TEMPORARY HOMELESS SHELTER ORLANDO VA
Added: May 09, 2011 6:37 pm TEMPORARY HOMELESS SHELTER FOR ORLANDO VA RFP No. VA-248-11-RP-0457 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a request for proposal (RFP). This solicitation document and all incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-49. Only offers from businesses that are qualified and meet the Statement of Work requirements shall be considered. The relevant NAICS code is 624229 with small business size standard of $7 Million. Proposals are due on May 20, 2011 at 4 p.m. Eastern Time. Proposals, as well as any questions or requests for clarifications, should be submitted to Adalberto Afanador, Contracting Officer at the Tampa VA Medical Center, by email (adalberto.Afanador@va.gov). The deadline for submitting any questions or request for clarifications is Wednesday May 18, 2011 at 5 p.m. Eastern Time. Other means of proposal submission must be submitted for consideration to the Contracting Officer who can be reached by phone, (813) 972-7502, or email, adalberto.Afanador@va.gov. In all cases, offerors are strongly encouraged to confirm receipt of proposals. The Orlando VA Medical Center, Orlando Florida has a requirement for Temporary Homeless Shelter Services to house eligible and entitled veterans for a period of 60 days or as directed in the Statement of work (SOW). All work shall be done in accordance with the attached Statement of Work. Contractor shall provide all the necessary labor, supervision, tools, supplies/materials and equipment necessary to provide room, board, and support services as specified for eligible beneficiaries of the Orlando VA Medical Center, 5201 Raymond Street Orlando, FL 32803. The contractor will provide services as directed in the SOW. (Contract modifications must be completed by the Contracting Officer). The VA intends to establish a firm fixed price requirements contract, based on the estimated quantities agreed upon with the successful offeror (s). For this contract more than one contractor is desired. The period of performance is for a 12-month base period beginning on the effective date of contract award, which is estimated to be on June 1, 2011, with four 12-month option periods. The Contracting Officer in consultation with the COTR will determine whether to unilaterally exercise each option year period with prior notice to the Contractor. Anticipated performance periods subject to change based on actual contract start date: Base period: June 1, 2011 - February 29, 2012 Option period 1: June 1, 2012 - February 28, 2013 Option period 2: June 1, 2013 - February 28, 2014 Option period 3: June 1, 2014 - February 28, 2015 Option period 4: June 1, 2015 - February 29, 2016 Award shall be made to the responsive, responsible offeror in accordance with the evaluation criteria outlined in the Proposal Evaluation Criteria section. Successful offers must be registered with the Central Contractor Registration (https://www.bpn.gov/ccr/default.aspx) and provide representations and certifications either electronically online (https://orca.bpn.gov/) or in writing by requesting a written form (FAR 52.212-3 Offeror Representations and Certifications - Commercial Items) from the Contracting Officer. The Service Contract Act and Department of Labor Wage Determination WD 05-2111 (Rev.-11) applies to this procurement. The Wage Determination can be accessed at http://www.wdol.gov/. A Business Association Agreement will be required with the successful offeror (see template attached). Proposal Submission: Each proposal should include the following. Additional information is not requested and is likely to be discarded without review. Completed price showing 5 units (bed) per day x 365 days. (See Statement of work Schedule). Technical capabilities document addressing how the offeror meets the technical capability requirements outlined above in the Proposal Evaluation Criteria section. This document should be limited to 10 pages, including any attachments or exhibits, and should not be in a font size smaller than Times New Roman 12. Past Performance list of references from whom past performance information was requested to be submitted to the VA. Evidence of registration in the Central Contractor Registration (www.ccr.gov) database. Proposal Evaluation Criteria Proposals shall be evaluated in accordance with FAR 52.212-2 Evaluation-Commercial Items as follows. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The VA intends to award to up to tee contractors without discussions. As such, Offerors are advised to submit all information requested and to provide their best possible offer. The following factors shall be used to evaluate offers: Technical Capability The evaluation of technical capability will consider whether the Contractor has the required capability to perform the types of service required by the statement of work. A copy of the Contractor's current certifications. A sample of work to be evaluated by the COTR or local Social work office staff, at: Orlando VA Medical Center 5201 Raymond Street Orlando, FL 32803 Contractor's facilities will be inspected by the appropriate VA Office in Orlando. Quality Control Plan (See Statement of Work and attached Quality Assurance Surveillance Plan) During the technical capability evaluation, each offeror will be assigned one of the following ratings: Technical Capability Rating Description PASS Based on the offeror's qualifications and experience, the government has confidence the offeror will successfully perform the required effort. FAIL Based on the offeror's qualifications and experience, significant doubt exists that the offeror will successfully perform the required effort. Past Performance (evaluated by COTR or Contracting Officer) The evaluation of past performance information will be obtained from current (within the last tee years) references provided by the Offeror and from other sources known to the Government or otherwise learned of during the course of the evaluation. Each record shall include CURRENT contact information. Each offeror will be evaluated on past performance over the past tee (3) years, since the issue date of the solicitation, in managing and conducting projects of similar scope and complexity to that of this solicitation. The Government will focus on information that demonstrates quality of performance relative to the scope and complexity of the procurement under consideration. References other than those identified by the Offeror may be contacted by the Government. A neutral rating will be given if no Past Performance information is available for services of a similar nature. Offerors shall request that the attached Past Performance Survey be completed by prior a prior client/customer and take responsibility to have the completed surveys submitted to the Contracting Officer by the closing date. Offerors shall also provide a list of these references with their proposal containing the following information: Company name and mailing address Evaluator's name, phone number, and email address Period of performance In performing the past performance evaluation, each offeror will receive a relevancy rating for each piece of performance information provided or otherwise obtained and for the overall past performance rating, more highly relevant past performance information shall be considered more favorably than less relevant information. RELEVANCY OF PAST PERFORMANCE INFORMATION Rating Description Highly Relevant The previously performed work is of a highly similar or same nature in terms of both the scope and complexity of work and was performed wholly or in part within the last 3 years. Relevant The previously performed work is of a similar nature in terms of either the scope or the complexity of work or similar in nature in terms of both and was performed wholly or in part within the last 3 years. Non-relevant The previously performed work is not similar in nature to either the scope or the complexity of work and/or was not performed wholly or in part within the last 3 years. OVERALL PAST PERFORMANCE RATING Rating Description Outstanding Performance greatly exceeded the contract requirements. There is the highest amount of confidence that the offeror will successfully perform the required services. Above Average Performance exceeded the contract requirements. There is a high amount of confidence that the offeror will successfully perform the required services. Satisfactory Performance met the contract requirements. There is some confidence that the offeror will successfully perform the required services. Marginal Performance met the minimum contract requirements but some material aspects of the contractor's performance were less than satisfactory. Some doubt exists that the offeror will successfully perform the required services. Unacceptable Past performance was poor and/or did not satisfy contract requirements. Significant doubt exists that the offeror will successfully perform the required services. 3. Price Each offeror's price shall be submitted using the schedule of services listed in the solicitation. Technical capability and past performance, when combined, are more important than price. (c) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (d) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) Other provisions and clauses: FAR 52.204-7 Central Contractor Registration FAR 52.212-1 Instructions to Offerors - Commercial items FAR 52.212-4 Terms and Conditions - Commercial items FAR 52.217-5 Evaluation of Options FAR 52.217-8 Option to Extend Services FAR 52.217-9 Option to Extend the Term of the Contract FAR 52.222-41 Service Contract Act of 1965 FAR 52.225-2 Buy American Act Certificate FAR 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration FAR 52.233-1 Disputes FAR 52.233-4 Applicable Law for Breach of Contract Claim VAAR 852.203-70 Commercial advertising VAAR 852.237-70 Contractor responsibilities VAAR 852.270-1 Representatives of contracting officers VAAR 852.273-70 Late offers VAAR 852.273-74 Award without exchanges 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Oct 2010) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). ___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2010) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644). 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)). 52.219-14, Limitations on Subcontracting (Dec 1996) (15 U.S.C. 637(a)(14)). 52.219-28, Post Award Small Business Program Rerepresentation (Apr 2009) (15 U.S.C. 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Jul 2010) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (Feb 1999). 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). 52.222-35, Equal Opportunity for Veterans (Sep 2010)(38 U.S.C. 4212). 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). 52.222-37, Employment Reports on Veterans, (Sep 2010) (38 U.S.C. 4212). 52.222-54, Employment Eligibility Verification (JAN 2009). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.) 52.223-18, Contractor Policy to Ban Text Messaging While Driving (SEP 2010) (E.O. 13513). 52.225-1, Buy American Act-Supplies (Feb 2009) (41 U.S.C. 10a-10d). 52.225-5, Trade Agreements (AUG 2009) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note). 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [Contracting Officer check as appropriate.] 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition teshold, and does not contain the clause at 52.215-2, Audit and Records-Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause- (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) [Reserved] (iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). (v) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212). (vi) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). (vii) [Reserved] (viii) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). (ix) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). ___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (Feb 2009) (41 U.S.C. 351, et seq.). (xii) 52.222-54, Employment Eligibility Verification (JAN 2009). (xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (Mar 2009) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/Far/loadmainre.html http://www1.va.gov/oamm/oa/ars/policyreg/vaar/ STATEMENT OF WORK Community-based Temporary Housing and Supportive Services for Homeless Veterans The facility will provide room, board, and support services as specified to homeless veterans. The services will be furnished to beneficiaries for whom such care is specifically authorized by the Department of Veterans Affairs, Orlando VA Medical Center. The facility will provide a 24/7 supervised, clean, sober and safe environment where veterans can stay temporarily until entering treatment programs or transitional or permanent housing. The facility must be easily accessed by public transportation. The per diem rate established will be an all-inclusive rate. Contractors under this program must meet the following VA standards, based on regulations promulgated by Title 38 Code of Federal Regulations (CFR) Section 17.53b: Length of stay at the facility will be initially authorized for up to 60 days. The beneficiary may not be provided care for a period in excess of that unless such extension authorization is provided in writing by the appropriate Orlando VA Medical Center. 1. Term of Contract: Period of performance will be from the date of award tough May 31, 2012 with the Government having the option to extend the contract for 4 (four) additional one-year periods. Task delivery orders will be issued against the contract. 2. Facility must meet the following: a. The standards of the Life Safety Code (National Fire Protection Association (NFPA) #101); b. The fire and safety code imposed by the State law; and c. City, State, and Federal requirements concerning licensing and health codes. d. Prior to the award of a contract, a multidisciplinary VA teams consisting of a social worker, dietitian, registered nurse, and an engineering service safety officer shall conduct a survey of the residential treatment/community health care center, Residential treatment centers to be utilized will be restricted to community based facilities that provide food, shelter, and therapeutic services in a supportive environment. e. The Safety Officer will inspect the facility for conformity to the current Life Safety Code and submit findings to the chairperson of the team. The other team members of the team will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following factors: (1). General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. (2). The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. (3). the facility should be in a central location, near public transportation, and near areas, which provide employment. 3. Licenses: a. All facilities must be licensed as required for the particular setting under State or Federal authority. b. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. c. Privacy Act. The notification and contract clauses entitled "Privacy Act Notification," as specified in Federal Acquisition Regulations (FAR) 52.224-1 and 52.224-2, is incorporated into this contract. 4. Services: a. A supervised, safe, clean, sober environment which will be staffed on a 24-hour basis. The facility must have policies in place for dealing with behavior issues, a system for accountability of residents including sign-in/out, and curfew. b. Board and room; VA participants will be housed for up to 60days at the facility and separate facilities provided for male and female veterans. c. Free laundry facilities for veterans to do their own laundry d. Personal hygiene maintenance (provision of soap, shampoo, laundry detergent, towels and bed linens, and referrals for clothing/footwear as indicated) e. Supportive Social Service, in collaboration with the case managers, VA or other community resources. Supportive Social Service is defined as timely referral coordination and communication with VA staff members about all issues regarding the veteran. 5. National Holiday a. The 10 holidays observed by the Federal Government are: New Year's Day (January 1st), Martin Luther King's Birthday (3rd Monday in January), Presidents' Day (3rd Monday in February), Memorial Day (last Monday in May), Independence Day (July 4th), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veterans Day (November 11), Thanksgiving Day (4th Thursday in November), Cistmas Day (December 25th) and any other day specifically declared by the President of the United States to be a national holiday. When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies. 6. Reports: a. An individual record will be maintained by the facility staff on each veteran placed under this contract. b. The Facility must comply with the requirements of the "Confidentiality of Certain Medical Records" (38 U.S.C. 7332), and the "Confidentiality of Alcohol and Drug Abuse Patients Records" (42 CFR, Part II) when appropriate, and shall be part of the contract. 7. Security Training: Due to the increased emphasis on privacy and information security, the following special contract requirements are established and hereby made part of the contract entered into with the Department of Veterans Affairs. a. Privacy Training: Contractor and their sub-contractors assigned work under the contract are required to receive annual training on patient privacy as established by HIPAA statues. Training must meet VHA's and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the contracting officer that all employees assigned work and/or having access to Protected Health Information have received annual training. Proof of trainings is to be forwarded to the Contracting Officer. Information on fulfilling the training requirement as stated in this paragraph can be found at https://www.ees-learning.net. For contractors and sub-contractors who do not have access to VHA computer systems, this requirement is met by receiving VHA National Privacy Training, other VHA approved privacy training or contractor furnished training that meets the requirements of the HHS standards. b. Rules of Behavior for Automated Information Systems: Contractor personnel having access to VA Information Systems are required to read and sign a Rules of Behavior statement, which outline rules of behavior related to VA Automated Information Systems. The COTR will provide, tough the facility ISO, the Rules of Behavior to the Contractor for the respective facility. c. VA Cyber Security Awareness Training: Each contractor assigned work under the contract is required to receive and document completion of VA training on Cyber Security. The requirements for fulfilling this provision can be found at https://www.ees-learning.net. Contractor shall provide documented proof to the contracting officer that all contractor employees servicing a VA contract have received annual training. d. As VA routinely reviews and updates policies and procedures covering contractor computer access, security requirements may change during the term of this contact and new policies and procedures may be implemented unilaterally during the term of this agreement. 8. Payment CONTRACTOR REMITTANCE ADDRESS: Effective January 1, 1999 all payments by the Government to the contractor will be made in accordance with Federal Acquisition Regulation (FAR) Clause 52.232-34, Payment by Electronic Funds Transfer-- Other than Central Contractor Registration (31 U.S.C. 3332). The Contractor will submit an itemized invoice to Financial Services Center on a monthly basis for payment. Invoices will be mailed, fax or electronically sent to the address stated on the purchase order issued by the individual VA medical facility and shall be submitted, unless otherwise specified, and shall contain the following information: purchase order number, description of item billed quantities, unit prices, etc., and extended total. Invoices should be mailed to: Department of Veterans Affairs Financial Services Center P. O. Box 149971 Austin, TX 78714-8971 9. Designation of Contraction Officer Technical Representative (COTR) A VA representative of the Contracting Officer will be designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer. e. 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. d. The clinical record maintained by the non-VA temporary housing program will include: (1) Reasons for referral; (2) Essential identifying data relevant to the veteran and veteran's family; (3) Record or log of medical prescriptions issued by physicians; (4) Reports of ongoing status by program staff, to include engagement and motivation toward rehabilitation goals; and compliance with rules. (5) Final summaries on each veteran who leaves the program, to include a description of beneficial changes realized during the residential period, reasons for leaving, the veteran's future plans, and, if possible, follow-up locator information. (6) The non-VA temporary housing program will provide copies of each veteran's care plan to the VA medical center when it is completed. Care Plans may be completed by VA HCHV staff teams on VA forms if treatment planning is conducted with inclusion by contract setting staff. The program will send a copy of the final summary to the VA medical center within 5 days of the veteran leaving the setting. (7) It is agreed that the VA may readily have access to all records concerning the veteran's care in the shelter. Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the shelter for a period of at least five years following termination of care at Orlando VA Medical Center expense. 10. Staffing: a. Sufficient staff must be provided (i.e., in numbers and position qualifications) to carry out the policies, responsibilities, and activities of the facility. b. There must be, as a minimum, a staff member or available for emergencies 24-hours-a-day, 7-days-a-week. 11. General: a. In the event a beneficiary receiving services under this contract dies, the treatment center will promptly notify Orlando VA Medical Center office authorizing admission and immediately assemble, inventory and safeguard the patient's personal effects. The funds, deposits, and effects left by Orlando VA Medical Center patients upon the premises shall be delivered by the treatment center personnel to the person or persons entitled thereto under the laws currently governing the patients, unless the beneficiary died without living 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 Orlando VA Medical Center. Should a deceased 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 shelter will forward an inventory of any such property and funds in its possession to the appropriate Department of Veterans Affairs office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the Department of Veterans Affairs concerning disposition. b. It is agreed that the facility will notify Orlando VA Medical Center immediately when a medical emergency requiring hospitalization occurs. It is agreed that the veterans will be readmitted to an appropriate VA 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 VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that readmission to the VA hospital will be accomplished promptly. c. The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The shelter 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. It is agreed that the Department of Veterans Affairs will have the right the center and all appurtenances by an authorized representative(s) designated by the Department of Veterans Affairs, to determine whether acceptable standards are maintained and adequate care is being rendered. d. The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the Chief Medical Director or his designee, regardless of the race, color, religion, sex or national origin of the person for whom such services are ordered. 12. Payments: a. Per diem will generally be paid for the day of admission or the day of discharge from the program, but not for both. b. Payment for shelter settings is made on a monthly basis, for services rendered. c. Payments made by the Orlando VA Medical Center under this contract will constitute the total cost of room and board and personal hygiene items. The shelter agrees that no additional charges will be billed to the beneficiary or his family, either by the residential treatment center or any third party furnishing services or supplies required for such care. d. If a beneficiary is admitted to and discharged in the same calendar day, payment will be made for one day. e. Should a patient referred to the facility be absent in an unauthorized manner, payment for services for that veteran may be continued for a period of 2 days, provided there is an active outreach attempt on the part of the shelter staff to return the veteran to the shelter and strong likelihood that the patient will return. Absences of the patient from the facility in excess of 48 hours will not be reimbursable except with the prior approval of the MAS officer. SCHEDULE OF SERVICES BASE YEAR (1 June 2011 to 31 May 2012) CLIN DESCRIPTION Estimated days Average Price of 5 beds per day at $____ ESTIMATED 5 beds per day At $______ 1 Room, Board, Meals and supportive services for Mentally Ill Homeless at risk Veterans (IAW SOW) 365 $_______ *daily rate x 5 available bed x 365 days $______ BASE ESTIMATED TOTAL $ __________ OPTION YEAR 1 (1 June 2012 to 31 May 2013) CLIN DESCRIPTION ESTIMATED DAYS average 5 beds per day at $___ average 5 beds per day x 365 days at $____ 2 Room, Board, Meals and supportive services for Mentally Ill Homeless at risk Veterans(IAW SOW) 365 $___ per day *daily rate x available bed x 365 days $________ OPTION YEAR 1 ESTIMATED TOTAL $_____________ OPTION YEAR 2 (1 June 2013 to 31 May 2014) CLIN DESCRIPTION ESTIMATED DAYS average 5 beds per day at $____ average 5 beds per day x 365 days 3 Room, Board, Meals and supportive services for Mentally Ill Homeless at risk Veterans (IAW SOW) 365 $____ per day *daily rate x available bed x 365 days $_______ OPTION YEAR 2 ESTIMATED TOTAL $_____________ OPTION YEAR 3 (1 June 2014 to 31 May 2015) CLIN DESCRIPTION ESTIMATED DAYS Estimated average 5 beds per day at $____ Estimated average 5 beds per day x 365 days 4 Room, Board, Meals and supportive services for Mentally Ill Homeless at risk Veterans (IAW SOW) 365 $____ per day *daily rate x available bed x 365 days $______ OPTION YEAR 3 TOTAL $___________ OPTION YEAR 4 (1 June 2015 to 31 May 2016) CLIN DESCRIPTION ESTIMATED DAYS average 5 beds per day at $___ average 5 beds per day x 365 days 4 Room, Board, Meals and supportive services for Mentally Ill Homeless at risk Veterans (IAW SOW) 365 $___ per day *daily rate x available bed x365 days $________ OPTION YEAR 4 TOTAL $__________________ VA24811RP0457 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8
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