36C24126Q0292.docx

SUBJECT*

8 Low Barrier CERS Shelter Beds

GENERAL INFORMATION

SET-ASIDE

VAMC Togus

1 VA Center Augusta ME 04330

POINT OF CONTACT*

Contract Specialist Justin Duff justin.duff@va.gov

PLACE OF PERFORMANCE

on behalf of Togus VA Medical Center

Augusta Maine

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Combined Synopsis Solicitation

8 Low Barrier CERS Shelter Beds, VA Maine in/around Augusta, Maine

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition FAC 2025-06.

The associated North American Industrial Classification System (NAICS) code for this procurement is 624221 – Temporary Shelters with a small business size standard of $13.5M. The FSC/PSC is G004.

This solicitation is set aside for Full and Open Competition.

VA Maine is seeking a Contractor to provide up to 8 additional low-barrier shelter beds to better serve our homeless population struggling to work on their own individual mental health, medical health, substance abuse, and housing needs.

The Government intends to award a firm-fixed price contract with a base year and four one-year option periods. The contractor shall provide all resources necessary to provide services in accordance with the Statement of Work provided below.

All interested companies shall provide quotations for the following:

VA Maine

STATEMENT OF WORK

HEALTH CARE FOR HOMELESS VETERANS

CONTRACT EMERGENCY RESIDENTIAL SERVICES BEDS

A. PURPOSE.

VA Maine Healthcare System is dedicated to meeting the temporary housing needs of our homeless Veterans throughout the state. VA Maine is committed to honoring each Veteran’s individual path from homelessness to housed through a unique Housing First approach. Housing First does not require a person to meet certain criteria to obtain housing, which is a fundamental right and a basic need. Housing First emphasizes immediate access to shelter and permanent, independent housing without treatment or sobriety requirements. VA Maine is seeking a Contractor to provide up to 8 additional low-barrier shelter beds to better serve our homeless population struggling to work on their own individual mental health, medical health, substance abuse, and housing needs.

The Department Affairs Medical Center in Maine 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.

B. BACKGROUND.

Through the HCHV program, VA provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. As part of the facility’s efforts to end Veteran homelessness, the facility would like to request continued efforts to see the emergency shelter needs of homeless Veterans met throughout the state. The purpose of this solicitation is to obtain offers from Contractors in Maine, specifically Cumberland, York, and Penobscot counties who can provide housing first services to Homeless Veterans with special needs in community-based Contracted Emergency Residential Services (CERS). This notice is specifically soliciting for low barrier, housing first programs to support Veterans with justice involvement, including Veterans with sex offender status and those with active substance use disorders. 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- those services will be provided by the VA at VA facilities.

C. SERVICES TO BE PROVIDED

I. BASIC SERVICES:

· Contractor will provide access for up to 8 Veterans in emergency shelter beds with a length of stay (LOS) up to 60 days which will be monitored and tracked by the VA Liaison.

· Bed utilization and referrals are for male and female Veterans, as well as disabled Veterans and Veterans with a sex offense status. Contractor is required to ensure the safety and privacy of these Veterans.

· The Contractor will offer the following basic services:

a. ROOM AND BOARD: Room and Board shall be accessible to the Veteran 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 the Veteran to store personal belongings for at least 72 hours after formal HCHV discharge. At least three nutritious meals, 7 days a week will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g. fruits, vegetables, protein sources, etc.), between meals and 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 equipment and work areas, and disposing of waste.

b. LAUNDRY FACILITIES: Laundry facilities and necessary detergent, free of charge, and adequate for residents to do their own laundry or to have laundry done at minimum one time per week.

c. 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 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:

(1) Group Activities: Structured group activities, as appropriate, shall occur two 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. Group offerings 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 conflicts with this requirement, alternate group activities will be arranged and/or the Contractor will clearly document efforts made to accommodate the Veteran.

(2) VA Coordination: Collaboration and coordination with VA program staff, as needed, will include coordination of supportive psychosocial services. In particular, coordinated efforts must be made with the Liaison around medical, mental health, admission and discharge needs.

(3) Case Management: A thorough written Individualized Care Plan (ICP) will be developed within 72 business hours of admission for each Veteran. This will include structured individual case management, at minimum, weekly including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, 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 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 VA 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 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. There will be an expectation that notes are written professionally in a format that utilizes the clear settings of goals and documents progress towards those goals (e.g. SNAP, SOAP, or SMART notes).

(4) Staffing Ratio: Special Population Contracts (e.g. Sex Offenders, Family, SMI, Medical Respite programs, etc.) will maintain a minimum staffing requirement ratio of one full time dedicated Veteran case manager for up to 8 active Veteran clients. Exceptions may be granted in writing by the VA. Staff is defined as a paid professional or para-professional and does not include interns. The VA requires that case managers working with Veterans do not engage in case management or group facilitation of non-Veteran population unless a waiver has been granted by the VA.

(5) Permanent Housing Search: Programs are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for Veterans’ transition to permanent housing placements must be clearly reflected in each ICP and in weekly case management notes. As part of this plan, Veterans’ housing history and needs must be assessed through a formal and thorough Housing Assessment completed within 72 business hours of program admission. Housing Assessments must identify Veterans’ housing history, strengths (i.e. positive prior rental history, independent transportation, financial stability), and barriers (i.e. history of eviction, poor credit, need for first floor unit, pending or prior legal issues). Should 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 the 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. These services shall be provided weekly through one on one case management. Examples of expected housing services include: 1) assistance obtaining and reviewing Veteran’s free credit report, identifying housing strengths and/or barriers associated with current credit status; 2) Creating a Tenant Portfolio with Veteran that contains all relevant documents required in the rental process, including a completed sample rental application for Veteran, income verification documents, identification, applicable subsidies, etc.; 3) Reviewing affordable housing rental options and Permanent Supportive Housing (PSH) program offerings, and assisting Veterans with making appropriate rental inquiries and submitting completed rental applications; 4) Conducting regular and individualized housing advocacy efforts, including transportation, assistance scheduling, meeting, and communicating with property managers and landlords, and engage in troubleshooting where rental barriers or denials occur in the housing search process and 5) exploring housing options in low-rent areas. All housing efforts by Contractor shall be documented clearly and presented to 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.

(6) Financial Planning: Referral to and follow up on all potential financial resources the Veteran may be eligible for (e.g. SSI, SSDI, Food Stamps, NSC pension, GA, 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 accomplished in group but preferably through one on one case management services.

(7) Employment Services: Referral to all relevant employment opportunities the Veteran is eligible for and interested in, 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.

(8) Recovery: Assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach. Pursuant to these principles, drug testing may not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior.

(9) 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 90% as calculated based upon number of bed nights available per quarter. If this rate is not consistently attained a Corrective Action Plan (CAP) will be developed by the Contractor as part of the QASP and/or process improvement plan.

(10) Outreach: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VA Homeless Programs Designee(s) at least 2 times 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.

(11) Discharge Planning: Securing permanent housing will be the primary discharge goal for every Veteran. All Veterans must have a discharge plan within two weeks of admission which integrates items included in Paragraph 5 above. Veterans must also apply for a minimum of one Grant and Per Diem program, or one residential inpatient program and independent housing within the first month of admission. 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 within 24 business hours. Housing needs will be assessed upon acceptance to the program (within 72 business hours as noted in Paragraph 5) and resources will be coordinated for discharge to a successful community placement throughout the duration of the Veteran’s stay. A negative discharge for undesirable behavior is a committee decision that must include the VA Liaison prior to discharge. 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 threatened 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 Liaison, to look for opportunities missed to intervene sooner. All discharges are subject to the Contractors grievance procedures and must allow clients the opportunity to be represented by the VA 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 (DC to Ind. Housing) - >55%

• HCHV2 (DC w/ Neg. Exits) -<20%

• Bed Occupancy > 85%

• Length of Stay ≤ 60 Days

• VA Benefit Applications Pending -15%

• Non-VA Benefit Applications Pending -15%

(12) 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 conspicuous and be 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.

(13) Intake Packets: All Veterans must receive an intake packet within 72 business hours which includes, at minimum, the following information:

1. Description of the Contractors services

2. Grievance Policy

3. Emergency procedures

4. Patient rights and Reasonable Accommodation

(14) Extensions- All extensions beyond 60 days must be approved in writing by VA liaison or Designee.

(15) Medication Management: Medications and narcotics shall be properly stored, controlled, issued and recorded in compliance with physician’s orders. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication. 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.” 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).

(16) Timeliness of Response- Contractor is expected to have a dedicated phone line for VA inquiries and referrals. Return calls from the program are expected within 4 hours during business hours Monday through Friday. This includes calls from VA Staff or the Liaison to the program.

SAME DAY ADMISSIONS: Contractor agrees to commit to implementing a low barrier approach to providing services to Veterans, which generally means service occurs on the same day from the point of identification or referral to the CERS project, or within no more than 72 hours. Per VHA Directive 162.04 CRS, HCHV liaisons must verify Veteran’s eligibility for program participation within one business day from admission. In the event, that a Veteran is admitted to an HCHV CRS program but subsequently found to be ineligible, the HCHV CRS liaison must immediately work with the Veteran to secure other placement within available VA or community programs. VA will pay for a maximum of four days from the day of admission to allow the provider and HCHV CRS liaison time to locate and arrange an alternate placement.

(17) Critical Incident Reporting- All critical incidents will be reported within 24 hours. This includes the following:

o Falls o Assault (to Veteran or Staff) o Elderly/Dependent Adult Abuse or Neglect o Sexual Assault o Fire (Veteran Involved) o Medical/Psychiatric Emergency (911 Calls) o Hospitalization o Suicide or Suicide Attempt o Homicide o Death o Infectious Control (TB, COVID, flu, MRSA, etc.)

o Active Substance Abuse (on shelter property) o Observation/ Possession of Weapons

(18) Emergency and Disaster Plans – The contractor will 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.

II. DOCUMENTATION: The Contractor shall provide treatment and discharge planning reflecting a team assessment of 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 in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). 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 resident and his/her family including a socio-cultural 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 any, 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 is actively working on identified goals.

· 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.

The Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

III. RULES, POLICIES AND PROCEDURES: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. Such rules 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 or upon Veterans request. In addition, Contractor will post the rules in a location readily accessible to clients and visitors. These rules must include detailed Patient Rights and the procedures that the Contractor has in place to protect the Veterans 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 the California Fair Employment and Housing Act of 1973 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.

IV. 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 or conditions for 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 through 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. This information will include:

▪ Immediate contact with VA 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 for danger to self or others.

D. ADDITIONAL CONTRACT REQUIREMENTS

I. PERSONNEL: The Contractor will employ sufficient personnel (minimum requirement for shelter attendants is a mental health rehabilitation technician) to carry out the policies, contract responsibilities, and the program for the facility. Staff must have appropriate and commensurate coverage for staff using authorized and unauthorized leave (e.g. holidays, sick leave, family care, etc.). There must be, at a minimum, one staff member on duty in the building and available 24 hours a day, 7 days a week. In addition, there is an expectation that there is an administrative/clinical Designee that will be available for consultation 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 qualified to provide the Basic Services and Supplemental Services required by this SOW.

Staff Training: Contractor will provide at least one staff person on-site at all times who has had training and orientation on the following topics. Staff shall receive and document, at a minimum, one-time training per year 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 if offering MAT on site.

· State and Federal Fair Housing Law and ADA Requirements

· Conflict resolution

· De-escalation techniques

· Search and Seizure/Probable Cause in the Shelter Setting

· Conservatorship

· Grave Disability Criteria

· Military culture

· Review of CERS Contract

· Housing first

· NAMI mental health first aid

Contractor must have a policy prohibiting staff from establishing sexual relationships with program clients.

Contractor will perform criminal background checks on all staff members that work with veterans and children. Contractors will agree not to hire Staff who is currently enrolled in a VA Homeless Program or who have ended participation in a VA Homeless Program within the past two years.

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 such person, together with a resume summarizing that person’s relevant skills and experience.

During the first ninety (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 resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes 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 fifteen (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.

II. 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 through 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. 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 180 days depending on the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and HCHV Liaison or Designee. Any extension of the stay after 60 days must be authorized by the VA HCHV Liaison or Designee, provided that 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 HCHV liaison or Homeless Coordinator at the VAMC.

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. It is also understood that Veterans may need more intensive case management than the general population. The level of intensity of services required will be part of an ongoing conversation with the HCHV Liaison. 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. While special population contracts are intended for Veterans with special needs, a formal diagnosis is not required for the Veteran to participate in the program. Contractors are required to provide 50% of beds to special Veteran populations including, but not limited to, Veterans with sex offender status, medically compromised Veterans, Veterans with severe and persistent mental illness , Veterans with Substance Use Disorders (including active use), and Veterans with prior and/or current justice involvement, to include prior convictions. Pending availability, special population beds may be utilized for the general population with prior approval from VA liaison.

III. Denial of Services: Veterans cannot be denied entry to HCHV Contracted Residential Services based solely on active substance use, the time interval since the last program entry, the use of prescribed controlled substances, medication non-compliance, disability, income, gender or legal history. This includes a Veterans 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.

IV. ABSENCES AND CANCELLATION:

Unexcused absences: The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within 24 hours 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 24 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.

Excused absences: The HCHV Liaison may authorize payment for excused absences up to 72 hours if there is a compelling medical or mental health need and the excused absence is verified.

· Contractor agrees to hold the bed for Veteran while Veteran is hospitalized (VA or non-VA) for up to three (3) nights, as long as Veteran maintains contact with Contractor and verbalizes a desire to return to the program upon discharge from hospital stay.

· Veterans are able to receive up to three (3) overnight passes monthly, as clinically indicated.

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 arrange 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 liaison by telephone during the hours of 7:30am and 4:00pm, Monday - Friday. For all incidents that occur after normal business hours, the Contractor should notify the VA liaison the following business day. The Contractor shall provide the VA liaison 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.

V. 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 VA liaison 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.

VI. 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.

▪ 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.

VII. 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.

VIII. TRANSPORTATION: The Contractor shall assist the Veterans with connecting to 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. The Contractor is expected to provide transportation to case management related appointments within a 50 mile radius of the program site, to include meetings and apartment showings with property managers and landlords.

IX. 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.

a. The contract facility must:

▪ Pass VA National Fire Protection Act (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 (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

b. 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 VA PAHCS 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.

▪ 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.

▪ 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 shall include a fire and safety inspection.

IX. 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.