Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 07, 2016 FBO #5371
DOCUMENT

99 -- HCHV RESIDENTIAL TREATMENT SERVICES-NAVAHCS - Attachment

Notice Date

8/5/2016
 

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

VA25816R0034
 

Response Due

8/12/2016
 

Archive Date

9/26/2016
 

Point of Contact

Sergio Valencia
 

E-Mail Address

SERGIO.VALENCIA@VA.GOV
(sergio.valencia@va.gov)
 

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, other Small and Large 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. 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 ($14.0). 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. 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 business (e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, Small Business, Large Business, etc.) (i) must provide a capability statement that addresses the organizations qualifications, facility readiness and ability to perform as a contractor for the work described below. All interested Offerors should submit information by e-mail to Sergio.valencia@va.gov and should be received no later than 4:30 pm Mountain Standard Time on August 12, 2016. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought 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. DRAFT STATEMENT OF WORK Health Care For Homeless Veterans in Northern Arizona The U.S. Department of Veterans Affairs (VA) is seeking a Contractor to assist with the provision of emergency residential placement and treatment services through the Health Care for Homeless Veterans (HCHV) program. This contract is designed to serve homeless Veterans (male or female) in need of immediate placement in a safe environment with onsite treatment services. Many of these veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. VA intends to engage a Contractor to provide rapid placement of VA-referred Veterans in a safe, residential treatment setting while addressing Veterans' complex needs through on-site clinical treatment and case management services. The goal of the HCHV Contract Residential Care Program is to rapidly stabilize Veterans' medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 60 to 90 days, but no more than 180 days. Anticipated area of performance: Must be within (10) mile proximity to one of the following sites: "Kingman, CBOC "Flagstaff, CBOC "Cottonwood, CBOC, or; "Prescott VHA *listed in preferential order REQUIREMENTS & DELIVERABLES 2.1.Residential Care Facilities and Management 2.1.1.Contractors must have site control of the residential care facility through ownership or valid lease. 2.1.2.Contractors are required to ensure that facilities used for this contract meet fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association see 4.7. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that contractor sites must pass prior to contract award and annually 60 days prior to an option period being exercised. [See Reference section 4.6 for a copy of the inspection form.] VA reserves the right to re-inspect any facility and associated services at any time under the terms of this contract. 2.1.3.Contractors are required to ensure that facilities used for this contract meet the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as "Architectural Barriers Act compliant. At least one of the facility's Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. Veterans must not be segregated from the rest of the facility due to physical disability; they must have the same access to the physical plant as well as the treatment services and supports at the facility as any other resident. 2.1.4.Contractor facilities must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and Federal requirements concerning licensing and health codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. 2.1.5.Contractors providing residential care and treatment services to female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. 2.1.6.Contractor facilities must provide appropriate safety and security in all common areas, such as lounges, laundry rooms, shared kitchens, group rooms, entrances and exits, and hallways, through active monitoring. Monitoring may be done through video surveillance or frequent security staff observation. 2.1.7.Contractors must provide a safe and sober environment for all residents. These policies and procedures must be communicated to Veteran residents both verbally and in writing in a manner that is understandable to them upon admission to the facility. This communication must be documented in the Veteran's client record. The following minimum concerns and situations must be addressed: i.Suspected or known drug or alcohol use or relapse by one or more residents ii.On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug "works", etc.) iii.On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency iv.Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances v.Safe prescription medication access, including specific provisions for safe disposal of medications and syringes vi.Assertive monitoring of controlled substances, including but not limited to: signing in medications after receipt from pharmacy with an observed pill count by contractor staff; staff observation and recording of taking of controlled substances and other medications by Veterans vii.Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency viii.Grievance process to address resident complaints with time frames for responses from the contractor's program/facility management ix.Client abandonment of belongings in the facility, including time frames and procedures for disposal x.Process to elicit client satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes. 2.1.8.Contractors must provide the following to Veterans ordered and admitted to the Contract Residential Care facility: i.A designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a room that affords the Veteran safety, privacy and security. ii.A safe and secure place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.). iii.Laundry facilities for Veterans to do their own laundry or laundry services provided as part of the Veteran's stay in the residential care program. 2.1.9.Contractors must provide a clean and comfortable environment of care that meets the conditions below. No additional funds will be made available for capital improvements under this contract in the event corrective action is required to remedy a negative condition. For example, the contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Contractors must ensure that they have sufficient operating funds in addition to VA funding to maintain the facility according to the requirements of the contract. i.A structurally sound facility so as not to pose any threat to the health and safety of the occupants and so as to protect them from the elements; ii.Facility entries and exit locations that are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; iii.Provides each resident an acceptable place to sleep that is incompliance with appropriate codes and regulations as identified in SOW Requirements & Deliverables I Residential Care Facilities and Management 2.1. iv.Provides every room or space with natural or mechanical ventilation; v.Is free of pollutants in the air at levels that threaten the health of residents; vi.Provides a water supply that is free from contamination; vii.Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste; viii.Provides adequate heating and or cooling plants that are in proper operating condition; ix.Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents; x.Provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire; xi.Provides that housing and equipment are maintained in a sanitary manner free from pests, insects and vermin. 2.1.10.Contractors must provide appetizing, nutritionally adequate meals three times per day in a setting that encourages social interaction. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. The VA has particular concern for chronically homeless veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans' satisfaction with meals and the actual consumption of food offered in determining the contractor's success in meeting this requirement during annual facility inspection or at any point during the contract period. 2.2.Staffing and Treatment Services 2.2.1.The contractor shall employ sufficient professional health care and personnel to carry out the policies, responsibilities, and programs of the facility. In contract residential care, there must be, as a minimum: i.A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. Note: security staff alone, whether employed directly by the contractor or subcontracted by the contractor, is not sufficient to meet this requirement. ii.A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week. iii.A professionally credentialed clinical supervisor available to make onsite visits, at minimum twice per month, and provide ongoing supervision of cases to case management personnel. The clinical supervisor must be on call and available for emergencies 24 hours a day, 7 days a week. iv.Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must have training and experience working with homeless individuals with chronic medical, mental health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the treatment services specified in the contract. The ideal case manager to Veteran ratio is 1:20 or fewer cases per case manager; however consideration will be given by the VA to the staffing characteristics of each residential care facility. v.Security staff onsite 24 hours a day, 7 days a week. Security staff must be sufficient to ensure a safe and secure environment for all residents. vi.At least one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day. 2.2.2.Contractor staff must maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and caring. i.Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans, whether such contact is consensual or forced. Contractor staff should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans in which there is a risk of exploitation or potential harm to the Veteran. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries. ii.The contractor shall comply with the VA patient's Bill of Rights as set forth in Section 17.33, Title 38, Code of Federal Regulations. The contractor is responsible for maintaining Veterans' privacy and confidentiality and must have systems in place that protect Veteran's personal identifying information and protected health information. This includes but is not limited to: a.Having adequate private office space for Veterans to meet in confidence with their case manager. b.Having secured paper and electronic filing systems to protect clients' case records and other documentation. c.Conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions. d.Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract. 2.2.3.Contractors must communicate policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, ideally in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the Veteran. This communication must be documented in the Veteran's client record. Contractors must have written policies and procedures in place that address the following concerns and situations: i.Suspected or known drug or alcohol use or relapse by one or more residents ii.On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug "works", etc.) iii.On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency iv.Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances v.Safe prescription medication access, including specific provisions for safe disposal of medications and syringes vi.Assertive monitoring of controlled substances, including but not limited to: signing in medications after receipt from pharmacy with an observed pill count by contractor staff; staff observation and recording of taking of controlled substances and other medications by Veterans vii.Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency viii.Grievance process to address resident complaints with time frames for responses from the contractor's program/facility management ix.Client abandonment of belongings in the facility, including time frames and procedures for disposal x.Process to elicit client satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes. 2.2.4.The Contractor shall develop a Code of Conduct to be followed by Veteran Residents while receiving services under this Contract or while on facility premises. The Code of Conduct shall be provided in writing to the VA and Veteran Residents and a behavior/action plan shall be created in the event a Veteran Resident breeches the Code of Conduct. At a minimum, the following acts are not permissible: i.Use of intoxicating liquors, illegal drugs, or abuse of prescribed medications; ii.Gambling in any form iii.Carrying of pistols, firearms or concealed weapons. iv.Resorting to physical violence to settle a dispute with a fellow resident, employee, or the general public. 2.2.5.The contractor shall provide, at minimum, the following case management services to Veterans in the program: i.Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans' adjustment to their environment, and establish treatment goals. Contractor will utilize counseling strategies to include crisis intervention and case management including both short and long-term services. The VA has a strong preference for the use of harm reduction strategies (under section 4.3) in the case management process to effectively engage the population being served and maximize the chances for successful placement in community based permanent housing as quickly as possible. ii.Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans' readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems. iii.Contractor will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will: iv.HCHV Only: Develop and complete a written an Individual Service Plan with the Veteran within 2 weeks of admission; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60-90 days of admission to the Contract Residential Care facility, but no more than 180 days. The appropriate transitional or permanent housing does not include the services of this contract. The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran's preferences regarding location and housing type. The completed a written plan must be signed by the contractor, the Veteran, and the COR or COR designee. v.Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the COR or COR designee. vi.Make changes in plans in consultation with the Veteran. vii.Meet regularly with each Veteran for case management and counseling purposes; at minimum the contractor will meet with each Veteran two times per week. viii.Screen each Veteran for suicidal and homicidal risk with each contact. This screening must be documented in regular progress notes in the contractor's clinical service records. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the COR or COR designees. ix.Coordinate with COR or COR designees during weekly case conferences regarding updates and changes in Veterans' care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans' needs. Case conferencing may be done in person or by telephonic conference calls as determined by the VA medical center. x.Obtain relevant Releases of Information to communicate and coordinate Veterans' treatment with VA and other community based service providers. xi.Work in close collaboration with the COR or COR designees to ensure Veterans' connections to needed VA medical, mental health, and substance abuse treatment and care. xii.Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver's license, income verification and any additional information required by housing resources and potential income supports. xiii.If needed Contractor will accompany Veterans to housing interviews, medical appointments, and other appointments as needed while working with Veterans to foster independence and a sense of self-determination. Also Contractor will assist Veterans in obtaining transportation to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. This assistance may include helping Veterans to obtain bus fare, or local subsidized transportation services as a part of the case management process. 2.2.6.The contractor will provide the following onsite therapeutic and rehabilitative services including: i.A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e., resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and COR; physical activities; facilitated outings or social activities in the local community). Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation. ii.Health and personal hygiene maintenance; iii.Monitoring of medications, if necessary; iv.Treatment social services, in collaboration with the case managers, VA or other community resources; v.Professional counseling as required, including emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the COR or COR Designees or community resources as appropriate; vi.Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning; vii.Support for an alcohol and/or drug-free lifestyle; viii.Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships. ix.Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc. 2.2.7.In addition to the methods above, the HCHV treatment shall include: Cognitive Behavioral Therapy (CBT), Mind Body Stress Reduction (MBSR), motivational interviewing, and psycho education to help Veterans see the benefits of using CBT skills, MBSR skills, sober living skills, psychotropic medication, or other creative ways needed to help the Veteran manage negative mental health symptoms. Contracted facilities help the Veteran successfully transition into stable permanent housing after the Veteran has reduced the impact of negative mental health symptoms and improved their ability to successfully live independently. 2.2.8.Contractor will notify VA through the COR or COR designees at the local VA medical center of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: death; fire; drug / police raid; suicide / suicide attempt; 911 calls (police / fire dept. / paramedics / other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events. 2.2.9.In the event a Veteran residing in the Contract Residential Care housing under this contract dies, the contractor will promptly notify the COR or COR Designee who authorized admission and immediately assemble, inventory, and safeguard the Veteran's personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing 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 has been made, they will be immediately forwarded to the COR or COR Designees. Property and funds wherever located vests in and becomes 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. 2.3.Key Personnel 2.3.1.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, or 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 within one business day of the personnel change event. 2.3.2.The Contractor shall submit to the Contracting Officer and COR, in writing, a plan for acting/interim coverage of the absent personnel within 2 business days. This plan must adequately address maintaining safety, security and service delivery within the program. 2.3.3.The Contractor shall email notice of the proposed change to the COR for a Contractor Change to include, a resume for the proposed substitute, and any other information that may be needed to approve or disapprove the proposed substitution to the Contracting Officer and COR within 15 business days of the personnel change event. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government. 2.3.4.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 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 must meet the Support Personnel requirements stated in the RFP. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government. 2.4.Admissions and Discharges 2.4.1.Veterans will be screened and an order will be issued to the contractor by the Contracting Officer. Excepting lack of available beds, the contractor will be expected to provide admission to the residential care facility and associated treatment services to these Veterans within 24 hours of orders. The date of admission must be approved by the COR or COR Designees for billing purposes. Engagement of homeless Veterans in the provision of case management, housing placement planning, and psychosocial treatment services is a key element of the HCHV Contract Residential Care program. Therefore management of program dropout will be an element of the quality assurance review of this program. 2.4.2.Veterans in the HCHV program will ideally be placed in other transitional or permanent housing suitable for the Veteran within 60 to 90 days from the date of admission, but not more than 180 days from the date of admission. Contractors may not bill a fixed daily charge for Veterans whose length of stay exceeds 180 days from the date of admission without prior approval from the COR. The COR will not approve fixed daily charges for lengths of stay exceeding 180 days from the date of admission unless: i.There are extenuating clinical circumstances beyond the contractor's control that are barriers to the Veteran's placement in housing; and/or ii.There is documented evidence that the contractor has exhausted every effort to place the Veteran in housing sooner; and iii.The COR has been appropriately advised of these efforts well in advance of the 180 day limit; and iv.The COR concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the HCHV Contracted Residential Care facility. 2.4.3.In the event that a Veteran's length of stay exceeds 180 days from the date of admission and there is not approval from the COR for continued treatment, the contractor will retain the responsibility for finding suitable transitional or permanent housing in the community at its own expense and the veteran will be discharge from the VA program. This will be considered a Negative discharge. 2.4.4.Veterans may be discharged from HCHV Contract Residential Care programs for positive, negative or administrative reasons. The date of discharge must be approved by the COR or COR Designees for billing purposes. The contractor shall provide discharge planning and referrals for each Veteran, regardless of character of discharge from the facility, to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans' families as appropriate. Discharges will be characterized as follows: Positive Discharge - a.) the Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan within 180 days or less; b.) the Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan in greater than 180 days from the date of admission and the COR has approved continuation of fixed daily charge for payment. Administrative Discharge - the Veteran has been transferred to an alternate level of care with concurrence from the COR through the COR Designees for medical, mental health, or substance abuse treatment to better meet the Veteran's clinical needs. Negative Discharge - a.) the Veteran has absconded from the facility and his/her whereabouts are unknown; b.) the Veteran has had an episode of violence or has threatened violence against staff or other residents and must be discharged to maintain the safety of the facility; c.) the Veteran has had more than one episode of drug use at the facility, has failed to engage in or accept treatment alternatives, and must be discharged to maintain a safe and sober environment at the facility; d.) the Veteran's length of stay has exceeded 180 days from the date of admission and the COR has not approved continuation of treatment. Unacceptable Discharge - a.) the Veteran is discharged to a homeless shelter or drop in setting after a length of stay greater than seven (7) days from the date of admission unless there is concurrence from the COR or COR Designees that there is no other alternative due to circumstances beyond the contractor's control; b.) the Veteran is discharged to the streets at any point in time after the date of admission under any circumstances. 2.4.5.Performance Goals regarding discharges will be as follows: Type of DischargePerformance GoalsReview Period Positive discharges85% or greater of all Veterans admitted to the programEvery six (6) months from the date of the contract award. Administrative dischargesNo more than 10% of all Veterans admitted to the programEvery six (6) months from the date of the contract award. Negative dischargesNo more than 5% of all Veterans admitted to the programEvery six (6) months from the date of the contract award. Unacceptable dischargesZero (0) occurrencesEvery six (6) months from the date of the contract award. 2.5.Fixed Daily Charge, Billing and Payments "Fixed daily charge" means that the VA will pay for the eligible Veteran's stay in a residential treatment bed and associated treatment services for each day the Veteran resides at the facility and receives services. The VA also refers to this as "bed days of care." Unless specifically excluded in this contract, the fixed daily charge established will include the services listed in this document and will also include the services or supplies normally provided other patients by the facility without extra charge. It is the contractor's responsibility to have appropriate systems of verification of services in place to justify invoices and payments. The VA can only pay fixed daily charge for eligible Veterans (i.e., Veterans whom VA places an order to the contractor, or for whom VA authorizes the provision of services) as determined by the local VA medical center HCHV or SFV program. VA pays fixed daily charge for each eligible Veteran's exclusive use of a residential treatment bed within a facility. Therefore, the contractor may not bill the VA and the VA will not pay fixed daily charge for beds that are used by more than one person at a time, such as in shifts. For example, it is not permissible to bill the VA for a bed that was used by an eligible Veteran at night but then given to someone else to sleep in during the day while the eligible Veteran was attending appointments outside of the facility. Contractors may only bill the VA for bed days of care for Veterans who are actively residing at the facility and receiving associated treatment services. In the case of Veteran absences, the following rules will apply: 2.5.1.Veteran residents will be allowed up to two consecutive days of excused absence from the facility per month. The contractor will be expected to hold the bed and will be reimbursed for the two days of absence. An excused absence is defined as an absence that is planned and benefits the Veteran's clinical treatment or community reintegration. Examples of acceptable excused absences could include a brief hospital stay for a medical evaluation or procedure, or travel to attend a family funeral. Absences will only be considered excused if the COR or COR Designees is informed in advance of the absence and concurs with the rationale for it. Documentation must be provided to the Veteran and the COR or COR Designees that indicates permission for the absence, the required date and time of return to the facility, and contractor staff emergency contact information. Copies of this documentation must be kept on file with the contractor for verification, billing and audit purposes. 2.5.2.Veteran residents who abscond from the facility without prior notice or permission will be considered to have an unexcused absence. If the Veteran does not return to the facility after 24 hours, he/she will be discharged from the program by the COR or COR Designees. The contractor will not be expected to hold the bed and will be reimbursed for the discharge date. The discharge date is the day the 24 hour absence ends; the contractor can bill for the 24 hours that the bed was held in anticipation of the Veteran's return. For example, if the Veteran signs out on Monday at noon for an appointment but has not returned by Tuesday at noon, the Veteran will be discharged on Tuesday and the contractor can bill for Tuesday. It is the contractor's responsibility to immediately notify the COR or COR Designees when a Veteran's unexpected absence from the facility exceeds 24 hours. 2.5.3.Payment is to be made monthly in arrears to the address in block 18a of the 1449. Invoices submitted for payment shall be reviewed for accuracy, verified against time records and attendance logs and shall be subject to approval by the Government prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor and shall be resolved. A corrected invoice must then be submitted by the Contractor as instructed by the Government. Contractors will be provided with specific invoicing instructions at a post-award kick-off meeting to occur within 30 days of the contract award. 2.6.Records and Reports As part of VA contract oversight, attention will be directed to the adequacy of Veterans' records. Site visits by VA staff will periodically include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay. The Contractor will be responsible for the following onsite records and reports: 2.6.1.Daily sign-in sheets signed by program Veterans, to document and verify Veterans' presence at the facility for billing purposes. Daily sign-in sheets must be completed clearly, accurately and thoroughly with full signatures and monitored so as to provide a full accounting of Veterans' stay and treatment services received for billing and audit purposes. These sign-in sheets will be hand delivered and/or faxed a minimum of weekly to the COR through the COR designees for review. 2.6.2.The contractor shall maintain an individual clinical record on each Veteran out-placed under this contract. The contractor must comply with the requirements of the "Confidentiality" of certain medical records (38 USC 7332), and (42 CFR, Part II) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the veterans concerned. Individual clinical records will contain the following: i.An initial biopsychosocial assessment. ii.Individual Service Plan. iii.Relevant Releases of Information to communicate and coordinate Veterans' treatment with VA and other community based service providers. iv.Progress notes for each case management encounter to include information regarding progress toward meeting the Individual Service Plan goals. v.Documentation of Veteran participation in onsite daily structured activities and groups. vi.A final discharge summary. 2.6.3.Contractors will be expected to enter data into a Homeless Management Information System (HMIS) web-based software application and bed totals in the Homeless Inventory Count (see Reference section). This data will consist of information on the Veterans served and types of treatment services provided by contractors. Contractors must treat the data for activities funded by the VA HCHV Contract Residential Care program separately from that of activities funded by other programs. Contractors will be required to export client-level data for activities funded by the VA HCHV Contract Residential Care program to VA on a regular basis. 2.6.4.The Information Technology security requirements for Certification and Accreditation (authorization) requirements do not apply, and a Security Accreditation Package is not required. END OF DRAFT SCOPE OF WORK
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TuVAMC/VASAHCS/VA25816R0034/listing.html)
 

Document(s)

Attachment
 

File Name: VA258-16-R-0034 VA258-16-R-0034.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2926471&FileName=VA258-16-R-0034-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2926471&FileName=VA258-16-R-0034-000.docx

 

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

Record

SN04211106-W 20160807/160805234241-6b2f7898271a96ebe12b28873d46ccc0 (fbodaily.com)
 

Source

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

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