SOURCES SOUGHT
Q -- Home Care Services
- Notice Date
- 7/5/2011
- Notice Type
- Sources Sought
- NAICS
- 621610
— Home Health Care Services
- Contracting Office
- Department of Veterans Affairs;VAMC;1400 Blackhorse Hill RD;Coatesville PA 19320
- ZIP Code
- 19320
- Solicitation Number
- VA24411RI0373
- Response Due
- 7/18/2011
- Archive Date
- 8/2/2011
- Point of Contact
- Christopher Kelly
- Small Business Set-Aside
- N/A
- Description
- July 5, 2011 Home Casre Services (HCS) Notice Type: Sources Sought Synopsis: Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research to determine potential sources to provide Home Care Services (HCS). The Government may or may not issue solicitation documents. The Department of Veterans Affairs, Coatesville Area Medical Center (CVAMC) located at 1400 Blackhorse Hill Road Coatesville, Pennsylvania 19320, is conducting a market survey for qualified vendors capable of providing HCS to eligible Veterans located in, but not limited to, Southeastern Pennsylvania. Below is a sample of a potential Statement of Work. Responses to this notice must be submitted by email and received not later than July 18, 2011. No telephone or fax inquiries will be accepted. Statement of Work General Information This Statement OF Work (SOW) establishes requirements for providing HCS to beneficiaries of the Department of Veterans Affairs (VA), Coatesville Veterans Affairs Medical Center (CVAMC), 1400 Black Horse Hill Road, Coatesville, PA, 19320. BACKGROUND OF THE REQUIREMENT The CVAMC participates in a Veteran's Health Administration Program to provide HCS to eligible Veterans who, in the absence of Home Care Support Services, would require nursing home placement. HCS will be furnished to Veterans in the community for whom such care is specifically authorized by the CVAMC. The services may include Homemaker Services, Home Health Aide Services, and NI-Respite In-Home Respite Care Services. OBJECTIVE(s) Obtain HCS for eligible beneficiaries of the CVAMC at a competive price. SCOPE >Contractor shall provide HCS in accordance with this SOW. >Place of Performance: Eligible Veterans' home in Southeastern Pennsylvania (but not limited to). >Modifications: The Contracting Officer (CO) will issue all modifications to the contract as needed. >Referrals will be made to successful offeror(s) based on the geographic location of patients within the Coatesville service area. The Coatesville service is as follows, but not limited to: Berks County, Bucks County, Chester County, Delaware County, Lancaster County, Lehigh County, Montgomery County, Northhampton County, and Philadelphia County. >Veterans may be provided HCS at the expense of the CVAMC, as long as such care is needed, as determined by the CVAMC. >Payments made by the CVAMC under contract will constitute the total cost of HCS. The Agency agrees that no additional charges will be billed to the veterans or his/her family or any third party payer source. >The titled individual or individuals authorized to issue orders for the HCS shall be identified after contract award: DEFINITIONS >Active Patients Veterans receiving HCS. >ACHC - Accreditation Commission for Health Care, Inc. >ADLs - Activities of Daily Living includes bathing, dressing, toileting, transferring, feeding, and continence. >Beneficiary VA patient >CHAP Community Health Accreditation Programs Joint Commission, AHCA >GEC - Geriatric Extended Care >Home Care Services - Homemaker Services, Home Health Aide Service, and Non-Institutional Respite (NI-Respite) In-Home Care Services Homemaker Services - Services necessary for the maintenance of the patient in the home. Services may include light housekeeping (sweeping, vacuuming, dusting, etc.), laundry, meal preparation, grocery shopping, escorting the patient to appointments, assuring patient safety, and other services that are consistent with the homemaker s level of responsibility and the patient s care plan. Home Health Aide Services - Personal care services provided in the home. Services may include assistance with ADLs, aid in the ambulation or transfers, active and passive exercises, assistance with medical equipment and routine health monitoring. Services may also include specific household tasks to maintain a safe environment in areas of the home used by the patient (e.g., changing the bed and doing laundry essential to the cleanliness of the patient). These services are provided by persons who have successfully completed appropriate training and education consistent with State law and regulations. Non-Institutional (NI) Respite In-Home Care: Respite care provides veterans care on a short-term basis to give caregivers a planned period of relief from the physical and emotional burdens associated with furnishing daily care to chronically ill and severely disabled persons. Services may include, but are not limited to those listed in D NI-Respite In-Home Care of the Statement of Work . >IADLs - Instrumental Activities of Daily Living includes shopping, meal preparation, light housekeeping, mobility (ability to leave home), using telephone. >POC Plan of Care >SOC Start of Care >SOW Statement of Work >CO Contracting Officer >COTR Contracting Officer s Technical Representative >DVA Department of Veterans Affairs >VAMC Veterans Affairs Medical Center >CVAMC - Coatesville Veterans Affairs Medical Center >VA - Veterans Affairs GOVERNMENT FURNISHED The Government will: >Approve, approve with adjustments, or disapprove the number of hours per day, days per week, and length of services using information from the VA GEC Referral Form (10-0415), Agency Initial Nursing Assessment, and the Plan of Care (POC). >Provide primary medical care/fee basis care for veterans receiving HCS. >Oversee the quality of services being delivered to veterans through review of the VA POC, 90-day Progress Note, RN Assessment, Patient/Family Satisfaction Surveys, and QA activities submitted monthly with invoices. >Assess patient satisfaction through annual telephone survey on at least 33% of active patients receiving HCS. >Make random home/contractor visits, as needed, to evaluate services being provided. >Provide a copy of VA Geriatric Extended Care (GEC) Referral Form 10-0415 to the Contractor. >Provide Physician's orders (GEC consult) on referred patients. >Provide relevant medical information on referred patients. >Authorize number of hours/days and duration of services. >Review POC at Start of Care (SOC) and every six months for recertification purposes and make administrative/fiscal recommendations for changes based upon VA administrative/fiscal constraints as appropriate. >Provide patients with copies of the Patient s Rights and Responsibility, with a mechanism for filing complaints. >Assess and re-assess vendor services. >Evaluate the quality of professional and administrative services provided, but retain no control over the medical, professional aspects of services rendered (e.g. professional judgments, diagnosis for specific medical treatment), in accordance with FAR 37.401(b) policy. >Reject any of the Contractor s personnel and refuse them permission to provide services under this contract when necessary. CONTRACTOR FURNISHED Contractor shall: >Provide all services required in this SOW either directly or through sub-contractors with written approval from CO. >Provide services up to 7 days per week, 365 days per year, Sunday through Saturday, 6 a.m. to 10 p.m. (up to 8 hours per visit), during the entire contract period. >Services provided shall be no less than one hour nor more than 8 hours per day, depending on the prior written authorizations provided. >Contractor shall provide service to the Coatesville service area unless given written authority not to do so by the CO. (as stated above under "Scope," fourth bullet) >Bear the cost of orienting care providers. This orientation must be approved by appointed CVAMC personnel. >Provide updates and refreshers to the CO and/or Contracting Officer s Technical Representative (COTR) upon request and when policy, procedures, or processes change. >Ensure subcontractor(s) furnishing services must be approved in advance by the CO. >Any subcontractor(s) furnishing services shall provide services in accordance with the terms, conditions and provisions of the contract. >Ensure sufficient coverage during all periods of vacation, illness, or emergencies. >Develop and maintain written policies and procedures regarding staff credentials. >Ensure services are performed by competent professional staff familiar with the nature of the services involved and fully qualified under the laws of the State of Pennsylvania. >Supervise and ensure the competency of staff according to Contractor policy, VA policy (if requested) Medicare regulations and have accreditation from some type of governing body approved by the CO prior to award. >Provide appropriately trained and oriented staff to cover in the absence of contracted personnel. >Provide orientation to designated CVAMC staff on Contractor policies and procedures, and any processes necessary to cooperatively function. >Provide and document competencies, orientation, and training programs for all employees including safety, equipment management, and patient confidentiality appropriate to the service provided. >Perform admission and supervisory visits per JC, CHAP, and ACA accreditation standards. >Communicate feedback re: initial HCS visit. >Complete background investigations to ensure that employees do not have a record of criminal offenses or substantiated incidents of patient abuse; and, if required to perform their duties, employees are properly licensed and insured to operate motor vehicles. >Participate in those activities designated by the CVAMC to ensure quality of CVAMC contracted services. >Submit reports to the CO and/or COTR as requested. >Maintain a record of patient complaints, including problem resolution, and all performance improvement activities, including patient satisfactory indicators. >Provide a written emergency preparedness plan at each option year exercise to the CO and/or COTR upon request to ensure continuing care and support in the event of an emergency, which would interrupt normal services to patients. >Provide a written plan for ensuring the evaluation, reporting, and maintenance of records related to infection among patients and, as appropriate, among staff. >Provide documentation of plan implementation upon request to the CO and/or COTR. >Notify the CVAMC of significant variances/sentinel events. >Immediately document, call, and fax a report to the COTR on any known incidents of death, accident, injury, refusal of care, infection related to furnished; medications, supplies, or medical equipment, and any life-threatening equipment malfunctions or equipment recalls. >In the event of an unsuccessful visit, contractor shall not bill for more than one hour of care. >Send Protected Health Information (PHI) via encrypted email or fax. When information is being faxed, authorization must be obtained from the COTR prior to doing so. >Make available copies of certificates, training, licensure or other information as evidence of the qualifications and/or experience of personnel providing services under this contract before work is started within this contract but after award. This information may be requested by the CO and/or COTR at any time of the performance period of this contract. >Issue identification badges to all personnel. >Promptly notify the CVAMC Social Work Service, VA HCS Social Worker, or Social Work Representative and COTR, via telephone and encrypted email in the event the patient receiving services under this contract dies. >Notify CVAMC immediately when a medical emergency requiring hospitalization occurs. >Agree and warrant that there are no dual or segregated patient services, which are segregated on the basis of race, creed, color or national origin, and does not require segregated use by written or oral policies nor tolerate such use by local custom. >Accept referral of and provide all services specified in this contract for any person determined eligible by the CVAMC, regardless of the race, color, religion, sex or national origin of the person for whom such services are ordered. >Allow the CVAMC ready access to all medical records concerning veteran care. >Retain medical records on all veterans for a period of at least three (3) years following termination of care upon discharge or death of a patient. >Provide the following for personnel: Worker's compensation Professional liability insurance Health examinations Income tax withholding Social security payments SPECIFIC REQUIREMENTS Qualifications: The minimum standards for agencies furnishing HCS are below: >Be licensed by the State of Pennsylvania and meet license and certification regulations for Home Health Agencies. Provide this documentation to the CO and/or COTR every year. >Personnel (aides) must be trained and have successfully completed a competency evaluation. Provide this documentation to the CO and/or COTR yearly of 50% of all cases opened over a 12-month period and access to 100% of cases. >HCS must be provided under the supervision of a registered nurse captured on Registered Nurse (RN) Assessment Forms. Documentation will be ongoing and review provided at the beginning of each Option Year renewal to the CO and/or COTR. Inspections: The CVAMC reserves the right to thoroughly inspect and investigate the establishment, facilities, business reputation, and other qualifications of any Offeror and to reject any offer, irrespective of price, that shall be administratively determined to be lacking in any of the essentials necessary to assure acceptable standards of performance. Accreditation: The Contractor shall maintain JC, CHAP, or ACHC accreditation or at least Medicare/State certification and day-to-day compliance with current standards for Home Care. Proof of accreditation and licensure shall be furnished to the CO and/or COTR upon request. >Contractor shall meet Home Care and/or Accreditation Standards, if accredited. >Certificate of insurance, evidencing that the required coverage has been obtained, shall be furnished to the CO and/or COTR every year prior to option exercise. HIPAA Compliance: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). Home Health Aid Services qualifies as a medical service therefore, no Business Associate Agreement is required. >Payments - Payments made by the VA under this contract constitute the total costs of all services rendered. The Contractor or his/her employees will not solicit contributions, donations, or gifts from patients or family members. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Email: Christopher.kelly4@va.gov. Contracting Office Address: Department of Veterans Affairs; Coatesville Area Medical Center located at 1400 Blackhorse Hill Road Coatesville, Pennsylvania 19320 Place of Performance: Southeastern Pennsylvania (but not limited to) Point of Contact: Christopher.kelly4@va.gov
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/CoVAMC542/CoVAMC542/VA24411RI0373/listing.html)
- Place of Performance
- Address: Eligible Veterans' home located in;Southeastern Pennsylvania (but not limited to)
- Zip Code: 19320
- Zip Code: 19320
- Record
- SN02489413-W 20110707/110705234233-03f49ec5c2c4892a3f66a8bbec1457bb (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |