36C24218R0241-001.docx

36C24218R0241

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24218R0241 04-27-2018 Chad M. Johnson

718-836-6600 XT 6766

05-28-2018

2:30 PM EST

36C242 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx

NY

10468-3904 X X 624230 $32.5 Million X N/A X See Delivery Schedule

36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx

NY

10468-3904

Tungsten Network http://www.tungsten-network.com/us/en /veterans-affairs

HCHV Residential Housing and Case Management Services for the Bronx VAMC.

See page 5 for price schedule and see page 64 for instruction to offerors.

X X X Carlos A. Molina Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

POC:

Address:

Phone Number:

Tax ID Number:

DUNS:

Email

b. GOVERNMENT: Contracting Officer 36C242 Carlos A. Molina Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Tungsten Network http://www.tungsten-network.com/us/en /veterans-affairs

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

5. Post Award Orientation -The Contracting Officer shall follow the guidance in FAR Subpart 42.5 and note Information Letter (IL) 003A3-12-04 that provides documentation requirements for orientation conducted for such awards. A hyperlink to the IL is provided for your information. http://www.va.gov/oal/docs/library/ils/il12-04.pdfd.

6. Secure Fax - please review VA Handbook 6500 that requires the following statement on all fax cover sheets be included: This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SCHEDULE OF SERVICES

36C24218R0241

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SCHEDULE OF SERVICES

The Contractor shall furnish all personnel to provide services necessary to perform HCHV Residential Housing and Case Management Services to eligible beneficiaries of the Department of Veterans Affairs Medical Center, Bronx VAMC.

Pricing Instructions:

The offeror is instructed to provide the per diem rate for services for a single veteran per day.

The Contractor shall submit a Fixed Price Proposal for direct, indirect, and any other associated costs proposed for this effort, including the cost of any proposed consultants.

The Contractor shall submit with their proposal an all-inclusive estimate of staffing, case management services, transportation, lodging, meals, and incidental expenses such as linens and environmental management services. Contractor shall include in price proposal the estimated Quantity (number of beds) and Unit of measure (per Veteran per diem rate) by which VA may determine when services described in the PWS have been completed.

The per diem rate established will include the services listed in this document and will also include all services or supplies normally provided to other clients by the vendor without extra charge. Examples include but are not limited to facility-based recreational activities, specialized vocational rehabilitation services, or socialization functions.

Upon award, the Offeror shall propose key personnel to be credentialed and be available for scheduling to meet the requirements of the contract.

The estimated quantity is calculated on the assumption that 40 beds shall be reserved per day. The total estimated quantity for the base year and each option year has been calculated based upon 40 beds per day multiplied by 365 days for a total of 14,600 days per period of performance. The minimum guaranteed utilization rate for each period of performance will be 90% which equates to (13,140 bed days per period of performance). The maximum quantity per period of performance is not to exceed 27,000 days.

Place of Performance: Services shall be provided to the Bronx VAMC. Offeror should note that the Department of Veteran Affair intends to award without discussions, so the price proposed will be considered the offeror’s best and final price.

PRICE SCHEDULE AND SERVICES

Contractor Name (as reflected in www.sam.gov):

Site: Bronx VAMC Period of Performance: Base Year, October 1st, 2018 - September 30th, 2019

Total Estimated Cost

Total Estimated Cost for Base Year:

Period of Performance: Option Year 1, October 1st, 2019 - September 30th, 2020

Total Estimated Cost

Total Estimated Cost for Option Year 1:

Period of Performance: Option Year 2, October 1st, 2020 - September 30th, 2021

Total Estimated Cost

Total Estimated Cost forOption Year 2

Period of Performance: Option Year 3, October 1st, 2021 - September 30th, 2022

Total Estimated Cost

Total Estimated Cost for Option Year 3

Period of Performance: Option Year 4, October 1st, 2022 - September 30th, 2023

Total Estimated Cost

Total Estimated Cost for Option Year 4

Total Estimated Contract Cost with Base Year and All Option Years:

B.4 PERFORMANCE WORK STATEMENT

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Related Information on HCHV and Resources:

Potential Contractors can review additional background information on the HCHV program from the following source:

· VA Homeless Programs web page:

http://www.va.gov/HOMELESS/hchv.asp

Contractors should be advised that HCHV program implementation, operations, policies and procedures can vary between and among VA medical centers and selected vendors depending upon local needs and requirements.

Frequently Used Acronyms:

ADA – Americans with Disabilities Act COR – Contracting Officer’s Representative FAR – Federal Acquisitions Regulations HCHV – Health Care for Homeless Veterans HEARTH – Homeless Emergency Assistance and Rapid Transition to Housing HMIS – Homeless Management Information System NACI – National Agency Check with written Inquiries VA – Veterans Affairs (U.S. Department of…) VAMC – Veterans Affairs Medical Center VHA – Veterans Health Administration (sub-agency within the U.S. Department of Veterans Affairs) VISN – Veterans Integrated Service Network (regional grouping of VA medical centers)

BACKGROUND AND OVERVIEW:

The VA has been providing direct and specialized services for homeless Veterans for over 25 years. As part of the VA Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration (VHA) has increased capacity of existing programs and services offered to program participants. VA efforts to meet the needs of the most vulnerable homeless Veterans have led to innovative program models and new evidence based approaches within its homeless programs.

Recent national trends in service provision for the homeless outside of the VA system include the utilization of Safe Havens as an alternative to shelter care or as a placement after unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. A Safe Haven is a form of treatment housing that serves hard-to-reach homeless persons with severe mental illnesses and/or substance use disorders that are on the streets and have been unable or unwilling to participate in more traditional treatment services. It is a “low demand” model of service delivery that allows clients to engage in treatment and services at their own pace. Because VA is limited by current grant authorities and existing program structures and practices and cannot fund harm-reduction treatment models, VA has been unable to provide the types of services focused on shelter diversion and early stabilization in community-based environments and has been criticized by outside organizations for not having this component of the continuum of care.

The Department of Veterans Affairs’ (VA) efforts to end homelessness among Veterans has focused on enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. The intent of this contract is for the James J. Peters VA Medical Center, Bronx, New York (aka, “Bronx VA”), to engage a community provider to offer homeless Veterans services through a “Safe Haven” model of residential care. Under the contract authority of VA’s Healthcare for Homeless Veterans (HCHV) Contract Residential Care programs, the Bronx VA will solicit community organizations to provide “Safe Haven” services as a ‘specialty model.’ This model of HCHV Contract Residential Care will offer services up to 40 street homeless Veterans under the HCHV Contract Residential Care program enhanced by the services as defined in the Tasks and Deliverables. These services must be put forth in the solicitation. Significant deviation from these services can dilute the model as prescribed, and thus disrupt ongoing program evaluation and fidelity studies. The VA National Center on Homelessness among Veterans (“the Center”) provides ongoing support for program development for both providers and VA staff. Additionally, the Center has formulated the evaluation protocol and program fidelity measures which must be adhered to by the selected Contractor and the Bronx VA. The Bronx VA will contract for up to 40 beds and associated services through procedures in line with their own business practices and contracting services.

Entities that are interested in providing Veterans these services should be aware that although this contract seeks services for the Bronx VA, HCHV is a national program serving Veterans throughout the country. This program has become one of the largest VA interventions to assist homeless Veterans. It is also the first specialized homeless program developed by the VA. It represents one of VA’s most significant efforts to achieve the President’s goal of ending homelessness among Veterans. The Safe Haven program model has been developed by VA in a number of other high priority cities and continues to be highly monitored.

This contract for Safe Haven residential care will serve up to 40 street homeless Veterans in need of immediate placement in a safe environment with onsite treatment services. Many of these Veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. The goal of the HCHV Contract Residential Care Program is to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate permanent housing as quickly as possible within 90 to 180 days, but no more than 270 days from the date of admission. VA intends to engage a Contractor to provide rapid placement of VA-referred Veterans in a safe, residential treatment setting while addressing Veterans’ complex needs through on-site treatment case management services using a Safe Haven model. This housing must meet the criteria established both by HCHV clinical staff and VA fire and safety officials. Contractors are urged in the strongest terms to carefully review the requirements outlined in the Performance Work Statement to ensure that all facilities fire and safety and treatment services criteria can be met in a timely way.

This contract is intended for a community based contractor currently operating a Safe Haven residential care program with on-site treatment services and demonstrated experience serving street homeless Veterans in conjunction with the New York City Department of Homeless services contracted street outreach teams in the five boroughs of New York City and the Bronx VA Medical Center whereby this contract provides supplemental funding for Veterans to receive immediate placement and enhanced on-site clinical services designed to address Veterans’ unique and population specific needs. VA will consider proposals for new residential treatment programs if it can be determined that the contractor can meet all of the terms of the Performance Work Statement within the required time frames. VA places a great deal of emphasis on the responsibility and accountability of contractors receiving VA funds through the HCHV Contract Residential Care program. VA has procedures in place to monitor facilities and treatment services provided to homeless Veterans as well as outcomes associated with the services provided in HCHV Contract Residential Care programs and the Safe Haven model programs.

The target population for HCHV Contract Residential Care Safe Haven is street homeless, seriously mentally ill Veterans, Veterans with chronic substance abuse disorders and/or serious medical problems and complex needs. To be eligible for the HCHV Contract Residential Care Safe Haven program, Veterans must:

· Be eligible for VA health care as determined by the local VA medical center

· Be determined to be chronically street homeless based on McKinney-Vento / HEARTH Act definitions by the local VA medical center HCHV program [see Reference section for additional information]

· Be assessed by the HCHV program at the VA medical center to have serious mental health, substance abuse, medical and/or other serious psychosocial conditions or stressors that makes the Veteran highly vulnerable with a high likelihood of death due to homelessness, and has been unable or unwilling to participate in more traditional treatment services.

HCHV Contract Residential Care Safe Haven Veterans are referred to the contractor based on a demonstrated need for case management and treatment services to stabilize their mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues in order to secure transitional or permanent housing as quickly as possible. In the Bronx, the program will target Veterans who are engaged in care through a collaborative partnership among the Bronx VA, the New York City Department of Homeless Services contracted street outreach teams, and the selected Safe Haven provider.

This contract will only be awarded to one contractor with a facility in the Bronx that meets the requirements outlined in the Tasks and Deliverables. A VA Liaison to the contractor will be identified by the homeless program leadership at the Bronx VA. She/he will act as the clinical liaison for all client related issues between the Contractor and the Bronx VA homeless team. She/he will provide clinical oversight. She/he will not provide direct clinical supervision.

Clinical oversight refers to a working relationship between VA liaisons and the Contractor in which the VA liaisons ensure compliance with the tasks and associated deliverables in this Performance Work Statement, as well as ensuring the safety and quality of care provided to Veterans. In providing clinical oversight, VA liaisons may also provide guidance and advise to the Contractor in enhancing safe and effective person-centered care in complex situations to meet the needs of Veterans in conjunction with VA regulations, requirements, and guidelines.

Clinical supervision refers to regular structured meetings whose primary purpose is to assess the skills and performance of individual practitioners and foster practitioner progress in the expertise of planning work, diagnosis, and therapeutic intervention. Clinical supervision is a structured process focused on staff professional growth and learning to develop knowledge, skills, competence, and capabilities in a therapeutic milieu.

While there is arguably overlap between clinical oversight and clinical supervision, VA expects the selected Contractor to have the staffing and expertise to execute the tasks and associated deliverables associated with this Performance Work Statement without reliance or undue burden on VA liaisons to provide support that would reasonably be considered clinical supervision. The Contractor is expected to provide routine, ongoing clinical supervision to its staff working on this contract. The VA Liaison will provide clinical oversight in the manner described.

A. PERIOD OF PERFORMANCE: The period of performance for this contract will be for a Base Year plus four (4) Option Years.

B. CONTRACT TYPE: Firm Fixed Rate.

C. PLACE OF PERFORMANCE: Work will be performed at the contractor’s facility in the Bronx, New York. Government furnished workspace will not be provided for this effort. However, the contractor will be required to attend frequent meetings and planning sessions at the Bronx VA medical center.

D. CONTRACT AWARD MEETING: The Contractor shall not commence performance on the tasks in the awarded Performance Work Statement until the Contracting Officer has conducted a kick off meeting or has advised the Contractor that a kick off meeting is waived.

E. GOVERNMENT FURNISHED PROPERTY: Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense.

F. METHOD OF INSPECTION AND ACCEPTANCE: The Contracting Officer’s Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COR. A Quality Assurance Surveillance Plan will be used by the COR to assure success, through the uses of negative incentives, for failure of the vendor to meet the stated performance standards.

IMPLEMENTATION TIMELINE

The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days from the date of contract award. Failure to meet the 30-day milestone may result in the contract being terminated.

Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment:

TASKS & DELIVERABLES

I. Residential Care Facilities and Management A. Contractor must have site control of the residential care facility through ownership or valid lease.

B. Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that contractor sites must pass prior to contractors being able to submit a request for per diem payment to ensure this requirement is met.

C. Contractor is required to ensure that the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act compliant.” No additional funds will be made available for capital improvements under this contract. At least 5% – 7% of a facility’s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a contractor has 10 beds for the HCHV Contract Residential Care program in the facility, 1 to 2 of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full the same access to the physical plant as well as the treatment services and supports at the facility as any other resident.

If a contractor determines that complying with ADA requirements would be prohibitive due to significant renovations or modernization at their facility, an interagency agreement with another residential treatment provider that meets the ADA requirements may be used provided the second residential treatment provider is able to meet all of the same facilities requirements as required by the contract. Contractors utilizing an interagency agreement must also have written policies and procedures that clearly describe how comparable on-site treatment services will be provided by the contractor to Veterans residing in an interagency agreement facility. The contractor retains full responsibility for meeting the terms of the contract for facilities and on-site treatment services when utilizing an interagency agreement to meet ADA requirements.

D. Contractor facility must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and Federal requirements concerning licensing and health codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

E. The contractor providing Safe Haven residential care and treatment services to female Veterans under this contract is required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services.

F. Contractor facilities must provide appropriate safety and security in all common areas, such as lounges, laundry rooms, shared kitchens, group rooms, entrances and exits, and hallways, through active monitoring. Monitoring may be done through video surveillance or frequent security staff observation.

G. Contractor must provide a safe and sober environment for all residents that is consistent with the Safe Haven model of housing and services. The contractor will offer a low-demand environment with a minimum set of rules designed to re-establish trust in the chronically homeless Veteran and engage the Veteran in needed treatment services. Contractor must have written policies and procedures in place that address the following concerns and situations:

a. Acceptance of treatment cannot be a condition of admission or continued stay.

b. Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay.

c. Infractions of rules should be used as opportunities for engagement.

d. Suspected or known drug or alcohol use or relapse by one or more residents and interventions based on the Safe Haven model

e. On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.) and interventions based on the Safe Haven model

f. Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances

g. Safe prescription medication access, including specific provisions for safe disposal of medications and syringes

h. Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency

i. Grievance process to address resident complaints with time frames for responses from the contractor’s program/facility management

j. Client abandonment of belongings in the facility, including time frames and procedures for disposal

k. Process to elicit client satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes.

These policies and procedures must be communicated to Veteran residents both verbally and in writing in a manner that is understandable to them upon admission to the facility. This communication must be documented in the Veteran’s client record.

H. House rules and expectations should be kept to a minimum, be simple, and should focus on safety of the residents. Most residents will have had difficulty in the past adhering to settings where strict rules are applied. The rules should reward positive behavior, be enforceable, relate to the living situation, provide for safety of the residents and provide opportunities for engagement. Residents will not be discharged for the use of alcohol or drugs, as many of the residents that this program will target have failed programs in the past for their inability to stay clean and sober. Maintaining residential care engagement and stability will be the primary goals for each resident. To provide for the safety of the residents, the Contractor must have written policies and procedures in place that clearly indicate the following are prohibited:

a. Dealing or use of illicit drugs at the facility

b. Buying or selling of alcohol or drugs in the facility

c. Sexual activity between residents

d. Violence or threat of violence by residents at the facility

Although rules must be kept simple and demands on the residents low, it is required that staff at the facility must stay continuously engaged with the residents. Policies and procedures should reflect that:

a. Regular room checks should occur with a strong focus on maintaining a safe environment that promotes the well-being of all residents.

b. Staff is trained in providing flexible, respectful responses to infractions of rules.

c. Homeless Veterans will not be discharged for drinking, use of drugs, non-compliance with prescribed medication or infractions of house rules that do not constitute a risk to their personal safety or the safety of the facility residents or staff.

d. Assertive engagement by the staff with patients regarding these problems is the preferred course of action to deal with these common problems of the Safe Haven facility.

I. Contractor must provide the following to up to 40 Veterans referred and admitted to the HCHV Contract Residential Care facility:

a. A designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a room that affords the Veteran safety, privacy and security.

b. A safe and secure place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.)

c. Laundry facilities for Veterans to do their own laundry or laundry services provided as part of the Veteran’s stay in the residential care program.

J. Contractor must provide a clean and comfortable environment of care that meets the following conditions:

a. A structurally sound facility so as not to pose any threat to the health and safety of the occupants and so as to protect them from the elements;

b. Facility entries and exit locations that are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire;

c. Provides each resident an acceptable place to sleep that is incompliance with appropriate codes and regulations;

d. Provides every room or space with natural or mechanical ventilation;

e. Is free of pollutants in the air at levels that threaten the health of residents;

f. Provides a water supply that is free from contamination;

g. Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste;

h. Provides adequate heating and or cooling plants that are in proper operating condition;

i. Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents;

j. Provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire;

k. Provides that housing and equipment are maintained in a sanitary manner free from pests, insects and vermin.

l. Provides that the facility has a warm, welcoming, and respectful atmosphere through its lighting and décor. Contractor ensures that furniture is well maintained and comfortable, and that plants, table cloths and fruit baskets with fresh fruit are part of daily facility operations and upkeep.

m. Provides a library room for Veteran use that is accessible and quiet. The library room must have books and other reading material available for Veterans’ recreational use as well as a working computer for Veterans to learn or enhance their computer skills.

It is the contractor’s responsibility to maintain a clean and comfortable environment of care that meets these conditions. No additional funds will be made available for capital improvements under this contract in the event corrective action is required to remedy a negative condition. For example, the contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Contractors must ensure that they have sufficient operating funds in addition to VA funding to maintain the facility according to the requirements of the contract.

K. The contractor must provide designated onsite office space to a VA Liaison from the Bronx VA. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. The VA Liaison is expected to be onsite at the Contractor facility two to five days per week in keeping with VA program model expectations.

L. Contractor must provide appetizing, nutritionally adequate meals three times per day in a setting that encourages social interaction. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period.

M. Contractor facilities must pass an initial and annual VA inspection. [See Reference section for a copy of the inspection form.] VA reserves the right to re-inspect any facility and associated services at any time under the terms of this contract.

II. Staffing and Treatment Services

A. The contractor shall employ sufficient professional health care personnel to carry out the policies, responsibilities, and programs of the facility. In contract housing, there must be, as a minimum:

a. A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. Note: security staff alone, whether employed directly by the contractor or subcontracted by the contractor, is not sufficient to meet this requirement.

b. A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week.

c. A professionally credentialed clinical supervisor available to make regular onsite visits and provide ongoing supervision of cases to case management personnel. The clinical supervisor must be on call and available for emergencies 24 hours a day, 7 days a week.

d. Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must have a minimum of a bachelor’s degree, or at least 5 years of demonstrated case management experience with high needs / high intensity of services populations. There is a strong preference by VA for master’s level social workers as case managers. Case managers are expected to be dedicated full-time to the caseload associated with this contract. Case managers must have training and experience working with homeless individuals with chronic medical, metal health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the treatment services specified in the contract. The ideal case manager to Veteran ratio is 1:20 or fewer cases per case manager; however consideration will be given by the VA to the unique staffing characteristics of the contract Safe Haven facility.

e. Security staff onsite 24 hours a day, 7 days a week. Security staff must be sufficient to ensure a safe and secure environment for all residents.

f. At least one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day.

B. Contractor is expected to participate in training on the basic Low Demand/Safe Haven model through the VA National Center on Homelessness among Veterans (the Center) as requested. Introduction to and training on the following evidence-based practices may be included with the training:

· Motivational Interviewing

· Critical Time Intervention

· Stages of Change

C. Contractor staff must maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and caring.

a. Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor staff should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

b. The contractor shall comply with the VA patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information and protected health information. This includes but is not limited to:

i. Having adequate private office space for Veterans to meet in confidence with their case manager.

ii. Having secured paper and electronic filing systems to protect clients’ case records and other documentation.

iii. Conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions.

iv. Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

D. Outreach will be conducted by the Safe Haven provider and VA homeless outreach staff in conjunction with street outreach teams under contract with the New York City Department of Homeless Services to optimally engage the target population. Outreach by the provider should be conducted collaboratively with VA HCHV staff and target street homeless Veterans who have difficulty accepting housing and services from traditional programs. Homeless Veterans with severe mental illness and persistent substance use problems who are living on the streets or other places considered unfit for human habitation and who have not responded to traditional programs are a primary target. Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and getting the Veteran to accept and remain in the Safe Haven residence. Evidence-based practices, such as motivational interviewing and critical time intervention, should be utilized.

E. Contractors must communicate policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, ideally in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the Veteran. This communication must be documented in the Veteran’s client record.

F. The contractor shall provide, at minimum, the following case management services to Veterans in the program:

a. Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment, and establish treatment goals. Contractor will utilize counseling strategies to include crisis intervention and case management including both short and long-term services. The VA has a strong preference for the use of harm reduction strategies in the case management process to effectively engage the population being served and maximize the chances for successful placement in community based permanent housing as quickly as possible.

b. Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems.

c. Contractor will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will:

(1) Develop a highly individualized Individual Service Plan with the Veteran consistent with low demand program goals; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement as quickly as possible within 90 to 180 days, but no more than 270 days from the date of admission to the HCHV Contract Residential Care facility. The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran’s preferences regarding location and housing type. The plan should also be focused on getting the Veteran resident to accept services, especially mental health and substance use services that will allow attainment of transitional or permanent housing. Acceptance of the services offered should not be a condition of continued stay in Safe Haven. However, engagement and service delivery should retain the expectation that the resident will advance to permanent housing with support, recognizing that it will often be at his or her own pace.

(2) Complete a written plan within the first two (2) weeks of program admission and signed by the contractor, the Veteran, and the VA Liaison.

(3) Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the VA Liaison.

(4) Make changes in plans in consultation with the Veteran.

(5) Meet regularly with each Veteran for case management and counseling purposes; at minimum the contractor will meet with each Veteran two times per month.

(6) Screen each Veteran for suicidal and homicidal risk with each contact. This screening must be documented in regular progress notes in the contractor’s clinical service records. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA Liaison.

(7) Coordinate with VA Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans’ needs. Case conferencing may be done in person or by telephonic conference calls as determined by the VA medical center.

(8) Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community based service providers.

(9) Work in close collaboration with the VA Liaison to ensure Veterans’ connections to needed VA medical, mental health, and substance abuse treatment and care.

(10) Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed.