Combine Solicitation – Q– Community Home Health
Notice Type: Combine Solicitation
Posted Date:
Office Address:
Subject: Q--
Classification Code: Q - Medical services
Solicitation Number: VA25816Q0054
Contact:
Setaside: Total Small BusinessTotal Small Business
Place of Performance (address):
Place of Performance (zipcode): 85723-0001
Place of Performance Country:
Description:
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
(ii) SAO West NCO 18 is issuing this combined synopsis/solicitation, VA258-16-Q-0054, as a request for proposal (RFP) using FAR Part 12, Acquisition of Commercial Item and FAR Part 13, Simplified Acquisition Procedures.
(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-83 (effective 11/01/2015).
(iv) This solicitation will be issued Total Small Business Set-Aside. The North American Industrial Classification System (NAICS) code for this procurement is 621610, with a small business standard of
(v) Price/Cost Schedule
All pricing is based on the standard
Rural rates MUST be pre-authorized in writing.
Time and Trouble authorization MUST be requested within 24 hours of the occurrence, by verbally speaking to the CHNC/HHC, or leaving a voicemail AND following up with a fax request.
(vi) SCOPE OF WORK
The SAO West Network Contracting Office (NCO) 18,
Federal Acquisition Regulations (FAR) require all contractors conducting business with the Government to be registered in the following database:
System for Award Management (SAM) - http://www.sam.gov
All responding vendors must be registered in SAM and have NAICS code 621610 in order to receive an award.
IT IS IMPERATIVE THAT YOU COMPLETE THESE REGISTRATIONS IN ORDER TO BE CONSIDERED FOR CONTRACT AWARD. AWARD CANNOT BE MADE TO A CONTRACTOR NOT REGISTERED IN THIS DATABASE SYSTEM.
PERFORMANCE WORK STATEMENT
Background Information:
Scope:
The Contractor shall provide all Home Health Care Services as described herein when an enrolled/eligible veteran is unable to receive care at the SAVAHCS, for the areas for which they are awarded a contract. The types of Home Health Care Services to be provided under this contract are defined as follows:
2.1 Skilled Registered Nursing Services are required by the SAVAHCS to provide a broad range of skilled home nursing care that allows the veteran to remain living at home. Skilled registered nursing services may include, but are not limited to, skilled observation and assessment, data collection, formulation of treatment plans, teaching and technical procedures.
2.2 Licensed Practical Nursing Services in the home are required by the SAVAHCS to assist veterans with a wide range of technical nursing duties including, but not limited to, dressing changes, medication set-ups and ostomy care that will permit the veteran to remain at home.
2.3 Homemaker Services are required by the SAVAHCS to assist veterans with light housekeeping duties in order for the veteran to remain as independent as possible in their place of residence and delay/avoid placement in a long term care facility. Homemaker services may include, light housekeeping, laundry, meal preparation, grocery shopping, escorting the patient to appointments, assuring patient safety, and other services that are consistent with the homemaker's level of responsibility and the patient's care plan.
2.4 Home Health Aide Services are required by the SAVAHCS to assist veterans with personal care duties in order for the veteran to remain as independent as possible in their place of residence and delay/avoid placement in a long term care facility. Home Health Aide services may include bathing, grooming, personal hygiene, transferring, dressing, eating, and other services that are consistent with the home health aide's level of responsibility and the patient's care plan.
2.5 Respite Care Services are required by the SAVAHCS to assist veterans and their unpaid caregivers with the opportunity to remain as independent as possible in their place of residence and delay/avoid placement in a long term care facility. Respite services may be provided by skilled or unskilled workers as appropriate for the individual veteran. Respite services are provided to allow the veteran's unpaid caregiver the opportunity for relief from care giving responsibilities.
2.6 Hospice Care Services are required by the SAVAHCS to provide the final stage of palliative care in which the primary goal of treatment is comfort rather than cure for patients with advanced disease that is life-limiting and refractory to disease-modifying treatment. Hospice services are provided by a team of professionals, emphasizing relief of suffering and maintenance of functional capacity as long as possible through comprehensive management of the physical, psychological, social and spiritual needs of the patient. These services also provide support for the families or other caregivers, including bereavement support following the death of the patient.
2.6.1 Home Hospice Services may include, but are not limited to the following:
2.6.1.1 Chaplain Service to provide care to terminally ill veterans and their families that include spiritual support, emotional support, pastoral care, bereavement counseling, and assist with memorial services and funeral arrangements.
2.6.1.2 Home Social Service to provide assistance with practical and financial concerns as well as help meet the psychosocial needs of the terminally ill veterans and their family members.
2.6.1.3 Skilled Registered Nursing Service to provide a broad range of nursing care as identified in paragraph 2.1.
2.6.1.4 Licensed Practical Nursing Service to provide a wide range of technical nursing duties as identified in paragraph 2.2.
2.6.1.5 Home Health Aide Services as identified in paragraph 2.4.
The agency shall provide all labor, supervision and management necessary to carry out the services described herein.
3.0 DESCRIPTION/SPECIFICATIONS:
3.1 Skilled Registered Nursing Service-to/may include but is not limited to, the following:
a. Skilled observation and assessment
b. Data collection
c. Formulating treatment plan
d. Patient and caregiver/family teaching
e. Technical procedures
f. Home safety evaluation
g. Discharge planning
h. Works closely with the primary physician for pain management and symptom control
i. Bowel and Bladder care
j. Ventilation care
k. Infusion care
3.2 Licensed Practical Nurse Service-to/may include, but is not limited to, the following:
a. Dressing changes
b. Giving injections
c. Setting -up medication boxes
d. Providing bowel/bladder care
e. Providing ostomy care
f. Bowel and Bladder care
g. Ventilation care
3.3 Physical Therapy Services-to/may include, but is not limited to, the following:
a. Provide initial and continued assessment of the patient's functional status and safety.
b. Evaluate patient's home for needed structural modifications to make the home environment safe and accessible.
c. Determine the need and measure the patient for assistive devices and special equipment.
d. Fit devices for patient's needs and instruct patient in the safe use of such devices.
e. Teach caregiver body mechanics to minimize risk of injury.
f. Develop therapeutic home program for the patient and caregiver to maintain or enhance function or retard deterioration of the patient's functional status.
g. Provide hand-outs and demonstrations to patients regarding treatment techniques and theory.
h. Set short and long term goals for the patients.
i. Document initial findings, treatment, goals, equipment recommendations, and follow-up progress in patient's medical record.
j. Serve as consultant to members of treatment team on matters specific to physical
therapy
k. Recognize indications of patient's intolerance of procedures, unanticipated rate of progress, significantly altered physical/mental status of patient or undesirable secondary effects of treatment.
3.4 Occupational Therapy Services-to/may include, but is not limited to, the following:
a. Provide initial and continued assessment of patient.
b. Plan, implement, and coordinate complex therapeutic OT program for the patient and caregiver to maintain or enhance function or retard deterioration in the patient's functional status.
c. Perform evaluations, set treatment goals, and implement treatment program in OT.
d. Evaluate patient's home for needed structural modifications to make the home environment safe and accessible.
e. Determine the need for assistive devices, teach, and monitor in the safe use of these devices.
f. Teach caregiver body mechanics to minimize risk of injury.
g. Provide hand-outs and demonstrations to patients regarding treatment techniques and theory.
h. Record and compile patient treatment data.
3.5 Speech Therapy Services-to/may include, but is not limited to, the following:
a. Evaluate patients with disorders of communication and swallowing. Administer and interpret speech, language and voice tests. Perform and interpret clinical (bedside) swallowing evaluations.
b. Interview patient and family members to obtain an in-depth history of the problem(s).
c. Recommend necessary follow-up or additional medical or therapeutic evaluations indicated by assessment of patient (i.e. audiometric evaluation, otolaryngological or neurological evaluation, videofluoroscopic evaluation, laryngeal videstroboscopic evaluation, etc.).
d. Determine appropriate diagnosis of disorder(s) following completion of all of the necessary evaluations.
e. Complete written report integrating information from all of the above sources. The report will include subjective history, objective findings, and a detailed assessment of the disorder, prognosis for improvement and suggested plan of treatment with short-term goals.
f. Determine prognosis for improvement after completing the evaluation.
g. Develop treatment program utilizing information from formal and informal assessment as well as information provided by the patient's medical record, family members, and required additional assessments. Ensure that patient and caretaker understand the treatment plan.
h. Counsel patient and patient's family regarding type and severity or disorder and prognosis for improvement with treatment.
i. Provide consultation services to medical personnel requiring information regarding patient's status and instruct those who may be involved in the plan of patient care. j. Fit and adjust various speech appliances. Advise patient or caretaker on care of therapeutic equipment. Provide instruction on the use and maintenance of prosthetic and therapeutic devices.
3.6 Social Work Services (SWS)-to/may include, but is not limited to, the following:
a. Diagnose emotional stress on patient and family/significant others and use a variety of psychotherapeutic approaches based on the diagnostic assessment to minimize the anxiety of both the patient and/or significant others during the transition to other forms of care.
b. Perform diagnostic assessment of patient's present mental and social functioning, based on developmental and vocational history and evaluation tools, as appropriate.
c. Develop and initiate a treatment plan to reduce stressors.
d. Apply knowledge of special emotional aspects of loss to diagnose the social and emotional problems and carry out therapeutic intervention to assist in resolving the social and emotional issues confronted by the patient
e. Utilize special knowledge related to social and emotional impacts of serious disability upon the patient and their family, diagnoses dysfunction in the patient and family, and carry out a system of therapeutic intervention to relieve stress and assist the patient to achieve maximum independence.
f. Diagnose dysfunction of a social or emotional nature and develop and implement a treatment approach to relieve symptoms of confusion, depression, or family dysfunction.
g. Assessment and treatment for mental illness, behavioral mal-adaptions, and other problems of an emotional nature.
h. Use diagnostic knowledge of the patient's need(s) to recommend referrals to a variety of
3.7 Homemaker Service-to/may includes, but is not limited to, the following:
a. Light housekeeping
b. Making and changing beds
c. Dusting and vacuuming the room the patient uses
d. Dishwashing
e. Tiding the kitchen
f. Tiding the patient's bedroom
g. Tiding the patient's bathroom
h. Doing the patient's personal laundry if no family member is available or able; this may include necessary ironing and mending
i. Meal planning and preparation
j. Grocery shopping
k. Shopping for patient if no other arrangement is possible
l. Assuring patient safety
m. Personal care supervision
n. Escorting the patient to appointments
3.8 Home Health Aide Service-to/may include, but is not limited to, the following:
a. Assistance with care of teeth and mouth
b. Assistance with personal grooming care
c. Assistance with bathing of patient in bed, in the bathtub, or in the shower
d. Assisting the patient on/off the bedpan, commode or toilet
e. Assisting the patient in moving from bed to chair/wheelchair, or vice versa
f. Assisting the patient in walking
g. Assisting the patient with eating
h. Assisting the patient with dressing
i. Prepare and serve meals according to instructions
j. Making and changing beds
k. Listing needed supplies
l. Send linens to laundry
m. Assure patient safety
n. Assistance with active/passive exercise o. Assistance with medical equipment and non-skilled, routine health monitoring
3.9 Respite Care Service-to/may includes, but is not limited to, the following:
a. Unskilled respite care service
b. Skilled respite care service
3.10 Hospice Care Service-to/may includes, but is not limited to, the following:
(1) Chaplain Service is required to provide care to terminally ill veterans and their families; the service includes:
(2) Spiritual support
(3) Emotional support
(4) Pastoral care
(5) Bereavement counseling
(6) Assist with memorial services and funeral arrangements
a. Social Service is used to provide assistance with practical and financial concerns as well as help meet the psychosocial needs of the terminally ill veterans and their family members. Social service includes:
(1) Advanced Directive planning/assistance
(2) Emotional support
(3) Counseling and bereavement follow-up
(4) Facilitate communication between the patient/family and community agencies
(5) Evaluate the need for support services
b. Skilled Registered Nursing Service is used to provide a broad range of care in accordance with paragraph 3.1 of the Statement of Work.
c. Licensed Practical Nursing Service is used to provide a broad range to technical nursing care in accordance with paragraph 3.2 of the Statement of Work.
d. Homemaker Service is used to provide a wide range of services in accordance with paragraph 3.7 of the Statement of Work
e. Home Health Aide Service provides a variety of personal care services in accordance with paragraph of the Statement of Work.
3.11 Infusion Services-Home infusion therapy is defined as any therapy that requires continuous or intermittent peripheral or central vein access for administration of prescribed therapy. Intravenous (IV) Home Infusion Therapy services may include, but is not limited to, the following:
a. Antibiotics
b. TPN
c. Hydration
d. Other non-internal medications
1) Home infusion therapy will be provided in a safe and timely manner, appropriate to the patients' condition and needs.
2) The patient must reside in a geographical area that is feasible to the provision of the appropriate and necessary prescribed infusion services.
3) The patient/caregiver must be motivated, reliable and capable of understating and learning all required activities and basic concepts related to care, i.e. infection control measures.
4) The environment in which the care is to be delivered must be safe for patients, caregivers and staff, as well as conducive to the provisions of services. This will include:
5) Adequate, clean storage space for medications and supplies; and
6) Telephone access or an alternative method of communication if no home telephone service is available.
7) An adequate plan must be in place to ensure IV access for the patient.
3.12 Ventilator Services-to/may include, but is not limited to, the following:
a. Ventilator weaning and management
b. Tracheotomy care
c. Bronchial hygiene
d. Oxygen therapy and monitoring
e. On-site monitoring of arterial blood gases
f. Nebulizer and aerosol treatments
g. Patient/family respiratory education
3.13 VETERAN SERVICES:
3.13.1 Skilled services shall include home health registered nursing, home health licensed practical nursing and social work service. Skilled services shall be provided in accordance with a plan of care and by a licensed health care professional as ordered by the medical staff of the
a. Nursing services, treatment, and diagnostic and preventive procedures requiring substantial specialized skill
b. Veteran safety monitoring
c. Medication administration, including intravenous fluids, medicines, pain management, TPN, chemotherapy, and necessary care of the delivery lines and equipment
d. Required lab work with reports to the physician/provider
e. Veteran education and follow-up
f. Teaching, supervision, and counseling veteran and family members regarding nursing care and other related veteran problems
g. Rehabilitation regimen
h. Evaluation and regular re-evaluation of veteran home care needs; make appropriate recommendations
i. Development, implementation, oversight, and modification of the veteran plan of care
j. Documentation of the veteran's care and progress in the clinical record, including a discharge summary within 72 hours of discharge
k. Physical assessment and re-assessment per written policy
l. Documentation of outcomes of care/services provided
3.13.1.1 Bowel and Bladder care, if ordered, shall be provided by the HHCA and only be performed by a Registered Nurse (RN) or Licensed Practical Nurse (LPN) and shall include the following services: Train, supervise, and counsel Spinal Cord Injury (SCI) Bowel and Bladder veterans and their significant other/caretaker, to assume bowel and bladder care as appropriate
a. Inserting of a suppository
b. Digital stimulation
c. Disimpaction
d. Enemas
e. Intermittent catheterization
f. Indwelling catheterization.
3.13.2 Unskilled services shall include homemaker and home health aide services. Unskilled services shall be provided in accordance with a plan of care and by fully qualified personnel that have the requisite credentials and experience to perform services under the terms and conditions of this written agreement. Services are to be performed as ordered by the medical staff of the
3.14 QUALITY ASSESSMENT STANDARDS:
3.14.1 HHCA health care providers shall be subject to the same quality assessment standards as established by
3.14.2 Non-acceptance of HHCA personnel does not relieve the agency from satisfying and fulfilling the requirements.
3.14.3 Proposed costs awarded shall inclusive of all incidental costs including housing, transportation, and premium payments for applicable malpractice insurance coverage. This contract represents a firm-fixed price service contract. Services performed outside the scope of this agreement are not authorized and will not be reimbursed by the Government without prior approval.
3.14.4 HHCA must have a written Performance Improvement Plan and provide to the SAVAHCS prior to award. This plan must be reviewed and approved by the COR.
3.14.5 Evidence of all performance improvement activities shall be made available to the SAVAHCS CHNC including veteran satisfaction indicators upon request. The HHCA shall maintain a separate record of veteran complaints (including problem resolution) which will also be available upon request of the CHNC.
3.14.6 HHCA shall develop a written emergency preparedness plan to ensure continuing care and support in the event of an emergency, which would interrupt normal services to veterans.
3.14.7 HHCA shall develop a written plan for ensuring the evaluation, reporting, and maintenance of records related to infections among veterans and, as appropriate, among staff. Documentation of plan implementation shall be provided during annual inspection by SAVAHCS staff, and as requested. The
3.14.8 HHCA shall document and immediately FAX a report to the CHNC of any known incidents of death, accidents, injury, or infection related to furnished medications, supplies, or medical equipment, and any life-threatening equipment malfunctions or equipment recalls. The HHCA shall develop and maintain an equipment recall plan.
3.14.9 HHCA shall abide by local laws and regulations with regard to abuse, neglect, and exploitation of the elderly, and will develop policies for prevention and dealing with any reports of such. Additionally, the HHCA will notify the
a. If the HHCA is not
a. A list of personnel who will perform under the agreement showing the length and type of experience of such personnel, and
b. The names and addresses of other concerns and/or Government agencies for which this type of services were rendered by the HHCA.
3.15 PROGRESS AND COMPLIANCE/EVALUATION FACTORS:
3.15.1 The SAVAHCS CHNC shall be responsible for:
a. Designing and implementing a SAVAHCS quality improvement program for the HHCA services being provided.
b. Informing the HHCA of the quality assurance indicators are being monitored and the status of the agency's performance in meeting those indicators.
c. Ongoing quality assurance indicators will always include:
(1) Monitor for service quality
(2) Monitor for patient safety
d. Ongoing quality assurance indicators will be documented at least quarterly and will
Be included as a routine part of the SAVAHCS CHNC Quality Assurance Report.
e. Immediately Informing the HHCA of any quality concerns or issues.
f. Monitoring, documenting, and following up on all concerns and complaints received about care provided by the HHCA.
g. Monitoring the HHCA's current plan of care. Any changes that alter the frequency of visits or level of services shall require prior approval of the SAVAHCS CHNC, who is responsible for oversight and final approval of services rendered.
3.15.1.1 Inspection:
a. The SAVAHCS reserves the right to evaluate the care services provided by reviews of clinical notes, visits verification records, and surveys of patients.
b. Monitoring the HHCA's compliance with this agreement and following-up with the agency on any issues regarding compliance.
c. Meeting at least quarterly with the SAVAHCS Contracting Officer assigned to the CHNC contracts to:
(1) Review quarterly documentation done by the SAVAHCS CHNC regarding the HHCA's compliance with this agreement. Compliance review will include:
ii Business practices
(2) Update the agreement as needed to avoid a lapse in the SAVAHCS documented service period for this agreement.
3.15.2 The HHCA shall be responsible for:
a. Designing and implementing a quality improvement program. The quality improvement program shall be designed to include SAVAHCS patient involvement in quality improvement.
b. Providing, upon SAVAHCS CHNC or Contracting Officer request, agency quality improvement documentation.
c. Providing the SAVAHCS with the following reports:
(1) A care verification form or each visit under this agreement. The agency shall complete this form indicating the date each visit is made, length of visit and services provided. The patient or caregiver shall initial this form to serve as evidence that care has been provided.
(2) An up-dated list of active
(3) A copy of the 60-day supervisory visit documentation following the home visit. This report should include a detailed review of the home situation; support services available; mental, emotional and physical condition of the patient. A complete plan of care shall be used for this purpose. The agency shall be responsible for developing, reviewing and devising the plan of acre as indicated by the patient needs. This will be review and approved by the SAVAHCS CHNC prior to the implementation of the agency plan of care.
3.16 CONFLICT OF INTEREST:
3.16.1 The HHCA shall not employ any person who is an employee of the
3.17 VETERAN SENSITIVITY:
3.17.1 HHCA health care provider/s shall respect and maintain the basic rights of veterans, demonstrating concern for personal dignity and human relationships.
3.17.2 Complaints shall be investigated individually. HHCA health care providers receiving more than two (2) verified complaints from COR,
3.18 COMMUNICATION:
3.18.1 HHCA shall ensure that health care providers maintain open and professional communication with veterans and members of the
3.19 DRUG SCREENING:
3.19.1 HHCA health care providers are subject to random drug testing. They are also subject to drug testing when there is a reasonable suspicion that they use or are impaired by illegal drugs while on duty. Reasonable suspicion of drug use or impairment includes, but is not limited, to the following:
a. Observable phenomena, such as direct observation of drug use, possession or the physical symptoms of being under the influence of a drug;
b. A pattern of abnormal conduct or erratic behavior;
c. Arrest or conviction for a drug-related offense or the identification of a HHCA
health care provider as the focus of a criminal investigation into illegal drug possession, use, or trafficking;
d. Information provided either by reliable and credible sources or independently corroborated; or
e. Newly discovered evidence that the health care provider has tampered with a previous drug test.
3.20 POINTS OF contact (POC):
3.20.1 The HHCA shall provide a point of contact (POC) who shall be responsible for the performance of the work under this agreement. The POC shall have full authority to act for the HHCA on all matters relating to the daily operation of this agreement. The POC must be a health care provider performing in accordance with the terms and conditions of this agreement. An alternate may be designated, but the HHCA shall identify, in writing, those times when the alternate shall act as the POC. The HHCA shall identify the POC and alternate in writing to the SAVAHCS COR at the time of acceptance. The HHCA shall give written notification to the COR of those times when the alternate will act as the POC. The POC shall be available by telephone Monday through Friday,
3.21 ALTERNATE SOURCES:
3.21.1 If routine services are not performed for more than two (2) scheduled consecutive visits or Skilled Nursing Health Care service is not performed within twenty-four hours of scheduled or emergent response requests, the Government reserves the right to procure such services from an alternate source, until routine services are restored by the HHCA. When the Government exercises its right to procure these services from an alternate source, the HHCA shall reimburse the government for all charges in excess of the amount that would have normally been incurred by the agreement, including
3.21.2 A copy of the other source's invoice and/or other verifiable documentation shall be used as the basis for any reimbursement.
3.22 MONITORING PROCEDURES:
3.22.1 The COR for this agreement is appointed in writing; the COR is the SAVAHCS CHNC. The COR is responsible for routinely monitoring and reporting the
3.23 CALL LIMITATION/PERSONNEL AUTHORIZED:
3.23.1 No individual call under the Agreement shall exceed
(1) The following individuals are authorized to place telephone orders:
SAVAHCS Community Health Nurse Coordinators
SAVAHCS Attending Physicians
3.24 ORDERING PROCEDURES:
3.24.1 Referral of each Veteran to the HHCA shall be generated by the SAVAHCS CHNC staff. Referrals will be made to each HHCA based upon location and need of the veteran as well as the appropriate home health care services available.
3.24.2 All services shall be prescribed by a SAVAHCS physician and must meet quality standards set forth within the most current federal and state regulations.
3.24.2.1 The SAVAHCS CHNC shall:
a. Provide the home care agency with a Homemaker/Home Health Aide referral when a SAVAHCS interdisciplinary team has made a clinical judgment that the veteran under consideration for services meets the following criteria:
i. Three (3) or more activity of daily living dependencies, or
ii. Significant cognitive impairment, or
iii. Require services as adjunct care to community hospice services, or
iv. Two (2) activity of daily living dependencies, and two (2) or more of the following conditions:
1. Had dependency in three (3) or more instrumental activities of daily living;
2. Has been recently discharged from a nursing facility, or has an upcoming nursing home discharge plan contingent on receipt of home and community-based care services;
3. Is seventy-five (75) years old, or older;
4. Has had high use of medical services defined as three (3) or more hospitalizations in the past year of has utilized outpatient clinics or emergency evaluation units twelve (12) or more times in the past year;
5. Has been diagnosed with clinical depression;
6. Lives alone in the community.
b. Provide the home care agency with a Skilled referral when a SAVAHCS clinical judgment has been made that the veteran is appropriate for such care.
c. Provide relevant medical information on referred patients to the agency.
d. Review the agency plan of care for each client referred or updated to determine appropriateness of the plan.
e. If it is determined the plan of care is not appropriate the SAVAHCS CHNC will contact the agency to amend the plan of care as required to meet the needs of the patient.
f. Authorize the number of hours/days and duration of services.
g. Review the veteran's authorization for services every 6 months from the start of service.
h. Visit the HHCA at least every six (6) months to review performance and
patient care.
i. At least one visit will include an annual SAVAHCS inspection.
3.24.2.2 The HHCA shall:
a. Evaluate all patients within 48 hours after notice of referral. Care shall be established within a time frame not to exceed 72 hours after the initial assessment.
b. Complete a patient needs assessment and develop a plan of care. The agency shall complete the Agency portion of the referral form and return it along with a plan of care, to the SAVAHCS CHNC. Special attention shall be given to differentiate Homemaker and Home Health Aide services and the plan shall clearly state the frequency and duration being requested for each type of service.
c. The agency shall not provide any services without the prior approval from the SAVAHCS.
d. Be responsible for developing, reviewing and devising the plan of care as indicated by patient needs. These plans will be forwarded to the SAVAHCS CHNC for review and approval.
e. Provide a registered nurse to conduct a home visit to re-assess the patient and update the plan of care every 90 days.
f. Schedule visits in accordance with the care plan and patient acceptance of service recommended. Refusal of service by the patient will be communicated to the SAVAHCS CHNC.
g. Report any problems that arise between the agency employees and the SAVAHCS clients immediately to the CHNC for mediation. The agency shall not suspend nor cancel patient care under any circumstance.
h. Report consistent patient no-shows to the SAVAHCS CHNC for follow-up. The agency shall not suspend nor cancel patient care due to no-shows.
i. Ensure services are provided by qualified and competent personnel in accordance with the terms and conditions of this agreement.
j. Begin services within one (1) week of initial referral.
k. Provide a registered nurse who will, upon initial client visit, provide the client, patient rights and responsibilities, advance directive information, and obtain authorization for care from the patient and/or appropriate family member/legal representative.
l. Revise the plan of care as necessary according to changes in the patient's condition.
m. Immediately report any significant changes in the patient's medical, emotional, or family condition to the SAVAHCS CHNC.
n. Provide documentation of services provided and an updated plan of care upon request of the SAVAHCS CHNC.
o. Notify the SAVAHCS CHNC if the veteran or caregivers terminates their services.
p. Notify the SAVAHCS CHNC immediately if the patient or caregiver refuses services or is determine by the
q. Notify the SAVAHCS CHNC in the event of a death of a patient receiving services.
3.25 DESIRED QUANTITY:
3.25.1 It is impossible to determine the exact or estimated amount which will be expended under the agreement. It is understood that no obligation will be incurred by the SAVAHCS under this agreement until authorizations are issued by the SAVAHCS CHNC for treatment/service for specific beneficiaries.
3.26 EXTENT OF OBLIGATION:
3.26.1 The Government is obligated only to the extent of calls that are actually made against this BPA. It is understood that this document in no way obligates the SAVAHCS to purchase a minimum or maximum quantity. This agreement can terminated at any time by either party as long as 60 day notice is provided.
3.3 DEFINITIONS/ACRYNOMS/REFERENCES/ATTACHMENTS:
3.3.1 DEFINITIONS/ACRYNOMS:
As defined below for the purpose of this agreement the following terms and definitions are provided:
-
- Home Health Care Service" means the provision of one or more of the following health services required by an individual in a residence or independent living environment:
1. Registered Nursing
2. Licensed Practical Nursing
3. Homemaker Services
4. Home Health Aide Services
5. Respite Care
6. Hospice Care
- SAVAHCS -
- HHCA -
- CFR - Code of Federal Regulations
- VHA -
- BPA - Blanket Purchase Agreement (also referred throughout as "agreement")
- BOA - Basic Ordering Agreement (also referred throughout as "agreement")
- CHNC - Community Health Nurse Coordinator
- COR - Contracting Officer's Representative
- HCPCS - Healthcare Common Procedure Coding System
3.3.2 REFERENCES:
- VISN 18 Policy Memorandum No. 5: Network Contracting Process.
- Current Edition of Comprehensive Accreditation Manual for Home Care is incorporated by reference, as published by Joint Commission.
- Title 38 Code of Federal Regulations (CFR) 17.38(a) (1)(ix)
- Federal Acquisition Regulation (FAR)
- Veterans Administration Acquisition Regulation (VAAR)
3.3.3 ATTACHMENTS:
- Attachment A: SAVAHCS Claims Rejection Form
SAVAHCS
SKILLED NURSING/HOMEMAKER HOME HEALTH AIDE/HOME HOSPICE PROGRAMS
Agency: ________________________________ Date: _____________________
The invoices are being returned due to:
CMS 1500 claim form not used
Invoice claim is for more than one veteran's services
One or more of the required elements are missing from the claim form:
Veteran's name
Veteran's social security number
Veteran's address, including zip code where services were rendered
Description of services
Information on the claim form not typed
Pen/ink (hand written) changes made on the claim form
Missing or incorrect ICD9 code/s
Missing or incorrect CPT and/or HCPCS code/s
(End of Description/Specifications/Work Statement)
APPENDIX A - SPECIAL CONTRACT REQUIREMENTS
1.0. INTRODUCTION: The Contractor shall provide Health Care Resources in accordance with the terms and conditions stated herein, to furnish to the Southern Arizona VA Health Care Systems, the services and prices specified in the Performance Work Schedule of this contract. Award will be made for non-personal services, as defined in FAR 37.01, under which the Contractor is an independent contractor.
2.0. SERVICES:
2.1. The services specified in the Special Contract Requirements and the Price/Cost Schedule may be changed by written modifications in accordance with FAR Part 52.212-4.
3.0. QUALIFICATIONS: Personnel assigned by the Contractor to perform the services covered by this contract shall be qualified in accordance with the Performance Work Statement.
4.0. CONTRACT MODIFICATIONS: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in contract price to cover any increase in prices incurred as a result thereof. The Contractor shall obtain written authorization from the Contracting Officer for any services required outside the scope of work provided herein.
5.0. MEDICAL RECORDS:
6.1. Medical records and other patient information shall be provided pursuant to
6.0. PAYMENT:
6.1. The Contractor shall provide monthly invoices in arrears that reference the contract number and, the Contract Line Item Number(s).
6.2. The
7.0. HIPAA COMPLIANCE: In accordance with 45 C.F.R. Parts 160, 162 and 164 (Health Insurance Portability and Accountability Act) and 38 U.S.C. 5701, 38 U.S.C. 5705, 38 U.S.C. 7332,5 U.S.C. 552a (Privacy Act), the Parties agree to hold all individually identifiable health information as that term is defined in the Health Insurance Portability and Accountability Act and regulations promulgated thereunder (collectively, "HIPAA") shared with, transferred or transmitted to, or otherwise obtained by the Contractor on or from or on behalf of the
Contractor agrees as follows:
a. To maintain safeguards as necessary to ensure that the Protected Health Information is not used or disclosed except as required to perform its obligations under the contract, as expressly permitted herein or as required or permitted by law;
b. To ensure that any sub-Contractors or agents to whom it provides Protected Health Information agree to the same restrictions and conditions that applies with respect to such information;
c. To make available its internal practices, books and records relating to the use and disclosure of Protected Health Information to the
d. To incorporate any amendments or corrections to Protected Health Information when notified by the
e. To, at termination of this contract and as feasible, return or destroy all Protected Health Information that it still maintains or archive to meet the Contractor's legal obligations related to retention of records;
f. To ensure that, as to any Protected Health Information held by the Contractor, the Contractor policies are in place to allow access to that Protected Health Information by the subject of that information as required by HIPAA;
g. To report to the
8.0. BAA: The
(vii) Period of Performance:
The Period of Performance of Resulting Agreement shall be for a Period of five (5) years form the effective date of the ward.
(viii) The provision at 52.212-1, Instructions to Offerors-Commercial Items (
Addendum to FAR 52.212-1
A. GENERAL
The following instructions are provided to ensure the submission of information necessary to properly evaluate each Offeror's proposal. Submit complete proposals as detailed in this section and VAAR 852.273-73, Evaluation-Health-Care Resources. Include only information relevant to this solicitation. If the solicitation is amended, the Offeror is responsible to acknowledge receipt of the amendment prior to the hour and date specified in the amendment. Failure to acknowledge receipt of the amendment may result in rejection of your proposal. Instructions on how to acknowledge receipt of the amendment are contained in the amendment. Failure to properly provide all information required by this solicitation may result in an invalid proposal.
Read entire solicitation and follow instructions accordingly because lack of required information and/or documents could result in a determination that the proposal is non-responsive.
North American Industry Classification System (NAICS) Code 621610 applies to this acquisition. Offerors must be registered for NAICS 621610 and must be represented as such within its SAM registration to be considered for award.
B. FORMAT
1. To assure the timely and equitable evaluation of proposals, the Offeror must follow the instructions contained herein. The proposal must be complete and respond directly to the requirements of the solicitation. The response shall consist of a total of one (1) proposal copy.
a. Part I:
i. PriceRate Schedule (Attachment A)
ii. Arizona State License - (If Applicable)
iii. Medicare License - (If Applicable)
iv. Contract Administration Data
v. Past Performance
PAST PERFORMANCE:
Past performance information will be collected by the technical evaluator at the
http://www.medicare.gov/HomeHealthCompare/search.aspx.
MEDICAL LICENSING:
Offerors shall submit their Arizona State License.
Offerors that are not Medicare Certified shall review the
C. PROVISION INFORMATION
1. Offerors shall complete and submit the following provisions.
2.
i. FAR 52.212-3 Offeror Representations and Certifications - Commercial Items (
ii. FAR 52.204.17 Ownership or Control of Offeror (
iii. FAR 52.209-5 Representation by Corporations Regarding an Unpaid Tax Liability or a Felony Conviction Under Any Federal Law (Deviation) (
D. SUBMISSION INSTRUCTIONS
Submitted proposals will be evaluated based on the following criteria.
Factor 1 - Technical:
Skilled Agencies: All Agencies participating in
" State License
" Most recent
" A sample of a recent Quality Improvement Report
" Most recent Patient/Family Satisfaction Reports
" Emergency Preparedness Plan
" Infection Control Policy
" Policy on staff education and maintaining competency
" Medicare Home Health Compare Data - (
Non-Skilled Agencies: All Agencies participating in VHA's HomemakerHome Health Aide Program will have a State License to provide HHHA services and are responsible to meet State Standards (Fully Licensed HHHA Agency) or meet the 2 Conditions listed below.
" State License
Condition 1:
" Proof of Registered Nurse on staff or written agreement for RN consultation
AND
Condition 2 (check which stipulation is met and submit documentation thereof):
"
" A
"
"
***NOTE: If this is checked, please include proof of 3 yrs. experience AND a list of names for all staff providing care to Veterans, or who might provide care to Veterans, organized by and including their profession, i.e. (a list of RNs, a list of CNAs, etc.).
Factor 2. - Past Performance:
" The Government shall review Past Performance from the Medicare Website.
" Contractor must meet the national and state performance scores to be considered for award.
Factor 3.- RatePrice Cost:
" Contract must submit pricing for all line item numbers that their agency will be provide services.
" Price will be evaluated using various price analysis techniques.
Of the factors above, the Technical and Past Performance Factors, when combined, are significantly more important than Price. However, price could become the determining factor, if the quotes are determined to be essentially equal.
All documents shall be submitted via email to [email protected] before the closing date and time of the solicitation. No other submission formats will be accepted.
E. FORMAL COMMUNICATIONS
Formal communications such as requests for clarification and information concerning this solicitation shall be submitted in writing. All communications shall be conducted via email. Telephone, fax and oral questions will not be accepted. All questions regarding this solicitation must be submitted via email to
F. ORGANIZATIONAL CONFLICT OF INTEREST
All Offerors that have information regarding an Organizational Conflict of Interest (OCI) are instructed to notify the Contracting Officer (CO) immediately when the information is discovered. Additionally, Offerors that believe they may have an Organizational Conflict of Interest (OCI) are directed to include a proposed mitigation plan with their proposal. This supplement will only be evaluated if the subject Offeror is chosen for award. Offerors are also advised that if the Contracting Officer does not find the mitigation plan to be sufficient, even after exchanges, the CO may elect to disqualify the Offeror in question.
Note 1: It is a violation of the Federal Acquisition Regulation for Contractors and Government employees to discuss the solicitation prior to award. All communications are required to take place between interested Offerors and the Contract Specialist,
Note 2: Offeror's are advised that any communication with employees of the affected
52.252-1 Solicitation Provisions and Incorporated by Reference (
FAR Provisions
52.203-98 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements - Representation (DEVIATION 2015-02) (
52.204-16 Commercial and Government Entity Code Reporting (
52.204-17 Ownership or Control of Offeror (
52.209-5 Representation by Corporations Regarding an Unpaid Tax Liability or a Felony Conviction Under Any Federal Law (Deviation) (
52.216-1 Type of Contract (
52.216-27 Single or Multiple Awards (
52.232-38 Submission of Electronic Funds Transfer Information with Offer (
52.233-2 Service of Protest (
VAAR Provisions
852.233-70 Protest Content/Alternative Dispute Resolution (
852.233-71 Alternate Protest Procedure (
852.252-70 Solicitation Provisions or
852.270-1 Representative of Contracting Officers (
852.273-74 Award Without Exchanges (
End of Addendum to 52.212-1
(ix) 852.273-73 Evaluation - Health-Care Resources (
(a) The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer, conforming to the solicitation, will be most advantageous to the Government, price and other factors considered. The following information or factors shall be used to evaluate offers:
1. Technical Capability
3. Past Performance
4. Price
Basis for contract award: The Government will award a fixed price fixed price Basic Ordering Agreement using the best value Trade-Off method to the responsible Offeror whose offer conforming to the solicitation. Of the factors above, Technical Capability, Past Performance and Facility Geographic Location, when combined, are significantly more important than Price. However, price could become the determining factor, if the proposals are determined to be essentially equal.
(b) Except when it is determined not to be in the Government's best interest, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are materially unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) If this solicitation is a request for proposals (RFP), a written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(x) The provision at 52.212-3, Offeror Representations and Certifications-Commercial Items (
(xi) The clauses at 52.212-4, Contract Terms and Conditions-Commercial Items (
Addendum to FAR 52.212-4
52.252-2
FAR Clauses
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (
52.203-99 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) (
52.204-4 Printed or Copied Doubled-Sided on Postconsumer Fiber Content Paper (
52.204-18 Commercial and Government Entity Code Maintenance (
52.216-18 Ordering (
52.216-19 Order Limitations (
52.217-9 Option to Extend the Term of the Contract (
52.232-19 Availability of Funds for the Next Fiscal Year (
852.203-70
852.232-72 Electronic Submission of Payment Requests (
852.237-7
852.237-70 Contractor Responsibilities (
End of Addendum to 52.212-4
(xii)The clauses at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items (
52.203-6 Restrictions on Subcontractor Sales to Government (
52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (
52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (
52.219-6, Notice of Total Small Business Set-Aside (
52.219-8 Utilization of Small Business Concerns (
52.219-13, Notice of Set-Aside of Orders (
52.219-14, Limitations on Subcontracting (
52.219-28 Post Award Small Business Program Rerepresentation (
52.222-3 Convict Labor (
52.222-21 Prohibition of Segregated Facilities (
52.222-26 Equal Opportunity (
52.222-35 Equal Opportunity for Veterans (
52.222-36 Equal Opportunity for Workers with Disabilities (
52.222-37 Employment Reports on Veterans (
52.222-40 Notification of Employee Rights Under the National Labor Relations Act (
52.222-50 Combating Trafficking in Persons (
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (
52.225-13 Restrictions on Certain Foreign Purchases (
52.232-34 Payment by Electronic Funds Transfer-Other than System for Award Management (
52.222-41, Service Contract Labor Standards (MAY 2014).
52.222-42, Statement of Equivalent Rates for Federal Hires (
52.222-43, Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (
52.222-55, Minimum Wages Under Executive Order 13658 (
(xiii) Additional contract requirement(s) or terms and conditions determined by the contracting officer to be necessary for this acquisition and consistent with customary commercial practices. Not Applicable.
(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating. Not Applicable.
(xv) Proposals are due by
(xvi) Any questions regarding this acquisition should be directed to
Link/URL: https://www.fbo.gov/spg/VA/VAEPHCC756/VAEPHCC756/VA25816Q0054/listing.html
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