Inactive

Sources Sought Notice Sources Sought Notice Page 3 of 15 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 15 VA Network Contracting Office is seeking a Contractor(s) to provide... Sources Sought Notice Sources Sought Notice Page 3 of 15 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 15 VA Network Contracting Office is seeking a Contractor(s) to provide a 24-hours a day / 7 days a week (24/7) community-based temporary supportive housing program at a facility located within White City, Oregon to provide emergency housing to Veterans along with services consistent with Health Care for Homeless Veterans (HCHV) program objectives. The goal of this contract is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments, with the ultimate goal of permanent housing. These residences must have sufficient services to meet the needs of the Veterans served. The purpose of this sources sought is to obtain interests from contractors who can provide housing, outreach services, case management services, and rehabilitative services for Veterans experiencing homelessness and/or chronic homelessness including Veterans diagnosed with severe mental illness and/or substance use disorders, in community-based residential facilities. This announcement is issued for informational planning purposes only and is not a request for quote or announcement of a solicitation. Submitting information for this announcement is voluntary and VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. The purpose of this market research is to identify capable sources that are both experienced and qualified to provide the required services stated in the PWS. The contractor shall have all requirements as outline by the PWS. Capability Statement and Documentation: Companies are invited to provide their capabilities, experience, and knowledge in providing Community Based Health Care for Homeless Veterans (HCHV) Services. Sources are asked to provide the following information: 1. Company name, address, website, EUID number, business type, socio-economic status (e.g., SDVOSB, VOSB, Woman-Owned, Disadvantaged Small Business, 8(a), general small business, large, business, etc.), and person of contact including telephone number and email address). 2. Indicate and explain your capability of providing this service. 3. Indicate your company size under NAICS 623220. 4. Please indicate any government contracts held including government agency, contract number, dollar value, period of performance, and government contact information. 5. In addition to a Capability Statement which includes the above information, submissions can include, but not limited to, brochures etc. as attachments. Information regarding your company s capacity and capability to provide such services are to be submitted electronically on or before Tuesday, 07/21/2023 prior to 15:00 am (PST) addressed to James Harris, Contract Specialist james.harris13@va.gov. Statement of Work PURPOSE: This contract is for a Health Care for Homeless Veterans (HCHV) Contracted Residential Services (CRS). The contractor shall provide CRS for Veterans/Beneficiaries of VISN 20 VA Southern Oregon Rehabilitation Center and Clinics (SORCC). BACKGROUND: The Veterans Integrated Service Network (VISN) 20 provides a full range of medical services, mental health services and therapeutic housing programs to Veterans in White City, Oregon. Within the VA SORCC catchment area, the Heath Care for Homeless Veterans program provides interim housing to those Veterans requiring an interim step while receiving intensive outpatient services; addressing issues relating to their homelessness, and while waiting to access permanent housing resources. It is understood that the type of Veterans to be cared for under this contract will normally require care and services over and above the level of room and board. Homeless Veterans may have ongoing mental illness, depression, schizophrenia, post-traumatic stress disorder (PTSD), and/or substance dependencies. The facilities shall not be used for detoxification, medical respite or other hospital level treatment. Veterans will receive all medical, mental health medications from the VA or fee-based providers as requested from the Veteran. 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 7 days a week and 24 hours per day. Accommodations will include a bed and other furnishings such as a dresser, storage locker and lock or designated locked secured space, and personal linens (towels, pillows, blankets and bed sheets, etc.). Storage space will accommodate two bags of belongings and all prescribed medical equipment. Should a Veteran abandon his/her belongings, the contractor will make three documented attempts to contact the Veteran before disposing of Veterans items. Nutrition: At least three nutritious meals, 7 days a week will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g. fruits, vegetables, protein sources, etc.), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated. 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, Halal, 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 equipment and work areas, and disposing of waste. To support recovery plans, Veterans may be allowed to prepare their own meals with on-site supervision. Laundry: Laundry facilities and necessary detergent free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one time per week. Should a Veteran have difficulty doing his or her own laundry, the facility will provide guidance. Should a Veteran refuse to wash his or her clothes, this will not be grounds for discharge but rather be addressed as a therapeutic opportunity. Therapeutic and Rehabilitative Services: Each Veteran will have a Recovery Plan completed by the Contractor with input from the Veteran and the VA HCHV staff. Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide will include: Group activities: Structured group activities, as appropriate, shall occur two 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, these 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 conflicts with this requirement alternate group activates will be arranged and/or the Contractor will clearly document efforts made to accommodate the Veteran. Unwillingness to participate in these groups will not be considered grounds for program discharge. VA Coordination: Collaboration and coordination with HCHV program staff, as needed, will include coordination of supportive psychosocial services. Contractor staff will treat VA staff with respect and will work with assigned VA staff to resolve issues around quality of care and contract compliance with respect. Coordinated efforts must be made with the VA HCHV staff around medical, mental health, admission, and discharge needs. Contractor staff will make an active effort to establish relationships with key stakeholders, providers, and partners in VA. Case Management: Interventions will be Veteran-Centered. A thorough assessment of Veteran s psychosocial needs and written Recovery Plan will be developed within 72 business hours of admission for each Veteran. Information from the assessment will be integrated into the Veterans Recovery Plan. Recovery Plans will also include an assessment of possible crisis for the Veteran such as harm to self, verbal abuse or acts of violence or any other medical or psychiatric crisis. Staff will take proactive measures to prevent these instances, to avert crisis and keep these incidents at a minimum. Contractor will be proactive to ensure staff are trained in de-escalation techniques. Ongoing Care Plan Coordination will be expected between the Case Manager and VA HCHV staff. The Case Manager will be expected to coordinate with the VA HCHV staff to ensure Veterans goals, as expressed in both the agency and VA HCHV staff intake, are reflected in the Recovery Plan. Every 30 Days the Case Manager, the Veteran, and the VA HCHV staff will meet to review and update recovery plans and discuss discharge date extension requests. Discharge planning: Begins at admission in collaboration with VA HCHV staff. All discharges will be handled therapeutically. Regardless of the reason for discharge, the same process will occur: Veteran will be involved in the discharge planning process. Veteran will be provided with clear information regarding the discharge. Contractor will assess Veteran for overall safety and take appropriate action if necessary. If the Veteran does not have a housing plan, contractor staff will arrange for transitional or temporary housing in collaboration with Veteran and VA HCHV staff. Contractor will obtain the Veteran s forwarding address and/or contact phone number and supply to VA staff prior to discharge from the program. Outcomes: The contractor shall focus on the successful completion of residential programming as part of the goal of effectively ending homelessness among Veterans. This will be evidenced by minimizing the number of negative exits/discharges from the housing program. Negative exits are when Veterans are asked to leave the program for rule violations, prior to successful completion of the program. Quality Assurance Surveillance Plan (QASP) The contractor shall focus on discharging Veterans directly to permanent housing in the community with a target of 50 percent or more discharges to permanent housing. A target of 30 percent or less for Veterans leaving the program with a negative discharge. Staffing: The contractor shall employ sufficiently trained staff and other personnel to carry out the policies and procedures of the program. There will be at a minimum, an employee, volunteer or senior resident on duty on the premises, or residing at the program and available for emergencies, 24 hours a day, 7 days a week. If this supervision is provided by a volunteer or senior resident, a paid staff member is on call for emergencies 24 hours per day, 7 days per week. Contractor shall provide service for Veteran residents as requested Sunday through Saturday including coverage on recognized Federal Holidays (see below). New Year s Day Martin Luther King s Birthday President s Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Critical Incident Reporting: The Contractor shall be responsible for compliance with following VA policies and procedures regarding incident reporting. Critical Incidents include the following: (1) medication errors (2) use of seclusion; (3) use of restraint; (4) incidents involving injury; (5) communicable disease; (6) infection control; (7) aggression or violence; (8) use and unauthorized possession of weapons; (9) wandering; (10) elopement; (11) vehicular accidents; (12) biohazardous accidents; (13) unauthorized use and possession of legal or illegal substances; (14) abuse; (15) neglect; (16) suicide and attempted suicide; (17) sexual assault; (18) overdose; (19) other sentinel events. At the time of a critical incidents, the staff at the contract facility will take immediate action to ensure the safety of the Veteran(s). If an event has the potential to place other Veterans, employees, or visitors at risk, staff at the contract facility must act immediately to contain the situation and safeguard those at risk. Critical incidents shall be verbally reported by phone to the VA HCHV staff as soon as possible, no later than the following day from the time of the contract staff learning of the incident. Receipt of a voicemail will not be an acceptable substitution for the verbal notification requirement. A written incident report shall be filed as soon as possible, and no later than 24 hours following the incident either by fax or encrypted email. The filing of an incident report to the VA shall not preclude the contract facility from reporting incidents appropriately to law enforcement, regulatory agencies, nor following its internal reporting procedures. Incident reports will include the following: name(s) of the individuals involved, date/time of incident, description of incident, corrective action initiated (if warranted), report number and contact information of any law enforcement involvement with the incident. Absences and Cancellation: The contractor shall notify the authorizing VA staff of Veteran absences from the facility. Absences of the Veteran from the facility more than forty-eight (48) hours will not be reimbursable except those with the prior approval of the VA HCHV staff. Should a Veteran be referred to a residential treatment facility and not present for admission, the contractor should notify the VA facility coordinator immediately to determine next steps. If a Veteran fails to return to their contracted bed, the contractor should notify the VA HCHV staff by next business day. Payment for services for that Veteran to the contract facility would be continued for a maximum period of two days (48 hours) provided an active outreach attempt on the part of the contract facility staff to return the Veteran to the CRS program is ongoing. 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. If a Veteran is admitted to and discharged from the HCHV interim housing on the same day, payment will be made for one day. Length of Stay: The HCHV interim housing service will need to accommodate ten (10) Veterans for room and board. Services shall be provided as Veteran stabilizes and identifies his next steps. Length of stay will range from 30 to 90 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the contracted residential staff, and VA HCHV staff. A Veteran may be extended for additional time on a case-by-case basis depending on clinically indicated need. Documentation: The contractor shall make available to the VA, documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6; to verify quality of care for Veterans, to assure confidentiality of care for Veterans, to assure confidentiality of Veteran record information, and to determine the completeness and accuracy of financial records. COVID and use of Hotel/motel: When contractor has a need to move a Veteran to a hotel/motel due to them being high risk for COVID-19, they can be reimbursed with HCHV funds for the per diem contracted amount to cover the cost of the hotel/motel stay if they continue to provide the Veteran with meals and case management services. The services provided to the Veteran by the contracted provider should be documented per standard guidelines. There is precedence for taking this action in times of natural disasters and the HCHV National Office has determined the COVID-19 national emergency requires the same level of crisis response. This payment for motel/hotel can only occur if the bed at the contracted agency is not backfilled. The contractor should ensure that precautions are taken, and safety issues are considered when placing veterans who are high risk for COVID-19 in hotel space. ADDITIONAL CONTRACT REQUIREMENTS Contractor must pass annual inspections per the HEALTH CARE FOR HOMELESS VETERANS CONTRACTED PROVIDER INSPECTION FORM (VA Form 10-10115a; attached in Section D). The contract facility must have a current occupancy permit by the authority having jurisdiction. The contractor shall provide to the VA, HCHV CRS, in accordance with all terms and conditions, provisions and requirements listed herein for the sum listed in the Price/Cost Schedule. This rate is inclusive of all services as may be necessary in the services provided to the Veteran. Unless specifically excluded in this contract, the per diem rate established will include the services listed is this document and will also include all services normally provided other Veterans by the facility without extra charge. If a Veteran is admitted to and discharged from the service facility on the same day, payment will be made for one day. 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 all forms of discrimination. 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. CONDUCT: The following acts are not permissible by contracting facility staff providing 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 ability to perform contract) 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 performance). Gambling in any form. Carrying of pistols, firearms or concealed weapons. Smoking and other uses of tobacco while on duty. Resorting to physical violence to settle a dispute with a fellow employee, Veteran(s), 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 making threatening or obscene gestures toward Veteran(s) or other employees. Engaging Veteran(s) in a verbal confrontation to settle a disagreement. Soliciting or accepting tips from Veteran(s), companions or others at any time. COMPLAINTS HANDLING: The Contracting Officer Representative (COR) shall monitor the service provided. Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the Veteran(s) to the HCHV Coordinator. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR within five working days after receipt by the Contractor. TRANSPORTATION: The facility shall assist the Veteran with transportation to scheduled meetings and appointments including information and instructions so that they can utilize public transportation when possible. FACILITY REQUIREMENT Facility shall be equipped with operational air conditioning/heating systems; Facility shall be kept clean, free of dirt, grime, mold, or other hazardous substances and free of damage. Facility shall be equipped with first aid kid, fire extinguisher fully charged non-expired, fire/carbon alarms, evacuation plan in case of emergency. Facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards. Lockers and/or locked spaces with locks for medication storage; refrigerator for medication storage; VA SORCC will not incur any cost associated with the contractor providing inadequate or faulty equipment. The contract facility must have a current occupancy permit by the authority having jurisdiction POLICIES A. 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. 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 will be retained by the facility for a period of at least three years following termination of care at VA expense. B. The facility shall not accept food stamps or welfare from Veterans. C. 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. D. Fire exit routes need to be visible/posted in each residential room and common areas E. The VA HCHV staff will assess Veterans for program entry and work in collaboration with contractor for acceptance and program entry dates. Veterans will be homeless and be medically vulnerable and/or fragile (e.g., chronically mentally ill Veterans whose psychiatric disorder is manifested by chronic alcohol or other drug abuse). F. Before referring any Veteran, the VA shall have provided the contracted agency with a signed Release of Information (ROI) from the Veteran applicant as well as that Veteran s clinical assessment, physical and laboratory studies, and confirmation of mental health and substance abuse disorders risk factors. INSPECTION AND ACCEPTANCE A. It is agreed that the Veterans Affairs (VA) will have right to inspection of the residential Interim Housing properties and all appurtenances by an authorized representative(s) designated by the VA. B. In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract as is required for an integrated primary site. Each of the community health care facilities identified in the complex as contact recipients will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the residential interim housing. C. The contractor shall be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility shall be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. D. The VA shall monitor the contractor's program and inspect the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility shall be reported in writing to the VA Contracting Officer through the Medical Center Director. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer Veterans and to terminate the contract. E. Subsequent inspections of the interim housing program must be made yearly by a multidisciplinary team including such VA Medical Center personnel as the Director considers necessary to assure the facility provides quality care in a safe environment. As the VA program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay. SAFETY: The COR will inspect the facility for conformity to the current Life Safety Code and submit to the team and will focus on an assessment of the quality of life within the Interim Housing programs, giving attention to the following factors: General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. Veterans are not permitted to bring unauthorized guest into the residential Interim Housing program without permission. INFECTION CONTROL REQUIREMENTS Tuberculosis Testing - All contractor personnel shall provide documentation of a Purified Protein Derivative (PPD) test performed within the past year. In case of a past positive PPD test, a negative chest radiographic report to rule out active tuberculosis shall be provided. The PPD test shall be repeated annually. OSHA Regulation Concerning Occupational Exposure to Bloodborne Pathogens - The contractor shall provide training or a self-study training module to its personnel; provide Hepatitis B vaccination series at no cost to its personnel who elect to receive it; maintain and distribute an exposure determination and control plan to its personnel; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. VA shall notify the Contractor of any significant communicable disease exposures to its employees as appropriate. The Contractor s occupational health provider shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (AJIC 1998; 26:289-354) for disease control. If the employees of the contracting agency suffer a communicable disease, the Contractor shall provide follow up documentation of employee s clearance to return to the workplace prior to their return. CONFIDENTIALITY OF PATIENT RECORDS The Contractor is a VA contractor and shall assist in the provision of health care to Veterans seeking such care from or through VA. As such, the Contractor is considered as being part of the Department health care activity. Contractor is a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. Further, for VA records access and patient confidentiality, Contractor is a VA contractor for the following provisions: Title 38 U.S.C. 5701, 5705, and 7362. Therefore, Contractor may have access, as would other appropriate components of VA, to patient medical records including patient treatment records pertaining to drug and alcohol abuse, HIV, and sickle cell anemia, to the extent necessary to perform its contractual responsibilities. However, like other components of the Department, and notwithstanding any other provisions of the contract, the Contractor is restricted from making disclosures of VA records, or information contained in such records, to which it may have access, except to the extent that explicit disclosure authority from VA has been received. The Contractor is subject to the same penalties and liabilities for unauthorized disclosures of such records as VA. The records referred to above shall be and remain the property of VA and shall not be removed or transferred from VA except in accordance with U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records) and federal laws, rules and regulations. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA s records, at VA s place of business on request during normal business hours, to inspect and review and make copies of such records. CONTRACTING WITH PARTIES LISTED ON THE OIG LIST OF EXCLUDED INDIVIDUALS/ENTITIES In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to triple damages for the amount claimed for each item or service. CMP s may also be imposed against health care providers and entities that employ or enter contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries. By signing the offer/bid, the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm is not listed as of the date the offer/bid was signed. HIPAA COMPLIANCE Contractors and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPPA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department of Veterans Affairs is the Veterans Health Administration Business Associate Agreement (BAA) with the VHA. Business associates must follow VHA privacy policies and practices. All contractor and business associates must receive privacy training annually. For contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS Standards for Privacy of Individually Identifiable Health Information as determined by VHA. For this contract, the contract project manager will need to be able to show documentation at the annual inspection, that the staff working with Veterans have been educated on the contractors privacy rules and regulations and are aware of how to protect sensitive health information. For contractors and business associates who are granted access to the VHA or Department of Veteran Affairs grounds, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required. CONTRACT ADMINISTRATION DATA: The contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the contracting officer on all matters pertaining to contract administration. Only the contracting officer is authorized to make commitments or issue changes which will affect price, quantity or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the contracting o...