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DEPARTMENT OF VETERANS AFFAIRS - NETWORK CONTRACTING OFFICE (NCO 7) Â Description: THIS IS A SOURCES SOUGHT NOTICE ONLY. The sole purpose of this notice is to obtain information on Small Businesses in... DEPARTMENT OF VETERANS AFFAIRS - NETWORK CONTRACTING OFFICE (NCO 7) Â Description: THIS IS A SOURCES SOUGHT NOTICE ONLY. The sole purpose of this notice is to obtain information on Small Businesses interest, capabilities and qualifications to determine if a VOSB or SDVOSB or SB set-aside is appropriate. Proposals are NOT being requested or accepted at this time. A Safe Haven Model is a 24-hour/7-days-a-week community-based early recovery model of supportive housing that serves hard-to-reach, hard-to-engage homeless individuals with severe mental illness and substance use disorders. The program places no treatment participation demands on residents but expects them to transition from unsafe and unstable street life to permanent housing and re-engage with treatment services. In July 2010, under the leadership and direction of the VA National Center on Homelessness Among Veterans, the National Homeless Program Office funded four Safe Haven model development projects to develop and implement a model that could be replicated throughout the VA, broadening the agency s homeless continuum of care. The Veterans Affairs Medical Center (VAMC) anticipates award of a basic ordering agreement, based on the contents of this solicitation. PLACE OF PERFORMANCE: On the basis of needs assessment VAMC is looking for Safe Haven site in the Central Alabama Veteran Healthcare System (CAVHCS) within 15-20 miles of Montgomery, AL VA facility at 215 Perry Hill Road. PURPOSE. The purpose of this contract is for Central Alabama Veteran Healthcare Systems CAVHCS Medical Center (VA) to engage a community provider(s) (Contractor) who will provide Safe Haven housing program to Veterans along with services consistent with Health Care for Homeless Veterans (HCHV) program objectives and Safe Haven Model (see below). The goal of this contract is to remove homeless Veterans from the street or places unfit for human habitation and place them in community-based, residential environments. These residences must have sufficient services to meet the needs of the Veterans served. The contract will be for the period of July 27, 2021 November 26, 2021. BACKGROUND. Ending homelessness among Veterans by 2015 is a national priority. The goal and plan for achieving it were introduced by the Department of Veterans Affairs Secretary Eric Shinseki in November 2009 at the National Summit on Ending Veterans Homelessness. In June 2010, the U.S. Interagency Council on Homelessness (USICH) released Opening Doors: Federal Strategic Plan to Prevent and End Homelessness, which is fully aligned with this goal. There are three years remaining to achieve this goal. Safe Haven Model is one of evidence-based practices to help homeless attain safe and stable housing. The Department of Veterans Affairs (VA) 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 intent of this Statement of Work (SOW) is for VAMC to engage community provider(s) to offer homeless Veterans services through a Safe Haven model of residential care. Through its HCHV program, CAVHCS provides case management and outreach services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. HCHV s goal is to engage homeless Veterans in treatment and place them in a safe and secure environment that supports their rehabilitation goals. CAVHCS s HCHV Program, an essential and critical part of VHA, is vital for providing a gateway to VA and community supportive services for eligible Veterans who are homeless. The HCHV Contract Residential Program for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable and at-risk homeless Veterans. Ensuring that Veterans can be placed in community-based programs which provide quality housing and services that meet the needs of this special population is a particular focus of the HCHV program. Recent national trends in service provision for the homeless outside of the VA system include the utilization of Safe Havens as an alternative to shelter care or as a placement post unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. A Safe Haven is a form of supportive housing that serves hard-to-reach homeless persons with severe mental illnesses and/or substance use disorders who are on the streets and have been unable or unwilling to participate in more traditional supportive services. VA is limited by current grant authorities and existing program structures and practices and cannot fund harm-reduction treatment models. VA has been unable to provide the types of services focused on shelter diversion and early stabilization in community-based environments. CONTRACTOR RESPONSIBILITIES TASKS AND ASSOCIATED DELIVERABLES The Contractor will admit Veterans to residential beds as agreed upon admission dates between Contractor and CAVHCS Liaison. Safe Haven will provide case management services utilizing the Recovery Model incorporating, motivational interviewing, harm reduction, and critical time intervention case management to target hard-to-reach, hard-to-engage homeless individuals with severe mental illness and substance use disorders. Hours of Operation: Safe Haven is a transitional Housing program open 24 hours, 7 days a week. Safe Haven Design: The Safe Haven must comply with all SHP requirements in addition to specific Safe Haven requirements: Must serve hard-to-reach homeless persons with severe mental illnesses who are on the streets and have been unable or unwilling to participate in supportive services Must allow 24-hour residence for an unspecified duration Must have private or semi-private accommodations Must limit overnight occupancy to no more than 12 persons May include a drop-in center as part of outreach activities; and Is a low demand facility where participants have access to needed services, but are not required to utilize them Specific tasks are as follows: Task 1: Housing Available for Rapid Placement Contractor will be responsible for identifying sufficient residential capacity to place Veterans in safe, community-based residences. Identification of suitable residential placement must require: a) Sufficient personnel to assure security; b) Staffing available 24 hours a day, 7 days per week. Requirements and rates will be evaluated based on geographic location and types of services provided by the Contractor (Contractor will provide services in their specific coverage areas); c) Access to 3 healthy meals per day; d) Available laundry facilities; e) The ability to place a Veteran on the same day of a referral from HCHV staff. f) Before referring/admitting any patient, the VAMC shall have provided the contracted agency with a CAVHCS, approved, signed Release of Information (ROI) from the Veteran patient as well as that Veteran s clinical assessment, physical and laboratory studies, and confirmation of chronic mental illness by a VA staff. g) Contractor shall be responsible for planning and coordinating all activities associated with providing safe and appropriate residential care. This includes, but is not limited to, the elements described in this Task 1. Unless specifically excluded in this contract, the per diem rate established will include the services listed in the document and will also include all services normally provided other patients by the facility without extra charge. Program characteristics: The Low Demand/Safe Haven Model: Targets chronically homeless with mental illness and substance use problems Targets Veterans who have failed in traditional programs Does not require sobriety or compliance with MH TX as a condition of admission Does not require sobriety or compliance with MH TX as a condition of continued stay Demands are kept to a minimum Environment of care is non-intrusive as possible Rules focus on staff and resident safety: No dealing or use of illicit drugs in the facility No buying or selling of alcohol or drugs in the facility No sexual activity between residents No violence or threats of violence House Rules and Expectations: Rules are kept to a minimum Simple and easily understood Focus on safety of residents and staff Infractions are used to engage residents Demands are Minimal But Expectations Are High: Focus on Keeping the Resident Stably Housed Carries the expectation that veterans and their families will transition to permanent housing Privacy (private room) is desired by both residents and staff Fully occupied 80% of time Admission Practices: -Staff assist residents with admission forms -Facility allowed trial visits to see if there is a good fit Admission Criteria: -Will not accept unless truly homeless -Target dually diagnosed chronic homeless -Targets those who cannot or will not be served by other homeless programs Services Available to Residents: -Case Management Services -Mental Health and Substance Abuse Treatment -Vocational Services Daily Life: -Opportunities available for residents to participate in program governance -Senior residents provide mentoring and positive support to new residents -Facility provided programs of general interest (personal development programs, team socialization and team building classes) -Facility provided incentives for doing daily chores Task 2 Deliverables: Contractor will provide an accommodation for 25 homeless veterans. CAVHCS will be responsible for per diem payment for each admitted veteran but not less than four per diem beds at a time. Contractor is responsible for providing VA a written description of room size, location, and condition of the available residential beds. Schematic drawings and photographs should be provided if available. Central Alabama Veterans Health Care System will arrange a Site visit before award and periodically to assure that the housing available for placement meets VA standards and regulations. Task 3: Delivery of Support Services Contractor must show documentation and provide supportive services to Veterans that will assist the Veterans during their contract residential stay (See Program Characteristics in Task 1). These services will continue throughout their authorized stay, generally not to exceed six months. The Contractor will determine therapeutic and recovery services needed by the Veteran resident in a plan developed by the Contractor with consultation by the Veteran resident and appropriate VA staff. The evaluation factors that must be addressed by Contractor for delivery of supportive services are listed below: a) Ability to provide structured group activities as appropriate examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate. Any self-governing veterans community organization is a high priority; b)Ability to collaborate with VA program staff on an ongoing basis. c) Contractor must ensure individual counseling is being provided as needed (either through direct service or referral): d) Ability to provide assistance with health education and personal hygiene, as appropriate. e). Ability to monitor medications; f). Ability to provide supportive social services, in collaboration with the HCHV program; g). Ability to support for an alcohol and drug free lifestyle h). Ability to provide assistance with linkages to transportation resources; i). The ability to assess and respond to a Veteran in crisis and make appropriate referrals for assistance; j). The ability and willingness to provide services to Veterans with previous history of criminal offenses; k). The capability (or plans) to provide services for males, females and couples without children. with the understanding that only the housing of Veterans will be reimbursed for services. l) The facility must be located within 15 miles of Central Alabama Veterans Health Care System, including CBOC, Clinic, East or West Campus. m). The facility must be located within 15 miles of a Medical Center with 24 hour Emergency Room services. n). The contractor s experience must include at least one year of successful operation of a Safe Haven for Homeless Veterans. Task 4 Deliverables: Contractor will provide a detailed staffing and service plan. Task 5: Status Reports Contractor shall be responsible for billing the invoice that identifies contract number, purchase order number, Veterans by name, dates of service and contracted daily fee. Contractors must maintain their own records related to program performance that may be reviewed as part of the performance quality monitoring system (attached is the Contract Housing Review Form). Performance will be based on the Contract. Task 6 Deliverables: a) The Contractor shall make available to the VA, documentation deemed necessary by the VA to conduct: 1) Quarterly quality assurance audits. 2) Utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6-32; to verify quality of patient care for Veterans, to assure confidentiality of care for Veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records. 3) 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. b) Provider will maintain a daily census. Provider will inform HCHV staff about discharge within 24 hours and provide any required discharge forms within 72 hours. c) Service and housing plans will be required to be completed with each Veteran placed in transitional housing within 1 week of admission. Safe Haven provider will encourage Veteran to work towards transitional or permanent housing within six months of admission. All extensions beyond six months will require approval of VA. d) Contractor will provide HCHV staff with regular reports on changes in Veteran s status, including all changes and observations concerning the Veteran s needs. Specifics: REFERRALS: A. Contracted facility personnel authorized by the CAVHCS to order service shall make requests for service via telephone. A faxed information sheet shall follow each telephone authorization as soon as possible after completion by Clinical Staff. B. Orders, requests, or changes shall only be made by the Clinical staff, or authorized party specified by the Chief, Mental Health Service. Under no circumstances shall there be any deviation of any other party. In addition, the Contractor shall make no deviation and is responsible for providing direction to its staff. C. A list of authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of CAVHCS. The Service Provider shall be notified to such changes as they occur. ABSENCES AND CANCELLATION: A. The contractor shall notify CAVHCS of absences from the facility. Absences of the patient from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VAMC coordinator. Should a patient referred to a residential treatment facility, absent himself/herself in an unauthorized manner, payment for services for that Veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contractor facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout will be an element of quality assurance review of this program. B. It is understood that Veteran may be provided facility care at the contracted amount for a period not to exceed that of the stated length of treatment plan contracted (generally six months), unless an extension of the authorization is provided in writing by the CAVHCS. C. CAVHCS reserves the right to remove any or all patients from the facility at any time without additional cost, when it is determined to be in the best interest of the CAVHCS or the patient. CONDUCT A. The contractor shall make available to CAVHCS documentary information, such as data requests from the Northeast Program Evaluation Center (NEPEC), and any other information deemed necessary by the CAVHCS to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; to verify quality of patient care for veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records. B. The contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of resident and appropriate community resources in resolving problems and setting goals. C. 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. D. The contractor shall notify CAVHCS immediately when a medical emergency occurs that requires hospitalization of a patient receiving care at VA expense. It is agreed that the Veteran will be readmitted to the appropriate VA facility. When such readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided the CAVHCS authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that readmission to the CAVHCS will be accomplished promptly. E. The contractor shall notify the CAVHCS through Safe Haven staff of any high risk situation including veterans with suicidal and/or homicidal threats or ideation, episodes of physical or sexual violence, sexual activities, safety concerns, drug activities so that appropriate coordination of care can be facilitated. COMPLAINTS HANDLING: The Liaison/Contracting Officer s Representative (COR) shall monitor the service provided. Contractor shall cooperate with the Liaison/COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the Liaison/COR. All complaints received by the Liaison/COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the Liaison/COR within five (5) working days after receipt by the Contractor. D. DELIVERABLE TIMETABLE. Deliverables Due Dates Task 1 Deliverables (Housing Available for Rapid Placement) Within 1 day of VA issuance of contract award. Task 3 Deliverables (Delivery of Support Services) Beginning within 1 day of VA issuance of the contract award. Task 5 Deliverables (Status Reports) Every month beginning one month from contract award. Quarterly Survey E. TRAVEL: The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If HCHV staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or bus. Â The information obtained through this notice will be utilized exclusively as market research for acquisition planning purposes for the future solicitation of a Firm-Fixed Price (FFP) Contract for Medical Sharing Services. All work to be performed will be within North American Industry Classification System (NAICS) Code or 624221 Temporary Shelters, with a Small Business Size Standard of $12M. Â In order to be eligible to respond as an SDVOSB or VOSB, a firm must be Center for Veterans Enterprise (CVE) registered in VetBiz. Registration may be accomplished at http://www.vip.vetbiz.gov. Â An active registration in System for Awardee Management (SAM) is also required. Registration is available at www.sam.gov. Â Responses to this sources sought notice MUST contain the following information: (1) Company name and address, point of contact with phone number, and DUNS number; (2) Documentation that clearly demonstrates the firm s capability of Half Way Housing services with specific relevance to the description of the requirement indicated above (including references with current point of contact and phone number); (3) Proof of registration in the VA Vet Biz website. Responses to this notice must be made via e-mail to Tanjia.Dotson@va.gov. Responses may be submitted as attachments, or contained in the body of the e-mail, and must be clearly marked SOURCES SOUGHT RESPONSE Temporary Housing Services for the Central Alabama VA Health Care System" in the subject line and document header. Â The deadline to respond is November 10, 2021, at 5:00 pm (EST). Â As a reminder this is a Sources Sought announcement only, evaluation letters will be not be issued to any respondent, nor will the Government be required to pay for any costs incurred for responses submitted.