36C24525Q0048 - Sources Sought - Shelter.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VAMC(688)

Darcy Gray 50 Irving Street NW Washington DC 20422

POINT OF CONTACT*

Contract Specialist Darcy Gray darcy.gray2@va.gov

PLACE OF PERFORMANCE

Baltimore Maryland

ADDITIONAL INFORMATION

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION AND NO CONTRACTS SHALL BE AWARDED FROM THIS NOTICE. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requested. Respondents will not be notified of the results of the evaluation.

The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS 624221 (Temporary Shelters). Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions. A solicitation announcement may be published in the future.

The Department of Veterans Affairs (VA), Network Contracting Office 5 (NCO 5), is seeking sources that can provide Temporary Shelter per the requirements stated in the Performance Work Statement below.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to Provide temporary shelter are invited to submit a response to this Sources Sought Notice by 11-06-2024 at 12:00PM. All responses under this Sources Sought Notice must be emailed to darcy.gray2@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should provide the information requested below as well as a capabilities statement that does not exceed 10 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.

Business Name

Address

City/State/Zip Code

Unique Entity ID (SAM UEI#)

Point of Contact

Email Address

Telephone Number

Business Size

Socio-Economic Status

Performance Work Statement (PWS)

VA MARYLAND HEALTH CARE SYSTEM (VAMHCS)

HEALTHCARE FOR HOMELESS VETERANS PROGRAM (HCHV) – EMERGENT SHELTER SERVICES

1.0 Background

The US Department of Veterans Affairs (VA) is committed to eliminating homelessness amongst our Veteran population. This goal is supported by VA Central Office (VACO) and the White House. The VA Maryland Health Care System (VAMHCS) is seeking a Contractor to assist with the provision of emergency residential placement and treatment services through the Healthcare for Homeless Veterans Program (HCHV). HCHV is a national program serving Veterans throughout the country. This program continues to expand and has become one of the largest VA interventions to assist homeless Veterans. It is also the first specialized homeless program developed by the VA. It represents one of the VA’s most significant efforts to achieve the President’s goal of ending homelessness among Veterans. Our goal is to expand and enhance residential services that aid Veterans exiting homelessness. To support the VA's efforts to make homelessness among Veterans “rare and brief”, we are seeking to create prevention, treatment, and residential initiatives by expanding and enhancing residential services that aid Veterans in exiting homelessness permanently.

The HCHV Contract Housing and Supportive Service Program has provided the VAMHCS an opportunity to rapidly reduce homelessness among Veterans, particularly those who present with co-occurring mental health and substance abuse treatment needs. The goal of HCHV Contract Housing is to rapidly stabilize Veteran’s medical, mental health, substance abuse and other psychological problems by expediting placement of these Veterans into a safe, residential treatment facility. VAMHCS intends to enter into a single, Firm-Fixed Price Indefinite Delivery Indefinite Quantity (IDIQ) contract for the required services. One (1) IDIQ for Women’s Shelter for Baltimore City or Baltimore County and one (1) IDIQ for Men’s Shelter for Baltimore City or Baltimore County.

The guaranteed minimum number of beds, under this contract, including the base year and any option years exercised is one (1) bed per night, and the maximum number of beds, under each contract to be awarded, for each year the contract is in effect shall not exceed five (5) beds per night.

The Contractor will serve Veterans who meet the following definition of homeless:

· An individual who lacks a fixed, regular, and adequate nighttime residence, or

· An individual who has a primary nighttime residence that is:

· A supervised publicly or privately-operated shelter designed to provide temporary living accommodations, including welfare hotels, congregate shelters, and transitional housing for the mentally ill;

· An institution that provides a temporary residence for individuals intended to be institutionalized; or

· A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.

2.0 Description of Services

The VA Maryland Health Care System (VAMHCS) is seeking a Contractor to assist with Contract housing services through the Health Care for Homeless Veterans program (HCHV). Many of these Veterans have multiple conditions that include serious mental illnesses, substance abuse disorders, and other complex medical conditions. VAMHCS intends to utilize the services of a Contractor to provide Contract housing to VA referred Veterans.

2.1 The Contractor shall provide VAMHCS a residential Contract Housing Program for Homeless Veteran for 60 to 90 days (extensions are possible but only at the discretion of the HCHV Contract Housing Specialist).

2.2 The Contractor shall provide sleeping quarters for the Veterans that are safe, clean, and meet the standards established by the VHA Mental Health Residential Rehabilitation Treatment Program (MHRRTP) Handbook 1162.02. Rooms considered to be regular living space shall not be used for storage. All furnishings should be kept in good operating conditions. Broken furnishings shall be removed or repaired within 48 hours.

2.3 Room and Board. Room and Board to include a bed and other furnishings such as dresser, storage, and personal linens (towels and bed sheets). Meals to include three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. The Contractor is responsible for purchasing, storing, and preparing all meals. Per individualized service plans, Veterans may assist with this process in order to learn independent living skills.

2.4 Laundry Facilities. Laundry facilities for residents to do their own laundry or to have laundry done.

2.5 The Contractor shall provide a locked and secured area for medications given a number of Veterans served under this contract will be taking medications. This location shall only be accessible by the contractor staff. It is recognized that Veterans will take their own medications, but they shall be monitored by contractor staff while obtaining and consuming their daily medications. The Contractor will be responsible to provide documentation signed by each veteran indicating whether or not the veteran chose to take the prescribed medication for that day.

2.6 The Contractor shall provide an all-inclusive residential model, with staff dedicated to address Veteran’s needs while in the program; and said staff will also serve as the primary point-of-contact for both the Veterans and VA staff.

2.7 The Contractor shall provide high-quality residential rehabilitation and treatment services for Veterans with multiple and severe medical conditions, mental illness, addiction, or psychosocial deficits. This is to include (but not limited to) structured groups and activities that address independent living and the means to sustain stabile, permanent housing.

a) Assessment within 24-72 hours of admission (to include history of homelessness, income, family and social supports, medical and mental health issues).

b) Discharge planning to start at time of admission (to include Veteran’s preferences, local supports and follow up means {i.e. telephone number of Veteran and their emergency contact}).

c) Establishment of an attainable housing plan (at time of admission).

d) Establishment of individual service plan which should include goals, strengths, and possible barriers.

2.8 The Contractor shall provide a regimented program structure that provides a supportive residential component to augment treatment. This treatment could be provided either on site or in community settings such as a VA Community Based Outpatient Clinic (CBOC) or other facility. The program’s treatment may be augmented through other specialized community providers (written collaborative agreements with these providers are strongly encouraged; services such as: outpatient SUD program, outpatient mental health treatment, and vocational training).

2.9 The Contractor shall provide opportunities for Veterans to achieve and maintain their highest level of independent community integration through the provision of residential services designed for improved functional status, sustaining rehabilitation.

2.10 The Contractor shall demonstrate that it offers residential rehabilitation services that facilitate successful community reintegration. VAMHCS will provide case management for the Veterans admitted to the Contract Housing. This case management is necessary to assure that the Veteran stays connected to the VA and the Veteran is actively working towards finding permanent housing and/ or supportive housing that will end homelessness for the Veteran and their family (as applicable).

2.11 The Contractor shall employ sufficient professional health care and personnel to carry out the policies, responsibilities, and programs of the facility. The Contractor shall provide resumes for all staff and, if applicable, the Board of Directors as well. In contract residential care, there must be, as a minimum:

a) A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. A Director of the program, or designee, and/or facility on call and available for emergencies 24 hours a day, 7 days a week.

b) A professionally credentialed clinical supervisor available to make onsite visits, at minimum 4 (four) times per month, and provide ongoing supervision of cases to case management personnel. The clinical supervisor, or designee, must be on call and available for emergencies 24 hours a day, 7 days a week.

c) Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. These interventions and activities (among which permanent housing and the means to sustain said housing must be addressed) to be guided by appropriate, quantifiable outcome measures. Case managers must have training and experience working with homeless individuals with chronic medical, mental health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the treatment services specified in the contract. It is preferred that the provider have at least one licensed clinical mental health and/or substance professional (Licensed Graduate Social Worker (LGSW), Licensed Clinical Social Worker (LCSW), Licensed Social Worker Associate (LSWA) or Certified Associate Counselors Alcohol and Drug (CaC-AD) to provide basic case management services as listed in the Requirements section of this document. Other acceptable staffing includes demonstration that staff have a least a bachelor’s degree in a Human Service Field or extensive experience in providing case management service to mentally ill and/or substance abusing clients. This staff member will be responsible for the initial intake assessment, ongoing monitoring of the treatment plan and weekly progress notes. This staff member should be certified in mental health case management services or have three years’ experience in providing services to mentally ill individuals with complex psychosocial stressors to include chronic homelessness. If former residents are hired on staff, this staff member must have exited the program at a minimum of 6 months prior and be Peer Support Certified.

d) Staff onsite 24 hours a day, 7 days a week and must be sufficient to ensure a safe and secure environment for all residents. At least one staff with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day.

e) Members of the Board of the Directors (other than CEO) cannot be a paid employee of the contractor.

f) The facility’s staff will have documented trainings to include, but not limited to, ethics and cultural competencies, PTSD, and Military Sexual Trauma.

g) The following acts are not permissible, which provide services under this contract or while on facility premises:

1. 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). Support for an alcohol/ drug abuse free lifestyle by maintaining a drug and alcohol-free environment with weekly, random Urine Drug Screens (UDS) and random breathalyzer testing. To ensure such an environment, all staff are to be competent in administering Breathalyzer tests and to refer Veterans to the VA for Drug of Abuse (DAU) testing, when any illegal drug use, or use of a narcotic substance that has not been prescribed, is suspected.

2. Gambling in any form.

3. Carrying of pistols, firearms, or concealed weapons.

4. Resorting to physical violence to settle a dispute with a fellow employee, Veteran(s) or the general public while on duty.

5. Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior.

6. Use of loud, indecent, or profane language and/or making threatening or obscene gestures toward Veterans.

7. Stopping for personal business while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

8. Engaging Veteran in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the staff is to contact their supervisor.

9. Soliciting or accepting tips/ loans from Veterans at any time.

10. Engaging in personal relationships with residents of the facility. Engaging in intimate physical relationships, personal friendships or avoidable dual relationships with Veterans are prohibited; training on Boundaries and Ethics will be provided by VA for all staff upon request.

11. Entertaining of unauthorized guests at the facility.

12. Any serious act of misconduct by the contractor employee while on or off duty including (but not limited to) an act of dishonesty, theft or misappropriation of property, moral turpitude, insubordination, or any act injuring, abusing, or endangering others.

2.12 The Contractor, with the help of VA staff, shall assist Veterans in choosing, accessing, and utilizing the community and natural supports needed to be independent, self-supporting, and successful in their individual recovery.

2.13 Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided by the facility without extra charge.

2.14 The Contractor shall make available to the VA, documented record keeping deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6; to verify quality of patient care for Veterans, to assure confidentiality of patient care for Veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records.

2.15 VA Liaisons to the Contractor will be identified by the HCHV program at each VA medical center. They will act as the clinical liaison for all client related issues between the Contractor and the VA homeless team. They will provide clinical oversight. They will not provide direct clinical supervision.

2.16 VA program staff will collaborate with the Contractor, who will conduct treatment and discharge planning reflecting a team assessment of health, psychosocial and vocational needs and the involvement of residents’ families and appropriate community resources in resolving problems and setting goals.

2.17 Contractor will have general liability insurance coverage of at least $5 Million to cover employee malfeasance.

2.18 The Contractor shall comply with the VA Patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations.

2.19 The Contractor shall provide monthly invoices in a timely manner (by the 5th of each month) in order to be compensated for providing the services identified in the contract.

2.20 The facilities’ geographical location shall have ease of access to the local bus route, for Veterans to access. The contract facility will be located within a 25-mile radius of the Medical Center and/or a 15-mile radius of the Community Based Outpatient Clinics (CBOC).

2.21 The Contractor shall provide Veterans with transportation, or access to appropriate transportation services, to and from care at the VAMC (and its subsidiaries), community resource appointments (i.e. Department of Social Services, Social Security, Department of Labor employment services, Vocational services, etc.), community and/ or non-VA treatment appointments. If the Veteran is not medically able to utilize public transportation, the Contractor shall provide private transportation. Failure to provide transportation services on a repeated basis may result in unfavorable performance evaluation, reduction of 10% on the monthly invoice, and may result in contract termination.

2.22 The Contractor shall provide staff training in CPR, First Aide, Crisis Management, Medication Management, Conflict Resolution, De-escalation Techniques, Cultural Sensitivity, and Sexual Harrassment.

3.0 General Provisions for the Contract Housing Service to Homeless Veterans

3.1 60-Day Termination

This contract shall remain in effect for the period stated, unless terminated by the government. To the extent that this contract is so terminated, the VA shall be liable only for payment in accordance with the payment provisions of this contract for services rendered prior to the effective date of termination.

3.2 The per diem rate(s) will apply throughout the term of this contract, including extension period(s).

4.0 Minimum Standards for Contract Housing VAMHCS Beneficiaries

4.1 Licensing

a) All residential settings must be licensed as required for the particular setting under State or Federal authority; a copy of this license shall be provided by the contractor with their proposal and annually thereafter or whenever license is renewed.

b) Accreditation by the Joint Commission and/ or Commission of on Accreditation of Rehabilitation Facilities (CARF) is evidence of internal quality assurance mechanisms and is desirable but is not required. Where applicable, the setting must have a current occupancy permit issued by the local authority having jurisdiction.

c) The notification and contract clauses entitled “Privacy Act Notification”, as specified in the Federal Acquisition Regulations (FAR) 52.224-1 and 52.224-2, is incorporated into this contract.

4.2 The Contractor’s facility shall be ADA compliant.

4.3 Medical Records

The Contractor shall maintain an individual clinical record on each veteran outplaced under this contract. The Contractor must comply with the requirements of the "Confidentiality of Certain Medical Records" (38 USC 7332), and the "Confidentiality of Alcohol and Drug Abuse Patients' Records" (42 CFR, Part 2) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required and will be made available on a needtoknow basis to appropriate VA staff members involved with the treatment program of the veterans concerned. The Contractor is subject to annual security inspections by the VA Security department. In addition to reasons for referral, the clinical record maintained by the contract facilities will include:

a) All essential identifying data relevant to the resident and his/her family, including a sociocultural vocational assessment and a housing plan.

b) Data relating to the resident's admission to include the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode, and the anticipated length of stay, if known.

c) Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken.

d) Reports of periodic reevaluation by program staff, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of selfhelp skills.

e) Final summaries on each resident who leaves the program, to include a description of beneficial changes realized during the residential period, reasons for leaving, the resident's future plans, and follow-up locator information.

f) Upon discharge or death of the patient, the medical records for all VA beneficiaries will be retained by the residential treatment center for a period of at least three years following termination of care.

g) A Security Accreditation Package is not required.

4.4 Medications

The Veteran must be able to self-medicate. No medication services (other than storage and monitoring) will be provided by the Contractor.

4.5 Standard Performance Expectations

Contractor shall comply with FIRE, SAFETY AND SANITATION CODES and PRACTICES. Acceptable safety and sanitation practices shall be observed throughout the facility. The building shall conform to the standard of the Life Safety Code (National Fire Protection Association # 101) in effect on the date of award of the contract.

Contractor shall comply with established VA guidelines pertaining to Patient Right to Privacy, particularly pertaining to patient mail delivery without hindrance.

4.6 Standards, Acceptable Measures Include

a) Overall performance shall be maintained at 100% level;

b) Fire, Safety, Sanitation inspections: must pass 100% of officially conducted inspections or correct all deficiencies within 72 hours and pass re-inspection.

c) Patient Right to Privacy: must comply 100% of the time with the V.A. and Contract Residential Program Contract Agreement. All incidents reported immediately (within 24 hours.)

d) Bed Availability: must comply 100% of the time with the V.A. and Contract Residential Program Contract Agreement.

e) Each new admission request must be approved by VAMHCS Contract Housing Specialist:

1) Contractor to notify Contract Housing Specialist of all new arrivals within 24 -72 hours. (24 hours is optimal)

2) The VA cannot pay for non-health care eligible Veterans.

f) VAMHCS Contract Housing Specialist will be notified of each discharge:

1) Contractor to notify Contract Housing Specialist of all discharges within 24 -72 hours. (24 hours is optimal)

4.7 Compliance

a) Service/Program supervisory personnel will monitor provider performance through government information systems and records, direct observation, periodic inspections by federal, state, and/or local authorities, customer/patient user surveys and complaint records, analysis of contractor’s progress reports, scheduled progress or status meetings.

b) Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. Two performance monitors that will be required are:

1) Exits to permanent housing are strongly encouraged to be at 53 % or higher, and

2) Negative exits (i.e. exits not to permanent housing, exits not related to violence or threats of violence, or exits not related to an alternative level of care) to be at 23% or lower.

3) A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

a) No more than three negative instances recorded pertaining to any or each of the three tasks per Fiscal Year will result in a positive outcome.

b) No more than five negative instances recorded pertaining to any or each of the three tasks per Fiscal Year will result in a neutral outcome.

Sources Sought Notice