36C25619Q0905-002.docx

36C25619Q0905

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25619Q0905 08-01-2019 Schon Zwakman 713-791-1414 x27420 08-30-2019

4:00 PM CST

36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX 77030 4298 X 623220 $15 Million N/A X 36C586 Department of Veterans Affairs G.V. (Sonnry) Montgomery VA Medical Ctr.

1500 E. Woodrow Wilson Avenue Jackson MS 39216 36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX 77030 4298

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 1-877-353-9791 512-460-5429 This solicitation is a Request for Quote (RFQ) for Residential Housing Services (Mental Health Residential Rehabilitation Treatment Program (MH RRTP)/Beds with Support Services) in support of the South Central VA Health Care Network. The Government intends to award a Firm-Fixed Price Indefinite Delivery Indefinite Quantity (IDIQ) contract.

Contractor shall provide all necessary personnel, supervision, labor, equipment and materials to provide MH RRTP / Beds with Support Services in accordance with the Performance Work Statement (PWS).

This is a commercial competitive acquisition in accordance with Federal Acquisition Regulation (FAR) Part 12, 13, 13.5, and 16.5.

Reference Addendum to FAR 52.212-1 for offeror instructions located on page 63.

The following wage determination applies: Wage Determination No. 2015-5173 Rev 13 Dated 07/16/2019.

X X Christopher D. Vu

VA-VHA-SAOC-2018-E8E15CC2

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: __________________________________________

Phone: ____________________________________

Email: ____________________________________

DUNS Number: ____________________________

TAX ID: __________________________________

b. GOVERNMENT:

Christopher D. Vu, Contracting Officer Department of Veterans Affairs Network Contracting Office 16 2002 Holcombe Boulevard Houston, TX 77030

Phone: 713-770-2830 Email: christopher.vu2@va.gov

Schon M. Zwakman, Contract Specialist Department of Veterans Affairs Network Contracting Office 16 2002 Holcombe Boulevard Houston, TX 77030

Phone: 713-791-1414 x27420 Email: schon.zwakman@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor shall be electronically reimbursed:

[X] 52.232-33, Payment by Electronic Funds Transfer- System For Award Management

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

Contractor shall provide services in support of Veterans admitted to the Mental Health Residential Rehabilitation Treatment Program in accordance with section B.3 Performance Work Statement (PWS). The unit prices listed in this price schedule is inclusive of all services set forth in the PWS. The contract award’s ordering period will be a firm five (5) years. An initial Task Order for Services will be issued by the VA Contracting Officer at the beginning of the contract’s period of performance. The Task Order will be emailed to the Contractor which will include quantities. The VA anticipates funding one Task Order per twelve (12) months. If the value of a particular Task Order needs to be increased or decreased, a Modification will be done to the Task Order by a VA Contracting Officer. Task Orders will be funded so that funds are already available when the VA requires services. Do not exceed the amount funded without first receiving a Modification.

ORDERING PERIOD ONE: Twelve (12) months from Date of Award

Yearly Amount

All-inclusive Per Diem Rate 9,855 (27 Veterans x 365 Days)

ORDERING PERIOD TWO: Twelve (12) months from the end of Ordering Period One

Yearly Amount

All-inclusive Per Diem Rate 9,855 (27 Veterans x 365 Days)

ORDERING PERIOD THREE: Twelve (12) months from the end of Ordering Period Two

Yearly Amount

All-inclusive Per Diem Rate 9,855 (27 Veterans x 365 Days)

ORDERING PERIOD FOUR: Twelve (12) months from the end of Ordering Period Three

Yearly Amount

All-inclusive Per Diem Rate 9,855 (27 Veterans x 365 Days)

ORDERING PERIOD FIVE: Twelve (12) months from the end of Ordering Period Four

Yearly Amount

All-inclusive Per Diem Rate 9,855 (27 Veterans x 365 Days)

Contractor is responsible for all other cost not listed in price schedule.

TOTAL ESTIMATED PRICE TO INCLUDE ALL ORDERING PERIODS:

Minimum Guarantee/Minimum Quantity (all ordering periods):

Transitional Housing Services: 9,855 Days.

Maximum Quantity (all ordering periods):

Transitional Housing Services: 49,275 Days

Contractor’s Facility/Place of Performance Address:

Current ordering period pricing will apply to any extensions exercised in accordance with FAR Clause 52.217-8

Page 1 of Page 1 of

B.3 PERFORMANCE WORK SCHEDULE

1. GENERAL:

The Contractor shall be responsible for providing room, board and transportation to Veterans admitted to the G.V (Sonny) Montgomery VA Medical Center’s Mental Health Residential Rehabilitation Treatment programs (MH RRTPs), as specified herein. MH RRTP treatment services are provided at the G.V. (Sonny) Montgomery VA Medical Center. Room, board, transportation and related services shall be provided at the Contractor’s facility. The Contractor shall provide all services to include materials, supplies, equipment and qualified supervision specified herein. The contract will be in support of the G.V. (Sonny) Montgomery VA Medical Center, 1500 East Woodrow Wilson Avenue, Jackson, MS 39216.

1.1. Authority – Title 38 Code of Federal Regulations (CFR) 17.38 and 17.80 through 17.83, and FAR Part 12 – Acquisition of Commercial Items.

1.2. Policy/Handbooks - The contractor shall be subject to the following policies, including any subsequent updates during the period of performance:

1.2.1. VHA Handbook 1100.18, “Reporting And Responding To State Licensing Boards” http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.2.2. VHA Handbook 1605.1, “Privacy and Release of Information” https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3233

1.2.3. VHA Handbook 1907.01, “Health Information Management and Health Records” https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3088

1.2.4. VHA Directive 2009-038, “VHA National Dual Care Policy” https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2058

1.2.5. Health Insurance Portability and Accountability Act of 1996 (HIPAA) https://www.govinfo.gov/content/pkg/PLAW-104publ191/pdf/PLAW-104publ191.pdf

1.2.6. Patient Self Determination Act of 1990

https://www.congress.gov/bill/101st-congress/house-bill/4449/text

1.2.7. Privacy Act of 1974 (5 U.S.C. 552a) as amended

https://www.justice.gov/oip/blog/foia-update-freedom-information-act-5-usc-sect-552-amended-public-law-no-104-231-110-stat

1.2.8. VHA Handbook 1160.01, “Uniform Mental Health Services” http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1762

1.2.9. VHA Handbook 1162.02, “Mental Health Residential Rehabilitation Treatment Program” https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2354

1.2.10. VHA Handbook 1907.01, “Health Information Management and Health Records”

1.2.11. VHA Directive 1605.01, “Privacy and Release of Information”

1.2.12. VA Publications: https://www.va.gov/vapubs/

1.2.13. VHA Publications: https://www.va.gov/vhapublications/publications.cfm?pub=2

1.3. Definitions/Acronyms: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the definitions and other sections of this contract, the language in this section shall govern.

1.3.1. ACLS: Advanced Cardiac Life Support

1.3.2. ADTP: Addictive Disorders Treatment Program

1.3.3. BAA: Business Associate Agreement

1.3.4. BBA: Balanced Budget Act

1.3.5. BLS: Basic Life Support

1.3.6. CARF: Commission on Accreditation of Rehabilitation Facilities

1.3.7. CDC: Centers for Disease Control and Prevention

1.3.8. CFR: Code of Federal Regulations

1.3.9. CLIN: Contract Line Item Number

1.3.10. CMP: Civil Monetary Penalty

1.3.11. CMS: Centers for Medicare & Medicaid Services

1.3.12. Contracting Officer (CO): The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

1.3.13. Contracting Officer’s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

1.3.14. COS: Chief of Staff

1.3.15. CPARS: Contractor Performance Assessment Reporting System

1.3.16. Credentialing: Credentialing is the systematic process of screening and evaluating qualification and other credentials, including licensure, required education, relevant training and experience and current competence and health status.

1.3.17. CTS: Care, Treatment, and Services

1.3.18. DEA: Drug Enforcement Agency

1.3.19. DSN: Defense Switch Network

1.3.20. EDI: Electronic Data Interchange

1.3.21. ESRS: Electronic Subcontracting Reporting System

1.3.22. FAPIIS: Federal Awardee Performance and Integrity Information System

1.3.23. FAR: Federal Acquisition Regulation

1.3.24. FSC: Financial Service Center

1.3.25. HHS: Department of Health and Human Services

1.3.26. HICPAC: Healthcare Infection Control Practices Advisory Committee: A federal advisory committee made up of fourteen (14) external infection control experts who provide advice and guidance to the CDC and the Secretary of HHS regarding the practice of health care infection control, strategies for surveillance and prevention and control of health care associated infections in United States health care facilities.

1.3.27. HIPAA: Health Insurance Portability and Accountability Act

1.3.28. ID: Identification

1.3.29. ISO: Information Security Officer

1.3.30. MD: Medical Doctor

1.3.31. MH RRTP: Mental Health Residential Rehabilitation Program

1.3.32. National Provider Identifier (NPI): NPI is a standard, unique ten (10)-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers).

1.3.33. NICE: National Institute for Health and Care Excellence

1.3.34. NFPA: National Fire Protection Association

1.3.35. NPPE: National Plan and Provider Enumeration

1.3.36. OIG: Office of Inspector General

1.3.37. OSHA: Occupational Safety of Health Administration

1.3.38. PPIRS: Past Performance Information Retrieval System

1.3.39. PWS: Performance Work Statement

1.3.40. Privileging (Clinical Privileging): Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual’s license, based upon the individual’s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific.

1.3.41. QA: Quality Assurance

1.3.42. QASP: Quality Assurance Surveillance Plan

1.3.43. QI: Quality Improvement

1.3.44. RFP: Request for Proposal

1.3.45. TIN: Tax Identification Number

1.3.46. TJC: The Joint Commission

1.3.47. TRP: Trauma Recovery Program

1.3.48. U.S.: United States

1.3.49. U.S.C: United States Code

1.3.50. VA: Veterans Affairs

1.3.51. VAAR: Veterans Affairs Acquisition Regulation

1.3.52. Veterans Affairs Medical Center (VAMC): The Veterans Health Administration is the component of the United States Department of Veterans Affairs (VA) led by the Under Secretary of Veterans Affairs for Health that implements the medical assistance program of the VA through the administration and operation of numerous VAMC’s, Outpatient Clinics, Community Based Outpatient Clinics, and VA Community Living Centers (VA Nursing Home) Programs. In reference to this PWS, VAMC is referring to G.V. (Sonny) Montgomery VA Medical Center, 1500 East Woodrow Wilson Avenue, Jackson, MS 39216.

1.3.53. Veterans Health Administration (VHA): The central office for administration of the VA medical centers throughout the United States. The VHA is in Washington, D.C.

1.3.54. VISN: Veterans Integrated Service Network

1.4. BILLING DEFINITIONS

1.4.1. LENGTH OF STAY (LOS): The LOS is the period covered by the individual Unit Price. The LOS begins on the date of admission to the VAMC MH RRTPS (and the Contractor’s housing facility) and will end upon the date of discharge from the VAMC MH RRTPS (and the Contractor’s housing facility). Additional days beyond the LOS for each CLIN will be reimbursed at the daily rate prescribed on the Price Schedule for each CLIN.

1. QUALIFICATIONS

2.1 Staff/Facility

2.1.1 License: Any personnel assigned by the Contractor to perform clinical services covered by this contract (e.g., medication administration) shall have a current license to provide that service, as indicated by state/federal law. All licenses held by contractor personnel working on this contract shall be full and unrestricted licenses in any State, Territory, or Commonwealth of the United States or the District of Columbia. Contractor personnel who have current, full and unrestricted licenses in one (1) or more states, but who have, or ever had, a license restricted, suspended, revoked, voluntarily revoked, voluntarily surrendered pending action or denied upon application shall not be considered for the purposes of this contract.

2.1.2 Facilities are expected to meet all applicable health, safety, and licensing standards outlined in VHA Handbook 1162, “Mental Health Residential Rehabilitation Treatment Program”, as well as all applicable TJC and CARF Standards. Formal independent accreditation by the TJC or CARF is evidence of internal quality assurance mechanisms and is desirable but is not required. Where applicable, the residential treatment setting must have a current occupancy permit issued by the authority having jurisdiction.

2.1.3 The Contractor shall be duly licensed by the Department of Health of the State of Mississippi to operate a facility.

2.1.4 The facility must meet the following requirements:

2.1.4.1 Standards of the Life Safety Code NFPA # 101

2.1.4.2 Fire and safety code imposed by State law

2.1.4.3 City, State and Federal requirements concerning licensing and health codes

2.1.4.4 All residential treatment settings must be licensed as required for the particular setting under state and federal authority

2.2 Board Certification/Staffing Credentials: Contractor clinical personnel must be currently certified in BLS, ACLS or equivalency. All continuing education courses required for maintaining certification must be kept up to date at all times. Documentation verifying current certification shall be provided by the Contractor to the VA COR when requested.

2.3 Credentialing and Privileging: All Contractor Personnel who shall provide services under this contract must be appropriately credentialed and privileged, if required, according to the Bylaws and Rules of the contractor’s facility. If Contractor Personnel are not credentialed and privileged or have credentials/privileges suspended or revoked, the Contractor shall furnish an acceptable substitute without any additional cost to the government.

2.4 Technical Proficiency: Contractor Personnel shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documents upon request of the CO/COR to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experiences including any gaps in educational history for all Contractor Personnel when requested.

2.5 Training: Contractor shall meet all VA educational requirements. Contractor Personnel must meet mandatory course requirements as required by the Contractor’s facility.

2.6 Standard Personnel Testing/Infection Control: Contractor shall provide a statement with the proposal that all required infection control testing is current and that the contractor is compliant with OSHA regulations concerning occupational exposure to blood borne pathogens. The Contractor shall also notify the VA of any significant communicable disease exposures and the VA will also notify the contractor of the same, as appropriate. Contractor shall adhere to current CDC/HICPAC Guideline for Infection Control in health care personnel (as published in American Journal for Infection Control 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Tests shall be current within the past year.

2.7 National Provider Identifier (NPI): NPI is a standard, unique ten (10) - digit numeric identifier required by HIPAA. The VHA must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the CMS NPPE. The information shall be provided to the CO with the proposal.

2.8 Conflict of Interest: The Contractor is responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of proposal, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor shall provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.9. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the BBA of 1977, the HHS and OIG has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that proposed Contractor Personnel are not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a CMP for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries. By submitting their proposal, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractor is and/or Contractor Personnel are not listed as of the date the offer was signed.

2.10. Non-Personal Healthcare Services: The parties agree that the Contractor and all Contractor Personnel shall not be considered VA employees for any purpose.

2.11. Inherent Government Functions: Contractor and Contractor Personnel shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.12. No Employee status: The Contractor shall be responsible for protecting Contractor Personnel furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

2.12.1. Workers’ compensation

2.12.2. Professional liability insurance

2.12.3. Health examinations

2.12.4. Income tax withholding, and

2.12.5. Social security payments

2.13. Tort Liability: The Federal Tort Claims Act does not cover Contractor or Contractor Personnel. When a Contractor or Contractor Personnel has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s (or Contractor Personnel) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.14. Contingency Plan: Because continuity of care is an essential part of SERVICES, the Contractor shall have a contingency plan in place to be utilized if Contractor Personnel Leave Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

3.0 HOURS OF OPERATION:

3.1 WORK SCHEDULE: Services shall be available from the contractor twenty-four (24) hours per day, seven (7) days per week, including weekends and federal holidays. Contractor shall provide coverage for all required shifts, including nights, weekends and holidays.

3.2 FEDERAL HOLIDAYS: The following holidays are observed by the Department of Veterans Affairs:

New Year’s Day President’s Day Martin Luther King Jr’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Any day specifically declared by the President of the United States to be a national holiday.

4.0 CONTRACTOR RESPONSIBILITIES

4.1 General: The Contractor shall be responsible for providing room, board, medication administration and transportation to Veterans admitted to the MH RRTP. This includes Veterans with the following presenting problems: substance use and post-traumatic stress disorder, often co-occurring with psychotic disorders, bipolar disorders, obsessive compulsive disorders, major depression, other mood disorders, anxiety disorders, homelessness, justice involvement, and other various psychosocial issues. The services shall be furnished to beneficiaries for whom such care is specifically authorized by the VAMC. The type of Veterans to be cared for under this contract will normally require some care and services above the basic level of meals, room and board. Relevant care will include, but not be limited to:

4.1.1 Supervised alcohol and drug free environment

4.1.2 Active affiliation with community support groups

4.1.3 Structured and group activities

4.1.4 Healthy physical activities

4.1.5 Family involvement

4.1.6 Therapeutic, recreational and/or spiritual outings

4.1.7 Medication administration and monitoring

4.1.8 Transportation to/from the VAMC and to/from community locations

4.2 The beneficiaries receiving care under this contract shall receive basic health and personal hygiene maintenance, monitoring of medications, and any other service or supplies normally provided in a residential home setting. The rate established shall be an all-inclusive rate.

4.3 Clinical staff of the VA ADTP and TRP programs will determine who is eligible for housing under this contract. Length of stay at the facility will also be determined by VA staff.

4.4 Housing facility must be located either within the city limits of Jackson or within twenty (20) miles of the VAMC.

4.5 Contractors under this program must meet the following VA standards, based on regulations promulgated by Title 38 Code of Federal Regulations (CFR) Section 17.63.

4.6 Licenses and Accreditation: The residential treatment settings must be licensed as required for the particular setting under State and federal authority.

4.7 Staff: Sufficient staff shall be provided (i.e., in numbers and position qualifications) to carry out the policies, responsibilities, and therapeutic activities of the residential treatment program. The Contractor shall assign to this contract personnel that by education and/or training (and, when required, certification or licensure) are qualified to provide the services required by this PWS. Contractor may be required to supply resume(s) summarizing relevant skills and experience of any/all key personnel upon request. Minimum Key Personnel requirements are as follows:

4.7.1 One (1) administrative staff member, or designee of equivalent professional capability (with the authority to make decisions regarding the facility and residents, or with contact information for an offsite administrator in case of emergency), accessible by VA staff 24 hours a day, 7 days a week.

4.7.2 Sufficient nursing personnel to administer medications (incl. controlled substances) at a frequency indicated by Veteran’s VA prescriptions, including daytime, nighttime, weekend and as-needed dosages. Medications must be dispensed within 10 minutes of prescribed dosing schedule. PRN medication must be dispensed within 30 minutes of Veteran’s request.

4.7.3 An on-site or on-call licensed independent medical provider (RN or MD) that will be able to provide assessment, consultation and assistance for both emergency and non-life-threatening medical and psychiatric incidents.

4.7.4 Sufficient food service, maintenance and janitorial staff to provide adequate nutrition and a clean, safe housing environment.

4.7.5 At least one (1) contractor employed staff member will be on-site and available in an emergency during each shift, twenty-four (24) hours per day, seven (7) days per week. In facilities with multiple buildings, floors or wings, a staff member must be physically present in each building/floor/wing, at all times Veterans are present in the area. The VA will provide Health Technician positions to help the contractor meet the 24/7 supervision requirement. Hiring, supervision, determination of work hours/leave time and all other personnel matters related to VA positions will be handled by the VA. Staffing requirements not met by these positions will be the responsibility of the contractor. Contractor is responsible for communicating and coordinating with VA Health Technician supervisor to ensure adequacy of 24/7 staffing. Staff providing on-site supervision of Veterans must be trained in management of disruptive behaviors, first aid, Basic Life Support and use of emergency equipment.

4.8 Contractor shall provide resumes for all key personnel; if substitutions of key personnel are need, substitution must be submitted at least fifteen (15) days prior to the proposed date substitution is to occur. The Contracting Officer (CO) or Contracting Officer Representative (COR) will notify the contractor within fifteen (15) calendar days after receipt of all required information if the VA is able to accept the proposed substitute key personnel. Temporary substitutions of key personnel shall be permitted in accordance with the contractor’s contingency plan. The contractor’s contingency plan shall be utilized if personnel leave the contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract. The contingency plan shall be submitted to the CO as a part of the proposal package. The CO is the ultimate authority on acceptable length for temporary substitution of key personnel.

4.9 The VA reserves the right to refuse or revoke acceptance of any key personnel if personal, professional conduct, lack of required skills or experience jeopardizes patient care or interferes with the regular and ordinary operation of the facility and the VA Residential Program Objective.

4.10 The Contractor shall:

4.10.1 Identify, by name, the key management and technical personnel who shall work under a contract with VAMC representatives at the time the service is being provided. The contractor shall submit a listing of names, position and telephone numbers of all personnel. In the event a key person on the list becomes unavailable, it is the contractor’s responsibility to inform the Contracting Officer Representative (COR) immediately so that there will be no lapse of communication.

4.10.2 Assist Veterans requiring emergency services (medical or psychiatric) with quickly accessing appropriate care from a VA or community facility, as appropriate.

4.10.3 Provide secure, separate housing and bathroom accommodations for males and females; common use of kitchen facilities, dining rooms and recreational areas is acceptable.

4.10.4 Provide housing up to twenty-four (24) hours a day for Veteran placements. Housing will be provided for up to twenty-seven (27) Veterans at a time, with no more than two (2) Veterans per room. Atmosphere will be consistent with a typical American home in terms of cleanliness, furnishings and décor. Environment should promote an individual sense of well-being, optimism, recovery and integration with the surrounding community (as opposed to a hospital- or dormitory-like dwelling).

4.10.5 Provide three (3) daily nutritious meals and reasonable accommodation for special dietary needs.

4.10.6 Provide a means for Veterans in the program to wash their own clothes or otherwise tend to laundry at no additional cost to the Veteran.

4.10.7 Provide secure, appropriate storage for both the Veteran’s belongings and medication (if applicable).

4.10.8 Maintain a minimum of one (1) staff member on-site at all times to ensure appropriate responses to matters involving Veterans safety.

4.10.9 Provide a working phone line for Veterans, ensuring reasonably prompt communication with the VA is possible at all times to ensure they are able to communicate to manage their appointments with the VA.

4.10.10 Provide an adequately-sized work station for two (2) VA staff assigned to the facility. The VA will provide all computer equipment needed by VA staff. Work station must afford secure storage of personal staff belongings and confidential documents.

5.0 STANDARDS OF CARE:

5.1 Housing and Services. The Contractor’s housing and other services shall be of a quality, meeting or exceeding currently recognized national standards as established by:

5.1.1 The professional standards of the TJC or equivalent http://www.jointcommission.org/standards_information/hap_requirements.aspx. Even if the facility is not accredited by TJC, the TJC standards for Behavioral Health Care for Substance Use Disorders must be met or exceeded.

5.1.2 CARF

http://www.carf.org/Programs/BH/

5.1.3 NICE guidelines

5.1.4 The requirements contained in this PWS

5.2 MEDICAL RECORDS

5.2.1 Authorities: Contractor Personnel providing healthcare services to patients shall be considered as part of the Department Healthcare Activity and shall comply with the U.S.C.551a (Privacy Act), 38 U.S.C. 5701 (Confidentiality of claimants records), 5 U.S.C. 552 (FOIA), 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of certain medical records), Title 5 U.S.C. § 522a (Records Maintained on Individuals) as well as 45 C.F.R. Parts 160, 162, and 164 (HIPAA).

5.2.2 Generally, electronic medical records are maintained by VA staff and are not accessible to contractor. A hard copy medication administration record shall be developed by VA staff and utilized to track medication administration occurring at both the VAMC and contractor facility.

5.3. HIPAA: This contract and its requirements meet the exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractor by the VA are covered by the VA system of records entitled ‘Patient Medical Records-VA’ (24VA19). Medication administration logs (and any other patient records) are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services are available for immediate transmission when requested by the VA. Records identified for review, audit, or evaluation by VA representatives and authorized federal and state officials, shall be accessed on-site during normal business hours or mailed by the Contractor at his/her expense. Contractor shall deliver all final patient records, correspondences, and notes to the VA within twenty-one (21) calendar days after the contract expiration date.

5.4. Disclosure: Contractor Personnel shall obtain permission from the VA before disclosing any patient information. The VA will provide the Contractor with a copy of VHA Handbook 1907.01, Health Information Management and Health Records and VHA Directive 1605.01, Privacy and Release of Information through links included in section 1.2 herein. The penalties and liabilities for the unauthorized disclosure of patient information mandated by the statutes and regulations mentioned above, apply to the Contractor.

5.5. Professional Standards for Documenting Care: Care shall be appropriately documented in medication administration records in accordance with standard commercial practice and guidelines established by VHA Handbook 1907.01 Health Information Management and Health Records (link included in Section 1.2 herein) and all guidelines provided by VAMC. Medication administration entries shall be legible and maintained in detail consistent with good medical and professional practices so as to facilitate internal and external peer reviews, medical audits and follow-up treatments. Copies of received medical information shall be authenticated (signed) copies.

5.6. Release of Information: The VA shall maintain control of releasing any patient medical information and will follow policies and standards as defined, but not limited to Privacy Act requirements. In the case of the VA authorizing the Contractor to release patient information, the Contractor in compliance with VA regulations, and at his/her own expense, shall use VA Form 3288, Request for and Consent to Release of Information from Individual’s Records, to process “Release of Information Requests.” The VA’s Release of Information Section shall provide the Contractor with assistance in completing forms. Completed Release of Information requests shall be forwarded to the VA Privacy Officer at the applicable VAMC. The VA Privacy Officer information shall be provided at the time of task order award.

5.7. Site Visits: The VA will monitor the professional care and administrative management of services provided to VA beneficiaries under this contract, through one (1) or a combination of the following methods: reviews of State agencies reports; on-site inspection of the facility by VA staff; and/or on-site monitoring of VA patients. The facility shall provide the VA with copies of all state agency reports when requested and cooperate fully with VA’s QI or QA program functions relating to the contract, including VA’s onsite inspection and monitoring. The VA CO shall make all final determinations as to the Contractor’s reasonable cooperation with VA compliance with these requirements.

5.8. The Contractor shall designate an individual who can be contacted for any clinical problems or issues that arise during the performance of this contract. The designees for the Government will be the COR’s for this contract.

5.9. Notification of Death of Veterans: In the event of a death of any veteran, the Contractor agrees to notify VA immediately of the death. In the event a death of a VA beneficiary while receiving care under this contract, the facility shall promptly notify the VA facility which authorized admission and immediately assemble, inventory, and safeguard the patient’s personal effects. The funds, deposits, and effects left by the VA patients upon the premises of the facility shall be delivered by the facility to the person(s) entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs or next of kin capable of inheriting.

5.10. When disposition has been made, the itemized inventory with annotation as to the disposition of the funds and effects shall be immediately forwarded to the VA facility authorizing admission. Should a deceased patient leave no will, heirs, or next of kin, his/her personal property and funds wherever located vests in and becomes the property of the United States in trust. In these cases, the facility shall forward an inventory of any such property and funds in its possession to the VA facility authorizing admission and shall hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from VA concerning disposition. CMS regulations require retention of records for five (5) years when there is no requirement in State law.

6. ADMINISTRATIVE:

6.1. Quality Improvement Meetings: Contractor Personnel shall participate in continuous quality improvement activities and meetings with committee participation as required by the MH RRTP program managers and Contractor’s establishment.

6.2. Staff Meetings/Rounds: Contractor Personnel shall attend staff meetings as required by the MH RRTP program managers and Contractor’s establishment.

6.3. QA/QI documentation: Contractor Personnel shall complete the appropriate QA/QI documentation pertaining to care as requested by RRTP program managers or other VA representatives.

6.4. Patient Safety Compliance and Reporting: Contractor Personnel shall follow all established patient safety and infection control standards of care. Contractor Personnel shall make every effort to prevent medication errors, falls, and patient injury caused by acts of commission or omission in the delivery of care. All events related to patient injury, medication errors, and other breeches of patient safety shall be reported to the COR in accordance with the VA Safety Policy as soon as practicable (but within twenty-four (24) hours). Contractor Personnel shall notify the COR of the incident and submit to the COR a Patient Safety Report, following up with the COR as required or requested. A copy of the Patient Safety Report will be provided when needed.

7. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT

7.1. Quality Management/Quality Assurance Surveillance: Contractor performance will be monitored by the Government using the standards as outlined in this PWS and methods of surveillance detailed in the QASP. The QASP is included as an attachment to this solicitation in Section D and define the methods and frequency of surveillance conducted.

7.1.1. Performance Standards:

7.1.1.1 Measure: Non-Clinical Information Return (Deviation from Routine Care) Performance Requirement: Clinical information is provided back to the respective residential program (TRP or ADTP).

Surveillance Method: Periodic inspection, coinciding with ongoing reviews of maintenance and repair logs during routine facility inspection visits.

Performance Requirement: An adequate number of beds will be available in a ready state to accommodate TRP and ADTP admissions.

Standard: Empty beds will be ready for occupancy within two (2) hours of notification by TRP or ADTP.

Acceptable Quality Level: 90% Surveillance Method: Periodic inspection, observed through monthly reports from contractor.

Performance Requirement: Contractor will work with VA MH RRTP in their efforts to maintain accreditation standards of Joint Commission on Accreditation Facilities (CARF), as relevant to contracted services.

Standard: Contractor will comply with Joint Commission and CARF standards as they relate to the VA MH RRTP unit. Contractor will facilitate inspections of the facility and relevant records as requested. Contractor will be responsive to request for corrective action resulting from inspections.

Acceptable Quality Level: 100% Surveillance Method: Periodic inspection, by both VA staff and external accrediting bodies (e.g., Joint Commission, CARF).

Performance Requirement: Staff employed by the contractor will have continuing education relevant to addictions and trauma.

Standard: Staff will receive a minimum of ten (10) Continuing Education Units per year in areas of substance abuse and trauma. Veteran care staff hired by the contractor will not have participated in a TRP or ADTP residential program within the past two (2) years.

Acceptable Quality Level: 90% Surveillance Method: Periodic inspection of staff training and employment records.

Performance Requirement: Veteran safety incidents reported to the respective treatment program (TRP or ADTP) or on-call psychiatrist.

Standard: All incidents reported within one (1) hour of the incident.

Acceptable Quality Level: 90% Surveillance Method: Direct observations and periodic inspection, observed through communication and residential treatment records.

Performance Requirement: All Veteran safety incidents are investigated, confirmed, and resolved.

Standard: Contractor will consult with the appropriate program manager within one (1) business day of the event.

Acceptable Quality Level: 90% Surveillance Method: Reviewed during analysis of critical incidents, routine site inspections, and any accreditation surveys.

Performance Requirement: Contractor assesses patient satisfaction and solicits complaints and suggestions regarding the quality of care.

Standard: Contractor representative attends monthly stakeholder meeting to receive and respond to feedback. Veteran satisfaction survey is administered by contractor, with results tallied and reported to TRP and ADTP on at least a quarterly basis.

Acceptable Quality Level: 90% Surveillance Method: Attendance at stakeholder meeting. User survey and quarterly roll-up reports that include any qualitative statements from veterans.

Frequency: Periodic Inspection

7.2. Patient Complaints: The COR on an informal level will resolve complaints concerning Contractor relations with Government employees or VA patients.