Sources Sought Notice.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Emergency Housing for Homeless Veterans

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 80111

SOLICITATION NUMBER* 36C25922Q0079

RESPONSE DATE/TIME/ZONE 12-08-2021 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 james.lewis114fbb@va.gov

PLACE OF PERFORMANCE

CITY, STATE Tulsa, Oklahoma

ADDITIONAL INFORMATION

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

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 emergency housing services for homeless veterans with mental health diagnosis, for Veterans Health Administration, Muskogee Health Care System, Muskogee, 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 December 8, 2021. Attention: Jim Lewis, Contracting Specialist. Email:

james.lewis114fbb@va.gov.

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

PERFORMANCE WORK STATEMENT

HOMELESS VETERAN HOUSING

A. PURPOSE

The Jack C Montgomery VA Medical Center (JCMVAMC), located at 1011 Honor Heights Drive, Muskogee, OK, 74401 has ongoing requirement for a Mental Health transitional living provider who can deliver transitional living, emergency housing (if available), and services consistent with Healthcare for Homeless Veterans (HCHV) contract objectives which emphasizes the Housing First and Recovery Models to homeless Veterans. It is understood that the type of Veterans to be cared for under this contract will require therapeutic and rehabilitative services over and above the level of room and board.

Transitional living for homeless Veterans which provides therapeutic and rehabilitative services would encourage a more adaptive level of psychosocial functioning. The Contractor’s transitional housing facility shall be located in Tulsa, OK.

B. BACKGROUND

Through HCHV, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. HCHV’s goal is to engage homeless Veterans in therapeutic and rehabilitative services and place them in a safe and secure environment that supports their rehabilitation goals.

The HCHV Program, an essential and critical part of VHA, is vital for providing a gateway to VA and community supportive services for eligible Veterans who are homeless. The HCHV Contract Program for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable and at risk homeless Veterans.

C. SCOPE OF WORK

The following services will promote a more adaptive level of psychosocial functioning and are above basic room and board.

1) Clean and sanitary room and board

2) Three (3) nutritious meals per day

3) Working laundry facilities with means for homeless Veterans to do their laundry (e.g., laundry vouchers). Minimum four (4) loads per week, two (2) wash and two (2) dry.

4) 24 hour a day 7 day a week staffing of the facility

5) Therapeutic and rehabilitative services:

a) Access to structured group activities

b) Access to a variety of group activities such as health and personal hygiene maintenance

c) Medication monitoring as needed

d) Access to supportive social services in collaboration with the case manager, VA or other community contract resources

e) Individual counseling as needed including emphasis on self-care and adaptive coping skills and vocational rehabilitation counseling as appropriate in collaboration with VA program or contracted community resources

f) Opportunities for developing responsible living styles with a more adaptive level of psychosocial functioning

g) Support for an alcohol/ drug abuse free lifestyle

h) Opportunities for learning testing and internalizing knowledge of illness, recovery process, upgrading social skills, and improving personal relationships

i) Motivation and education of patients to achieve and maintain independence in the activities of daily living and self-care

j) Strong emphasis on the Housing First and Recovery models.

6) Emergency admissions (if bed space is available)

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

8) The contractor shall employ sufficient professional staff and other personnel to carry out the policies and procedures of the program. There will be at a minimum, one (1) employee on duty on the premises, or residing at the program and available for emergencies, 24 hours a day, 7 days a week.

9) The contractor shall make available to the VA, documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6; to verify quality of patient care for veterans, to assure confidentiality of patient care for veterans, and to assure confidentiality of patient record information.

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

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

12) The contractor shall comply with all provisions related to the program inspections as set forth in the HCHV handbook sections.

13) The Contractor shall provide current licensure for the State of OKLAHOMA. Offeror shall provide resumes of personnel to provide these services showing experience and training in mental diagnosis counseling services. Offeror shall provide names of personnel who will be providing mental diagnosis counseling services.

14) Inspections- The government may, at its discretion, choose at any time, announced or unannounced, to have a nurse, dietician, a health and safety officer or any other individual deemed appropriate by the Contracting Officer’s Representative (COR), inspect the premises for compliance with local, state and federal guidelines.

a) It is agreed that the VA will have the right to inspection of the housing program and all appurtenances by an authorized representative(s) designated by the contracting officer.

b) Prior to the award of a contract a multidisciplinary VA team consisting of a social worker, nurse, and engineering safety officer, patient safety and dietician will conduct a survey of the housing program.

c) The safety officer will inspect the facility for conformity to the current life safety code and submit the findings to the COR. The other members of the team will focus on assessment of the quality of life within the housing program giving particular attention to the following indicators:

1. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.

2. Access to public transportation employment opportunities.

3. Access to organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities; for example, group counseling, physical activities, assistance with health and personal hygiene.

4. Evidence of facility and community interaction. This may be demonstrated by the nature of scheduled activities or by information about how resident flow out of the facility; e.g., community services, volunteers, local consumer services, etc.

5. Staff behavior and interaction with residents convey an attitude of genuine concern and caring.

6. Appetizing, nutritionally adequate meals are provided in a setting conducive to social interaction.

The contractor will be advised of the findings of the inspection team. If deficiencies are noted during the initial inspection, the facility will be given a reasonable time (usually not more than 30 days unless otherwise stated) to take corrective action and to notify the contracting officer that the corrections have been made. A contract will not be awarded until deficiencies are corrected. If deficiencies are found in subsequent inspections, the contractor will be allowed 10 days to correct the deficiency.

The VA will monitor the contractor's program and inspect the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported, in writing, to the VA contracting officer through Medical Center Director. If corrections are not made in a timely manner, the VA may transfer any and all beneficiaries from the contractor's care to a more suitable environment.

Subsequent inspection of the housing program must be made every year by a multidisciplinary team including such hospital personnel as the director considers necessary to assure that the facility provided quality care in a safe environment.

D. OTHER REQUIREMENTS

1. The contractor shall notify the authorizing VA medical center immediately when a medical or mental health emergency occurs requiring hospitalization of any patient receiving care at VA expense. Unless an emergency exists that threatens life or limb, it is agreed that the veterans shall be admitted to the nearest VA facility if within 50 miles. If hospitalization of a non-emergency nature is required, it is agreed that admission to a VA medical center will be accomplished consistent with VA eligibility criteria as determined by medical administration service.

2. In the event a beneficiary receiving care under this contract dies, the housing program will promptly notify the VA office authorizing admission and immediately assemble, inventory and safeguard the Veteran's personal effects. The funds, deposits and effects left by VA patients upon the premises of the housing program shall be delivered by the housing program to the person or persons entitled thereto under the laws currently governing the housing program for making disposition of funds and effects left by patients unless the beneficiary dies without leaving a will, heirs, or next of kin capable of inheriting.

When disposition has been made the itemized inventory with a notation as to the disposition of the funds and effects will be immediately forwarded to the VA office. Should a deceased Veteran leave no will, heirs or next of kin, his personal property and funds, wherever located, vests in and becomes the property of the United States in trust. In these cases the housing program will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instruction are received from the VA concerning disposition.

3. Absences of the Veteran from the housing program in excess of forty-eight (48) hours will not be reimbursable except with the prior approval of COR. Should a Veteran referred to a housing program absent him/herself in an unauthorized manner, payment of service for that veteran to the contract facility would be continued for a maximum period of (2) days provided there is an active outreach program on the part of the contract facility staff to return the veteran to the residential care program and a strong likelihood that the patient will return. Management of program dropout will be an element of the quality assurance review of this program.

4. Site visits may include either a thorough audit or a spot check of records to ensure contractor invoices accurately reflect the veteran's length of stay.

5. The contractor shall maintain an individual clinical record on each veteran to outplace under this contract. The contractor must comply with the requirements of the "Confidentiality of Certain medical records" (38 U.S.C. 4132) and the "Confidentiality of Alcohol and Drug abuse patients Records" (42 CFR, Part II) when appropriate and shall be part of the contract (See note below). All case records will be maintained with such security and confidentiality as required and will be made available on the need-to-know basis to appropriate VA staff members involved with the therapeutic and rehabilitative program of the Veterans concerned. In addition to reasons for referral, the clinical record maintained by the contract facility will include:

a. All essential identifying data relevant to the resident and his/her family including a socio-cultural vocational assessment.

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.

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

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 (3) years following termination of care.

E. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to

VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with

VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces.

Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA

Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/