Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 21, 2015 FBO #5080
DOCUMENT

R -- Community Living Center (CLC) Surveys - Attachment

Notice Date

10/19/2015
 

Notice Type

Attachment
 

NAICS

623110 — Nursing Care Facilities (Skilled Nursing Facilities)
 

Contracting Office

U.S. Department of Veterans Affairs;Strategic Acquisition Center;10300 Spotsylvania Ave;Fredericksburg VA 22408
 

ZIP Code

22408
 

Solicitation Number

VA11916N0024
 

Response Due

10/23/2015
 

Archive Date

11/2/2015
 

Point of Contact

Maurice D. Christian
 

E-Mail Address

work
(maurice.christian@va.gov)
 

Small Business Set-Aside

N/A
 

Description

REQUEST FOR INFORMATION DESCRIPTION The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) National Standardization Medical/Surgical Integrated Product Team (IPT) identified the need for a vendor who will conduct long term care surveys for the VA Community Living Center program. GEC is seeking a vendor with specific knowledge and technical expertise in conducting nursing home surveys using the Centers for Medicare and Medicaid Services (CMS) process. The vendor must be able to perform a high volume of surveys per year [as there are currently 136 VA (CLCs)]. Vendor must have advanced national experience and expertise with nursing home care delivery, systems and surveys. The NAICS code is 623110. This notice is for planning purpose only and does not constitute a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. This RFI is part of a continuous process for obtaining the latest information on the commercial status of the industry with respect to their current and near-term abilities. The information provided herein is subject to change and in no way binds the Government to solicit for, or award, a competitive contract. It is emphasized that this is a notice solely for planning and informational purposes. The SAC in conjunction with VHA is seeking qualified sources to provide CLC surveys on an agency wide basis. Through strategic sourcing, our intent is to continue to reduce costs by standardizing products and the associated sources of supply while simultaneously balancing clinician considerations for obtaining quality products. 1.0 Unannounced Site Surveys of VA Community Living Centers 1.1 The Department of Veterans Affairs (VA) has established that a vendor shall conduct surveys at VA Community Living Centers. The vendor shall utilize the Centers for Medicare and Medicaid Services (CMS) process and be able to apply the survey findings to the Joint Commission (TJC) standards and principles of culture transformation. The survey process shall be performed for each VA Community Living Center (CLC) according to the schedule outlined later in the PWS. 1.2 The skill set required of the vendor personnel includes expertise in the CMS process for conducting surveys of nursing homes, Quality measures (QM) generated by the Resident Assessment Instrument(RAI)/Minimum Data Set (MDS), the ability to utilize and correlate TJC standards and Federal regulations and the application of the principles of culture transformation. 2.0 Background 2.1 There are currently 136 VA CLCs across the United States and Puerto Rico. Additional CLCs may be added during the lifetime of this contract. The CLCs offer an array of services including, but not limited to: "short stay services such as hospice, respite, skilled nursing and rehabilitation; "long stay services such as dementia care; "care for veterans with spinal cord injury and disorders; and "mental health recovery care for eligible veterans. 2.2 VA has a commitment to ensure the VA CLCs maintain high quality standards at a level higher than community nursing homes. The community standard of assessing level of performance against standards includes an annual unannounced site survey by a state agency under the auspices of CMS. 2.3 VA CLCs are accredited under TJC standards. However, VA has implemented the unannounced CLC survey program modeled upon the CMS surveys to augment TJC survey process and provide direct oversight of VA CLC care. 2.4 The CMS process is specific to nursing homes. The surveys are unannounced. The survey team begins with offsite preparation including reviewing and studying the Quality Measures generated by the Resident Assessment Instrument/Minimum Data Set (RAI/MDS) previous survey reports and selecting the observation population prior to the survey based on this review. On site, the survey team focuses on observation of direct care including but not limited to medication administration, actual care delivery, and resident and staff interviews. The survey report cites specific deviations from professional or community standards of care. 2.5 On a national level, this type of survey process validates the QM findings and assures that standards are indeed being met. Furthermore, the CMS unannounced survey process is considered a standard best practice for nursing homes in the United States. 2.6 Therefore, VA proposes that a vendor with the appropriate CMS survey expertise be hired to conduct unannounced surveys for VA CLCs. The purpose of these surveys is to: a.Identify serious concerns with quality of care through direct observations; b.To provide consultative services on best practices and the standards of care ; c.To educate and reinforce VA CLC staff on person-centered care / cultural transformation; and d.To clarify the mission of the Community Living Center 3.0 Tasks/Activities/Deliverables 3.1 This project shall require the vendor to conduct unannounced surveys for VA CLCs as identified in the Pricing Schedule, utilizing CMS process and applying the survey findings to TJCs Nursing Care Centers standards of care. Any new CLCs that are opened during the performance period will also need to be surveyed. The schedule for conducting surveys will be based on the following established criteria: "Group 1 CLCs - CLCs in this group will have no G or above deficiency, or no repeat deficiencies in the current contract year compared to the previous contract year. Repeat survey occurs within 18 months. "Group 2 CLCs - CLCs in this group have repeat deficiencies in any area that are below the scope and severity of a G level. Repeat survey occurs within 11-13 months. "Group 3 CLCs - CLCs in this group have a G level finding. Repeat survey occurs within 11-13 months. "Group 4 CLCs - CLCs in this group have multiple G level deficiencies, have one or more repeat G level deficiencies in the same are in the current contract year compared to the previous contract year or has an increase of 5 or more additional deficiencies in the contract year compared to the previous year. Repeat survey occurs within 11-13 months. "Group 5 CLCs - CLCs in this group have an H level or above finding. Repeat survey within 6 months. 3.2 All surveys shall require off-site preparation including the review of previous surveys, the MDS QM report and Resident Level Summary. All surveys shall include an entrance and exit briefing/conference with appropriate Veterans Integrated Service Network (VISN), facility, and CLC management. The entrance and exit briefings are a requirement and recognized part of the surveys. Upon arrival at the facility, the survey team shall contact the Director of the VA Medical Center. At the entrance briefing the survey team shall meet with the appropriate staff to announce the survey, request certain documents and agree on protocols. At the exit briefing the surveyors shall provide the leadership and staff and the VA Medical Center a verbal summary of key findings in general terms in preparation for receiving the final written report. 3.3 The vendor will provide the necessary resources to address a strategy documented in a work plan for: a.Integrating the CMS survey approach including but not limited to utilizing the RAI/MDS; b.Observation of direct resident care, including but not limited to meals, medication passes, and dressing changes and pressure ulcer care; c.Pre-and onsite preparation such as review of prior survey and quality data and other pertinent information; d.Assimilating and validating site visit findings into TJC Nursing Care Center standards; e. Assessing progress with implementation of the principles of person-centered care/ culture transformation. 3.4 The work plan shall specify the number and discipline of surveyors assigned to the surveys, the number of days spent at each CLC, and the length of time for each visit. 3.5 During the survey, the surveyors shall notify the VA Medical Center Leadership and VHA Office of Geriatrics and Extended Care (GEC) Operations if any findings are rated Levels H, I, J, K or L in the Scope and Severity Matrix. Findings in Levels J, K and L constitute immediate jeopardy. The surveyors shall remain on site when immediate jeopardy is determined and ensure that the CLC corrects the deficiency immediately. 3.6 The vendor shall provide in writing to the VHA Office of GEC Operations a preliminary report for findings rated H, I, J, K or L in the Scope and Severity Matrix within 1 working day of the finding. 3.7 A final report of finding/s will be forwarded to the Office of GEC Operations (Program Office) within 10 business days of completion of survey. The final report will describe and fully document survey findings and a determination of the scope and severity of the findings. The report will identify the CLC medical director and CLC nurse leader. The final report will also include the following for each unit of the CLC being surveyed: a.Nursing hours per patient day (HPPD) b.Medication error rate c.Current census d.A brief description of the RAI/MDS process e.A brief description of education undertaken for dementia and related issues 3.8 A copy of the final report will be sent to the Program Office. The reports will be reviewed by the Program Office and any corrections/comments furnished to the vendor 5 business days after receipt. Following revisions, the vendor will submit final edited reports within 5 business days to the Program Office. A final report is required for each individual site survey. 3.9 The vendor shall provide a mechanism for the VA CLCs to provide, at minimum, both positive and negative feedback of all phases of the survey process, and for correction of problems in a timely fashion after they are reported. Examples include problems with Vendor's staff or surveyor performance. The Vendor shall also provide a process for regular reporting of feedback to the COR. A mechanism for reporting of feedback shall be submitted to the COR within 30 days of the contract award date. The vendor shall submit a Summary Survey Data Report of the survey findings quarterly and a cumulative summary report for the year. The Summary Survey Data Report shall include statistical analysis for the CLC survey program at both the VISN and facility level, as well as individual community living centers, and must include the following: "TJC standards - oAverage number cited nationally oMost frequently cited nationally oAverage number cited by VISN oMost frequently cited by VISN oNumber cited by facility oStandards cited by facility "Federal tags - oAverage number cited nationally oMost frequently cited nationally oAverage number cited by VISN oMost frequently cited by VISN oNumber cited by facility oStandards cited by facility "Categories of care oMost frequently cited nationally oMost frequently cited by VISN oCategory cited by facility The vendor will also provide on a quarterly basis and a yearly summary of the programs that are initiated in CLCs to address dementia care. The vendor must have the flexibility to provide simple reports (i.e., CLCs that have a particular finding) at the request of the program office. 3.10 Communication is an essential part of the survey process between the Vendor's staff and Office of Geriatrics and Extended Care Operations (GEC) CLC Program COR. A communication plan shall be submitted to the COR within 30 days of date of award of contract and implemented within 10 days of notification by COR of approval. 3.11 The vendor shall submit status reports to the COR on a monthly basis. Status reports shall include, at a minimum, the following information in a VA provided format no later than the fifth business day of each month. a.Work accomplished b.Work planned for the next month including the team leader, survey team members, and anticipated number of days at the facility. c.Status of milestones including slippage and proposed revision of target date(s) when appropriate d.Old issues e.New issues and problems 4.0 Period of Performance 4.1 The base year of the contract include is: Four option years consisting of an estimated 132 surveys each option year. 5.0 Performance Standards and Methods Surveillance AreaPerformance StandardsMethod of Assessing Performance Management of cost and schedule A. Timely delivery of survey reports to COR within the contract/order schedule B. Status Meetings are scheduled on time, with appropriate Vendor staff attending and issues addressed satisfactorily to VA C. Prolonged site visits in the case of immediate jeopardy. A. Status Meetings and Status Reports B. Status Meetings and Status Reports C. GEC Operations notified of all instances of immediate jeopardy and approves all extended stays. Technical Quality of deliverables A. Professional interactions with staff at VA CLCs and residents during onsite surveys. B. Reports are of high quality, address required performance work statement areas and contain 3 or fewer defects identified in the Final deliverable submittal C. Thoroughness, completeness, accuracy, validity of data collected.A1. Review feedback from facilities that have been surveyed. A2. VA Central Office staff/designee shall conduct site visits with the vendor to monitor surveyors on a quarterly basis. B. VA review of Final deliverables C. Random clinical review of reports submitted to GEC Operations. Risk identification, mitigation and planningA. All foreseeable risks are timely identified, mitigation plans are drafted in the current reporting period. B. Continuous improvementA. VA review of Final Monthly Project Plan updates and Monthly Status Reports B. Status Meetings Quality of Project Management and Relationship Management A. Timely Responses to open acquisition issues B. Corrections and Re-submittal to VA within 5 business days of rejected deliverables C. Low Turnover of Key Personnel. Consistent use of survey leaders. D. Open communication between VA and Vendor E. Ability to meet the scope and changing demands of the program as it evolves.A. VA review of Final deliverables B1. VA review of Status Reports B2. Status Meetings C. VA review and approval of Key Personnel changes D. VA customer satisfaction E. Status meetings. VA review status reports. 6.0 Personnel Responsibilities and Qualifications Surveyors shall be required to wear official and visible identification during all surveys. The Vendor shall provide a mechanism for the VA Medical Center to be able to validate surveyor identities. 7.0 Training 7.1 Key surveyor team members are required to receive training regarding: a.Review of VA required privacy regulations b.Review Cyber Security education c.All surveyors will be provided VA policies related to the Community Living Center. d.Knowledge of TJC standards 7.2 The vendor will develop and provide a training plan for training the current surveyors and new surveyors as they are hired. 8.0 Project Resource Requirements VA shall assure resources necessary to perform tasks in this contract are available and focused within a reasonable time frame. Unavailability of VA staff or other resources necessary to perform this contract may impact on the period of performance, however, the vendor and VA shall jointly work together to mitigate the impact of any such changes. 9.0 Section 508 The Vendor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2)(A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency. Section 508 text is available at: http://www.opm.gov/HTML/508-textOfLaw.htm http://www.section508.gov/index.cfm?FuseAction=Content&ID=14 10.0 38 U.S.C. 5705 The reviews of the care provided to residents of Community Living Centers (CLCs) of the Veterans Health Administration (VHA) under this contract are reviews conducted for the purpose of improving the quality of medical care to the residents. The records generated in the course of these reviews, including the final reports of the results of the reviews submitted to VHA, are protected by section 5705 of title 38, United States Code, and the implementing regulations at 38 C.F.R. 1.501(a)(4). The contractor and its employees and subcontractors must maintain, use, disclose and dispose of the records created under this contract in accordance with the requirements of this statute, the regulations and applicable section 5705 and records administration VHA Directives, Handbooks and Record Control Schedule. The records created by the contractor and its employees and subcontractors under this contract are the property of the Department of Veterans Affairs. All copies of the records are to be submitted to VHA upon completion of each review or destroyed in accordance with guidance provided by VHA. If anyone other than VHA attempts to obtain from the contractor, its employees or subcontractors any copies of the records generated under the contract, or testimony of individuals who conducted the reviews under the contract, the contractor is to notify VHA immediately and obtain VHA approval prior to release of the records unless required to do so by a legal process compelling production of the records or testimony of a court of competent jurisdiction over the contractor, its employees or subcontractors. The contractor will timely notify the Department of Veterans Affairs of any such court process prior to production of the records or testimony. The following statement is to be included on the individual survey reports: "These documents or records, or information contained herein, which resulted from the Community Living Center Unannounced Survey, are confidential and privileged under the provisions of 38 U.S.C. 5705, and its implementing regulations. This material cannot be disclosed to anyone without authorization as provided for by that law or its regulations. NOTE: The statute provides for fines up to $20,000 for unauthorized disclosures." INSTRUCTIONS: Submit a brief description, five (5) pages or less (including cover letter) that demonstrates how your company can provide CLC Surveys anywhere in the United States. Provide your past experience in performing these services for other government (federal or states) agencies. Responses should include business size, business type, socio-economic status, identify resellers if you are a manufacturer and capability. Please submit your responses to the following contracting specialist: maurice.christian@va.gov. Responses are due by 2:00 p.m. EST, October 23, 2015. DISCLAIMER: Issuance of this RFI or Sources Sought is to assist the VA in determining sources only and does not commit or bind the Government under any circumstances, nor does it constitute any obligation whatsoever on the part of the Government to procure these services or to issue a solicitation, nor to notify respondents of the results of this notice. No solicitation documents exist at this time; the Department of Veterans Affairs is neither seeking proposals nor accepting unsolicited proposals, and responses to this RFI or Sources Sought cannot be accepted as offers. Any information the vendor considers proprietary should be clearly marked as such. The U.S. Government will not pay for any information or administrative costs incurred in response to this RFI or Sources Sought.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/40c418751c02ca492a6eb5a12d560ec0)
 

Document(s)

Attachment
 

File Name: VA119-16-N-0024 VA119-16-N-0024_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2374557&FileName=VA119-16-N-0024-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2374557&FileName=VA119-16-N-0024-000.docx

 

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

Record

SN03924601-W 20151021/151019234028-40c418751c02ca492a6eb5a12d560ec0 (fbodaily.com)
 

Source

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

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |