Inactive

This is a sources sought notice for planning purposes only. No proposals are being requested or accepted with this notice. The type of solicitation issued will depend upon the responses to this notice... This is a sources sought notice for planning purposes only. No proposals are being requested or accepted with this notice. The type of solicitation issued will depend upon the responses to this notice. The Department of Veterans Affairs, Manchester Veterans Homeless Program is a clinical trial center under the VA Cooperative Studies Program. The details of the program and anticipated tasks and deliverables are outlined in the subsequent Performance Work Statement. The Department of Veterans Affairs, Manchester, NH is interested in determining if there are vendors capable of meeting the agency s requirements in terms of time, resources, and past experience. Interested sources should respond via email to Yvonne.Watson@va.gov to indicate their interest in this procurement. This is not a solicitation, and no contract shall be awarded as a result of any responses received as a result of this notice. Performance Work Statement (PWS) Homeless Bed Program Manchester VA Medical Center 1. The Department of Veteran Affairs, Manchester VAMC hereafter referred to as VA is located at 718 Smyth Rd, Manchester, NH requires Contractor to provide homeless veteran services through a Contracted Emergency Residential Services (CERS) model of residential care at a facility located within 25 miles of the above Medical Center. These services, not to exceed 8 Veterans at any one time, are to be provided to homeless Veterans as defined in the Statement of Work (SOW). The VA National Center on Homelessness among Veterans ( the Center ) will provide ongoing training for program development for both contract providers and VA staff. Contractor will be evaluated based on the Center s established evaluation protocol and program fidelity measures. The goal of the CERS program is to provide housing and supportive services to Veterans and facilitate their access to a broad range of medical, mental health, and rehabilitative services. The target population for this CERS program is homeless Veterans with complex needs. Eligibility will be determined by the VA, based on Veteran status; meeting the McKinney-Vento Homeless Assistance Act definition of homelessness (see http://www.hudhre.info/hearth/ for additional information); and an assessment by the VA HCHV program resulting in a determination of making the Veteran highly vulnerable and requiring CERS services. This is an indefinite delivery/indefinite quantity contract for the period 11/1/2021 to 10/31/2026, with four (4) one (1) year options, in accordance with FAR 16.5. 2. BACKGROUND AND OVERVIEW: The Department of Veteran Affairs (VA) has been providing direct and specialized services for homeless Veterans for nearly 25 years. The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration has been increasing both capacity of existing programs and services offered to program participants. The plan calls for utilizing new models of care not previously offered by VA. The VA s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. The goal of the CERS 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. This model will offer services, not to exceed 8 Veterans at any one time, to homeless Veterans under the HCHV Contracted Emergency Residential Services (CERS) program enhanced by the services as defined in the SOW. Rapid stabilization of the Veterans medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 90 days, without a planned reason for the extension, is an expected outcome of this Contract. If Veteran has stayed maximum length of 90 days and has determined that he or she will need more time in Contracted Residential Service program, a formal request for a 30-day extension can be made. This request will be made in writing and approved by Contracted Residential Services Program Manager and HCHV Coordinator and/or assigned designee. A maximum of two 30-day extensions can be made during entry in the program. This contract will be awarded to a Contractor having an acceptable facility within 25 miles of the Manchester VA Medical Center in New Hampshire. An acceptable facility cannot be co-located with a private business not affiliated with the program and must be free of hazards that could cause potential harm to Veterans or liability to the VA (eg, pool.) If a business shows interest shows interest but has another private business on the premises not affiliated with the program, they will not be found capable. The Vendor shall furnish the documents to validate a long-term lease for the premises being used to house the homeless Veterans. Such lease could be for 36 or 48 months. A VA Liaison to the Contractor will be identified by the homeless program leadership at VA. This individual will act as the clinical liaison for all client related issues between the Contractor and VA by providing clinical oversight. The VA Liaison will not provide direct clinical supervision to Contractor staff. The VA Liaison duties will be direct case management with all Veterans in the program. The VA Liaison will also consult with and provide input to the Contractor as needed. The Contractor shall provide all labor, supervision, housing, material and supplies necessary to provide emergency residential placement, treatment and supportive services through the CERS program. Services will be provided on-site at the Contractor s facility, in accordance with all term s conditions, provisions and requirements listed herein. The prices provided in the Price Schedule shall be inclusive of all basic services as may be necessary in the treatment of the Veteran. Basic services shall be as defined in the Statement of Work. 3. IMPLEMENTATION TIMELINE: The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days from the date of contract award. Failure to meet the 30-day milestone may result in the contract being terminated. The Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment: a. Site control demonstrated at time of contract award. This may be through ownership or lease. All permits and license will be reviewed. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that Contractor sites must pass prior to contract award. The Contractor is required to ensure the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as Architectural Barriers Act compliant. At least 5% 7% of a facility s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 20 beds for the HCHV Contract Residential Care program in the facility, two (2) to four (4) of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full access to the services and supports at the facility. Contractor facility must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and/or Federal requirements concerning licensing and health/occupancy codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and for all annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. Safe Haven housing and supportive services for female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services. b. Pre-Award Inspection of the facility and on-site services conducted by VA contract inspection team. This team is made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Pre-award inspection will be completed within 30 days of proposal submission. Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection. c. Complete the abatement of all inspection corrective action(s) and pass VA inspection. To be completed within 30 days of pre-award inspection. d. Identify all staff required per the SOW, have them in place and available to provide full range of case management and services to Veterans. To be completed within 30 days of contract award. e. Work will be performed at the Contractor s facility within the geographic limitations outlined above. Government furnished workspace will not be provided for this effort. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense. The Contractor will be required to attend frequent meetings and planning sessions at VA throughout the term of the contract. f. The Contractor shall not commence performance under this contract until the Contracting Officer has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived. *Per QASP Task 5-7 Veteran Safety, observations and reviews of all treatment records will be conducted in conjunction with the annual inspection. 4. GUIDELINES FOR SERVICES: An institution licensed by the state to provide, on a regular basis, housing and supportive services to Veterans who are homeless or staying in a habitation unfit for human habitation. 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. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. The Contractor must communicate policies and procedures to Veterans both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, in the form of a written Veteran handbook that is verbally reviewed by the assigned case manager with the Veteran. All updates to any policies and procedures must be reviewed with Veterans with 7 days of revision. This communication must be documented in the Veteran s client record. 5. BASIC SERVICES. The Contractor shall furnish each Veteran referred for care under this contract the following basic services: a. ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.) Meals to include at least three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans satisfaction with meals and the actual consumption of food offered in determining the Contractor s success in meeting this requirement during annual facility inspection or at any point during the contract period. *Per the QASP Task 2, beds will be made available in a ready state and will be observed through monthly reports from the contractor. b. LAUNDRY FACILITIES: On-site laundry facilities and supplies for Veterans to do their own laundry or to have laundry done. c. INTERNET AND COMPUTER ACCESS: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. Facility shall provide hardware (computer(s), printer, etc.) to be utilized. Veterans enrolled at the local community college or taking online courses, should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any parental controls they deem essential. d. ENVIRONMENT OF CARE SERVICES: The Contractor must provide a clean and comfortable environment of care that is structurally sound facility; does not pose any threat to the health and safety of the occupants and protects them from the elements. The facility entries and exit locations are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; every room or space will have natural or mechanical ventilation; be free of pollutants in the air at levels that threaten the health of Veterans; provide a water supply free from contamination; has sufficient sanitary facilities in proper operational condition, allowed to be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. Facility must have adequate heating and or cooling mechanisms that are in proper operating condition; adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of Veterans; provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire. All housing and equipment will be maintained in a sanitary manner free from pests, insects and vermin and will provide a warm, welcoming, and respectful atmosphere through lighting and décor. Contractor ensures that furniture is well maintained and comfortable. It is the Contractor s responsibility to maintain a clean and comfortable environment that meets these conditions. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. *Per QASP Task 3, an annual inspection and facility review will be conducted prior to exercising the option year. Any recommendations or discrepancies will need to be resolved prior to the exercise of the option year. e. ON-SITE OFFICE SPACE FOR VA LIAISON: The Contractor must provide designated onsite furnished office space to a VA Liaison from VA. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. This space can additionally be used by community providers and other VA staff involved in Veteran care, when appropriate to Veteran s treatment plan. f. TRANSPORTATION: The Contractor will ensure that transportation is available for Veterans to attend medical/mental health appointments, search for transitional or permanent housing and address other care needs. This can be done through provision of bus passes, utilization of cab services or CERS provider facility transportation. These costs will be considered part of the basic services provided. If adequate public transportation is not available or appropriate for a Veteran, the Contractor shall provide round-trip transportation to and from the Manchester VAMC at least once per day for all normally operating business days (Monday through Friday), excluding Holidays. In addition, the Contractor will provide transportation for Veterans who are in need of assistance in getting to the Contracted Emergency Residential Service Program for their initial intake and placement into the program. 6. ADDITIONAL CONTRACT REQUIREMENTS: a. The Contractor shall comply with the VA patient s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The Contractor is responsible for maintaining Veterans privacy and confidentiality and must have systems in place that protect Veteran s personal identifying information and protected health information. This includes but is not limited to the following: having adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect clients case records and other documentation; conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions; ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract. b. The CERS Contractor shall have the ability to accommodate immediate admissions 24 hours per day, seven (7) days per week. These admissions will be coordinated through the local medical center. After-hours admissions will follow the VA s Standard Operating Procedure, a copy of which is attached to this solicitation regarding after hours admissions. All admissions must have concurrence of VA. Within 48 business hours, VA clinical staff will meet with newly admitted individual for initial VA assessment. If glaring safety issues arise before assessment, decision to exit individual based on safety concerns will be deferred to contract agency staff. VA staff have right of approval/disapproval for payment for non-approved admissions and non-verified Veterans. c. SUPPORTIVE SERVICES: The Contractor shall provide, at minimum, the following supportive services to Veterans in the program: (1) Engagement of the Veteran in the service planning process. The VA will conduct psychosocial assessments to identify treatment needs which affect the Veterans adjustment to their environment and establish treatment goals. The Contractor will cooperate in the development of assessments and counseling strategies to include crisis intervention to address Veteran s behaviors, as needed. The VA and Contractor will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. (2) The VA and Contractor will collaboratively assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans readjustment challenges in the community. As a collaborative team the VA and Contractor will establish and maintain a therapeutic relationship with the Veteran, staff, and community programs/agencies, and are responsible for collaborating on treatment goals and plans that address identified needs, stressors and problems. (3) Psychosocial assessments and treatment planning will include goals for clinical treatment. The VA and Contractor document psychosocial services and document the overall effectiveness of the services provided. Specifically, the VA and Contractor will collaboratively: (a.) Develop a Treatment Plan with the Veteran consistent with CERS program goals; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 90 days of admission to the HCHV Contract Residential Care facility without a planned reason for extension. The housing placement planning must take into account all appropriate and available community-based housing options as well as the Veteran s preferences regarding location and housing type. The plan should also be focused on getting the Veteran(s) to accept services that will allow attainment of transitional or permanent housing. (b.) Review the Treatment Plan a minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. (c.) Make changes in plans in consultation with the Veteran. (d.) Screen each Veteran for suicidal and homicidal risk as necessary. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will focus on immediate safety for the Veteran and CERS Contract staff. The Contractor will follow its established policies and protocols for managing crisis situations. The Contractor will provide said policies and protocols to the VA at the outset of the contract and upon any modification to the policies and protocols. The Contractor will contact the VA and inform of the incident immediately upon safe to do so. (e.) Coordinate monthly case conferences regarding updates and changes in Veterans care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans needs. Case conferencing may be done in person or by telephonic conference calls as determined by VA staff. (f.) Obtain a signed Release of Information from the Veteran for verbal and written communication during the Veteran s length of stay. Obtain relevant Releases of Information to communicate and coordinate Veterans treatment with other community-based service providers, as needed. (g.) Assist Veterans in completing housing applications and other benefits paperwork; e.g. Department of Veterans Affairs Compensation and Pension, Service Connection, Social Security forms; as needed. Contractor will assist Veterans in obtaining the needed documentation required for completing applications including but not limited to, birth certificates, driver s license, income verification and any additional information required by housing resources and potential income supports. (4) Contractor will provide transportation for Veterans to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. (5) Contractor will provide transportation to the Manchester VA Monday through Friday as needed for appointments. (6) The Contractor will provide the following onsite therapeutic and rehabilitative services: Health and personal hygiene maintenance; Supportive social services, in collaboration with the VA and other involved community resources. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning; Support for an alcohol and/or drug-free lifestyle; Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships; and Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc. The Contractor will support an alcohol and/or drug-free lifestyle by training its staff in the appropriate use of a breathalyzer and to be aware of the signs and symptoms of substance use. (7) The Contractor shall immediately augment therapeutic and rehabilitative services through onsite service or will provide transportation for Veterans to receive services such as: structured groups and activities to promote social skills building and healthy lifestyles; groups will be offered but are not mandatory. Groups may include emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA Liaison or community resources as appropriate to support the goal of obtaining and maintaining permanent housing. d. Contractor immediately notify VA through the VA Liaison at VA of any negative incident occurring with a Veteran upon being informed or made aware of the incident. Contractor will complete a written incident report within 24 hours of notification. Incidents include but are not limited to: death; fire; drug/police raid; suicide/suicide attempt; 911 call (police/fire dept./paramedics/other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events. [See Incident Report Form in Reference section.] *Per QASP Task 5 Veteran Safety, observations and reviews of all treatment records will be conducted in conjunction with the annual inspection. e. In the event a Veteran residing in HCHV Contract Residential housing under this contract dies, the Contractor shall promptly notify the VA Liaison authorizing admission and immediately assemble, inventory using established protocol, and safeguard the Veteran s personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of 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 Veterans unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition has been made, they will be immediately forwarded to the VA Liaison. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition. 7. STAFFING AND TRAINING: The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the facility. There must be, as a minimum, at least one (1) administrative staff member or designee of equivalent professional capability, on duty on the premises and available for emergencies 24 hours a day, seven (7) days a week. The Contractor shall assign to this contract personnel that, by education and training, and when required, certification or licensure, are qualified to provide the services required by this SOW. The Contractor must identify each person functioning as Key Personnel under this contract and provide the VA a description of the services to be provided by such a person, together with a resume summarizing the person s relevant skills and experience. During the first 90 calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 calendar days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer at least 15 calendar days before the substitution is to occur. As a minimum: One (1) full-time supervisor/clinical director with a minimum of a Master s Degree in Social Work or a related discipline, responsible for the overall functioning of the program including assurance that all policies and procedures are being followed, coordination of weekly staff meetings, management of CERS provider staff and be available by phone 24 hours daily, seven (7) days a week. One (1) Full-time employee with a minimum of a bachelor level education in social work or other human services related field. Staff on duty must remain awake and available to interact with veterans during their work tour, whether during the day or at night. There should always be one (1) staff member, as a minimum, on duty at any time. d. The Contractor shall provide an initial organizational chart, identifying personnel, their position, and area(s) of responsibility to the Contracting Officer prior to contract award. Any certifications or licensure required will be made available upon request. The Contracting Officer shall notify the Contractor within 15 calendar days after receipt of required information if the VA refuses to accept assigned contract personnel. The Contractor shall be responsible for updating the organization chart as changes in staff occur. The VA reserves the right to refuse or revoke acceptance of personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes Veteran care or interferes with regular and ordinary operation of the facility. e. The Contractor must have a contingency plan to address the replacement or substitution for personnel that leave the Contractor's employment or are unable to provide performance in accordance with the terms and conditions of the resulting contract. f. Contractor staff must maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and caring. g. Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries. *Per QASP Task 1 Clinical Information Return; clinical monitoring and chart reviews will occur in conjunction with the annual inspection. *Per QASP Task 4 Quality Care, an annual inspection and facility review will be conducted prior to exercising the option year to observe training records to determine staff qualifications. *Per QASP Task 8 Veteran Satisfaction, an annual roll-up report that includes qualitative statements from Veterans will be reviewed in conjunction with the annual inspection. 8. ADMISSIONS, LENGTH OF STAY AND DISCHARGES a. Rapidly stabilize Veterans medical, mental health, substance abuse and other psychosocial problems by expediting placement of these Veterans into safe, supportive emergency housing is expected of this con...