G004--2023 HCHV CERS Acquisition, KC, (VA-23-00006263)
SOURCES SOUGHT DISCLAIMER THIS IS NOT A SOLICITATION AND NO CONTRACTS SHALL BE AWARDED FROM THIS NOTICE. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requested. SDVOSB and VOSB respondents are encouraged to provide proof of verification in VIP. Consistent with Public Law 109-461 (38 U.S.C. 8127 and 8128), the VA shall award contracts based upon competition restricted to SDVOSBs or VOSBs when a contracting officer has a reasonable expectation, based on market research, that two or more firms listed as verified in Vendor Information Pages database are likely to submit offers and an award can be made at a fair and reasonable price that offers best value to the United States. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is an sources sought only. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS 624221. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. DESCRIPTION, SPECIFICATIONS AND REQUIREMENTS PURPOSE. The Department of Veterans Affairs Medical Center in Columbia, Missouri, requires Contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient supportive services to meet their needs and ultimately facilitate the improvement of their housing situation. BACKGROUND. Tough the HCHV program, VA provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from Contractors in Columbia/Boone County, Missouri, who can provide housing and supportive services to Homeless Veterans and/or their families in community-based Contracted Emergency Residential Services (CERS) facilities offering a safe and secure environment that supports their goals for recovery from homelessness. The Contractor will be required to provide a low-barrier therapeutic and rehabilitative milieu and attendant services targeting the underlying factors contributing to homelessness. The Contractor will not be required to provide detoxification or other hospital level treatment. SERVICES TO BE PROVIDED BASIC SERVICES: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care under this contract with the following basic services: ROOM AND BOARD: Room and Board shall be accessible to the Veteran seven (7) days a week and 24 hours per day. Accommodations will include a bed and other furnishings such as a dresser, storage locker or designated secured space, and personal linens (towels, pillows, blankets and bed sheets, etc.). The Contractor will allow Veteran to store personal belongings for at least 72 hours after formal HCHV discharge. At least tee (3) nutritious meals will be provided seven days a week for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g., fruits, vegetables, protein sources, etc.), between meals and at bedtime for those requiring or desiring additional food, even when it is not medically indicated. There will not be more than a 14-hour span between evening meal and breakfast of the following day. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh, etc.). Food shall be prepared, served, and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning food preparation equipment and work areas, and disposing of waste. LAUNDRY FACILITIES: Laundry facilities and necessary detergent will be available free of charge and will be adequate for residents to do their own laundry or to have laundry done at a minimum of one time per week. THERAPEUTIC AND REHABILITATIVE SERVICES: Each Veteran will have an Individual Care Plan (ICP) completed by the Contractor with input from the Veteran and the VA HCHV Liaison (or Designee). Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide shall be detailed in the QASP and will include: Group Activities: Structured group activities, as appropriate, shall occur four (4) times per month examples include group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate. For the purposes of this contract House Meetings and VA Housing Resource Groups may not be counted as a structured group activity; rather, House Meetings and VA Housing Resource Groups should have a therapeutic value and facilitation shall be the responsibility of the Contractor. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflict with this requirement, alternate group activates will be arranged and/or the Contractor will clearly document efforts made to accommodate the Veteran. VA Coordination: Collaboration and coordination with VA program staff, as needed, will include coordination of supportive psychosocial services. Specifically, coordinated efforts must be made with the Liaison around meeting the Veteran s medical, mental health, admission and discharge needs. Case Management: A thorough written Individualized Care Plan (ICP) will be developed within 14 days of admission for each Veteran. This will include structured individual case management, to occur at minimum weekly, including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, the written care plan, and referral for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources. In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA HCHV Liaison, VA Mental Health Staff, and/or the contracted Case Manager. On a weekly basis the contracted Case Manager will be required to update the Liaison on Veteran progress and/or safety concerns for HSR Veterans. Contracted Case Manager will review the HSR Safety Plans with the Veteran on a bi-weekly basis. HSR Safety plan reviews and a copy of the Veteran s Safety Plan will be documented in the chart. All Veterans will be referred to VA for Primary Care and Mental Health appointments and Contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans ICP and reviewed by the VA HCHV Liaison at least monthly. All Contractors will provide proper documentation verifying services and case management efforts by all team members including but not limited to housing, benefit and employment specialists, and program management staff. It is expected that all notes will be written professionally in a format that utilizes the clear establishment of goals and documents progress towards those goals (e.g., SNAP, SOAP, or SMART notes). Staffing Ratio: Contractor will maintain a minimum staffing requirement ratio of one (1) Case Manager per 12 Veterans. Exceptions may be granted in writing by the VA. Staff is defined as a paid professional or para-professional and does not include interns. Permanent Housing Search: Programs are required to provide each Veteran with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for the Veteran s transition to permanent housing placements must be clearly reflected in each ICP and in weekly case management notes. As a core part of this plan, the Veteran s housing history and other psychosocial needs must be assessed within seven (7) days of program admission. Housing Assessments must include Veteran s housing history, and identify their strengths (i.e., positive prior rental history) and barriers (i.e., Unlawful Detainers). Should the Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques will be used to address Veteran ambivalence. All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. Examples of expected housing services include assisting Veterans with obtaining identification and other legal documents necessary for obtaining housing; referrals to housing programs for which Veterans are eligible; searching for affordable, appropriate housing; completing applications for housing and other resources; and accessing financial resources to assist with move-in expenses (e.g., rent and utility deposits). All housing efforts by Contractor shall be documented clearly and that documentation shall be presented to VA HCHV Liaison upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own meet the above requirements. Financial Planning: Referral to and follow up on all potential financial resources for which the Veteran may be eligible (e.g., SSI, SSDI, SNAP/food stamps, non-service-connected pension, etc.). Case Managers will document all structured activities that support Veteran in developing a short- and long-term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be addressed in group settings but should primarily occur during one-on-one case management services. Employment Services: Referral shall be made to all relevant employment opportunities for which the Veteran is eligible and interested. Case Managers will document all structured activities that support Veteran in applying for employment as appropriate, based on needs of Veteran as identified in the assessment. Recovery: Support for an alcohol/drug abuse-free lifestyle shall be provided in an environment conducive to social interaction and the fullest development of the Veteran s rehabilitative potential, as will assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models. The focus shall be on Harm Reduction, a key principle of a Housing First approach, rather than on abstinence. Results of drug/alcohol screening will be used for informational, safety, and treatment planning purposes only. Pursuant to these principles, drug testing will not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior and inform treatment. Occupancy: It is expected that Contractor beds will be maintained at an average minimum of an 85% occupancy rate but at a preferred rate of 100% as calculated based upon number of bed nights available per quarter, for beds allocated to be used for eligible Veterans. Outreach: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VA HCHV Homeless Programs Designee(s) at least one time per month. In addition, clear documentation for outreach activities must be made available to Liaison upon request during the QASP review. Contractors will maintain occupancy by engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community. Discharge Planning: Securing permanent housing will be the primary discharge goal for every Veteran. All Veterans must have a discharge plan within 14 days of admission which integrates items included in Paragraph 5 above. Compliance with all VA regulations regarding discharges and timeliness of reporting discharges is required by Contractor. Case Managers will provide assistance with discharge planning for every Veteran and report all discharges to the VA HCHV Liaison. Paperwork related to discharging a Veteran from any HCHV program is required via email or fax within one (1) business day from date discharge is known to Contractor. Housing needs will be assessed upon admission to HCHV and resources will be coordinated for discharge to a successful community placement toughout the duration of the Veteran s stay. A negative discharge for undesirable behavior is a committee decision that must include the VA HCHV Liaison prior to discharge. All Veterans scheduled for discharge based on behavior must meet with the treatment team and work with team to determine most therapeutic option for Veteran. This does not include violations for safety reasons or verbal abuse. Please note: Profanity does not in and of itself constitute abuse and shall not exclusively be considered grounds for discharge. Any and all actual or teatened violence will be grounds for discharge. Veterans may be discharged for safety reasons at any time. All negative discharges will be subject to a full team debriefing, including VA HCHV Liaison, to look for opportunities missed to intervene sooner. All discharges are subject to the Contractor s grievance procedures and must allow clients the opportunity to be represented by the Liaison in the grievance process. Reasonable efforts must be made to coordinate with the Liaison in order to schedule an appeal. Lastly, HCHV performance measures and requirements set forward in this solicitation must be met in order to receive the highest past performance rating. These include the following: HCHV1 (% Exits to Permanent Housing) 55% or higher HCHV2 (% Negative Exits) 20% or lower Bed Occupancy 90% based on number of bed nights available per quarter Length of Stay 60 days Grievance Procedures: Programs must have an internal grievance process that Veterans can use to resolve conflicts within the program. Programs must have written policies and procedures for resolving grievances, including a statement regarding the client s right to request reasonable accommodation, and must post them in a place that is conspicuous and accessible to clients. In addition, each client shall receive a copy of the grievance policies and procedures upon intake and upon receiving a warning or discharge notice. Intake Packets: All Veterans must receive an intake packet within tee (3) business days which includes, at minimum, the following information: Description of the Contractor s services Grievance Policy Emergency Procedures Patient Rights and Reasonable Accommodation Extensions- All extensions beyond 60 days must be approved in writing by VA HCHV Liaison or Designee. Medication Management: Medications and narcotics shall be properly stored, controlled, issued, and recorded in compliance with physician s orders. Contractor shall establish procedures for ensuring Veterans confidentiality in the storage of and recordkeeping related to medications. Medication Assisted Treatment (MAT) cannot be used to rule out Veterans participation in an HCHV Program. This includes prescribed use of Vicodin, morphine, methadone oxygen, etc. Reasonable accommodation for individuals in MAT is required, provided the requested accommodation does not require major financial or administrative commitments that would be considered an undue burden to the Contractor. Examples of reasonable accommodations include: Arranging for the individual to take medication at their clinic, physician s office, or another off-site location when consistent with the individual s treatment plan. Storing an individual s MAT medication in a lock box in the program and having the individual be personally responsible for it. Arranging to have the housing facility keep MAT medications in a locked cabinet (copies of Inspection Packet requirements relating to medication management are available upon request). Timeliness of Response- Contractor is expected to have a dedicated on-call point of contact (e.g., individual phone number, other monitored telephone line) for VA inquiries and referrals. Return calls from the program are expected within four (4) hours during business hours Monday tough Friday. This includes calls from VA Staff or the VA HCHV Liaison to the program. Critical Incident Reporting- All critical incidents will be reported within 24 hours, with a written report to be submitted to the Liaison within 72 hours. Critical incidents include the following: Falls Assault (on Veteran, other residents, or staff) Elderly/Dependent Adult Abuse or Neglect Sexual Assault Fire Medical/Mental Health Emergency (including 911 calls) Hospitalization Suicide or Suicide Attempt Homicide Death by other cause Infection Control (TB, COVID, etc.) Active Substance Use/Abuse Observation/Possession of Weapons DOCUMENTATION: The Contractor shall provide treatment and discharge planning reflecting a team assessment of Veteran s health, social, and vocational needs and the involvement of the Veteran, the VA staff, and appropriate community resources in resolving problems and setting goals. An individual case record will be created for each referred Veteran. Case records shall be maintained to ensure the confidentiality of each Veteran. Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need-to-know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the Veterans concerned. The Contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332). The files shall include: Reasons for referral. All essential identifying data relevant to the Veteran and his/her family including a biopsychosocial assessment, weekly progress reports or notes, and documentation of any case management interventions or patient care conferences. For sites who implement Medication Management/Monitoring: Copies of any medical prescriptions issued by physicians, including orders, if available, for medications to be taken. Contractor must be in compliance with HCHV inspection requirements. Case management notes written in a professional manner (i.e., SMART, SOAP, SNAP) will include the following: 1) A written and thorough Housing Needs Assessment, 2) Financial Plan, 3) Discharge Plan, and Individual Care Plan with attendant goals and documented activity indicating Veteran and Case Manager are actively working on identified goals. QASP Compliance Tool and all attendant supporting documentation demonstrating Contractor compliance with Contract. Final summaries on each resident who leaves the program, to include reasons for leaving, the resident s future plans, and follow-up locator information. Extension approval if relevant. Waivers as appropriate. RULES, POLICIES AND PROCEDURES: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. Such rules shall clearly inform Veterans of the obligations upon which their continued participation in the program depends and the consequences for non-compliance. Veterans will be provided a copy of the rules at intake and/or upon their request. In addition, Contractor will post the rules in a location readily accessible to clients and visitors. These rules must include a detailed description of Patient Rights and the procedures that the Contractor has in place to protect the Veteran s rights and dignity. Veterans must be permitted to exercise these rights without fear of reprisal. If requested, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by the Veterans physical or mental disabilities, in accordance with the Americans with Disabilities Act, the Federal Fair Housing Amendments Act, Section 504 of the Rehabilitation Act, including those requirements covering reasonable accommodations for disabilities and the use of assistance animals, and all other applicable State or Federal laws. Contractor must equally apply all rules, policies, and procedures to Veterans, unless a Veteran has asked for a reasonable accommodation due to his/her disability. PROCEDURES FOR NEGATIVE DISCHARGE OR SANCTION: Contractor must post rules in the Veterans Case Manager s Office and provide Veteran with the rules which specify the reasons for or conditions under which a Veteran may be sanctioned or discharged, including those behaviors which constitute gross misconduct and are grounds for immediate discharge from the program and those which would prompt a written warning if violated and potential discharge if violated repeatedly. Contractor will describe the formal appeal procedures tough which clients may appeal program regulations, sanctions, or discharges. This information must be provided to clients in writing upon intake and must be clear and easily understandable by clients. The information about the negative discharge process will include: Immediate contact with VA HCHV Liaison. Timely due process provisions which should include two warning notices for violations which do not result in immediate discharge prior to issuance of a discharge notice and an opportunity for a case conference after warning is issued to the client. Notice of, and access to, formal appeal procedures. Notice of the conditions or process for re-admission to the program. Reasonable efforts to provide an appropriate referral to another facility or appropriate level of care as needed. This does not apply to Veterans who are discharged due to posing danger to self or others. ADDITIONAL CONTRACT REQUIREMENTS The C&A requirements do not apply and a Security Accreditation Package is not required. PERSONNEL: The Contractor will employ sufficient personnel to carry out the policies, contract responsibilities, and the program for the facility. Case management staff must have appropriate and commensurate coverage for staff using authorized and unauthorized leave (e.g., holidays, sick leave, family care, etc.). In addition, an administrative/clinical Designee will be available for consultation with VA HCHV Liaison for emergencies 24 hours a day, 7 days a week. The Contractor shall assign personnel that, by education, training and when required, certification or licensure, are qualified to provide the Basic Services and Supplemental Services required by this Statement of Work. Staff Training: Contractor will ensure at least one staff person is onsite at all times who has had training and orientation on the following topics. Staff shall receive and document annual at a minimum training on these subjects. CPR First Aid Crisis intervention Cultural sensitivity Sexual harassment Sensitivity to wider issues of homelessness Universal Precautions (disease transmission prevention) Child abuse/neglect reporting laws (if shelter provides services to children) Adult abuse/neglect reporting laws Harm Reduction philosophy Suicide Prevention Medication management State and Federal Fair Housing Law and ADA Requirements Conflict resolution De-escalation techniques Search and Seizure/Probable Cause in the Shelter Setting Contractor must have a policy prohibiting staff from establishing romantic or sexual relationships with program clients. The Contractor must identify each person functioning as Key Personnel under this contract and provide to the VA a description of the services to be provided by each person, together with a resumA summarizing that person s relevant skills and experience. During the first 90 calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumAs for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumAs for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The Contracting Officer shall notify the Contractor within 15 calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor s contingency plan. The Contractor s contingency plan to be utilized if personnel leave Contractor s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor s offer. REFERRALS, ADMISSIONS AND ELIGIBILITY: Contractor must utilize an admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable State and Federal laws. Contractor will provide verbal and written notification that is readily accessible to all individuals, upon request, of reasons for non-acceptance. Notification of reasons for non-acceptance is not required to be given to those denied service/housing because of bed unavailability. The eligibility information must be made available to clients at intake and staff must provide answers to questions about the admission criteria and process. Contractors must have formal appeal procedures tough which clients may appeal unfavorable admission or eligibility decisions and a copy of the policy for appeals is to be given to the Veteran at screening or intake. The VA is responsible for determining eligibility of Veterans prior to acceptance by the Contractor for services. After receipt of a Release of Information (ROI) a written pre-approval from VA Staff is required (hard copy, fax or e-mail are acceptable) and shall be provided to the Contractor for each Veteran referred for services under the contract. If there is an urgent need to admit a Veteran and VA Staff is not available to provide a written approval in a timely manner a verbal approval is acceptable. Any admissions that occur without written/verbal approval must be verified by VA Staff within 24 business hours in order for the Contractor to receive payment for time spent prior to approval (e.g., admission after hours or during the weekend). Written documentation of eligibility verification, signed by an authorized VA Staff, shall be obtained by the Contractor as soon as possible for each Veteran referred for services under the contract for inclusion in the Veterans program file. A list of authorized VA Staff for the contract shall be provided to the Contractor upon award of the contract. VA Staff may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Officer. The Contractor shall be provided an updated list of authorized VA Staff whenever such changes are made. It is understood that the Contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA. The initial stay for a Veteran should be no longer than 60 days. Some Veterans may be considered for up to 90 days depending on the needs of the Veteran as mutually determined by the Veteran, the Contractor s staff, and HCHV Coordinator or Designee. Any extension of the stay after 90 days must be authorized by the VA Homeless Program Coordinator or Designee, provided there is clear clinical indication and availability of funds. Only extraordinary circumstances will be considered in order to extend Service periods in excess of 6 months for individual Veterans and these must be authorized by the Medical Center Director or Designee. It is understood that the type of Veterans to be cared for under this contract will require care and treatment services over and above the level of room and board. To be eligible for placement in emergency contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA services. Contractors are encouraged to provide housing and or services to special Veteran populations, such as but not limited to the following: medically compromised Veterans, women Veterans, Veterans with young children, LGBTQ+ Veterans, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system. Denial of Services: Veterans cannot be denied entry to HCHV Contracted Residential Services based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, disability, income, gender or legal history. This includes a Veteran s status of being a victim of Domestic Violence and as such cannot be considered during the screening process. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining the program's safety, security, and integrity. All Contractors must employ a harm reduction approach. ABSENCES AND CANCELLATION: The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within __ s. of Veterans absence. Should a Veteran absent himself/herself from the Contractor s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of __ hours, provided there is a documented active outreach attempt on the part of the Contractor s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout rate will be an element of quality assurance review of this program. The HCHV Liaison may authorize payment for excused absences up to 48 hours if there is a compelling medical or mental health need and the excused absence is verified. VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran. This includes discharge from facility for ongoing bed bug infestation. The Contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the 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 facility is acceptable. If hospitalization of a non-emergent nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. The Contractor will make arrangements for admission and support the Veteran with any transportation issues that may arise. The Contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the Contract Emergency Residential program. The Contractor shall notify the VA Case Manager by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the Contractor should notify the HCHV Staff the following business day. The Contractor shall provide the HCHV Case Manager and the COR with a copy of the incident report within 24 business hours. The Contractor shall maintain a copy of the incident report in the Veteran s case record. Please see above in Basic Services for details regarding what constitutes Critical Incident Reporting. CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING: Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abides by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request). The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other Staff members to designated Government representatives. The Contractor and Contracting Officer s Representative shall deal with issues raised concerning Contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints. BASIC RIGHTS AND PROTECTION AGAINST DISCRIMINATION: Contractors must protect the rights and dignity of the individual or family served in all phases of service delivery. At a minimum, providers must afford each Veteran the following rights and protections. Clients must be permitted to exercise these rights without fear of reprisal. Veterans are entitled to enjoy a safe and healthful environment in the program. Veterans are entitled to be treated in a manner that respects their dignity, privacy and individuality. Veterans with disabilities are entitled to reasonable accommodations under fair housing laws when such accommodations are necessary because of their disability Veterans are entitled to remain in the program and not be involuntarily removed without reasonable notice, good cause, and just procedures All program clients are entitled to just and standardized procedures for determining eligibility, admissions, sanctions and discharges, and resolving grievances Veterans are entitled to reasonable privacy and confidential treatment of personal, social, financial, medical, mental and behavioral health records, except as necessary to further treatment, information and referral services and in compliance with the resident s consent to release information Veterans are entitled to the full exercise of their civil, constitutional, and legal rights Veterans will have on-going opportunities to voice opinions, to participate in program operation and programming, and to make suggestions regarding programming and rules. Veterans rights must be protected against all forms of discrimination, including those based on race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation Veterans will receive a written policy indicating that harassment of clients and staff on the basis of race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation will not be condoned nor tolerated Contractors will develop a written policy for transgender clients that provides for safe, secure and dignified case management as well as accommodate the special requirements needed for privacy. Transgender clients will have access to sleeping accommodations and batoom facilities based on their gender of identification, regardless of physical characteristics or gender conformity. People who do not clearly identify as male or female should have access to whichever sleeping and/or batoom accommodation helps them feel safest. Where there are single-use showers and batooms in the facility designated for residents, transgender residents will be told about them and welcome to use them but not required. It is the Contractors responsibility to promote a safe environment for transgender clients amongst the general population. Programs must post these policies in a conspicuous place and in appropriate languages. All policies and procedures will be in writing and subject to review by the VA REASONABLE ACCOMODATION: Contractor must respect and reasonably accommodate personal and cultural differences associated with race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation. At no point shall program access be denied because of an individual s disability. Information learned about the client s disability from the assessment will not be used as grounds for discharge or other punishment and will be used to guide client to appropriate services. Moreover, a program may not apply different rules to individuals because of their disabilities, unless the different rules are a result of granting a reasonable accommodation request made by an individual with a disability. The Contractor shall not ask questions about a client s disability, including the nature and severity of the disability or the treatment, symptoms, and medications related to the disability. A Veteran is not obligated to reveal that s/he has a disability prior to admission. Veterans with disabilities are entitled to reasonable accommodations. If a Veteran requests a change in a program s policy or procedure as an accommodation of his/her disability, the program should grant the accommodation when the accommodation is both reasonable and necessary because of the individual s disability. Such an accommodation request must be considered during any stage in the provision of a program, including at intake, during services, and during discharge proceedings. When a reasonable accommodation request is made, the program supervisor may request verification of the individual s disability. The Contractor is required to develop a written policy for their process for reasonable accommodations within 30 days of the award of this contract. This will include: 1) All requests for reasonable accommodation, 2) details of all steps taken to accommodate a Veteran s request for reasonable accommodation, and 3) any explanation for denial of services and/or accommodation, and 4) any appropriate referrals to Veterans who are denied accommodation. All explanations are to be written on formal letterhead from program management to the Veteran and Liaison at the time of denial for services or accommodation. Contractor will be aware that violation of the ADA, Section 504 of the Rehabilitation Act and Fair Housing Laws may result in stopping admissions and/or termination of contract for convenience. TRANSPORTATION: The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or taxi. 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 contract facility must: Pass VA NFPA inspection within 60 days of the award of this contract if they have not been previously awarded a contract. Contract will be terminated for convenience if facility does not pass NFPA inspection within 60 days. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. Be in compliance with existing standards of the National Fire Protection Act (NFPA), State and local safety codes, and/or State health and sanitation codes. Where applicable, be licensed under State or local authority. Where applicable, be accredited by the State. Be equipped with operational air conditioning /heating systems Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. Be equipped with first aid equipment and an evacuation plan in case of emergency. Have windows and doors that can be opened and closed in accordance with manufacturer standards. Have an aggressive on-going plan to address bed bug infestation. This policy must be a part of your written response to this solicitation. On-going bed bug infestation will be grounds for immediate discharge of Veterans from the facility The Contractor facility must meet fire safety requirements, as follows: The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by VAPAHCS Director All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. Plan shall be implemented during fire exit drills. A written policy regarding tobacco smoking in the facility shall be established and enforced. NFPA 10 Portable fire extinguishers shall be installed at the facility and NFPA will be used as guidance in selection and location requirements of fire extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA. INSPECTION OF FACILITY AND PROGRAM: Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, a representative of the VA Police, and a Facilities Management Safety Officer, Nursing and/or other subject matter experts as determined necessary by the medical center director or HCHV Coordinator shall conduct a survey of the Contractor s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs. 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 time (90 days) to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time (90 days) will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code and will also include the following: General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming. Assessment of whether the facility meets applicable fire, safety and sanitation standards. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. Making a spot check of Veterans records to ensure accuracy with respect to Veterans length of stay and services provided to the Veterans. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible Veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. EMERGENCY PROCEDURES: Contractor will train all staff on emergency procedures and have written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, resident suicide and suicide attempts, overdoses, and domestic or other violence. All contractor s staff will be trained on emergency procedures and crises including, but not limited to, physical injury, resident suicide attempts, overdoses, and domestic or other violence. Contractors will have staff on site who has had training and orientation on emergency procedures. Contractor will promptly and appropriately respond to the medical/psychiatric problems of clients and staff. There will be first aid equipment and supplies for medical emergencies available at all times. These supplies must be checked regularly to ensure they are up to date and their location in the facility must be clearly marked. Contractor will have all emergency contact numbers posted. Universal precaution practices are used by Contractor to prevent transmission of diseases and are implemented under the presumption that blood and body fluids from any source are to be considered potentially infectious. Supplies necessary for maintaining universal precautions, such as sharps containers, must be available. BILLING: Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided other residents by the facility without extra charge. Payments made by the VA under this contract shall constitute the TOTAL cost of care and housing of the homeless Veterans. Payment is authorized starting from the first day of admission and does not include the day of discharge. Absences of the patient from the facility will not be reimbursed after 24 hours but do not have to be discharged unless the absence is unauthorized and there is no expectation that the Veteran will return to the facility. The Contractor will submit billing to Austin Payment Center by the ___ of every month. Failure to make timely invoice submissions will be cause for a request for a corrective action and if invoicing issues continue to arise it will be grounds for termination for convenience. The Contractor shall be expected to utilize and secure nightly sign in logs for the purpose of verifying a Veteran s attendance in the program on a daily basis. These logs are to be submitted to the VA Liaison monthly, along with invoices, to ensure accuracy of billing. All excused and unexcused absences will be clearly documented on the monthly attendance log including reason for any excused absence (e.g. medical needs). Payment will not be received for any unexcused absences over __ hours nor excused absences over __ hours. No payment will be made without the daily sign-in logs to be verified by VA Staff. QUARTERLY REPORTING: The Contractor shall provide the Liaison with a written report of program activities on a Quarterly basis in accordance with the QASP. The report should contain, at minimum, the following information: Total Number of Veterans Served Data from QASP compliance tool Program Completion Rates Outcomes (e.g. # or % of veterans discharged to independent housing, increased income/benefits, occupancy, etc.) Other pertinent information, such as: quality improvement projects, changes in staffing or business practices, systems or resource concerns, etc. These reports shall be maintained by the Liaison in the contract administrative file, and necessary reports shall be submitted as a part of the annual inspection package. Corrective Action Response to Violation (CARV): Contractor will be subject to the CARV. Depending on the nature of the violation Contractor will submit a corrective action plan to the COR within a timeframe designated by the COR and based on severity of violation (e.g. Safety issues). ADDITIONAL CONTRACT REQUIREMENTS SUPPLEMENTAL SERVICES: All services shall be provided at no additional charge to the stated daily fixed fee, except for those services specifically stated below to be Supplemental Services. The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the services that fulfill the homeless veteran services tough a Contracted Emergency Residential Services (CERS) model of residential care requirement. If you are interested, and are capable of providing the sought out services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: -Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? -Is your company considered small under the NAICS code identified under this Sources Sought? -Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described above. -Please provide your DUNS number. Responses to this notice shall be submitted via email to Jessica Hansroth at Jessica.Hansroth@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday August 15, 2022 at 11PM CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
36C25522Q0465 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 15
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