Sources Sought Notice.pdf

Sources Sought Notice

SUBJECT* Substance Treatment and Recovery (STAR) Homeless Veteran Transitional Housing

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 80111

SOLICITATION NUMBER* 36C25921Q0592

RESPONSE DATE/TIME/ZONE 07-20-2021 4:00 pm MOUNTAIN TIME, DENVER, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* G099

NAICS CODE* 623220

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

POINT OF CONTACT*

Jim Lewis

Contract Specialist james.lewis114fbb@va.gov

PLACE OF PERFORMANCE

ADDRESS TBD

Oklahoma City, OK

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS james.lewis114fbb@va.gov

EMAIL DESCRIPTION

DESCRIPTION

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications.

Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following:

(a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number

(f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The Department of Veterans Affairs, Network Contracting Office (NCO) 19 Rocky Mountain Acquisition Center, 6162 S. Willow Drive, Suite 300, Greenwood Village CO 80111, is seeking a potential qualified contractor to provide transitional housing services for veterans transitioning from residential substance abuse treatment, for Veterans Health Administration, Oklahoma City Health Care System, Oklahoma City, Oklahoma.

Classification System (NAICS) code for this acquisition is 623220 (Residential Mental Health and Substance Abuse Facilities) with a size standard of $16.5 million.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.

Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act and VAAR 808.002 (Class Deviation), Priorities for use of Department of Veterans Affairs (VA).

However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open solicitation may be published.

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THE

RESPONSE:

1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e. small/large), and DUNS Number.

2) Statement of Capability that demonstrates ability of providing the item in accordance with the attached Statement of Requirement (SOR) and past performance in providing this type of service. Include examples of prior completed Government contracts, references, and other related information.

This notice is to assist the NCO 19 in determining SOURCES ONLY. This announcement is not a request for proposals or quotations. The Government is not committed to award a contract pursuant to this announcement. The Government will not pay for any costs incurred in the preparation or submission of information in response to this announcement.

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.

Any response to this source sought from Interested parties must be received NLT July 20, 2021.

Attention: Jim Lewis, Contracting Specialist. Email: james.lewis114fbb@va.gov.

http://vip.vetbiz.gov/ mailto:james.lewis114fbb@va.gov.

STATEMENT OF WORK

A. PURPOSE.

The Substance Abuse Treatment and Addiction Recovery Clinic (STAR) operates a contract-bed facility exclusively funded to provide veterans with an active (use within the last 90-days) substance use disorder an opportunity to access intensive outpatient treatment. The contract-bed facility will offer a safe, substance-free, environment within walking distance to the treatment center at VA Hospital, Oklahoma City. Veterans must have a clinical need and a desire and willingness to participate fully in an intensive outpatient treatment regimen in order to be considered for contact bed placement.

Placement is based on clinical and medical needs and priority is given to veterans without housing or those with inadequate housing. Veterans in need of a supervised detox may also be placed by the medical team. Placement in the contract-bed facility is managed by the STAR clinical team who makes appropriate triage decisions based on the factors above. Access to

STAR screening, assessment, and specialty care SUD treatment is immediate and provided on a

“walk-in” basis, but, as mentioned above, the contract bed operates by clinical triage.

There should be 15 beds allocated for SATC veterans at all times, 2 of which are designated as detox beds. There should be the possibility to increase the number of SATC veterans at the residential facility to a total of 25.

Services needed for residential room and board for male and female veterans participating in the

OKC VAMC Substance Abuse Treatment Center (SATC) include the following:

The contractor shall furnish each veteran authorized care under this contract with the following basic services:

1. Residential room and board for male and female veterans.

2. A supervised alcohol and drug free environment which will be staffed on a 24-hour basis.

3. Laundry facilities for residents to do their own laundry.

4. Therapeutic, Rehabilitative, and Recovery Services determined to be needed by the individual resident in a plan developed by the contractor with consultation by the veteran and appropriate VA staff. Services which the contractor must be able to furnish include:

a. Structured group activities as appropriate. Examples of this include, but are not limited to: Alcoholics Anonymous, Narcotics Anonymous, Cocaine Anonymous, social skills training, group focused on activities of daily living, vocational counseling, and physical activities as appropriate to the veteran.

b. Collaboration with the VA program staff, which will provide supportive psychosocial services.

c. Individual education on topics such as: self-care skills, adaptive coping skills, and as appropriate, required oriented support, in collaboration with VA programs and community resources.

d. Assistance to develop responsible living patterns and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

e. Support for an alcohol/drug abuse-free lifestyle.

f. Assistance to gain and to apply knowledge of the illness/recovery process.

g. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning.

h. Improving social skills and personal relationships.

i. An individual secure storage facility will be furnished for all medications for each

Veteran.

j. For (SATC) Veterans narcotics to be secured by the contractor in a secure location on the premises with access 24 hours a day 7 days a week by a staff member.

5. It is further agreed that beneficiaries receiving care under this contract will receive basic health and personal hygiene maintenance. Any other service or supplies normally provided without extra charge. The per diem rate established will be an all-inclusive rate.

B. BACKGROUND.

Through the SATC program Veterans in need of substance abuse treatment in community-based treatment facilities offering a safe and secure environment that supports their rehabilitation goals.

The Contractor will be required to provide therapeutic and rehabilitative services, but will not be required to provide detoxification or other hospital level treatment – those services will be provided by the VA at VA facilities.

C. SERVICES TO BE PROVIDED

BASIC SERVICES. The contractor shall furnish each Veteran referred for care under this contract with the following basic services:

a. ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, to include secure storage for medication, and personal linens (towels and bed sheets). Meals to include at least two (2) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated.

b. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry or to have laundry done.

c. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and

Rehabilitative Services determined to be needed by each individual Veteran referred for treatment as stated in the plan developed by the contractor, with input from the Veteran and the VA Homeless Program Coordinator (or designee). Services which the contractor must be able to furnish shall include:

(1) Structured group activities as appropriate – examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

(2) Collaboration with the VA program staff, which will provide supportive psychosocial services.

(3) Education, including education on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation education in collaboration with VA program and community resources.

(4) Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

(5) Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential.

(6) Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

In addition, the Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems and setting goals.

An individual case record will be created for each referred Veteran. Case records shall be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug

Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38

USC 7332). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the Veterans concerned.

The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and

Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical

Records (38 USC 7332).

The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

SUPPLEMENTAL SERVICES. All services shall be provided at no additional charge to the stated daily fixed fee, except for those services specifically stated below to be Supplemental

Services.

In addition, the clinical record maintained by the contract facility will include:

a. All relative personal data for help in meeting residential treatment goals.

including a psy/social assessment with a vocational component.

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

c. Copies of any medical prescriptions issued by physicians including orders, if any for medication to be taken. (STAC only Requirement)

d. Weekly progress reports by program staff to include any measures of movement toward rehabilitation goals with particular focus on the attainment of self –help skills. (HCHV only Requirement)

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

D. ADDITIONAL CONTRACT REQUIREMENTS

1. PERSONNEL

The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee, on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week.

The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental

Services required by this SOW.

The Contractor must identify each person functioning as “Key Personnel” under this contract, and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience.

During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The

Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave

Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor’s offer.

All Contractor staff providing services to Veterans under this contract must undergo the appropriate background investigation as required by the VA. Before receiving an initial referral of Veterans under the contract, the Contractor shall submit a listing of all Contractor personnel proposed to provide services to Veterans under the contract. The VA will provide the necessary background information forms to the Contractor or to the Contractor’s employees after receiving a list of names and addresses.

i. Upon receipt, the VA Contracting Officer will review the completed forms for accuracy and forward the forms to proper federal authorities to conduct background investigations.

ii. The VA facility shall pay for investigations conducted by the Office of Personnel

Management (OPM) in advance. However, the Contractor is required to reimburse the VA for the cost of the investigations. The estimated cost for a Low

Risk Level Background Investigation is $200 per employee. The VA shall recover the cost of the investigations from the Contractor through offsets against amounts invoiced or against the guaranteed minimum payment, as appropriate.

iii. The VA Contracting Officer shall forward the completed background investigations to the Office of Security and Law Enforcement for adjudication.

The Office of Security and Law Enforcement shall notify the Contracting Officer and Contractor after adjudicating the results of the background investigations received from the investigating office.

iv. The COR shall be responsible for verifying that investigations have been completed or are in the process of being requested before Veterans are referred to the Contractor’s facilities.

2. REFERRALS

A. The VA is responsible for determining eligibility of Veterans prior to referral to the

Contractor for treatment. Notification of admission will be done by authorized VA personnel, and will be provided to the Contractor for each Veteran referred for services under the contract.

B. It is understood that the Contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA.

C. The referral period for a STAC Veteran is 28 days.

3. ABSENCES AND CANCELLATION

A. The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within one business day. Should a Veteran absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of two days, provided there is an active outreach attempt on the part of the

Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the

Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of two days will not be reimbursable unless authorized in advance by the SATC director.

B. VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran.

The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided that VA authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that admission to the appropriate VA facility will be accomplished promptly.

The contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The contractor shall notify the VA case manager by telephone Monday through Friday 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Medical Administrative Officer (MAO). The contractor shall provide the SATC director and the COR with a copy of the incident report within one business day. The contractor shall maintain a copy of the incident report in the Veteran’s case record.

3. CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING

Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The

Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).

The VA reserves the right to exclude Contractor staff members from providing services to

Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The

Contractor and Contracting Officer’s Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

4. TRANSPORTATION

The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport.

5. FACILITY

A. It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must:

i. have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located.

ii. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes.

iii. Be licensed under State or local authority.

iv. Where applicable, be accredited by the State.

be equipped with operational air conditioning /heating systems

v. be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

vi. be equipped with first aid equipment and an evacuation plan in case of emergency.

vii. have windows and doors that can be opened and closed in accordance with manufacturer standards.

B. The contractor facility must meet fire safety requirements, as follows:

i. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code.

Any equivalencies or variances must be approved by the appropriate Veterans Health

Administration Veterans Integrated Service Network (VISN) Director.

ii. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency

iii. Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills.

iv. A written policy regarding tobacco smoking in the facility shall be established and enforced.

v. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire

Extinguishers, as guidance in selection and location requirements of extinguishers.

vi. Requirements for fire protection equipment and systems shall be in accordance with NFPA

101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented.

vii. The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA.

7. INSPECTION OF FACILITY AND PROGRAM

Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of but not limited to a social worker, dietitian, registered nurse, a representative of the VA Police, Facilities Management Safety Officer, and other subject matter experts as determined necessary by the Medical Center Director, SATC Director or designee shall conduct a survey of the Contractor’s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans

Affairs.

The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate.

The inspection of the Contractor facilities will include inspection for conformity to the current

Life Safety Code as described in paragraph 6, and will also include the following:

• General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

• Assessment of whether the facility meets applicable fire, safety and sanitation standards.

• Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

• Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene.

• Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc.

• Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring.

• Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated.

• Making a spot check of veterans’ records to ensure accuracy with respect to veterans’ length of stay and services provided to the veterans.

All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

8. CONTRACT CHANGES/TECHNICAL DIRECTIONS.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION OF

ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO

ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN

COSTS INCURRED AS A RESULT THEREOF.

The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority, including monitoring of the Contractor’s performance.