Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 08, 2010 FBO #3179
SOLICITATION NOTICE

G -- Serious Injured Veterans Home Healthcare

Notice Date

8/6/2010
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

623990 — Other Residential Care Facilities
 

Contracting Office

Department of Veterans Affairs;Acquisition & Materiel Management;Michael E. DeBakey VA Medical Center;2002 Holcombe BLVD;Houston TX 77030 4298
 

ZIP Code

00000
 

Solicitation Number

VA25610RP0324
 

Response Due

8/24/2010
 

Archive Date

8/28/2010
 

Point of Contact

WANDA W. THOMAS
 

E-Mail Address

wanda.thomas2@va.gov
(wanda.thomas2@va.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

COMMUNITY BASED HOME CARE SERVICES DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK PURPOSE: The purpose of this contract is to provide Michael E. DeBakey VAMC (MEDVAMC), 2002 Holcombe Blvd., Houston, Texas 77030 with the services required to severely injure Veteran patients (i.e. returning combat Veterans) assigned from the Home & Community Based Home Care program at the MEDVAMC. I.Definitions: a."Certified Home Health Agency" means a home and community support service agency that provides skilled nursing/therapy and custodial home health services for individuals in the community. The certified home health agency has a Texas license and is Medicare certified. b."Medicare Certification" means the process of inspection, certification, and monitoring that home health care agencies undergo to be approved for Medicare payment from Centers for Medicare and Medicaid Services (CMS). This process is generally administered by the State in which the home Health care agency is licensed. c."Home and community support service agency" means the provision of one or more of the following types of health services required for an individual in a residence or independent living environment. These services shall be provided by the following individuals: 1. Skilled Nursing "Registered Nurse "Licensed Vocational Nurse/Licensed Practical Nurse 2. Therapy Services "Occupational Therapist "Medical Social Worker "Physical Therapist "Respiratory Therapist "Speech Therapist 3. Custodial/Respite Services provided under the delegation of a licensed *RN: "Home Health Aide (HHA certified) "Homemaker (HM) "Respite The *contractor RN will provide the admission visit and post- hospital visit for those patients not receiving skilled nursing care services. The Home Health Aide (HHA) will provide all subsequent visits. The RN will make supervisory visits for the HHA no less than quarterly. II.Contract Requirements: Contractor must be a certified home health agency and Joint Commission (JC) accredited that shall provide home health services as specified in the following paragraphs in the homes of eligible veterans living within the service area of the Michael E. DeBakey VA Medical Center (MEDVAMC). The service area of the MEDVAMC includes the following counties: Polk, Galveston, Harris, Colorado, Brazoria, Chambers, Grimes, Trinity, Fort Bend, Hardin, Matagorda, Jefferson, Sabine, Austin, Wharton, Newton, Washington, Orange, San Augustine, Waller, Jasper, Angelina, Shelby, Tyler, Nacogdoches, Liberty, San Jacinto, Montgomery, and Walker. The contractor shall provide the following services to eligible beneficiaries: "Skilled Home Health Care Services "Custodial Home Health Services: Home Health Aid Services and Homemaker/Respite Services III.Scope: a.Purchased Skilled Nursing Care Services: Contractor shall provide all purchased skilled home Health Care (SHC) to beneficiaries in accordance with a plan of care that requires the skills of a licensed health professional, specifically authorized by a referral from the MEDVAMC. The MEDVAMC Home Care referral will be used by the contractor in assessing the veteran and in the development of an appropriate treatment plan. The contractor will hold the care plan and the MEDVAMC will make the referral and provide quality over sight and monitoring. The skilled nursing services will be up to 24 hours a day/7 days a week; 365 days a year and include, but are not limited to the following activities: i)Admission visits ii)Initial and ongoing assessments iii)Providing, instructing, and evaluating care and services to include "Injections, home infusion therapy, chemotherapy "Patient education and follow-up "Drawing blood, patient safety monitoring "Wound care, medication management "Interdisciplinary treatment planning "Rehabilitative and restorative care "Care planning, and discharge planning iv)Ensuring that patients' care and progress are recorded in the clinical record. "Contracted agency shall send weekly progress notes to the Contracting Officer Technical Representative (COTR). b.Purchased Skilled Therapy Care Services: The contractor shall provide skilled therapy in-home services by qualified personnel as a component of the medical care necessary to support the veteran in restoring or improving their health status, maintaining their independence, or providing them supportive services. The skilled therapy services include, but are not limited to the following activities: "Physical Therapy: range of motion, strengthening exercises, gait and transfer training "Occupational Therapy: mobility, transfers, gait, ADL's "Speech Therapy: speech, language, oral and pharyngeal senor motor skills training "Social Worker: family caregiver support, emergency plan, community resources "Respiratory Therapist: cardiopulmonary exercises, oxygenation, monitoring equipment and patients response to therapy c.Custodial Home Health Care Services: The contractor shall provide Custodial Home Health Services to beneficiaries in accordance with a plan of care that enable frail or functionally impaired persons to remain in the home. The Contractor provides services which are ordered as part of a routine, on-going health maintenance plan of care. The services include Home Health Aide/Homemaker (H/HHA) and Respite. The homemaker visits will be up to 24 hours a day. Respite care provides supportive services to a caregiver who needs occasional relief and will be 30days per calendar year. Additional respite days will be subject to MEDVAMC prior approval. 1.Home Health Aide Services: Home Health Aide Services shall include but not be limited to the following: "Assistance with Activities of Daily Living (ADL) such as bathing, dressing, toileting, transferring, feeding, aid in ambulation or transfers and incontinent care "Active and passive exercises "Assistance with medical equipment and routine health monitoring "Specific household task to maintain a safe environment in areas of the home used by the patient, such as straightening or cleaning the patient area 2.Homemaker Services: Homemaker Services shall include but not be limited to the following: "Light housekeeping(necessary to maintain a safe and sanitary environment in the areas of the home used by the patient) "Patient's Laundry(essential to the comfort and cleanliness of the patient) "Small meal preparation (diet as tolerated) "Grocery shopping "Other services consistent with the homemaker's job functions such as ensuring patient safety 3.Respite Services(HM/HHA): Services shall include but not be limited to the following: "Short-term combination of Homemaker and Home Health Aide(HM/HHA) "Short-term Homemaker services "Short-term Home Health Aide service d.Bowel and Bladder care if ordered shall include the following services: "Insertion of a suppository "Digital stimulation "Disimpaction "Enemas "Intermittent catheterization and/or placement of indwelling catheterizations. e.Services must be directly related to the beneficiary's clinical need and in accordance with the terms and conditions of the contract. IV.Licensure, Certification, and Accreditation Requirements: Contractor shall be Joint Commission and state licensed for the level of care provided (SHC, H/HHA), and in good standing with state licensing body. Contractor shall remain in compliance throughout the duration of the contract. According to the VHA Handbook 1140.6, agencies under VA contract must perform better than the state average on at least 50% of the CMS quality measures. Consequently, agency must be meeting the above CMS quality measures in order to be considered for award. Proof of licensure, Medicare certification and Joint Commission accreditation must be submitted with quote to be considered. Any conditions of noncompliance and recommendations will be provided to the MEDVAMC within seven (7) days of the agency's notification. If at any time the contractor loses his licensure/certification or accreditation, he will notify the COTR & Contracting Officer within 48 hours. "Registered Nurse (RN) and Home Health Aide (HHA) must have current, unrestricted licensure to practice in the state of Texas. "Licensed staff to include RN and LVN must have a current Cardiopulmonary Resuscitation (CPR), Basic Life Support (BLS) and Advanced Cardiovascular Life Support (ACLS) certifications "No licensed personnel should be allowed to work with veterans without a current CPR and ACLS "Medical Social Worker must have current, unrestricted licensure to practice in the state of Texas. "Rehabilitative therapists such as speech therapist, occupational and/or physical therapist must have current, unrestricted licensure to practice in the state of Texas. "All licensed personnel who will provide services under this contract must be appropriately credentialed and privileged according to the Bylaws and Rules of the contractor's and the Veterans Health Administration (VHA) regulations. "Contractor shall be required to adhere to all Veteran Health Administration (VHA) mandatory trainings such as Information Technology, Privacy/Security, and Confidentiality. "Population specific training may be available thru MEDVAMC at no additional cost to the contractor. V.Referral and Authorization for services: "The contractor shall be responsible for calling the Community Based Home Care (CBHC) coordinator for needed renewal and additional orders per phone calls from the contract agency, as well as other assigned duties. "The contractor shall not provide services that have not been previously approved by the Home and Community Based Care Director/designee. Payments will not be made for services that have not been previously authorized. "Obtaining physician signature for renewal and additional home care contract orders shall be the responsibility of the contractor. The contractor shall return the agency orders within ten (10) working days. All orders and/or treatment plan, certifications and information concerning the Veteran should be sent to: Michael E. DeBakey Veterans Affairs Medical Center 2002 Holcombe Boulevard Houston, Texas 77030-4298 ATTN: Community Based Home Care, (110/H) "Contractor shall provide the beneficiary Home and Community support visits at the expense of the MEDVAMC for the period not to exceed that stated on the Home Care Certification form received from the MEDVAMC home care section. The Home and Community Based Care program Director will be responsible for the overall daily operation of the home care contract. Re-certification and frequency change authorizations must have prior approval in writing by the Home and Community Based Care Director/designee. VI.Quality Oversight and Monitoring: Services provided under this contract shall be subject to quality management and safety standards as established by the Department of Veteran Affairs (VA), consistent with the standards published by Joint Commission. The contractor shall develop and maintain an on-going Quality Improvement/Quality Assurance Programs in accordance with Joint Commission standards, to objectively and systematically monitor and evaluate the quality and appropriate of home care services, resolve identified problems, pursue opportunities for improvement and provide self-assessment of compliance with the contract. A.The Health Insurance Portability and Accountability Act of 1996 (HIPAA) applies to this contract. Contractor shall ensure the compliance with the HIPAA for this contract. B.Contractor shall ensure that persons who have successfully completed appropriate training and education consistent with state law and regulations and Joint Commission standards shall provide all services. C.Employees shall be licensed to practice in the state of Texas. Employees will conform to all applicable and lawful policies, including personnel qualification requirements, practices and procedures that are consistent with policies, practices and procedures of their agency. D.Contractor shall provide for appropriately trained personnel to relieve during vacation, sick leave, turnover of personnel, and other periods of emergency to assure adequate coverage. E.The MEDVAMC and patient's family should be given a 2-week notice of planned leave of staff reporting to patient's home. F.The Contractor's registered nurses shall perform admission and supervisory visits. Intravenous infusion therapy, whenever needed, shall be initially performed by a registered nurse only. G.The Contractor shall be responsible for supervision of the daily home health services provided by agency staff for the individual health care entities specified in Description/Specification of the contract and as indicated on the physician orders. The Contractor controls the care plan. The MEDVAMC acts as a payer of services for patients referred for home care services to the Contractor. MEDVAMC staff physicians provide oversight of orders/care plans and MEDVAMC home care staff communicates between professionals. A copy of the initial and ongoing daily assessments shall be maintained by the contractor and shall be accessible to the MEDVAMC at all times. H.The contractor shall provide written policies and procedures regarding staff's credentials. All home health care services provided by the Contractor shall be performed by a competent professional, who is familiar with the nature of the services and fully qualified under the laws of the State of Texas and/or pertinent government agencies. I.Contractor shall maintain the following on their employees and make required documents available to COTR or designee upon request: "Date of new hiresAnnual in-services "Professional license (expiration, to include primary source verification) "Annual supervisory visit datesTB Skin test results "Orientation datesHBV dates/or signature of refusal "CompetenciesJob descriptions "CPR datesAnnual evaluations J.The contractor shall document appropriate orientation programs for all employees regarding safety and equipment management appropriate to the service provided. K.Reports should include but are not limited to: "Number of falls, falls with injury, pressure ulcers or wounds "Deaths, accidents, injury or infection related to furnished medications, supplies, or medical equipment and/or any life threatening equipment malfunction or equipment recalls. "Patient satisfaction survey (contractor shall maintain a separate record of Veteran complaints including problem and resolution). "Quarterly supervisory HM/HHA visit "Hospital admissions outside of the MEDVAMC must be reported within (1) business day to the COTR. "Staff meeting minutes (or summary minutes) where quality improvements have been discussed and include specific findings, conclusions, recommendation and written action plans and evaluation of those actions taken. "Contractor must monitor all staff (Home Health Aide, skilled nursing, skilled therapists) performance according to job description. "Contractor shall notify the COTR of any suspected or confirmed incidents of neglect, abuse, exploitation of a veteran within (1) business day. L.All reports including quality improvement or monitoring must be submitted electronically to the COTR or designee within 20days after the end of each quarter. VII.Home Health Care Administrative Responsibility: a.The contractor agrees to provide services specified in this contract for any veteran determined eligible by this medical center, regardless of the race, color, religion, sex or national origin of the veteran for whom such services are ordered. b.It is agreed that the MEDVAMC shall have access to all medical records concerning the veterans' care. It is agreed that duly authorized representatives of the MEDVAMC may provide follow-up calls to veterans to assure satisfaction and continuity of services provided under this contract. c.If the contractor at anytime during the contract is no longer able to provide care to beneficiary, the contractor must notify the COTR and MEDVAMC must be given a 60day notice. d.If the contractor becomes unaccredited at anytime during the contract, the contractor must notify the COTR & Contracting officer via certified mail within 24 hours. e.Failure to notify the COTR or Contracting Officer or comply with requirements of this contract will result in termination of this contract. VIII.Contract Modifications After the contract has been in force for a period of time, it may be necessary to change and/or modify the operations to provide better service. All modifications to the contract will be in accordance with FAR 52.212-4, Contract Terms and Conditions - Commercial Items, part (c). Pursuant to FAR 43.102, no government personnel other than the Contracting Officer can execute contract modifications on behalf of the government. IX.Contracting Officer's Technical Representative (COTR) The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee's authority. A copy of the designation shall be furnished the contractor. COTR's delegated authority does NOT include making modifications to the contract. X.Proposal Preparation and Basis for Award Please see GENERAL INSTRUCTIONS FOR QUOTE SUBMISSION and EVALUATION-HEALTH CARE RESOURCES beginning on page 31 and 33, respectively. (End of Statement of Work) QUALITY ASSURANCE SURVEILLANCE PLAN For: HOME CARE SERVICES FOR THE MICHAEL E. DeBAKEY VA MEDICAL CENTER Contract Number: _________________________________ Contract Description: _________________ to provide ___________________ Services for the _________________Care Services, Michael D. DeBakey VA Medical Center, Houston, TX. Services are required ____________ days per week for skilled nursing (registered nurse, licensed vocational nurse/licensed practical nurse), custodial/respite (homemaker/home health aide, respite), and therapy services (occupational therapist, speech therapist, physical therapist, medical social worker) in the Veteran homes. Contractor's name: ___________________________ (hereafter referred to as the contractor). 1. PURPOSE This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following: "What will be monitored? "How monitoring will take place. "Who will conduct the monitoring? "How monitoring efforts and results will be documented. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government's responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a "living document" and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities. 2. GOVERNMENT ROLES AND RESPONSIBILITIES The following personnel shall oversee and coordinate surveillance activities. a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor's performance. Assigned CO: ___Wanda W. Thomas______ Organization or Agency: Department of Veterans Affairs, Office of Procurement & Contracting b. Contracting Officer's Technical Representative (COTR) - The COTR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor's performance. The COTR shall keep a quality assurance file. The COTR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. Assigned COTR: Edna Ajayi____ c. Other Key Government Personnel -_____________________________ 3. CONTRACTOR REPRESENTATIVES The following employee(s) of the contractor serve as the contractor's program manager for this contract. Contractor Personnel - _____________________________ Title - _____________________________ 4. PERFORMANCE STANDARDS Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Performance Requirements Summary Matrix, in the Description/Specifications/Work Statement, includes Performance Standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL). The following performance measures will be regularly tracked by the Contracting Officer's Technical Representative (COTR) and reported to the Contracting Officer. Acceptable performance on these measures, along with other factors, will be the primary indices of contractor performance and a key consideration in contract renewal decisions. Performance StandardsFail (1)Below Average (2)Average (3)Above Average (4)Successful (5) "Number of falls, falls with injury, pressure ulcers or wounds, medication errors "Deaths, accidents, injury or infection related to furnished medications, supplies, or medical equipment and/or any life threatening equipment malfunction or equipment recalls. "Patient satisfaction survey (contractor shall maintain a separate record of Veteran complaints including problem and resolution). "Staff meeting minutes (or summary minutes) where quality improvements have been discussed and include specific findings, conclusions, recommendation and written action plans and evaluation of those actions taken. M.Hospital admissions outside of the MEDVAMC must be reported within (1) business day to the COTR. N.Contractor shall notify the COTR of any suspected or confirmed incidents of neglect, abuse, exploitation of a veteran within (1) business day. O.Quarterly supervisory HM/HHA visits 5. METHODS OF QA SURVEILLANCE Various methods exist to monitor performance. The COTR shall use the surveillance methods listed below in the administration of this QASP. a. DIRECT OBSERVATION. Contractor must be present at MEDVAMC and must be actually performing the required services for the period specified in the contract or the contract cost will be decreased accordingly during each billing cycle. Contractor will not be working elsewhere during the normal tour of duty as defined. Needs of veterans shall come first. b. PERIODIC INSPECTION. Evaluates outcomes on a periodic basis. Inspections will be scheduled quarterly, or as required. c. VALIDATED USER/CUSTOMER COMPLAINTS. Relies on the Veteran and/or caregiver to report complaints or concerns. Complaints are then investigated and validated by the COTR or designee. 6. RATINGS Ratings will determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. 7. DOCUMENTING PERFORMANCE a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COTR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COTR shall document the discussion and place it in the COTR file. When the COTR determines formal written communication is required, the COTR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COTR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. 8. FREQUENCY OF MEASUREMENT a. Frequency of Measurement. IT Security CLAUSE: PURPOSE: VAAR 852.273-75 entitled "SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (Interim - October 2008) as prescribed by Secretary Shinseki's Memorandum dated February 27, 2009 entitled "Protecting Information Security and Privacy" which is attached to this modification. 1. VAAR Clause 852.273-75 is hereby incorporated into subject Contract. The clause reads as follows: "VAAR- 852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (Interim - October 2008) (a) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of 0MB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov. (b) To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov. 2. Contractor's Statement of Release - In consideration of the modification agreed to herein as complete equitable adjustment, the Contractor hereby releases the Government from any and all liability under this contract for further equitable adjustments attributable to this modification. Michael E. DeBakey VA Medical Center 2002 Holcombe Blvd. Houston, Texas 77030 Independent Government Estimate (IGE) for Severely Injured Veterans Furnish all personnel, supervision, and other services necessary to perform the work, as specified in the Statement of Work and in accordance with the terms and conditions of this contract, for the Base Period of August1, 2010 through September 30, 2010 and two each 12-month Option Periods that may be exercised at the discretion of the Government. BASE PERIOD: August 1, 2010 thru September 30, 2010 PERIOD OF SERVICE BASE PERIOD: August 1, 2010 thru September 30, 2010QUANTITYUNITUNIT PRICETOTAL PRICE Skilled Nursing Care Services1464Hourly Skilled Therapy Care Services: "Physical Therapy27Visit "Occupational Therapy27Visit "Speech Therapy27Visit "Respiratory Therapy27Visit Homemaker/Respite1464Hourly Home Health Aide1464Hourly Subtotal 0001 OPTION PERIOD 1: October 1, 2010 thru September 30, 2011 PERIOD OF SERVICE 0001 OPTION PERIOD 1: October 1, 2010 thru September 30, 2011QUANTITYUNITUNIT PRICETOTAL PRICE Skilled Nursing Care Services8760Hourly Skilled Therapy Care Services: "Physical Therapy144Visit "Occupational Therapy144Visit "Speech Therapy144Visit "Respiratory Therapy144Visit Homemaker/Respite8760Hourly Home Health Aide8760Hourly Subtotal 0002 OPTION PERIOD 2: October 1, 2011 thru September 30, 2012 PERIOD OF SERVICE 0002 OPTION PERIOD 2: October 1, 2011 thru September 30, 2012QUANTITYUNITUNIT PRICETOTAL PRICE Skilled Nursing Care Services8760Hourly Skilled Therapy Care Services: "Physical Therapy144Visit "Occupational Therapy144Visit "Speech Therapy144Visit "Respiratory Therapy144Visit Homemaker/Respite8760Hourly Home Health Aide8760Hourly Subtotal GRAND TOTAL
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HoVAMC/VAMCCO80220/VA25610RP0324/listing.html)
 

Place of Performance

Address: Michael E. DeBakey VA Medical Center

Zip Code: 77030
 

Record

SN02231362-W 20100808/100806234820-82437254651b02697f89d8b048f2e586 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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