Inactive

Sources Sought Notice Sources Sought Notice Page 9 of 9 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 9 SUBJECT* KANSAS CITY/HCHV EMERGENCY HOUSING SERVICES (VA-25-00001883) ... Sources Sought Notice Sources Sought Notice Page 9 of 9 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 9 SUBJECT* KANSAS CITY/HCHV EMERGENCY HOUSING SERVICES (VA-25-00001883) GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 66048 SOLICITATION NUMBER* 36C25524R0090 RESPONSE DATE/TIME/ZONE 05-28-2024 5:00PM CENTRAL TIME, CHICAGO, USA ARCHIVE 10 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE PRODUCT SERVICE CODE* G004 NAICS CODE* 624221 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 POINT OF CONTACT* Contract Specialist Patricia Trusler Patricia.Trusler@va.gov No questions will be answered by phone. PLACE OF PERFORMANCE ADDRESS Kansas City VA Medical Center 4801 Linwood Blvd. Kansas City, MO 64128 POSTAL CODE COUNTRY USA ADDITIONAL INFORMATION AGENCY S URL https://www.va.gov/ URL DESCRIPTION Contract Specialist AGENCY CONTACT S EMAIL ADDRESS Patricia.trusler@va.gov EMAIL DESCRIPTION Contract Specialist DESCRIPTION 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 1. OVERVIEW: The Department of Veteran Affairs, VA Kansas City VA Medical Center hereafter referred to as KCVAMC is located at 4801 Linwood Blvd., Kansas City, MO 64128, requires Contractor to provide homeless veteran services through a Contracted Emergency Residential Services (CERS) model of residential care at a facility located within 15 miles of the above Medical Center. These services, 25 Bed Days of Care (BDOC) not to exceed 16,425 BDOC annually, are to be provided to homeless Veterans as defined in the Performance Work Statement (PWS). The VA National Center on Homelessness among Veterans ( the Center ) will provide ongoing training for program development for both contract providers and VA staff. Contractor will be evaluated based on the Center s established evaluation protocol and program fidelity measures. Contracted Emergency Residential Services (CERS) programs target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CERS Programs, either directly or through linkage with community and other VA services, provide time-limited services such as supporting mental health stabilization, SUD treatment services, enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer-term residential programs utilizing VA and/or community resources. Lengths of stay in CERS typically range from 30 to 90 days with the option to extend based on clinical need. Eligibility will be determined by the VA, based on veteran status; meeting the McKinney-Vento Homeless Assistance Act definition of homelessness (see http://www.hudhre.info/hearth/ for additional information); and an assessment by the VA HCHV program resulting in a determination of making the Veteran highly vulnerable and requiring CERS services. This is an indefinite delivery/indefinite quantity contract for the period November 23, 2025 to November 22, 2030 in accordance with FAR 16.5. 2. BACKGROUND AND OVERVIEW: The Department of Veteran Affairs (VA) has been providing direct and specialized services for homeless Veterans for nearly 25 years. The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration has been increasing both capacity of existing programs and services offered to program participants. The plan calls for utilizing new models of care not previously offered by VA. The VA s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. This contract will enable the KCVAMC to engage a community provider to offer homeless Veterans services through a CERS model of residential care. This model will offer services 25 Bed Days of Care (BDOC) not to exceed 16,425 BDOC annually to homeless Veterans under the HCHV CERS program enhanced by the services as defined in the PWS. Rapid stabilization of the Veterans medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 60 to 90 days, with no more than 180 days, without a planned reason for the extension approved by the VA Liaison, is an expected outcome of this Contract. The community-based Contractor should have a minimum of 18 months experience as a CERS provider or 18 months experience with other Emergency Shelter models or experience with direct service to the homeless, or a combination of the above documented in his proposal. This contract will be awarded to a Contractor having an acceptable facility within 15 miles of the KCVAMC. If no facilities are available within this area, consideration will be given to the Contractor whose facility meets all the stated requirements and is closest to the KCVAMC. A VA Liaison to the Contractor will be identified by the homeless program leadership at VA. This individual will act as the coordinator of CERS program for administrative related issues and clinical liaison for all client related issues between the Contractor and VA by providing clinical oversight. The VA Liaison will not provide direct clinical supervision to Contractor staff. The VA Liaison will also consult with and provide input to the Contractor as needed. The Contractor shall provide all labor, supervision, housing, material and supplies necessary to provide emergency residential placement, treatment, and supportive services through the HCHV program CERS Model. Services will be provided on-site at the Contractor s facility, in accordance with all term s conditions, provisions and requirements listed herein. The prices provided in the Price Schedule shall be inclusive of all basic services as may be necessary in the treatment of the Veteran. Basic services shall be as defined in the Performance Work Statement. 3. IMPLEMENTATION TIMELINE: The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days from the date of contract award. Failure to meet the 30-day milestone may result in the contract being terminated. The Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment: a. Site control demonstrated at time of contract award. This may be through ownership or lease. All permits and license will be reviewed. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that Contractor sites must pass prior to contract award. The Contractor is required to ensure the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as Architectural Barriers Act compliant. At least 5% 7% of a facility s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 20 beds for the HCHV Contract Residential Care program in the facility, two (2) to four (4) of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full access to the services and supports at the facility. Contractor facility must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and/or Federal requirements concerning licensing and health/occupancy codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and for all annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. Contracted Emergency Residential Services housing and supportive services for female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services. b. Pre-Award Inspection of the facility and on-site services conducted by VA contract inspection team. This team is made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Pre-award inspection will be completed within 30 days of proposal submission. Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection. c. Complete the abatement of all inspection corrective action(s) and pass VA inspection. To be completed within 30 days of pre-award inspection. d. Identify all staff required per the PWS, have them in place and available to provide full range of case management and services to Veterans. To be completed within 30 days of contract award. e. Work will be performed at the Contractor s facility within the geographic limitations outlined above. Government furnished workspace will not be provided for this effort. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will be provided at their expense. The Contractor will be required to attend frequent meetings and planning sessions at VA throughout the term of the contract. f. The Contractor shall not commence performance under this contract until the Contracting Officer has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived. 4. GUIDELINES FOR SERVICES: a. The Contractor must provide a safe environment for all Veterans consistent with the CERS model of housing and services. The Contractor will offer safe and stable time-limited living environment along with supportive services necessary to complete a individualize treatment plan to obtain permanent housing. Veterans cannot be denied entry to CERS 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, or legal history. 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. b. The Contractor must communicate policies and procedures to Veterans both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, in the form of a written Veteran handbook that is verbally reviewed by the assigned case manager with the Veteran. All updates to any policies and procedures must be reviewed with Veterans with 7 days of revision. This communication must be documented in the Veteran s client record. c. The Contractor must have emergency and disaster plans with written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, program participants suicide or suicide attempts, overdoses, and domestic or other violence. All contractor s staff are trained on emergency procedures and protocols. 5. BASIC SERVICES. The Contractor shall furnish each Veteran referred for care under this contract the following basic services: a. ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy, and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.) Meals to include at least three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. This is to include alternative meals or food supplies 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). A VA dietitian may assess printed menus as well as Veterans satisfaction with meals and the actual consumption of food offered in determining the Contractor s success in meeting this requirement during annual facility inspection or at any point during the contract period. b. LAUNDRY FACILITIES: On-site laundry facilities and supplies for Veterans to do their own laundry or to have laundry done. The Contractor is responsible for the costs of laundry services. c. INTERNET AND COMPUTER ACCESS: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. Facility shall provide hardware (computer(s), printer, etc.) to be utilized. Veterans conducting online employment or housing searches and application should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any internet controls or firewall they deem essential. d. ENVIRONMENT OF CARE SERVICES: The Contractor must provide a clean and comfortable environment of care that is structurally sound facility; does not pose any threat to the health and safety of the occupants and protects them from the elements. The facility entries and exit locations are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; every room or space will have natural or mechanical ventilation; be free of pollutants in the air at levels that threaten the health of Veterans; provide a water supply free from contamination; has sufficient sanitary facilities in proper operational condition, allowed to be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. Facility must have adequate heating and or cooling mechanisms that are in proper operating condition; adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of Veterans; provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire. All housing and equipment will be maintained in a sanitary manner free from pests, insects and vermin and will provide a warm, welcoming, and respectful atmosphere through lighting and décor. Contractor ensures that furniture is well maintained and comfortable. It is the Contractor s responsibility to maintain a clean and comfortable environment that meets these conditions. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. e. ON-SITE OFFICE SPACE FOR VA STAFF: The Contractor must provide designated onsite furnished office space for VA staff to meet with Veterans at the contracted facility. The office space must afford the VA staff and Veterans privacy and confidentiality when meeting. f. TRANSPORTATION: The Contractor will ensure that transportation is available for Veterans at admission to CERS, to attend medical/mental health appointments, search for permanent housing and to address other care needs. This can be done through provision of bus passes, utilization of cab services or CERS Contractor transportation. These costs will be considered part of the basic services provided. g. OUTREACH: Outreach will be conducted by the CERS provider and VA homeless outreach staff in conjunction with street outreach teams within VA catchment area. Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and getting the Veteran to accept CERS admission. h. 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. MEDICATIONS: Contractor shall provide Veterans with appropriate space and security for the storage of medications as outlined in VHA-10-10115a HCHV Contractor Provider Inspection Template. A list of current medications will be available for each resident in the case record. Veterans will manage medications but should have a secure storage area in which to keep them. (1) The Contractor shall have a written procedure that address the storage while providing access to medications and safe disposal of medications and syringes. Each Veteran shall be educated about the medication procedures and the importance of safely storing their medications. 6. ADDITIONAL CONTRACT REQUIREMENTS: a. The Contractor shall comply with the VA patient s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The Contractor is responsible for maintaining Veterans privacy and confidentiality and must have systems in place that protect Veteran s personal identifying information and protected health information. This includes but is not limited to the following: having adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect clients case records and other documentation; conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions; ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract. b. It is understood that those Veterans cared for under this contract will require care and services over and above the level of room and board. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. c. CASE MANAGEMENT SERVICES: The Contractor shall provide, at minimum, the following case management services to Veterans in the program: (1) Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans adjustment to their environment. (2) Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals with the primary goal being to obtain stable housing and plans that address identified needs, stressors, and problems. (3) Contractor will conduct high-risk screening, psychosocial assessment, and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will: (4) Develop a highly Individualized Service Plan (ISP) with the Veteran consistent with CERS program goals; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60-90 days of admission to the HCHV CERS facility with no more than 180 days without a planned reason for extension approved by the VA Liaison. The housing placement planning must take into account all appropriate and available community-based housing options as well as the Veteran s preferences regarding location and housing type. The plan should also be focused on getting the Veteran(s) to accept services, especially mental health and substance use services that will allow attainment of transitional or permanent housing. (5) Complete a written ISP within the first 7 days of program admission and signed by the Contractor, the Veteran, and the VA Liaison. (6) Review ISP a minimum every thirty (30) days thereafter in a clinical meeting with the Veteran and the liaison. (7) Make changes in plans in consultation with the Veteran at weekly case management meetings. Weekly case management meetings with Veterans will focus on the objectives and tasks in the ISP. Contracted case manager will provide Veteran with a written copy of their weekly tasks. (8) Screen each Veteran for suicidal and homicidal risk as necessary. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will focus on immediate safety for the Veteran and CERS Contract staff. The Contractor will follow its established policies and protocols for managing crisis situations. The Contractor will provide said policies and protocols to the VA at the outset of the contract and upon any modification to the policies and protocols. The Contractor will contact the VA Liaison and inform of the incident immediately upon safe to do so. (9) Contractor will conduct weekly case conferencing with Contractor clinical Director, Contractor Case Managers, VA Liaison and other VA Homeless and Contractor staff as necessary. Coordinate with VA Liaison during weekly case conferences regarding updates and changes in Veterans care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans needs. Case conferencing may be done in person or by telephone or video conference calls as determined by VA staff. (10) Obtain relevant Releases of Information to communicate and coordinate Veterans treatment with VA and other community-based service providers. (11) Work in close collaboration with the VA Liaison to ensure Veterans connections to needed VA medical, mental health, and substance abuse treatment and care. (12) Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, state ID, income verification and any additional information required by housing resources and potential income supports. (13) Contractor will provide transportation for Veterans to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. Contractor will attend meetings with Veterans when appropriate according to Veteran s needs. (14) The Contractor will provide the following onsite therapeutic and rehabilitative services including Health and personal hygiene maintenance, Supportive social services, in collaboration with the VA and other involved community resources. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning; Support for an alcohol and/or drug-free lifestyle; Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships; and Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc. The Contractor will support an alcohol and/or drug-free lifestyle by training its staff in the appropriate harm reduction techniques and to be aware of the signs and symptoms of substance use. (15) The Contractor shall adapt therapeutic and rehabilitative services to include onsite, VA or community service and will provide transportation for Veterans to receive services such as: structured groups and activities to promote social skills building and healthy lifestyles. Groups may include emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA Liaison or community resources as appropriate to support the goal of obtaining and maintaining permanent housing. (16) Contractor will notify VA through the VA Liaison at VA of any negative incident occurring with a Veteran within 24 hours of being informed or made aware of the incident, if not sooner. The Contractor will investigate, confirm, and resolve all incident reports. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: death; fire; drug/police raid; suicide/suicide attempt; 911 call (police/fire dept./paramedics/other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events. (17) In the event a Veteran residing in HCHV CERS housing under this contract dies, the Contractor will promptly notify the VA Liaison authorizing admission and immediately assemble, inventory using established protocol, and safeguard the Veteran s personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition has been made, they will be immediately forwarded to the VA Liaison. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition. 7. STAFFING AND TRAINING: The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the facility. There must be, as a minimum, at least one (1) administrative staff member or designee of equivalent professional capability, on duty on the premises or residing at the house and available for emergencies 24 hours a day, seven (7) days a week. The Contractor shall assign to this contract personnel that, by education and training, and when required, certification or licensure, are qualified to provide the services required by this PWS. The Contractor must identify each person functioning as Key Personnel under this contract and provide the VA a description of the services to be provided by such a person, together with a resume summarizing the person s relevant skills and experience. During the first 90 calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 calendar days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer at least 15 calendar days before the substitution is to occur. As a minimum: One (1) full-time clinical director with a minimum of a Master s Degree in Social Work or a related discipline. This position will be responsible for the overall functioning of the program including documentation, ethical standards, and assurance that all policies and procedures are being followed, clinical supervision of provider staff, coordination of contractor internal weekly clinical staff meetings prior to VA weekly case consultation meeting, and this position can be full-time or part-time and work in a clinical consulting role with staff at the Contract. One (1) full-time staff member who is the primary contact for KCVAMC staff, managing new referrals, discharges, incident reports and all administrative issues, management of Contractor staff and be available by phone 24 hours daily, seven (7) day a week. Two (2) Full-time case managers with a minimum of a bachelor level education in social work or other human services related field with experience working with individuals with chronic SUD, mental and medical health related conditions. ...