G004--2023 HCHV CERS Acquisition, KC, (VA-23-00006263)
SOURCES SOUGHT DISCLAIMER THIS IS NOT A SOLICITATION AND NO CONTRACTS SHALL BE AWARDED FROM THIS NOTICE. No reimbursement will be made for any costs associated with providing information in response t... SOURCES SOUGHT DISCLAIMER THIS IS NOT A SOLICITATION AND NO CONTRACTS SHALL BE AWARDED FROM THIS NOTICE. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requested. SDVOSB and VOSB respondents are encouraged to provide proof of verification in VIP. Consistent with Public Law 109-461 (38 U.S.C. 8127 and 8128), the VA shall award contracts based upon competition restricted to SDVOSBs or VOSBs when a contracting officer has a reasonable expectation, based on market research, that two or more firms listed as verified in Vendor Information Pages database are likely to submit offers and an award can be made at a fair and reasonable price that offers best value to the United States. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is an sources sought only. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS 624221. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. DESCRIPTION, SPECIFICATIONS AND REQUIREMENTS PURPOSE. The Department of Veterans Affairs Medical Center in Columbia, Missouri, 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 supportive services to meet their needs and ultimately facilitate the improvement of their housing situation. BACKGROUND. Through the HCHV program, VA provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from Contractors in Columbia/Boone County, Missouri, who can provide housing and supportive services to Homeless Veterans and/or their families in community-based Contracted Emergency Residential Services (CERS) facilities offering a safe and secure environment that supports their goals for recovery from homelessness. The Contractor will be required to provide a low-barrier therapeutic and rehabilitative milieu and attendant services targeting the underlying factors contributing to homelessness. The Contractor will not be required to provide detoxification or other hospital level treatment. SERVICES TO BE PROVIDED BASIC SERVICES: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care under this contract with the following basic services: ROOM AND BOARD: Room and Board shall be accessible to the Veteran seven (7) days a week and 24 hours per day. Accommodations will include a bed and other furnishings such as a dresser, storage locker or designated secured space, and personal linens (towels, pillows, blankets and bed sheets, etc.). The Contractor will allow Veteran to store personal belongings for at least 72 hours after formal HCHV discharge. At least three (3) nutritious meals will be provided seven days a week for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g., fruits, vegetables, protein sources, etc.), between meals and at bedtime for those requiring or desiring additional food, even when it is not medically indicated. There will not be more than a 14-hour span between evening meal and breakfast of the following day. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh, etc.). Food shall be prepared, served, and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning food preparation equipment and work areas, and disposing of waste. LAUNDRY FACILITIES: Laundry facilities and necessary detergent will be available free of charge and will be adequate for residents to do their own laundry or to have laundry done at a minimum of one time per week. THERAPEUTIC AND REHABILITATIVE SERVICES: Each Veteran will have an Individual Care Plan (ICP) completed by the Contractor with input from the Veteran and the VA HCHV Liaison (or Designee). Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide shall be detailed in the QASP and will include: Group Activities: Structured group activities, as appropriate, shall occur four (4) times per month examples include group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate. For the purposes of this contract House Meetings and VA Housing Resource Groups may not be counted as a structured group activity; rather, House Meetings and VA Housing Resource Groups should have a therapeutic value and facilitation shall be the responsibility of the Contractor. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflict with this requirement, alternate group activates will be arranged and/or the Contractor will clearly document efforts made to accommodate the Veteran. VA Coordination: Collaboration and coordination with VA program staff, as needed, will include coordination of supportive psychosocial services. Specifically, coordinated efforts must be made with the Liaison around meeting the Veteran s medical, mental health, admission and discharge needs. Case Management: A thorough written Individualized Care Plan (ICP) will be developed within 14 days of admission for each Veteran. This will include structured individual case management, to occur at minimum weekly, including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, the written care plan, and referral for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources. In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA HCHV Liaison, VA Mental Health Staff, and/or the contracted Case Manager. On a weekly basis the contracted Case Manager will be required to update the Liaison on Veteran progress and/or safety concerns for HSR Veterans. Contracted Case Manager will review the HSR Safety Plans with the Veteran on a bi-weekly basis. HSR Safety plan reviews and a copy of the Veteran s Safety Plan will be documented in the chart. All Veterans will be referred to VA for Primary Care and Mental Health appointments and Contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans ICP and reviewed by the VA HCHV Liaison at least monthly. All Contractors will provide proper documentation verifying services and case management efforts by all team members including but not limited to housing, benefit and employment specialists, and program management staff. It is expected that all notes will be written professionally in a format that utilizes the clear establishment of goals and documents progress towards those goals (e.g., SNAP, SOAP, or SMART notes). Staffing Ratio: Contractor will maintain a minimum staffing requirement ratio of one (1) Case Manager per 12 Veterans. Exceptions may be granted in writing by the VA. Staff is defined as a paid professional or para-professional and does not include interns. Permanent Housing Search: Programs are required to provide each Veteran with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for the Veteran s transition to permanent housing placements must be clearly reflected in each ICP and in weekly case management notes. As a core part of this plan, the Veteran s housing history and other psychosocial needs must be assessed within seven (7) days of program admission. Housing Assessments must include Veteran s housing history, and identify their strengths (i.e., positive prior rental history) and barriers (i.e., Unlawful Detainers). Should the Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques will be used to address Veteran ambivalence. All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. Examples of expected housing services include assisting Veterans with obtaining identification and other legal documents necessary for obtaining housing; referrals to housing programs for which Veterans are eligible; searching for affordable, appropriate housing; completing applications for housing and other resources; and accessing financial resources to assist with move-in expenses (e.g., rent and utility deposits). All housing efforts by Contractor shall be documented clearly and that documentation shall be presented to VA HCHV Liaison upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own meet the above requirements. Financial Planning: Referral to and follow up on all potential financial resources for which the Veteran may be eligible (e.g., SSI, SSDI, SNAP/food stamps, non-service-connected pension, etc.). Case Managers will document all structured activities that support Veteran in developing a short- and long-term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be addressed in group settings but should primarily occur during one-on-one case management services. Employment Services: Referral shall be made to all relevant employment opportunities for which the Veteran is eligible and interested. Case Managers will document all structured activities that support Veteran in applying for employment as appropriate, based on needs of Veteran as identified in the assessment. Recovery: Support for an alcohol/drug abuse-free lifestyle shall be provided in an environment conducive to social interaction and the fullest development of the Veteran s rehabilitative potential, as will assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models. The focus shall be on Harm Reduction, a key principle of a Housing First approach, rather than on abstinence. Results of drug/alcohol screening will be used for informational, safety, and treatment planning purposes only. Pursuant to these principles, drug testing will not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior and inform treatment. Occupancy: It is expected that Contractor beds will be maintained at an average minimum of an 85% occupancy rate but at a preferred rate of 100% as calculated based upon number of bed nights available per quarter, for beds allocated to be used for eligible Veterans. Outreach: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VA HCHV Homeless Programs Designee(s) at least one time per month. In addition, clear documentation for outreach activities must be made available to Liaison upon request during the QASP review. Contractors will maintain occupancy by engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community. Discharge Planning: Securing permanent housing will be the primary discharge goal for every Veteran. All Veterans must have a discharge plan within 14 days of admission which integrates items included in Paragraph 5 above. Compliance with all VA regulations regarding discharges and timeliness of reporting discharges is required by Contractor. Case Managers will provide assistance with discharge planning for every Veteran and report all discharges to the VA HCHV Liaison. Paperwork related to discharging a Veteran from any HCHV program is required via email or fax within one (1) business day from date discharge is known to Contractor. Housing needs will be assessed upon admission to HCHV and resources will be coordinated for discharge to a successful community placement throughout the duration of the Veteran s stay. A negative discharge for undesirable behavior is a committee decision that must include the VA HCHV Liaison prior to discharge. All Veterans scheduled for discharge based on behavior must meet with the treatment team and work with team to determine most therapeutic option for Veteran. This does not include violations for safety reasons or verbal abuse. Please note: Profanity does not in and of itself constitute abuse and shall not exclusively be considered grounds for discharge. Any and all actual or threatened violence will be grounds for discharge. Veterans may be discharged for safety reasons at any time. All negative discharges will be subject to a full team debriefing, including VA HCHV Liaison, to look for opportunities missed to intervene sooner. All discharges are subject to the Contractor s grievance procedures and must allow clients the opportunity to be represented by the Liaison in the grievance process. Reasonable efforts must be made to coordinate with the Liaison in order to schedule an appeal. Lastly, HCHV performance measures and requirements set forward in this solicitation must be met in order to receive the highest past performance rating. These include the following: HCHV1 (% Exits to Permanent Housing) 55% or higher HCHV2 (% Negative Exits) 20% or lower Bed Occupancy 90% based on number of bed nights available per quarter Length of Stay 60 days Grievance Procedures: Programs must have an internal grievance process that Veterans can use to resolve conflicts within the program. Programs must have written policies and procedures for resolving grievances, including a statement regarding the client s right to request reasonable accommodation, and must post them in a place that is conspicuous and accessible to clients. In addition, each client shall receive a copy of the grievance policies and procedures upon intake and upon receiving a warning or discharge notice. Intake Packets: All Veterans must receive an intake packet within three (3) business days which includes, at minimum, the following information: Description of the Contractor s services Grievance Policy Emergency Procedures Patient Rights and Reasonable Accommodation Extensions- All extensions beyond 60 days must be approved in writing by VA HCHV Liaison or Designee. Medication Management: Medications and narcotics shall be properly stored, controlled, issued, and recorded in compliance with physician s orders. Contractor shall establish procedures for ensuring Veterans confidentiality in the storage of and recordkeeping related to medications. Medication Assisted Treatment (MAT) cannot be used to rule out Veterans participation in an HCHV Program. This includes prescribed use of Vicodin, morphine, methadone oxygen, etc. Reasonable accommodation for individuals in MAT is required, provided the requested accommodation does not require major financial or administrative commitments that would be considered an undue burden to the Contractor. Examples of reasonable accommodations include: Arranging for the individual to take medication at their clinic, physician s office, or another off-site location when consistent with the individual s treatment plan. Storing an individual s MAT medication in a lock box in the program and having the individual be personally responsible for it. Arranging to have the housing facility keep MAT medications in a locked cabinet (copies of Inspection Packet requirements relating to medication management are available upon request). Timeliness of Response- Contractor is expected to have a dedicated on-call point of contact (e.g., individual phone number, other monitored telephone line) for VA inquiries and referrals. Return calls from the program are expected within four (4) hours during business hours Monday through Friday. This includes calls from VA Staff or the VA HCHV Liaison to the program. Critical Incident Reporting- All critical incidents will be reported within 24 hours, with a written report to be submitted to the Liaison within 72 hours. Critical incidents include the following: Falls Assault (on Veteran, other residents, or staff) Elderly/Dependent Adult Abuse or Neglect Sexual Assault Fire Medical/Mental Health Emergency (including 911 calls) Hospitalization Suicide or Suicide Attempt Homicide Death by other cause Infection Control (TB, COVID, etc.) Active Substance Use/Abuse Observation/Possession of Weapons DOCUMENTATION: The Contractor shall provide treatment and discharge planning reflecting a team assessment of Veteran s health, social, and vocational needs and the involvement of the Veteran, the VA staff, and appropriate community resources in resolving problems and setting goals. An individual case record will be created for each referred Veteran. Case records shall be maintained to ensure the confidentiality of each Veteran. Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will 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 Contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332). The files shall include: Reasons for referral. All essential identifying data relevant to the Veteran and his/her family including a biopsychosocial assessment, weekly progress reports or notes, and documentation of any case management interventions or patient care conferences. For sites who implement Medication Management/Monitoring: Copies of any medical prescriptions issued by physicians, including orders, if available, for medications to be taken. Contractor must be in compliance with HCHV inspection requirements. Case management notes written in a professional manner (i.e., SMART, SOAP, SNAP) will include the following: 1) A written and thorough Housing Needs Assessment, 2) Financial Plan, 3) Discharge Plan, and Individual Care Plan with attendant goals and documented activity indicating Veteran and Case Manager are actively working on identified goals. QASP Compliance Tool and all attendant supporting documentation demonstrating Contractor compliance with Contract. Final summaries on each resident who leaves the program, to include reasons for leaving, the resident s future plans, and follow-up locator information. Extension approval if relevant. Waivers as appropriate. RULES, POLICIES AND PROCEDURES: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. Such rules shall clearly inform Veterans of the obligations upon which their continued participation in the program depends and the consequences for non-compliance. Veterans will be provided a copy of the rules at intake and/or upon their request. In addition, Contractor will post the rules in a location readily accessible to clients and visitors. These rules must include a detailed description of Patient Rights and the procedures that the Contractor has in place to protect the Veteran s rights and dignity. Veterans must be permitted to exercise these rights without fear of reprisal. If requested, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by the Veterans physical or mental disabilities, in accordance with the Americans with Disabilities Act, the Federal Fair Housing Amendments Act, Section 504 of the Rehabilitation Act, including those requirements covering reasonable accommodations for disabilities and the use of assistance animals, and all other applicable State or Federal laws. Contractor must equally apply all rules, policies, and procedures to Veterans, unless a Veteran has asked for a reasonable accommodation due to his/her disability. PROCEDURES FOR NEGATIVE DISCHARGE OR SANCTION: Contractor must post rules in the Veterans Case Manager s Office and provide Veteran with the rules which specify the reasons for or conditions under which a Veteran may be sanctioned or discharged, including those behaviors which constitute gross misconduct and are grounds for immediate discharge from the program and those which would prompt a written warning if violated and potential discharge if violated repeatedly. Contractor will describe the formal appeal procedures through which clients may appeal program regulations, sanctions, or discharges. This information must be provided to clients in writing upon intake and must be clear and easily understandable by clients. The information about the negative discharge process will include: Immediate contact with VA HCHV Liaison. Timely due process provisions which should include two warning notices for violations which do not result in immediate discharge prior to issuance of a discharge notice and an opportunity for a case conference after warning is issued to the client. Notice of, and access to, formal appeal procedures. Notice of the conditions or process for re-admission to the program. Reasonable efforts to provide an appropriate referral to another facility or appropriate level of care as needed. This does not apply to Veterans who are discharged due to posing danger to self or others. ADDITIONAL CONTRACT REQUIREMENTS The C&A requirements do not apply and a Security Accreditation Package is not required. PERSONNEL: The Contractor will employ sufficient personnel to carry out the policies, contract responsibilities, and the program for the facility. Case management staff must have appropriate and commensurate coverage for staff using authorized and unauthorized leave (e.g., holidays, sick leave, family care, etc.). In addition, an administrative/clinical Designee will be available for consultation with VA HCHV Liaison for emergencies 24 hours a day, 7 days a week. The Contractor shall assign personnel that, by education, training and when required, certification or licensure, are qualified to provide the Basic Services and Supplemental Services required by this Statement of Work. Staff Training: Contractor will ensure at least one staff person is onsite at all times who has had training and orientation on the following topics. Staff shall receive and document annual at a minimum training on these subjects. CPR First Aid Crisis intervention Cultural sensitivity Sexual harassment Sensitivity to wider issues of homelessness Universal Precautions (disease transmission prevention) Child abuse/neglect reporting laws (if shelter provides services to children) Adult abuse/neglect reporting laws Harm Reduction philosophy Suicide Prevention Medication management State and Federal Fair Housing Law and ADA Requirements Conflict resolution De-escalation techniques Search and Seizure/Probable Cause in the Shelter Setting Contractor must have a policy prohibiting staff from establishing romantic or sexual relationships with program clients. The Contractor must identify each person functioning as Key Personnel under this contract and provide to the VA a description of the services to be provided by each person, together with a resumé summarizing that 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 days after substitutions necessitated by situations described above, the Contractor shall provide resumés for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumés 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 shall notify the Contractor within 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. REFERRALS, ADMISSIONS AND ELIGIBILITY: Contractor must utilize an admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable State and Federal laws. Contractor will provide verbal and written notification that is readily accessible to all individuals, upon request, of reasons for non-acceptance. Notification of reasons for non-acceptance is not required to be given to those denied service/housing because of bed unavailability. The eligibility information must be made available to clients at intake and staff must provide answers to questions about the admission criteria and process. Contractors must have formal appeal procedures through which clients may appeal unfavorable admission or eligibility decisions and a copy of the policy for appeals is to be given to the Veteran at screening or intake. The VA is responsible for determining eligibility of Veterans prior to acceptance by the Contractor for services. After receipt of a Release of Information (ROI) a written pre-approval from VA Staff is required (hard copy, fax or e-mail are acceptable) and shall be provided to the Contractor for each Veteran referred for services under the contract. If there is an urgent need to admit a Veteran and VA Staff is not available to provide a written approval in a timely manner a verbal approval is acceptable. Any admissions that occur without written/verbal approval must be verified by VA Staff within 24 business hours in order for the Contractor to receive payment for time spent prior to approval (e.g., admission after hours or during the weekend). Written documentation of eligibility verification, signed by an authorized VA Staff, shall be obtained by the Contractor as soon as possible for each Veteran referred for services under the contract for inclusion in the Veterans program file. A list of authorized VA Staff for the contract shall be provided to the Contractor upon award of the contract. VA Staff may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Officer. The Contractor shall be provided an updated list of authorized VA Staff whenever such changes are made. It is understood that the Contractor will 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. The initial stay for a Veteran should be no longer than 60 days. Some Veterans may be considered for up to 90 days depending on the needs of the Veteran as mutually determined by the Veteran, the Contractor s staff, and HCHV Coordinator or Designee. Any extension of the stay after 90 days must be authorized by the VA Homeless Program Coordinator or Designee, provided there is clear clinical indication and availability of funds. Only extraordinary circumstances will be considered in order to extend Service periods in excess of 6 months for individual Veterans and these must be authorized by the Medical Center Director or Designee. 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. To be eligible for placement in emergency contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA services. Contractors are encouraged to provide housing and or services to special Veteran populations, such as but not limited to the following: medically compromised Veterans, women Veterans, Veterans with young children, LGBTQ+ Veterans, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system. Denial of Services: Veterans cannot be denied entry to HCHV Contracted Residential Services based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, disability, income, gender or legal history. This includes a Veteran s status of being a victim of Domestic Violence and as such cannot be considered during the screening process. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining the program's safety, security, and integrity. All Contractors must employ a harm reduction approach. ABSENCES AND CANCELLATION: The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within __ hrs. of Veterans absence. Should a Veteran absent himself/herself from the Contractor s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of __ hours, provided there is a documented active outreach attempt on the part of the Contractor s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout rate will be an element of quality assurance review of this program. The HCHV Liaison may authorize payment for excused absences up to 48 hours if there is a compelling medical or mental health need and the excused absence is verified. 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. This includes discharge from facility for ongoing bed bug infestation. 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 will 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 facility is acceptable. If hospitalization of a non-emergent nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. The Contrac...
Data sourced from SAM.gov.
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