SOURCES SOUGHT
G -- Healthcare for Homeless Veterans, Females Only (Reno)
- Notice Date
- 5/30/2024 3:47:23 PM
- Notice Type
- Sources Sought
- NAICS
- 624221
— Temporary Shelters
- Contracting Office
- 261-NETWORK CONTRACT OFFICE 21 (36C261) MATHER CA 95655 USA
- ZIP Code
- 95655
- Solicitation Number
- 36C26124Q0719
- Response Due
- 6/7/2024 1:00:00 PM
- Archive Date
- 08/06/2024
- Point of Contact
- John D Waldrip, Contract Specialist, Phone: 702-791-9000
- E-Mail Address
-
John.Waldrip@va.gov
(John.Waldrip@va.gov)
- Awardee
- null
- Description
- Page 2 of 2 This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. 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 of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, John Waldrip, Contracting Specialist (CS). Responses to this notice shall be sent by email to john.waldrip@va.gov by the due date and time of 03/26/2024 by 4:00 p.m. (Pacific Time). Upon receipt of capabilities statement, CS/CO may request additional market research aide such as informal pricing. The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. 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 of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, John Waldrip, Contracting Specialist (CS). Responses to this notice shall be sent by email to john.waldrip@va.gov by the due date and time of 06/07/2024 by 1:00 p.m. (Pacific Time). Upon receipt of capabilities statement, CS/CO may request additional market research aide such as informal pricing. BACKGROUND Ending homelessness among Veterans by 2015 was established as a national priority by the Department of Veterans Affairs Secretary, Eric Shinseki, in November 2009 at the National Summit on Ending Veterans Homelessness. In June 2010, the U.S. Interagency Council on Homelessness (USICH) released Opening Doors: Federal Strategic Plan to Prevent and End Homelessness, which is fully aligned with this goal. Ending Veteran Homelessness continues to be a Strategic Objective Performance Goal of VA s FY 2018-2024 Strategic Plan, The Health Care for Homeless Veterans (HCHV) Program is an essential and critical part of VHA, providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. The central goal of HCHV programs is to reduce homelessness among Veterans by conducting street outreach to Veterans who are homeless or experiencing housing instability and need case management assistance to end their homelessness and connect to community-based and VA-supported housing services, VA health care, and other supportive services. In addition to outreach services, HCHV programs provide care, treatment, and rehabilitative services, including case management and therapeutic transitional housing assistance by contracting with community providers. HCHV Contract Emergency Residential Services (HCHV CERS) programs promote an environment that maintains the wellbeing and safety of enrolled Veterans and offers Veterans supportive services that assist them with transitioning from the streets or shelters and living successfully in housing. PROGRAM DESCRIPTION The HCHV CERS Program provides short-term residential care and treatment to eligible Veterans who need immediate housing placement as they seek permanent housing and/or additional care and services. The purpose of this solicitation is to obtain offers from Contractors who can provide a means of removing homeless Veterans from the street or other habitation unfit for humans and placing them in community-based, residential environments with sufficient supportive services to meet their basic needs and ultimately facilitate improvement of their overall health status and housing situation. HCHV CERS Program Characteristics: Offers residential programming located within the City and County of Reno, NV or City and County of Carson City with easy access by public transportation to Reno VA Health Care for Homeless Veterans Clinic (350 Capitol Hill, Reno, NV 89502) and/or Reno VA Medical Center (975 Kirman Ave, Reno, NV 89502) Covers up to a total of five years that includes one 12-month Base Year and four additional 12-month Option Years Targets and prioritizes homeless Veterans who are eligible for VA health care and are transitioning from literal street homelessness, Veterans being discharged from institutions who are homeless, including those in need of medical respite or recuperative care, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing Has capacity to serve at least three (3) up to five (5) Veterans identifying as women Lengths of Stay typically range from 30 to 90 days with the option to extend based on clinical need Seeks to reduce barriers to immediate placement and accommodates same day admissions Does not deny entry to HCHV CERS Program based solely upon: Length of current abstinence from alcohol or non-prescribed controlled substances Diagnosis Number of previous treatment episodes Time interval since the last program entry Use of prescribed controlled substances including but not limited to prescribed FDA-approved medications such as methadone or buprenorphine for SUD treatment Legal history Considers each of the special circumstances above during the screening process and makes an admissions determination based on whether the individual Veteran s needs can be met while maintaining the program s safety, security, and integrity Provides safe, secure housing as well as supportive services including but not limited to assistance in securing permanent housing, vocational assistance, including mentoring and coaching as well as job placement, income assistance and financial planning, linkage to health care, moderation of substance use, and social and recreational activities Veterans are expected to meaningfully engage with their case managers and in available programming. Contractor is expected to actively engage Veterans in services from time of admission to time of discharge through outreach efforts, rapport-building, and Veteran-centered SMART goals. Engagement in services and the extent to which engagement is needed may look different from one individual Veteran to another. Emphasis is placed on achieving placement in permanent housing at the time of program exit and on reducing negative exits due to rule violations or other avoidable circumstances House Rules and Expectations Rules focus on staff and resident safety: No buying or selling of alcohol or drugs in the facility No dealing or use of illicit drugs in the facility No sexual activity between residents No violence or threats of violence Honor nightly curfew When possible, infractions are to be used to engage residents, not simply as grounds for service termination. Negative discharges will be monitored as a measure of program quality. Veterans are expected to engage in programming and maintain communication with case managers at all times around matters relating to admission, stay, and treatment. It is essential that Veterans permit communication between VA and Contractor through an appropriate Release of Information (ROI) to ensure safe and effective treatment of each Veteran. Veterans who refuse to allow this communication about their treatment needs and ongoing care will need to receive services elsewhere. Overview of Types of Services Available to Residents Safe, Secure housing that includes laundry and restroom facilities Ensuring access to three nutritious meals per day, seven days per week, as well as nutritious snacks between meals and before bedtime Case Management and Care Coordination Services Vocational training and employment services Benefits Services Enhancement of Independent Living Skills Permanent/ Transitional housing search support Arranging, coordinating, and/or providing direct clinical services and support for mental health stabilization and substance use treatment services using Recovery Model principles. OBJECTIVE Contractor shall provide emergency housing and supportive services for homeless Veterans in community based HCHV CERS facilities that offer a safe and secure environment that support their goals for recovery from homelessness in accordance with the HCHV CERS model requirements. Services are expected to consist of 24-hours-a-day/7-days-a-week housing and supportive services for homeless Veterans, many of whom may be dealing with mental illness and/or substance use disorders and/or other comorbid conditions. The program places an expectation on the Veteran to engage in supportive case management services, and also on the Contractor to provide supportive services, expertise, and guidance that focuses on improving housing stability to ensure a transition from homelessness to permanent, stable housing and ongoing engagement with aftercare services upon discharge. Contractors must comply with all HCHV CERS requirements as identified below. HCHV CERS PROVIDER QUALIFICATIONS & CAPABILITY REQUIREMENTS Capable of performing outreach or otherwise identifying and referring to the contract program homeless Veterans who may have mental illness and/or substance use disorders Capable of providing secure housing and bathroom accommodations; shared use of kitchen facilities and dining rooms is acceptable Capable of providing services twenty-four (24) hours a day for Veteran placements lasting up to ninety (90) days per Veteran. Extensions beyond initial ninety (90) days shall be authorized in writing by VA Liaison; extensions beyond six (6) months must be prior- approved by the COR or designee Capable of providing a sanitary food preparation area and ensuring access to three daily nutritious meals, nutritious snacks for those requiring or desiring additional food between meals even when not medically indicated, and reasonable accommodation for special dietary needs, e.g., diabetic, renal or soft mechanical diets, and/or cultural/religious preferences around food, e.g., Kosher, Halal, vegetarian Capable of offering a means for Veteran participants to wash their own clothes or otherwise tend to laundry at a minimum of once per week; detergent shall be free of charge Capable of providing accommodations that include semiprivate (required) or private (preferred) sleeping units with a bed and other furnishings such as a dresser, storage locker and lock or designated locked secured space, and personal linens (i.e., towels, pillows, blankets, bed sheets); storage space shall accommodate two bags of personal belongings and all prescribed medications and other medical equipment Capable of providing an isolation area or quiet space/safe room for Veteran participant(s) who may require closer short-term monitoring by staff for the health and safety of the community (e.g., management of acute intoxication or emotional dysregulation or prevention of disease transmission) Capable of storing personal belongings for at least 72 hours after formal HCHV discharge Capable of providing quality case management and treatment services that utilize a Recovery Model approach and include elements of Motivational Interviewing, Harm Reduction, and Critical Time Intervention Capable of maintaining a minimum of one staff member on duty on the premises or a resident manager who resides at the facility and has access to an on-call administrator in case of emergency at all times to ensure appropriate response to matters involving Veteran safety Capable of facilitating prompt communication between Veteran participants and VA and ensuring reasonably prompt communication (same day or within one business day) between Contractor and VA at all times DIRECT VETERAN CLINICAL SERVICES Occupancy: Contractor will be responsible for ensuring that a minimally acceptable level of 80% occupancy (90-100% preferred) of HCHV CERS funded beds is maintained at all times through independent outreach efforts as well as through collaboration with VA. Contractor will be knowledgeable about outreach best practices generally accepted in the community and will be responsible for engaging in outreach in the community including collaboration with VASNHCS providers for referrals at least twice monthly to maintain satisfactory occupancy rate when occupancy does not meet minimally acceptable level. Therapeutic and Rehabilitative Services: These may include, but are not limited to, clinical case management, individual and group counseling, structured group activities such as 12-step meetings, vocational training, and/or prosocial outings, linkage to and coordination with VA and/or other community-based services/resources, independent living skills, and discharge planning that begins with an assessment of housing needs upon program entry. Care Planning: Contractor will engage the Veteran in a collaborative assessment of service needs with input from the Veteran and the VA Liaison or designee and create an initial service plan of care to address those needs within 14 days of admission. Care plans must include goals and objectives for achieving stable housing. Care plan will include an assessment of strengths and barriers to stable housing, specific services to be provided including duration and outcomes, documentation of referrals and benefits to be achieved as a result of program participation. This plan is to be reviewed and updated every 60 days with the Veteran and the VA Liaison or designee and as needed throughout each individual Veteran s episode of care. Contractor case manager shall meet with VA Liaison or designee at least once every 30 days to provide an update on case management progress made and must work cooperatively with VA Liaison or designee to coordinate services. Case Management: Contractor will provide individual case management meetings at least once per week that focus, at a minimum, on: permanent housing search and stabilization, increasing income through referral to all potential financial resources such as SSI/SSDI, VA pensions, GA, SNAP, Medicaid, vocational training when indicated, self-care skills, adaptive coping skills, any necessary coordination of care provided by VA and community-based medical, mental health, and/or substance use treatment providers, and ongoing discharge planning that includes linkage to community resources for long-term housing success such as IHSS, Meals on Wheels, or Adult Day Health. Progress made in Veterans transition to stable housing must be clearly reflected in weekly case management notes. Mental Health and Substance Use Disorder Treatment: Contractor will be expected to provide treatment and services using evidence-based practices that support the Veterans in gaining and applying knowledge of the recovery process to his/her/their life and to provide referral for additional treatment and/or aftercare supports as needed to promote and facilitate the individual Veteran s recovery efforts and successful transition to permanent housing. Treatment may be defined as services which are needed for the specific clinical presentation of each individual Veteran including, but not limited to, VA-based services, community-based care, and/or services provided by Contractor at the program site. Working towards engagement in the types of treatment that meet the individualized needs of each Veteran shall be integral to the program s treatment planning process. Admissions decisions shall not be contingent upon a Veteran s expressed willingness to engage in treatment at time of referral. Medication Storage and Monitoring: Contractor is expected to provide a means of securely and properly storing all medications brought into the program for Veteran use. Contractor shall ensure there are appropriate policies and procedures that support the safe storage of medications for Veteran participants. This storage can be provided to the Veteran to secure his or her medications, or central storage may be provided by the Contractor. Veterans may self-administer medications, but storage should ensure that no other program participants are able to access an individual Veteran s medications Any suspicion or concern for misuse is to be reported to VA Liaison and/or COR immediately by following incident reporting protocol. Storage of Personal Belongings: Contractor will provide storage space such as a dresser, storage locker and lock, or designated locked secured space that will hold up to two bags of personal belongings and all prescribed medical equipment. Contractor will allow Veteran to store personal belongings for at least 72 business hours after formal HCHV exit from program. If a Veteran abandons his/her belongings, Contractor will make three documented attempts to contact the Veteran and/or VA Liaison before disposing Veteran s items. CONDUCT Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. Local law enforcement and/or fire departments should be contacted for assistance and intervention as appropriate and indicated by any given circumstances. Contractor shall also notify the VA Liaison, AOD, or COR immediately of any high-risk situations involving Veterans with suicidal and/or homicidal threats or ideation, episodes of physical or sexual violence, sexual activities, safety concerns, or activities involving illegal substances so that appropriate response may be coordinated. In the event of a medical or psychiatric emergency, it is agreed that every effort will be made to facilitate Veteran access to local VA Medical Center for care. If a VA Medical Center is not available in the vicinity or is otherwise inconveniently located, Contractor will advise the VA Liaison or AOD of the facility to which the Veteran has been admitted. Contractor will also be expected to assist Veterans requiring non-urgent services with accessing appropriate care from a VA or community facility, as appropriate. TRAVEL Contractor is expected to assist Veterans with arranging local transportation to scheduled meetings and appointments. Contractor is expected to help Veterans understand and learn how to use public transportation. This includes providing education, information and clarifying instructions necessary to effectively utilize public transit systems. If Contractor and/or VA staff determine that public transportation is not available, adequate, or appropriate for any Veteran, Contractor will be expected to assist the Veteran with identifying alternative modes of transport. Contractor is not required to provide transportation to a Veteran directly. FACILITIES General Requirements: It is the responsibility of Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must: Have a current occupancy permit issued by the local and state governments, where applicable, in the jurisdiction where the facility is located. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes. Meet the requirements of the Americans with Disabilities Act (ADA) (Public Law 100-336, 42 USC 12101-12213) pertaining to handicapped accessibility in effect on the date of contract award. Where applicable, be licensed under State or local authority. Where applicable, be accredited by the State. Be equipped with operational air conditioning/heating systems if needed to maintain acceptable temperature Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. Be equipped with first aid equipment and an evacuation plan in case of emergency. Have windows and doors that can be opened and closed in accordance with manufacturer standards. Have an aggressive ongoing plan to address bed bug infestation. Ongoing bed bug infestation will be grounds for immediate discharge of Veterans from the facility. Have emergency and disaster plans with written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, program participant suicide or suicide attempts, overdoses, and domestic or other violence. All Contractor staff shall be trained on emergency procedures and protocols. Fire Safety Requirements: The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by VASNHCS Director. Fire exit drills must be held at least quarterly. Program participants must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. A written policy regarding tobacco smoking in the facility shall be established and enforced. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. Inspection Prior to the award of any contract and annually thereafter during any subsequent contracted performance periods, a multidisciplinary VA team consisting of a social worker, dietitian or nutrition and food service professional, nursing staff, VA Police, and a Safety and Occupational Health Specialist, as well as any other subject matter experts determined necessary by the medical center director, COR, HCHV Coordinator, or VA Liaison, shall conduct a survey of the Contractor s facilities to be used to provide Veterans food, shelter, and clinical services to assure the facility provides acceptable level quality care in a safe environment. Additional inspections may also be carried out, announced or unannounced, at any other time as deemed necessary by VA. Contractor will be advised of the findings of the annual inspection team. If deficiencies are noted during any inspection, Contractor will be given a reasonable amount of time (typically 30 days) to take corrective action and to notify the Contracting Officer, Contracting Officer s Representative, or other VA designee that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by Contractor to take corrective action within the reasonable time provided will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will be notified, and shall be the final arbiter on the necessary resulting consequences and action. Annual reinspections shall be unannounced whenever possible. When an unannounced annual inspection is not possible due to privacy or other concerns, no less than four unannounced site visits by HCHV Liaison or other VA designee shall be made annually in addition to annual reinspection and shall include: A visual safety and sanitation inspection of the facility including meal preparation areas, fire exits, sleeping areas and medication storage. Any safety or sanitation deficiency must be addressed immediately. Review of Contractor s emergency and disaster plans to ensure they are up to date and that staff are trained in the procedures outlined in the plans. An audit of Veteran s clinical records selected randomly to ensure documentation of case management services and that other services are being provided as required by the contract terms. Review of any Veteran complaints to ensure that these have been resolved in a fair, impartial and consistent manner. The results of the unannounced site visits are to be documented and shared with the COR and the Contracting Officer. The report and any issues that were found along with the resolution must be kept in the COR Administrative File for that program. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in Section 6.2, and will also include the following: General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming. Assessment of whether the facility meets applicable fire, safety and sanitation standards. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. Making a spot check of Veterans records to ensure accuracy with respect to Veterans length of stay and services provided to the Veterans. All Department of Veterans Affairs inspection findings for residential facilities furnishing treatment and rehabilitative services to eligible Veterans shall, to the extent necessary, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. Response Method: The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VASNHCS Female HCHV. At a minimum, the following information shall be provided: 1. Company Name; 2. Company Mailing Address; 3. Point(s) of Contact including telephone number(s) & email address(es); 4. Socio-Economic (i.e., Small/Large Business, HUBZone, Service-Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 624221 ($13.5 Million). 5. Provide a summary of the type of services performed and experience as it relates to HCHV Services. 6. UEI Number 7. Sub-Contracting Intentions (provide above items 1 thru 6 of intended vendor along with description of sub-contractor duties). 8. Additional information and/or comments. Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB), or Veteran owned small business (VOSB) concern must be registered and verified in VA's Vendor Information Pages (VIP) database at www.vip.vetbiz.gov to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice with in the above stated due date will be eligible for award.
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