Inactive

This is a Pre-Solicitation notice for the US Department of Veterans Affairs, Network Contracting Office 23 (NCO23) for for one (1) homeless Veteran drop-in service center in Rapid City, South Dakota. ... This is a Pre-Solicitation notice for the US Department of Veterans Affairs, Network Contracting Office 23 (NCO23) for for one (1) homeless Veteran drop-in service center in Rapid City, South Dakota. . The NAICS code for this procurement is 624190, with a size standard of $12 million. The solicitation documents will be issued on or about August 29, 2022. Potential offerors are responsible for monitoring this site for the release of the solicitation package and any other pertinent information and for downloading their own copy of the solicitation package. Any amendments issued to this solicitation will ONLY be available on this site. Offerors are advised that they are responsible for obtaining all amendments. All questions must be submitted in writing to the Contracting Officer at Raymond.Holman@va.gov.  No telephone inquiries will be accepted. This notice does not obligate the Government to award a contract neither does it obligate the Government to pay for any quotes or proposal preparation costs. The Government is not obligated to issue a solicitation as a result of this notice. No other information is available until issuance of the solicitation. All interested parties must be registered in System for Award Management (SAM) pursuant to applicable regulations and guidelines prior to award. Registration information can be found at www.sam.gov. STATEMENT OF WORK PURPOSE The Department of Veterans Affairs Black Hills Healthcare System (VABHHCS) requires a Contractor to provide a drop-in center, also known as a Veterans Outreach Center, to provide services as part of its community-based Health Care for Homeless Veterans (HCHV) program for homeless Veterans and their dependents. Dependent is defined as spouse and children. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based environments with sufficient rehabilitative services to meet the needs of those Veterans. BACKGROUND Through the HCHV program the VABHHCS provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, therapeutic and rehabilitative services. The purpose of this solicitation is to obtain offers from contractors who can provide care, treatment and rehabilitative services to Veterans who are homeless, in community-based facilities offering a safe and secure environment that supports their rehabilitative goals in a drop-in center. The Contractor will be required to provide rehabilitative services but will not be required to provide therapeutic or other hospital-level treatment. If there is a need for these services, they will be provided by the VABHHCS. The Contractor will not be required to provide detoxification services; the Contractor is to refer the Veteran to appropriate services. Timeline for awarding of Veterans Drop-In Center is on or before 3/1/2023. SERVICES TO BE PROVIDED The contractor shall furnish each self-referred Veteran and their dependents under this contract the following basic services from 8 a.m. to 5 p.m. seven (7) days per week, and 365 days per year including all state and Federal holidays, at the Contractor s facility. The following descriptions of expected services to be provided may not be all inclusive. A safe environment for the homeless or at risk of homelessness Veterans and their dependents to seek respite from weather. Access to coffee with sugar and creamer available free of charge. Access to light snacks available free of charge. Snacks are to be individually wrapped, snack size trail mix, chips, granola bars, etc. May also include fresh fruit, fruit cups and breakfast bars. This listing is not all inclusive. Laundry facilities for Veterans to do their own laundry or to have laundry done including supplies. These services are to be free to the Veteran. Obtain local community resource information. Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills and improved personal relationships. Private shower facilities that provide the Veteran the ability to attend to personal hygiene with cleansing and hygiene items being provided. The items are to include shampoo and conditioner, toothbrush, toothpaste, razor for shaving, comb, deodorant, washcloth, and towels. Separated male and female bathrooms and a minimum of one (1) family bathroom equipped with a changing station for infants and small children. The contractor will be responsible to provide diapers, wipes, and female hygiene items. Provide the homeless Veteran the ability to receive personal mail at the location. Provide the Veteran or dependent to place a local telephone call free of charge. Provide Veteran ability to receive a message left via a telephone or personal note through a message center. Access to a Resource Center. Resources available to include three (3) computers with an Internet connection, portable flash drives (128 MB minimum), a printer, a facsimile machine, and a photocopier. Supplies and upkeep of the Resource Center is the responsibility of the Contractor. Access to a Community Dayroom that has a television and a home-like atmosphere. Access to group/training room for private training or group counseling. Provide referrals to community organizations that provide nutritional and incidental needs to homeless Veterans and their dependents. The Contractor shall serve as the point of entry into the human services continuum of care, educating Veterans and their dependents of available community resources and benefits to assist Veterans and their dependents to move beyond homelessness and poverty toward a more sustainable independent living situation. Through a collaborative effort with HCHV staff, the contractor will assist in coordinating those rehabilitative services deemed appropriate. Opportunities for learning, testing, and internalizing knowledge of illness/recovery process, and upgrading social skills/improving social relationships. Peer support, group counseling and activities, including physical activities as determined appropriate by HCHV staff, contractor staff, and veteran preference. Collaboration with the VABHHCS homeless programs staff which will determine if the Veteran is eligible for Department of Veterans Affairs services. If the Veteran is eligible, the VABHHCS homeless program staff will provide coordination for the VAMC services. In collaboration with the VABHHCS homeless programs staff provide supportive psychosocial services including but not limited to self-care skills, adaptive coping skills and information on community resources. Collaboration with the VABHHCS homeless programs staff which will provide supportive psychosocial services. Referral of Veterans to professional counseling in collaboration with VABHHCS homeless staff. Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the Veteran's rehabilitative potential. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models. A program that promotes community interaction. A program that provides the Veteran an assessment of health, social and vocational needs with the involvement of the Veteran, the VABHHCS staff and appropriate community resources that assist the Veteran in resolving problems and setting goals. An individual case record is not required to be created for each self-referred Veteran. The facility shall send daily a log sheet indicating the name of the Veteran and/or dependent(s) who utilized services that day. The Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide supportive services in a manner that is free from religious discrimination. SPECIAL CONTRACT REQUIREMENTS Staffing The Contractor will employ qualified staff to carry out the policies, responsibilities, and the program for the facility. There must be, at a minimum, one (1) full-time administrative staff member or designee on duty on the premises during normal hours of operation. Contractor staff members shall take VA Privacy Policy training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Veterans Affairs HIPAA and Informational and Security Awareness training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. VABHHCS will provide the training through the Talent Management System and the Contracting Officer Representative assigned to this contract will maintain certificates of contract employee completions in the administration file. The Contractor shall assign to this contract personnel that are qualified to provide the Basic Services and Supplemental Services required by this SOW. The Contractor must identify each person functioning as "Key Personnel" under this contract and provide to the VABHHCS a description of the services to be provided by such person, together with a resume summarizing that person's relevant skills and experience. All Contractor staff providing services to Veterans under this contract must undergo the appropriate background investigation as required by the VABHHCS. Before providing services to self-referred Veterans under the contract, the Contractor shall submit a listing of all Contractor personnel proposed to provide services to Veterans under the contract The contractor is responsible for completing background investigations on all staff working under the service contract. The contractor is responsible for providing the Contracting Officer Representative (COR) with a copy of background investigations once complete and upon request. The BHHCS-appointed COR is responsible for securing and storing background investigations in the administrative file. Referrals The VABHHCS is not responsible for determining eligibility of Veterans prior to their self-referral to the Contractor for services. A list of VABHHCS homeless program staff shall be provided to the Contractor upon award of the contract. Homeless program staff may be added or deleted from the list during the term of the contract. The Contractor shall be provided an updated list of VABHHCS homeless program staff whenever such changes are made. Absences And Cancellation The VABHHCS 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 VABHHCS or the Veteran. The Contractor shall notify the authorizing VABHHCS facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-Federal hospital may be accomplished if VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. The Contractor shall notify the VABHHCS immediately of any incidents involving Veterans utilizing the services. The Contractor shall notify the VABHHCS Homeless Programs Coordinator or designee by telephone during the hours of 7:30am and 4:00pm. For all incidents that occur after normal business hours, the Contractor should notify the Administrator on Duty (AOD). The Contractor shall provide the VABHHCS Homeless Programs Coordinator or designee and the COR with a copy of the incident report within 24 hours. If the Contractor maintains a copy of the incident report at the facility the reports shall be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). Contractor Staff Conduct/Complaints Handling Contractor personnel shall be expected to treat Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current Federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR I 7.34a (copy available upon request). The VABHHCS reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and COR shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints. Transportation The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VABHHCS staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport. Facility The Contractor shall provide a Veteran a specific entry and reception area where Veteran participants can be welcomed and oriented to the program in a secure/confidential setting. The Contractor shall maintain the premises, including outside areas, in a clean condition and shall provide supplies and equipment for the term of the lease. The following schedule describes the level of services intended. Performance will be based on the Contracting Officer's evaluation of results, not the frequency or method of performance. The Contractor shall provide and install blinds for all windows. Parking should be sufficient to handle 6 VA vehicles at a time. VA vehicles will not be parked on site overnight. Snow removal - Snow removal to be provided by the Contractor. There will be a private bathroom available to staff. Janitorial Services Cleaning crews are required to have background checks. Contractor is to provide cleaning and toilet supplies for cleaning crew. Daily: Empty trash receptacles. Sweep entrances, lobbies, and corridors. Spot sweep floors, and spot vacuum carpets. Clean drinking fountains. Sweep and damp mop or scrub toilet rooms. Clean all toilet fixtures and replenish toilet supplies. Dispose of all trash and garbage generated in or about the building. Wash inside and out or steam clean cans used for collection of food remnants from snack bars and vending machines. Dust horizontal surfaces that are readily available and visibly require dusting. Spray buff resilient floors in main corridors, entrances, and lobbies. Clean elevators and escalators. Remove carpet stains. Sweep sidewalks, parking areas, and driveways. Clean glass entry doors. Three (3) Times a Week: Sweep or vacuum stairs (if applicable). Weekly: Damp mop and spray buff all resilient floors in toilets and shower locker rooms. Sweep sidewalks, parking areas, and driveways (weather permitting). Every Two (2) Weeks: Spray buff resilient floors in secondary corridors, entrance, and lobbies. Damp mop and spray buff hard and resilient floors in office space. Monthly: Thoroughly dust furniture. Completely sweep and/or vacuum carpets. Sweep storage space. Spot-clean all wall surfaces within 70 inches of the floor. Every Two (2) Months: Damp wipe toilet wastepaper receptacles, stall partitions, doors, windowsills, and frames. Shampoo entrance and elevator carpets. Three (3) Times a Year: Dust wall surfaces within 70 inches of the floor, vertical surfaces and under surfaces. Two (2) Times a Year: Wash all interior and exterior windows and other glass surfaces. Strip and apply four coats of finish to resilient floors in toilets and locker area. Strip and refinish main corridors and other heavy traffic areas. Annually. Wash all venetian blinds, and dust six (6) months from washing. Vacuum or dust all surfaces in the building of 70 inches from the floor, including light fixtures. Vacuum all draperies in place. Strip and refinish floors in offices and secondary lobbies and corridors. Shampoo carpets in corridors and lobbies. Clean balconies, ledges, courts, areaways, and flat roofs. HCHV Staff Space Requirement Inclusive to the price is a requirement for seven (7) private office/meeting spaces for HCHV staff and community partners to counsel Veterans and their dependents. These rooms must be large enough to adhere to CDC guidelines by allowing at least six feet of social distancing between occupants. There is no requirement for direct line computer connections or Internet access for VABHHCS HCHV homeless programs staff. Inclusive to the price is a requirement for a conference room. The conference room must comfortably accommodate conference table accompanied by fifteen (15) chairs/capacity to seat fifteen (15). This space requirement is for Monday through Friday from 8:00 a.m. to 5:00 p.m. Inclusive to the price, it is a requirement for a training or group room space that has the capacity to provide private training or counseling for groups of up to twelve (12) individuals. The C&A requirements do not apply, and a Security Accreditation Package is not required Signage Signs inside and outside shall be the responsibility of the Contractor. Exterior signs are to be installed and maintained by the Contractor in accordance with local codes and ordinances. One exterior sign will be visible from the street and clearly indicate "Veterans Outreach Center" (subject to approval by the Contracting Officers Representative). Maintenance It is the responsibility of the Contractor to properly maintain its facilities and the VABHHCS shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must: Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. Be in compliance with local and State sanitation and safety 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 clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. Be equipped with first aid equipment and an evacuation plan in case of emergency. Have windows and doors that can be opened and closed in accordance with manufacturer standards. Provide for safety of staff via direct connection to emergency personnel. Provide necessary outside lights. Fire Safety: The contractor facility must meet fire safety requirements, as follows: The building must meet the requirements of the applicable occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VJSN) Director. Fire exit drills must be held at least quarterly. Veterans must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities, and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. A written policy regarding tobacco smoking in the facility shall be established and enforced. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested, and maintained in accordance with the applicable NFPA fire codes and the results documented. The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA Inspection Of Facility and Program Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a Mental Health Professional, a representative of the VABHHCS Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the Medical Center Director or HCHV Coordinator shall conduct a survey of the Contractor's facilities to be used to provide Veterans rehabilitative services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the VABHHCS. The Contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the Contractor will 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. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VABHHCS Contracting Officer. If corrections are not made to the satisfaction of the VABHHCS, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract or transfer Veterans and to terminate the existing contract, as appropriate. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 6, and will also include the following: General observation of Veterans to determine if they maintain an acceptable level of personal hygiene and grooming. Assessment of whether the facility meets applicable fire, safety, and sanitation standards. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as but not limited to supportive counseling, goal development, social skills, problem solving skills, physical activities, assistance with health and personal hygiene. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring. Inspecting the types of nutrition provided to see if appetizing if nutritious snacks between meals are available for those requiring or desiring additional food, when it is not medically contraindicated, are provided in a setting which encourages social interaction and All VABHHCS reports of inspection of facilities furnishing treatment and rehabilitation services to eligible Veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. Performance Standards, Quality Assurance (QA) And Quality Improvement (QI) Quality Management/Quality Assurance Surveillance: Contractor performance will be monitored by the government using the standards as outlined in this Statement of Work (SOW) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted. Performance Standards: Measure: Life Safety Code Compliance Performance Requirement: Facility Meets NFPA Life Safety Code Standards Standard: Facility Meets NFPA Life Safety Code Standards Acceptable Quality Level: 100%; No deviations accepted Surveillance Method: Verification / Documentation by Contractor Measure: Services to be Provided Performance Requirement: Contractor provides agreed upon services listed in SOW. Standard: Facility Provides 100% of Contracted Services Acceptable Quality Level: 90% Surveillance Method: Direct Observation, Customer Reporting Measure: Special Contract Requirements Performance Requirement: The Contractor will employ qualified staff, provide required trainings, complete background checks, and ensure staffing levels are adequate. Standard: The Contractor adheres to 100% of Special Contract Requirements. Acceptable Quality Level: 90% Surveillance Method: Direct Observation, Customer Reporting, Documentation by Contractor Measure: Transportation Performance Requirement: The Contractor shall assist the Veterans with local transportation needs in line with Contract SOW. Standard: The Contractor assists 100% in fulfilling Transportation requirements. Acceptable Quality Level: 90% Surveillance Method: Direct Observation, Customer Reporting, Documentation by Contractor Measure: Facility Performance Requirement: The Contractor will ensure all parking, janitorial services and signage are provided according to the contract agreement. Standard: The Contractor ensures 100% of Facility requirements and services are met. Acceptable Quality Level: 95% Surveillance Method: Direct Observation, Documentation by Contractor Measure: Maintenance Performance Requirement: The Contractor will ensure that all required permits are obtained, maintenance codes adhered to, and required equipment on station. Standard: The Contractor ensures that 100% of Maintenance requirements are met. Acceptable Quality Level: 95% Surveillance Method: Direct Observation, Customer Reporting, Documentation by Contractor Measure: Fire Safety Performance Requirement: The Contractor will ensure the facility meets the requirements of the applicable occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Standard: The Contractor will ensure the facility meets the requirements of the applicable occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Acceptable Quality Level: 100%; No deviations accepted. Surveillance Method: Direct Observation, Documentation by Contractor Key Personnel and Temporary Emergency Substitutions The Contractor shall assign to this contract the following key personnel: ______________________________________________ ______________________________________________ ______________________________________________ ______________________________________________ During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by the individual's illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 5 calendar days (or earlier if practical) after a temporary emergency change in Key Personnel. END OF STATEMENT OF WORK

Inactive

36C26322Q0488