SOLICITATION NOTICE
G -- HCHV Community-Based Residential Treatment for Homeless Veterans
- Notice Date
- 7/15/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 624229
— Other Community Housing Services
- Contracting Office
- Department of Veterans Affairs;G.V. (Sonny) Montgomery VAMC;A&MM Service (90C);715 South Pear Orchard Road, Plaza One;Ridgeland MS 39157
- ZIP Code
- 39157
- Solicitation Number
- VA25610RP0319
- Response Due
- 8/15/2010
- Archive Date
- 10/14/2010
- Point of Contact
- vincent.thornton@va.gov
- Small Business Set-Aside
- N/A
- Description
- COMBINED SYNOPSIS/SOLICITATION The Department of Veterans Affairs in Jackson, Mississippi has a need for proposals in or around the Jackson, Mississippi metropolitan area to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. This is a combined synopsis/solicitation for a Community house for Homeless Veterans to be awarded on or around September 1, 2010, with a closing date for proposals on or about August 15, 2010. The solicitation will be available for download from http://www.fbo.gov. Interested contractors will be responsible for downloading copies of solicitation (and any subsequent amendments) from that website, and no hard copies will be made available. The solicitation will provide full information to contractors 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 an any amendments. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans. Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of the solicitation will be to obtain proposals from contractors who can provide care, treatment and rehabilitative services to veterans suffering from serious mental illness, including veterans who are homeless, in community-based treatment facilities offering a safe and secure environment that supports their rehabilitation goals. The Contractor will be required to provide therapeutic and rehabilitative services, but will not be required to provide detoxification or other hospital level treatment - those services will be provided by the VA at VA facilities. Due to the urgent nature of this requirement, contractors will be required to demonstrate their ability to provide services within a 2-week period after contract award. Initial contract awards are expected to be on or about September 1, 2010. Contract will have a base term of one year, with options for four additional one-year terms exercisable in the discretion of the VA. The government will use a best value source selection method under Part 13 of the Federal Acquisition Regulation. The NAICS Code is 624229 for Community Housing Services (size standard is $7 million). The solicitation will be issued for full and open competition. All responsible sources may submit proposals which shall be considered by the Agency. To be eligible for award, contractor must be registered in the Central Contractor Registration data base at www.ccr.gov. Registration is free and potential offerors are encouraged to visit that CCR website and register as soon as possible to avoid delays should they be selected for a contract award. Questions concerning this announcement should be directed to the Contract Specialist using the e-mail link provided. If you are an interested party and can demonstrate your capabilities and have existing facilities in or around the Jackson, Mississippi metropolitan area, please respond by COB, August 15, 2010 no later than 4:30PM by email to vincent.thornton@va.gov and note VA256-10-RP-0319 in the subject line. For questions concerning this solicitation, please contact the Contract Specialist @ (601) 206 - 6955. CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO COMMERCIAL ITEMS ALL CONTRACTS 52.209-8 UPDATES OF INFORMATION REGARDING RESPONSIBILITY MATTERS (APR 2010) 52.216-18 ORDERING (OCT 1995) 52.216-22 INDEFINITE QUANTITY (OCT 1995) 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 52.246-4 INSPECTION OF SERVICES--FIXED-PRICE (AUG 1996) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (APR 2010) 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (JUN 2008) 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (APR 2010) 52.216-1 TYPE OF CONTRACT (APR 1984) 52.233-2 SERVICE OF PROTEST (SEP 2006) 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 52.212-2 EVALUATION - COMMERICIAL ITEMS 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (AUG 2009) VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) VAAR 852.203-71 DISPLAY OF DEPARTMENT OF VETERAN AFFAIRS HOTLINE POSTER (DEC 1992) VAAR 852.216-70 ESTIMATED QUANTITIES (APR 1984) VAAR 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE (JAN 2008) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) VAAR 852.271-70 NONDISCRIMINATION IN SERVICES PROVIDED TO BENEFICIARIES (JAN 2008) VAAR 852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (Interim - October 2008) VAAR 852.273-76 ELECTRONIC INVOICE SUBMISSION (Interim - October 2008) VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (JAN 2008) VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (JAN 1998) DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK - CONTRACT PLACEMENTS SCOPE: 1. COMMUNITY HALFWAY HOUSE (HWH): An institution licensed by the State to provide, on a regular basis, housing and supportive services to Veterans who are chronically homeless, particularly those who present with co-occurring mental health and substance use treatment needs. It is understood that those Veterans cared for under this contract will require care and services over and above the level of room and board. 2. ACCREDITATION: Facilities utilized for VA patients shall meet the standards listed below for the level of care to be provided. The facility must strictly comply with the requirements of applicable regulatory agencies (e.g., JCAHO, CARF, Mississippi Department of Mental Health). Contractors with current accreditation (e.g., JCAHO) will provide copy of accreditation. 3. LICENSING: The facility shall be licensed or approved as a halfway house (HWH) to provide housing and supportive services by the State and must comply with local Government regulations. 4. LOCATION AND TRANSPORTATION: The facility must be located within the catchment area of the G.V. (Sonny) Montgomery VA Medical Center. The contractor must be willing to provide Veterans with transportation to and from the VA Medical Center, or to and from designated locations served by the VFW van. 5. LEVEL OF CARE: a. Supportive social services in collaboration with the contract facility and the G.V. (Sonny) Montgomery VA Medical Center case manager. b. Individual professional counseling as needed, including emphasis on self-care, adaptive coping skills, and vocational rehabilitation counseling as appropriate, in collaboration with G.V. (Sonny) Montgomery VA Medical Center's program resources. c. Structured activities such as group sessions determined by the G.V. (Sonny) Montgomery VA Medical Center case manager, Veteran preferences, and contract facility staff. d. A variety of group activities including physical activities as appropriate. e. Health and personal hygiene maintenance. f. The contractor shall provide mental health and substance abuse counseling when required and approved by the case manager. g. Ongoing education on relapse prevention, achieving and maintaining independence in the activities of daily living, enhancing social skills, and improving interpersonal relationships. 6. DIETETIC SERVICES: a. At least three (3) nutritionally adequate meals shall be served daily at regular times. Nutritious snacks between meals and at bedtime shall be offered. b. There shall be evidence that food is prepared, served, and stored under sanitary conditions. c. Sanitary procedures must be in place for washing dishes, cleaning equipment, cleaning eating and work areas, and for proper waste disposal. 7. MEDICAL RECORDS: A client's record shall be maintained for each Veteran that includes at least: a.Identification records b.Admission Assessment (including diagnosis) c.Release of Information d.Suicide Risk Assessment e.Progress notes by facility staff f.Medication log 8. DRUGS AND NARCOTICS: Medications, including controlled medication shall be properly stored and controlled, and issued upon orders from the physician and recorded. 9. FIRE, SAFETY AND SANITATION PRACTICES: The facility shall observe acceptable safety and sanitation practices. The building shall conform to the standard of the Life Safety Code in effect on the date of award of the contract. 10. BASIC SERVICE: Basic services will include: a.A supervised alcohol and drug free environment, including active affiliation with Alcoholics Anonymous (AA) and Narcotics Anonymous (NA) programs. b.Sufficient staff must be provided with position qualifications to carry out the responsibilities, policies, and programs of the facility. There must be a full-time administrative staff member or staff designee on duty on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week. c.Room and board. d.Supplies to promote the Veteran's health and maintenance of personal hygiene. e.Laundry facilities for Veterans to do their own laundry. f.Structured activities, with group session participation recommended by the VA Medical Center case manager and Veteran preferences. 11. RECORDS AND REPORTS: a. An individual client record will be maintained on each Veteran admitted under this contract, in which the facility staff must maintain confidentiality, and maintain all case records in security and confidence as required. These records will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the Veterans concerned. b. All records shall have essential identifying data relevant to the Veteran and his/her family. c. All records shall have data relating to the Veteran's admission, including treatment plan goals. d. All records shall include a medication log. e. Each record shall contain reports of periodic re-evaluation to include any progress toward identified goals, and the attainment of any self-help skills. f. Final summaries on each Veteran who leave the program shall be completed, to include a description of beneficial changes during their stay, reasons for leaving, the Veteran's future plans, and follow up locator information. 12. INSPECTIONS: Multi-disciplinary inspection teams are expected to evaluate the contractor's ability to consistently demonstrate that the facility is providing the services required under the terms of the contract. a. Inspections will occur on at least an annual basis. b. Emergency or unannounced inspections can occur if indicated. 13. PERFORMANCE REQUIREMENTS: Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). A table of these standards is provided on the next three (3) pages. TaskIDIndicatorStandardAcceptable Quality LevelMethod of SurveillanceIncentive Clinical Information Return1Deviation from routine care: Clinical information is provided back to HCHV at the authorizing Veterans Affairs Medical CenterInformation is provided within 72 hours of the event90%Ongoing clinical monitoring and chart reviews coinciding with yearly facility inspection visitsNot Applicable Access2Bed availability: An adequate number of beds will be available in a ready state to accommodate HCHV referralsEmpty beds will be ready for occupancy within 24 hours of notification by HCHV95%This will be observed through monthly reports from the contractorNot Applicable TaskIDIndicatorStandardAcceptable Quality LevelMethod of SurveillanceIncentive Quality Care3Accreditation of healthcare facilityFacility will meet relevant regulatory standards (e.g., CARF, JCAHO, State Department of Mental Health)90%Review during annual inspections of the facility of survey recommendations and corrective actions.Not Applicable 4Staff QualificationsVeteran care staff hired by the contractor will: a) Not be currently participating in HCHV programming 90%Observation and review of training records during annual inspections.Not Applicable TaskIDIndicatorStandardAcceptable Quality LevelMethod of SurveillanceIncentive Veteran Safety5Safety incidents must be reported to the HCHV.All incidents reported within 24-hours90%Observation of residential treatment records during annual facility inspectionsNot Applicable 6Safety incidents must be investigated, confirmed, and resolved.All incidents are investigated, confirmed, and resolved90%Review during annual facility inspectionsNot Applicable 7The results of safety incident investigations, conclusions, findings, and status reports on any corrective actions must be reported to the HCHV.Updates, findings, and status reports will be provided at least quarterly90%Review during annual facility inspectionsNot Applicable Veteran Satisfaction8Contractor assesses Veteran satisfaction and solicits complaints and/or suggestions regarding the quality of care.Results are tallied by the contractor and reported to HCHV on an annual basis. Issues requiring more immediate action are brought to HCHV's attention within a week90%Annual roll-up reports that include any qualitative statements from Veterans are reviewed during annual facility inspectionsNot Applicable
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