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Department of Veterans Affairs Veterans Health Administration Sources Sought Notice MEDICAL COMPANION SERVICES This is a Sources Sought notice and not a request for quotes. This request is solely for ... Department of Veterans Affairs Veterans Health Administration Sources Sought Notice MEDICAL COMPANION SERVICES This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought. This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The Veterans Health Administration (VHA) is seeking a vendor to provide Medical Companion Services to the VA Boston Healthcare System (HCS). Please see the General Requirements section below for the complete description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. GENERAL REQUIREMENTS The primary intent of this contract is for the provision of Medical Companion Services to the VA Boston Healthcare System (HCS). Contractor will furnish the use of Home Health Aides (HHA) Services (not to exceed 24 hours) to Veterans who have no social supports available at the time of surgery/procedure that requires an anesthetic. HHA will henceforth be referred to as Companions. Companions will provide (1) Clinical Observation or (2) Clinical Observation and Transportation for Veterans who have scheduled procedures that require anesthesia/and or sedation. The contractor shall provide all personnel, supervision, liability insurance and support to provide services above. Period of Performance - This contract shall be for a period of one year. The period of performance will begin in August 2021 with four (4) possible option years. Places of Performance Contractor shall furnish services for the VA Boston HCS including the VA Medical Centers identified below: Jamaica Plain Campus, 150 South Huntington Ave., Jamaica Plain, MA 02130 West Roxbury Campus, 1400 VFW Parkway, West Roxbury, MA 02132 The contractor shall be available to provide Medical Companion Services to Veterans for their (a) scheduled appointments (b) procedures (c) and will provide post-procedural observation. Contractor shall provide Medical Companion Services five (5) days per week, Monday through Friday, (not including federal holidays and weekends), up to twenty-four (24) hours per day, for the term of this contract. Most requests for service will occur between the hours of 05:00 a.m. and 18:00 p.m. The contractor shall provide VA Boston HCS with the communication method of contacting the Contractor on a twenty-four (24) hour per day basis. The primary VA Medical Centers serviced under this contract include, but are not limited to, the medical centers and above. CONTRACTOR REQUIREMENTS Services Within the Home Contractor to provide transportation from Veteran s home to the designated medical center of procedure.. Contractor will stay on the medical center grounds/premise throughout length of procedure and will provide medical sign-out and transportation back to Veteran s home for post-op clinical observation, length of time as ordered and delineated on referral. The contractor will provide support as needed including, but not limited to, activities of daily living care, in addition to post-op clinical observation. The contractor shall observe the patient and any indication of a significant change in the patient s condition shall be communicated immediately to the MCP Social Worker serving the patient or 911 (as per 3.2.4.4). Services at Huntington House, Jamaica Plain Campus Contractor will provide medical sign-out. If Veterans surgery is at West Roxbury Medical Center, the contractor will provide post-op transportation back to Huntington House; if Veteran s surgery is at Jamaica Plain campus, the contractor will escort the Veteran to the Huntington House; no transportation needed as same campus. The contractor will provide support as needed including, but not limited to, activities of daily living care, while providing post-op clinical observation. The contractor will provide services to the Veteran alone, and cannot conjoin care with other agency patients, private pay clients, and under no circumstances will have children or other family or friends involved during hours ordered for care. Requirements for Driving VA Patients The contractor shall provide non-emergent medical transportation for ambulatory patients. The VA Medical Centers providing services do not close during times of inclement weather. Contractor should make the necessary arrangements to have modes of transportation ready for transports as requested. In case of inclement weather, the decision as to whether a Veteran will be transported will be made mutually by the Veteran, surgical team, and the Contractor. Contractor drivers shall ensure proper loading/unloading techniques are followed at all times. Only Veterans who are ambulatory and require transfer assistance will be serviced. Veterans using motorized wheelchairs, motorized scooters or who are bedbound will not be referred for transportation services. Contractor shall provide through the door assisted service for Veterans to and from their designated procedures. Veterans shall be picked up on the ward, in their homes, in the clinics, or at other areas designated by the VA authorized staff and taken to the destination or procedure. Patients shall be attended by the companion at all times. The contractor shall have a contingency/backup plan in the event the contractor is unable to perform services or have services performed as required. Vehicles The Department of Veterans Affairs reserves the right to inspect contractor's vehicles or require documentation of compliance with contract specifications, State laws, rules, regulations, and guidelines governing passenger vehicles. Inspections of contractor vehicles or equipment shall in no way constitute a warranty by the Department of Veterans Affairs that the contractor's vehicles and equipment are properly maintained. The Department of Veterans Affairs reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the government. All vehicles shall be equipped with properly functioning heater and/or air conditioning, with adequate capacity to maintain the comfort level of the patient during transport. All vehicles shall be well maintained in a clean and orderly condition, shall be smoke free, and provide proper ventilation for the patient. Companion Qualifications and Conduct Contractor will abide by all Health Insurance Portability and Accountability Act (HIPAA) laws. Contractor will abide by all agency rules and regulations pertaining to privacy, behavior and conduct. Contractor will assist patient with picking up medications as needed at VA pharmacy. Contractor will call 911 in the event of a medical emergency. Contractor shall be proficient in speech, writing and reading of English language. Contractor will be comfortable traveling to and from patient s home, Huntington House and VA campuses, as required. Contractor to be comfortable working with vulnerable populations. Contractor will treat Veterans with respect and dignity while providing care. Contractor shall be able to provide proper identification of agency badges with names to Veterans upon request. Contractor shall not use intoxicating liquors, narcotics, or controlled substances while on duty. Contractor will not smoke while on duty. Contractor will not solicit or accept tips from patients. Contractor shall conduct themselves professionally and maintain personal hygiene and cleanliness. Contractor Responsibilities Contractor will be able to manage multiple referrals concurrently. Contractor will assure all employees are current with licensure and trainings, including but not limited to, the American Red Cross Adult CPR course and have on file a current certificate (renewed annually) to be made available to the Contracting Officer or VA MCP Social Worker upon request. Contractor shall be responsible for appropriate driver screening and selection criteria when employing drivers. Such screening shall include but not limited to testing drivers for prohibited drug use and alcohol misuse. Contractor shall provide staff who can provide transportation within approximate 30-mile radius of location of Places of Performance outlined in Section 1.3 above. Sufficient insurance must be secured by Contractor to sufficiently cover their staff and the Veteran as required by Massachusetts law. Contractor shall be responsible for furnishing all vehicles, personnel, vehicle fuel and nametags/badges. During the contract period of performance, if the Contractor proposes to add on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated VA MCP Social Worker. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract. RESPONSE COMMITMENT All questions, comments or concerns should be directed to Johanne.Menard@va.gov. Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice. In your response, please provide your company s capability of fulfilling this requirement as it is described. Please also provide name of company, company address, a contact person s name, telephone number, and email address. Include DUNS number, and indicate if actively registered on System for award management (SAM). Please provide Socio-economic Status & NAICS Code: State the size of your company [e.g., 8(a) (including graduation date), HUBZone-certified small business, Service-Disabled Veteran-Owned small business, small business, large business, etc.]. Notes: This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government. The Department of Veteran Affairs Contracting Office POC: Johanne Menard Contracting Officer Johanne.Menard@va.gov