G099--Transitional Housing Louisville KY Healthcare for Homeless Veterans (HCHV)
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEM GENERAL INFORMATION Document Type: Combined Synopsis/Solicitation Posted Date: 02/05/2021 Response Date: 03/08/2021 10:00 AM CT Product or Service Code: G099 Social -Other Set Aside: N/A NAICS Code: 624221 Temporary Housing Small Business Size Standard: $12 M Period of Performance: 4/1/2021- 9/30/2025 Contracting Office Address Network Contracting Office 9 ATTN: Diane Ziegler Department of Veterans Affairs Contracting Office, 4th floor 1639 Medical Center Parkway Murfreesboro, TN 37129 DESCRIPTION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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 a request for quotations (RFQ). This solicitation document incorporates clauses and provisions that are in effect tough Federal Acquisition Circular (FAC) 2021-04 (JAN 2021). This offer is not issued as a set aside and the associated North American Industry Classification System (NAICS) code 624221 - Temporary Shelters. The acquisition will be made pursuant to the authority in FAR Part 13, Simplified Acquisition Procedures. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the FAR and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.acquisition.gov/far/ (FAR) and http://www.va.gov/oal/library/vaar/ (VAAR). PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1830 EA __________________ __________________ Contract beds temporary housing (10 daily) Base Period: 04/01/2021 tough 09/30/2021 1001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 1: 10/01/2021 tough 09/30/2022 2001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 2: 10/01/2022 tough 09/30/2023 3001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 3: 10/01/2023 tough 09/30/2024 4001 3650 EA __________________ __________________ Contract beds temporary housing (10 daily) Option Year 4: 010/01/2024 tough 09/30/2025 GRAND TOTAL __________________ Transitional Housing Requirement for Louisville VAMC STATEMENT OF WORK Furnish emergency housing for the beneficiaries of the Department of Veterans Affairs Robley Rex Medical Center near the location of Veterans Administration Medical Center (VAMC), 800 Zorn Avenue, Louisville, KY 40206. Provide safe housing, food, and basic living skills to homeless veterans. PURPOSE: The Department Affairs Medical Center in ("VA") requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient services to meet the needs of those Veterans. BACKGROUND: Tough the HCHV program, the VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this requirement is to provide care and rehabilitative services to veterans suffering from mental illness, substance use disorders, and/or physical disabilities, who are homeless, in a community-based treatment facility(ies) offering a safe and secure environment that supports their rehabilitation goals. The Contractor shall be required to provide daily living skills training so veterans can be more independent. The contractor facilities are to provide transitional housing including services on an all-inclusive rate and must be located within a 10-mile radius of the Robley Rex VAMC and 0.3 miles of a Transit Authority of River City (TARC) bus stop. The contractor shall furnish services to beneficiaries from whom such care is specifically authorized by the Contracting Officer s Representative (COR) at VAMC, Louisville, KY. It is understood that the type of Veterans to be cared for under this contract shall normally require care and services over and above the level of room and board. Homeless Veterans may have ongoing mental illness, substance abuse issues, and medical issues. The facility shall not be used for detoxification or other hospital level treatment. The Facility must be Americans with Disabilities Act (ADA) compliant for at least 6 residents. REQUIREMENTS The contractor shall furnish each Veteran authorized care under this contract with the following basic services: Room and Board, adequate size room to include a bed, pillow, and other furnishings such as a dresser, storage, and linen for the bed, (towels, pillowcases and bed sheets). Food for tee (3) nutritionally adequate meals a day, 7 days a week as well as nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless patients. Many of these Veterans are either undernourished or have developed poor eating habits or both, often due to conic psychiatric disorder and/or substance abuse behaviors. (The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the Veterans' satisfaction with meals and the actual consumption of food offered.) Further clarification on nutritious and appropriate snacks and meals can be found on the Nutritional References attachment. During shopping trips purchasing snacks such as fresh fruit like apples, pears, bananas; yogurt, granola bars, vegetables, peanut butter, and nuts. For definition of nutritionally adequate & guidance on amounts of each food group per Veteran provided, see MyPlate at http://www.choosemyplate.gov/. Access to a refrigerator and microwave. Access to a computer for job searches, creating resumes, and checking emails. Contractor shall develop a receipt of food provided to the veterans and have it signed upon delivery by one resident, with a basic list of what was provided. Laundry facilities for residents to do their own laundry or to have laundry done, which shall include laundry detergent and dryer sheets. The number of beds required is a minimum of 4 and up to 20 at any given time. The contractor shall have at least 10 available beds. Contractor shall be able to house female veterans and families. Female veterans must be housed separately from male veterans. Rehabilitative Services determined to be needed by the individual Veteran in a treatment plan developed by VA HCHV caseworker, contractor, and veteran. Services, which the contractor must be able to furnish, include: Structured group activities and individual instruction, examples include social skills training, daily living skills, nutritional/cooking skills, and social activities, as appropriate. See PROGRAMING section for details. Every other week collaboration with VA program staff to include supportive psychosocial services and review of treatment. 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. 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. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models. A program that promotes community interaction. New residents shall be provided upon admission with an orientation to the facility. Orientation shall include: Showing veterans where laundry services are located, introduction to staff at facility, phone numbers for information if staff are not available and number for program manager, requirements of program (e.g. no alcohol on grounds, no violence, no teats, etc.), how veteran gets food, supplies, bedding and towels as well as discussion of treatment services. Develop clear rules regarding behavior of residents with an avenue to discuss any disputes. Contractor Residential Rules to be developed by contractor and reviewed and agreed on with VA staff. Ensure all house rules are in writing. Language must be in English and Spanish for explanations during orientation. Pest management plan with specification about documentation of treatment, prevention measures, and responsibilities of contractor to address this issue. The contractor shall provide treatment and discharge planning reflecting team assessment of health, social, and vocational needs and the involvement of the Veteran, the VA staff, and appropriate community resources in resolving problems and setting goals. PERSONNEL The contract facility must have a current occupancy permit or license required by the authority having jurisdiction. There shall be at least one paid staff member on duty 24 hours a day, 7 days week, including holidays, onsite. In residential treatment facilities there must be, at a minimum, an administrative staff member or designee of equivalent professional capability on call and available for emergencies 24 hours a day, 7 days a week. On call staff and residential staff shall complete and maintain First Aid/ Cardiopulmonary Resuscitation (CPR) certification, and shall complete training on crisis management, substance abuse, and mental health issues on a yearly basis. Background checks shall be completed and given to the Contracting Officer (CO) before staff provides services to veteran residents. 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 will 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. The Contractor's contingency plan to be utilized if personnel leave Contractor's employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor's offer. PROGRAMING Programing requirement: Contractor s staff shall offer at least 2-3 hours of programing every day during the work week (Monday Friday), non-holidays. Only one (1) session of the required programing each week can be recreational in nature, unless there is a National Holiday that week, and then there can be two (2). In addition, each resident shall get 45 minutes of individual time per week with staff. This individual time shall encompass training on food prep, getting a job, substance abuse, and budgeting based on the individualized treatment plan of the veteran. Week day and weekend staff are to assist veterans as needed to complete nutritious meals, maintaining a clean residence, and doing their laundry; giving only as much assistance as needed for veterans to complete these tasks. This can be part of their individual time with the veterans. Normal programing can be suspended during the following national holidays and appropriate social activities substituted instead: New Year's Day Martin Luther King Jr's Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Cistmas Day Weekend staff shall provide recreational opportunities during the weekend and an opportunity to attend an Alcoholics Anonymous (AA) or Narcotics Anonymous (NA) meeting for residents that experience these issues. Staff is on site 24 hours, 7 days a week. In addition, there shall be someone available on call for veterans to contact 24 hours day, 7 days a week in emergencies. REFERRALS Personnel authorized to order service will make requests for service via telephone. The VA is responsible for determining eligibility of veterans prior to referral to the contractor for treatment. Orders, requests, or changes will only be made by the HCHV Clinical staff, or authorized party specified by the Chief of Mental Health. Under no circumstances will there be any deviation of any other party. In addition, the Contractor shall make no deviation and is responsible for providing direction to its staff. A list of VA authorized ordering personnel will be made available upon award of the contract. VA employees may be added or deleted from the list during the term of the contract. The Contractor shall be notified to such changes as they occur. It is understood that the Contractor shall 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 Contracting Officer. ABSENCES AND CANCELLATION The contractor shall notify the authorizing VA of unauthorized absences of residents from the facility. Absences of the resident from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VA facility liaison. Should a Veteran 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 two 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. 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. Length of stay (LOS) under this contract is dependent upon the needs of the Veteran as mutually determined by the Veteran, the residential treatment staff, and VA HCHV Treatment Staff. Maximum LOS shall not exceed 180 days per admission with a maximum of one admission per Fiscal Year (FY) without preapproval by VA. The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran shall be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be necessary for protection of life. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. The contractor shall notify the 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. For all incidents that occur after normal business hours, the contractor should notify the Administrator on Duty (AOD). The contractor shall provide the HCHV case manager 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. Management of incidents and incident reporting, medical and otherwise, shall be an element of quality assurance review of this program. CONDUCT The contractor shall make available to the VA, documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; to verify quality of care for Veterans, to assure confidentiality of Veteran record information and to determine the completeness and accuracy of financial records. The contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of resident and appropriate community resources in resolving problems and setting goals. The contractor shall comply with the principles listed in 38 Code of Federal Regulations (CFR) l 7.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. 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 l 7.34a (copy available upon request). 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. The Contractor and Contracting Officer's Representative will deal with issues raised concerning contractor personnel conduct. The Contracting Officer will be the final arbiter on questions of acceptability and in validating complaints The following acts are not permissible by staff, which provide services under this contract or while on facility premises: Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors' prescriptions which do not impair driver's driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors' prescriptions which do not impair driver's driving ability). Gambling in any form. Carrying of knives (blade length in excess of 2.5 inches), pistols, firearms or concealed weapons (including pepper spray and mace). Smoking in residence or while working with residents and other uses of tobacco while on duty. Resorting to physical violence to settle a dispute with a fellow employee, residents or the general public while on duty. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior. Use of loud, indecent or profane language and/or mean or teatening or obscene gestures toward residents or other employees. Stopping for personal business, including use or restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Engaging resident in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his dispatcher/supervisor via the radio system or cellular telephone. Soliciting or accepting tips from customer, companions or others at any time. Withholding food or supplies. TRANSPORTATION The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments, including giving each resident a monthly bus pass within 24 hours of entering the program. The Contractor shall 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 by car. FACILITY/SAFETY It is the responsibility of the Contractor to properly maintain its facilities and the VA will have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility shall: Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes. Be licensed under State or local authority. Where applicable, be accredited by the State. Be equipped with operational air conditioning /heating systems Assist veterans in maintaining cleanliness of space or a regular basis, at least once a week or as indicated. Supply to household dish soap, dishcloths or sponges, dish towels, window cleaner, general household cleaner, toilet cleaner, toilet brush, plunger, tub cleaner, and any other items to maintain cleanliness of household. Be equipped with first aid equipment and an evacuation plan in case of emergency. Have windows and doors that can be opened and closed in accordance with manufacturer standards. Provide basic furnishings like beds for each resident, dresser, lighting, living room seating for at least all residents in residence, drying rack, silverware, cups, refrigerator, stove, television, cooking utensils, dining room table with chairs. The contractor facility shall meet fire safety requirements, as follows: The building must meet the requirements of the applicable residential occupancy chapters of the current version of National Fire Protection Association (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. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency. Fire exit drills must be held at the frequency identified during the initial fire and life safety inspection. 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. Plans for facility(ies) response to tornados and power outages shall be written and reviewed with staff upon hire and annually. A written policy regarding tobacco smoking in the facility shall be established and enforced. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101 and related codes. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. The annual inspection by a VA team will include a fire and safety inspection conducted at the facility. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible veterans will, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. POLICY 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 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 limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the VA Medical Center Director or his designee, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered. In addition, the facility warrants that subcontracting shall not be resorted to as a means of circumventing this provision. It is agreed that the VA readily have access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of the VA 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 Veteran, records on all VA beneficiaries shall be retained by the facility for a period of at least tee years. The facility shall not accept food stamps or welfare from Veterans. The facility warrants that all applicable fire laws are being complied with and there are no recommendations of 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 l 7.33a, Title 38 (copy is available upon request). The VA case manager/treatment teams, in collaboration with the existing community homeless care task force workers, will identify and refer all potential residents to the contractor. All Veterans will be homeless. Before referring any Veteran, the VA will provide the contracted agency with a signed Release of Information (ROI) from the Veteran as well as sharing any pertinent information regarding their needs. INITIAL INSPECTION AND ACCEPTANCE It is agreed that the Veterans Affairs will have right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the Veterans Affairs. Prior to the award of a contract (and annually during the contract term), a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, and an engineering service safety officer and any other subject matter experts determined necessary by the medical center or HCHV Coordinator will conduct a survey of the contractors facilities to be used to provide food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such times as deemed necessary by the VA. The contractor shall be advised of the finding of the inspection team. An initial contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within one (1) week shall be reported 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 discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate. MEDICAL RECORDS The Contractor shall provide health care to patients seeking such care from or tough VA. As such, contractor is considered part of the Department health activity for purposes of the following statutes and the VA regulations implementing these statutes: The Privacy Act 5 United States Code (USC) 552a, and 38 USC 5701, 5705 and 7332. The Contractor and its employees may have access to VA patient medical records to the extent necessary for the contract or to perform this contract. Notwithstanding any other provision of this contract, contractor and its employees may disclose patient treatment records only pursuant to explicit disclosure authority from VA. Contractor and its employees are subject to the penalties and liabilities provided statutes and regulations for unauthorized disclosures of such records and their contents. Records created by the contractor in the course of treating VA patients under this agreement are the property of the VA and shall not be accessed, released, transferred or destroyed except in accordance with applicable federal law and regulation. Upon the explanation of this contract or termination of the contract, the contractor shall promptly provide the VA with the individually identified VA patient treatment records. 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 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 shall be made available on a need to know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the veterans concerned. The Certification & Accreditation of contractor systems requirements do not apply and a Security Accreditation Package is not required. The contractor is required to receive from Veterans Health Administration (VHA) or obtain from the VeteranA an authorization for the use and disclosure of protected health information PERFORMANCE STANDARDS The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Government will use the standards below to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL). RECORDS Any documentation related to VA sensitive information shall be kept in a locked cabinet in a secure area. INVOICES The Contract Number and Purchase Order Number shall be on the invoice. Contractor payment inquiries shall be made by contacting the Austin Financial Services Center (FSC) at 877-353-9791. The contractor shall submit their invoices electronically via the use of OB-10. TRAINING REQUIREMENTS All staff and administrators of veterans residential program shall complete and document the following training: Crisis Management 4 hours a year, first training to be completed before commencement of services. American Red Cross First Aid and CPR certification completed within 2 months of hire. Maintain certification. Mental Health 8 hours a year Substance Abuse 8 hours a year Security Training (*) See following Privacy Training (**) See following *All Contractor employees and subcontractors under the contract are required to complete the VA's On-line Security Awareness Training Course and the Privacy Awareness Training Course prior to commencement of services and annually. Contractors must provide signed certifications of completion to the VA CO during each year of the contract. This requirement is in addition to any other training that may be required of the Contractor and subcontractor(s). **Privacy Training: Contractor and their sub-contractors assigned work under the contract are required to receive annual training on patient privacy as established by Health Insurance Portability and Accountability Act (HIPAA) statues. Training must meet VA's and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof that to the CO (or his/her delegated representative) that all employees assigned work and/or having access to Protected Health Information have received annual training. PLACE OF DELIVERY: Department of Veterans Affairs Louisville VA Medical Center 800 Zorn Avenue Louisville KY 40206 The following solicitation provisions apply to this acquisition: 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): http://www.acquisition.gov/far/index.htm l (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) (End of provision) 52.202-1 Definitions. 52.203-5 Covenant Against Contingent Fees. 52.203-7 Anti-Kickback Procedures 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.204-7, System For Award Management (OCT 2018) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-21 Basic Safeguarding Of Covered Contractor Information Systems (JUN 2016) 52.204-13 System For Award Management Maintenance (OCT 2016) 52.204-19 Incorporation by Reference of Representations and Certifications. 52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities. 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. 52.212-4, Contract Terms And Conditions Commercial Items (OCT 2018) 52.216-18 Ordering (OCT 1995) 52.216-19 Order Limitations (OCT 1995) 52.216-22 Indefinite Quantity (OCT 1995) 52.217-5 Evaluation of Options (JUL 1990) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.219-14 Limitations on Subcontracting (DEVIATION 2019-01) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving. 52.224-1 Privacy Act Notification (APR 1984) 52.225-13 Restrictions on Certain Foreign Purchases. 52.225-25 Prohibition on Contracting With Entities Engaging in Certain Activities or Transactions Relating to Iran Representation and Certifications. 52.232-1 Payments. 52.232-39 Unenforceability Of Unauthorized Obligations (JUN 2013) 52.232-40 Providing Accelerated Payments To Small Business Subcontractors (DEC 2013) 52.233-4 Applicable Law for Breach of Contract Claim. 52.244-6 Subcontracts for Commercial Items. 852.203-70 Commercial Advertising (JAN 2008) 852.209-70, Organizational Conflicts of Interest (JAN 2008) VAAR 852.203-71 Display Of Department Of Veteran Affairs Hotline Poster (DEC 1992) VAAR 852.233-71, Alternate Protest Procedure VAAR 852.273-70, Late Offers VAAR 852.237-74, Nondiscrimination in Service Delivery. The following subparagraphs of FAR 52.212-5 are applicable: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402). 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (PUB. L. 111-117, section 743 OF DIV. C). 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015) (31 U.S.C. 6101 note). 52.209-7 Information Regarding Responsibility Matters (OCT 2018) 52.219-8, Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)). 52.219-28, Post Award Small Business Program Representation (Mar 2020) (15 U.S.C. 632(a)(2)). 52.222-3 Convict Labor (JUNE 2003) 52.222-21 Prohibition Of Segregated Facilities (APR 2015). 52.222-26 Equal Opportunity (SEPT 2016) 52.222.35 Equal Opportunity For Veterans (OCT 2015) 52.222-36 Equal Opportunity For Workers With Disabilities (JUL 2014) 52.222-37 Employment Reports On Veterans (FEB 2016) 52.222-41 Service Contract Labor Standards (MAY 2014) 52.222-42 Statement Of Equivalent Rates For Federal Hires (MAY 2014) 52.222-36 Equal Opportunity On Veterans (FEB 2016 52.222-50 Combating Trafficking In Persons (MAR 2015) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) 52.223-18 Encouraging Contractor Policies To Ban Text Messaging While Driving (AUG 2011) 52.225-3 Buy American Supplies (41 U.S.C. CHAPTER 83) (JUL 2020) (DEVIATION) 52.225-13 Restrictions On Certain Foreign Purchases (JUNE 2008) 52.232-18 Availability of Funds (APR 1984) 52.232-33. Payment By Electronic Funds Transfer System For Award Management (JUL 2013) (31 U.S.C. 3332) 52.232.-19 Availability Of Funds For The Next Fiscal Year Funds are not presently available for performance under this contract beyond September 30. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. 52.233-2 Service of Protest. (Sept 2006) (a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from: Diane Ziegler Hand-carried and mailing address: Network Contracting Office (NCO) 9 1639 Medical Center Parkway STE 400 Murfreesboro TN 37129 (b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. VAAR 852.232-72 Electronic Submission Of Payment Requests (NOV 2018) (a) Definitions. As used in this clause (1) Contract financing payment has the meaning given in FAR 32.001; (2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment; (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests; (4) Invoice payment has the meaning given in FAR 32.001; and (5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A contractor must ensure that the data transmission method and format are tough one of the following: (1) VA s Electronic Invoice Presentment and Payment System at the current website address provided in the contract. (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail tough the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. VAAR 852.237-70 Contractor Responsibilities (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Tennessee. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. VAAR 852.237-75 Key Personnel. (OCT 2019) The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the Contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement s skills, experience, and credentials meet or exceed the requirements of the contract. If the employee of the Contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties. (End of clause) FAR 52.212-1, Instructions to Offerors Commercial Items (JAN 2017) applies to this acquisition and addenda to the provision re included. See Attachment A 52.212-1 ADDENDA for information concerning: Submitting questions and submitting quotes. FAR 52.212-2, Evaluation Commercial Items (OCT 2014) IS NOT used, See 52.212-1 ADDENDA for information concerning documents to include with quote and evaluation factors. FAR 52.212-3, Offerors Representations and Certifications Commercial Items (NOV 2017) Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. 52.212-1 Instructions To Offerors Commercial Items Applies To This Solicitation ADDENDUM to FAR 52.212-1 Instructions To Quoters Commercial Items; A Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.A The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: The quoter shall submit their quote on company letterhead and include the Price/Cost Schedule provided with the Statement of Work. Quoter shall include unit price, total, unit quantity and item description as specified above, as quoted discounts, proposed delivery time, name, address, and telephone number of the quoter, firm s DUNS# and ORCA document in SAM at www.sam.gov, terms of any express warranty, unit price, overall total price, applicable shipping charges, completed copy of 52.212-3 Quoters Representations and Certifications- Commercial Items, and ORCA document. All prospective quoters must include appropriate references which must include all applicable company information. In addition, the quote shall include a separate narrative to specifically communicate the quoter s technical ability to meet the performance requirements and VAAR 852.219-10, Limitations of Subcontracting. Submitted licensing and insurance must be in the name of the prime contractor and only the prime contractor. The quoter should provide past performance evidence. The past performance evaluation results is an assessment of the quoter s probability of meeting the solicitation requirements. This assessment is based on the quoter s record of relevant and recent past performance information that pertain to the products and/or services outlined in the solicitation requirements. Past Performance information from the prime contractor is the only Past Performance information that will be considered. Past performance information may be obtained tough other sources known to the VA and the Federal Government. In the case of a quoter without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the quoter may not be evaluated favorably or unfavorably on past performance. Therefore, the quoter shall be determined to have unknown past performance. In the context of acceptability/ unacceptability unknown shall be considered acceptable. Under no circumstance shall pricing information be included in the Technical Capabilities section. The following factors shall be used to evaluate quotes: Price Technical Capabilities Past Performance Quotes must be received NLT March 08, 2021 at 10:00 am Central Time. Email your quote to diane.ziegler@va.gov. The subject line must specify Louisville Transitional Housing (HCHV) Services There will be no automated email notification of receipt of quotes. All quotes received without requested documentation will not be considered. All interested parties MUST be registered in the System for Award Management (SAM) Database and have completed On-Line Representation and Certifications Application (ORCA) in order to receive a contract award. If you are not registered with SAM, you may request an application via phone at 866-606-8220 or register on-line at https://www.sam.gov. To keep informed of changes: Check https://beta.sam.gov/help/contract-opportunities frequently. Award will be made to the lowest priced technically acceptable quoter. Award will be made on the basis of the lowest evaluated price of quotes meeting or exceeding the acceptability standard for the non-price factor. Price is more important than non-cost factors. Acceptability Standard:A The quoter s technical narrative demonstrates that the quoter can conform with the requirements as described in the statement of work. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exercise the option(s).A Before making award, the Contracting Officer will determine whether the proposed price is fair and reasonable in accordance with FAR 13.106-3. (End of Provision) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment. (Oct 2020) The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3. (a) Definitions. As used in this provision Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (b) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Nothing in the prohibition shall be construed to (i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or (ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles. (2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to (i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or (ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles. (c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services". (d) Representation. The Offeror represents that (1) It will, will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and (2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that It does, does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section. (e) Disclosures. (1) Disclosure for the representation in paragraph (d)(1) of this provision. If the Offeror has responded "will" in the representation in paragraph (d)(1) of this provision, the Offeror shall provide the following information as part of the offer: (i) For covered equipment (A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the original equipment manufacturer (OEM) or a distributor, if known); (B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and (C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision. (ii) For covered services (A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or (B) If not associated with maintenance, the Product Service Code (PSC) of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision. (2) Disclosure for the representation in paragraph (d)(2) of this provision. If the Offeror has responded "does" in the representation in paragraph (d)(2) of this provision, the Offeror shall provide the following information as part of the offer: (i) For covered equipment (A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known); (B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and (C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision. (ii) For covered services (A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or (B) If not associated with maintenance, the PSC of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision. (End of provision) 52.204-26 Covered Telecommunications Equipment or Services-Representation. (Oct 2020) (a) Definitions. As used in this provision, "covered telecommunications equipment or services" and "reasonable inquiry" have the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (b) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services". (c) (1) Representation. The Offeror represents that it does, does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument. (2) After conducting a reasonable inquiry for purposes of this representation, the offeror represents that it does, does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services. (End of provision) 852.252-70 Solicitation Provisions Or Clauses Incorporated By Reference (JAN 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference External link to a government website. Copies may also be obtained from the contracting officer. (End of Provision) 852.270-1 Representatives Of Contracting Officers (JAN 2008) The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee s authority. A copy of the designation shall be furnished to the contractor. (End of Provision) 852.273-7 Award Without Exchanges (JAN 2003) The Government intends to evaluate proposals and award a contract without exchanges with offerors. Therefore, each initial offer should contain the offeror s best terms from a cost or price and technical standpoint. However, the Government reserves the right to conduct exchanges if later determined by the contracting officer to be necessary. 852.233-70 Protest Content/Alternative Dispute Resolution (SEP 2018) Any protest filed by an interested party shall (1) Include the name, address, fax number, email and telephone number of the protester; (2) Identify the solicitation and/or contract number; (3) Include an original signed by the protester or the protester s representative and at least one copy; (4) Set forth a detailed statement of the legal and factual grounds of the protest, including a description of resulting prejudice to the protester, and provide copies of relevant documents; (5) Specifically request a ruling of the individual upon whom the protest is served; (6) State the form of relief requested; and (7) Provide all information establishing the timeliness of the protest. (b) Failure to comply with the above may result in dismissal of the protest without further consideration. (c) Bidders/offerors and Contracting Officers are encouraged to use alternative dispute resolution (ADR) procedures to resolve protests at any stage in the protest process. If ADR is used, the Department of Veterans Affairs will not furnish any documentation in an ADR proceeding. (End of Provision) CONTACT INFORMATION Contracting Office Address: Department of Veterans Affairs Network Contracting Office (NCO) 9 1639 Medical Center Pkwy. Murfreesboro, TN 37129 Primary Point of Contact: Diane Ziegler Contract Specialist, NCO 9 diane.ziegler@va.gov
36C24921Q0098 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 9
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