be in compliance with Americans with Disabilities Act Guidelines for Buildings and Facilities. Notably Wheelchair accessible. http://www.access-board.gov/adaag/html/adaag.htm e. Facility shall conform to the Safe Haven Model and shall not have more than 10 residents in the facility. f. Contractor's facility shall have access to public transportation and it must be within a reasonable distance. g. Contractor's facility where services are to be provided shall be within the catchment areas of the NMVAHCS. 4. STANDARD OF CONDUCT The Government reserves the right to refuse acceptance of contract personnel whose personal or professional conduct jeopardizes the Veteran care. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, abuse, dereliction or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints by the Veteran, COR or VA staff. Contractor shall maintain professional boundaries with Veteran. Contractor staff shall under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor and Contractor staff shall under no circumstances engage in any monetary transactions either in the form of lending or borrowing of money or purchasing goods with the Veteran. Contractor and Contractor staff shall under no circumstances take unfair advantage of any professional relationship or exploit Veteran or their family members to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries. Standards for conduct shall mirror those prescribed by current Federal Personnel Regulations. A review current Federal Personnel Regulations can be found at: http://www.opm.gov/hr_practitioners/lawsregulations. Complaints concerning contract personnel's conduct with Government employees or Veteran patients shall be dealt with by the Contractor and COR. The Contracting Officer is the final authority on validating complaints. In the event that Contractor personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the Contracting Officer. 5. SUBCONTRACTORS All individuals that provide services under this contract and are not employees of the Contractor will be regarded as Subcontractors. The Contractor shall be responsible and accountable for the quality of care delivered by any and all of its Subcontractors. The Contractor shall be responsible for strict compliance of all contract terms and conditions without regard to who provides the service. The parties agree that the Contractors, its employees, agents and subcontractors shall not be considered VA employees. Please reference clause "Limitation on Subcontracting" included in section C of this solicitation. 6. SUBTITUTION OF PERSONNEL The Contractor shall utilize the personnel named in its proposal to perform the services required under this contract. In the event that any of the personnel named in the proposal are unable to perform the duties of this contract, for any reason such as death, illness, resignation from the contractor's employ, the contractor shall promptly submit to the Contracting Officer and COR, in writing, a detailed explanation of the circumstances necessitating the substitution. The Contractor shall submit this request in writing, along with a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution. Any substitution of personnel shall occur without any increase to the contract price and without delay in the performance or delivery of services to the Government. The Government shall have the right to require replacement of any contractor or subcontractor employee assigned to work on this contract, if the employee is determined not to possess the experience, education, credentials or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. The replacement shall meet the Personnel requirements stated in the contract. 7. CONTRACTOR LIAISON The Contractor shall designate one employee who shall be responsible for the performance of the work under this contract. The Contractor Liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor Liaison may be personnel performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison. Contractor Liaison: Phone: Fax: Email Address: 8. ALCOHOL/ DRUG SCREENING A. Contractor is responsible for ensuring their employees are not using alcohol or illegal drugs, and are subject to random alcohol/drug testing performed by the Contractor. They are also subject to alcohol/ drug testing when there is a reasonable suspicion that they use or are impaired by alcohol or illegal drugs while on duty. Reasonable suspicion of alcohol/drug use or impairment includes, but is not limited, to the following: 1. Observable phenomena, such as direct observation of drug use, possession or the physical symptoms of being under the influence of a drug; 2. A pattern of abnormal conduct or erratic behavior; 3. Arrest or conviction for a drug-related offense or the identification of a Contractor physician as the focus of a criminal investigation into illegal drug possession, use or trafficking; 4. Information provided either by reliable and credible sources or independently corroborated; 5. Newly discovered evidence that the contract personnel has tampered with a previous drug test. 9. PATIENT SENSITIVITY The Contractor shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships. 10. HEALTH REQUIREMENTS A. The Contractor certifies that all contract employees have received the following testing/immunizations within the past year and shall maintain coverage during the contract period: 1. Tuberculosis Testing - the PPD test or radiological exam shall be repeated annually. 2. Rubella Testing - all contractor personnel shall provide proof of immunization for measles, mumps, rubella, or rubella titer of 1:8 or greater. If the titer is less than 1:0, the rubella immunization must be administered with follow-up documentation to the COR. 3. Immunizations - for purposes of infection control, all contractor personnel shall take required immunizations and any health action required by generally accepted public health standards and any immunizations necessitated by any outbreaks in the area/community. Contract personnel shall not be allowed to perform duty until immunization documentation is provided to the COR. 4. Health Restrictions - Contractor personnel shall have not health or physical disability restrictions which shall interfere with the performance of duties. B. As a condition of employment Occupational Safety and Health Administration (OSHA) requires that all contract personnel who shall have occupational exposure to blood, other body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination or have documented proof of immunity to Hepatitis B infection. The immunization shall be the responsibility of the Contractor at no cost to the Government. C. The Contractor's personnel having patient contact or exposure to biological or pathological specimens shall be immunized against, be granted an immunization waiver or have documented proof of immunity to: rubella, mumps, polio and Hepatitis B. In addition, The Contractor's personnel shall be free of infectious diseases (to include but not limited to active Tuberculosis and Viral Hepatitis) that might reasonably be expected to place other workers, patients or the public at risk. D. The Contractor shall provide the Government with all the information necessary to ensure that Government records are maintained correctly and in compliance with The Joint Commission (TJC), OSHA and the Center for Disease Control health records requirements, for each individual Contractor employee. 11. ORDERING ACTIVITIES AND OFFICES A. VA shall designate a Contracting Officer Representative (COR)/Liaison to monitor the contract performance and assist in contract administration. A delegation of authority letter delineating the responsibilities and limitations of the COR shall be provided to the Contractor. Any commitments of changes, which affect the price, quantity, authority to amend or render a decision on questions of the fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be delegated. B. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or the COR acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reasons for additional work. Changes to the Contract may be made only in writing by the Contracting Officer. 12. SITE INSPECTION The VA shall conduct an inspection of facility(s) prior to and anytime during the period of performance. The Contractor shall permit on-site visits by the VA to assure compliance with the contract requirements. Contractor shall make all records accessible for review by VA staff. 13. RELEASE OF MEDICAL INFORMATION The Contractor shall take reasonable measures to ensure Veteran's privacy and confidentiality. The Contractor shall only release medical information obtained during the course of this contract to VA employees involved in the care and/or treatment of the Veteran. The Contractor personnel shall make sure no Veteran information of any type is given to outside parties, agencies or organizations of any type without the expressed written consent of the Veteran and the VA and only in capacities directly related to the provision of the services contracted in this instrument. Lists, names, and/or social security numbers of Veterans shall not be disclosed or revealed any way, for any use outside the Contractor's facility or without prior express written permission of the Contracting Officer or the Veteran. That only the minimum necessary Veteran information is used to provide appropriate service to the correct Veteran. Transcribed reports containing personal identifiers, when not used as an official document, must be shredded by the Contractor in accordance with VA policy on destruction of records. Temporary paper records that are collected for destruction must be kept in a manner that will prevent their content from being read by individuals with no official business need or right to access the data contained in these records. The method of collecting and processing these records must also prevent the loss or theft of these records until their final destruction. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA personnel. 14. COMPUTER SECURITY In the performance of official duties, if the Contractor personnel will have regular access to printed and electronic files containing sensitive data that must be protected under the provisions of the Privacy Act of 1974 and other confidentiality laws, and agency policy. All Contractor personnel are responsible for protecting the data from unauthorized release or from loss, alteration, or unauthorized deletion by 1) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out such provisions and in the access agreement which the contract personnel signs, and 2) ensuring that all Contractor personnel who will have access to sensitive information complete the privacy and security awareness training on an annual basis and sign the Rules of Behavior that lays out the responsibilities of a user of any VA information system. 15. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) PRIVACY RULE The Contractor personnel herein agree to take all reasonable precautions to safeguard patient information from unauthorized access or modification, in both electronic and hard-copy formats. This includes not only electronic security measures such as "strong" user passwords on computer systems, but also physical barriers to prevent unauthorized use of computer work-stations; and also requires that hard copy Veteran files are in secured lockable areas, that files are in lockable cabinets, that the cabinets can in fact be locked (i.e., keys are available, and the locking mechanisms work properly). This precaution also includes the proper transfer of Veteran information via electronic means, such as faxing or system-to-system transmission. 16. QUALITY ASSURANCE AND PERFORMANCE MONITORING The Contractor shall be held to the same standard as VA personnel through quality assurance and performance monitoring to ensure compliance under this contract. The Quality Assurance and Performance Monitoring shall be governed by the appointed COR who shall be responsible for verifying compliance with the terms and conditions of the contract. After the contract is awarded, any incidents as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. In addition, the COR shall forward the summary evaluation of the Contractor performance to the Contracting Officer once performance ends. 17. HHS/OIG REQUIREMENTS To ensure that the individuals providing services under this contract have not engaged in fraud or abuse regarding 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 (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this 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 Individuals/Entities. 18. INDEMNIFICATION AND LIABILITY INSURANCE A. It is expressly agreed and understood that this is a non-personal services contract, under which the professional services rendered by the Contractor or its housing placement and case management service (hereafter service) providers are rendered in its capacity as an independent contractor. The Contractor and its service providers shall be liable for their liability-producing acts or omissions. However, before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer of the requisite liability insurance issued by a responsible insurance carrier of an amount as the Contracting Officer deems necessary to protect the Government's interests or if the Contractor is an entity or a subdivision of a State that either provides for self-insurance or limits the liability or the amount of insurance purchased by State entities, then the insurance requirement of this contract shall be fulfilled by incorporating the provisions of the applicable State law. B. The contractor shall notify the Contracting Officer if it, or any of the service providers performing under this contract, change insurance providers during the performance period of this contract. The notification shall provide evidence that the Contractor and/or service providers will meet all the requirements of this clause, including those concerning liability insurance and endorsements. These requirements may be met either under the new policy, or a combination of old and new policies, if applicable. C. The contractor shall insert the substance of this clause, including this paragraph (c), in all subcontracts for housing placement and case management services under this contract. The Contractor shall be responsible for compliance by any subcontractor or lower-tier subcontractor with the provisions set forth in paragraph (a) of this clause. 19. PERSONNEL POLICY A. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following to the personnel: 1) Worker's compensation, 2) Professional liability insurance, 3) Health examinations, 4) Income tax withholdings, and 5) Social Security withholdings. B. Payment for any leave, including sick leave or vacation time is considered the sole responsibility of the Contractor. The Contractor shall comply with all existing local, state, federal and/or union laws, regulations relevant to fringe benefits, and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor. There is no employer-employee relationship between the VA and the Contractor or the Contractor's employee(s). 20. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS A. Background Information: In accordance with VA Handbook 0710 all the Contractor's personnel appointed to Low/Moderate/High Risk positions must be subjects of a background investigation conducted by OPM and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Position Risk and Sensitivity Designations - Shall be determined by Contracting Officer in accordance with VHA Directive 0710 Appendix A. The position sensitivity for this contract has been designated as LOW RISK Position Risk and Sensitivity Designations are directly tied to background investigative requirements. a) A position designated as Low Risk requires a National Agency Check with Inquires (NACI). b) A position designated as Moderate Risk requires a Minimum Background Investigation (MBI). c) A position designated as High Risk requires a Background Investigation (BI). Background investigations shall not be required for contract personnel assigned to Low Risk/Non-sensitive positions for 180 days or less under a single contract or series of contracts unless determine otherwise by the Contracting Officer. However, a Security Access Clearance (SAC) background screening shall be required for appropriate preliminary checks IAW VA Directive 0710. B. Contractor Responsibilities: The cost for such investigations shall be borne by the Contractor, either in advance or as a reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basis of the type of access required. The level of sensitivity shall determine the depth of the investigation and the cost thereof. At this time, the current estimated costs for such investigations are as follows: The case is only open for 30 days except in rare occasions when something in the person's background requires and extension, therefore, it is imperative for the Contractor to ensure that the Contractor's personnel complete all the requirements within that time frame. The average turnaround time is estimated at 60 days. 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, unless otherwise specified in this Contract or agreed to by the Government. After award and prior to contract performance, Contractor shall submit to the Contracting Officer or the COR all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, birth date and social security number to initiate the background check by completing the latest version of local Background Check Request Form for each employee providing services under this contract. In addition, the Contractor's personnel shall be required to complete VA Form 0710, Authority for Release of Information Form and Optional Form 306. The forms shall be provided by the Contracting Officer or the COR to the Contractor for the Contractor's personnel to complete, and submit along with fingerprints. The Contractor shall be required to return to the Contracting Officer or the COR, the Background Check Request Form completed with the Contractor's personnel information, VA Form 0710 and Optional Form 306 completed by each contract employee that requiring a background investigation. The Contractor shall notify the Contracting Officer or the COR prior to changing/adding new personnel by submitting a new Local Background Check Request Form. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration of working under this contract. The Contractor shall submit the following required forms to the VA Office of Security and Law Enforcement as outlined U.S Officer of Personnel Management e-Qip Gateway website, that shall be send to the contract personnel via email, identifying detailed instructions regarding completion of the application process. This includes: a) Standard Form 85, Questionnaire for Non-Sensitive Positions b) If needed, Continuation Sheet for Questionnaires Standard Form 86A c) FD 258, U.S. Department of Justice Fingerprint Applicant Chart; OR schedule to have electronic fingerprints as coordinated by the COR 21. POST-AWARD ORIENTATION CONFERENCE Each Contractor shall participate in a post award orientation conference as directed in the Office of Acquisition and Logistics IL 003A3-12-04 with the Contracting Officer and COR, Program Manager, and others and then meet quarterly thereafter to ensure that the Contractors are meeting and/or exceeding the contracts requirements. 22. HOURS OF OPERATION 24 hours / 7 days a week, including holidays 23. OVERTIME AND HOLIDAY PAY Any overtime and/or holiday pay that may be entitled to the Contractor personnel shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. 24. NATIONAL HOLIDAYS: Listed below are the ten national holidays. New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 25. DEFINITIONS: 1. Safe Haven Housing- Safe Haven, as defined in the Supportive Housing Program, is a form of supportive housing that serves hard-to-reach homeless persons with severe mental illness who come primarily from the streets and have been unable or unwilling to participate in housing or supportive services. To be a Safe Haven, the project: "Must be located in a facility, meaning a structure or structures; or clearly identifiable portion of a structure or structures "Must allow 24-hour residence for an unspecified duration; "Must have private or semi-private accommodations; "Must limit overnight occupancy to no more than 10 persons; "Must limit prohibit the use of illegal drugs in the facility; "Must provide access to needed services in a low demand facility, but cannot require program participants to utilize them; and "May include a drop-in center as part of outreach activities. 2. Chronically Homeless- The HUD-VASH Program follows the Federal definition of the term "chronically homeless" from the HEARTH Act, which states, with respect to an individual or family, that the individual or family: "Is homeless and lives or resides in a place not meant for human habitation, a safe haven, or in an emergency shelter; "Has been homeless and living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter continuously for at least 1 year or on at least four separate occasions in the last 3 years; "Has an adult head of household (or a minor head of household if no adult is present in the household) with a diagnosable SUD, serious mental illness, developmental disability (as defined in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 (42 U.S.C. 15002)), post-traumatic stress disorder, cognitive impairments resulting from a brain injury, or chronic physical illness or disability, including the co-occurrence of two or more of those conditions; and "A person who currently lives or resides in an institutional care facility, including a jail, SUD or mental health treatment facility, hospital, or other similar facility, and has resided there for fewer than 90 days must be considered chronically homeless if such person met all of the requirements described in subparagraph 4e prior to entering that facility. 3. Homeless- The HUD-VASH Program follows the definition of "homeless" as authorized in 38 U.S.C. 2002(1) and The McKinney-Vento Homeless Assistance Act, as amended by S. 896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009. NOTE: See http://www.hudhre.info/hearth/. Homeless refers to: "An individual or family who lacks a fixed, regular, and adequate nighttime residence. "An individual or family with a primary nighttime residence that is a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground. "An individual or family living in a supervised publicly or privately-operated shelter designated to provide temporary living arrangements (including hotels and motels paid for by Federal, state, or local government programs for low-income individuals or by charitable organizations, congregate shelters, and transitional housing). "An individual who resided in a shelter or a place not meant for human habitation and who is exiting an institution where the individual temporarily resided Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 623220 ($15.0). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail, mail or ground carrier to: Southern AZ VA HealthCare System, 3601 S. 6th Avenue, Tucson, AZ 85723 or by e-mail to Michael.williams48@va.gov. All information submissions to be marked Attn: Michael Williams, Contracting Specialist (9-90C) and should be received no later than 3:30 pm Mountain Time on March 2, 2015. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.
 

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File Name: VA258-15-R-0237 VA258-15-R-0237.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1877364&FileName=VA258-15-R-0237-000.docx)

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Place of Performance

Address: Albuquerque;New Mexico

Zip Code: 87108
 

Record

SN03647401-W 20150222/150220234534-4252433c411839c59ea8382bfc992143 (fbodaily.com)
 

Source

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