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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 11, 2013 FBO #4247
SOLICITATION NOTICE

Q -- Assisted Living Residence Combination Synopsis/ Solicitation

Notice Date

7/9/2013
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

623220 — Residential Mental Health and Substance Abuse Facilities
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 19;Rocky Mountain Acquisition Center;515 East 100 South, Suite 400;Salt Lake City, UT 84102
 

ZIP Code

84102
 

Solicitation Number

VA25913R0321A
 

Response Due

7/25/2013
 

Archive Date

9/23/2013
 

Point of Contact

Susan Cowin (Contracting)
 

E-Mail Address

4-1223<br
 

Small Business Set-Aside

N/A
 

Description

This is a Combined Synopsis/Solicitation for commercial items, prepared in accordance with the format in FAR, Subpart 12.6, as supplemented with additional information included within this notice. This announcement shall serve as the solicitation, as well as a written solicitation which will be available upon request. Contact Susan Cowin, Contracting Officer, at 801-584-1223 or email at susan.cowin@va.gov. This solicitation is issued as a Request for Proposal (RFP), Solicitation number VA259-13-R-0321A. The Rocky Mountain Acquisition Center has a requirement for Assisted Living Residence/Residential Treatment Facility(ies), services within the Greater Denver Area, to provide step-down services for eligible male and female Veterans upon their discharge from the VA Eastern Colorado Health Care System (VAECHCS) inpatient Psychiatric Unit, in accordance with the attached terms and conditions contained herein. The Contractor shall provide qualified, licensed staff, including: Psychiatrists, Psychologists, Master social Workers (MSW), Licensed Clinical Social Workers, Licensed Professional Counselors (LPCs), Licensed Marriage & Family Therapists (LMFT), Registered Nurses (RN), Advanced Practice Nurses (APN), Licensed Professional Nurses (LPN), Psychiatric Technicians, Residential Counselors, Physicians Assistants and Pharmacists. Line Items: LINE ITEMESTUNITTOTAL QTYUNITCOSTPRICE 1.Base Year - August 1, 2013 - July 31, 2014 1248Bed Day$________$__________ Of Care 2.Option Year 1- August 1, 2014 - July 31, 2015 1248Bed Day$________$__________Of Care 3.Option Year 2- August 1, 2015 - July 31, 20161248Bed Day$________$__________ Of Care 4.Option Year 3 - August 1, 2016 - July 31, 20171248 Bed Day $________$__________ Of Care 5Option Year 4 - August 1, 2017 - July 31, 201812148Bed Day $________$__________ Of Care PERFORMANCE WORK STATEMENT VA259-13-R-0321, ASSISTED LIVING RESIDENCE/ RESIDENTIAL TREATMENT FACILITY(IES) 1. Background/Introduction The Rocky Mountain Acquisition Center has a requirement to contract for Assisted Living Residences (ALR) for psychiatric step-down services in providing the appropriate level of care to veterans discharging from VA Eastern Colorado Health Care System's (VAECHCS) inpatient psychiatric mental health care units. 2. Scope of Work The contract shall be effective for a one year Base period, with the Government having the option to renew for four (4) additional one (1) year periods. Fees for services shall be at a firm fixed price, indefinite delivery and indefinite quantity. The successful Assisted Living Residence (ALR) will be Colorado Department of Public Health and Environment (CDPHE) certified as such and will provide room, board and at least the following: oProviding a physical environment that is safe and designed to support Mental Health residential treatment services. oA locked medication room/area administration by staff who are Colorado Qualified Medication Administration Persons (QMAP) or nursing staff. oStructured daily activities that focus on mental health and or substance abuse recovery needs. oTelephonic coordination of care on a daily or as needed basis with the VAECHCS Bed Flow Clinician. oRegular supervision of veterans on a 24 hour basis. This includes monitoring the needs of patients to ensure the residents receive the services and care necessary to protect their health, safety and well-being. oStaff provides verbal prompting for encouraging veterans engaging in activities of daily living that includes getting out of bed in the morning, daily hygiene, attending groups, and appropriate social skills. CDPHE licensure will ensure that assisted living residences meet established standards for health and safety which include resident rights, protection from abuse, quality of residents' lives and quality of residents' care through unannounced annual surveys and complaint inspections. 3. Technical Requirements a. Contractor must be currently licensed as an Assisted Living Residence (ALR) by the Colorado Department of Public Health and Environment (CDPHE). b. The Contractor's facility must be located within the Greater Denver Metro area in order to ensure easy transportation of patients between the facilities. c. All services under this contract must be performed by qualified, licensed staff including: Psychiatrists, Psychologists, Master Social Workers (MSW) Licensed Clinical Social Workers (LCSWs), Licensed Professional Counselors (LPCs), Licensed Marriage & Family Therapists (LMFT), Registered Nurses (RN), Advanced Practice Nurses (APN), Licensed Professional Nurses (LPN), Psychiatric Technicians, Residential Counselors, Physicians Assistants and Pharmacists. d. Psychiatrists must be board-certified in psychiatry or board-eligible in psychiatry. e. Any staff administering medications must be certified in QMAP (Qualified Medication Administration Person). oService will be provided daily or as needed based on clinical considerations and medical necessity. oALL medications and prescriptions will be issued according to the VA National Formulary unless explicitly authorized by the VAECHCS via the Bed Flow Clinician. The current VA National Formulary can be found at the following link: http://www.pbm.va.gov/nationalformulary.asp f. Staff must be proficient and trained yearly in patient rights and Basic Life Support (BLS) certification. Care provision details: oContractor shall assess veteran needs, develop residential service plans with guidance from Bed Control Clinician, monitor veteran treatment progress, and plan discharge disposition in consultation with Denver VAECHCS Bed Flow Clinician. oPsychiatric milieu management including verbal prompting for group participation, encouragement for hygiene and basic self-care, and prevention of disruptive behavior. o Contractor provides daily rehabilitative activities and or group psychotherapy in accordance with CDPHE ALR licensure requirements including but not limited to relapse prevention, development of coping skills for mental illness, and treatment goal planning. 4. Physical Plant a. The ALR must have current occupancy permit and/or license as required by the Colorado Department of Public Health and Environment. General licensure standards can be found in 6 CCR 1011-1, Chapter II, State Board of Health, General Licensure Standards (last Amended March 20, 2002, effective April 30, 2002). b. Key Elements of the physical plant of the Contractor shall include: oLocked medication rooms oPatient records are locked and secured oSecure fax for transmitting/receiving patient records oFull Kitchen and Dining facilities providing regular nutritious meals and snacks to residents 5. Administrative Standard Operating Procedure a.All aspects of contractor admissions, treatment and discharge planning shall be performed in consultation with the VAECHCS Bed Flow Clinician during business hours b.VAECHCS shall provide contact points after contract award. Admissions: 1. VAECHCS Bed Flow Clinician shall initiate all admission requests by contacting Contractor primary or secondary point of contact to offer brief clinical synopsis and check for bed availability. Contractor shall respond within two hours with availability. 2. VAECHCS Bed Flow Clinician may coordinate further phone consultation to exchange clinical information from VA nursing or psychiatric staff. 3. VAECHCS will perform initial laboratory tests and assure medical clearance prior to transportation to ALR. 4. Once ALR grants admission, VAECHCS Bed Flow Clinician will arrange transportation to ALR site. ? Discharges/Transfers: 1. All ALR discharge planning shall be done in coordination with VAECHCS Bed Flow Clinician and includes faxing discharge summaries to VAECHCS Bed Flow Clinician. 2. Discharge Summaries shall include: discharge medications, copy of VA safety plan, and documentation of scheduled aftercare appointments with VA providers. 3. Contractor staff shall meet with the veteran on the day of planned discharge to review the discharge plan and perform lethality and substance abuse relapse assessment. 4. All cases of unplanned discharge due to treatment non-compliance, positive drug testing and or disruptive behavior shall be discussed with the VAECHCS Bed Flow Clinician or AOD after hours. When possible, Contractor staff shall complete a lethality assessment and safety planning with the veteran. Contractor staff will conduct telephone consultation with VAECHCS Bed Flow Clinician to determine if the next step is re-hospitalization at VAECHCS, directing the veteran to report to the VA psychiatric Emergency Services, or release to a local homeless shelter, family or friend after lethality assessment and safety planning has been completed by Contractor staff. 5.Contractor shall provide designated primary and secondary points of contact by title, name, phone number, pager, and email addresses for ongoing communication and coordination of all aspects of this service agreement both during and off business hours for efficiency of communication. 6.The Contractor shall make available, upon request, to the VAECHCS, documentary information deemed necessary by the VAECHCS to conduct utilization review audits for the mandated national evaluation study required by section (2) of Public Law 100-6; to verify quality of patient care for veterans, to assure confidentiality of patients records information, and to determine the completeness and accuracy of financial records via phone consultation with identified VAECHCS DEN Bed Flow Clinician who will input content into CPRS. 7.The VAECHCS Bed Control Clinician shall offer clear recommendations for the Contractor to coordinate treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of residents' families and appropriate community resources in resolving problems and setting goals. 8.The VAECHCS Bed Control Clinician team shall identify and refer all patients to the Contractor. All patients will be mentally ill (including chronically mentally ill veterans whose psychiatric disorder may include co-occurring chronic alcohol and/or drug abuse problems.) 6. Performance Objectives The contractor will provide the services and associated health care in a manner consistent with the clinical needs of the patient and extend the same or superior standards of quality care as is normal for the medical industry in this field. a. Performance Objectives shall include: 1. Timely, consistent, and high quality consultative communication via phone and fax 2. Adherence to medication recommendations 3. Programming that concretely addresses safety risks for veteran self-harm, dangerousness to others and drug/alcohol relapse. b. Performance Measures/Expectations - The following measures refer to the objectives listed above: ? 1. Consultative communication via phone and fax with VAECHCS Bed-flow Clinician oTimely progress updates oTimely notification of change in veteran's status oFollow-thru regarding treatment recommendations, including medication administration oProvision of primary and secondary points of contact 2. Mental Health and Substance Abuse Programming oAmount per day, variety, and empirically founded programming oPTSD Education, Dual Diagnosis Substance Abuse oProgramming addressing dual diagnosis oMental health oSubstance/alcohol abuse 3. Admissions capability oTimely access for admissions o2 hour response to request for admissions 4. Maintaining good standing with Colorado Department of Public Health and Environment (CDPHE) oVendor to provide copies of state audit findings for past 3 years 5. Adherence to VA Safety Plan oReviewed with veteran at admission to ALR oAdherence to all treatment recommendations in VA Safety Plan The Contractor will notify the VA immediately when a medical emergency occurs which requires hospitalization of any patient receiving care at VAECHCS's expense. The veterans will be admitted to the nearest VAMC, if medically feasible. If the need for emergency care seems imminent, the contractor will call 911 and the veteran in need will be transported, by ambulance, to the nearest hospital. If hospitalization of a non-emergency nature is required, the admission to a VAMC will be accomplished consistent with the VAMC eligibility criteria, as determined by the Medical Administration Service at the admitting VAMC. During regular business hours of Monday-Friday, 08:00am-4:30pm, the contractor will contact the identified Bed Flow Clinician who will determine if the veteran can be transported to the VA Medical Center by cab. During non-business hours, the contractor will contact the Administrative Officer of the Day (AOD). Absence of the patient from the ALR should be reported to the VAECHCS immediately. Any absence in excess of 24 hours will not be reimbursed by the VA. Reports will be made to the VAECHCS Bed Flow Clinician during regular business hours and the Administrative Officer of the Day (AOD) during non-regular business hours. In the event a VA beneficiary receiving care under this contract dies, the ALR will promptly notify the VAECHCS Bed Flow Clinician at VAECHCS and immediately assemble, inventory, and safeguard the patient's personal effects. The funds, deposits, and effects left by VA patients upon the premises of the ATU shall be delivered by the ALR to the VAECHCS for appropriate coordination and disposition. The Contractor shall maintain an individual record on each veteran placed in the facility by the VAECHCS case manager. The Contractor must comply with the requirements of the Confidentiality of Medical Records (38 USC 4132) and the Confidentiality of Alcohol and Drug patients (42 CFR part II) when appropriate, and is considered a part of this contract. All case records will be made available on a need to know basis to appropriate VAECHCS staff members involved with the treatment program of the veteran concerned. In addition to reasons for referral, the clinical record, maintained by the contract facility will include the following: oAll essential identifying data relevant to the resident. Records should reflect admission and discharge summaries, weekly progress notes and interim notes documenting any significant alterations in functioning. oData relating to the resident's admission, to include the targeted goals for constructive changes, and the anticipated length of stay. oCopies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. oReports of periodic re-evaluations by program staff, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of psychiatric stability as evidenced by decreased danger to self and others and/or grave disability. oFinal 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. oUpon 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. oUSC 4132/42 CFR Part II is available for review at the Veterans Affairs Medical Administration Service. This solicitation document and incorporated clauses and provisions are those in effect through the most recent Federal Acquisition Circular 2005 - 68. In accordance with 52.252-2, Clauses Incorporate by Reference, clauses incorporated by reference have the same force and effect as if they were given in full text. The following clauses and provisions shall apply: 52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS (FEB 2012); 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998); 52.216-18 ORDERING (OCT 1995); 52.216-19 ORDER LIMITATIONS (OCT 1995); 52.216-22 INDEFINITE QUANTITY (OCT 1995); 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999); 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000); 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984); 52.224-2 PRIVACY ACT (APR 1984); 52.227-14 RIGHTS IN DATA--GENERAL (DEC 2007) ALTERNATE II (DEC 2007); 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984); 52.232-99 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEVIATION) (AUG 2012); 52.237-3 CONTINUITY OF SERVICES (JAN 1991); VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008): VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (DEC 2009); VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009); VAAR 852.216-70 ESTIMATED QUANTITIES (APR 1984); VAAR 852.219-9 VA SMALL BUSINESS SUBCONTRACTING PLAN MINIMUM REQUIREMENTS (DEC 2009); 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012); VAAR 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE (JAN 2008); VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984); 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (JAN 2013); CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS; 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (FEB 2012); 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (APR 2010); 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (FEB 2012); 52.216-1 TYPE OF CONTRACT (APR 1984); 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995); 52.233-2 SERVICE OF PROTEST (SEP 2006); VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (JAN 2008); VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (JAN 1998); VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008); VAAR 852.271-70 NONDISCRIMINATION IN SERVICES PROVIDED TO BENEFICIARIES (JAN 2008); VAAR 852.273-70 LATE OFFERS (JAN 2003); VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003); 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (DEC 2012). 52.212-2 EVALUATION - COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors, listed in descending order of importance, shall be used to evaluate offers. All sub factors within each evaluation factor are of equal importance. 1.TECHNICAL CAPABILITY A.CONTRACT IMPLEMENTATION/QUALIFICATIONS; 1)Offeror's Implementation plan - Offeror shall provide its plan to accommodate the VA Eastern Colorado Health Care System (VAECHCS) patients upon their discharge from the VA's inpatient Mental Health Unit, received at the contractor facility and accomplish all the contract requirements as needed by each individual patient. The Offeror's plan shall include company/corporate culture and philosophy with regard to inpatient mental health acute treatment unit care. 2)Key Personnel/Qualifications - Offeror shall provide names of all key personnel providing services under this contract. Offeror shall provide the following information in regard to each of these individuals: a.Number of years in the health care profession and specific types of health care trained for and provided in a health care locale b.Experience and nature of experience with academic medical centers c.Previous, if any, experience with the Veteran Affairs Health Care Network d.Courses attended in regard to optimal teamwork e.Patient safety outcomes through communication f.Current license information (State, number, issue and expiration date) for all personnel providing services under this contract g.All personnel providing services shall be fluent in reading, writing and speaking English 3)Competencies: Offeror shall provide the process for clinical competency review of all key personnel including documentation of reviews. 4)Facility Licensing/Certification: The Offeror must comply with all local zoning, housing, fire and sanitary codes and ordinances of the city, city and county, or county where the facility is situated, and provide: a.A copy of their current occupancy permit and/or license as required by the Colorado Department of Public Health and Environment, as found in 6 CCR 1011-1 Chapter II, State Board of Health, General Licensure Standards. b.Copies of all required inspection reports. B.REGULATORY PRACTICES, INDCLUDING COMPLIANCE WITH HIPPA/OSHA AND COMPANY POLICIES AND PROCEDURES: 1)HIPPA - Offeror shall describe their Standard Operating Procedures that ensure and support compliance with HIPPA 2)OSHA - Offeror shall describe their Standard Operating Procedures that ensure and support compliance with OSHA 3)Additional Training - Offeror shall describe additional/annual training conducted to ensure staff is current on all changes to compliance requirements 4)Internal Monitoring - Offeror shall describe its program for conducting internal monitoring/audits that measure the effectiveness and compliance to required regulations, policies and procedures C.QUALITY ASSURANCE: 1)Outcome Measures - Offeror shall describe clinical outcome measures it utilizes to assess quality and effectiveness of patient care and treatment 2)Reports - Offeror shall describe/discuss its quality assurance program and provide samples of Quality Assurance Reports it generates to measure and analyze clinical performance 2.PAST PERFORMANCE A.Past Performance evaluation will consider the reliability, source and relevance of any information provided/received in reference to offerors past performance B.The Offeror shall provide a minimum of three (3) references for which the same or similar service or commodity has been provided; and of the same or closely equivalent magnitude C.The information to be provided must include, at a minimum, the following: 1)Contractor or Name of Facility 2)Name of Point of Contact 3)Telephone Number 4)E-mail address 5)Type of Contract 6)Detailed description of services or commodity provided and length of time 3.SERVICE DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) OR VETERAN OWNED SMALL BUSINESS (VOSB) STATUS A.Service Disabled Veteran Owned Small Business (SDVOSB) Offerors shall receive a 10% decrease to their overall proposal as offered. B.Veteran Owned Small Business (VOSB) Offerors shall receive a 5% decrease to their overall proposal as offered. C.Non-Veteran Offerors proposing to utilize SDVOSB or VOSB businesses as subcontractors shall receive a 2% decrease to their overall proposal as offered. These Offerors must state in their proposals the name(s) of the SDVOSB and/or VOSB businesses with whom they intend to subcontract with and provide a description of the proposed subcontract(s) and approximate dollar value. 4.PRICE/PROPOSAL: The offer shall be expressed as an individual bed day of care, per patient, for the services to be provided under this contract. The cost shall be extended as an estimated yearly cost per base year and each option year. The offeror must provide the total estimated cost for the entire contractual period. All non-price factors, when combined, are of significantly more importance when compared to price. METHOD OF AWARD: Award shall be made on a firm-fixed basis, utilizing a scoring system of the evaluation factors above. The Government may make one or more than one award based on the initial offers received without any discussions. As such, Offerors are encouraged to submit their best proposal as their initial offer. While the Government intends to make award(s) based on the initial offers received, they reserve their right to open discussions with all offerors within the competitive range should it be determined to be in the Government's best interest. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offor, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The North American Industry Classification System (NAICS) number for this solicitation is 623220, Residential Mental Health and Substance Abuse facilities. The Department of Labor Small Business size is $14m.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/VA25913R0321A/listing.html)
 

Record

SN03110461-W 20130711/130709234530-b4ca4d22eb32f4a645b27f783d283eaa (fbodaily.com)
 

Source

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

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