G--Contracted Emergency7 Residential Services (CERS)

Sources Sought Notice Contracted Emergency Residential Services (CERS) The Great Lakes Acquisition Center (GLAC) is seeking vendors in Upper Michigan near Iron Mountain, to assist the local VA Medical Center with the provision of Contracted Emergency Residential Services (CERS) under the Health Care for Homeless Veterans (HCHV) Program. This program has been developed by the Department of Veterans Affairs in an effort to end veteran homelessness and is authorized by 38 U.S.C. 2031 and 38 CFR Part 63. The GLAC and VISN 12 VA desire to implement this program by obtaining CERS for homeless or near homeless Veterans and preparing them for independent living, so that they eventually find their way to permanent housing located within the community. CERS housing facilities must be physically located within 25 miles of the Oscar G. Johnson VA Medical Center located at 325 East H Street, Iron Mountain, MI 49801. CERS housing facilities must be real property and conform to the requirements for all applicable local and state licensing standards for residential board and care type occupancies or for the type of setting designated by local fire safety officials. The VA will not consider developmental properties. The physical building must conform to the standards in the general chapters of the latest edition of the Life Safety Code and National Fire Protection Association (NFPA) Standard No. 101 referenced at http://vaww.ceosh.med.va.gov/01FS/Pages/firesafety.shtml in effect on the date the agreement would be established. All applicable fire laws must be complied with and there must not be any recommendations from the fire officials that have not been resolved. Facilities with automatic sprinkler systems are preferred, but not required. Facilities must be compliant with the American Disabilities Act (ADA). CERS facilities may be segregated based on gender (male/female) and family status (children/spouse); however, contractor is not allowed to maintain or provide dual or segregated patient facilities that are segregated on the basis of race, creed, color, or national origin. Contractor also may not require such segregated use by written or oral policies or tolerate such use by local custom. The term facilities shall include, but not be limited to: rooms, wards, sections, eating areas, drinking fountains, entrances, etc. CERS housing facility shall be licensed as required for the particular setting under State or Federal authority, and shall meet all applicable local, state, and Federal requirements concerning licensing and health codes. In addition, Contractor must hold a current certification from the Behavioral Health Certification Section, which is issued by the State, Department of Health Services, to provide Mental Health services. Accreditation by Joint Commission is evidence of contractor s internal quality assurance mechanisms and is desirable, but not required. CERS will be furnished to veterans for whom such care is specifically authorized by the Department of Veterans Affairs and referred by authorized VA personnel. Contractors shall have experience and be able to demonstrate ongoing capacity in successfully working with residents recovering from co-morbid conditions such as serious mental illnesses, substance abuse, disorders, and other serious medical conditions within a community setting. Contractor shall provide the care listed below to Veterans referred and admitted to the CERS facility: Room and Board: Contractor shall provide for the Veteran to reside in a room that affords the Veteran safety and security. Rooms shall have a bed, clean linen, and other furnishings that can be locked such as a closet, armoire, locker, etc. for each Veteran to store his/her belongings. Beds bed must be designated and used exclusively by a single Veteran from the time of admission to the time of discharge. Meals including dietetic services: Contractor shall provide at least three (3) nutritionally adequate meals, two of which are hot meals, as well as nutritious snacks between meals and before bedtime each day, 7 days a week. At a minimum, meals must meet adult nutrition needs as outlined in United States Department of Agriculture (USDA) Food and Nutrition Service Child and Adult Care Food Program (CACFP) or USDA Food Group Menu Plan found at http://www.fns.usda.gov/cacfp/emergency-shelters, and no more than a 14 hour span between the evening meal and breakfast the following day is allowable. When given ample notice, the facility shall provide nutritionally adequate bag meals to participants who work or have appointments off-site during the facility s posted meal service times. All food shall be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. The VA has particular concern for 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 abuse disorders. A VA dietitian 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 inspections, in response to any complaints, or at any other point during the performance period. Laundry facilities: Contractor facility shall provide on-site capability for Veterans to do their own laundry free of charge. Health and personal hygiene products: Contract shall make items accessible to Veterans such as wash cloths, soap, feminine products, deodorant, toothpaste, and tooth brush. Medications: Contractor shall have a process in place to store all medications in a locked drawer or cabinet. Veterans will be provided access to the locked medicine cabinet and be capable of self-managing and taking their own medications. Veterans residing in the program should be educated about these procedures and the importance of safely storing medications. Supportive/Case Management Services: Contractor shall, at a minimum, provide the case management services below to Veterans in the CERS program. Integrate Harm Reduction model and principles in developing a plan of care/treatment plan with the Veteran to identify goals which address the Veteran s housing and clinical needs. The treatment plan shall have explicit goals and objectives, including long-range discharge goals. Monitor physical and psychiatric health and substance use status and stability. Advocate on behalf of the Veteran to fill gaps in the service that VA is not able to provide. Collaborate with VA Social Workers to ensure Veterans are connected to needed VA medical, mental health, and substance abuse treatment and care. Review the current treatment plan and goals when there is a significant change in the Veteran s situation (medical, mental, marital, financial, etc.), when there is a change to a higher-level of care, or in compliance with the local VA medical facility s or contractor s policy/procedure regarding treatment plan review. Support mental health stabilization and obtainment of individual Veterans goals. Other services: Contractor shall provide or assist with obtaining the other services listed below to Veterans in the CERs program. Substance Use Disorder (SUD) treatment services. Education/enhancement of community/independent living skills and basic life skills such as credit repair, money management, job searching, shopping, safety, basic cleanliness, and meal preparation. Referrals of veterans to VA medical facilities, VA Regional Offices, and community-based agencies for a variety of services that may include health-care, entitlements, vocational assistance, education, recreation, and any other needed assistance. Crisis management services needed to maintain the veteran safely in the program. For example, contractor shall have an established process for knowing how to handle medical and psychiatric emergencies such as a heart attack, a psychotic episode, or physical encounter between residents or between resident and staff personnel. Facilitation of the Veteran s involvement in therapeutic and work restoration programs, in line with treatment and recovery goals, such as Compensated Work Therapy (CWT), and other vocational training or employment services, as appropriate. Opportunities for learning, testing, and internalizing knowledge of illness/recovery process and to upgrade social skills and improve personal relationships. Housing services including assistance to Veterans in completing housing applications and other benefits paperwork as needed. Contractor shall also assist Veterans in obtaining documentation required for completing applications including, but not limited to birth certificates, driver s licenses, income verification and any additional information required by housing resources and potential income supports. Contractor will maintain veteran records that comply with the Privacy Act, HIPAA, and all other applicable confidentiality requirements. Contractor must ensure the physical security of records and prevent the unauthorized disclosure of the records, reports, or other private information regarding veterans, except with the veteran s informed written consent. Contractor may be required to sign a Business Associate Agreement with the VA. Veterans served through VA s HCHV Housing program must be entered into the local community Continuum of Care s (CoC) Homeless Management Information System (HMIS) by the contractor. Data entered must include, at a minimum, the Universal DatData Elements from the 2010 HMIS Data Standards found at: https://www.hudexchange.info/programs/hmis/hmis-data-and-technical-standards/ The Product Service Code (PSC) for this service is G099 - Other Social Services and the North American Industry Classification System (NAICS) code is 624229 Other Community Housing Services, with a small business size standard of $15 Million. The Government anticipates establishing multiple Blanket Purchase Agreements (BPAs) with community vendors, if possible. If any vendor believes they can satisfy the needs of the Government, it is encouraged to respond to this Sources Sought Notice. Responses shall include the following documentation. a. Company Background Information Number of years in business, number of years providing Housing and/or related social services, types of population served (i.e. veterans, women, men, children, families), facility location/physical building address including a map of the area, indication if facility is accredited by Joint Commission or CARF, and whether or not the facility considers itself a healthcare provider and complies with HIPAA requirements as normal business practice. b. Facility Photographs Color pictures of all major areas including outside of building, entrance, bedrooms and furnishings, medication and food storage areas, kitchen, bathrooms, common areas, etc. for all facilities being considered for use. c. Community Partner Organizations/Providers (subcontractors) Listing of these partners/providers who will be assisting in the provision of the Emergency Residential Services as noted above and their roles/responsibilities. d. Copies of licenses, certifications, and permits Examples are: Safe Serve, Occupancy Permit, First Aid/CPR for staff, Counselor Licenses or Certifications, etc. e. Copies of state agency reports/inspection results within the last two years. A facility inspection by VA personnel is required and must be passed in order to be eligible for establishment of a Blanket Purchase Agreement. Interested parties are reminded to register in the System for Award Management (SAM) database at www.sam.gov in order to be eligible to do business with the Government. If a contractor desires to receive Veteran Owned Small Business (VOSB) or Service Disabled Veteran Owned Small Business (SDVOSB) credit, registration and verification in VetBiz at www.vetbiz.gov is required. This Sources Sought Notice shall not be considered as a request for proposal or as an obligation on the part of the Government to acquire any products or services. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of the contractor submission of this Sources Sought Notice or the Government's use of such information. The Government reserves the right to reject, in whole or in part, any contractor's input resulting from this Notice. No contract will be awarded as a result of this notice and data submitted will not be returned. Interested parties shall submit a response in an electronic format via email to [email protected] and [email protected] no later than February 14, 2017 by 4:30 p.m. CT. Facsimile responses will not be accepted. Electronic files should be in Microsoft Office Word or PDF format. All information should be UNCLASSIFIED material only.