HCHV (LDSH) | Wichita, KS | MC (VA-27-00014350)

SOURCES SOUGHT DISCLAIMER THIS IS NOT A SOLICITATION AND NO CONTRACTS SHALL BE AWARDED FROM THIS NOTICE. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requested. SDVOSB and VOSB respondents are encouraged to provide proof of verification in VIP. Consistent with Public Law 109-461 (38 U.S.C. 8127 and 8128), the VA shall award contracts based upon competition restricted to SDVOSBs or VOSBs when a contracting officer has a reasonable expectation, based on market research, that two or more firms listed as verified in Vendor Information Pages database are likely to submit offers and an award can be made at a fair and reasonable price that offers best value to the United States. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is an sources sought only. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS 623220. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. DESCRIPTION, SPECIFICATIONS AND REQUIREMENTS 1. The Department of Veteran Affairs Robert J. Dole VA Medical Center, located at 5500 E. Kellogg, Wichita, KS 67218 and hereafter referred to as VA, requires Contractor to provide homeless veteran services through a Safe Haven model of residential care at a facility located within 25 miles of the above Medical Center. These services, not to exceed 20 Veterans at any one time, are to be provided to homeless Veterans as defined in the Performance Work Statement (PWS). The VA National Center on Homelessness among Veterans ( the Center ) will provide ongoing training for program development for both contract providers and VA staff. Contractor will be evaluated based on the Center s established evaluation protocol and program fidelity measures. The goal of the Safe Haven Healthcare for Homeless Veterans (HCHV) program is to provide housing and case management services to Veterans and facilitate their access to a broad range of medical, mental health, and rehabilitative services utilizing Safe Haven low demand model guidelines. The target population for this HCHV Contract Residential Care Safe Haven is chronically homeless, chronically mentally ill Veterans, Veterans with chronic substance abuse disorders and complex needs. Safe Haven Programs, either directly or through linkage with community and other VA services, provide time-limited services such as supporting mental health stabilization, Substance Use Disorder (SUD) treatment services, enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer-term residential programs utilizing VA and/or community resources. Lengths of stay in Safe Haven typically range from 4 to 6 months (all references to days within this contract refer to calendar days unless otherwise specified as business days) with the option to extend based on clinical need. Eligibility will be determined by the VA, based on Veteran status; meeting the McKinney-Vento Homeless Assistance Act definition of homelessness (see http://www.hudhre.info/hearth/ for additional information); and an assessment by the VA Health Care for Homeless Veterans (HCHV) program resulting in a determination of making the Veteran highly vulnerable and requiring Safe Haven services. This is an indefinite delivery/indefinite quantity contract for the period November 27, 2027, to November 26, 2032, in up to four 12-month options, if exercised, in accordance with FAR 16.5. 2. BACKGROUND AND OVERVIEW: The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration has been increasing both capacity of existing programs and services offered to program participants. The plan calls for utilizing new models of care not previously offered by VA. Recent national trends in service provision for the homeless outside of the VA system include the utilization of Safe Havens as an alternative to shelter care or as a placement after unsuccessful discharge from an in-patient or residential treatment program due to relapse-related issues. A is a form of supportive housing that serves hard-to-reach homeless persons with severe mental illnesses and/or substance use disorders. It is a low demand model of service delivery that allows clients to engage in treatment and services at their own pace. The VA s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. This contract will enable a community provider to offer homeless Veterans services through a Safe Haven model of residential care. This model will offer services to homeless Veterans under the HCHV Contract Residential Care program enhanced by the services as defined in the PWS. Rapid stabilization of the Veterans medical, mental health, substance abuse and other psychosocial problems to place Veterans in other appropriate transitional or permanent housing within 4 to 6 months, with no more than 120 days without a formal written request by the Contractor for an extension which must be approved by the VA Liaison, is an expected outcome of this Contract. The community-based Contractor should have a minimum of 18 months experience with direct service to the homeless population and experience should be documented in the proposal. This contract will be awarded to a Contractor having an acceptable facility within 25 miles of the VA Medical Center. If no facilities are available within this area, consideration will be given to the Contractor whose facility meets all the stated requirements and is closest to the Medical Center. A VA Liaison to the Contractor will be identified by the homeless program leadership at VA. This individual will act as the clinical liaison for all client related issues between the Contractor and VA by providing clinical oversight. The VA Liaison will not provide direct clinical supervision to contract staff. The VA Liaison will consult with and provide input to the Contractor as needed. The Contractor shall provide all labor, supervision, housing, material and supplies necessary to provide emergency residential placement, treatment, and supportive services through the HCHV program Safe Haven Model. Services will be provided on-site at the Contractor s facility, in accordance with all terms, conditions, provisions and requirements listed herein. The prices provided in the Price Schedule shall be inclusive of all basic services as may be necessary in the treatment of the Veteran. Basic services shall be as defined in the Performance Work Statement. 3. IMPLEMENTATION TIMELINE: The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days of the date of contract award. See HCHV CRS Complete Inspection Packet. [Attachment A] Failure to meet the 30-day milestone may result in the contract being terminated. The Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment: a. Site control demonstrated at time of contract award. This may be through ownership or lease. All permits and licenses will be reviewed. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that Contractor sites must pass prior to contract award. The Contractor is required to ensure the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as Architectural Barriers Act compliant. At least 5% 7% of a facility s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 20 beds for the HCHV Contract Residential Care program in the facility, two (2) to four (4) of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full access to the services and support at the facility. Contractor facility must be licensed as required for the setting under State or Federal authority, and must meet all applicable local, state, and/or Federal requirements concerning licensing and health/occupancy codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and for all annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. Safe Haven housing and supportive services for female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have private female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services. b. Pre-Award Inspection of the facility and on-site services conducted by VA contract inspection team. This team is made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Pre-award inspection will be completed within 30 days of proposal submission. Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection. c. Complete the abatement of all inspection corrective action(s) and pass VA inspection. To be completed within 30 days of pre-award inspection. d. Identify all staff required by PWS, have them in place and available to provide full range of case management and services to Veterans. To be completed within 30 days of contract award. e. Work will be performed at the Contractor s facility within the geographic limitations outlined above. Government furnished workspace will not be provided for this effort. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will be provided at their expense. The Contractor will be required to attend frequent meetings and planning sessions at VA throughout the term of the contract. f. The Contractor shall not commence performance under this contract until the Contracting Officer has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived. a. ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.) Meals include at least three (3) 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. This is to include alternative meals or food supplies for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g., Kosher, Sikh). A VA dietitian may assess printed menus as well as Veterans satisfaction with meals and the actual consumption of food offered in determining the Contractor s success in meeting this requirement during annual facility inspection or at any point during the contract period. b. LAUNDRY FACILITIES: On-site laundry facilities and supplies for Veterans to do their own laundry or to have laundry done. The Contractor is responsible for the costs of laundry services. c. INTERNET AND COMPUTER ACCESS: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. Facility shall provide hardware (computer(s), printer, etc.) to be utilized. Veterans conducting online employment or housing searches and application should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any internet controls or firewall they deem essential. d. ENVIRONMENT OF CARE SERVICES: The Contractor must provide a clean and comfortable environment of care that is structurally sound facility; does not pose any threat to the health and safety of the occupants and protects them from the elements. The facility entries and exit locations are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; every room or space will have natural or mechanical ventilation; be free of pollutants in the air at levels that threaten the health of Veterans; provide a water supply free from contamination; has sufficient sanitary facilities in proper operational condition, allowed to be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. Facility must have adequate heating and or cooling mechanisms that are in proper operating condition; adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of Veterans; provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire. All housing and equipment will be maintained in a sanitary manner free from pests, insects and vermin and will provide a warm, welcoming, and respectful atmosphere through lighting and décor. Contractor ensures that furniture is well maintained and comfortable. It is the Contractor s responsibility to maintain a clean and comfortable environment that meets these conditions. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. e. ON-SITE OFFICE SPACE FOR VA STAFF: The Contractor must provide designated onsite furnished office space for VA staff to meet with Veterans at the contracted facility. The office space must afford the VA staff and Veterans privacy and confidentiality when meeting. f. TRANSPORTATION: The Contractor will ensure that transportation is available for Veterans at admission to LDSH, to attend medical/mental health appointments, search for permanent housing and to address other care needs. This can be done through provision of bus passes, utilization of cab services or LDSH Contractor transportation. These costs will be considered part of the basic services provided. g. OUTREACH: Outreach will be conducted by the Safe Haven provider and VA homeless outreach staff in conjunction with street outreach teams within VA catchment area. Outreach by the provider should be conducted collaboratively with HCHV staff and will target chronically homeless Veterans who have difficulty accepting housing and services from traditional programs. Homeless Veterans with severe mental illness and persistent substance use problems that have not responded to traditional programs and meet the definition of a chronically homeless person are a primary target. For this program, we will use the U.S. Department of Housing and Urban Development s working definition of a chronically homeless person, as one who in general, is an unaccompanied disabled individual who was been continuously homeless for over one year . Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and getting the Veteran to accept and remain in the Safe Haven residence. Evidence-based practices, such as Motivational Interviewing Harm Reduction and critical time intervention, should be utilized. h. 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. MEDICATIONS: Contractor shall provide Veterans with appropriate space and security for the storage of medications as outlined in VHA-10-10115a HCHV Contractor Provider Inspection Template. A list of current medications will be available for each resident in the case record. Veterans will manage medications but should have a secure storage area in which to keep them. (1) The Contractor shall have a written procedure that address the storage while providing access to medications and safe disposal of medications and syringes. Each Veteran shall be educated about the medication procedures and the importance of safely storing their medications. 6. ADDITIONAL CONTRACT REQUIREMENTS: a. VETERAN PRIVACY: 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. The Contractor is responsible for maintaining Veterans privacy and confidentiality and must have systems in place that protect Veteran s personal identifying information and protected health information. This includes but is not limited to the following: having adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect clients case records and other documentation; conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions; ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract. b. RELIGIOUS DISCRIMINIATION: 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. c. CRITICAL INCIDENT REPORTS: Contractor will notify VA through the VA Liaison at VA of any critical incident occurring with a Veteran within 24 hours of being informed or made aware of the incident, if not sooner. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: death; fire; drug/police raid; suicide/suicide attempt; 911 call (police/fire dept./paramedics/other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence or abusive