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COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEM GENERAL INFORMATION Document Type: Combined Synopsis/Solicitation Posted Date: 02/05/2021 Response Date: 03/08/2021 10:00 AM CT Product or Service Co... COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEM GENERAL INFORMATION Document Type: Combined Synopsis/Solicitation Posted Date: 02/05/2021 Response Date: 03/08/2021 10:00 AM CT Product or Service Code: G099 Social -Other Set Aside: N/A NAICS Code: 624221 Temporary Housing Small Business Size Standard: $12 M Period of Performance: 4/1/2021- 9/30/2025 Contracting Office Address Network Contracting Office 9 ATTN: Diane Ziegler Department of Veterans Affairs Contracting Office, 4th floor 1639 Medical Center Parkway Murfreesboro, TN 37129 DESCRIPTION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is a request for quotations (RFQ). This solicitation document incorporates clauses and provisions that are in effect through Federal Acquisition Circular (FAC) 2021-04 (JAN 2021). This offer is not issued as a set aside and the associated North American Industry Classification System (NAICS) code 624221 - Temporary Shelters. The acquisition will be made pursuant to the authority in FAR Part 13, Simplified Acquisition Procedures. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the FAR and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.acquisition.gov/far/ (FAR) and http://www.va.gov/oal/library/vaar/ (VAAR). PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1830 EA __________________ __________________ Contract beds temporary housing (10 daily) Base Period: 04/01/2021 through 09/30/2021 1001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 1: 10/01/2021 through 09/30/2022 2001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 2: 10/01/2022 through 09/30/2023 3001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 3: 10/01/2023 through 09/30/2024 4001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 4: 010/01/2024 through 09/30/2025 GRAND TOTAL __________________ Transitional Housing Requirement for Louisville VAMC STATEMENT OF WORK Furnish emergency housing for the beneficiaries of the Department of Veterans Affairs Robley Rex Medical Center near the location of Veterans Administration Medical Center (VAMC), 800 Zorn Avenue, Louisville, KY 40206. Provide safe housing, food, and basic living skills to homeless veterans. PURPOSE: The Department Affairs Medical Center in ("VA") requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. 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 services to meet the needs of those Veterans. BACKGROUND: Through the HCHV program, the 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 this requirement is to provide care and rehabilitative services to veterans suffering from mental illness, substance use disorders, and/or physical disabilities, who are homeless, in a community-based treatment facility(ies) offering a safe and secure environment that supports their rehabilitation goals. The Contractor shall be required to provide daily living skills training so veterans can be more independent. The contractor facilities are to provide transitional housing including services on an all-inclusive rate and must be located within a 10-mile radius of the Robley Rex VAMC and 0.3 miles of a Transit Authority of River City (TARC) bus stop. The contractor shall furnish services to beneficiaries from whom such care is specifically authorized by the Contracting Officer s Representative (COR) at VAMC, Louisville, KY. It is understood that the type of Veterans to be cared for under this contract shall normally require care and services over and above the level of room and board. Homeless Veterans may have ongoing mental illness, substance abuse issues, and medical issues. The facility shall not be used for detoxification or other hospital level treatment. The Facility must be Americans with Disabilities Act (ADA) compliant for at least 6 residents. REQUIREMENTS The contractor shall furnish each Veteran authorized care under this contract with the following basic services: Room and Board, adequate size room to include a bed, pillow, and other furnishings such as a dresser, storage, and linen for the bed, (towels, pillowcases and bed sheets). Food for three (3) nutritionally adequate meals a day, 7 days a week as well as nutritious snacks between meals and bedtime 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 patients. Many of these Veterans are either undernourished or have developed poor eating habits or both, often due to chronic psychiatric disorder and/or substance abuse behaviors. (The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the Veterans' satisfaction with meals and the actual consumption of food offered.) Further clarification on nutritious and appropriate snacks and meals can be found on the Nutritional References attachment. During shopping trips purchasing snacks such as fresh fruit like apples, pears, bananas; yogurt, granola bars, vegetables, peanut butter, and nuts. For definition of nutritionally adequate & guidance on amounts of each food group per Veteran provided, see MyPlate at http://www.choosemyplate.gov/. Access to a refrigerator and microwave. Access to a computer for job searches, creating resumes, and checking emails. Contractor shall develop a receipt of food provided to the veterans and have it signed upon delivery by one resident, with a basic list of what was provided. Laundry facilities for residents to do their own laundry or to have laundry done, which shall include laundry detergent and dryer sheets. The number of beds required is a minimum of 4 and up to 20 at any given time. The contractor shall have at least 10 available beds. Contractor shall be able to house female veterans and families. Female veterans must be housed separately from male veterans. Rehabilitative Services determined to be needed by the individual Veteran in a treatment plan developed by VA HCHV caseworker, contractor, and veteran. Services, which the contractor must be able to furnish, include: Structured group activities and individual instruction, examples include social skills training, daily living skills, nutritional/cooking skills, and social activities, as appropriate. See PROGRAMING section for details. Every other week collaboration with VA program staff to include supportive psychosocial services and review of treatment. Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident's rehabilitative potential. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models. A program that promotes community interaction. New residents shall be provided upon admission with an orientation to the facility. Orientation shall include: Showing veterans where laundry services are located, introduction to staff at facility, phone numbers for information if staff are not available and number for program manager, requirements of program (e.g. no alcohol on grounds, no violence, no threats, etc.), how veteran gets food, supplies, bedding and towels as well as discussion of treatment services. Develop clear rules regarding behavior of residents with an avenue to discuss any disputes. Contractor Residential Rules to be developed by contractor and reviewed and agreed on with VA staff. Ensure all house rules are in writing. Language must be in English and Spanish for explanations during orientation. Pest management plan with specification about documentation of treatment, prevention measures, and responsibilities of contractor to address this issue. The contractor shall provide treatment and discharge planning reflecting team assessment of health, social, and vocational needs and the involvement of the Veteran, the VA staff, and appropriate community resources in resolving problems and setting goals. PERSONNEL The contract facility must have a current occupancy permit or license required by the authority having jurisdiction. There shall be at least one paid staff member on duty 24 hours a day, 7 days week, including holidays, onsite. In residential treatment facilities there must be, at a minimum, an administrative staff member or designee of equivalent professional capability on call and available for emergencies 24 hours a day, 7 days a week. On call staff and residential staff shall complete and maintain First Aid/ Cardiopulmonary Resuscitation (CPR) certification, and shall complete training on crisis management, substance abuse, and mental health issues on a yearly basis. Background checks shall be completed and given to the Contracting Officer (CO) before staff provides services to veteran residents. During the first ninety (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 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 days before the substitution is to occur. The Contracting Officer will notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor's contingency plan. The Contractor's contingency plan to be utilized if personnel leave Contractor's employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor's offer. PROGRAMING Programing requirement: Contractor s staff shall offer at least 2-3 hours of programing every day during the work week (Monday Friday), non-holidays. Only one (1) session of the required programing each week can be recreational in nature, unless there is a National Holiday that week, and then there can be two (2). In addition, each resident shall get 45 minutes of individual time per week with staff. This individual time shall encompass training on food prep, getting a job, substance abuse, and budgeting based on the individualized treatment plan of the veteran. Week day and weekend staff are to assist veterans as needed to complete nutritious meals, maintaining a clean residence, and doing their laundry; giving only as much assistance as needed for veterans to complete these tasks. This can be part of their individual time with the veterans. Normal programing can be suspended during the following national holidays and appropriate social activities substituted instead: New Year's Day Martin Luther King Jr's Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Weekend staff shall provide recreational opportunities during the weekend and an opportunity to attend an Alcoholics Anonymous (AA) or Narcotics Anonymous (NA) meeting for residents that experience these issues. Staff is on site 24 hours, 7 days a week. In addition, there shall be someone available on call for veterans to contact 24 hours day, 7 days a week in emergencies. REFERRALS Personnel authorized to order service will make requests for service via telephone. The VA is responsible for determining eligibility of veterans prior to referral to the contractor for treatment. Orders, requests, or changes will only be made by the HCHV Clinical staff, or authorized party specified by the Chief of Mental Health. Under no circumstances will 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. A list of VA authorized ordering personnel will be made available upon award of the contract. VA employees may be added or deleted from the list during the term of the contract. The Contractor shall be notified to such changes as they occur. It is understood that the Contractor shall not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA Contracting Officer. ABSENCES AND CANCELLATION The contractor shall notify the authorizing VA of unauthorized absences of residents from the facility. Absences of the resident from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VA facility liaison. Should a Veteran 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 contract facility staff to return the veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout shall be an element of quality assurance review of this program. VA reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to be in the best interest of the VA or the Veteran. Length of stay (LOS) under this contract is dependent upon the needs of the Veteran as mutually determined by the Veteran, the residential treatment staff, and VA HCHV Treatment Staff. Maximum LOS shall not exceed 180 days per admission with a maximum of one admission per Fiscal Year (FY) without preapproval by VA. The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran shall be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be necessary for protection of life. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. The contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The contractor shall notify the VA case manager by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Administrator on Duty (AOD). The contractor shall provide the HCHV case manager and the COR with a copy of the incident report within 24 hours. The contractor shall maintain a copy of the incident report in the Veteran's case record. Management of incidents and incident reporting, medical and otherwise, shall be an element of quality assurance review of this program. CONDUCT 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 the Section 2 of Public Law 100-6; to verify quality of care for Veterans, to assure confidentiality of Veteran record information and to determine the completeness and accuracy of financial records. 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. The contractor shall comply with the principles listed in 38 Code of Federal Regulations (CFR) l 7.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR l 7.34a (copy available upon request). The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer's Representative will deal with issues raised concerning contractor personnel conduct. The Contracting Officer will be the final arbiter on questions of acceptability and in validating complaints The following acts are not permissible by staff, which provide services under this contract or while on facility premises: Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors' prescriptions which do not impair driver's driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability). Gambling in any form. Carrying of knives (blade length in excess of 2.5 inches), pistols, firearms or concealed weapons (including pepper spray and mace). Smoking in residence or while working with residents and other uses of tobacco while on duty. Resorting to physical violence to settle a dispute with a fellow employee, residents or the general public while on duty. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior. Use of loud, indecent or profane language and/or mean or threatening or obscene gestures toward residents or other employees. Stopping for personal business, including use or restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Engaging resident in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his dispatcher/supervisor via the radio system or cellular telephone. Soliciting or accepting tips from customer, companions or others at any time. Withholding food or supplies. TRANSPORTATION The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments, including giving each resident a monthly bus pass within 24 hours of entering the program. The Contractor shall help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car. FACILITY/SAFETY It is the responsibility of the Contractor to properly maintain its facilities and the VA will have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility shall: Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes. Be licensed under State or local authority. Where applicable, be accredited by the State. Be equipped with operational air conditioning /heating systems Assist veterans in maintaining cleanliness of space or a regular basis, at least once a week or as indicated. Supply to household dish soap, dishcloths or sponges, dish towels, window cleaner, general household cleaner, toilet cleaner, toilet brush, plunger, tub cleaner, and any other items to maintain cleanliness of household. Be equipped with first aid equipment and an evacuation plan in case of emergency. Have windows and doors that can be opened and closed in accordance with manufacturer standards. Provide basic furnishings like beds for each resident, dresser, lighting, living room seating for at least all residents in residence, drying rack, silverware, cups, refrigerator, stove, television, cooking utensils, dining room table with chairs. The contractor facility shall meet fire safety requirements, as follows: The building must meet the requirements of the applicable residential occupancy chapters of the current version of National Fire Protection Association (NFPA) 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency. Fire exit drills must be held at the frequency identified during the initial fire and life safety inspection. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. Plans for facility(ies) response to tornados and power outages shall be written and reviewed with staff upon hire and annually. A written policy regarding tobacco smoking in the facility shall be established and enforced. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101 and related codes. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. The annual inspection by a VA team will include a fire and safety inspection conducted at the facility. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible veterans will, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. POLICY The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the VA Medical Center Director or his designee, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered. In addition, the facility warrants that subcontracting shall not be resorted to as a means of circumventing this provision. It is agreed that the VA readily have access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of the VA will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the Veteran. Upon discharge or death of the Veteran, records on all VA beneficiaries shall be retained by the facility for a period of at least three years. The facility shall not accept food stamps or welfare from Veterans. The facility warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved. The contractor shall comply with the VA Patient's Bill of Rights as set forth in the Code of Federal Regulations, Section l 7.33a, Title 38 (copy is available upon request). The VA case manager/treatment teams, in collaboration with the existing community homeless care task force workers, will identify and refer all potential residents to the contractor. All Veterans will be homeless. Before referring any Veteran, the VA will provide the contracted agency with a signed Release of Information (ROI) from the Veteran as well as sharing any pertinent information regarding their needs. INITIAL INSPECTION AND ACCEPTANCE It is agreed that the Veterans Affairs will have right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the Veterans Affairs. Prior to the award of a contract (and annually during the contract term), a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, and an engineering service safety officer and any other subject matter experts determined necessary by the medical center or HCHV Coordinator will conduct a survey of the contractors facilities to be used to provide food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such times as deemed necessary by the VA. The contractor shall be advised of the finding of the inspection team. An initial contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within one (1) week shall be reported to the VA Contracting Officer. 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 discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate. MEDICAL RECORDS The Contractor shall provide health care to patients seeking such care from or through VA. As such, contractor is considered part of the Department health activity for purposes of the following statutes and the VA regulations implementing these statutes: The Privacy Act 5 United States Code (USC) 552a, and 38 USC 5701, 5705 and 7332. The Contractor and its employees may have access to VA patient medical records to the extent necessary for the contract or to perform this contract. Notwithstanding any other provision of this contract, contractor and its employees may disclose patient treatment records only pursuant to explicit disclosure authority from VA. Contractor and its employees are subject to the penalties and liabilities provided statutes and regulations for unauthorized disclosures of such records and their contents. Records created by the contractor in the course of treating VA patients under this agreement are the property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal law and regulation. Upon the explanation of this contract or termination of the contract, the contractor shall promptly provide the VA with the individually identified VA patient treatment records. Case records shall be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part 2) and the confidentiality of certain medical records (38 USC 7332). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards shall be made available on a need to know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the veterans concerned. The Certification & Accreditation of contractor systems requirements do not apply and a Security Accreditation Package is not required. The contractor is required to receive from Veterans Health Administration (VHA) or obtain from the Veteran an authorization for the use and disclosure of protected health information PERFORMANCE STANDARDS The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Government will use the standards below to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL). RECORDS Any documentation related to VA sensitive information shall be kept in a locked cabinet in a secure area. INVOICES The Contract Number and Purchase Order Number shall be on the invoice. Contractor payment inquiries shall be made by contacting the Austin Financial Services Center (FSC) at 877-353-9791. The contractor shall submit their invoices electronically via the use of OB-10. TRAINING REQUIREMENTS All staff and administrators of veterans residential program shall complete and document the following training: Crisis Management 4 hours a year, first training to be completed before commencement of services. American Red Cross First Aid and CPR certification completed within 2 months of hire. Maintain certification. Mental Health 8 hours a year Substance Abuse 8 hours a year Security Training (*) See following Privacy Training (**) See following *All Contractor employees and subcontractors under the contract are required to complete the VA's On-line Security Awareness Training Course and the Privacy Awareness Training Course prior to commencement of services and annually. Contractors must provide signed certifications of completion to the VA CO during each year of the contract. This requirement is in addition to any other training that may be required of the Contractor and subcontractor(s). **Privacy Training: Contractor and their su...