Residential treatment housing services
This is a sources sought notice only. The purpose of this sources sought notice is to gain market knowledge of potential businesses to provide Residential treatment, room and board, rehabilitative and recovery services and more (see description of services and qualification requirements below.) The applicable NAICS Code is 623220, with a small business size standard of $15 million.
All businesses capable of providing this service are encouraged to reply, as responses will be used by the Government to make determinations about for the appropriate set-aside.
No solicitation is currently available at this time. After review of the responses to this sources sought announcement, a synopsis and/or solicitation announcement may be published at a later time.
The duration of the services would be required for one (1) year.
If your firm is providing this service, please respond to this Sources Sought notice by Thursday, September 21,2017 at 3:00 PM PST.
Responses should include:
(1) Business Name, GSA contract number (if applicable)
(2) DUNS
(3) Point of Contact Name, Phone Number, and E-mail Address
(4) Business Size SMALL or LARGE
(5) Type of Business SERVICE DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUBZone, WOMEN-OWNED etc.
(6) Description of your firm s capability in providing these types of services (Include relevant past performance/ contract number and point of contact for services provided)
STATEMENT OF WORK
1. Eligibility and Duration
The contractor shall furnish services to the beneficiaries for whom such care is specifically authorized by the Veterans Health Administration (VHA) for a period not to exceed 60 days. It is understood that the type of Veterans to be cared for under this contract will require services over and above the level of room and board. To be eligible for placement in residential treatment, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA services. Be located within 7 miles of the VA location of San Francisco VA Health Care System, 4150 Clement Street, San Francisco CA 94121, with easy access to public transportation. Within the limits of city and state laws, the contractor agrees to accept Veterans from a variety of backgrounds, including those being released from jail or prison. The contractor will be prepared to accept admissions at short notice, sometimes during nights and weekends.
2. The contractor shall furnish each Veteran authorized care under this contract with the following basic services:
a. Residential Room and Board
(1) The facility shall provide nutritious meals. Food shall be prepared, served and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for veterans to store personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste. At least three nutritious meals or their equivalent shall be served daily at regular times with not more than a 14 hour span between evening meal and breakfast of the following day. Snacks of nourishing quality, i.e. fruits, shall be offered between meals or bedtime. Veterans have the right to wear their own clothing.
(2) Room and shower configuration. The facility may provide private or open bay rooms & showers as clinically appropriate, provided the safety of Veterans is assured. The facility shall further ensure that the safety, privacy and personal dignity of both female and male Veterans is assured. Rooms shall be equipped with linens provided by the facility consistent with health life and safety standards.
(3) Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.
(4) Be equipped with first aid equipment and written disaster plan that is written in coordination with local emergency response unit.
(5) Have an aggressive on-going plan to address bed bug infestation. This policy must be a part of your written response to this solicitation. On-going bed bug infestation will be grounds for immediate discharge of Veterans from the facility.
(6) The building must meet the requirements of the applicable residential 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 SFVAHCS Director.
(7) Fire exit drills must be held at least monthly. Residents 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.
(8) A written policy regarding tobacco smoking in the facility shall be established and enforced.
(9) Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers.
(10) 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.
b. Laundry
Laundry facilities shall be provided for residents to do their own laundry.
c. Therapeutic Services
The contractor will provide individualized rehabilitative and recovery services determined to be needed by the resident in a plan developed by the contractor in consultation with the Veteran and the VA case manager and/or other appropriate VA staff. Services which the contractor must be able to furnish, either directly or by referral to VA or community resources, include:
(1) Group Activities: Structured group activities as appropriate examples include group therapy, social skills training, Alcoholics Anonymous,
Narcotics Anonymous, vocational counseling and physical activities as appropriate.
(2) VA Coordination: Coordination and referral to appropriate Veterans Affairs health, mental health, and other services, including VA residential treatment programs for addiction, homelessness, and/or PTSD, as well as outpatient treatment as recommended by VA providers. Veterans should have access to a phone line and should be able to access their voicemails at regular intervals in order to ensure that they attend recommended medical and mental health appointments.
The contractor should communicate in a timely way with VA staff about notable clinical events, such as intoxication, unexpected departure from the facility, new medical or mental health symptoms, etc.
(3) Case Management: Individual counseling, including counseling on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources. Counseling will include support for an alcohol and drug abuse-free lifestyle.
(4) Living Skills: Assistance to develop responsible living patterns and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.
(5) Discharge Planning: The facility case managers, in conjunction with the VA Mental Health Treatment Coordinators / Mental Health staff, will provide assistance with discharge planning. Housing needs will be assessed upon arrival and resources will be coordinated for discharge to a successful community placement. Length of stay is to be determined by VA clinicians. Mental health treatment coordinators include physicians, licensed clinical social workers and psychologists; who ensure Veteran mental health needs are properly addressed.
1. The Program is expected to assist with the formulation of an initial discharge plan within five days, that includes identified objectives and target dates for task completion(s), and for which progress shall be evaluated and documented on an ongoing basis for the duration of the veteran s admission.
2. At the time of discharge, whether planned or unplanned, the program will follow the appropriate procedure for handling and documenting Veteran discharges. This includes: notifying the identified VA MHTC or designee within 24 business hours that a discharge has occurred. A written report of the discharge that contains follow up contact information for the veteran, a summary of goals completed/not completed, should be submitted to VA MHTC or designee within 48 business hours of discharge.
(d) Management of Medications: Medications and narcotics shall be properly stored, controlled, issued and recorded in compliance with physicians orders. Medications will be stored and distributed according to Joint Commission Medication Security Standards; and under proper medical supervision by properly licensed and credentialed staff; as defined by law and by regulation of the jurisdiction in which the facility resides.
Contractor is expected to provide, at a minimum, a means of securely and properly storing all medications brought into the program for Veteran use. Veterans may self-administer medications, but storage should ensure that no other residents are able to access an individual Veterans medications. Any suspicion or concern of misuse is to be reported to VA Clinician immediately following incident reporting protocol.
(e) Clinical Issues:
1. A written protocol will be established and reviewed with SFVAMC by phone or in person clinicians with a plan for managing medical and behavioral emergencies, including severe alcohol withdrawal (delirium tremens), self harm and violence, management of intoxication, and severe psychiatric symptoms.
2. Veterans are not to be accepted into a VA contracted bed without receipt and review of all referring documentation, including a mental health evaluation and TB screening documentation.
(f) Transportation:
1. Transportation: The Contractor shall support the Veterans with finding solutions for their local transportation needs (e.g. to scheduled meetings, appointments, etc.) At a minimum, the Contractor will be expected to help the Veteran by providing information and instructions necessary to enable Veterans to utilize public transportation. If VA or contractor staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall engage Veteran in problem solving effort to identify and utilize alternative methods of transportation.
3. Billing
Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided other residents by the facility without extra charge. Payments made by the VA under this contract shall constitute the TOTAL cost of care and housing of the homeless Veterans. If a beneficiary is admitted to or discharged from the program on the same calendar day, payment will not be authorized. Absences of the Veteran from the facility for more than 2 days will not be reimbursed.
4. Staffing
a. The contractor shall employ sufficient professional staff and other personnel to carry out the policies and procedures of the program. There will be, at a minimum, an employee on duty, available for emergencies, 24 hours a day, 7 days a week. The employee on duty may be any staff able to respond to a medical or safety emergency and ensure facility evacuation in the event of an emergency.
b. The staff will be supervised by a licensed mental health provider at the masters level or above. Support and admin staff may be paraprofessional (such as marriage and family therapist or addiction therapists) who are appropriately licensed and credentialed, consistent with law and regulation for the jurisdiction in which the facility resides
c. The VA reserves the right to refuse or revoke acceptance of key personnel and request alternatives if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.
d. Once work has begun under this contract, Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abides by standards of conduct mirroring those prescribed by current federal personnel regulations.
e. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor s contingency plan. The Contractor s contingency plan to be utilized if personnel leave Contractor s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract should also be submitted as part of the proposal package in response to this solicitation.
5. Records and Reports
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. The facility shall maintain an individual client record on each Veteran admitted under this contract. The facility shall comply with the requirement of the Confidentiality of Alcohol and Drug Abuse Patient (42 CFR, Part II) and the Confidentiality of Certain Medical Records (38 USC 4132). All case records shall be secured and confidential. Records will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the Veterans concerned. The files shall include:
a. Reasons for referral.
b. All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment, weekly progress reports or notes, TB screening results, and documentation of any case management interventions or patient care conferences.
c. Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken.
d. Final summaries on each resident who leaves the program, to include reasons for leaving, urine toxicology results as indicated, the resident s future plans, and follow-up locator information.
e. Veterans served through VA s HCHV residential contract/emergency housing program must have client level data entered into the local community Continuum of Care s (CoC) HMIS. Data entered must include, at a minimum, the Universal Data Elements from the 2010 HMIS Data Standards.
6. Fire, Safety, and Sanitation Practices
a. Facilities shall conform to the standards of the Life Safety Code, National Fire Protection Association #101, Chapters 10 and 11. For additional information, or to obtain copies, contact NFPA: http://www.nfpa.org , NFPA Headquarters address: National Fire Protection Association, 1 Batterymarch park, Quincy, MA 02269, Phone: 617-770-3000 Fax: 617-770-0700. The facility shall meet the requirements of Public Law 100-336, 42 USC 12101-12213, Americans with Disabilities Act pertaining to handicapped accessibility in effect on the date of contract award. Facility shall also conform to the fire and safety code imposed by the State which adequately protects residents.
b. Facilities shall conform to building occupancy limits as determined by relevant local authorities in the jurisdiction in which the facility resides.
c. Facilities shall conform to Joint Commission and VA pest control practices (to include bedbug protocols) as enumerated in M-1, Part VII, Chapter 2, Pest Management Operations: The Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA), Public Law 92-516 dated October 21, 1972, as amended. CFR, Title 40, Part 171.11 (C) (2)., or local and state regulations as applicable.
e. Facilities shall ensure safe conditions in electrical and ventilation systems consistent with Joint Commission, state and local regulations, as applicable.
f. Facilities shall comply with infection control (to include pest control, such as bedbugs) hazardous materials management and other environment of care standards as outlined by Joint Commission Standards. Facilities generally will comply with any other Joint Commission standards, as applicable.
7. VA Patient s Bill of Rights
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.
8. The VA and facility may seek mutually agreeable contract modifications through the VA Contracting Officer; as allowed under the Federal Acquisition Regulation, and relevant VA acquisition regulation, subject to availability of funds.
Jon Ursino
jonathan.ursino@va.gov
