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Sources Sought

Pennsylvania, United States
Government : Federal
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Sources Sought

The Department of Veterans Affairs in Butler, PA is seeking information regarding Transitional Housing Services for informational purposes only. The Performance Work Statement can be seen below.

If your company can meet the requirements of this Sources Sought notice, please provide the following via email and send to the Contracting Officer at Responses are due no later than June 26, 2015.

"    Location of facility where veterans will be housed
"    GSA schedule (if applicable)
"    Changes/suggestions to the Performance Work Statement
"    Confirmation of SAM Registration

VA Butler Healthcare,

The goal of the Healthcare for Homeless Veterans (HCHV) program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans. Through the HCHV program, The Department of Veterans Affairs (VA) provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The Contractor will be required to provide service to the following VA facility: VA Butler Healthcare (Butler VA). This VA facility needs to acquire care, treatment and rehabilitative services to Veterans suffering from serious mental illness, including Veterans who are homeless, in community-based treatment facilities offering a safe and secure environment that supports their rehabilitation goals. The Contractor will be required to provide therapeutic and rehabilitative services, but will not be required to provide detoxification or other hospital level treatment - those services will be provided by the VA at VA facilities. Facility must be within 120 miles from the Butler facility.

The Government intends to award a fixed price, multiple award IDIQ contract to utilize beds at multiple facilities.

The Contractor shall provide beds and furnish services to beneficiaries of Butler VA facility for whom such care is specifically authorized by the Department of Veterans Affairs (herein called VA). It is understood that the type of patients to be cared for under this contract are authorized VA beneficiaries who are experiencing homelessness

The Contractor shall furnish each resident authorized care under this contract with the following basic services:
"    A supervised environment which will be staffed on a 24-hour basis;
"    A bed for each resident
"    Laundry facilities for residents to do their own laundry; and,
"    Therapeutic and Rehabilitative Services determined to be needed by individual resident, in a plan developed by the Contractor with consultation by the Veteran and the VA case manager. Services which the Contractor must be able to furnish include:
i.    Structured group therapeutic and recreational activities as appropriate, including Alcoholics Anonymous, vocational counseling, and physical activities as appropriate.
ii.    Instruction in and assistance with health and personal hygiene.
iii.    Monitoring medications used by residents to include types of medication and frequency of use. The contractor must provide a secured medication storage area and controlled access for medications brought into the program and used by the Veterans. A medication log must also be kept.
iv.    Supportive social services, in collaboration with the case managers, VA or other community contract resources.
v.    Individual professional counseling, including counseling on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program or contract community resources.
vi.    Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.
vii.    Support for an alcohol/drug abuse-free lifestyle, including random room and personal belongings checks, urine screens, and breathalyzer. Results are to be reported to the Homeless Coordinator.
viii.    Assistance in learning, testing, and internalizing knowledge of the illness/recovery process.
ix.    Furnish a room for VA Staff to conduct on-site services in the support of the Veteran's plan of care. Services to include, but not limited to, Telehealth Appointments.
"    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.
"    Any other services that the contractor typically provides its residents and customers.


VA Butler Healthcare (Butler, PA)
Description of Supplies/Services - Community Based Transitional Housing and Services    Estimated
Quantity (Days)    Unit
Cost    Estimated
Base Year - October 1, 2015 through September 30, 2016    2,580        
1st Option Period - October 1, 2016 through September 30, 2017    2,580        
2nd Option Period- October 1, 2017 through September 30, 2018    2,580        
3rd Option Period- October 1, 2018 through September 30, 2019    2,580        
4th Option Period- October 1, 2019 through September 30, 2020    2,580        

The contract facility must have a current occupancy permit or license required by the authority having jurisdiction. The Contractor shall employ sufficient professional health care personnel to carry out the policies, responsibilities, and programs of the facility. In residential treatment facilities there must be, at a minimum, a full-time administrative staff member or designee of equivalent professional capability on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week. In those instances where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional health care personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting.

The Contractor shall have as the minimum the following staff or consultants available at the facility:
"    Case Worker(s) on staff with at least a B.A. in Social Sciences who can provide group and individual counseling.
"    Licensed Practical Nurse (LPN) who at a minimum is available each day at the facility to deliver medications to residents at a time when all residents are at the facility.
"    Registered Dietician as either a staff member or consultant who plans the facility's meals and works with residents as needed to assist in developing healthy eating habits.

The Contractor shall make available to the VA COR 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 patient care for residents; to assure confidentiality of patient record information; and to determine the completeness and accuracy of financial records.

The Contractor shall conduct treatment and discharge plan reflecting a team (to include VA team members) assessment of health, social and vocational needs and the involvement of residents' families (when available) and appropriate community resources in resolving problems and setting goals.

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.

This agreement does not require the provider to have Joint Commission accreditation or other regulatory requirements regarding worker competency, however, the Contractor must perform the required work in accordance with Joint Commission and Commission on Accreditation of Rehabilitation Facilities (CARF) standards or equivalent. The Contractor is required to develop and maintain the following documents for each contract employee working on this agreement:
"    Credentials and qualifications for the job.
"    Documentation of continuing education for the last two years.

The Contractor will provide current copies of these records at the time of contract award and annually on the anniversary date of contract award to the VA Contracting Officer Representative (COR), or upon request, for each Contractor employee working on this agreement.

Before commencing work under the contract, the Contractor shall furnish the Contracting Officer with a certification from their insurance company indicating that the coverage outlined in this contract has been obtained and that it may not be changed or canceled without written notice within thirty (30) days to the Contracting Officer.

Wage Determination(s) are listed in Section D. of the solicitation. All applicable mandatory minimums shall be met.

It is agreed that the VA will have the right to inspect the residential treatment center and all appurtenances by an authorized representative(s) designated by the VA.

After contract award, a multidisciplinary VA team consisting of a social worker, nurse, dietician, and a safety officer shall conduct a survey of the residential treatment/community health care center. If the facility is found to be non-compliant at that time, the contract may be terminated for default. Residential treatment centers to be utilized will be restricted to community based facilities that provide food, shelter, and therapeutic service in a supportive environment. Residential treatment settings shall make documented information available to the VA, as deemed necessary to:
"    Conduct utilization review audits for the mandated national evaluation study,
"    Verify quality of patient care for residents,
"    Ensure confidentiality of patient record information, and
"    Determine the completeness and accuracy of financial records.

In 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. Each of the community health care facilities identified in the complex as part of the contract will also be subject to the requirements for contracting, safety and record keeping described in other parts of this document as applying to the residential treatment center.

The VA Safety Officer may inspect the facility for conformity to the current Life Safety Codes after contract award. The other members of the team will focus on the assessment of the quality of life within the residential treatment facilities, giving particular attention to the following indicators:
"    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 conductive to social interaction and the fullest development of the resident's rehabilitative potential.
"    The facility should be in a central location, near public transportation, and near areas which provide employment.
"    Appropriate, organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example, individual professional counseling, physical activities, assistance with health and personal hygiene.
"    There is evidence of facility-community interaction. This may be 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.
"    Staff behavior and interaction with residents convey a caring, friendly attitude.
"    Nutritionally-adequate meals are provided in a setting which encourages social interaction. Nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements of the rooms and board is required for homeless chronically, mentally ill patients. Many of these patients are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the patients' satisfaction with meals and the actual consumption of food offered.
"    The Contractor shall be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action and notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.
"    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 the inspection of the contract facility will be reported in writing to the VA Contracting Officer. 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 patients and to terminate the contract.


The Contractor will notify the authorizing VA immediately when a medical emergency occurs which requires hospitalization of any resident receiving care at VA expense. It is agreed that the resident will be admitted to the nearest available VA facility when possible. If hospitalization of a non-emergency nature is required, it is agreed that admission to a VA will be accomplished consistent with VA eligibility criteria, as determined by VA policies.

The Contractor shall comply with the principles listed 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

In the event a beneficiary receiving residential treatment center care under this contract dies, the residential treatment center will promptly notify the VA office authorizing admission and immediately assemble, inventory, and safeguard the patient's personal effects. The funds, deposits, and effects left by VA patients upon the premises of the residential treatment center shall be delivered by the residential treatment center to the person or persons entitled thereto under the laws currently governing the residential treatment center for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition of the funds and effects will be immediately forwarded to the VA office. Should a deceased patient leave no will, heirs or next of kin, his personal property and funds - wherever located - vests in and becomes the property of the United States in Trust. In these cases the residential treatment center will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

Subsequent inspections of the residential treatment center must be made annually by a multidisciplinary team including such hospital personnel as deemed necessary to assure that the facility provides quality care in a safe environment. As site visits are accomplished by VA program personnel, attention will be directed to the adequacy of the Veteran's records. Site visits will also include a spot check of records to ensure Contractor invoices accurately reflect the Veteran's length of stay.

The Contractor shall maintain an individual clinical record on each Veteran out-placed under this contract. The Contractor must comply with the requirements of the "Confidentiality of Certain Medical Records" (38 USC 4132), and the "Confidentiality of Alcohol and Drug Abuse Patients Records" (42 CFR, Part II) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the Veterans concerned. In addition to reasons for referral, the clinical record maintained by the contract facility will include:
"    All essential identifying data relevant to the resident and his/her family, including a socio-cultural vocational assessment.
"    Data relating to the resident's admission, to include the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode, and the anticipated length of stay, if known.
"    Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken;
"    Reports of periodic reevaluation by program staff, to include any measures of movement toward rehabilitation goals, with focus on the attainment of self-help skills.
"    Final summaries on each resident who leaves the program, to include a description of beneficial changes realized during the residential period, reasons for leaving, the resident's future plans, and, if possible, follow-up locator information.
"    Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the Residential Treatment Center (RTC) in accordance with state and federal law for a period of at least three years following termination of care.

The Contractor shall visit and comply with the website; to verify quality of patient care for Veterans, to assure confidentiality of patient record information and to determine the completeness and accuracy of financial records.

The Contractor shall visit and comply with the principles listed in 38 CFR 17.707(b) (http:/ ) to provide housing and supportive services in a manner that is free from religious discrimination or discrimination based on medial or mental health diagnosis.

The VA case manager/treatment team shall identify and refer all patients to the Contractor. All patients will be homeless including severely mentally disabled Veterans to include those with alcohol and/or substance abuse disorders.

Authorizations beyond the current fiscal year are contingent upon funds being available for the next fiscal year.


Both residential and ambulatory care facilities must conform to the standards of the Life Safety Code (National Fire Protection Association #101) and the fire and safety code imposed by the state law. The Contractor shall meet all city, state, and federal requirements concerning licensing and health codes. In all cases, the VA requires a level of safety which conforms to NFPA #101. All contract facilities must be licensed under state or federal authority.

In the performance of this contract, the Contractor shall take such safety precautions to be reasonably necessary to protect the lives and health of the occupants of the buildings. The Contracting Officer, or his/her designee, will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall after receipt of such notice immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.

Resident dietary needs shall be met in accordance with sound medical practice. This includes meal choices for residents with special dietary needs (ex: diabetes). 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. Between meals and/or bedtime snacks of nourishing quality shall be offered. The food shall be prepared, served and stored under sanitary conditions. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas, and for proper waste disposal.

The Contractor shall provide meals appropriate for any resident that has culturally sensitive needs.

The Contractor shall enter client level data on all Veterans served through VA's HCHV residential contract/emergency housing program. The Contractor shall enter the client level data into the local community Continuum of Care's (CoC) HIS. Data entered must include, at a minimum, the Universal Data Elements from the 2010 HMIS Data Standards.

The Contractor shall notify the authorizing COR of absences from the facility. Unexcused/unauthorized absences of the resident from the facility in excess of 48 hours shall not be reimbursable. Should a patient referred to a residential treatment facility, absent himself/herself in an unauthorized manner payment for services for that Veteran to the contract facility would be continued for a maximum period of three days provided there is an active outreach attempt on the part of the contract facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout shall be an element of quality assurance review of this program; failure to comply with above shall result in negative contract performance review or contract termination.

It is understood that the beneficiary may be provided facility care at the expense of the VAMC for a period not to exceed the stated length of time stated in the treatment plan contract, unless an extension of the authorization is provided in writing by the VAMC. Length of stay at the Contractors' facility shall be initially authorized for up to 60 days depending upon the needs of the patient as mutually determined by the patient, the residential treatment staff, and VAMC HCHV Treatment Staff. An additional 60 days of contract supported residential treatment may be authorized with the Chief, Mental Health, Social Work Executive or Designee's approval with such funding as is authorized.

The VAMC reserves the right to remove any/all residents from the facility at any time without additional cost, when it is determined to be in the best interest of the VAMC or the resident.

Requests for readmissions shall be accessed and screened on an individual basis depending upon the needs of the patient as determined by the patient, the Contractors' treatment staff, and VAMC HCHV Treatment Staff.

The Contractor shall not charge Veterans any fee for care to include cash, food stamps or other public assistance.


The Contractor shall notify the COR or designee and the Officer of the Day (AOD) (after hours) when a medical emergency occurs, requiring re-hospitalization of a resident receiving care at VAMC expense. It is agreed that the Veteran shall be readmitted to the appropriate VAMC facility. When such readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided the VAMC authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that readmission to the VAMC will be accomplished promptly.

The Contractor shall notify the authorizing VAMC facility within 24 hours of the following incidents involving Veterans residing in the residential program.
"    Incidents involving injury
"    Infection control
"    Aggression/violence
"    Use or possession of weapons
"    Vehicle accidents
"    Bio-hazardous accidents
"    Use/possession of legal or illegal substances
"    Abuse
"    Neglect
"    Suicide or attempted suicide
"    Sexual assault
"    Other sentinel events

The Contractor shall notify the VAMC Case Manager by telephone during the hours of 8:00am and 4:30pm. All incidents that occur after normal business hours, the Contractor shall notify the AOD. The Contractor shall provide the HCHV Case Manager and the COR with a copy of the incident report within the next business day. The Contractor shall maintain a copy of the incident report in the Veteran's chart.


The Contractor facility must have a current occupancy permit or license required by all applicable jurisdictions.

The Contractor facility shall be equipped with operational air conditioning/heating systems. Air conditioning and heating systems that malfunction shall be repaired within three business days; repeated failure to repair inoperable equipment within the timeframe may result in an unfavorable contract performance evaluation or contract termination.

The Contractor facility shall be kept clean free of dirt, grime, mold, infestations or other hazardous substances and damages which noticeably detract from the overall appearance and safety of the facility. Failure to provide a clean, safe environment may result in contract termination.

The Contractor facility shall be equipped with first aid kit, fire extinguisher fully charged and non-expired, fire/carbon alarms, evacuation plan in case of emergency.

The Contractor facility shall have access to oxygen for emergencies and for physician-ordered care.

The Contractor facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

The Department of Veterans Affairs will not incur any costs associated with the Contractor providing inadequate facilities or faulty equipment.

The contract facility shall not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

The VA will readily have access to all records concerning the Veteran's care in the Contractor facility. It is understood that duly authorized representatives of the VAMC will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. 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 patient, records on all VA beneficiaries shall be returned to the VA COR.

The facility warrants that all applicable fire laws are being complied with and there are no recommendations from fire officials which have not been resolved.

The Contractor shall comply with the VA Patient's Bill of Rights as set forth in the Code of Federal regulations, Section 17.34a, Title 38 (copy is available upon request).


The COR shall monitor the services provided. The Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested. The Contractor shall refer complaints received directly from the customer(s) to the COR. All complaints received by the COR and forwarded to the Contractor shall be investigated within 72 hours. After investigation and disposition, the Contractor shall respond to the COR within five (5) working days after receipt by the Contractor.

The Contractor's facility shall maintain copies of the Healthcare for Homeless Veterans (HCHV) Veteran Handbook and all Contractor staff shall be familiar with the Veteran Rights and Responsibilities and Grievance Procedures as stated within this handbook.


The Contractor shall provide the transportation from the requesting VA facility to the Contracted facility. If the Veteran is medically cleared to use public transportation, the VA shuttle buses can be used to get the Veteran to the closest facility for transfer to the Contracted facility.

The Contractor shall provide the residents with transportation to and from care at the VAMC and other social services appointments (such as, Department of Social Services, Employment Security Commission, Social Security, and Veterans Service Office), and treatment appointments.

The Contractor shall provide residents with bus tickets to access transportation. If the Veteran is not medically cleared to use public transportation, the facility shall provide private transportation. The facilities geographical location shall have ease of access to the local bus route, for patients to access. Provision of transportation to and from medical center and other appointments is required. Failure to provide essential transportation services on a repeated basis may result in unfavorable contract performance evaluation or may result in contract termination. Private transportation must comply with all federal, state, and local laws and regulations.

These costs will not be additional costs. They are to be included in the Vendor's quoted daily rate.

When additional beds over the minimum are needed, the order will be issued to an awardee based on a Best Value Determination. When technical and past performance data are combined, they are more important than price. The evaluation factors' order of importance is as follows:
a.    Technical Acceptance
i.    Variety of services offered
ii.    Quality of services offered
b.    Past Performance
c.    Price

Per FAR 16.5(b), the Contracting Officer must provide each awardee a fair opportunity to be considered for each order exceeding $3,000 issued under this contract. If the order does not exceed the simplified threshold, the Contracting Officer need not contact each of the multiple awardees under the contract before selecting an order awardee.

Each order exceeding the simplified threshold shall be placed on a competitive basis using the following methods. The Contracting Officer will provide a notice to each awardee, notifying them of the VA's intent to issue an order for additional beds. All awardees will have an opportunity to respond to the notification and submit an offer that will be fairly considered. Orders expected to cost over $5 million will be issued in accordance with FAR 16.505(b) (1) (iv).

The services covered by this contract shall be furnished by the contractor as defined herein. The following terms have the following meanings:

Normal Work Hours: Normal Work hours: Monday - Friday, 8:00am to 4:30pm.

Contractor Work Hours: The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall be required, to provide services 7 days per week, 24 hours per day, 365 days per year, including Federal Holidays.

Federal Holidays: The holidays observed by the Federal Government are:

    New Year's Day             Labor Day
    Martin Luther King's Birthday        Columbus Day
    President Day                    Veterans Day
    Memorial Day                    Thanksgiving Day
    Independence Day                Christmas Day

AND any other day specifically declared by the President of the United States to be a national holiday

When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.


The VA Homeless Coordinator shall identify and refer all Veterans to the contractor.

All Veterans will be capable of self-preservation, and in an emergency situation, will have sufficient capacity to recognize physical danger, sufficient judgment to recognize when such danger requires immediate egress from the group residence, sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress.

Contractors shall accept Veterans who have histories that include criminal backgrounds and have served jail/prison time. The contractor shall not refuse acceptance of a VA placed resident because of that resident's criminal past.

VA requires services for both male and female Veterans. VA reserves the right to issue multiple contract awards if necessary to meet this requirement. Contractors shall indicate if they are capable of providing services to both male and female Veterans.

All staff must receive privacy training annually pursuant to VHA Handbook 1605.1, Privacy and Release of Information. Annual HIPAA training provided by the contractor to their staff can be accepted to fulfill this requirement. OR, Training modalities can be provided by the VA to the contractor upon request to fulfill the requirement. Documentation of the training will be provided to the COR annually.

Jennifer L Callahan
Contracting Officer
(814) 860-2977

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