R799--Homeless Veterans Residential Housing

THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. 1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service-Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses (SDVOSB/VOSB) interested and capable of performing the work. 2. The NAICS for this requirement is NACIS 624229 Other Community Housing Services 3. Interested and capable Contractors should respond to this notice not later than 3:00 PM (PST) on January 12, 2021 by providing the following via email only to Jesus Vargas at contact@example.gov Please provide the following: a) company name b) address c) point of contact d) phone, fax, and email of primary point of contact e) DUNS number f) Type of small business, if applicable, (e.g. Services Disabled Veteran Owned small Business (SDVOSB), Veteran-owned small business (VOSB), 8(a), HUB-Zone, Women Owned Small Business, Small disadvantaged business, or Small Business). g) A capability statement that addresses the organization s qualifications and ability to perform as a contractor specifically for the work described in the attached DRAFT excerpt of the Statement of Work (SOW). Respondents are also encouraged to provide specific examples (e.g. contract number, point of contact information) of the Contractor s experience providing the same or similar services to that described in the attached DRAFT SOW. h) Respondents are also requested to include an informal quote identifying a proposed per diem rate per Veteran. This informal quote is not binding but will assist the Government with its market research. Please include the quote for the base per diem rate and 4 option years. 4. SDVOSB/VOSB respondents. a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause. b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, § 125.6 the prime contractor's limitations on subcontracting are as follows: 1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: 2) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. 5. Required Services. The intent of this contract is for the Healthcare for Homeless Veterans (HCHV) Program at the VA Loma Linda Healthcare System (VALLHCS) to engage a community provider to offer housing and supportive services to 21 homeless Veterans in a community-based Contracted Emergency Residential Services (CERS) program. 6. Please note that if VA s pending market research establishes that two or more VOSB or SDVOSB, who are certified in VA s Vendor Information Pages (VIP) site https://www.vip.vetbiz.gov/, can provide the services, VA will set aside the underlying solicitation per 38 U.S.C. §8127. 7. All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications. DRAFT STATEMENT OF WORK BACKGROUND AND OVERVIEW The Healthcare for Homeless Veterans (HCHV) Program at the VA Loma Linda Healthcare System (VALLHCS) was established in 1991. HCHV is an essential and critical part of VHA, providing case management services to Veterans and facilitating their access to a broad range of medical, mental health, and rehabilitative services. HCHV s goal is to engage homeless Veterans in services and facilitate their placement into safe and secure housing that will support their rehabilitation goals. The intent of this contract is for the Healthcare for Homeless Veterans (HCHV) Program at the VA Loma Linda Healthcare System (VALLHCS) to engage a community provider to offer housing and supportive services to 21 homeless Veterans in a community-based Contracted Emergency Residential Services (CERS) program. The HCHV CERS program exists to provide a means of offering homeless Veterans community-based, residential environments with sufficient supportive services to meet their basic needs. The ultimate goal is to facilitate the improvement of these Veterans overall health, functioning, and housing situation. The Contractor shall provide the VA Loma Linda Healthcare System (VALLHCS) HCHV Program (11201 Benton Street, Loma Linda, CA 92357) with emergency housing and supportive services for homeless Veterans in accordance with the HCHV CERS model requirements. Services are expected to be consistent with supportive, secure housing for homeless Veterans, many of whom may also be dealing with substance use disorders, mental illness, and/or health conditions. The program places an expectation on the Veteran to engage in supportive case management services, and on the Contractor to provide expertise and guidance for improving housing stability to ensure a transition from homelessness to permanent, stable housing. Contractors must comply with all HCHV CERS requirements as identified below. The Contractor shall provide all facilities, labor, supervision, materials, and transportation as required in this solicitation and the resulting contract. Government furnished property will not be provided to the Contractor. The facility where services are to be provided shall be within 30 miles from VALLHCS. The Contractor may be required to attend frequent meetings and planning sessions at the VALLHCS Medical Center located at 11201 Benton St, Loma Linda, CA 92357. The period of performance for this contact will be one base year plus four option years. GENERAL SUPPORTIVE SERVICES The Contractor shall be expected to provide same-day residential placement into the CERS program for 21 Veterans. Contractor services will be furnished to beneficiaries for whom such care is specifically authorized by the VA and who are considered literally or chronically homeless. The Contractor shall provide supportive housing services as an alternative to shelter care. It is understood that the type of participant to be cared for under this contract will require care and services above the level of room and board. Activities will be designed to meet the goals and objectives for increased social responsibility, self-motivation, and integration into the larger community. Supportive services shall assist homeless Veterans to access resources to increase income, obtain permanent housing, obtain vocational training and/or employment, obtain treatment for mental health and/or substance use issues, obtain treatment to address medical needs, and coordinate discharge planning. The Contractor shall provide residential care, case management, and treatment services that utilize a Recovery Model approach that includes elements of motivational interviewing, harm reduction, and critical time intervention. The Contractor must have written policies and procedures in place that address the following concerns and situations: CERS program shall be a low-demand environment with a minimum set of rules designed to engage the Veteran in needed services. Infraction of rules will be used as opportunities for engagement. Acceptance of treatment cannot be a condition of admission or continued stay. Substances will not be permitted on the facility premises. However, continued use of substances will not be used as a sole condition for denial of admission or discharge from the CERS program. Program rules that address substance use should outline ways that homeless Veterans manage their substance use issues and (mental) health without abstinence from substances being the only measure of success. Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay. It would be beneficial for intoxicated individuals to be kept as separate as possible from other CERS program residents, with close observation and physical checks during the first 12 hours. Close observation and physical checks can continue beyond the initial 12-hour period for as long as the individual appears to be intoxicated. Documentation and VA notification of such within 24 hours is required. In all cases relating to signs of withdrawal, the Contractor staff shall contact the local emergency response system and follow up with immediate VA notification via email or telephone call to the COR. The Contractor must provide a safe and sober environment for all residents. The Contractor must have written policies and procedures in place that address the following concerns and situations: Onsite contraband, including weapons and drug or alcohol-related paraphernalia (e.g., alcohol, drugs, drug works, etc.) Contraband disposal Room inspections, including method and frequency, as well as requirement of increased room checks with supporting documentation for Veterans determined to be high-risk Client abandonment of belongings in the facility, including time frames for disposal. Process to elicit client satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing information for continual performance improvement purposes. The Contractor shall ensure the following: Participants are monitored 24 hours a day, 7 days a week, to include all national, religious, and federal holidays. Staffing will be on-site and available 24 hours a day, 7 days a week, including all national, religious, and federal holidays. There are sufficient personnel to assure security. Veterans shall be provided with opportunities to participate in spiritual worship, counseling, treatment, and social skills enhancement. CERS program participants are not co-located with participants of other programs who may be located in the same facility. Planning and coordination of all activities associated with providing safe and appropriate residential care. VETERAN CODE OF CONDUCT The Contractor shall develop a code of conduct to be followed by program residents while receiving services under this contract or while on facility premises. The code of conduct should be reviewed and approved by the COR or HCHV Coordinator and provided in writing to program participants upon admission. At a minimum, the following acts are not permissible: Acts or threats of violence to self, other participants, staff, or the general public. The carrying of firearms or weapons. Gambling in any form. Use of intoxicating liquors, narcotics, or controlled substances of any kind on facility premises. No sexual activity between residents. Honor nightly curfew. No buying or selling of alcohol or drugs among participants. PROGRAM REFERRAL AND ADMISSION The Contractor agrees to accept referrals and provide all services outlined in this contract to any person determined to be eligible by the VA regardless of race, color, religion, sex, sexual orientation/identification, or national origin of the person for whom such services are ordered. Additionally, the Contractor shall not use sub-contracting facilities as a means of circumventing this requirement. Program eligibility criteria are as follows: Veteran shall be literally and/or chronically homeless. Veterans shall be capable of working towards permanent, independent housing. Veteran shall be eligible for VA healthcare services. Veterans shall be independent with their ADLs. Veterans shall not be at high risk for falls. The Contractor shall work to reduce barriers to admission by accepting referrals throughout the day if possible and practicing flexibility with admission processes. Weekend placements will not be authorized under this contract unless prior arrangements have been approved by the VA Liaison. The Contractor shall assist residents with admission forms and eligibility determination with VA. The contractor is the point of contact for referrals and is responsible for initial assessment of whether Veteran is appropriate for admission. The VA is responsible for confirming eligibility of Veterans prior to admission to contract bed for services. The Contractor is expected to work with the identified VA Liaison or other designee to confirm eligibility. It is understood that payment for Veterans admitted without an initial determination of eligibility may not be authorized if the Veteran is found to be ineligible. The Contractor is expected to make final placement decisions with prior authorization from the VA Liaison or appointed representative. Upon acceptance, the authorized VA representative will provide verbal or written approval of acceptance. The Contractor shall ensure that a signed VA Release of Information (ROI) is obtained for any Veteran being admitted to an HCHV CERS bed and that the signed ROI is placed into the Veteran s individual case record. Within 24 hours after admission, the Contractor shall provide a written report of admission that contains the specific data required by the Northeast Program Evaluation Center (NEPEC) for immediate documentation in the Homeless Operations and Management Evaluation System (HOMES). The Contractor shall be responsible for assessing Veterans upon admission and on an ongoing basis. The Contractor shall also be responsible for providing care planning processes that include coordination, supervision, and evaluating care services provided along with discharge planning. Orders, requests, or changes in the referral process shall only be made by the VA COR or HCHV Coordinator. In addition, referrals may be coordinated by an authorized party specified by the VA Liaison or the HCHV Coordinator. The Contractor will be responsible for ensuring that a minimally acceptable level of 80% occupancy of HCHV CERS-funded beds is maintained at all times through independent outreach efforts as well as through collaboration with VA. Outreach activities for the purposes of placement into this program conducted by the Contractor are not authorized under this contract. Contractors must communicate policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, ideally in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the Veteran. This communication must be documented in the Veteran s client record. CASE MANAGEMENT Case management services shall be initiated within 1 week of a Veteran s admission to the program. The written plan of care shall be completed and entered into the individual Veteran case record no later than 14 days after Veteran is admitted to the program. A highly Individualized Service Plan (ISP) shall be developed in collaboration with each participant. Supportive services shall be administered by trained program staff and provided as outlined in the plan of care. The ISP shall be reviewed weekly in a clinical meeting with the Veteran. Case management services shall meet the individual needs of each Veteran and will include, at a minimum, weekly face-to-face meetings with each participant individually to assess, determine, and coordinate housing plans, care needs, and discharge planning. Case management shall include services that will assist homeless Veterans to access resources to increase income, obtain permanent housing, obtain vocational training and/or employment, obtain treatment for mental health and/or substance use and/or psychosocial issues, obtain treatment to address medical needs, and coordinate discharge planning. Contractor shall take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor shall assist Veterans in obtaining the needed documentation required for complete applications, including, but not limited to, birth certificates, driver s license, income verification, and any additional information required by housing resources and potential income supports. Case management shall provide referrals to agencies that will support Veteran care needs and facilitate access to benefits for which Veteran may be eligible. Contractor shall obtain relevant Releases of Information to communicate and coordinate Veterans treatment with VA and other community-based service providers. Contractor shall accompany Veterans to housing interviews, medical appointments, and other appointments as clinically indicated while working with Veterans to foster independence and a sense of self determination. Veteran shall be screened for suicidal and homicidal risk with each contact, at a minimum of weekly during case management sessions. The screening must be documented in regular progress notes in the Contractor s clinical service records. If the Veteran is a danger to him/herself or others, the Contractor shall take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA Liaison. All services offered and provided to Veteran shall be documented in the Veteran s file. Case Management shall include coordination with the VA Liaison as necessary to access care at the VA. DIETARY SERVICES The VA will have the right to inspection of the facility, multiple times annually, scheduled and unscheduled, by an authorized representative(s) designated by the VA to determine whether acceptable dietary standards are maintained, and that adequate care is being rendered. The VA has particular concern for the dietary needs of chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits, or both, because of chronic medical, mental health, or substance use disorders. The Contractor shall serve Veterans 3 nutritionally adequate meals a day (breakfast, lunch, and dinner), with no more than a 14-hour time span between the evening and morning meals. In between meals, at least 2 nutritious snacks that meet each Veteran s dietary needs shall be served to all Veterans. Some Veterans may be limited by dietary restrictions prescribed by a medical provider. Food preparation, serving and storage shall be in accordance with the California Department of Public Health standards: https://www.cdph.ca.gov/Programs/CEH/DFDCS/Pages/FDBPrograms/FoodSafetyProgram.aspx Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas, and for proper waste disposal. The Contractor shall provide all kitchen supplies and utensils required to prepare and consume food and drinks. Menus shall be written at least one week in advance and copies of the menus as served shall be dated and kept on file for at least 30 days. These records shall be made available for review by Veterans and/or VA staff. A designated VA staff member will 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 any point during the contract period. Some Veterans may have medical recommendations for specialized diets (e.g., cardiac, low sodium, or diabetic diets). The Contractor shall accommodate the individualized dietary needs of Veteran residents, as specified by their medical providers. The dietary needs of all Veterans shall be met in accordance with sound nutrition consistent with USDA standards: https://www.nal.usda.gov/fnic/dietary-guidelines. TRANSPORTATION SERVICES The Contractor shall be required to provide transportation to and from the Loma Linda Medical Center (Main Campus), Ambulatory Care Center (ACC), and Community-Based Outpatient Clinics (CBOCs) for Veterans being served under this contract. The Contractor shall also provide transportation to support linkage to community services and resources as needed. If Veterans prefer, Contractor may provide assistance in accessing other transportation services and/or funding, for example, obtaining reduced bus fare, local subsidized transportation services such as Access, etc. The VA shall have the right to inspect any vehicles utilized for the transportation of program participants. The VA may designate representative(s) to determine whether safe vehicle operating conditions are being maintained by the Contractor. Vehicle operation shall be as follows: The manufacturer s rated seating capacity of any vehicle shall not be exceeded. Motor vehicles shall be maintained in a safe operating condition and fully insured. Only fully insured drivers with valid driver s licenses for the type of vehicle being operated shall be permitted to transport Veterans. Emergency safety kits shall be maintained in the vehicle and updated on a quarterly basis. Records of such shall be maintained by the Contractor. Motor vehicles shall be equipped with appropriate fire extinguishers and road emergency kits. CONTRACTOR FACILITY It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The VA will not incur any cost associated with the Contractor providing, repairing, or replacing inadequate or faulty equipment. The term facilities shall include, but is not limited to, rooms, sections, office areas, eating areas, entrances and exits, etc. It is agreed that the VA will have the right to inspection of the facility by authorized representative(s) designated by the VA to determine whether acceptable standards are maintained, and that adequate care is being rendered. At a minimum at least one unit will be Americans with Disabilities Act (ADA) compliant. It is preferable to have more than 1 ADA-compliant unit. Veterans will be housed in semi-private quarters, meaning there are no more than two beds per room. Quarters shall include the following: One single bed per occupant with proper bedding, i.e., fitted sheets, blankets, pillows, etc. Adequate and secure storage space for clothing and personal property. Efficient lighting. Linen and towels. On-site, adequate laundry facilities shall be available. Veteran residents shall be required to do their own laundry, but the Contractor shall provide any supplies needed to do so. Supplies shall include, but are not limited to, the following: Tokens, coins, or funds to operate all machines. Adequate amounts of laundry detergent (hypo-allergenic detergent may be required for medical reasons as prescribed). Restrooms and showers shall be provided with signs that designate men s facility separate from women s facility. In addition, the Contractor shall: Ensure that all toilets, handwashing, and bathing facilities are maintained in a safe, fully functional, and sanitary condition. Additional equipment, aids, and/or conveniences shall be provided in facilities for accommodating ADA standards. Provide all toiletries at no additional cost, i.e., toilet paper, sanitary napkins, shampoo/conditioner, bath soaps, shaving equipment, facial tissues, toothpaste/brushes, hair combs, and brushes. The Contractor shall be responsible to ensure that the facility is maintained clean and free of dirt/grime, mold, bed bugs, and other hazardous substances and damage. The Contractor shall take full responsibility for the Veteran s wellbeing, safety, and privacy once the Veteran enters the facility. Indoor recreation/lounging areas shall be provided with the following equipment: Chairs Reading materials, i.e., books, magazines, and newspapers Other types of entertainment, activities, and/or games that may be deemed appropriate Designated smoking areas shall be provided if allowed, according to the laws of the State of California and/or additional local and county laws. Any designated smoking areas must be consistent with criteria established by VA inspection team. The Contractor shall provide telephone service on-site, free of local use charges. The Contractor shall provide wi-fi for Veteran use within the facilities. Emergency exits shall be marked with sufficient lighting in case of emergency. Evacuation plans shall be posted in common areas. The facility shall be equipped with first aid kits, fire extinguishers that are fully charged and non-expired, and fire/carbon alarms. It is preferable that there is a space for Veterans who enter the facility under the influence of substances so they can be kept separately from other participants in the program until they have been cleared by facility staff to enter the general participant population. This may include having a space where the Veteran can sleep separate from other participants in the program. The Contractor shall provide a designated office space on an ongoing schedule to allow for VA staff to meet with Veteran participants. The office space must afford the authorized VA staff member and Veterans privacy and confidentiality when meeting. At a minimum the space shall: Include at least two chairs. Include a small table or desk. Be handicap accessible. FACILITY QUALIFICATIONS The facility shall conform to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards: https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=101. The Contractor shall possess a valid Business License/Certification for the state of California. The Contractor shall have a current Certificate of Occupancy permit license as required by the authority that has jurisdiction to issue for facility location and shall adhere to all applicable local, state, and federal laws. The facility shall be wheelchair accessible and in compliance with the Americans with Disabilities Act guidelines for buildings and facilities: https://www.access-board.gov/guidelines-and-standards/buildings-and-sites/about-the-ada-standards/ada-standards. This is also referred to as Architectural Barriers Act compliant. The Contractor shall bear all costs associated with ensuring compliance with this requirement; no additional funds will be made available by VA for capital improvements under this contract. Veterans must not be segregated from the rest of the facility due to physical disability. Should a Veteran be referred to the Contractor in need of an ADA-compliant bed and there is not one available, the Contractor shall refer the Veteran in need to an alternate location. The facility shall be equipped with operational air conditioning/heating systems. The facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards. The facility shall have access to public transportation that is within reasonable walking distance. The facility where services are to be provided shall be within a 40-mile radius of VALLHCS. It is preferable if the facility is closer to VA Loma Linda Medical Center. SITE INSPECTION The VA shall conduct an inspection of the facility(ies) prior to and anytime during the period of performance. The Contractor shall permit on-site visits by the VA to assure compliance with the contract requirements. The Contractor shall make all records accessible for review by VA staff. The Contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the Contractor will be given a reasonable amount of time determined by the VA to take corrective action and to notify the Contracting Officer that the corrections have been eliminated. Failure by the Contractor to take corrective action within the reasonable time provided will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will be notified, and shall be the final arbiter on the necessary resulting consequences and action. STAFFING The Contractor shall provide an appropriate number of qualified staff to carry out the policies and responsibilities of this contract and ensure the safety and privacy of Veteran participants in the program at all times. The Contractor shall also ensure that all employees meet and maintain the qualifications required to perform their duties in accordance with this contract and provide services to the identified Veteran population. Staff behavior and interaction with residents shall convey an attitude of genuine concern, caring, and respect. It is preferable that Contractor make training and education available to all case management and clinical staff in the following areas: Motivational interviewing Critical time intervention Stages of change Crisis intervention Cultural sensitivity Sexual Harassment Sensitivity to wider issues of homelessness Universal Precautions (disease transmission prevention) Adult abuse/neglect reporting laws Harm Reduction philosophy Suicide Prevention Medication Monitoring State and Federal Fair Housing Law & ADA Requirements Conflict resolution Customer Service Professional Boundaries Countertransference De-escalation Techniques Housing First Substance Abuse Treatment Options Team model approach It is the Contractor s responsibility to ensure that all case management contract staff complete a case management training course. It is preferable that education be completed prior to the commencement of the contract. All staff members on duty shall be awake at all times and shall possess a current cardiopulmonary resuscitation certificate and current Basic Life Support (BLS) certificate. At no point shall Veteran participants be used to fulfill the requirements of this section. During the provision of Contract Emergency Residential Services (CERS), the following minimum staff are required: Program Manager: The Program Manager shall be responsible for contract performance and shall have full authority to act for the Contractor on all matters relating to the daily operations of the CERS Program. The Program Manager or his/her staff designee shall be available for emergencies either on-site or on-call 24-hours a day, 7 days a week, 365 days a year. Responsibilities of the Program Manager include the following: Contract management. Supervision/management of program staff. Ensuring supportive services are conducive to each Veterans needs. Ensuring the therapeutic and rehabilitative needs of each individual Veteran are met in accordance with their individualized service plan. Ensure completion and submission of daily bed counts. Ensuring timeliness of billing. Ensuring timely submission of required documentation to the VA. Coordination of annual inspections for services with VA staff. Ensuring adherence to program code of conduct. Oversight of CERS Program, services, and facility. Regularly communicate with the VA Liaison, at a minimum on a monthly basis and as needed. Case Managers: Staffing ratios are not to exceed 11:1 (11 Veteran clients to 1 Case Manager). Case Managers are expected to be on-site working directly with Veteran residents during normal business hours of Monday through Friday 8 am to 4:30 pm. Any other schedules will need to be approved by the VA COR, HCHV Coordinator, and Contracting Officer. Responsibilities include the following: Developing and maintaining Veteran files. Completing Veteran intake and collaborating with V...