Questions and Answers.pdf

Questions and Answers

RFP #36C26221R0006

PBV-HUD-VASH - Motels – VAGLAHS

1. QUESTION: What’s the total occupancy right now? How many units are occupied?

ANSWER: Total Occupancy = Zero (0). Occupied Units = Zero (0)

2. QUESTION: Does it matter if we lease or buy vehicles?

ANSWER: SOW has been updated to add section 3.19.3.1 for clarification. Per Section 3.19.3.1

- The Contractor shall determine vehicle access via purchase/lease of vehicles for staff use or allow staff to utilize their own vehicles.

3. QUESTION: From Section 1.5: Contractor shall provide 24/7 coverage for case management support as discussed in section 3 of this SOW. Does this mean onsite case management support afterhours or is it okay to be available by phone afterhours?

ANSWER: SOW has been updated to add Section 3.9.1 for clarification. Per Section 3.9.1 of the

SOW: After hours and on weekends, it is not necessary to have staff on site, but a staff member shall be identified for on-call (by phone) after hours and weekend phone calls as needed.

4. QUESTION: It’s been our experience that VETPRO takes a long time, which impacts our ability to provide required services. Since staff have to be hired within 60 days, but VETPRO won’t be completed in most cases, will a waiver be granted so that staff can provide the services and billing can still occur?

From Section 1.23.1.3: In order for case managers and their supervisor to perform under this contract, they shall complete the credentialing process through the VA’s VetPro system in alignment with the VetPro policies and operating procedures Reference VHA Handbook

1100.19 Credentialing and Privileging

https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2910. VetPro is necessary for all licensed, registered or certified clinical staff members (e.g. LCSW, RN, CASAC.) and unlicensed case managers. Staff waiting to clear VetPro shall not perform duties at a lower level while awaiting credentialing. They may complete tasks that do not involve Protected

Health Information (PHI, Refer to Definitions section of this SOW) or require Veteran contact.

ANSWER: A waiver shall not be granted. VAGLAHS will work with contractor to onboard new hires as fast as possible and any delays due to VAGLAHS will be noted in the file. Government will work with contractor until new employees are onboarded.

https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fvhapublications%2FViewPublication.asp%3Fpub_ID%3D2910&data=04%7C01%7C%7Ccc056027991a4d99763c08d885dd133c%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637406531843150999%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=1UuEyve3GU6%2B2BJH1XOoRRJCS%2BMfDKVKmSbmzVZdJCo%3D&reserved=0

5. QUESTION: Is there onsite office space?

ANSWER: Section 3.3 of the SOW has been updated to clarify space provided on site:

Per Section 3.3 of the SOW - The Contractor shall be provided space at no charge within the project-based site for staff to conduct case management and to conduct group meetings with the Veterans under contract care in partnership and collaboration, office space for onsite staff is discussed during developmental stages of the building to ensure adequate space for administrative staff. Staff shall ensure meetings are respectful of Veterans privacy at all times.

6. QUESTION: Do we have to pay rent?

ANSWER: The contractor is not required to pay rent.

7. QUESTION: What is meant by “independent clinical provider?” Does that mean a contracted position vs. FTE with benefits?

ANSWER: This is a contracted position. SOW has been updated to add section 3.16.1. Per

Section 3.16.1 of the SOW: A Licensed independent clinical provider is someone who has reached the full potential of their licensing (i.e. California LCSW). The Program Manager and the Team Supervisor/Clinical Supervisor shall be licensed at this level.

8. QUESTION: Under Special Standards of Responsibility, Specialized Experience, Solicitation

Number 36C26221R0006, page 66 of 82, Item 1 states: “Contractor company must have experience providing HUD-VASH Case Management and Supportive Services using Housing

First Model to populations greater than 55 years old.” Please provide clarification of the age designation of 55 years old considering the following. Page 14 of 82, B.4 Statement of Work, Background paragraph 2 provides a description of each qualifying Veteran category of this housing opportunity. This is an extensive list that goes beyond 55 years old.

ANSWER: Specialized Experience #1 has been updated

From

Contractor company must have experience providing HUD-VASH Case Management and

Supportive Services using Housing First Model to populations greater than 55 years old.

To

Contractor company must have experience providing HUD-VASH Case Management and

Supportive Services using Housing First Model.

9. QUESTION: How will the non-required staff positions be weighted in evaluation of the proposal? Are the positions prioritized in any way to ensure the needs of the Veterans are met?

ANSWER: Staffing requirements are not part of the evaluation criteria. Per SOW Section 1.14:

The Contractor shall provide full staffing in accordance with the requirements defined in this SOW within 60 days of the contract award either through existing staff or new hires.

Interested vendors shall follow ALL instructions stated in Addendum to FAR 52.212-1 on pages

65-67 and FAR 52.212-2 – Evaluation – Commercial Items on pages 67-68. This is the evaluation criteria for this procurement.

Also, Per FAR 52.212-2(a) - This procurement is being conducted pursuant to FAR Part 13 procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose offer, conforming to the solicitation, offers the lowest price, whose offered price does not exceed the amount of the funding available for the procurement, and whose offered priced is found to be reasonable, and whose offer is found to be acceptable when considering the non-price evaluation factor described below. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standard of responsibility will not be eligible to receive contract award.

“conforming to the solicitation” means that the offeror shall not take any exceptions to the requirements of this solicitation.

10. QUESTION: Can you provide specifics regarding how elements of the proposal will be evaluated and weighted beyond cost?

ANSWER: Interested vendors shall follow instructions stated in Addendum to FAR 52.212-1 on pages 65-67 and FAR 52.212-2 – Evaluation – Commercial Items on pages 67-68.

11. QUESTION: Re: B.4. Statement of Work, Section 1.1.14: Does the requirement to be fully staffed within 60 days include the VetPro credentialing process or may that be completed beyond the 60 days?

ANSWER: Please see answer to Question #4 above.

12. QUESTION: In section B.4-5.2.2, the Team Supervisor is listed as a required position and it indicates “This person shall be a clinical supervisor.” The following section, 5.2.3, details the responsibilities of the Assigned Clinical Supervisor. Is the Clinical Supervisor a required position separate from the Team Supervisor, or will it meet requirements if the Team Supervisor is also the person assigned as the Clinical Supervisor?

ANSWER: The Team Supervisor can also act as a clinical supervisor for unlicensed staff or the contractor can hire a separate individual to solely provide Clinical supervisor to unlicensed staff.

Please refer to Section 5.2.2 and 5.2.3 of the SOW. Per Section 5.2.2 – “Team Supervisor: This is a required position. This person can also act as a clinical supervisor for unlicensed staff (see

5.2.2.1) The Team Supervisor shall be a Licensed Clinical Social Worker (LCSW), Licensed

Clinical Psychologist, Licensed Marriage and Family Therapist (LMFT) or Licensed Mental

Health Counselor full time staff and assigned to the HUD-VASH contract for the staff assigned to work with Veterans. Schedule shall permit 24-hour supervision of case management personnel for the purposes of clinical oversight, documentation and crisis management.” …. “. In addition, he/she shall ensure appropriate supervision of any non-clinical/non- licensed Contractor staff providing related supportive services to Veterans to ensure quality of care, such as peer support specialist, vocational service counselors, etc. whether by providing clinical supervision themselves or assigning staff to an Assigned Clinical Supervisor on staff. ”

Per Section 5.2.3 “Assigned Clinical Supervisor shall have direct oversight over unlicensed staff and staff gathering hours towards Clinical Licensure, who are providing care,” …. “This person can be a Team supervisor and/or the contractor can hire staff specifically to provide clinical supervision.”