36C24222R0035_2.docx

36C24222R0035 08-08-2022

HEATHER SCHRADER, ADMINISTRATIVE CONTRACTING OFFICER

Contracting Officer Allan Preston X X award for the VA New York Harbor Health Care System).

award for the VA New Jersey Health Care System, and one award for the VA Hudson Valley Health Care System, one Three awards will be made a result of this solicitation (one herein. PWS begins on page 13.

Care for Homeless Veterans (HCHV) program as described for homeless Veterans as part of the community based Health Emergency residential housing and case management services customer-campaigns/veteransaffairs/ https://www.tungsten-network.com/ Tungsten Network

Canandaigua NY 14424 400 Fort Hill Ave.

Network Contracting Activity Department of Veterans Affairs Canandaigua NY 14424-1159 400 Fort Hill Avenue Canandaigua VA Medical Center Department of Veterans Affairs X N/A $12 Million 624221 X Canandaigua NY 14424 400 Fort Hill Ave.

Department of Veterans Affairs

EDT

9AM

585-393-7297 07-08-2022 36C24222R0035

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

STANDARD FORM 1449

INFORMATION CALL:

7. FOR SOLICITATION

Prescribed by GSA - FAR (48 CFR) 53.212

PREVIOUS EDITION IS NOT USABLE

(REV. NOV 2021)

AUTHORIZED FOR LOCAL REPRODUCTION

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

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

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

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

DATED ________________________________. YOUR OFFER ON SOLICITATION

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

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

ARE NOT ATTACHED

ARE

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

ARE NOT ATTACHED.

ARE

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

25. ACCOUNTING AND APPROPRIATION DATA

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

AMOUNT

UNIT PRICE

UNIT

QUANTITY

SCHEDULE OF SUPPLIES/SERVICES

ITEM NO.

24.

23.

22.

21.

20.

19.

SEE ADDENDUM

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

FAX:

PHONE:

EFT:

UEI:

TELEPHONE NO.

CODE

18a. PAYMENT WILL BE MADE BY

FACILITY CODE

CODE

17a. CONTRACTOR/OFFEROR

CODE

16. ADMINISTERED BY

CODE

15. DELIVER TO

RFP

IFB

RFQ

14. METHOD OF SOLICITATION

13b. RATING

DPAS (15 CFR 700)

RATED ORDER UNDER

13a. THIS CONTRACT IS A

12. DISCOUNT TERMS

SEE SCHEDULE

MARKED

TION UNLESS BLOCK IS

11. DELIVERY FOR FOB DESTINA-

SIZE STANDARD:

NAICS:

8(A)

EDWOSB

SMALL BUSINESS PROGRAM

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

WOMEN-OWNED SMALL BUSINESS

SMALL BUSINESS

VETERAN-OWNED

SERVICE-DISABLED

BUSINESS

HUBZONE SMALL

SMALL BUSINESS

% FOR:

SET ASIDE:

UNRESTRICTED OR

10. THIS ACQUISITION IS

CODE

9. ISSUED BY

TIME

8. OFFER DUE DATE/LOCAL

b. TELEPHONE NO. (No Collect Calls)

a. NAME

6. SOLICITATION ISSUE DATE

5. SOLICITATION NUMBER

4. ORDER NO.

3. AWARD/EFFECTIVE DATE

2. CONTRACT NO.

1. REQUISITION NO.

PAGE 1 OF

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINSTRATION DATA (Continuation of SF 1449 Blocks 5-18)

1. Contract Administration: All contract administration matters will be handled by the following individual(s):

a. Contractor _____________________________________________

Address _____________________________________________

City/State/Zip _____________________________________________

Point of Contact _____________________________________________

Telephone Number _____________________________________________

Email Address _____________________________________________

TAX ID Number _____________________________________________

SAM IDENTIFICATION NUMBER _____________________________________________

b. Government:

Heather Schrader, Administrative Contracting Officer Department of Veterans Affairs, Canandaigua VA Medical Center 400 Fort Hill Avenue Canandaigua, NY 14424

Allan Preston, Contracting Officer Department of Veterans Affairs 2875 Union Road, #3500 Cheektowaga, NY 14227

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

[X] 52.232-33, Payment by Electronic Funds Transfer – System for Award Management [ ] 52.232-34, Payment by Electronic Funds Transfer – Other than System for Award Management [ ] 52.232-36, Payment by Third Party

INVOICES: Invoices shall be submitted in arrears:

SECURE FAX: VA Handbook 6500 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.”

2. CONTRACT MODIFICATIONS: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and after advice and consultation with the Contracting Officer’s Representative (COR), has the authority to make changes that will affect contract prices, quantity, quality, delivery terms and conditions, or the term of the contract. In no event shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

3. SOLICITATION/CONTRACT: This solicitation and resulting contract adheres to the format defined in Federal Acquisition Regulation (FAR) Parts 12 and 15. An official copy of the FAR can be obtained at: https://www.acquisition.gov/far/

POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70.

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

36C24222R0035 Signed copies of any issued amendments must be submitted with proposal response.

Page 1 of Page 1 of

B.2 SCHEDULE OF SERVICES

The contractor shall provide services for eligible Veterans in accordance with the performance work statement (PWS). The price schedule of services establishes an all-inclusive daily rate for all costs associated with the required services provided by the contractor. The daily rate is to be expressed as a per eligible Veteran, per day rate. Payment will only be made for Veterans referred to the contractor by an authorized official at the VA Medical Center.

PRICING INSTRUCTIONS: Three awards will be made as a result of this this solicitation (one award for the VA Hudson Valley Health Care System, one award for the VA New Jersey Health Care System, and one award for the VA New York Harbor Health Care System). If an offeror is not submitting a proposal for one of the VA locations, the price schedule of services for that location does not need to be completed/provided.

Offerors must complete all portions of the price schedule of services below by entering an all-inclusive unit cost for each line item number (LIN), along with a total estimated cost. This is to be computed by multiplying the estimated quantity by the proposed cost for each LIN.

Do not leave any LIN prices blank. Partial pricing is not acceptable. Proposals that do not include pricing for all LINs in all performance periods will be considered incomplete and removed from any further consideration.

VA HUDSON VALLEY HEALTH CARE SYSTEM - PLACE OF PERFORMANCE: Services shall be provided on-site at the contractor’s facility within 35 miles of Peekskill, NY

VA HUDSON VALLEY HEALTH CARE SYSTEM

BASE YEAR: 10/01/2022 THROUGH 09/30/2023

VA HUDSON VALLEY HEALTH CARE SYSTEM

OPTION YEAR 1: 10/01/2023 THROUGH 09/30/2024

VA HUDSON VALLEY HEALTH CARE SYSTEM

OPTION YEAR 2: 10/01/2024 THROUGH 09/30/2025

VA HUDSON VALLEY HEALTH CARE SYSTEM

OPTION YEAR 3: 10/01/2025 THROUGH 09/30/2026

VA HUDSON VALLEY HEALTH CARE SYSTEM

OPTION YEAR 4: 10/01/2026 THROUGH 09/30/2027

VA HUDSON VALLEY HEALTH CARE SYSTEM

CONTRACT TOTALS

ESTIMATED QUANTITIES: All quantities listed herein are estimated annual quantities. Actual placements will be based on the number of homeless Veterans requiring housing services case management and payment will only be provided for the quantity of beds occupied by a VA-referred Veteran. Except as described in the “Guaranteed Minimum” paragraph below, the Government is not obligated to purchase any specified amount of services under this contract, but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract.

GUARANTEED MINIMUM: The Government will order at least $250,000.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

MAXIMUM TOTAL CONTRACT AMOUNT: The potential aggregate contract total over the term of the entire contract (base year and four option years) is $4,000,000.00.

ORDERING PROCEDURES: VA has the sole authority to refer Veterans for care at the contractor’s facility. A task order in the amount of the estimated quantity will be issued for each performance period. At the end of the performance period, if all estimated quantities have not been provided by the vendor, a bi-lateral modification will be issued to decrease the remaining funds and quantities.

AWARD BASED ON INITIAL OFFERS: Offerors are advised of the possibility that award may be made without discussion. Accordingly, offerors are cautioned to submit their initial offers based on their most favorable terms, pricing and technical factors.

VA NEW JERSEY HEALTH CARE SYSTEM - PLACE OF PERFORMANCE: Services shall be provided on-site at the contractor’s facility in Northern or Central New Jersey

VA NEW JERSEY HEALTH CARE SYSTEM

BASE YEAR: 10/01/2022 THROUGH 09/30/2023

VA NEW JERSEY HEALTH CARE SYSTEM

OPTION YEAR 1: 10/01/2023 THROUGH 09/30/2024

VA NEW JERSEY HEALTH CARE SYSTEM

OPTION YEAR 2: 10/01/2024 THROUGH 09/30/2025

VA NEW JERSEY HEALTH CARE SYSTEM

OPTION YEAR 3: 10/01/2025 THROUGH 09/30/2026

VA NEW JERSEY HEALTH CARE SYSTEM

OPTION YEAR 4: 10/01/2026 THROUGH 09/30/2027

VA NEW JERSEY HEALTH CARE SYSTEM

CONTRACT TOTALS

ESTIMATED QUANTITIES: All quantities listed herein are estimated annual quantities. Actual placements will be based on the number of homeless Veterans requiring housing services case management and payment will only be provided for the quantity of beds occupied by a VA-referred Veteran. Except as described in the “Guaranteed Minimum” paragraph below, the Government is not obligated to purchase any specified amount of services under this contract, but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract.

GUARANTEED MINIMUM: The Government will order at least $450,000.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

MAXIMUM TOTAL CONTRACT AMOUNT: The potential aggregate contract total over the term of the entire contract (base year and four option years) is $8,000,000.00.

ORDERING PROCEDURES: VA has the sole authority to refer Veterans for care at the contractor’s facility. A task order in the amount of the estimated quantity will be issued for each performance period. At the end of the performance period, if all estimated quantities have not been provided by the vendor, a bi-lateral modification will be issued to decrease the remaining funds and quantities.

AWARD BASED ON INITIAL OFFERS: Offerors are advised of the possibility that award may be made without discussion. Accordingly, offerors are cautioned to submit their initial offers based on their most favorable terms, pricing and technical factors.

VA NEW YORK HARBOR HEALTH CARE SYSTEM - PLACE OF PERFORMANCE: Services shall be provided on-site at the contractor’s facility in Manhattan, Brooklyn, or Queens (not Staten Island)

VA NEW YORK HARBOR HEALTH CARE SYSTEM

BASE YEAR: 11/01/2022 THROUGH 10/31/2023

VA NEW YORK HARBOR HEALTH CARE SYSTEM

OPTION YEAR 1: 11/01/2023 THROUGH 10/31/2024

VA NEW YORK HARBOR HEALTH CARE SYSTEM

OPTION YEAR 2: 11/01/2024 THROUGH 10/31/2025

VA NEW YORK HARBOR HEALTH CARE SYSTEM

OPTION YEAR 3: 11/01/2025 THROUGH 10/31/2026

VA NEW YORK HARBOR HEALTH CARE SYSTEM

OPTION YEAR 4: 11/01/2026 THROUGH 10/31/2027

VA NEW YORK HARBOR HEALTH CARE SYSTEM CONTRACT TOTALS

ESTIMATED QUANTITIES: All quantities listed herein are estimated annual quantities. Actual placements will be based on the number of homeless Veterans requiring housing services case management and payment will only be provided for the quantity of beds occupied by a VA-referred Veteran. Except as described in the “Guaranteed Minimum” paragraph below, the Government is not obligated to purchase any specified amount of services under this contract, but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract.

GUARANTEED MINIMUM: The Government will order at least $500,000.00 in services during the base year of the contract. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

MAXIMUM TOTAL CONTRACT AMOUNT: The potential aggregate contract total over the term of the entire contract (base year and four option years) is $15,000,000.00.

ORDERING PROCEDURES: VA has the sole authority to refer Veterans for care at the contractor’s facility. A task order in the amount of the estimated quantity will be issued for each performance period. At the end of the performance period, if all estimated quantities have not been provided by the vendor, a bi-lateral modification will be issued to decrease the remaining funds and quantities.

AWARD BASED ON INITIAL OFFERS: Offerors are advised of the possibility that award may be made without discussion. Accordingly, offerors are cautioned to submit their initial offers based on their most favorable terms, pricing and technical factors.

B.3 PERFORMANCE WORK STATEMENT

1. GENERAL: The Department of Veteran’s Affairs (VA) requires contractor(s) to provide emergency residential housing and case management services to homeless Veterans as part of the Community Based Health Care for Homeless Veterans (HCHV) program. The contractor shall work in close collaboration with the VA to implement the program as defined in this PWS. The program/services are for Veterans who are eligible for VA health care and referred by one of the following VA Medical Centers:

1.1. VA Hudson Valley Health Care System, 2094 Albany Post Road, Montrose, NY 10548

1.2. VA New Jersey Health Care System, 385 Tremont Avenue, East Orange, NJ 07018

1.3. VA New York Harbor Health Care System, 423 E. 23rd Street, New York, NY 10010

2. BACKGROUND: Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. Contractors must be able to provide care and sufficient services to Veterans who are homeless, in community-based residential setting. Each VAMC requires the contractor to offer a safe and secure environment to support Veterans’ rehabilitation and recovery goals. The contractor will be required to provide residential and case management services but will not be required to provide detoxification or other hospital level treatment; those services will be provided by the VA at VA facilities. The contractor will be expected to work collaboratively with a variety of VA programs and services to encourage Veterans admitted to the HCHV program to complete their agreed upon recovery goals.

2.1. The Department of Veteran’s Affairs (VA) has been providing direct and specialized services for homeless Veterans for nearly 25 years. The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration has been increasing both capacity of existing programs and services offered to program participants. The plan calls for utilizing new models of care not previously offered by VA.

2.2. The VA’s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. Contracts will enable VA to engage a community provider to offer homeless Veterans services

2.3. VA Liaisons to the contractor will be identified by the homeless program leadership at VA. This individual will act as the clinical liaison for all client related issues between the contractors and VA by providing clinical oversight. The VA Liaison will not provide direct clinical supervision. The contractor is responsible for case management with all Veterans in the program. The VA Liaison will also consult with and provide input to the contractor(s) as needed.

2.4. Contractors shall provide all labor, supervision, housing, material, and supplies necessary to provide emergency residential housing, treatment and supportive services through the HCHV program Contract Emergency Residential (CER) model. Services will be provided on-site at the contractor’s facility, in accordance with all terms conditions, provisions and requirements listed herein. The prices in B.2 Price Schedule of Services shall be inclusive of all “basic services” as may be necessary in the treatment of the Veteran. “Basic services” shall be as defined within this PWS. There will be no additional payments offered to a contractor other than bed days of care for Veterans who are admitted to the contractor’s facility by VA referral.

3. PLACE OF PERFORMANCE: Services shall be provided at the contractor’s facility. Contracts will only be awarded to contractors with active residential treatment facilities. Facilities must be in centralized locations, near public transportation, and near areas that provide employment. One contract will be awarded per location/VAMC catchment area as follows:

3.1. Hudson Valley VA Health Care System: within 35 miles of Peekskill, NY

3.2. VA NY Harbor Health Care System: Manhattan, Brooklyn, and Queens (not Staten Island)

3.3. VA New Jersey Health Care System: Northern or Central New Jersey

3.4. If for any unforeseen circumstances, services are to be moved to alternate locations, the contractor shall contact the Contracting Officer Representative (COR) immediately. Based on the length of time for services being provided at the alternate location, it will be up to the discretion of the Contracting Officer (CO) to determine if a contract modification will be required, which could include a decision to terminate the contract.

4. DEFINITIONS/ACRONYMS:

4.1. ADA: Americans with Disabilities Act

4.2. CO: Contracting Officer

4.3. COR: Contracting Officer’s Representative

4.4. CPARS: Contractor Performance Assessment Reporting System

4.5. CS: Contract Specialist

4.6. FAR: Federal Acquisition Regulation

4.7. HCHV: Health Care for Homeless Veterans

4.8. HEARTH: Homeless Emergency Assistance and Rapid Transition to Housing

4.9. HMIS: Homeless Management Information

4.10. NACI: National Agency Check with Written Inquiries

4.11. NCO: Network Contracting Office

4.12. QASP: Quality Assurance Surveillance Plan

4.13. VA: Veterans Affairs (U.S. Department of...)

4.14. VAMC: Veterans Medical Center

4.15. VHA: Veterans Health Administration (sub-agency within the U.S. Department of Veterans Affairs)

4.16. VISN: Veterans Integrated Service Network (regional grouping of VA Medical Centers)

5. WEBSITES/RESOURCES:

5.1. VA Homeless Programs: http://www.va.gov/HOMELESS/hchv.asp

5.2. Harm Reduction Strategies in Case Management: http://harmreduction.org/about-us/principles -of-harm-reduction/

5.3. Homeless Management Information System (HMIS): http://www.hudexchange.info/programs/hmis/

5.4. McKinney-Vento/HEARTH Act Definition of Homelessness: https://www.hud.gov/sites/documents/HAAA_HEARTH.PDF

6. HOURS OF OPERATION: 24 hours per day, 7 days per week, 365 days per year.

7. CONTRACTOR RESPONSIBILITIES

7.1. BASIC SERVICES: The contractor shall furnish each Veteran referred for care under this contract the following basic services:

7.1.1. ROOM AND BOARD:

7.1.1.1. A designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge.

7.1.1.2. The bed must be situated in a room that affords Veteran safety, privacy and security.

7.1.1.3. VA will not pay for bed sharing, as it is not allowed in this contract. Beds shall not be used for more than one person at a time.

7.1.1.4. Bed frame, mattress, mattress protector/cover (mattresses must be in good condition and fully encased with protective covering)

7.1.1.5. Dresser and or other storage for clothes and personal items

7.1.1.6. Safe and secure place for Veterans to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, dresser that includes a lock application device and lock).

7.1.1.7. Personal linens (towels, wash cloths, full/complete bed sheets, blanket, and at least one pillow)

7.1.1.8. Basic personal hygiene products

7.1.2. FOOD/MEALS: Contractor is responsible for providing appetizing, nutritionally adequate meals three times per day, seven days per week, 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.

7.1.2.1. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines.

7.1.2.2. 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.

7.1.2.3. 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.

7.1.2.4. The contractor is required to provide a microwave (in a common area/kitchen)

7.1.2.5. The contractor is required to have onsite food warming equipment to keep food warm and/or food to the appropriate temperature prior to serving meals.

7.1.2.6. The contractor shall provide alternative meals for Veterans with dietary restrictions if medically indicated (diabetic, renal and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Halal, Sikh, etc.)

7.1.2.7. The facility shall provide storage space in an onsite refrigerator (in a common area/kitchen) for Veterans to store and freely access personal food. The facility shall establish and maintain sanitary procedures for food storage, washing dishes, cleaning equipment and work areas, and disposing of waste.

7.1.3. LAUNDRY: The contractor is responsible for providing laundry facilities and supplies to Veterans at no cost.

7.1.3.1. An adequate number of washers and dryers shall be provided onsite to meet the needs of the Veteran’s. Washers and dryers must be operational and serviceable. Repairs of equipment shall be completed in a reasonable amount of time and at the expense of the contractor; or

7.1.3.2. If laundry services are offsite, the contractor shall cover any fees and supplies, as well as provide adequate transportation to and from laundry facilities for all Veterans.

7.1.3.3. Laundry processes (whether internal or external) shall ensure adequate disinfection and extermination to kill bacteria, insects, eggs, etc., with adequate protocol for processing clothing and possessions of new admissions.

7.1.4. THERAPEUTIC AND REHABILITATIVE SERVICES: The contractor must provide individualized, on-site therapeutic and rehabilitative services determined to be needed by each Veteran admitted to the HCHV program. The therapeutic and rehabilitative services must be detailed in the individual service plan (a.k.a. “treatment plan”) developed by the contractor, with input from the Veteran and VA HCHV Liaison (or designee) for approval by VA, within 48 hours after admission. Services which the contractor must be able to furnish shall include:

7.1.4.1. A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e. resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and VA Liaison; physical activities; facilitated outings or social activities in the local community; social recreational/peer support groups, linkage to Alcoholics Anonymous, Narcotics Anonymous; linkage to vocational services/counseling). Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

7.1.4.2. Health and personal hygiene maintenance; assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

7.1.4.3. Monitoring of medications, as applicable. Ensure VISN 2 HCHV Contract Residential Care Initial and Annual Inspection Form (Attachment D HCHV Inspection Form – Medication Review) is reviewed for expectations. Please note, this checklist is subject to change at any time without prior notice.

7.1.4.4. Professional counseling as required, including emphasis on self-care skills, adaptive coping skills, vocational counseling in collaboration with the VA HCHV Liaison or other community resources as appropriate.

7.1.4.5. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning.

7.1.4.6. Opportunities for learning, and internalizing knowledge of the illness and/or recovery process, improving social skills, and improving personal relationships.

7.1.4.7. Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

7.1.4.8. Collaboration with VA program staff providing supportive psychosocial, therapeutic and rehabilitative services.

7.1.4.9. Supportive case management, including guidance on self-care skills and adaptive coping skills for independent living in collaboration with VA program and community resources.

7.1.4.10. Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential.

7.1.4.11. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

7.1.4.12. A program that promotes community interaction.

7.1.4.13. Provides regularly occurring (at least once a week) house meetings run by staff with mandatory attendance of Veterans, unless otherwise clinically indicated as determined on an individual basis.

7.1.5. CASE MANAGEMENT: Contractors shall provide, at minimum, the following case management services to Veterans in the program:

7.1.5.1. Engagement of the Veteran in the service planning process. Contractor will carry the responsibility for interviewing, counseling and case managing for the identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment and establish treatment goals.

7.1.5.2. Contractor will utilize counseling strategies to include crisis intervention and case management including both short and long-term services.

7.1.5.3. 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.

7.1.5.4. Contractor shall assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to the Veterans’ readjustment challenges in the community.

7.1.5.5. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, family, staff, community programs/agencies, and is responsible for formulating case management treatment goals and plans that address identified needs, stressors, and problems.

7.1.5.6. Contractor shall 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 and the VA.

7.1.5.7. The contractor shall provide psychosocial assessments that include goals for clinical treatment. The contractor is responsible for coordinating and documenting clinical case management and psychosocial services and documenting the overall effectiveness of the case management services provided. Specifically, but not limited to:

7.1.5.7.1. Develop and complete a written Individual Service Plan (ISP) with the Veteran consistent with CER program goals within one week of admission. Plan shall include provisions for Veteran placement in appropriate permanent housing within 60 to 90 days of admission to the HCHV Contract Residential Care facility but no more than 180 days without a planned reason for extension. Housing Placement planning must take into account all appropriate and available community-based housing options as well as the Veterans preferences regarding location and housing type. The plan should also be focused on getting the Veteran(s) 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 CER program. However, engagement and service delivery should retain the expectation that the Veteran will advance to permanent housing with support, recognizing that it will often be at his or her own pace.

7.1.5.7.2. The completed written ISP shall be signed by the Contractor, Veteran, and the VA HCHV Liaison within the 72 hours of program admission.

7.1.5.7.3. ISP must be reviewed at a minimum every 30 days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the VA HCHV Liaison.

7.1.5.7.4. Make changes in plans in consultation with the Veteran.

7.1.5.7.5. Provide individual case management meetings at least weekly with each Veteran, focused on housing search, stabilization, coordination of care, and ongoing discharge planning.

7.1.5.7.6. 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, the contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA HCHV Liaison.

7.1.5.7.7. Coordinate with the VA HCHV Liaison during weekly case conferences regarding updates and changes in Veteran’s care plans to foster a collaborative relationship with the VAMC, contractor and Veteran. Case conferencing may be done in person or by telephone conference calls as determined by the VA Medical Center.

7.1.5.7.8. Obtain relevant Release of Information to communicate and coordinate Veteran’s treatment with VA and other community-based service providers.

7.1.5.7.9. Work in close collaboration with the VA Liaison to ensure Veteran’s connections to needed VA medical, mental health, substance abuse treatment and care.

7.1.5.7.10. Contractor will take primary responsibility for assisting Veterans in completing housing applications and any other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver’s license, income verification and any additional information required by housing resources and potential income supports.

7.1.5.7.11. Contractor shall accompany Veterans to housing interviews, medical appointments, and other appointments as needed while working with Veterans to foster independence and a sense of self-determination.

7.1.5.7.12. Contractor is 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 ISP 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 hours of program admission. Housing Assessments must identify Veterans’ housing history, strengths (i.e. positive prior rental history), and barriers (i.e. multiple evictions, recent felony, poor money management skills, etc.). 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 Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contract 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:

7.1.5.7.12.1. Assistance obtaining and reviewing Veteran’s free credit report, identifying housing strengths and/or barriers associated with current credit status

7.1.5.7.12.2. Creating a Tenant Portfolio with the Veteran that contains all relevant documents required in the rental process, including a completed sample rental application for the Veteran, income verification documents, identification, applicable subsidies, etc.

7.1.5.7.12.3. 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.

7.1.5.7.12.4. 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. All housing efforts by the contractor shall be documented clearly and presented to VA Liaison or designee 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.

7.1.5.8. The contractor shall provide onsite therapeutic and rehabilitative services. Daily structured groups and activities should be offered to promote social skills building and healthy lifestyles. Veteran attendance is not mandatory but should include the following types of services:

7.1.5.8.1. Group therapy (Cognitive Behavioral, Motivational Interviewing),

7.1.5.8.2. Relapse prevention

7.1.5.8.3. Life skills training

7.1.5.8.4. Social skills training

7.1.5.8.5. Alcoholics Anonymous

7.1.5.8.6. Narcotics Anonymous

7.1.5.8.7. Moral Recognition Therapy (MRT)

7.1.5.8.8. Vocational counseling

7.1.5.8.9. Health and personal hygiene maintenance

7.1.5.8.10. Monitoring of medications

7.1.5.8.11. Permanent housing search groups

7.1.5.8.12. For purposes of this contract “house meetings” may not be counted as a structured group activity since groups should have a therapeutic value and facilitation shall be the responsibility of the contractor. Should a Veteran have a mental health, medical, or employment obligations which directly conflicts with this requirement, alternative group activities will be arranged and/or the contractor will clearly document efforts made to accommodate the Veteran. These groups can be offered by community or VA resources on site or at alternative locations.

7.2. FACILITY: It is the responsibility of the contractor to properly maintain its facilities. The VA shall have no responsibility for paying or reimbursing the contractor for such expenses.

7.2.1. The contractor’s facility must:

7.2.1.1. Provide appropriate safety in all common areas such as lounges, laundry rooms, shared kitchens, group rooms, entrances, exits, hallways, through active monitoring. Monitoring may be done through video surveillance or frequent staff observation (at least twice per shift).

7.2.1.2. Have a current occupancy permit issued by local and/or state governments in the jurisdiction where the facility is located. Any changes to the status of the occupancy certificate should be reported to the VA HCHV Liaison within 24 hours.

7.2.1.3. Be in compliance with existing standards of State and local safety and sanitation codes.

7.2.1.4. Be licensed under State or local authority, as appropriate to the level of care provided.

7.2.1.5. Where applicable, be accredited by the State.

7.2.1.6. Be equipped with operational heating and ventilation systems. Any outages or issues/problems with the operational status of the heating and ventilation systems will be reported to the VA HCHV Liaison within 24 hours.

7.2.1.7. Be kept clean, free of dirt, grime, mold, or other hazardous substances as well as damages that would noticeably detract from the overall appearance and/or create a safety risk. The VA inspection team shall have final say as to whether this standard has been met.

7.2.1.8. Be equipped with first aid equipment and an evacuation plan in case of emergency.

7.2.1.9. Have windows and doors that can be opened and closed in accordance with manufacturer standards.

7.2.1.10. Keep all outdoor pathways, doorways, entrances/exits clear of ice, snow, clutter, and debris to ensure safe access and egress. The VA inspection team shall have final say as to whether this standard has been met.

7.2.1.11. Have a formal contingency plan to identify the contractors’ points of contact and cascade list in preparation for natural disasters, weather-related or other emergency events, as well as to demonstrate how the contractor will provide continued care and services for Veterans in the event of an emergency. The written plan will be provided to the VA HCHV Liaison or designee within two weeks of contract award.

7.2.1.12. CER housing and supportive services for female Veterans under this contract are 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 contractor must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services.

7.2.1.13. Minimum space requirements for each location:

7.2.1.13.1. VA Hudson Valley Health Care System

7.2.1.13.1.1. 10 beds (must be able to accommodate both male and female)

7.2.1.13.2. VA New Jersey Health Care System

7.2.1.13.2.1. 30 beds (male and female separated by floor)

7.2.1.13.3. VA New York Harbor Health Care System

7.2.1.13.3.1. 56 beds comprised as follows:

7.2.1.13.3.1.1. 8 women Veterans

7.2.1.13.3.1.2. 48 male Veterans

7.2.1.14. Meet fire safety requirements, as follows:

7.2.1.14.1. 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.

7.2.1.14.2. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency.

7.2.1.14.3. Fire exit drills must be held at least quarterly. Residents must be instructed in fire safety and evacuation procedures upon admission to the facility, including what to do when the primary and/or secondary exits are blocked.

7.2.1.14.4. The contractor shall have a written plan for evacuation in the event of fire. This will be reviewed annually by VA. The plan shall outline the duties, responsibilities, and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills.

7.2.1.14.5. The contractor shall have a written policy prohibiting smoking, vaping, and tobacco use in the facility. This policy must be enforced. No smoking will be allowed in bedrooms, dining areas or other common areas such as bathrooms and living rooms.

7.2.1.14.6. The contractor shall have a written policy prohibiting flammable items (such as candles, plug in type air fresheners, etc.)

7.2.1.14.7. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers.

7.2.1.14.8. 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 documented.

7.3. SPECIAL POPULATION CONSIDERATIONS: The contractor shall not discriminate based on race, color, ethnicity, religion, sex, age, national origin, disability, sexual orientation, gender identity/expression, political affiliation, or status as a parent.

7.3.1. Facilities providing care for both male and female Veterans shall ensure that female residential rooms or sections and showering/bathing facilities are securely segregated or restricted from men to ensure safety and privacy.

7.3.2. Contractor shall have policies in place regarding how they will house Veterans who identify as transgender/non-binary. This should include accommodations for the personal preferences of the Veteran and their potential roommate(s).

7.3.3. The self-identified gender identity of each person shall be respected and is sufficient for the purposes of determining gender-appropriate housing.