Residential Substance Abuse Treatment Program Facilities/Services 36 Clients VA256-16-AP-3823
Added: Mar 31, 2016 4:07 pm SOURCES SOUGHT SYNOPSIS DESCRIPTION: This "Sources Sought Synopsis" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide Residential Substance Abuse Treatment Program Facilities/Services for 36 clients. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a sources sought synopsis only. Questions should be submitted by email to anthony.mitchell4@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 621420, Commercial and industrial residential substance abuse treatment program facilities services (size standard of $15 million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on the FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this sources sought announcement. Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel. Responses must be emailed to anthony.mitchell4@va.gov no later than NOON CST, April 15, 2016. Your response should include both the STATEMENT OF CABABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained below. Please place "Attention: "SATP New Orleans Area", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS. If a solicitation is issued it will be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement. REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: (1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform commercial residential substance abuse treatment program services. Include the number of qualified personnel need to accomplish this service. Include past experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity (maximum number of patients you facility can hold at one time) and your availability to start. Please state the distance of your facility from the Department of veteran Affairs, Southeast Louisiana Veteran Health Care System, 1601 Perdido Street New Orleans, LA 70112. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in the System for Award Management (SAM). To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. SPECIFIED REQUIREMENT: The contractor shall communicate its capabilities to accomplish the following: (See next page) PERFORMANCE WORK STATEMENT (PWS) RESIDENTIAL TREATMENT AND CASE MANAGETMENT FOR VA SUBSTANCE ABUSE TREATMENT PROGRAM (SATP) SOUTHEAST LOUISIANA VETERANS HEALTHCARE SYSTEM (SLVHCS) Part 1 General Information 1. GENERAL: This is a non-personnel services contract to provide veterans with residential treatment and case management to include supportive housing to thirty six (36) veterans for the SLVHCS, New Orleans, LA. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1.1. DESCRIPTION OF SERVICES/INTRODUCTION: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform residential treatment and case management for Veterans participating in the Southeast Louisiana Veterans Healthcare System Substance Abuse Treatment Program (SATP) as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. It is essential that the contractor maintain a therapeutic environment by housing all patients in the same facility. 1.1.2. BACKGROUND: It is understood that the type of patients to be care for under this contract will normally require care and services above the level of room and board. It is essential that the contractor house all 36 patients at the same location to create a therapeutic community. The concept of a therapeutic community is critical to not only the wellness of the patient but the program as well. Care shall include, but is not limited to, a supervisor, an alcohol and drug free environment, and an active affiliation with a 12 Step Program. 1.1.3. OBJECTIVES: The purpose of this contract is to provide care, treatment and rehabilitative services to veterans suffering from addictions. It shall service veterans, who are homeless, by offering a safe and secure environment in a community-based treatment facility that supports their rehabilitation goals. The Contractor will be required to provide a safe environment for housing, but will not be required to provide detoxification or other hospital level treatment - those services will be provided by the VA at VA facilities. The contractor will oversee Veterans to assess personal hygiene maintenance, monitoring of medication, and any other service of supplies normally provided without extra charge. The goal of the SATP program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in a community-based, residential environment with sufficient therapeutic services to not only meet the needs of those Veterans but create an environment for patient recovery. 1.1.4. SCOPE: The Southeast Louisiana Veterans Health Care System, (SLVHCS), in New Orleans, LA requires contractors to provide services as part of its Community Based Health Care for Substance Abuse Treatment Program (SATP) for Veterans. The contractor will provide veterans with residential treatment and case management to include supportive housing to thirty six (36) veterans for the SLVHCS, New Orleans, LA. The Contractor shall provide residential treatment for homeless and substance abuse (SA) veterans who are participating in either the Homeless or SA program with the Department of veteran Affairs, SLVHCS, 1601 Perdido Street, New Orleans, LA 70112. The period of performance shall be for the period of October 1, 2016 tough September 30, 2017 with four (4), one-year annual renewal options. It is essential that all patients be house at the same facility to create a therapeutic community. This community of substance abuse patients is crucial to the patient's addiction recovery process. 1.2. PERSONEL 1.2.1. CONTRACT MANAGER: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate (s) who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one 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. 1.2.1.1. AUTHORITY: The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. 1.2.1.2. AVAILABILITY: The contract manager or alternate shall be available within 3 hours to meet on the installation with government personnel designated by the Contracting Officer to discuss problem areas any time the work is performed at the selected location. 1.2.2. EMPLOYEES: Contractor personnel will present a net appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the company name and employee name. All employees and representatives of the Contractor must be fluent enough in the English language to read and understand chemical labels/signs and to converse intelligibly with the COR. All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. 1.2.3. KEY PERSONNEL: The follow personnel are considered key personnel by the Government: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:30 a.m. to 4:00p.m., Monday tu Friday except Federal holidays or when the Government is closed for administrative reasons. 1.2.3.1. The contractor must identify each person functioning as "Key Personnel" under this contract, and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person's relevant skills and experience. 1.2.3.2. During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel 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. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor's contingency plan. 1.2.4. SPECIAL QUALIFICATIONS: The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this Performance Work Statement (PWS). 1.2.5. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. 1.2.6. PHYSICAL SECURITY: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. 1.3. QUALITY CONTROL 1.3.1. ESTABLISH AND MAINTAIN: The Contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP will be delivered within 30 days after contract award or with the Contractors proposal if it is an evaluation factor, tee copies of a comprehensive written QCP shall be submitted to the Program Manager and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the Contractor shall receive the contracting officer's acceptance in writing of any proposed change to his QC system. 1.3.1.1. CONTENT: The plan shall comply with the requirements of FAR 52.246.4, Inspection of Services-Fixed Price, which is incorporated in the clause section C-3 of the contract. The Quality Control Plan shall be specifically tailored to the tasks of this PWS. The contractor shall list how specific tasks for this PWS shall be accomplished. A general business quality control plan will not suffice and will render your submission ineligible for evaluation. The plan shall include the following: 1.3.1.2. INSPECTION SYSTEM: An inspection system covering all the services specified in this PWS. It must specify the areas to be inspected on a scheduled or unscheduled basis, how often inspection will be accomplished, and the title of the individual (s) who will perform the inspections. 1.3.1.3. IDENTIFICATION AND PREVENTION: The methods for identifying and preventing defects in the quality of service performed before performance becomes unacceptable. 1.3.1.4. RECORDS: On-site records of all inspections conducted by the contractor and necessary corrective action taken. This documentation shall be made available to the government during the term of the contract. 1.3.1.5. GOVERNMENT REVIEW: The government will review the Contractor Quality control Plan to determine if it is adequate. If the plan is adequate, the government will accept the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing. The contractor shall correct all identified deficiencies and submit a corrected Contractor Quality Control Plan within ten working days or on contract start date, whichever is sooner. The government will also periodically review the manner in which the contractor is conducting the quality control program by either reviewing the contractor's records, observing actual performance or both. 1.4. QUALITY ASSURANCE (QA). 1.4.1. CONTRACTING OFFICER'S REPRESENTATIVE (COR), PROJECT INSPECTOR (PI): Government personnel, with titles shown above shall be appointed to monitor contractor performance and to inspect and accept or reject the services as required by the contract. The name and telephone number of each such person under the contract will be furnished to the contractor in writing by the Contracting Officer. In accordance with FAR 1.601 (a) "Contracts may be entered into and signed on behalf of the Government only by Contracting Officers." A COR may not modify the stated terms of the contract, including extending the length of the contract period. The contractor shall sign and return the COR Delegation of Authority Letter. The Contractor and Contracting Officer's Representative (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. 1.4.2. GOVERNMENT EVALUATION: The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.4.3. PERFORMANCE EVALUATION MEETINGS. The contractor's manager may be required to meet periodically with the COR and the Contracting Officer during the contract. Meetings shall be as often as necessary as determined by the Contracting Officer. However, if the contractor requests, a meeting will be held whenever a Contract Discrepancy Report is issued. The meetings shall focus on performance and actual or potential problems. A mutual good faith effort shall be made by all parties to resolve all issues. The written minutes of these meeting shall be signed by the contractor's manager, Contracting Officer, and COR. If the contractor does not concur with the minutes, notice of non-concurrence shall be provided to the Contracting Officer. This notice shall be in writing and provided within seven work days of receipt of the minutes. 1.5. RESERVED 1.6. HOURS OF OPERATION. 1.6.1. DAILY WORK HOURS. The Contractor is responsible for providing services, 24 hours a day, 7 days a week. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. Work schedule must be coordinated with the COR or his designee. 1.6.2. PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at the Contractor's facility. 1.6.1. PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the fifteen (15) day. phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date. 1.7. CONTRACT ADMINISTRATION DATA. 1.7.1. PAYMENT MADE BY THE SLVHCS under this contract will constitute the total cost of halfway house care. The contractor agrees that no additional charges will be billed to the beneficiary or his family, either by halfway house or any third party furnishing services or supplies required for such care, unless and until specific prior authorization in writing is obtained from the VA Facility that authorized placement. The Contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA. 1.7.2. INVOICE REQUIREMENTS: Requirement for Community Based Health Care for Substance Abuse Treatment Program (SATP) for SLVHCS located in New Orleans, LA. The rate per day is an all-inclusive rate and no other payment will be made for services provided. The number of patients is an estimate of the number of times the number of days each patient will be in the contractor's facility. This is not a guaranteed number and the contractor will be paid for only the actual number of patients receiving service up to the amount of contract funding. The contract minimum number of patient days the Government will purchase is 182 patient days per year. The contract maximum number of patient days the Government will purchase is 365 patient days per year. 1.8. DOCUMENTATION AND RECORDS: All documentation, records and schedules as described in this PWS are the responsibility of the contractor. They are the property of the government and shall be turned over to the government upon completion or termination of the contract. All records are subject to the Freedom of Information and Privacy Acts and any requests for release of any records shall be handled accordingly. 1.9. BUSINESS ASSOCIATES AGREEMENT (BAA): In accordance with the requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), this contract will require a Business Associate Agreement. The contractor will enter into a Business Associates Agreement (BAA) with the Department of Veterans Affairs, unless a previously executed BAA is on file. The BAA is an instrument that will hold the contractor liable for any release of confidential medical information by any of its employees. A copy of a BAA is provided in the Contract Documents, Exhibits, Or Attachments section. ? PART 2 DEFINITIONS & ACRONYMS 2. DEFINITIONS AND ACRONYMS: 2.1. DEFINITIONS: 2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime. 2.1.2. CONTRACTING OFFICER: Is the person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government. 2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR): Is the employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4. DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement. 2.1.5. DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports. 2.1.6. KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. 2.1.7. PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property is deemed physical security. 2.1.8. QUALITY ASSURANCE: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP): The QASP is the organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance. 2.1.10. QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. 2.1.11. SUBCONTRACTOR: A subcontractor is one that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor. 2.1.12. WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract. 2.1.12. WORK WEEK: Monday tough Friday, unless specified otherwise. ? 2.2. ACRONYMS: ACOR Alternate Contracting Officer's Representative ALP Acceptable Level of Performance CFR Code of Federal Regulations COR Contracting Officer Representative DVA Department of Veteran Affairs FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 CO Contracting Officer PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SATP Substance Abuse Treatment Program SLVHCS The Southeast Louisiana Veterans Health Care System TE Technical Exhibit VA Veteran Affairs PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3. GOVERNMENT FURNISHED ITEMS AND SERVICES: 3.1. SERVICES: The Government shall determine eligibility of Veterans prior to referral to the Contractor for treatment. A written referral (hard copy, fax or e-mail are acceptable) signed by an authorized VA ordering officer shall be provided to the Contractor for each Veteran referred for services under the contract. 3.1.1. AUTHORIZATION: A list of authorized VA ordering officials for the contract shall be provided to the Contractor upon award of the contract. Ordering officials may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Officer. The Contractor shall be provided an updated list of authorized VA ordering officials whenever such changes are made. 3.1.2. INITIAL REFERRAL: The initial referral period for a Veteran may be up to 180 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor's staff, and VA SATP Program Coordinator or designee. An extension of the referral period up to a total of 12 months may be authorized by the VA Homeless Program Coordinator or designee, provided that funding is available. Treatment periods in excess of 12 months for individual Veterans must be authorized by the Medical Center Director or designee 3.1.3. VETERAN REMOVAL: VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran. 3.1.4. STAFF EXCLUSIONS: The VA 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 patient 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. 3.2. INSPECTION OF FACILITY AND PROGRAM: 3.2.1. An annual inspection will be conducted by a VA multidisciplinary team consisting of a social worker, dietitian, registered nurse, a representative of the VA Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the medical center director or SATP Coordinator shall conduct a survey of the Contractor's facilities to be used to provide Veterans food, shelter, and therapeutic 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 Southeast Louisiana Veterans Health Care System. 3.2.2. The contractor shall 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 shall be reported to the Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer shall consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients 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 4.5.2, and shall also include the following: 3.2.3. General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming. 3.2.4. Assessment of whether the facility meets applicable fire, safety and sanitation standards. 3.2.5. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. 3.2.6. 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 individual professional counseling, physical activities, assistance with health and personal hygiene. 3.2.7. 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. 3.2.8. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring. 3.2.9. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. 3.2.10. Making a spot check of veterans' records to ensure accuracy with respect to veterans' length of stay and services provided to the veterans. 3.3. INFORMATION AVAILABILITY: All Departments of Veterans Affairs reports of inspection of residential 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. PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: 4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. 4.2. STAFFING: There shall exist sufficient staff in numbers and position qualifications to carry out the policies, responsibilities, and programs of the facility. Contractor's employees shall not be considered government employees for any purpose. Contractor employees are not under the direct control or supervision of the government. Contract award shall not result in a personal services contract. 4.3. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry. Washers and dryer will be provided. 4.4. VETERAN RIGHTS: Contractor personnel shall be expected to treat referred 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 17.34a (copy available upon request). 4.5. FACILITY: 4.5.1. FACILITY MAINTENANCE: It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must: 4.5.1.1. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. 4.5.1.2. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes. 4.5.1.3. Be licensed under State or local authority. 4.5.1.4. Where applicable, be accredited by the State. be equipped with operational air conditioning /heating systems. 4.5.1.5. Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. 4.5.1.6. Be equipped with first aid equipment and an evacuation plan in case of emergency. 4.5.1.7. Have windows and doors that can be opened and closed in accordance with manufacturer standards 4.5.2. FACILITY STANDARDS: The Contractor Facility Must Meet Fire Safety Requirements, As Follows: 4.5.2.1. 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 the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director. 4.5.2.2. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency. 4.5.2.3. Fire exit drills must be held at least quarterly. 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. 4.5.2.4. A written policy regarding tobacco smoking in the facility shall be established and enforced. 4.5.2.5. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, portable fire extinguishers, as guidance in selection and location requirements of extinguishers. 4.5.2.6. 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. 4.5.2.7. The annual inspection by a VA team 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. 4.5.3 The Contractor's Facility Is Required To Undergo and Pass Annual Inspection By SLVHCS Designated Inspection Team. a. CONTRACT HOUSING/ INSPECTION REQUIREMENTS ARE: 1) Clinical Information return: Clinical information must be provided back to the respective program. Information shall be provided within 72 hours of the event. 2) Access/Availability: An adequate number of slots shall be available in a ready state to accommodate planned admissions. Empty beds will be ready for occupancy within 24 hours after notification by respective Case Manager. 3) Quality Care: Facility shall meet relevant accreditation standards of Joint Commission (JA) and Commission on Accreditation of Rehabilitation Facilities (CARF). 4) Staff qualifications: Patient care staff hired by contractor shall: Not be a current patient of SATP and shall receive a minimum of 10 CEU's per year in the areas of substance abuse. 5) Patient Safety: All patient safety incidents shall be reported to the Case Manager Program or the on-call psychiatrist within 24 hours of the incident. Patient safety must be investigated, confirmed and resolved. Updates, findings, and status reports shall be provided at least monthly. The results of patient safety incident investigations, conclusions, findings, and status reports on any corrective actions shall be reported to respective Case Manager. Updates, findings, and status reports shall be provided at least monthly. 6) Patient Satisfaction: Contractor shall assess patient satisfaction and solicit complaints and suggestions regarding the quality of care. Patient satisfaction results are reported to SLVHCS on at least a quarterly basis. Issues and complaints requiring more immediate action are brought to Case Manager's attention within a week. PART 5 SPECIFIC TASKS 5. SPECIFIC TASKS: 5.1. BASIC SERVICES: The Contractor shall house all 36 patients at the same facility to create a therapeutic community. This is essential to the patient's recovery process. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative Services determined to be needed by each individual Veteran referred for treatment as stated in the plan developed by the contractor, with input from the Veteran and the VA Substance Abuse Treatment Program Coordinator (or designee). Services which the contractor must be able to furnish shall include: 5.2. GROUP ACTIVITIES: Structured Group Activities as Appropriate: Examples, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate. 5.3. BI-WEEKLY COLLABORATION: At a minimum, Bi-Weekly Collaboration with the VA program staff, which will provide supportive psychosocial services and weekly face-to-face meeting with the treatment team to notify of, admit and discharges as well as any events that would impact patient's level of care. 5.4. PROFESSIONAL COUNSELING: Individual Professional counseling, including counseling on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources. 5.5. LIVING PATTERNS: 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. 5.6. LIFE STYLE SUPPORT: For An Alcohol/Drug Abuse-Free Lifestyle provided in an environment conducive to social interaction and the fullest development of the resident's rehabilitative potential. Provide transportation to and from community resources such as 12 step meetings. 5.7. ILLNESS/RECOVERY: Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models. 5.8. INTERACTION: A program that promotes community interaction. 5.9. MEDICATIONS AND NARCOTICS: Shall be properly stored in a locked box. The SATP staff will be notified if medications are not being taken or not order by SLVHCS. 5.10. TREATMENT and DISCHARGE PLANNING: The contractor shall provide treatment and discharge planning reflecting a team assessment of social and vocational needs and the involvement of the Veteran. An individual case record will be created for each referred Veteran. Case records 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). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Department of Veteran Affairs staff members involved with the treatment program of the Veterans concerned. 5.11. ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). Meals shall include tee (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks. When medically deemed necessity Contractor will provide specialty nutritional foods, such as: low soft, low fat, sugar free. 5.12. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry. Washers and dryer will be provided. 5.13. RELIGIOUS DISCRIMINATION: The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. 5.14. UNAUTHORIZED ABSENCES: The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility. Should a Veteran absent himself/herself from the Contractor's facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of two days, provided there is an active outreach attempt on the part of the Contractor's staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of two days will not be reimbursable unless authorized in advance by the VA Homeless Program Coordinator. 5.15. NOTIFICATION OF MEDICAL EMERGENCIES: The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. If hospitalization of an emergency nature is required it is agreed that admission to the appropriate facility will be accomplished promptly and Utilization and Review will be contacted at (504) 558-1488. 5.16. NOTIFICATION OF INCIDENTS: The contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The contractor shall notify the VA case manager by telephone during the hours of 8:00am and 4:30pm. The contractor shall provide the SATP staff and the COR with a copy of the incident report within 24 hours. The contractor shall maintain a copy of the incident report in the Veteran's case record. 5.17. TRANSPORT OF VETERANS: 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 VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport. 5.18. PATIENT SATISFACTION SURVEY: The contract shall conduct patient satisfaction surveys. These surveys shall be made readily available to all patients. This data will be review quarterly by contractor and the SLVHCS case managers. All survey card s will be made available for SLVHCS case manager when requested. 5.19. PERFORMANCE BASED SERVICE ASSESSMENTS: The contractor shall comply with all requirements located in the Performance Based Service Assessment located in the QASP. The contractor will be assessed per the requirements. 5.20. PHASE IN/PHASE OUT PERIODS: The Contractor shall have personnel on board within fifteen (15) day of awarded contract to minimize any decreases in productivity and to prevent possible negative impacts on additional services. During the phase in period, the contractor must become familiar with performance requirements in order to commence full performance. PART 6 APPLICABLE PUBLICATIONS 6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) 6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. 6.1.1. VA Handbook 6500.6 Contract Security Appendix A 6.1.2. The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332). 6.1.3. 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. 6.1.4. 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 (VISN) Director. 6.1.5. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request) ? PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING 7. Attachment/Technical Exhibit List: 7.1. Attachment 1/Technical Exhibit 1 - Performance Requirements Summary 7.2. Attachment 2/Technical Exhibit 2 - Deliverables Schedule 7.3. Attachment 3/Technical Exhibit 3 - Performance Base Service Assessment ? TECHNICAL EXHIBIT 1 Performance Requirements Summary The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance teshold briefly describes the minimum acceptable levels of service required for each requirement. These tesholds are critical to mission success. Performance Objective Standard Performance Teshold Method of Surveillance PRS # 1. The Contractor shall provide quality mental health therapeutic treatment and case management (PWS 5.1) The Contractor provided facility shall meet relevant accreditation standards of Joint Commission and Commission on Accreditation of Rehabilitation Facilities (CARF). No more than one customer complaint per report. Ongoing clinical monitoring and chart reviews coinciding with weekly meeting collaborations and yearly facility inspection visits. If performance falls below the indicated teshold, the program manager shall notify COR, contractor shall develop action plan to increase performance level to acceptable teshold. PRS # 2 The Contractor shall provide Clinical Information return to facility as indicated in PWS. (PWS 4.5.3. a (1). The Contractor shall provide Information is provided within 72 hours of the event. 100 % If performance falls below the indicated teshold, the program manager shall notify COR, contractor shall develop action plan to increase performance level to acceptable teshold. PRS # 3 The Contractor must ensure patient safety for all the residents assigned. (PWS 1.1.3 & 5.16.) The Contractor must report patient safety incidents to the Case Manager Program or the on-call psychiatrist within 24 hours. 100 % If performance falls below the indicated teshold, the program manager shall notify COR, contractor shall develop action plan to increase performance level to acceptable teshold. PRS # 4 The Contractor must ensure all assigned staff has ample qualifications. (PWS 1.2.4; & 4.5.3.a (4) The Contractor's hired staff perform all assigned duties and available on site. 100 % If performance falls below the indicated teshold, the program manager shall notify COR, contractor shall develop action plan to increase performance level to acceptable teshold. PRS # 5 The Contractor must provide patient satisfaction survey to the patient. (PWS 5.18.) The Contractor shall provide patient satisfaction survey results reported to SLVHCS on at least a quarterly basis. 100 % If performance falls below the indicated teshold, the program manager shall notify COR, contractor shall develop action plan to increase performance level to acceptable teshold. PRS #6 The Contractor shall comply with all Performance Based Service Assessments (PBSA) located in the QASP. (PWS 5.19 & PBSA attachment ). The Contractor shall delivery quality healthcare and meets all requirements evaluated by the Method of Quality Assurance Surveillance in PBSA. 100% If performance falls below the indicated teshold, the program manager shall notify COR, contractor shall develop action plan to increase performance level to acceptable teshold. 100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed Validated Customer Complaint: Complaints must be validated. TECHNICAL EXHIBIT 2 DELIVERABLES SCHEDULE Deliverable Frequency # of Copies Medium/Format Submit To Alternate Contract Manager, PWS paragraph 1.2.3 Initial offer ________________ With every proposed change after contract award 1 copy initial offer ________________ 1 copy with every proposed change after contract award Offer submission requirements ________________ Via email in pdf. format Offer submission requirements ________________ COR@va.gov Key personnel description of service and resume. PWS paragraph 1.2.3.1 Initial offer ________________ With every proposed change after contract award 1 copy initial offer ________________ With every proposed change after contract award Offer submission requirements Via email in pdf. format Offer submission requirements COR@va.gov Key personnel substitutions. PWS paragraph 1.2.3.2 15 day prior to proposed substitutions 1 Copy Via email pdf format COR @va.gov Post award conference/periodic progress meetings PWS paragraph 1.2.5. As scheduled 1 Signed copy of meeting minutes. As provided by VA Contracting Officer Email address COR@va.gov Quality Control Plan PWS paragraph 1.3.1 Initial Offer Evaluation factor ________________ 5 working days after changes are made thereafter 1 Signed copy Via email in pdf format Offer submission requirements ________________ COR @va.gov Notice of non-concurrence with meeting minutes PWS paragraph 1.4.3. 7 working days after receipt of minutes 1 Signed copy Via email in pdf format COR@va.gov Fire evacuation plan. PWS paragraph 4.5.2.3. Initial Offer 1 Copy Offer submission requirements Offer submission requirements Written tobacco smoking policy. PWS paragraph 4.5.2.4. Within 30 days after contract award 1 Copy Via email in pdf format. COR@va.gov Deliverable Frequency # of Copies Medium/Format Submit To Clinical Information Return. PWS paragraph 4.5.3 a.1. Within 72 hours of the event. 1 Signed copy Via email in pdf format COR@va.gov Patient Safety Incidents. PWS paragraph 4.5.3.a.5 Within 24 hours of the incident. 1Signed copy Via email in pdf format COR@va.gov Patient Safety Incident investigations, conclusions, findings, updates, findings, and status reports. PWS paragraph 4.5.3.a.5 Monthly 1 Signed copy Via email in pdf format Case Manager Patient satisfaction results. PWS paragraph 4.5.3.a.6. Quarterly 1Signed copy Via email pdf format COR@va.gov] Notification of Medical Emergencies. PWS paragraph 5.15. Immediately when medical emergency occurs that requires hospitalization. Verified phone call Telephone Utilization and Review (504) 558-XXXX PERFORMANCE BASED SERVICE ASSESSMENT CONTRACTOR: GOVERNMENT REQUIRING ACTIVITY SLVHCS CONTRACT/ORDER NUMBER/ TITLE: PERIOD COVERED: 10/01/2016 - 9/30/2017 Place an X in the appropriate response Performance Standards for Assessment VERY ***BELOW *** EXCEPTIONAL GOOD SATISFACTORY SATISFACTORY POOR VALUE 5 4 3 2 1 A. MEETING TECHNICAL NEEDS: 1. What level of understanding does the contractor have of my technical needs and my mission requirements? 2. What level of efficiency and effectiveness does the contractor demonstrate in meeting my requirements? 3. Overall, how well does the contractor meet my technical needs and mission requirements? 4. Overall, the quality of the products/services provided are B. PROJECT MILESTONES AND SCHEDULE: 1. How well does the contractor meet my established milestones and project dates? 2. How timely are products, reports, and invoices completed, reviewed, and delivered? 3. How well does the contractor notify me in advance about potential milestones and scheduling problems so that I have enough time to correct them? C. PROJECT STAFFING: 1. How current is the expertise of those contractors performing requested tasks? 2. Do contractor personnel possess the necessary knowledge, skills and ability to accomplish assigned tasks? 3. Are the staffing levels assigned by contractor appropriate for accomplishing the mission? D. VALUE OF THE CONTRACTOR: 1. How would you assess the value of the services provided by the contractor? 2. How do you rate the quality of the products delivered by the contractor? 3. What overall rating would you give to the contractor's performance? ** Ratings for a Performance Standard are calculated by adding the individual scores under a Performance Standard and dividing it by the number of sub-standards under that Performance Standard. ***Poor and Below Satisfactory ratings must be explained in Section II (Narrative Clarification) below. Must be supportive and objective. II NARRATIVE CLARIFICATION Substance Abuse Case Managers will periodical consult with COR to ensure compliance with the proposed standards above. TECHNICAL EXHIBIT 3 PERFORMANCE BASE SERVICE ASSESSMENT
VA25616R0428 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16
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