Sources Sought Notice – Q– ADULT DAY HEALTH CARE

Notice Type: Sources Sought Notice

Posted Date: 15-JUL-14

Office Address: Department of Veterans Affairs;VISN/18PHX;777 E. Missouri, Suite 300;Phoenix AZ 85014

Subject: Q-- ADULT DAY HEALTH CARE

Classification Code: Q - Medical services

Solicitation Number: VA25814Q0733

Contact: Claude HumphreyContract Specialist 602-795-4339 [email protected] mailto:[email protected]

Description: Department of Veterans Affairs

Phoenix VAMC

Carl T. Hayden Department of Veterans Affairs Medical Center

Sources Sought only. This announcement constitutes a Sources Sought Synopsis (Market Research). This is not a Request for Quote (RFQ) or a Request for Proposal (RFP). This announcement is for information and planning purposes ONLY and is not to be construed as a commitment by the Government, implied or otherwise, to issue a solicitation or award a contract.

The purpose of this Sources Sought is to determine interest and capability of potential qualified businesses relative to the North American Industry Classification code (NAICS) 64120. The Small Business Size Standard for this NAICS code is $10 million. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only.

REQUIREMENT

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (SAOW/VISN 18), Phoenix, Arizona, anticipates issuing an open-continuous solicitation for Adult Day Health Care services on or about August 20, 2014. Proposals will be accepted throughout the year thereafter, with a final acceptance and closing date of December 31, 2015. The initial acceptance of offers and closing date for proposal submissions will be September 30, 2014, with sequential closing/submission dates being the last business day of each month thereafter on a quarterly basis, i.e. December 31, 2014, March 31, 2015, June 30, 2015, September 30, 2014 and December 31, 2015. The solicitation will be available for download from http://www.fbo.gov. Interested Offerors will be responsible for downloading copies of the solicitation (and any subsequent amendments) from that website, for no hard copies will be made available. The solicitation will provide full information to Offerors about the proposal submission process. Prospective Offerors are encouraged to register their interest in the solicitation on the FBO website so that they are notified of the issuance of the solicitation and any amendments. Initial proposals will be accepted and evaluated on September 30, 2014, and on the last business day of each quarter thereafter.

In accordance with FAR 52.204-7, System for Award Management, prospective Offerors must be registered in System for Award Management (SAM). Firms may obtain SAM information at https://www.sam.gov. To be eligible for award, Offerors must be registered in the System for Award Management database at https://www.sam.gov. Registration is free and potential offerors are encouraged to visit the SAM website and register as soon as possible to avoid delays so they may be considered for a contract award.

Contractors must also be registered with and maintain a Supplier Evaluation Risk Rating of Moderate or better with Experian (www.experian.com), NAICS Code is 624120 (Services for the Elderly and Persons with Disabilities) with a Small Business Size Standard of $10 M. The solicitation will be issued for Full and Open competition. Multiple awards are anticipated. All responsible sources may submit proposals which may be considered by the Agency.

The VA will only consider proposals from Offerors who are licensed by their respective States and who are Medicare/Medicaid qualified.

The provision at Federal Acquisition Regulation (FAR) 52.212-2 Evaluation - Commercial Items (Jan 1999) applies to this requirement. The Government will award a Firm Fixed (FFP) Price Basic Order Agreement (BOA) resulting from this solicitation to the responsible Offeror whose offer conforms to the solicitation and being the be most advantageous to the Government.

SCOPE

This Basic Ordering Agreement (BOA) shall be conducted under the procedures of FAR Part 12 and FAR Part 13.5. Contractor is to provide, Under Authority Public Law 106-117 and 38 U.S.C. 1720, Adult Day Health Care (ADHC) Services to eligible beneficiaries for whom such care is specifically authorized by the Department of Veterans Affairs Medical Center Associate Chief of Staff, or his/her designee and enrolled in the Department of Veterans Affairs, Carl T. Hayden Veterans Affairs Medical Center. The Contractor shall provide all necessary personnel, equipment, and supplies associated with the full range of ADHC services in performing the requirements of this contract within the terms, conditions, and provisions of this contract. Contractor's facility shall be geographically located within the following counties (catchment area/ region in order to service veterans residing in those areas:

i. Apache

ii. Coconino

iii. Gila

iv. La Paz

v. Maricopa

vi. Mohave

vii. Navajo

viii. Yavapai

Contractors must have and maintain, for the life of the contract, current State Licensure to meet the requirements of this contract.

REQUIREMENTS

1. The purpose of providing ADHC is:

a. to enable functionally impaired individuals to reside in supportive home environments rather than in nursing home care facilities;

b. to facilitate the return of older veterans to their home and coordinate long term care there by reducing readmissions to hospitals and nursing homes;

c. to maintain the elder veteran at the highest level of functioning possible;

d. to improve the quality of life for the participants; and

e. to provide support for the family and other caregivers of elder veterans.

2. The Contractor shall provide medical services, nursing, social work services, assistance with activities of daily living, activity therapy, case management, nutrition service including meals and snacks, restorative care, and transportation.

3. Full attention shall be given to motivating and educating patients to achieve and maintain independence in activities of daily living to the maximum extent possible. Every effort shall be made to keep patients ambulatory and to achieve an optimal level of self-care.

4. The Contractor shall not maintain nor provide dual or segregated patient facilities which are segregated on the basis of race, creed, color or national origin. The Contractor shall neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, and entrances, and other like areas.

5. The ADHC shall accept referral of and shall provide all services specified in this contract for any person determined eligible by the VA Chief Medical Director or his/her designee, regardless of the race, color, religion, sex or national origin of the person for whom such services are ordered. In addition, the ADHC Program warrants that subcontracting will not be resorted to as a means of circumventing this provision.

6. All medical records concerning the veteran's care in the ADHC will be readily accessible to the VA. Upon discharge or death of the patient, medical records will be retained by the ADHC contractor for a period of at least three years following termination of care. Patient records will be maintained in conformance with the Privacy Act of 1974 (5 U.S.C. 552a). A medical record shall be maintained for each patient that includes at a minimum the following:

6.1 Admission record, including assessment and diagnosis

6.2 Physician orders

6.3 Treatment plan

6.4 Progress notes

6.5 Periodic evaluations

6.6 Discharge Summaries

6.7 Other usual and customary information pertinent to patient care

7. The beneficiary will be provided ADHC at the expense of VA for a period not in excess of that stated in the referral/Authorization form, unless an extension of the authorization is provided in writing by the placing VA facility.

8. If the VA Medical Center and the ADHC Provider agree that the VA shall provide services under 38 CFR 17.51(f), the agreement will be incorporated into the contract and either the per diem rate will be re-established, or direct payment made to the United States to reflect the cost of VA's contribution.

9. The Contractor shall submit a properly executed HCFA or UB-04 claim form monthly for each VA funded participant to VA Fee Services for the purpose of claims processing.

10. Absences of the patient from the ADHC Program will not be reimbursable.

11. Payment made by the Department of Veterans Affairs under this contract will constitute the total cost of ADHC. The Contractor shall not apply additional charges to be billed to the beneficiary or his/her family, whether by the contractor or any third party furnishing services or supplies required for such care, unless and until specific prior authorization in writing is obtained by the Department of Veterans Affairs facility that authorized payment.

ADULT DAY HEALTH CARE (ADHC) SERVICES

a. Activities: Therapeutic programming includes recreational services and leisure activities to meet the physical and social needs of the participants and is an integral part of each client's treatment program. The intent of these services is to provide a method for participants to use their time meaningfully during each session. These services and activities may include, but are not limited to, arts and crafts, music, TV and radio stimulation, physical exercise, books and magazines, games, field trips, and other appropriate activities.

b. Nutrition: The Contractor shall provide two (2) snacks, one (1) in the morning and one (1) in the afternoon, and one (1) hot lunch daily.

c. Special Diets/Feeding Needs: The Contractor shall provide special diets, enteral feeding, and cutting of food and/or hand feeding when required under the supervision of a registered dietitian.

d. Personal Care Assistance: The Contractor shall provide reminders and/or directions for continence care and stand-by assistance/supervision with personal care such as toileting, dressing, and bathing when needed.

e. Incontinence Care: The Contractor shall provide full assistance in toileting, catheter care, disposable undergarments, and changing/laundering of soiled clothing, as required.

f. Supervision: The Contractor shall provide a high degree of safety supervision for wandering/ambulating, and/or behavioral supervision for combativeness, agitation, aggression, withdrawal, etc.

g. Physical Transferring: The Contractor shall provide physical assistance/ human help or lifting for transferring in order to accomplish personal care, transportation, safety, incontinence care, etc.

CLINICAL SERVICES

a. Nursing Services: The Contractor shall provide skilled nursing services to include medication administration (oral and injectables), necessary nursing treatments, and supervision of prescribed therapies (Oxygen, range of motion, etc.) In addition, the ADHC program will manage the patient plan of care while providing the patient's social and health needs. The ADHC must meet State Requirements for nursing services. There shall be at least one licensed registered nurse or licensed vocational nurse on duty during the main hours of operation to provide ongoing nursing assessments and skilled nursing care, as needed. There shall be sufficient nurses and/or Nursing Assistants (NA) to provide supportive nursing care and assistance in daily program activities. At a minimum, the facility must employ a full time licensed vocational nurse under the supervision of a registered nurse consultant. The registered nurse consultant must provide on site consultation four hours per week. The ratio of direct service staff to clients shall be at least one staff person for every eight patients during provision of all covered services except during facility provided transportation.

b. Medical Services: A VA physician shall provide primary medical services. There shall be a Physician Medical Director to review the ADHC facility's clinical policies and procedures annually.

c. Social Services: Each Veteran referred for contracted services will have a VA Social Worker assigned for oversight requirements. General social services should be available as an integral part of the program to provide social assessments and appropriate counseling to participants and their caregivers.

d. Rehabilitation Services: Maintenance therapies shall be provided as part of the ongoing therapeutic program. All restorative therapies must be provided under the supervision of a qualified physical and/or occupational therapist on a consultative basis when indicated and or requested by the VA.

e. Nutrition Services: Nutrition services shall be provided, with the consultation of a Registered Dietician as necessary, to include counseling, regular meals, and special diets.

f. Recreation Services: As an integral part of the individual treatment program, recreational services shall be provided to meet the physical and social needs of the participants.

TRANSPORTATION

Contractor shall provide handicapped accessible transportation to/from client or caretaker's home or assist the veteran in securing community resources. If the facility employs a driver, the driver shall operate the facility's vehicle in a safe manner; maintain adult cardiopulmonary resuscitation (CPR) certification; and be capable of assisting individuals to board/exit the vehicle.

QUALIFICATIONS

a. Accreditation: The Contractor shall be licensed as an Adult Day Health Care facility by the state of Arizona.b. Compliance: The Contractor's ADHC facility shall meet all Federal, State, and local laws, regulations, and codes pertaining to health and safety such as those regulating:

1. Construction, maintenance, and equipment.

2. Sanitation and waste management.

3. Buying, dispensing, safeguarding, administering, and disposing of medications and controlled substances.

c. VA Standards: The Contractor's ADHC facility shall meet the VA standards for Adult Day Health Care (ADHC) Services as promulgated in 38 CFR Part 17.51c through 17.51e.

d. License: The Contractor's ADHC facility shall be licensed to operate as such in compliance with the State of Arizona requirements Title XIX; 1915c (Medicaid Waiver Program)

e. Liability: See VAAR Clause 852.237-7, Indemnification and Medical Liability Insurance.

f. Personnel: Personnel employed by the Contractor to perform the ADHC services covered by this contract shall be licensed and/or certified in a State, Territory, or Commonwealth of the United States or the District of Columbia in accordance with the State of Arizona and all applicable Federal laws and regulations. Personnel must meet the minimum training and experience qualifications for position employed in according to Arizona State rules.

g. Fire Laws: The Contractor's facility shall conform to the standards of the current National Fire Protection Association (NFPA) Life Safety Code #101 and shall provide sufficient staff to assist patients in the event of fire or other emergency. The Contractor shall certify that their ADHC facility is in compliance with all applicable fire laws and that there are no recommendations of fire officials that have not been resolved.

CAPABILITY STATEMENT /INFORMATION SOUGHT

The respondent response shall include any other specific and relevant information related to the requirements of this project that will enable the Government to determine the experience and capabilities of the company to perform the requirements described herein. Interested offerors must provide their organization name, address, point of contact and DUNS number and size and type of business (e.g., Small Business, Veteran Owned Business, 8(a), HubZone, etc.).

The information submitted must be must be in and outline format that addresses each of the elements of the project requirement and in the capability statement /information sought paragraphs stated herein. A cover page and an executive summary may be included but is not required. The response is limited to ten (10) page limit. The 10-page limit does not include the cover page, executive summary, or references, if requested. The response must include the respondents' technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. All responses to this notice must be submitted electronically (facsimile responses are NOT accepted) to the Contract Specialist listed below:

Contracting Office Address:

Department of Veterans Affairs

777 E. Missouri, Suite 300

Phoenix, AZ 85014

Point of contact:

Claude Humphrey,

Contract Specialist

602-795-4339

[email protected]

NOTE: All questions regarding this Sources Sought Synopsis must be submitted in writing to the Contract Specialist. No phone questions will be accepted. NOTE: All responsive and or questions must reference the RFQ # and Description of the project in the Header or Opening Statement.

RESPONSE DATE/TIME

Thursday, July 31, 2014 NO LATER THAN 3:00 p.m. Pacific Standard Time (PST).

Link/URL: https://www.fbo.gov/spg/VA/PhVAMC/HMC/VA25814Q0733/listing.html