Community-based psychiatric residential treatment for homeless chronically mentally ILL veterans

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written Solicitation will not be issued.

Solicitation number VA248-16-Q-0306 is issued as a (Request for Quotation (RFQ).

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-85. Only emailed requests received directly from the requester are acceptable. Responses should be sent to richard.frase@va.gov. No telephone responses will be accepted.

To be receiving a government award, the offeror must be currently registered in System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database www.sam.gov and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee. Online Representation and Certification Application (ORCA) must also be current to qualify to receive a contract award. Offeror may register with CCR at www.orca.bpn.gov

NAICS and Set-aside: The NAICS is 623220 and the small business size standard is $15.0 million. Any firm that is not considered a small business under this NAICS code should not submit a response to this notice.



Description of Services: The VHA NCO 08 - Malcom Randall VAMC, Gainesville, FL requires the following services:

STATEMENT OF WORK

Community-based Psychiatric Residential Treatment for Homeless Chronically Mentally Ill (HCMI) Veterans

Contractor will provide care and services to homeless veterans with the following primary Serious Mental illness (SMI) diagnosis: Psychotic disorders, Bipolar disorders, Obsessive-Compulsive disorders, major depression, other mood disorders, anxiety disorders and post-traumatic stress disorder. The services will be furnished to beneficiaries for who such care is specifically authorized by the Department of Veterans Affairs, NFSG VA Healthcare System. It is understood that the type of patients to be cared for under this contract will normally require care and services above the level of meals, room and board. Care will include, but not be limited to, a supervised, alcohol and drug free environment, active affiliation with Alcoholics Anonymous (AA) and Narcotics Anonymous (NA) programs, supportive Social Service, structured and group activities, physical activities, and individual counseling as required (with special emphasis on vocational rehabilitation in collaboration with VA program sources). It is further agreed that beneficiaries receiving care under this contract will receive basic health and personal hygiene maintenance, monitoring of medications, and any other service or supplies normally provided. The per diem rate established will be an all-inclusive rate.

Contractors under this program must meet the following VA standards, based on regulations promulgated by Title 38 Code of Federal Regulations (CFR) Section 17.53b:

Length of stay at the facility will be initially authorized for up to 90 days. The beneficiary may not be provided care for a period in excess on that stated in the length of treatment contracted unless such extension of the authorization is provided in writing by the appropriate NFSG VAHCS station.

1. Term of Contract:

Period of performance will be from the date of award through one year from the date of award, with the Government having the option to extend the contract for four (4) additional one-year periods.

2. Facility must meet the following:

a. The standards of the Life Safety Code (National Fire Protection Association (NFPA) #101);

b. The fire and safety code imposed by the State law; and

c. City, State, and Federal requirements concerning licensing and health codes.

d. Prior to the award of a contract, a multidisciplinary VA teams consisting of a social worker, dietitian, registered nurse, and an engineering service safety officer shall conduct a survey of the residential treatment/community health care center, Residential treatment centers to be utilized will be restricted to community based facilities that provide food, shelter, and therapeutic services in a supportive environment.

e. The Safety Officer will inspect the facility for conformity to the current Life Safety Code and submit findings to the chairperson of the team. The other team members of the team will focus on an assessment of the quality of life within the residential treatment facilities, 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). The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

(3). The facility should be in a central location, near public transportation, and near areas, which provide employment.

(4). The Staff behavior and interaction with residents convey an attitude of genuine concern and caring.

(5). Adequate meals provide in a setting which encourages social interaction: nutritious snacks between meals and bedtime are available.

(6). There is evidence of program-community interaction. NOTE: This may be demonstrated by the nature of scheduled activities, or by information about resident involvement with community activities, volunteers, local consumer services, etc.

(7). Treatment and discharge planning reflect team assessment of health, social and vocational needs and involvement of residents' families (when indicated) and appropriate community resources in resolving problems and setting goals.

3. Licenses and Accreditation:

a. All residential treatment settings must be licensed as required for the particular setting under State or Federal authority;

b. Accreditation and Licensing. Accreditation by the Joint Commission on Accreditation of Healthcare Organizations (JCAHO) is evidence of internal quality assurance mechanisms and is desirable, but is not required. Where applicable, the residential treatment setting must have a current occupancy permit issued by the authority having jurisdiction; and

c. Privacy Act. The notification and contract clauses entitled "Privacy Act Notification," as specified in Federal Acquisition Regulations (FAR) 52.224-1 and 52.224-2, is incorporated into this contract.

4. Services:

a. An environment in which staff will be available on a 24-hour basis;

b. Room and Board;

c. Laundry facilities for residents to do laundry;

d. Therapeutic and Rehabilitative Services including:

(1) Structured activities; i.e., resident participation in group sessions dependent upon resident preference and the VA case manager and residential treatment setting staff recommendations;

(2) A variety of group activities, including physical activities, as appropriate;

(3) Health and personal hygiene maintenance;

(4) Monitoring of medications, if necessary;

(5) Supportive social service, in collaboration with the case managers, VA or other community resources;

(6) Professional counseling as required, including emphasis on self care skills, adaptive coping skills and, as appropriate, vocational counseling, in collaboration with VA program or community resources;

(7) Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning;

(8) Support for an alcohol and/or drug-free lifestyle; and

(9) Opportunities for:

1. Learning and internalizing knowledge of the illness and/or recovery process;

2. Improving social skills; and

3. Improving personal relationships.

5. Medical Records and Reports:

a. An individual clinical record will be developed with the assistance of the HCHV staff and maintained by the residential treatment staff on each veteran placed under this contract.

b. The Residential Treatment Program must comply with the requirements of the "Confidentiality of Certain Medical Records" (38 U.S.C. 7332), and the "Confidentiality of Alcohol and Drug Abuse Patients Records" (42 CFR, Part II) when appropriate, and shall be part of the contract.

c. All case records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the veterans concerned.

d. The clinical record maintained by the non-VA residential treatment program will include:

(1) Reasons for referral;

(2) Essential identifying data relevant to the veteran and veteran's family;

(3) Data relating to the veteran's admission, to include the targeted individual goals for constructive changes which are to be attained during the veteran's stay at the residential treatment setting;

(4) Record or log of medical prescriptions issued by physicians;

(5) Reports of periodic re-evaluation by program staff, to include any measures of movement toward rehabilitation goals; and

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

(7) The non-VA residential treatment program will provide copies of each veteran's treatment plan to the VA medical center when it is completed. Treatment plans may be completed by VA HCMI teams on VA forms if treatment planning is conducted with inclusion by contract setting staff. The program will send a copy of the final summary to the VA medical center within one month of the veteran leaving the setting.

(8) It is agreed that the VA may readily have access to all medical records concerning the veteran's care in the residential treatment. Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the residential treatment for a period of at least five years following termination of care at NFSG VAHCS expense.

6. Staffing:

a. Sufficient staff must be provided (i.e., in numbers and position qualifications) to carry out the policies, responsibilities, and therapeutic activities of the residential treatment program;

b. In residential treatment settings there must be, at a minimum, a full-time staff member or designee available for emergencies 24-hours-a-day, seven days-a-week; and

c. In those instances where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient staff must be provided to staff the necessary therapeutic activities to ensure a meaningful integration of these efforts with those provided in the residential setting.

7. General:

a. In the event a beneficiary receiving residential treatment care under this contract dies, the treatment center will promptly notify NFSG VAHCS office authorizing admission and immediately assemble, inventory and safeguard the patient's personal effects. The funds, deposits, and effects left by NFSG VAHCS patients upon the premises shall be delivered by the treatment center personnel to the person or persons entitled thereto under the laws currently governing the patients, unless the beneficiary died without living 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 NFSG VAHCS office. Should a deceased 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 residential treatment will forward an inventory of any such property and funds in its possession to the appropriate Department of Veterans Affairs office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the Department of Veterans Affairs concerning disposition.

b. It is agreed that the treatment center will notify NFSG VAHCS immediately when a medical emergency requiring hospitalization occurs. It is agreed that the veterans will be readmitted to an appropriate VA facility. When such readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-Federal hospital may be accomplished provided VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that readmission to the VA hospital will be accomplished promptly.

c. The treatment center agrees and warrants that it does not maintain or provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The treatment center may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term facilities shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. It is agreed that the Department of Veterans Affairs will have the right to visit the center and all appurtenances by an authorized representative(s) designated by the Department of Veterans Affairs, to determine whether acceptable standards are maintained and adequate care is being rendered.

d. The residential treatment agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the Chief Medical Director or his/her designee, regardless of the race, color, religion, sex or national origin of the person for whom such services are ordered.

8. Payments:

a. Per Diem will generally be paid for the day of admission or the day of discharge from the program, but not for both.

b. Payment for residential treatment settings is made on a monthly basis, for services rendered.

c. Payments made by the NFSG VAHCS under this contract will constitute the total cost of residential treatment care. The residential treatment agrees that no additional charges will be billed to the beneficiary or his family, either by the residential treatment center or any third party furnishing services or supplies required for such care.

d. If a beneficiary is admitted to and discharged in the same calendar day, payment will be made for one day.

e. Should a patient referred to a residential care setting be absent in an unauthorized manner, payment for services for that veteran to the residential treatment setting may be continued for a period of two days, provided there is an active outreach attempt on the part of the residential treatment setting staff to return the veteran to the Residential Care Program and strong likelihood that the patient will return.

Absences of the patient from the residential treatment center in excess of 48 hours will not be reimbursable except with the prior approval of the MAS officer.

BASE PERIOD (Date of award through 12 MONTHS)

CLIN DESCRIPTION Unit Qty UNIT PRICE TOTAL

1 Room, Board, Meals and supportive services for Mentally Ill Homeless Veterans Days 2600 $ $



BASE PERIOD TOTAL:

OPTION PERIOD 1(12 MONTHS)



CLIN DESCRIPTION Unit Qty UNIT PRICE TOTAL

1 Room, Board, Meals and supportive services for Mentally Ill Homeless Veterans Days 2600 $ $



OPTION YEAR 1 TOTAL:









OPTION PERIOD 2 (12 MONTHS)



CLIN DESCRIPTION Unit Qty UNIT PRICE TOTAL

1 Room, Board, Meals and supportive services for Mentally Ill Homeless Veterans Days 2600 $ $



OPTION PERIOD 2 TOTAL

OPTION PERIOD 3 (12 MONTHS)



CLIN DESCRIPTION Unit Qty UNIT PRICE TOTAL

1 Room, Board, Meals and supportive services for Mentally Ill Homeless Veterans Days 2600 $ $



OPTION PERIOD 3 TOTAL



OPTION PERIOD 4 (12 MONTHS)



CLIN DESCRIPTION Unit Qty UNIT PRICE TOTAL

1 Room, Board, Meals and supportive services for Mentally Ill Homeless Veterans Days 2600 $ $



OPTION PERIOD 4 TOTAL

Contract Type: The government anticipates awarding a Firm Fixed Price award.

Award will be made to the best value quote which conforms to the requirements within this solicitation.

To receive consideration as SDVOSB or VOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov.

Solicitation document and incorporated provisions and clauses apply to this acquisition: FAR 52.204-7- Central Contractor Registration; 52.212-1-Instructions to Offerors-Commercial Items; 52.212-3, Offeror Representations and Certifications-Commercial Items 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items including subparagraphs: 52.232-34, Payment by Electronic Funds Transfer-Other Than Central Contractor Registration; 52.333-3 Protest After Award; 52.212-2 Evaluation -Commercial Items; 52.217-8 Option for increased Quantity-separate priced line item VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments; FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirements; and 52.219-14 Limitation on Subcontracting.

Submitting Quote: Contractor shall submit their quote on company letterhead and shall include unit price, unit quantity, item description as specified above and , total price; any offered discounts; proposed delivery time; name, address, and telephone number of the offeror; terms of any express warranty; completed copy of 52.212-3 Offerors Representations and Certifications- Commercial Items, and ORCA document.

Quotes must be received December 23, 2015 by 1600 EST. All quotes must be submitted by electronic submission in reference to VA248-16-Q-0306 to richard.frase@va.gov; Offers received after the exact time specified in the solicitation are considered late and may be considered if the action would not unduly delay the acquisition. All questions regarding this solicitation must be submitted to the Contracting Specialist in writing (email is acceptable). Any prospective bidder desiring an explanation or interpretation of the solicitation must request it via e-mail to the Contract Specialist: Richard Frase (richard.frase@va.gov) No Later Than: close of business on December 22, 2015.

DISCLAIMER AND IMPORTANT NOTES: The government is in no way obligated to do business with or award a contract to any firm or its affiliates, or otherwise pay for the information provided in this synopsis. This Request for Quote is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result of a response to this Request for Quote or use of any information provided. Failure to submit information in sufficient detail may result in considering a company as non-responsive and may influence competition and set-aside decisions. Regardless of the information obtained, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.