Department of Veteran Affairs Medical Center Acquisition Service Area Office East VISN 8 7305 North Military Trail West Palm Beach Fl 33410-6400 Sources Sought December 28, 2009 Opening Date: December 28th, 2009 Closing Date: January 04, 2010 This Sources Sought Notice (SSN) is NOT a Request for Proposal (RFP) and does not constitute a commitment by the Government. The Government is currently conducting market research in accordance with Federal Acquisition Regulation, Part 10, to identify potential sources to provide the requirements for and to gather information on current capabilities within the market. All information submitted in response to this Sources Sought Notice is voluntary and the Government will not pay for information requested nor will it compensate any respondents for any cost incurred in developing information provided to the Government for this purpose. Proprietary information submitted should be marked appropriately. All submitted information shall remain property of the U.S. Government and will not be returned. The Department of Veteran Affairs in West Palm Beach Florida has a future requirement for Adult Day Care Services in the Vero Beach area. The Acquisition Service Area Office East - VISN 8 contemplates an award of an Indefinite Quantity Contract (Firm Fixed Price) to provide Adult Day Care services for VA beneficiaries living in the Vero Beach area. Dependent upon responses, the proposed contract award priority shall be to Service Disabled Veterans Owned Small Businesses, Veteran Owned Small Businesses followed by Small Business interests and then Large Business interests. The period of performance for this contract will be one year, with four additional one-year option periods. The contract base year is estimated to begin March 2010. The contractor shall provide services in Vero Beach to include: facility, transportation, and trained personnel necessary to provide comprehensive Adult Day Care Services in accordance the statement of work and in accordance with VHA Handbook 1147.1 dated 6 July 2009. The contractor must be licensed by the state of Florida and pass a safety inspection performed by VA staff. Again, this is only an inquiry, no quote or proposal is requested at this time. As such, if your organization has the capability to meet these requirements and is interested, please reply back to me with a statement describing your capabilities. This information shall be provided no later than 5:00 PM Eastern Standard Time January 04, 2010. It is anticipated that a Request for Proposal (RFP) will be announced approximately late January 2010 with proposals due in February 2010. Proposals that do not meet the mandatory qualification criteria will not be considered for evaluation. Respondents to this Sources Sought Notice may identify their interest by submitting a capability statement, including how they plan to meet the mandatory qualification criteria, an anticipated delivery schedule of the service, and primary contact information at the organization (name, email, address and telephone number) handling this Sources Sought Notice in the event the Contracting Officer has additional questions or requires clarification of the submitted information. Responses are limited to 5 pages. Data sets (i.e., tables, charts, graphs) and documents that are pertinent to the response can be submitted along with proposal submission. Potential respondents are also requested to include whether or not they are a large or small business and include their DUNS number on capability statement. Small businesses are encouraged to respond. All respondents and comments to this Sources Sought Notice shall reference ADHC WPB Vero Beach and be submitted to Lisame Acharia, Contract Specialist at
[email protected] by 5:00 PM EST, January 4, 2010. Attachment: statement of work Description/Specifications/Statement of Work 1. ADHC will be furnished to beneficiaries for whom such care is specifically authorized by the Department of Veterans Affairs. It is understood that the type of patient to be cared for under this Basic Ordering Agreement will receive these services as a substitute for institutionalization. The purposes of providing ADHC are to enable functionally impaired individuals to reside in supportive home environments rather than in nursing home facilities, to facilitate older veterans to their home and coordinate long term care thereby reducing readmission's to hospitals and nursing homes; to maintain the older veteran at the highest level of functioning possible; to improve the quality of life for the participants among their peers; and to provide support for the family and other care givers of older veterans. The care provided will include: medical services (i.e. medication review, treatment planning, and consultative support when necessary) nursing, social work services, assistance with activities of daily living, activity therapy, case management, nutrition service including meals and transportation. 2. The ADHC Program will meet the VA standards for ADHC as promulgated in 38 CFR Part 17.51c through 17.51e. 3. Unless specifically excluded in this Indefinite Quantity Contract, the per diem rate established will include the services listed above and will also include all services or supplies normally provided other patients by the facility without extra charge. 4. If the VA Medical Center and the ADHC Program agree that the VA shall provide services under 38 CFR 17.51f, the agreement will be incorporated into the contract and either the per diem rate will be re-established or direct payment made to the United States to reflect the full cost of the VA's contribution. 5. Absences of the patient from the ADHC Program will not be reimbursable. Payment will not be provided for services not provided. 6. It is agreed that the ADHC program will notify the authorizing VA hospital immediately when a medical emergency requiring hospitalization occurs. It is agreed that the veteran will be admitted to an appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-Federal hospital may be accompanied provided VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that admission to the VA hospital will be accomplished as soon as the patient's condition is sufficiently stabilized to permit admission to VA. 7. In the event a VA beneficiary receiving ADHC care under this Indefinite Quantity Contract expire, the ADHC will promptly notify the VA office authorizing admission and immediately assemble, inventory, and safeguard any of the patient's personal effects. The funds, deposits, and effects left by VA patients upon the premises of the ADHC shall be delivered by the ADHC to the person or persons entitled thereto under the laws currently governing the ADHC for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition of the funds and effects will be immediately forwarded to the VA office authorizing admission. Should a deceased patient have no will, heirs, or next of kin, his/her personal property and funds wherever located vests in and becomes the property of the United States in trust? In these cases the ADHC will forward inventory of any such property and funds in its possession to the VA office authorizing admission, and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from VA concerning disposition. 8. The ADHC Program shall not maintain nor provide dual or segregated patient facilities which are segregated on the basis of race, creed, color or national origin. The ADHC Program shall neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, and entrances, and other like areas. 9. It is agreed that VA will have the right to inspection of the ADHC and all appurtenances by authorized VA representative(s) to ensure that acceptable standards are maintained and that the necessary care to maintain the well being of the patient is rendered. 10. The ADHC shall accept referral of and shall provide all services specified in this Indefinite Quantity Contract for any person determined eligible by the VA Medical Director or his/her designee, regardless of the race, color, religion, sex or national origin of the person for whom such services are ordered. In addition, the ADHC Program warrants that subcontracting will not be resorted to as a means of circumventing this provision. 11. It is agreed that duty authorized representatives of VA will provide follow-up supervision visits to veterans placed to assure the continuity of care and to determine whether acceptable standards are maintained and that adequate care is being rendered. It is understood that these visits do not substitute for nor relieve the ADHC in any way of the responsibility for the ADHC plan of care and medical treatment of the veteran. 12. All medical records concerning the veteran's care in the ADHC will be readily accessible to VA. Upon discharge or death of the patient, medical records will be retained by the ADHC for a period of at least three years following termination of care. Patient records will be maintained in conformance with the Privacy Act of 1974 (5 U.S.C. 552a). A medical record shall be maintained for each patient. 13. The beneficiary will be provided ADHC at the expense of VA for a period not in excess of that stated in the Authorization received from VA, unless an extension of the authorization is provided in writing by the placing VA facility. 14. It is agreed that the ADHC Program will submit a monthly report on the attendance, medical, functional and psychosocial status of beneficiaries receiving care under the Indefinite Quantity Contract to the VA. 15. Payments made by the Department of Veteran Affairs under this contract will constitute the total cost of ADHC. The ADHC programs agrees that no additional charges will be billed to the beneficiary or his/her family, either by the ADHC or any third party furnishing services or supplies required or such care, unless specific prior authorization in writing is obtained from the VA facility that authorized payment placement. 16. The ADHC program warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials which have not been resolved.