Arizona_Vet_Homes_FINAL_7.27.2023.pdf

Request for Proposal under A.R.S. § 41-2534

Notice Page

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit 3839 N. 3rd Street, Suite 120

Phoenix, Arizona 85012

Solicitation Requirements | Revision No. 5 | Revised 04-23 | Page 1 of 96

Solicitation Number: BPM005407

Description: Rehabilitation Therapy Services for All Arizona State Veterans’ Homes

Solicitation Due Date and Time: July 3, 2023 at 3:00 P.M.

Pre-Offer Conference: June 22, 2023 at 9 A.M.

Email: eadame@azdvs.gov for a virtual invite.

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

mailto:eadame@azdvs.gov https://app.az.gov/ https://app.az.gov/ mailto:app@azdoa.gov

Table of Contents Request for Proposal under A.R.S. § 41-2534

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 2 of 96

Click here to return to the Table of Contents

Notice Page

Table of Contents

Solicitation Summary 3 Scope of Work 5 Special Terms and Conditions 6 Addendum A to the Special Terms and Conditions 40 Addendum B to the Special Terms and Conditions 41 Uniform Terms and Conditions 45 Exhibit A Therapy Equipment List 62 Exhibit B ADVS Internal Management Policy 00-02 70 Exhibit C Vaccination and Exemptions 71 Exhibit D Certificate of Insurance 89 Exhibit E Business Associate Agreement 90

Solicitation Summary

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 3 of 96

Solicitation Summary

1. What is the State Soliciting?

The Arizona Department of Veterans’ Services (ADVS), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more Contracts to provide Rehabilitation Therapy Services.

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion, that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM005407 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Addendum A to the Special Terms and Conditions

2.1.1.7. Addendum B to the Special Terms and Conditions

2.1.1.8. Uniform Terms and Conditions

2.1.1.9. Exhibit A Therapy Equipment List

2.1.1.10. Exhibit B ADVS Internal Management Policy 00-002

2.1.1.11. Exhibit C Vaccination and Exemptions

2.1.1.12. Exhibit D Certificate of Insurance

2.1.1.13. Exhibit E Business Associate Agreement

2.1.2. Attachment: BPM005407 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

2.1.3. Solicitation Attachments

Solicitation Summary

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 4 of 96

2.1.3.1. Offer and Acceptance

2.1.3.2. Boycott of Israel Disclosure

2.1.3.3. Forced Labor of Ethnic Uyghurs Ban

2.1.3.4. Confidential Information Designation

2.1.3.5. Confidential Information Designation (for reference only)

2.1.3.6. Conformance Statements

2.1.3.7. Supplement – Conformance Statements - Exceptions to

Instructions

2.1.3.8. Supplement – Conformance Statements - Exceptions to Scope of

Work

2.1.3.9. Supplement – Conformance Statements - Exceptions to Contract

Terms and Conditions

2.1.3.10. Key Personnel

2.1.3.11. Letter of Insurability

2.1.3.12. Organization Profile

2.1.3.13. Proposed Subcontractors

2.1.3.14. Experience and Capacity Response

2.1.3.15. References

2.1.3.16. Method of Approach

2.1.3.17. Price Sheet

2.1.3.18. AZ Baseline Infrastructure Security Controls

2.1.3.19. Prerequisite Assessment of Arizona Baseline Infrastructure

Security Controls

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Scope of Work

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 5 of 96

Scope of W ork

Scope of Work

1. Purpose and Background

1.1. The purpose of this Solicitation is to establish Rehabilitation Therapy Services for exclusively for residents who live in all Arizona Veteran Homes in Arizona.

1.1. ADVS is seeking a contract to provide Rehabilitation Therapy Services for the Arizona State Veterans’ Homes-Phoenix (ASVH-P), Arizona State Veterans’ Homes-Tucson (ASVH-T), Arizona State Veterans’ Home-Flagstaff (ASVH-F), and the Arizona State Veterans’ Home-Yuma (ASVH-Y).

1.2. The services provided by all Arizona State Veterans’ Homes must adapt to meet the ever-changing health care needs of the population served. Care provided is based on the most currently accepted knowledge, practices, and technologies implemented through skilled personnel. In all levels of care, interdisciplinary approaches are planned with the resident and/or family to meet his or her needs. Programs are aimed at meeting long-term health care needs and encouraging wellness though preventive and rehabilitative services offered to assist in attaining and maintaining optimal functioning. Person Centered Care is practiced daily.

1.3. ASPH-P is a skilled nursing facility located at 4141 North S. Herrera Way, Phoenix, AZ

85012. This facility offers two-hundred (200) beds and operates seven (7) days a week, twenty-four (24) hours a day. The two-hundred (200) beds are divided into four (4) units with fifty (50) beds in the skilled nursing unit, one (1) of the unit consist of fifty (50) beds in the Memory Care Unit.

1.4. ASVH-T is a skilled nursing facility located at 555 East Ajo Way, Tucson, AZ 85723. This facility offers one-hundred-twenty (120) beds and operates seven (7) days a week, twenty-four (24) hours a day. The Arizona State Veterans’ Home - Tucson consists of four (4) buildings that are each thirty (30) bed long–term care units. One (1) of the unit consist of thirty (30) beds in the Memory Care Unit.

1.5. ASVH-F is a skilled nursing facility located at 2100 N. Gemini Drive, Flagstaff, AZ 86001.

This facility will offer eighty (80) beds and operates seven (7) days a week, twenty-four

(24) hours a day. The Arizona State Veterans’ Home - Flagstaff consists of four (4) buildings that are each twenty (20) bed long–term care units. One (1) of the units consist of twenty (20) beds in the Memory Care Unit.

1.6. ASVH-Y is a skilled nursing facility located at 6051 E. 34th Street, Yuma, AZ 85365. This facility will offer eighty (80) beds and operates seven (7) days a week, twenty-four (24) hours a day. The Arizona State Veterans’ Home – Yuma consists of four (4) buildings that are each twenty (20) bed long–term care units. One (1) of the units consist of twenty (20) beds in the Memory Care Unit.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 6 of 96

1.7. Age, disability, or terminal illness should not limit the individual's right to experience life to the fullest extent possible. Despite the complexity of care required and the degree of disability, the Arizona State Veteran Home strives to provide care that promotes the resident's dignity, self-determination, happiness, and well-being in a home-like environment. Basic to the emphasis is fostering the individual to be a self-determining and independent as possible.

1.8. The Arizona State Veteran Homes are committed to quality care. It is important to anticipate trends in care needs and plan services to meet those trends, evaluate the care provided, research new approaches, and update programming. The Arizona State Veteran Homes have the responsibility to share findings with others involved in long-term health care services.

2. Scope of Work

2.1. Perform all services in a thorough and professional manner that conforms to the accepted methods and practices and in strict compliance with all local and state codes, ordinances, laws and policies.

2.2. Verify that each service provider assigned to perform work at the ASVHs shall be licensed by the State of Arizona.

2.3. Assume sole and exclusive responsibility for the payment of wages and any benefits to all contractor staff assigned to provide services to ASVHs under the Contract. All contractor staff assigned to the ASVHs pursuant to the Contract shall, for all purposes, be considered employees of the Contractor only.

2.4. Will retain the current rehabilitation staff functioning in the ASVHs on a full time basis for a period of six (6) months to evaluate their performance. If the employee meets expectations of the contractor they will retain their employment.

3. Tasks: The Contractor shall be responsible for performing services that include, but not limited to, the following:

3.1. Provide Occupational, Speech, and Physical Therapy services under contract and ready to begin work upon award. Contractor shall inform ASVHs no later than forty-eight (48) hours after contract award, the total number of personnel it has available to fill the estimated number of positions.

3.2. All staff assigned shall provide services to the ASVHs in a thorough and professional manner in conformance with the accepted methods, practices and in strict compliance with all local and state codes, ordinances, laws and policies of the ADVS and ASVHs, Center for Medicare and Medicaid and Veteran Administration regulations for long-term care.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

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3.3. Provide a liaison with ASVHs for overall program coordination and resolution of issues related to services for residents.

3.4. Provide examples of staff valuations and monitoring currently in place.

3.5. Provide a resume and two (2) professional references for ach Therapist.

3.6. Provide a substitute therapist for any therapist absent for more than five (5) consecutive days. Contractor must provide a therapy pool to insure there is no delay or disruption of therapy service delivery.

3.7. Ensure therapist are not released for his/her position unless:

3.7.1. A highly qualified and licensed replacement is provided;

3.7.2. Permission has been obtained from ASVHs Administrator. Exception will be regulator infractions, abuse and financial exploitation of resident; and

3.7.3. Maintain a daily log of services and hours worked for employees.

4. Occupational Therapy Services: The Occupational Therapy services shall be responsible for performing the following services that include, but not limited to, the following:

4.1. Provide occupational (clinical) therapy as prescribed by the resident’s attending physician.

4.2. Incorporate the occupational therapy program with the resident’s over-all plan of care.

4.3. Coordinate occupation therapy services with the resident’s attending physician and the ASVHs nursing staff.

4.4. Develop and participate in-service training programs, educational classes for occupational therapy service and other related therapy services.

4.5. Attend and participate in resident assessment and care planning meetings as necessary (can be rehab manager and/or other meetings assigned by ASVHs Administrator).

4.6. Provide written, dated and signed reports of each consultation visit by document in ASVHs electronic medical records, Matrixcare System EMR. Therapist or designee should be considered as part of Interdisciplinary team (IDT) process. Such reports must contain the therapist’s:

4.6.1. Findings;

4.6.2. Recommendations;

4.6.3. Plans for implementations; and

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

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4.6.4. Plans for continued assessments.

1.9. Maintain appropriate files and information, which must remain the property of ADVS confidentiality.

1.10. Collaborate with the appropriate staff to plan and implement applicable services for the resident.

1.11. Therapy Manager must serve on the Utilization Review committee.

1.12. Assist the attending Physician in an evaluation of a resident’s level of function by applying diagnostic and prognostic tests.

1.13. Maintain the confidentiality of resident information as established by ASVHs Policies and Procedures.

1.14. Stay abreast of all other responsibilities required of a therapist as set forth in any Federal or State Laws, Statues, License or regulations as enacted or as may be enacted or amended.

1.15. Follow the duties and responsibilities as outlined in the therapist’s job description and the established ASVHs Policies and procedures.

1.16. Attend and participate in all required meetings.

1.17. Maintain a daily log of services and hours worked by employees.

2. Occupational Therapist Assistant: Shall be responsible for performing the following services that include, but are not limited to, the following:

2.1. Assistance residents with rehabilitative activities and exercises outlined in treatment plan developed in collaboration with an occupational therapist.

2.2. Attend and participate in all required meetings.

2.3. Provide any information requested and follow directives from ADVS.

2.4. Record residents progress for the Occupational Therapist.

2.5. Document the billing of the resident’s health insurance provider.

2.6. Maintain a safe and therapeutic environment; clean assigned areas and equipment;

inspect equipment to ensure safe working conditions and provide routine maintenance;

store materials and supplies properly to preserve quality and maintain clinic appearance;

inventory consumables; and procure necessary materials and equipment to implement therapeutic programs.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

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2.7. Maintain the confidentiality files of resident information as requested by the Federal, State, and ADVS established by the ADVS policies and procedures and timelines.

2.8. Stay abreast of all other responsibilities required of a therapist as set forth in any Federal or State laws, statutes, or regulations as enacted or as may be enacted or amended.

3. Physical Therapy Services: The Physical Therapist shall be responsible for performing the following services that include, but are not limited to, the following:

3.1. Provide physical therapy services as prescribed by the resident's attending physician.

3.2. Render high-quality therapy services to our residents in order to prevent deformities and reduce liabilities.

3.3. Insofar as practical, coordinate our physical therapy services with nursing and other support services.

3.4. Assist the resident in attaining his/her highest practicable level of function.

3.5. Alleviate pain by using physical agents such as heat, water, electricity, massages, and exercises, as ordered by the attending physician.

3.6. Provide written physical therapy policies and procedures and job description.

3.7. Develop and participate in-service training programs for nursing service and other related services.

3.8. Attend and participate in resident assessment and care planning meetings as necessary.

3.9. Provide written, dated and signed reports of each consultation by documenting in ADVS EMR. Therapist or designee should be considered as part of IDT process. Such reports will contain the therapist's:

3.9.1. Findings;

3.9.2. Recommendations;

3.9.3. Plans for implementation;

3.9.4. Treatment performed and reaction; and

3.9.5. Plans for continued assessments.

3.10. Serve on the Utilization Review committee.

3.11. Keep the resident's attending physician informed of the resident's progress and make appropriate recommendations.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

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SERVICES

Procurement Unit

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3.12. Maintain the confidentiality of resident information as established by the ADVS Policies and Procedures.

3.13. Stay abreast of all other responsibilities required of a therapist as set forth in any Federal or State laws, statutes, or regulations as enacted or as may be enacted or amended.

4. Physical Therapist Assistant: shall be responsible for performing the following services that include, but are not limited to, the following:

4.1. Assist physical therapist in providing services that help improve mobility, relieve pain, and prevent or limit permanent physical disabilities.

4.2. Under the direction and supervision of the physical therapist the physical therapist assistant shall alleviate pain by using physical agents such as heat, water, electricity, massages, and exercises, as ordered by the attending physician.

4.3. Maintain the confidentiality of resident information as established by the ADVS policies and procedures.

4.4. Stay abreast of all other responsibilities required of a therapist as set forth in any Federal or State laws, statutes, or regulations as enacted or as may be enacted or amended.

5. Speech Therapy Services: The Speech-Language Pathologist shall be responsible for performing the following services that include, but are not limited to, the following:

5.1. Provide such services as prescribed by the resident's attending physician.

5.2. Plan, organize and direct speech pathology programs that meet the resident's needs.

5.3. Coordinate such services with the attending physician and nursing service.

5.4. Incorporate speech programs into the resident's total care plan.

5.5. Provide written speech policies and procedures and job description.

5.6. Develop and participate in in-service training programs for nursing service and other related services.

5.7. Attend and participate in resident assessment and care planning meetings as necessary.

5.8. Provide written, dated and signed reports of each consultation by documenting in ADVS EMR. Therapist or designee should be considered as part of IDT process. Such reports will contain the therapist's:

5.8.1. Findings;

5.8.2. Recommendations;

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

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5.8.3. Plans for implementation;

5.8.4. Treatment performed and reaction; and

5.8.5. Plans for continued assessments.

5.9. Serve on the Utilization Review committee.

5.10. Instruct other health team personnel and family members in methods of assisting the resident to improve or correct a speech or swallowing disorder.

5.11. Maintain the confidentiality of resident information as established by the ADVS Policies and Procedures.

5.12. Stay abreast of all other responsibilities required of a therapist as set forth in any Federal or State laws, statutes, or regulations as enacted or as may be enacted or amended.

6. Educational Requirements for Contractor:

The Contractor shall:

6.1. Retain all business licenses and/or certifications required by law to provide Rehabilitative Services.

6.2. Be responsible for verifying current license/certification and to obtain copies for the personnel file.

6.3. Present licenses and/ or certification within four (4) hours per the request of facility administrator.

6.4. Ensure that Contractor’s employees fulfill education requirements as outlined in Federal, State, and VA guidelines.

6.5. Providing an employee at ADVS who has a probationary or suspended license will be cause for the employee to be terminated immediately and possible contract termination.

7. Occupational Therapist and Occupational Therapist Assistant: The Occupational Therapist and Occupational Therapist Assistant shall have the following licenses/certificates; knowledge and understanding that include, but are not limited to, the following:

7.1. Shall be licensed as an Occupational Therapist in the State of Arizona.

7.2. Shall be a Certified Occupational Therapy Assistant in the State of Arizona.

7.3. Shall comply with the Arizona State Board of Occupational Therapy Examiners Rules and Regulations. https://ot.az.gov

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

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7.4. Shall comply with the Arizona Administrative Code Statutes governing in Occupational Therapy. www.azleg.gov/ArizonaRevisedStatutes.asp

7.5. Shall be familiar with the Occupational Safety Health Association (OSHA) regulations.

www.osha.gov

8. Physical Therapist and Physical Therapist Assistant: The Physical Therapist and Physical Therapist Assistant shall have the following licenses/certificates; knowledge and understanding that include, but are not limited to, the following:

8.1. Licensed as a physical therapist in the State of Arizona.

8.2. Shall comply with the Arizona State Board of Physical Therapy Rules and Regulations.

8.3. Shall comply with the Arizona Administrative Code Statutes governing Physical Therapy.

www.azleg.gov/ArizonaRevisedStatutes.asp

8.4. Shall be familiar with the Occupational Safety Health Association (OSHA) regulations.

www.osha.gov

9. Speech-Language Pathologist: The Speech-Language Pathologist shall have the following licenses/certificates; knowledge and understanding that include, but are not limited to, the following:

9.1. Shall be licensed as a Speech Language Pathologist in the State of Arizona.

9.2. Shall have Certification of Clinical Competence in Speech Language Pathology granted by the American Speech and Hearing Association.

9.3. Shall comply with the Arizona Administrative Code Statutes governing Speech Pathology.

www.azleg.gov/ArizonaRevisedStatutes.asp

9.4. Shall be familiar with the Occupational Safety Health Association (OSHA) regulations.

www.osha.gov

10. General Requirements for Contractor: The Contractor shall:

10.1. Assign all staff to the skilled nursing facilities, pursuant to the agreement shall, for all purposes, be considered employees of the Contractor only. The Contractor shall assume sole and exclusive responsibility for payment of wages and any benefits to employees providing services to ADVS. The Contractor shall retain the current rehabilitation staff functioning in the facility on a full time basis for a period of six (6) months to evaluate their performance. If the employee meets the expectation of the contractor they will retain their employment.

http://www.osha.gov/

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

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Procurement Unit

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10.2. Ensure that all employees assigned to work at ADVS have a T.B. screening before commencing work and yearly thereafter.

10.3. Assign a Program Manager to assume responsibility for the supervision of the rehabilitation services. The Program Manager must be the contact person required to respond to any circumstances requiring assistance and/or coordination of services. The Program Manager may be a licenses therapist assigned to the facility.

10.4. Provide rehabilitative services to the Veteran/member at least six to seven days a week and/or as required by Physician.

10.5. Meet and/or exceed generally accepted standards of practice for the provision of rehabilitative services.

10.6. Provide physical, occupational and speech therapy services in accordance with the attending physician's orders and treatment plan.

10.7. Work with other clinical programs in determining care planning and treatment modalities.

Therapist must assist the Home in complying with all MDS Medicare and payer regulatory requirements.

10.8. Assess resident progress and response to treatment. Participate, as necessary, in care plan reviews with the interdisciplinary care plan team.

10.9. Provide home assessments for potential discharges and report outcomes to the interdisciplinary team when ordered by the attending physician.

10.10. Determine rehabilitation goals for each Veteran/member based on their needs relative to their physical and mental level of functioning, their overall care plan and preferences.

10.11. Have the Program Manager available to attend meetings and work with the Administrative and Nursing staff to ensure that the rehabilitation program is meeting facility goals and objectives. The Program manager must assist with marketing, surveys, provide in-service, assist with pre-admission screenings, provide staff training, monitor QI/QA, provide outcome measurements and resident satisfaction surveys and complete other assignments as designated by the Administrator or Assistant Administrator.

10.12. Have the Regional Director perform clinical and regulatory reviews and submit quarterly reports for quality assurance.

10.13. Have the Program Manager upon request of the Administrator must provide additional documentation regarding the services provided.

10.14. The Contractor or the Program Manager must be an active member of the Utilization Review Committee.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

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Procurement Unit

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10.15. Provide recommendations for staffing patterns appropriate to the rehabilitation caseload.

10.16. Monitor productivity and efficiency of rehabilitation service staff.

10.17. Maintain records of patient service, tracking systems, forms and etc. Have a detail polices on completion of these records.

10.18. Verify all services through documentation in the Veterans/members ADVS (EMR) clinical record in accordance with best practice in the field.

10.19. Must provide any/all documentation upon inquiries of Medicare, Medicaid and other third party payers for services provided.

10.20. Provide a description on ability to provide therapy information for MDS data collection based on the State, VA, and Federal Guidelines.

10.21. Provide services within the budgetary limits as defined by the Home.

10.22. Provide a copy of their corporate compliance manual/program at the request of ADVS.

10.23. Meet the facility's requirements for health screening and documentation of immunizations.

10.24. Provide marketing support of the therapy program and the facility.

10.25. Provide continuous services to ADVS during the term of this contract and, in accordance therewith, arrange at no additional charge to the facility to provide the services of another therapist during any absence, vacation, period of illness, or limited period when the therapist is not available.

10.26. Complete comprehensive clinical audits on a periodic basis no less than quarterly.

Documentation will be reviewed for clinical reasoning, technical accuracy, and medical necessity. The facility may conduct unannounced documentation reviews. Should the result fall below the Contractor's or the facility's threshold of clinical excellence a formalized plan of corrections must be instituted. Audits must be reviewed with the Administrator or Assistant Administrator.

10.27. Provide the facility statistical information for Medicare and Medicaid cost reporting.

10.28. Provide and maintain ADVS electronic medical records (EMR) and written documentation, including appropriate services coding, in individual EMR charts of patient treatment, progress and evaluation in accordance with ADVS policies and procedures, and in accordance with requirements of Federal and State governmental agencies and other third party payers.

10.29. Have the capability to electronically submit billing information in the ADVS system.

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Veterans’ Homes

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10.30. Follow work policies, standards and procedures established by the ADVS at all times. The Contractor and his/her employee(s) shall conform in all respects with regard to all Federal and State physical, fire and security regulations while on the premises of ADVS.

10.31. Have all personnel assigned attend the ADVS employee orientation, mandatory meetings and monthly all staff meetings.

11. Quality Control:

11.1. All personnel assigned must be employees of the Contractor at the time of any specific work assignment to ADVS. Before making a referral of one of its employees, the Contractor shall assure that the individual being referred has, at a minimum, the qualifications for the required assignment and is able to perform the duties required by

ADVS.

11.2. ADVS may reserve the right, if necessary, to interview all prospective personnel and to accept or reject any or all, based upon skills required and the background and experience of each individual.

12. Personnel provided by the Contractor must follow ADVS rules, including:

12.1. Smoke–Free workplace: The Contractor certifies that he/she and his/her employees shall not use tobacco products on ADVS property at a time during the performance of this contract. Note: Smokers can only smoke in marked designated areas outside.

12.2. Drug-Free workplace: The Contractor certifies that he/she and his/her employees shall not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substance or drugs during the performance of the contract.

12.3. News Release: Any news release or publicity pertaining to any phase of this project must be cleared through ADVS Director.

12.4. Non-Discrimination: The Contractor shall not discriminate on the basics of race, color, religion, sex, national origin, age or disability in any of its employment practices, education programs, and services or activates.

12.5. Signing in and presenting positive identification upon reporting for duty.

12.6. Interacting cordially with personnel.

12.7. Responding professionally to supervisory personnel.

12.8. Following other State/ADVS rules as required.

12.9. Park in assigned locations when reporting for duty.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 16 of 96

12.10. Referred personnel shall be immediately productive, requiring minimal training and orientation.

12.11. Responsible for ADVS Credentialing and Privileging. Credentialing is the process of obtaining, verifying, and assessing the qualifications of a health care practitioner, which may include rehabilitative therapists. Privileging is the process whereby a specific scope and content of patient care services are authorized for health care practitioner by the Contractor, based on evaluation of the individual's credentials and performance.

12.12. Uniformly apply ADVS credentialing criteria to licensed practitioners applying to provide resident care or treatment under the facility's care.

12.13. Verify and uniformly apply the following core criteria: current licensure; current certification, if applicable, relevant education, training, and experience; current competence; and a statement that the individual is able to perform the services he/she is applying to provide.

12.14. Decide whether to authorize the independent practitioner to provide resident care or treatment, and each credentials file must indicate that these criteria are uniformly and individually applied. Any travel shall be the responsible of the awarded Contractor and the Contractor shall provide recruit and retain of therapists.

12.15. Maintain documentation of current credentials for each licensed independent practitioner providing services to Veterans/Members residing at ADVS.

12.16. Must review the individual's record of experience, when re-appointing a licensed independent practitioner.

12.17. Systematically must assess whether individuals with clinical privileges act within the scope of work.

12.18. Provide copies of credential records and applications to the Facility Medical Records Department (including Finger print clearance card).

12.19. Comply with ADVS internal therapy authorization process and all policies and procedures.

ADVS will provide policies and procedures upon award of the resultant contract.

12.20. Upon request shall provide additional therapy services such as but not limited to Audiology, Respiratory, etc. The Contractor shall provide resumes of the proposed therapist providing services under the resultant contract to ADVS. ADVS may have the right, if necessary to interview all prospective personnel and to accept or reject any or all, based upon skills required and the background experience of each individual.

12.21. The ADVS shall have the option to add services to additional Veterans' Home facilities in Arizona and negotiate pricing with the Contractor prior to implementation of services.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 17 of 96

13. ADVS Responsibilities:

13.1. ADVS shall be responsible for the following:

13.1.1. Provide required training in due process procedures, paperwork, and/or record maintenance requirement.

13.1.2. Perform all coordination services with Contractor.

13.1.3. Reserves the right to retain existing employed /contracted personnel providing these services.

13.1.4. Reserves the right to interview and approve personnel prior to employment with

ADVS.

13.1.5. Reserves the right to make recommend termination of any personnel for unsatisfactory work performance by the contractor. The Contractor shall immediately remove the unsatisfactory worker and replace the person with a qualified Therapist.

13.1.6. Provide office and treatment space to the Contractor, as necessary, for the purpose of rendering services as outlined in the contract. ADVS shall supply and furnish the basic equipment necessary for the proper operation of rehabilitative services. (See exhibit 1)

13.1.7. Provide a computer, desk, WI-FI access, telephone, email printing and etc. for Contractor use. All Information Technology and A.R.S. statutes and policies shall apply. (See exhibit 2)

13.1.8. Provide all applicable internal policies and procedures to the Contractor upon award of the resultant contract.

14. Reports: The Contractor shall:

14.1. Submit the following written monthly reports, at a minimum, to ADVS:

14.1.1. A full statement of services indicating services rendered, the name of resident treated and time expended by minutes per resident broke out by discipline and payor source (Medicare A, Medicare B, HMO's, Medicare Advantage, Medicaid, VA Service Connected, and Private Pay).

14.1.2. Provide the monthly billing logs within three (3) business days prior to month end.

14.1.3. Inform ADVS Procurement in writing and receive approval prior to initiating any significant changes in procedure related to patient care, billing and scope of work.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 18 of 96

14.1.4. Maintain security and keep confidential over all records, reports and related material and shall release such information only in a manner authorized by

ADVS.

14.1.5. Notices, Correspondence, Reports, Invoices and Payments:

14.1.5.1. Invoices shall be submitted within thirty (30) days of completion of work. The invoices shall be sent to the following address:

Arizona Department of Veterans' Services Financial Service Division 3839 North Third Street, Suite 209 Phoenix, AZ 85012 Phone: (602) 234-8435 Fax: (602) 297-6689 Email: accountspayable@azdvs.gov

14.1.6. The Contractor shall inform ADVS in writing and receive approval prior to initiating any significant changes in procedures related to billing, and Scope of Work.

14.1.6.1. Contract Amendments, Correspondence, Purchase Order inquiries shall be sent to the following address:

Arizona Department of Veterans’ services Procurement Office 3839 North Third Street, Suite 209 Phoenix, AZ 85012 Phone: (602) 234-8423 Fax: (602) 297-6682

14.1.7. Invoices shall be paid by ADVS within thirty (30) days following receipt of the invoice. In the case of any dispute regarding part of any invoice, ADVS shall pay the undisputed part according to the payment terms described above.

14.1.8. Alternate Pricing Model: The Contractor shall only charge ADVS for direct therapy treatment time. ADVS will not charge for resident screening, facility meetings, marketing activities, management services, consulting services, or other non-patient treatment activities.

14.1.9. Medicare Part A Per Diem: The Contractor will charge ADVS a daily rate for your skilled Part A residents. The amount of the daily rate is determined by the residents RUG categories; Ultra High, Very High, High, Medium and Low. This pricing structure allows ADVS to budget appropriate therapy costs for each resident and eliminates the concern of overages and productivity concerns of the therapy department.

mailto:accountspayable@azdvs.gov

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 19 of 96

14.1.10. Facility shall pay a daily rate based on RUG categories X 7 days/week daily rates are as follows:

Base Rates Updates

FY 2023 PDPM Unadjusted Federal Rate Per Diem - Urban Rate Component PT OT SLP Nursing NTA Non-Case-

Mix Per Diem Amount $66.06 $61.49 $24.66 $115.15 $86.88 $103.12

FY 2023 PDPM Unadjusted Federal Rate Per Diem - Rural Rate Component PT OT SLP Nursing NTA Non-Case-

Mix Per Diem Amount $75.30 $69.16 $31.07 $110.02 $83.00 $105.03

14.1.11. Medicare Part B and Outpatient:

14.1.11.1. The Contractor will charge ADVS a percentage of the HCPC code for all Part B residents and all other payer sources.

14.1.11.2. Physical Therapy Charges for Physical Therapy and Evaluation must be a percentage of the fee screen schedule.

14.1.11.3. Occupational Therapy Charges for Occupational Therapy and Evaluation must be a percentage of the fee screen schedule.

14.1.11.4. Speech Therapy Charges for Speech Therapy and Evaluation must be a percentage of the fee screen schedule.

14.1.12. Managed Care:

14.1.12.1. The Contractor typically must charge ADVS per the minute rate for each therapy minute delivered for Managed Care payer sources.

ADVS will include this rate in the RFP, but would like to propose that both parties agree to discuss this rate if awarded the contract.

14.1.12.2. The Contractor must work with ADVS to determine a rate for residents using private insurance. ADVS believe that this is how we demonstrate a true partnership by negotiating a rate that is fair for both parties.

14.1.13. Contractors Note:

14.1.13.1. Our Service Connected Veterans are calculated as a Commercial/HMO or Medicare A type payer. We currently pay $1.14 per minute for each therapy type; PT, OT, or ST. If the

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 20 of 96

Veterans do not have insurance to pay for therapy, Veterans Services will not provide therapy services. Also some Veterans’ are allowed to pay privately at the posted rate of $40.00/mod and a mod is only for fifteen (15) minutes.

15. Mandatory Requirements:

15.1. Offerors are required to complete and pass the Arizona Mandatory Control Baseline Prerequisite Assessment (https://azdohs.gov/file/4357) and submit as part of their Offer.

Arizona Department of Homeland Security (AZDOHS) Cyber Command will evaluate and rank submitted Arizona Baseline Infrastructure Security Controls for completeness, attention to detail, and understanding of NIST security controls and framework. AZDOHS Cyber Command will forward assessment results and recommendations to the Procurement Officer. Results of these IT security control reviews are for internal use only and will not be shared with responding bidders, though the results may be used by the Procurement Officer to determine Offeror susceptibility for award.

15.2. Pursuant to State Data Classification Policy P8110, and the Data classification defined in the Special Terms and Conditions, the Contractor will have access to the following type of Data as part of its work under the Contract:

☐ Low Impact Data (AZRAMP 125 / NIST Low Impact)

☐ Moderate Impact Data (AZRAMP 325 / NIST Moderate Impact)

16. Exhibits

16.1. Therapy Equipment List;

16.2. ADVS Internal Management Policy 00-02;

16.3. Vaccination and Exemptions;

16.4. Certificate of Insurance; and

16.5. Business Associate Agreement

https://azdohs.gov/file/4357 https://azdohs.gov/information-security-policies-standards-and-procedures

Special Terms and Conditions

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 21 of 96

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2. Accepted Offer:

1.2.1. If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

1.2.2. If State requested a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means the latest Revised Offer.

1.2.3. If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.

1.3. Arizona Procurement Code: The Arizona Procurement Code consists of Arizona Revised Statutes (A.R.S.) §§ 41-2501 et seq. and Arizona Administrative Code (A.A.C.) R2-7-101 et seq. There is additional information in the Solicitation Instructions regarding how to access these state statutes and rules.

1.4. Arizona Risk and Authorization Management Program (AZRAMP): is used by the Arizona Department of Homeland Security to evaluate Cloud services and Contractors that will transfer, process, or store state data outside of state-managed or controlled networks, and has three levels of control review:

1.4.1. AZ Mandatory Control Baseline: 35 Controls

1.4.2. NIST Low Impact Control Baseline: Public Data Classification

1.4.3. NIST Moderate Impact Control Baseline: Confidential Data Classification

1.5. Arizona Transaction Privilege Tax (TPT): For information, refer to the Arizona Department of Revenue (DOR) website at: https://azdor.gov/transaction-privilege-tax-tpt

1.6. Attachment. Any item that:

1.6.1. The Solicitation required Offeror to submit as part of the Offer (e.g., Initial Offer, Revised Offer, or Best and Final Offer);

https://azdor.gov/transaction-privilege-tax-tpt

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 22 of 96

1.6.2. Was attached to an Offer when submitted; and

1.6.3. Was included in the Accepted Offer.

1.7. Cloud Services: Cloud or Cloud Services means any Software as a Service (SaaS), Infrastructure as a Service (IaaS), or Platform as a Service (Paas) involving the transfer, processing, or storage of state Data outside the control of state-managed and controlled networks.

1.8. Contract Terms and Conditions: The Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.9. Contractor: The Person identified on the Accepted Offer who has entered into the Contract with the State.

1.10. Contractor Indemnitor: Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.11. Co-Op Buyer: A member of the State Purchasing Cooperative that has entered into a “Cooperative Purchasing Agreement” with the Arizona Department of Administration State Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing an “eligible procurement unit” under A.A.C. R2-7-101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non-profit organizations, other state governments, the federal government and tribal nations. For reference, “non-profit organizations” are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the I.R.S. under Section 501(c)(3) through 501(c)(6) of the tax code.

1.12. Data Breach: Data Breach is used herein as defined as stated in A.R.S. Title 18, chapter 5, article 4 (Data Security Breaches), or in any relevant state or federal standard, to indicate an unauthorized acquisition of and unauthorized access that materially compromises the security or confidentiality of unencrypted and unredacted computerized personal information maintained as part of a database of personal information regarding multiple individuals.

1.13. Eligible Agency:

1.13.1. If the Special Terms and Conditions indicate that the Contract is a “single-agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein.

Solicitation No. BPM005407 Rehabilitation Therapy Services for All Arizona State

Veterans’ Homes

ARIZONA DEPT. OF VETERANS’

SERVICES

Procurement Unit

Solicitation Requirements | Revision No. 5 | Revised 05-23 | Page 23 of 96

1.13.2. If the Special Terms and Conditions indicate that the Contract is a mandatory statewide contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.13.3. If the Special Terms and Conditions indicate that the Contract is a “cooperative” contract available for use by Co-Op Buyers, then “Eligible Agency” means any State of Arizona department, agency, university, commission, board, or any Co-Op Buyer.

1.14. Federal Risk and Authorization Management Program (FedRAMP): A federal government program that provides a standardized approach to security assessment, authorization, and continuous monitoring specifically for Cloud products and services relied upon by federal entities that store, process and transmit federal information.

1.15. Instructions to Offerors: The Solicitation Instructions document of the Solicitation.

1.16. NIST: NIST is the National Institute of Standards and Technology. For more information, see https://www.nist.gov/.

1.16.1. NIST Low Impact: If a Contractor may process, transmit, or store non-sensitive State Data, metadata, and/or Data that may be released to the public that…