Inactive

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request ... This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer. Responses to this notice shall be sent by email to larry.facio@va.gov by the due date and time of 11/05//2020 by 4:00 p.m. (Pacific Time). This is for a Base Year Plus Four Option Years contract. Background/Introduction: The TBI Community-integrated Intensive Transitional Re-Integration Program (hereafter referred to as the Transitional Reintegration Program) is a key component of the Veterans Health Administration (VHA) Continuum of Care. There are over 4,200 Post 9/11 Veterans distributed throughout Northern California who have been identified as having TBI and associated symptoms such as in cognitive and emotional functioning which can, to varying degrees, present barriers to successful transition into the Veteran s home, community and work. To successfully reintegrate into the community and to achieve their life goals, the need for community-based transitional housing and TBI treatment with ancillary services was previously identified. The Housing is currently located in and around the Martinez, CA area with no apartment located further than 15 miles from the Martinez VA. Veterans eligible for the Transitional Reintegration Program will have met the clinical requirements for intensive outpatient treatment at Martinez VA. The Contractor agrees to provide, in accordance with the terms and conditions stated herein to the U.S. Department of Veterans Affairs, Northern California Health Care System (VANCHCS) in the contracted locations at the prices specified in the Schedule of Items. Contractor shall collaborate and cooperate with VA staff in the referral of eligible Veterans, for which they possess the immediate capacity/capability to care for. The Contractor will be required to provide a therapeutic and rehabilitative environment in a safe and supportive, home-setting that supports the Veteran s goals for recovery and augments their continued individualized TBI outpatient care. Requirements: Contractor shall provide temporary housing in the community. Housing will be located at a distance no greater than 15 miles from Martinez VA for Veterans actively participating in the Transitional Reintegration, Brain Health and Wellness as well as associated treatment programs. Provision of housing is intended to facilitate intensive rehabilitation treatment by removing access barriers to receiving care, as well as enable Veterans to develop and practice skills for independent community living while receiving direct support in the community. Provide supportive community-based therapeutic and care management services in accordance with each Veterans individualized treatment plan. Key goals of these services are to promote reintegration into the community; reduce health related symptoms; maximize health and well-being; minimize setbacks that occur with transitions, such as from a residential program (CLC/CREC) directly to community living; and help Veterans obtain a safe, stable and realistic living situation post-discharge. Place of Performance: Martinez, Pleasant Hill and Concord, CA Contractor shall provide and/or manage six (6) one-bedroom units and two (2) two- bedroom units, all located within 15-mile proximity to VA Martinez, located at 150 Muir Road, Martinez, CA. License: Contractor shall possess a current occupancy permit issued by local and state governments in the jurisdiction where the facility is located. Contract staff assigned by the Contractor to perform the services covered by this contract shall possess the correct and current license to provide. Contractor Responsibilities The Contractor will be required to provide a therapeutic and rehabilitative milieu in a safe and supportive setting that supports Veterans individual rehabilitation goals and TBI treatment Contractor will provide temporary housing and property management of said housing, for veterans enrolled in the Program. Contractor will provide community-based therapeutic and care management services in accordance with the individualized treatment plan determined in direct collaboration with the VA clinical team. Property Management The Contractor is responsible for maintaining all property leases. Contractor will maintain all master leases Contractor will pay all property leases in a timely manner as indicated in individual unit lease. Contractor will maintain a positive, professional relationship with all unit landlords. Contractor will communicate in writing all disputes between Veterans and other tenants and/or landlords within 24 hours of being notified of a dispute. Contractor will consult with VA team on the most effective ways to resolves disputes between Veterans and other tenants and/or landlords. Contractor will work to resolve any disputes between Veteran and the Landlord and/or other tenants in a timely manner. Contractor will communicate in writing how disputes have been resolved in a timely manner. Contractor will provide monthly status updates regarding the relationship between Veterans and other tenants as well as landlords/property management (e.g. any current complaints, difficulties or unforeseen mishaps). Contractor will conduct the process of obtaining and establishing additional properties in the event any or all the leases are discontinued, maintaining a resident capacity of eight (8) units at all times. Contractor will maintain financial responsibility and maintenance of all utilities, provisions and services associated with the units to include: Internet/Wi-fi (service & hardware); Television & Cable (service & hardware); Electricity and Gas (if applicable, depending on terms of lease); Waste Management (if applicable, depending on terms of lease); Telephone (service & hardware), Contractor is responsible for furnishing and maintaining the apartment in accord with a checklist as agreed upon by the VA clinical team. Furnishings include, but are not limited, to: Bedrooms: Orthopedic mattress (1 per bedroom, queen-sized) Mattress protector Orthopedic pillows (2 per bedroom) (This item may need to be purchased individually based upon medical needs of each Veteran) Headboard and Bedframe Nightstands (2 per bedroom) Dresser (1 per bedroom) Lamps for nightstands (2 per bedroom) Circadian Rhythm alarm clock (e.g., Philips model HF3520) (Veterans may take this item with them upon discharge) New complete bedding for each Veteran, to include, but not limited to: Two (2) sheet sets, blankets, comforter (Veterans may take these items with them upon discharge). Scales for health reasons. White noise machines. Living Room: Entertainment Unit TV Telephone Blu-ray/DVD Player Sofa Dinette Set with 4 chairs Coffee Table Bluetooth-enabled portable speaker Dinette set (with 4 chairs) Desktop computer, monitor, webcam and printer Small desk and chair Kitchen: Microwave Complete set of dishes for 4 people (dinner plate, salad plate, cup, bowl, drinking glasses.) Cooking utensils and tools (following a checklist as agreed upon with the VA clinical team) Bathroom Two new complete sets of towels (Veterans may take these items with them upon discharge). Shower curtain Bathmat Other Organizational supplies, to include but not limited to, daily planner and portable file box; blank dry-erase white board; and dry-erase wall calendar; Biometrically-enabled medication safe; Other provisions as determined necessary by the VA clinical/organization teams (e.g., body pillows, window treatments, lighting, child proofing) Contractor is responsible for establishing, in writing, policies and procedures related to program entry and discharge, and for sharing these policies and procedures with VA. This includes, but is not limited to, the following: Contractor will perform full entry inspection of units/walk through with Veteran and VA representative prior to signing of Veteran agreement with Contractor. Contracting agency will obtain written verification from VA representative and Veteran of the completeness of the apartment and inventory and their cleanliness, and note any prior damages to the unit (e.g., stains on carpet, burns on countertops; chips in paint.). Veterans and VA will be provided a signed copy of all entry documentation. Contractor will perform full discharge inspection of units/walk through with Veteran and VA representative, if possible, with clear documentation of the outcome (e.g., items missing, damaged, etc.). Veterans and VA will be provided a signed copy of all discharge documentation. Contractor is responsible for sharing signed documentation with VA staff regarding the contractual relationship between the Contractor and Veteran tenants within two (2) days of admission. Contractor will be responsible for the maintenance of all eight (8) units. Contractor will ensure each unit is professionally cleaned and turned over for each new Veteran resident. This includes, but is not limited to the following: Steam clean carpets and beds for each new admit; Kitchen/Bathroom cabinets cleaned and cleared for each new admit; Refrigerator/Freezer cleaned and cleared for each new admit; Walls and floorboards cleaned for each new admit; All appliances are functioning Kitchen and bath fixtures are running and working well; TV, internet, and telephone are working; Air filters replaced every 6 months; Batteries replaced on fire/co2 alarms every 6 months. Contractor is responsible for overseeing and coordinating all repairs to Veterans units in a timely manner: Contractor may perform direct repairs per their discretion; Contractor will facilitate repairs with property management; Contractor is responsible for notifying VA staff of repairs needed, plans for addressing identified repairs, and approximate timelines. Contractor is responsible for coordinating with VA staff and Veterans when repairs will take place. In the event that repairs reduce the functionality of the units (e.g., no water), the Contractor is responsible for obtaining temporary housing for the Veterans. Contractor will perform monthly apartment/unit inspections to ensure the integrity of the units, which will be based on an inspection list developed by the Contractor. Contractor will communicate in writing to VA staff results of monthly inspections. Contractor will communicate all VA program and landlord housing policies to tenants and intervene to reiterate rules when infractions have occurred. Contractor will report to VA staff in writing any infractions of the housing rules within 48 hours of becoming aware of the infraction (e.g. guests exceeding their allotted visit limitations, drug use, etc.). Contractor will work with Veterans with the support of VA clinical/non- clinical teams with problem solving and/or the rectification of housing infractions. Contractor will communicate in writing with Veterans and VA staff the consequences of consistent housing infractions (e.g. will involve informal/formal warnings, and other consequences, including program dismissal.) Case-Management Collaborate with VA team on establishing and implementing individualized treatment plans. This includes, but is not limited to: Collaborating with the VA clinical team on assessing the appropriateness of veteran applicants for entry, and establish a mutually agreed upon move-in schedule with VA, including specific action plans to be carried out by contractor. Defining specific aspects of treatment plans to be carried out by the case managers, as developed collaboratively and approved by the VA clinical staff, particularly focused on community-based reintegration and requirements for independent living in the community Contractor is responsible for engaging VA staff for assistance, if needed, with implementing the VA treatment plan. Contractor is responsible for consulting with VA staff on the appropriateness of proposed community-based therapeutic outings (e.g., attending a concert) and ensuring the outing is in line with agreed upon treatment goals. Communicate with VA procedures for independent assessments conducted by the Contractor as required by their agency. The contractor will provide the results of these assessments, in writing, to VA in a timely manner. At no time shall the Contractor establish any treatment plans independently of VA staff. Provide transportation to Veteran as needed, including providing direct transport as well as accompanying Veteran on public transport. Participate in clinical rounds, minimum of 1x weekly, with VA team. Communicate with VA team regarding Veteran s status to include, but not limited to, progress toward treatment goals; difficulties, setbacks, unexpected events; observations of Veterans behaviors, moods, temperament, level of engagement vs. isolation; follow-up on previously specified action plans and goals; and changes and/or updates to Veterans plans. Contractor is responsible for collaborating with VA team on establishing procedures for clear and effective communication of the above during and outside of rounds. Perform, at a minimum, weekly and consistently scheduled visits with Veterans, with the goal of at least 2 appointments in the apartment and 2 visits in other community settings per month (for example, weekly encounters on community outings, such as for grocery shopping, therapeutic recreation, school visits). Weekly visits should cover topic areas consistent with the individualized therapeutic plan and goals, as well as helping problem-solve difficulties and providing supportive, peer counseling, as appropriate. A major goal of weekly contacts is to help inform the clinical care of the Veterans by providing the clinical team critical feedback on the success or failures of the treatment plan and its implementation (e.g., monitoring medication compliance, follow-through on assignments, use of skills in apartment and community settings, efforts at healthy routines etc.) Support and promote Veteran s engagement with the community in accordance with individualized treatment plans and in collaboration with VA clinical staff. Accompany Veterans on these outings in the community as needed/as specified in the treatment plan. This can include outings for functional goals (e.g., grocery shopping, college campus), recreational/social goals (e.g., exploration of new interests; dining, mini-golf, hiking), legal or social services goals (e.g. visits to VSO to work on service connection, consultation with legal counsel, court proceedings), exploration of volunteer (e.g. park service) or vocational interests (e.g. job interviews). Provide support for therapeutic activities associated with these outings. Outings for daily living shall be expected on a weekly basis in accordance with the treatment plan. Additional special outings that may include group therapeutic recreation and other special opportunities in line with treatment goals shall be expected on a monthly basis, as developed and approved by VA clinical staff. Contractor is responsible for collaborating with VA team on establishing procedures for clear and effective communication of the above during and outside of rounds. Support Veteran, as needed, with all tasks associated with independent living, e.g., daily living skills; grocery shopping, cooking, establishing and following schedules. Support should be aligned with individualized therapeutic plans and coordinated with VA clinical staff. Staff shall be available for flexible hours as needed and complementary to VA clinical staffing schedules (i.e., outside VA hours). Staff shall also be available for 24 hour on-call, as assigned (e.g. provide emotional support in case of need over the weekend); Monitor for signs of changes to medical and mental health status, to include but not limited to medical decompensation, self-harm and/or harm to others. Contractor is responsible for relaying their observations and findings, including the need for elevation of care(e.g. emergency department visit or 911 call)., to VA staff immediately upon obtaining this information. Contractor is further responsible for facilitating connections with appropriate care services in the event of an emergency, but is not responsible for providing direct transportation in the event of an emergency, or of providing any direct intervention services (e.g., first aid, crisis intervention). Assure compliance with all local, state, and federal regulations, and VA Behavioral Health Policies and Procedures. Comply with the policy requirement to submit proof of valid driver s license, maintain good driving record, and submit proof of auto insurance for current period of coverage. Participate in training through the partner organization, VA or other recommended opportunities. Contractor is responsible for collaborating with VA team and Veterans on establishing a discharge plan. A key focus of these efforts is helping each Veteran identify and obtain safe, reliable, and permanent housing appropriate to their unique life situation and goals. This may include supporting veterans in performing housing searches, connecting veterans with necessary resources, and accompanying veterans to housing visits. The contractor will establish procedures for monitoring and longitudinal tracking of key variables, as determined in collaboration with VA staff, for veterans screened and admitted to the program. Tracking shall occur, at a minimum quarterly, for 12 months post-discharge. Contractor will communicate, in writing, the results of these tracking efforts. VA Coordination The Contractor is expected to collaborate regularly with the identified VA Social Work Liaison and other VA providers as necessary to ensure proper coordination of care, services and resources for the benefits of each Veteran. Contractor is responsible for meeting with VA Social Work Liaison or other designated VA staff at least once per month for overall review of contractual performance Clinical planning and treatment monitoring communication will be focused on weekly interdisciplinary Rounds. Additional communication outside of Rounds is expected on a weekly basis with designated points of contact for each veteran. Contractor is responsible for collaborating with VA team on establishing procedures for clear and effective communication regarding the above. Qualifications for Care Manager Education Required: BA Degree in social, health, behavioral sciences or related health field required. Certification in Peer Counseling, Alcohol and Other Drug Studies, or equivalent required. Substitution of Experience for Education: High School Diploma or equivalent and three years experience in the human services field (for a total of at least five years, combined with the minimum of two indicated below) may substitute for the B.A. degree. Experience: Two years experience in the human service field, preferably in dual diagnosis, substance abuse, mental health, or medical setting. Veterans strongly encouraged to apply. License Required: A current California Driver s License-Class III/C. Proof of auto insurance. Skills and Abilities: Training and/or experience in peer counseling, psychology, substance abuse treatment, harm reduction and motivational interviewing is strongly desired. Certification in Basic Life Support is required. Contractor is responsible for ensuring that staff obtain and maintain training in these clinical domains, and others as requested by the VA team. Qualifications, ongoing training and certifications are to be reported to the VA team upon completion and schedule of their renewal (e.g. yearly, every two years). Strong written and verbal communication. Case Managers must be familiar with the needs and issues of individuals with traumatic brain injuries. Persons in recovery should have a minimum of 2 years sobriety/abstinence. Physical Abilities: Ability to lift to 40 pounds, approximately three (3) times per week. Ability to communicate well in English, both verbally and in writing. Ability to communicate verbally by phone in English in a clear and concise manner. Administrative Functions & Procedures Admissions: Veteran eligibility for the TBI transitional Living Program will be determined by VA and written authorization for each Veteran will be provided by VA prior to admission. A list of VA staff authorized to approve admissions eligibility and authorizations under the contract shall be provided to Contractor upon contract award. VA staff may be added and deleted from list at VA s discretion. Communication: The Contractor is expected to have a reliable working phone line for VA inquires. Messages left for Contractor/Program staff are expected to be returned as soon as possible during normal business hours. Written correspondence, such as incident, discharge and any other Veteran-related reports shall be promptly delivered as denoted in their respective sections below. Contractor is expected to be able to communicate electronically with VA staff using VA approved encryption standards. Documentation: An individual care record will be established for each Veteran admitted to the program. Care records will be maintained securely and confidentially, as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). Care records should contain the information outlined below. The contractor is responsible for coordinating with VA staff on obtaining relevant information from the Veteran s VA records prior to obtaining the information independently from the Veteran. Reason for Veteran s referral; All essential, identifying information relevant to the Veteran including a biopsychosocial assessment, case management notes with care plan, documentation of case management interventions or care conferences; List of current medications, all current, treating providers names and contact information; Final summary on Veterans who have been discharged, to include reasons for leaving, future and follow-up contact information. Additional documentation should also include, but is not limited to: Case notes of all home visits Case notes of all community interactions Verification of program entry and exit (shared documentation of signing of leases, when it was accomplished, going over entry checklist, etc.) Incident reports Status reports on each Veteran, provided in conjunction with weekly Rounds and otherwise as requested by the VA clinical team. Monthly Status reports on each rental. Absences: The Contractor shall notify VA of any unauthorized Veteran absences. Should a Veteran leave the program in an unauthorized manner, payment for services may only be continued for a maximum period of 24 hours. If there is no contact from the absent Veteran for 24 hours, the Veteran may be discharged from the program. No absence in the excess of 24 hours will not be reimbursed by VA. Authorized or excused Veteran absences shall be permitted at VA discretion and only for the period previously authorized VA will not reimburse Contractor for any absence in the excess of 24 hours. Removal: VA reserves the right to remove any or all Veterans from the program at any time without additional cost, when it is determined to be in the best interest of the Veteran or VA. Extensions: All requests for extension of services beyond the initial period of authorization must be approved in writing by VA. Critical Incident Reporting & Emergency Response: Contractor shall notify the VA immediately when any/all critical/adverse, Veteran-involved incident occurs. During normal, business hours, the identified VA Social Work Liaison, designated VA staff and/or COR should be contacted immediately by phone, followed by a written report submitted within 48 hours. See below for incidents that are required to be reported: Falls; Physical Assault (to Veteran or staff); Elderly/Dependent Adult Abuse or Neglect; Sexual Assault; Fire; Any Medical Emergency; Hospitalization of any Veteran; Suicide or Suicide attempt; Homicide; Death; Infection Control (Bedbugs, T.B., etc.); Active Substance Abuse (Veteran or Staff) Observation/Possession of any/all weapons In the event of a medical or psychiatric emergency, it is the Contractor s responsibility to make every effort to facilitate the Veteran/Veterans access to local VA medical center for care. Discharges: The Contractor will collaborate with VA staff with the formulation of an initial discharge plan upon admittance into the Program, including identified objectives and target dates for task completion. Contractor is responsible for establishing and communicating to VA staff, in writing, policies and procedures regarding discharge. This includes, but is not limited to enumerating conditions that would led to an immediate discharge (e.g., possession of firearms in the units); and establishing referrals to community shelters, agencies, and/or other organizations that can provide temporary housing to Veterans in the event of immediate discharge. At the time of discharge, planned or unexpected, the Contractor will follow the appropriate discharge protocol and documentation, including notifying appropriate VA staff by phone immediately and in writing within 48 hours that a discharge has occurred. Contractor Personnel: The Contractor is expected to employ sufficient personnel to carry out all the policies, procedures and duties required to maintain the service delivery and administration oversight. The Contractor must identify each member of key personnel under this contract and provide the VA with a description of services to be provided by each staff member, together with a resume of individual s relevant qualifications and experience. This information should be submitted to the VA prior to contract award. The Contractor shall consult with VA team on the hiring and/or assigning of personnel to carry out duties associated with this contract. The VA reserves the right to refuse or revoke acceptance of any personnel and request alternate personnel if VA determines an individual lacks the education, skills, training, or experience required to fulfill their duties, which has the potential to jeopardize Veterans care. After contract award, Contractor shall be expected to treat all resident veterans with dignity and respect and abide by the standards of conduct mirroring those prescribed by current federal regulations. The Contractor shall comply with the VA Patients Bill of Rights, as set forth in 38 CFR 17.34 (copy available upon request). Facility: It is the responsibility of the Contractor to maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for any such expenses. The contract facility must: Possess a current occupancy permit issued by local and state governments in the jurisdiction where the facility/facilities is/are located; Be ADA compliant; Be in compliance with existing standard of State safety codes and local and/or State health and sanitation codes Where applicable, be licensed under State or local authority; Where applicable, be accredited by the State; Be equipped with operational air conditioning/heating systems; Be kept free of dirt and grime, mold or other hazardous substances; Be equipped with first aid equipment and an evacuation plan in case of an emergency Have windows and doors that can be opened and closed in accordance with manufacturer standards; Have a plan to address bed bug infestation. The Contractor must meet fire safety requirements, as follows: The building must meet the requirements of the applicable residential occupancy chapters of the current version of National Fire Protection Association s Life Safety Code (NFPA 101); All residents in the facility must be mentally and physically capable of leaving building, unaided, in the event of an emergency; Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation shall be developed and reviewed annually. A written policy regarding tobacco smoking in the facility shall be established and enforced; Portable fire extinguishers shall be installed at all Contractors apartment units. Use NFPA 101, Portable Fire Extinguishers, as guidance in the selection and location requirements of extinguishers. All fire protection systems and equipment, such as the fire alarm system, smoke detectors and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results of each inspection, test and/or maintenance measure, documented. Inspection: Prior to award of any contract and annually thereafter, a multidisciplinary team made up of, a minimum, one (1) Social Worker and one (1) Safety & Occupational Health Specialist, as well as other personnel as needed (subject matter experts determined by VA Medical Director, COR, VA Liaison, shall conduct a survey of the Contractor s apartment Units. The inspection shall be used to ensure a safe environment and Veterans are provided with an acceptable level of care/support and supervision. Additional inspections may also be carried out, at the discretion of VA on both an announced and unannounced basis, any time it is deemed necessary. The Contractor will be advised of the findings of the inspection team. If deficiencies are identified during the inspection process, the Contractor will be provided with a reasonable period of time to take corrective action and notify the Contracting Officer that the required corrective actions have been completed. A contract will not be awarded until noted deficiencies have been eliminated. Failure by Contractor to take corrective action within a reasonable time frame will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of VA, the Contractor shall be notified. CO will be the final arbiter regarding resulting consequences and actions. Professional Liability Insurance: Professional liability insurance shall be carried by Contractor from a commercial insurance company in the business of providing the required insurance coverage. The Contractor shall provide a copy of the Insurance certificate prior to contract and any time it is requested in writing by VA. The Contractor shall comply with all applicable OSHA, Federal and State laws and regulations as required for the performance of the types of services required by this contract. Response Method: The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VANorCal TBI Transition At a minimum, the following information shall be provided: 1. Company Name; 2. Company Mailing Address; 3. Point(s) of Contact including telephone number(s) & email address(es); 4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 624229 ($16.5 Million). 5. Provide a summary of the type of services performed and experience as it relates to Lodging and Case Management Services. 6. DUNS Number 7. Additional information and/or comments. Veterans First Contracting Program and the VA Rul...