Inactive

SUBJECT: Transitional Housing DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other... SUBJECT: Transitional Housing DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. SUBJECT: The Department of Veterans Affairs is conducting market research in order to provide Transitional Housing for Clarksburg, WV VA Medical Centers. The government anticipates awarding a Firm Fixed Price single award contract that will provide the support services listed within the below attachment. OBJECTIVE: See work statement below. RESPONSE INSTRUCTIONS: Name and Address of Company Any small business designation as certified by the Small Business Administration A through description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Robyn Akins to robyn.akins@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to robyn.akins@va.gov no later than 10:00 am EST on 2/7/2020 WORK STATEMENT The contractor shall furnish services to beneficiaries for whom such care is specifically authorized by the Veterans Administration. It is understood that the type of Veterans to be cared for under this contract will require care and treatment services over and above the level of room and board. The contractor shall furnish each veteran authorized care under this contract with the following basic services: (1). Room and board. (2). Laundry facilities (free) for residents to do their own laundry and laundry detergent will be provided. (3). Therapeutic and Rehabilitative Services determined to be needed by the individual resident in a treatment plan developed by VA Homeless Coordinator and/or other appropriate VA staff. Services the contractor must be able to furnish include: Structured group activities as appropriate - examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate. Collaboration with the VA program staff, who will provide supportive/therapeutic social service. Case management services will be provided by the contractor to the veteran, to include assistance in gaining independent housing as well gainful employment (as appropriate). Structured weekly case management to include: accessing mainstream housing resources (Section 8 / Public Housing), connection to Supportive Services for Veterans and Families (SSVF) (if appropriate), application for mainstream benefits through local Department of Health and Human Resources (DHHR) (Food Stamps, Work Force WV, Medicaid), application and procurement of identification documentation (DD 214, birth certificate, social security card, divorce decrees, Veteran ID, as well as other pertinent documentation), proof of income, completion/review of a bi-weekly budget, review of work schedule, debit and saving account review, review of treatment plan goals, job contacts, and updates to be forwarded to VA Homeless Coordinator and/or appropriate VA Staff. Individual professional counseling, including counseling on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program or community resources. Assistance to develop responsible living patterns and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. Support for those seeking a substance-free lifestyle. At all times, a list should be readily available of community meetings as well as VA outpatient groups. Contractor will document admissions, case notes, and discharges on Homeless Management Information System (HMIS). Contractor will send exit forms to the VA Program Staff within 24 hours of discharge. Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided other residents by the facility without extra charge. The contractor shall employ sufficient professional staff and other personnel to carry out the policies and procedures of the program. There will be at a minimum, an employee on duty on the premises, or residing at the program and available for emergencies, 24 hours a day, 7 days a week. The contractor shall make available to the VA, documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by section 2 of Public Law 100-6; to verify quality of patient care for Veterans, to assure confidentiality of patient care for veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records. f. The contractor will collaborate with the VA program staff, who will conduct treatment and discharge planning reflecting team assessment of health, social and vocational needs and the involvement of residents' families and appropriate community resources in resolving problems and setting goals. g. 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. INSPECTION AND ACCEPTANCE It is agreed that the Veterans Administration will have the right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the Veterans Administration. Prior to the award of a contract a multidisciplinary VA team consisting of a Social Worker, Nurse, VA Police Officer, Dietitian, and an Engineering Service Safety Officer shall conduct a survey of the residential treatment/community health care center. Residential treatment centers to be utilized will be restricted to community-based facilities that provide food, shelter, and therapeutic services in a supportive environment. In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract as is required for an integrated primary site. Each of the community health care facilities identified in the complex as contract recipients, will also be subject to the requirements for contracting, safety and recordkeeping described in other parts of this document as applying to the residential treatment center The Safety Officer will inspect the facility for conformity to the current Life Safety Code and submit the findings to the chairperson of the team. The other members of the team will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following indicators: (1). General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. (2). The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. (3). The facility should be in a central location, with accessibility to public transportation, and near areas which provide employment. (4). Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example, individual professional counseling, physical activities, assistance with health and personal hygiene. (5). There is evidence of facility-community interaction. This may be demonstrated by the nature of scheduled activities, or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. (6). Staff behavior and interaction with residents convey an attitude of genuine concern and caring. (7). Three appetizing, nutritionally adequate meals are provided in a setting which encourages social interaction and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless chronically mentally ill Veterans. Many of these Veterans are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action and to notify the contracting officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. The VA shall monitor the contractor's program and inspect the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the VA contracting officer through the medical center Director. If corrections are not made to the satisfaction of the VA, the contracting officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer Veterans and terminate the contract. SPECIAL AGREEMENT REQUIRMENTS The contractor will notify the authorizing VA hospital immediately when a medical emergency occurs requiring hospitalization of any patient receiving care at VA expense. It is agreed that the veterans will be admitted to the nearest available VA facility. If hospitalization of a non-emergency nature is required , it is agreed that admission to a VA hospital will be accomplished consistent with VA eligibility criteria, as determined by Medical Administration Service. In the event a beneficiary receiving residential treatment center care under this contract dies, the residential treatment center will promptly notify the Veterans Administration office authorizing admission and immediately assemble, inventory, and safeguard the patient's personal effects. The funds, deposits, and effects left by Veterans Administration Veterans upon the premises of the residential treatment center shall be delivered by the residential treatment center to the person or persons entitled thereto under the laws currently governing the residential treatment center 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 of the funds and effects will be immediately forwarded to the Veterans Administration office. Should a deceased patient leave no will, heirs, or next of kin, his personal property and funds wherever located vests in and becomes the property of the United States in trust. In these cases the residential treatment center will forward an inventory of any such property and funds in its possession to the appropriate Veterans Administration office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the Veterans Administration concerning disposition. Absences of the patient from the residential treatment center in excess of 72 hours will not be reimbursable except with the prior approval of the COTR/Homeless Coordinator, or designee. Should a patient referred to a residential care facility, absent him/herself in an unauthorized manner, payment for services for that veteran to the contract facility would be continued for a maximum period of three days provided there is an active outreach attempt on the part of the contract facility staff to return the veteran to the residential care program and a strong likelihood that the patient will return. Management of program dropout will be an element of the quality assurance review of this program. Subsequent inspections of the residential treatment center must be made yearly by a multidisciplinary team including such hospital personal as the director considers necessary to assure that the facility provides quality care in a safe environment. As site visits are accomplished by VA program personnel, attention will be directed to the adequacy of veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the veteran's length of stay. e. The contractor shall maintain an individual clinical record on each veteran out placed under this contract. The contractor must comply with the requirements of the "Confidentiality of Certain Medical Records " (38 USC 4132), and the "Confidentiality of Alcohol and Drug Abuse Veterans Records" CFR, Part II) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the veterans concerned. In addition to reasons for referral, the clinical record maintained by the contract facility will include: (1). All essential identifying data relevant to the resident and his/her family, including a socio-culture vocational assessment. (2). Data relating to the resident's admission, to include the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode, and the anticipated length of stay, if known. (3). Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. Facility will maintain and annual update/review Medication Policy. Policy will be on hand and will be reviewed during annual re-inspections. Updated medication lists will be maintaining and updated quarterly. (4). Reports of periodic reevaluation by program staff, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of self-help skills. (5). Final summaries on each resident who leaves the program, to include a description of beneficial changes realized during the residential period, reasons-for leaving, the resident's future plans, and follow-up locator information. (6). Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the RTC for a period of at least three years following termination of care. (7). Any patient with non-compliance issues (medication, adherence to rules, following treatment plan goals, relapses and acting out behavior,) will be reported to the Homeless Coordinator or designee. l.38 U.S.C. 4132/42 CFR Part II are available for review at the Veterans Administration Medical Center, Medical Administration Service. INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS The VA case manager/treatment teams, in collaboration with the existing homeless coordinator, shall identify and refer all Veterans to the contractor. All Veterans will be homeless and CMI (including chronically mentally ill veterans whose psychiatric disorder is manifested by chronic alcohol or other drug abuse). Before referring any patient, the VA shall have provided the patient with a clinical assessment. All Veterans will be capable of self-preservation, and in an emergency situation, will have sufficient capacity to recognize physical danger, sufficient judgment to recognize when such danger requires immediate egress from the group residence, sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress. VA will initially authorize up to 6 months of care depending upon the needs of the patient as mutually determined by the patient, the case manager, the residential treatment staff. EVALUATION FACTORS FOR AWARDS AND TERMINATION The Government may make multiple awards for the services listed herein to those responsible offerors whose offers, conform to the factors below which are listed in their order of priority. One contract will be awarded for the Fairmont or Morgantown, WV area for 5 beds. The contracts will be awarded for 5 years. The Government has the option to terminate the contract of the awarded contract if the contract standards are not met listed in the Statement of Work. STANDARDS/LICENSES Both residential and ambulatory care facilities must conform to the standards of the Life Safety Code (National Fire Protection Association 4101) and conform to the fire and safety code imposed by the state law which adequately protects residents, and must meet all city, state, and Federal requirements concerning licensing and health codes. In all cases, the VA requires a level of safety which conforms to NFPA 4101 All contract facilities must be licensed under state or federal authority. A list of emergency personnel will be posted in dormitory areas to be utilized at which time an emergency may occur. LEVEL OF CARE A program of therapeutic and rehabilitative mental health services designed to promote a more adaptive level of psychosocial functioning. Supportive personal care. Individual adjustment services including social diversional, recreational, and spiritual opportunities. Motivation and education of Veterans to achieve and maintain independence in the activities of daily living and self-care. LOCATION/DATES OF SERVICE The goal of the Louis A. Johnson VA Medical Center is to award to a facility in Fairmont or Morgantown, WV to meet the need of the largest number of homeless veterans served by the Louis A. Johnson VA Medical Center. The contract will be awarded 1 Base Year (9/1/2020 8/31/2021) with 4 Option Years (9/1/2021-8/31/2022, 9/1/2022-8/31/2023, 9/1/2023-8/31/2024, 9/1/2024-8/31/2025). DIETETIC SERVICES At least three nutritious meals or their equivalent shall be served daily at regular times with not more than a 14 hour span between evening meal and breakfast of the following day. Between meal and bedtime snacks of nourishing quality shall be offered. There shall be evidence that food is prepared, served, and stored under sanitary conditions. Sanitary procedures shall be established a maintained for washing dishes, cleaning equipment and work areas, and for proper waste disposal