Sources Sought Notice – Q– HOMELESS VETERAN HOUSING
Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: Q-- HOMELESS VETERAN HOUSING
Classification Code: Q - Medical services
Solicitation Number: VA24717Q0513
Contact: Joseph LockeContract Specialist 803-776-4000 x4035 mailto:[email protected]
Description:
SOURCES SOUGHT
VA247-17-Q-0513
HOMELESS VETERANS HOUSING
THIS IS A SOURCES SOUGHT ANNOUNCEMENT to conduct market research for contractor services to be furnished to beneficiaries for whom such care is specifically authorized by the
The primary purpose of this sources sought is to locate possible Service-Disable Veteran Owned Small Businesses (SDVOSB) and/or Veteran Owned Small Businesses (VOSB) who are registered and certified on the
If your business and/or company qualify as stated above and are interested in participating please provide the following information via email to [email protected] No telephone responses will be accepted.
Verification from the Vendor Information Pages (VIP) that shows your business name, DUNS, NAICS, and whether you are a SDVOSB or VOSB. The NAICS is 624429.
Must provide a letter stating you are interested in this requirement and would like to consider providing an offer if a solicitation is advertised.
The secondary purpose of this sources sought is to locate possible Small Businesses (Small, Woman Owned, Small Disadvantaged) businesses who are registered in the System for Award Management web page portal located at https://www.sam.gov/portal/SAM/#1
Verification from SAM that shows your business name, DUNS, NAICS, and whether you are a Small Business, Woman Owned Small Business, Small Disadvantaged Business, HUBZone, etc. The NAICS is 624429.
Must provide a letter stating you are interested in this requirement and would like to consider providing an offer if a solicitation is advertised.
All required information listed above must be provided by
STATEMENT of WORK
1. GENERAL RESPONSIBILITIES
1.1 Contractor services will be furnished to beneficiaries for whom such care is specifically authorized by the
1.1.1. Structured group activities, including physical activities as appropriate.
1.1.2. Instruction in and assistance with health and personal hygiene.
1.1.3. Monitoring of medications, including locked drawers/cabinets for storage of medication.
1.1.4. Supportive social services, in collaboration with the HCHV program staff, or other contract resources.
1.1.5. Individual case management, including professional counseling on self-care skills, adaptive coping skills as appropriate, vocational rehabilitation referrals.
1.1.6. Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning upgraded social skills and improved personal relationships.
1.1.7. Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol free environment.
1.1.8. Routine and as needed/indicated breathalyzer and urine drug screening.
1.1.9. Assistance in learning, testing and internalizing knowledge of the illness/recovery process for homelessness.
1.2. Unless authorized for clinical reasons as part of treatment plan by HCHV program and transitional housing personnel, overnight absences from transitional house will not be reimbursed. For emergencies, such as death of immediate family member, Veteran must provide appropriate documentation to substantiate request for absence. In situations where the Veteran is hospitalized, every effort will be made to re-admit Veteran to the facility upon release. If Veteran is away from the facility, the facility must provide an incident report within 24 hours. For example, the Veteran does not return (miss curfew), etc.
1.3. Contractor shall assist and/or provide the Veteran with transportation to scheduled meetings and appointments including information and instruction so that they can utilize local public transportation when available. If public transportation is not available due to inoperative at certain times, contractors will provide transportation for Veterans until Veteran secures transportation or is no longer in the program.
1.4. Housing Services:
Supervision shall be provided in accordance with
1.5.
1.5.1. Clean and sanitary housing shall be provided to all Veterans. The housing shall include appropriate space for clothing and personal items.
1.5.2. Indoor recreation/lounging areas shall be provided for all Veterans.
1.6. Laundry:
The Contractor shall furnish, on site, adequate laundry facilities for Veterans to do their own laundry. Adequate detergent is provided when Veteran is unable to purchase due to a lack of money. Also, health and personal hygiene items shall be made available to residents who cannot provide the necessary items for themselves.
1.7.
The contractor s facility must have a current occupancy permit or license, as required by the authority that has jurisdiction to issue such. The Contractor must adhere to all applicable local, state and federal laws.
1.8. Records and Reports:
An individual client record will be maintained on each Veteran admitted, including reasons for referral, and documentation of Veterans progress within the program. This should also include sign in sheets whenever possible. Contractor shall maintain in Veteran s file:
1.8.1. All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment.
1.8.2. Data relating to the resident s admission.
1.8.3. Copies of any medical prescriptions issued by
1.8.4. Contractor s staff members attend periodic staffing at the
1.8.5. Discharge summaries on each resident who leaves the program, to include reason for leaving, the resident s future plans, and follow-up locator information.
1.8.6. Individual case records will be maintained in confidence as required by U.S.C. Title 42, Chapter I, Part II, Confidentiality of Alcohol and Drug Abuse
1.8.7. Records will be accessible to the evaluation study required by
1.8.8. Periodic Reports will be provided to the
1.8.9. Monthly listing of Veterans discharged and date of discharge shall be submitted to the
1.9. Staffing:
1.9.1. Contractor must provide sufficient staff in number and position qualifications to carry out the policies, responsibilities and programs of the facility.
1.9.2. At a minimum, there must be a full-time administrative staff member or his/her staff designee on duty at the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week.
1.10. Dietetic Services:
Patient dietary needs shall be met in accordance with sound medical practice and will
include the following:
1.10.1. At least three (3) nutritious meals shall be served daily at regular times. Bag lunches shall be provided for working individuals who will not be at housing during that meal. Between-meal or bedtime snacks of nourishing quality shall be offered.
1.10.2. Food shall be prepared, served, and stored under sanitary conditions.
1.10.3. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment, and work areas, and for proper waste disposal.
1.10.4. The dietary needs of all Veterans shall be met in accordance with sound nutrition consistent with
http://www.cnpp.usda.gov/dietaryguidelines.htm
1.10.5. Menus must be posted weekly.
1.11. Medications Including Controlled Substances:
1.11.1. Medications including controlled substances shall be properly stored and controlled. The proper issuance upon orders from physicians shall be provided by the
1.12. Referral Process:
1.12.1. The Contractor agrees that it does not maintain nor provide dual or segregated facilities, which are segregated on the basis of religion, race, creed, color or national origin. In addition, Contractor agrees that subcontracting will not be resorted to as a means of circumventing this provision.
1.12.2.
1.12.3. The patient shall receive a clinical assessment by the
1.12.4. The VA Case Manager/Liaison shall arrange admissions of Veterans with the Contractor. The Contractor shall record the date and time of admission in the Veteran s file and include such information on the first monthly invoice.
1.12.5. The facility agrees to provide
2. EMERGENCY PLAN
2.1. It is agreed that the Contractor will notify the Liaison or designee immediately when a medical emergency or hospitalization of the Veteran occurs. It is agreed that the Veteran will be referred to the nearest medical facility/provider for treatment.
2.2. In the event a Veteran dies, the facility will promptly notify the Liaison or designee and immediately assemble, inventory, and safeguard the patient s personal effects. Any fund deposits and personal effects left by Veteran on the premises of the facility shall be delivered by the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made of the itemized inventory notating the disposition of the funds and effects, the Contractor shall notify the COR at Dorn VAMC. Should a deceased patient leave no will, heirs or next of kin, his/her personal property and funds, wherever located, vests in and becomes the property of
3. PERSONNEL & POLICY
3.1. The Contractor s employees shall be subject to the same quality assurance standards of a quality meeting or exceeding current recognized national standards as established by CARF and/or Joint Commission (JC). The Contractor shall perform services in accordance with the ethical, professional and technical standards of the healthcare industry. The contractor s employees shall be technically proficient in the skills necessary to fulfill the Government requirements, to include the ability to speak, understand, read and write English fluently.
3.2. In accordance with 29 Code of Federal Regulations (CFR), Part 1925, Safety and Health Standards for Federal Services Contracts, none of the services required by this contract shall be performed in building, surroundings, or under any working conditions provided or controlled by the contractor, that are deemed unsanitary, hazardous, or otherwise dangerous to the health and safety of the contractor s employees or
http://www.nfpa.org/aboutthecodes
3.3. The Contractor shall not maintain, nor provide, dual or segregated patient facilities based on race, creed, color, national origin, or religious belief. The Contractor may 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. The
3.4. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following to the personnel:
3.4.1. Worker s compensation
3.4.2. Professional liability insurance
3.4.3. Health examinations
3.4.4. Income tax withholding, and
3.4.5. Social security payments
3.5. Payment for any leave, including sick leave or vacation time is considered the responsibility of the contractor. The contractor shall follow all existing local, state, federal and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered
4. ORDERING ACTIVITIES AND OFFICES
4.1.
4.2. The Contractor shall not accept any instructions issued by another person(s) other than the Contracting Officer or the COR acting within the limits of his/her authority. Only those services specified herein are authorized.
5. HEALTH REQUIREMENTS
Contractor certifies that his/her employees have received the following testing/immunizations within the past year and will maintain coverage during the contract period:
5.1. Tuberculosis Testing the PPD test or radiological exam shall be repeated annually. The chest x-ray is necessary only if employee has symptoms consistent with pulmonary TB or has had a positive PPD or history of positive PPD.
5.2. Rubella Testing all contract personnel shall provide proof of immunization for measles, mumps, rubella, or rubella titer of 1:8 or greater. If the titer is less than 1:0, the rubella immunization must be administered with follow-up documentation to the COR.
5.3. Immunizations for purposes of infection control, all contract employees shall take required immunizations and any health action required by generally accepted public health standards and any immunizations necessitated by any outbreaks in the area/community. Contract personnel will not be allowed to perform duty until immunization documentation is provided to the COR.
5.4. If there is potential for exposure to bloodborne pathogens or other potentially infectious materials (OPIM), there should be documentation indicating employees have taken or declined Hepatitis B series vaccination.
6. CONFIDENTIALITY
6.1. All Contractor personnel shall observe the requirements imposed on sensitive data and information by law, Federal regulations,
http://privacy.defense.gov/files/pa1974.pdf
6.2. Contractor personnel who obtain access to hardware or media which may store drug or alcohol abuse data, sickle cell anemia treatment records, records of tests or treatment for or infection with Human Immunodeficiency Virus (HIV) or medical quality assurance records protected by 38 U.S.C. 5701, 5705 and 7332, as defined by the
7. RELEASE OF MEDICAL INFORMATION
7.1. The Contractor shall only release medical information obtained during the course of this contract to other Contractor or
7.2. Transcribed reports containing personal identifiers, as identified below, when not used as an official document, must be shredded by the contractor.
7.3. The Contractor is subject to the provisions of the Privacy Act of 1974 (Public Law 93-579); the Comprehensive Alcohol and Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-282); the Drug Abuse Office and Treatment Act of 1972 (Public Law 92-255); and all other Federal or State statues regarding confidentiality of patient information.
7.4. All patient medical records will be maintained in accordance with State, JC and/or CARF standards. All clinical and legal (i.e., 5150 and 52500 forms, records and treatment plans, of
7.5.
8. INVOICE AND PAYMENT
8.1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/.---- A properly prepared invoice shall contain:
Invoice Number and Date
Contractor s
Accurate Purchase Order Number
Supply or Service provided
Period Supply or Service Provided
Total Amount Due
8.2. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.
8.3. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:
*-------------
Tungsten e-Invoice Setup Information: 1-877-489-6135
Tungsten e-Invoice email: [email protected]
FSC e-Invoice contact Information: 1-877-353-9791
FSC e-invoice email: [email protected]
8.4. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP
8.5. The Contractor shall submit invoices monthly. A customer copy of invoice (clearly marked NOT FOR BILLING PURPOSES) with patient data, (e.g.: names, last four digits of SSN or other identification number, type of procedure(s) performed with associated (CPT) code(s), date service(s) performed, and unit price show for each service) shall be sent to the Liaison at the:
Dorn VAMC
HCHV/Social Work Service (300)
8.6. Invoices submitted for payment shall be reviewed for accuracy, verified against patient records, time records and attendance logs and shall be approved by Dorn VAMC prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor for resolution. A corrected copy of the invoice must be submitted by the Contractor, as instructed by the Liaison.
8.7. Invoices shall include all charges for care provided and payment made shall constitute total cost for services rendered. No additional charges are to be billed to the patient, the patient s family, or the patients insurance by the Contractor, the facility or by any other party furnishing services for such care, unless otherwise authorized by the Liaison.
9. COMMUNICATION
9.1. The Contractor shall ensure that his/her employees maintain open and professional communication with members of the Dorn VAMC. Complaints validated by the Liaison, shall be reported in writing to the CO, and the COR, and forwarded to the Contractor for action.
9.2. Failure by the Contractor to correct validated complaints in a timely manner, when raised by the VALBHS staff and the CO, shall be considered a failure to perform, and if significant, contract default procedures may be initiated by the Contracting Officer.
10. THE JOINT COMMISSION AND/OR CARF GUIDELINES
The Contractor must perform the required work in accordance with, Joint Commission (JC) and/or CARF standards. The Contractor is required to develop and maintain the following documents for each Contractor employee working on the contract. The Contractor will provide current copies of these records annually, to the COR, or upon request, for each Contractor employee working on the contract.
10.1. Credentials and qualifications for the job;
10.2. A current competency assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully);
10.3. Proof of knowledge and skills required to provide care for certain patient populations, as appropriate;
10.4. Current performance evaluation supporting ability of Contractor employee to successfully perform the work required in this solicitation;
10.5. Listing of relevant continuing education for the last two years.
11. QUALITY ASSESSMENT STANDARDS
Contractor employees shall be subject to the same quality assessment standards as established by the
12. VETERAN SENSITIVITY
12.1. The Contractor shall respect and maintain the basic rights of Veterans, demonstrating concern for personal dignity and human relationships.
12.2. Complaints shall be investigated individually. Contract health care providers receiving more than two (2) verified complaints from COR,
13. CONTRACTOR POINT OF contact
13.1. The Contractor shall designate a
13.2. Contractor shall provide CPOC information prior to contract award. The CPOC may be a provider providing care in accordance with this statement of work. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall be the CPOC. The CPOC or alternate shall be available by telephone, seven days a week, 24-hours per day, including Federal holidays.
14. DEFINITIONS & ABBREVIATIONS
The following terms, when used in the contract shall be construed and/or interpreted as follows, unless the context expressly requires a different construction and/or interpretation.
14.1. In the event of a conflict in language between the definitions and the other sections of this contract, the language in specifications shall govern.
14.1.1. Service location: Any location at which a patient obtain service covered by the contractor pursuant to this contract.
14.1.2. Subcontract: A contract entered into by the contractor with any other organization or person who agrees to perform any function or service for the contractor specifically related to securing or fulfilling the contractor s obligations to
14.1.3. Contracting Officer: Government employee assigned the responsibility of executing, administrating and providing direction on a contract.
14.1.4. Contracting Officer Representative (COR): Government employee to whom the contracting officer delegates limited authority for certain contractual-related decisions.
Delegation of Authority as outlined in Veterans Acquisition Regulations (VAAR) 801.603-70. In carrying out the responsibilities outlined in the Federal Acquisition Regulations (FAR) the contracting officer may designate another Government contracting officer, or other Government employee to furnish technical guidance and advice or generally supervise work under a Government contract.
14.1.5. ADTP: Addictive Disorder Treatment Program
14.1.6. ASI: Addictions Severity Index
14.1.7. ASAM:
14.1.8. CARF:
14.1.9. HCHV: Health Care for Homeless Veterans
15. REGULAR MEETINGS
Quarterly or other increments, as mutually agreed upon between the
16. SITE INSPECTION
The Dorn VAMC may conduct an inspection of facility(s) prior to and anytime during the contract performance. The Contractor shall permit on-site visits by
17. CONFLICT OF INTEREST & ETHICS
The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person creates a conflict of interest. The Contractor shall not employ any person who is an employee of the
18. MODIFICATIONS AND AMENDMENTS
This agreement outlines the procedures of a healthcare process to be used in the treatment of enrolled
19. HEALTH AND HUMAN SERVICES-OFFICE OF INSPECTOR GENERAL
To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the
regarding federal health care programs, the contractor is required to check the Health and
20. HIPAA COMPLIANCE
Contractor must adhere to the provisions of Public Law 104.191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards to Protect Privacy and Security of Protected Health Information (PHI). As required by HIPPA, the
21. GEOGRAPHIC LOCATION/ ADA ACCESSIBLITY
21.1. Contractor shall adhere to
21.2. Contractor s facility where services are to be provided shall be within the catchment of Dorn VAMC. Submit with your offer the physical address to include building and room numbers, areas of geographic coverage, map of local area, etc.
22. QUALIFICATIONS/ACCREDITATION/LICENSING
22.1. Contractor facility must meet the following:
22.1.1. Contractor s facility conforms to the Life Safety Code,
22.1.2. Contractor s facility meets all City and State requirements concerning licensing and health codes.
22.1.3. Contractor possesses a valid South Carolina State Business License/Certificate of Occupancy.
22.2. Basic Life Support (BLS), CPR/First Aid, (
23. SUBCONTRACTORS
If applicable, subcontractors must meet equivalent certification, licensing, background investigations and accreditation qualifications standards as the Contractor. No administrative fee will be charged to Dorn VAMC by the contracting agency for arranging sub-contracted services. Payments will only be made to the Contractor with whom Dorn VAMC has an established contract. It is that Contractor s responsibility to pay all subcontractors.
24. DRUG SCREENING
Contractor is responsible that their employees are not using drugs and/or alcohol while on duty and are subject to random alcohol and drug testing performed by the Contractor. The Contractor is responsible for all cost. 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:
24.1. Observable phenomena, such as direct observation of drug use, possession or the physical symptoms of being under the influence of a drug;
24.2. A pattern of abnormal conduct or erratic behavior;
24.3. Arrest or conviction for a drug-related offense or the identification of a Contractor physician as the focus of a criminal investigation into illegal drug possession, use or trafficking.
25. APPLICABLE PUBLICATIONS
The Contractor shall adhere to the Patients Rights and Responsibilities. The publications are maintained by the Government and are available through the COR. At any time, these publications are subject to change, made in the form of supplements or amendments issued at any organizational level and may affect contract performance.
26. QUALITY CONTROL AND PERFORMANCE IMPROVEMENT
Performance Improvement:
26.1. Contract health care providers shall be subject to the same quality assessment standards as established by the
26.2. Non-acceptance of contract personnel does not relieve the Contractor from satisfying and fulfilling the Contract requirements.
26.3. The agency shall develop, implement, and maintain an effective, ongoing organization-wide data-driven quality assessment and performance improvement program. The agency and Dorn VAMC will jointly review the quality and appropriateness of services provided to
26.4. The agency shall provide to Dorn VAMC evidence of quality assessment and performance improvement activities, including patient and family satisfaction survey indicators and results of surveys. The agency shall maintain a record of
26.5. Contractor compliance with maintaining and providing updated copies of insurance, licenses, and accreditation(s) are verified annually during agency inspection for 100% compliance.
26.6. Contractor shall fully comply with HIPAA/Privacy Act and
26.7. The Contractor 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
26.8. The Contractor shall abide by local laws and regulations with regard to abuse, neglect, and exploitation of the elderly and dependent adults, and will develop policies for prevention and dealing with any reports of such.-- Additionally, the contractor will notify the VA Liaison of any suspected or confirmed situations of neglect, exploitation, or abuse of a Veteran or the expression of the intent to commit harm to self or others by a Veteran.
26.9. The Contractor 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.
26.10. The Contractor shall develop and maintain an equipment recall plan.
27. SUBCONTRACTING PLAN
If contract is awarded to other than a small business for over
17.7% Small Business
5% Woman Owned Small Business
5% Small Disadvantaged Business
3% HUB Zone Small Business
3% Service Disabled Veteran-Owned Small Business
5% Veteran Owned Small Business
28. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS
28.1.
28.2. IAW VA 0710 Handbook, appointees and contract personnel appointed to Low/Moderate/High Risk positions must be subjects of a--background investigation conducted by OPM and receive a favorable adjudication from the
28.3. Should the contract require Contractor s personnel to maintain
28.4. The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government.-- The level of sensitivity shall be determined by the Government on the basis of the type of access required.-- The level of sensitivity will determine the depth of the investigation and the cost thereof.-- At this time, the current estimated costs for such investigations are as follows:
LEVEL OF SENSITIVITY
BACKGROUND INVESTIGATION LEVEL
APPROXIMATE COST
Low Risk
National Agency Check With Written Inquiries
Moderate Risk
Minimum Background Investigation
$ *N/A
High Risk
Background Investigation
$ *N/A
*Contract housing staff do not come in contact with moderate/high risk sensitive information.
28.5. The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of the Contractor s personnel.-- The
29. SMOKING POLICY
Smoking is not permitted within or around the patient s location for treatment.
30. POST- AWARD PERFORMANCE CONFERENCE
The Contracting Officer shall schedule a post-award performance conference with the Contractor for contract orientation purposes.
31. OVERTIME AND HOLIDAYS
Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall
Link/URL: https://www.fbo.gov/spg/VA/CSCVAMC/WJBDDVAMC/VA24717Q0513/listing.html
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