36C24226Q0118 EMERGENCY RESIDENTIAL AND CASE MANAGEMENT- RFQ.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER

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. UEI: EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24226Q0118

6. SOLICITATION ISSUE DATE

05-15-2026

Danelle Wassink | Contracting Officer 607-664-6337 06-15-2026

16:30 EST

36C242 Department of Veterans Affairs Network Contracting Office (NCO) 2 Bath VA Medical Center 76 Veterans Avenue Bath NY 14810-0810 Danelle Wassink Danelle.Wassink@va.gov

X

624221

$13.5 Million

N/A

X

36C561

Department of Veterans Affairs VA New Jersey Health Care System Health Care for Homeless Veterans Program 385 Tremont Avenue East Orange, NJ 07018-1023

36C242

Department of Veterans Affairs Network Contracting Office 2 Bath VA Medical Center 76 Veterans Avenue Bath NY 14810-0810

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/veteransaffairs/

Emergency residential housing and case management services for homeless Veterans as part of the community-based Health Care for Homeless Veterans (HCHV) program for the VA New Jersey Health Care System. Services shall be provided at the contractor's facility. Services must be provided in d Accordance with the terms and conditions stated herein.

To be specified on each funded Task Order.

X X

X ONE

DANELLE WASSINK

CONTRACTING OFFICER

36C24226Q0118

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF SERVICES

B.3 PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 70

C.7 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(APR 2026)

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.9 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.12 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 CERTIFICATION- IMMIGRATION AND NATIONALITY ACT ..................... (Attached) D.3 PAST PERFORMANCE REFERENCES ..................................................... (Attached) D.4 WAGE DETERMINATIONS......................................................................... (Attached) D.5 REFERRAL FORM. ..................................................................................... (Attached)

D.6 VHA DIRECTIVE 1162.04 AMENDED- HEALTH CARE FOR HOMELESS

VETERANS CONTRACT RESIDENTIAL SERVICES PROGRAM. ................... (Attached) D.7 INSPECTION PACKET. .............................................................................. (Attached) D.8 REQUEST FOR EXTENSION OF PER DIEM. ............................................ (Attached) D.9 MEDICATION REVIEW FORM. .................................................................. (Attached) D.10 INCIDENT REPORT. ................................................................................. (Attached) D.11 KEY PERSONNEL .................................................................................... (Attached)

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.5 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

E.6 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRATION:

a. Contractor:

Company Name: __________________________________________

Facility Name: __________________________________________

Address: __________________________________________

County: __________________________________________

Point of Contact/Title: __________________________________________

Telephone number: __________________________________________

Fax Number: __________________________________________

Email: __________________________________________

SAM UEI: __________________________________________

TIN Number: __________________________________________

b. Government:

Danelle Wassink, Contract Specialist Department of Veterans Affairs Network Contracting Office (NCO 2) Phone: 607-664-6337 Email: Danelle.Wassink@va.gov

3. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with 52.232-33, Payment by Electronic Funds Transfer – System for Award Management.

4. INVOICES: Invoices shall be submitted monthly in arrears.

5. 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. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Current invoicing information is located at http://www.fsc.va.gov/einvoice.asp.

mailto:Danelle.Wassink@va.gov

6. CONTRACT/ TASK ORDER 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 prices, quantity, quality, delivery terms and conditions, or the terms 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.

7. CONTRACTING OFFICER’S REPRESENTATIVE: Prior to award, the Contracting

Officer will designate the Program Specialist to act as Contracting Officer’s Representative (COR). All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of this agreement. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

8. SYSTEM FOR AWARD MANAGEMENT (SAM): Per FAR 4.1102, offerors must be listed in SAM at the time of offers due AND at the time of award. SAM includes the functionality of the previous Central Contractor Registration (CCR) and Online Representations and Certifications Applications (ORCA). No contract will be entered into with an unregistered contractor. Internet access allows registration by completing an electronic online registration application at http://www sam.gov/.

9. SOLICITATION/CONTRACT: This solicitation adheres to the format defined in FAR Part

12 of the FAR. The text of the FAR is available at https://www.acquisition.gov.

10. 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.”

11. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation conference for contract orientation purposes.

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

AMENDMENT NO DATE

https://www.acquisition.gov/

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.

PLACE OF PERFORMANCE: Services shall be provided on-site at the contractor’s facility located in one of the following New Jersey Counties: Bergen, Essex, Hudson, Hunterdon, Mercer, Middlesex, Monmouth, Morris, Ocean, Passaic, Somerset, Sussex, Union or Warren.

ESTIMATED QUANTITIES: All quantities listed herein are estimated quantities. The quantity is based off services for 30 Veterans per day, each year. The offeror’s facility must be able to provide at least 30 beds for Veterans under the contract every day.

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 $25,000.00 in services during the base period of the contract. (Note: The guaranteed minimum order amount applies to the base period only. Award of the additional options is not guaranteed nor is there a guaranteed minimum order amount in any given option that is exercised.)

MAXIMUM TOTAL CONTRACT AMOUNT: The potential aggregate contract total over the term of the entire contract (base period and four options) shall not exceed $11,000,000.00

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 bilateral modification will be issued to decrease the remaining funds and quantities.

Base: October 1, 2026 through September 30, 2027

LIN SERVICES UNIT EST

QTY

PRICE

PER BED

DAY OF

CARE

ESTIMATED

TOTAL

COST

Provide homeless housing and case management services (per Veteran per day) as described in the PWS

Bed Day 10,950 $ $

Option 1: October 1, 2027 through September 30, 2028

LIN SERVICES UNIT EST

QTY

PRICE

PER BED

DAY OF

CARE

ESTIMATED

TOTAL

COST

Provide homeless housing and case management services (per Veteran per day) as described in the PWS

Option 2: October 1, 2028 through September 30, 2029

QTY

PRICE

PER BED

DAY OF

CARE

ESTIMATED

TOTAL

COST

Provide homeless housing and case management services (per Veteran per day) as described in the PWS

Option 3: October 1, 2029 through September 30, 2030

QTY

PRICE

PER BED

DAY OF

CARE

ESTIMATED

TOTAL

COST

Provide homeless housing and case management services (per Veteran per day) as described in the PWS

Option 4: October 1, 2030 through September 30, 2031

QTY

PRICE

PER BED

DAY OF

CARE

ESTIMATED

TOTAL

COST

Provide homeless housing and case management services (per Veteran per day) as described in the PWS

VA NEW JERSEY HEALTH CARE SYSTEM

ESTIMATED CONTRACT TOTALS

BASE $

OPTION 1 $

OPTION 2 $

OPTION 3 $

OPTION 4 $

TOTAL $

Note: This contract includes Clause 52.217-8, "Option to Extend Services." Under this clause, the contract may be extended for a period of up to six (6) months, with the rates remaining at the levels in effect at the time the clause is exercised.

B.3 PERFORMANCE WORK STATEMENT (PWS)

GENERAL: The Department of Veteran’s Affairs (VA) requires a contractor to provide emergency residential housing and case management services to 30 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:

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

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. The contractor shall provide 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 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 located in one of the following New Jersey Counties: Bergen, Essex, Hudson, Hunterdon, Mercer, Middlesex, Monmouth, Morris, Ocean, Passaic, Somerset, Sussex, Union or Warren. The facility must already have an active residential treatment program.

3.1. 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. Days: Calendar Days

4.7. FAR: Federal Acquisition Regulation

4.8. HCHV: Health Care for Homeless Veterans

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

4.10. HMIS: Homeless Management Information

4.11. NACI: National Agency Check with Written Inquiries

4.12. NCO: Network Contracting Office

4.13. QASP: Quality Assurance Surveillance Plan

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

4.15. VAMC: Veterans Medical Center

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

Veterans Affairs)

4.17. 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.

http://www.va.gov/HOMELESS/hchv.asp http://harmreduction.org/about-us/principles%20-of-harm-reduction/ http://harmreduction.org/about-us/principles%20-of-harm-reduction/ http://www.hudexchange.info/programs/hmis/ https://www.hud.gov/sites/documents/HAAA_HEARTH.PDF

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. 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 two weeks of 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.7 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 two weeks 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 two weeks 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 once per week 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 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 two weeks 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. Vocational counseling

7.1.5.8.8. Health and personal hygiene maintenance

7.1.5.8.9. Monitoring of medications

7.1.5.8.10. Permanent housing search groups

7.1.5.8.11. 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. Meet the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. At least 33% of a facility’s HCHV CER beds (10 of 30 beds) must meet ADA accessibility requirements for both male and female veterans, to include entrances/exits, bathroom facilities, and common areas. Veterans must not be segregated from the rest of the facility due to physical disability.

Veterans must have the same access to treatment services, support, common areas, etc. as any other resident.

7.2.1.2. 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).

7.2.1.3. 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.

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

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

7.2.1.6. Where applicable, be accredited by the State.

7.2.1.7. 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.

7.2.1.8. 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.

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

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

7.2.1.11. 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.

7.2.1.12. 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.

7.2.1.13. 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.

7.2.1.14. Minimum space requirements: 30 beds separated by gender to ensure safety and privacy (must be able to accommodate both male and female Veterans).

7.2.1.15. Meet fire safety requirements, as follows:

7.2.1.15.1. 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.

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

7.2.1.15.3. 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.

7.2.1.15.4. 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.

7.2.1.15.5. 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.

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

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

7.2.1.15.8. 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, sprinklers, 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. A person’s gender does not depend on whether they have had surgery or other medical treatments or whether or not they are perceived to “pass” as the gender with which they identify. An individual is the gender that they say they are.

7.3.4. Staff may not inquire into the medical or surgical status of a transgender client’s transition outside of what is asked of all clients (i.e. medications that are to be kept at the administration counter, specific physical and mental health needs being address by the program, and so forth).

7.3.5. A person’s transgender status is confidential and private and shall be treated like all other confidential personal and medical information. Staff must never disclose a client’s transgender status to other clients or staff, unless such disclosure is specifically necessary for service provision, or authorized with express permission by the client.

7.3.6. The contractor will make gender-appropriate bathroom and bedroom facilities as well as changing areas available to transgender and gender nonconforming (TGNC) clients.

7.3.7. Individuals who identify as women and who feel safer housed with women rather than with men are to be housed with the women and use the women’s showers and bathrooms. Transgender women shall have the same access to bathrooms, showers, changing areas, and bedrooms as persons assigned female at birth.

7.3.8. Individuals who identify as men and who feel safer housed with men rather than women are to be housed with the men and use the men’s showers and bathrooms. Transgender men shall have the same access to bathrooms, showers, changing areas, and bedrooms as persons assigned male at birth.

7.3.9. Individuals who do not feel safe in the shelter that matches their gender identity, or who identify as neither male or female, are to be housed in and use the bathrooms and showers in the section in which they feel safest.

7.3.10. TGNC clients should be subject to the same rules about appropriate behavior in bathrooms and showers as all clients. No additional rules are required.

7.3.11. Reasonable accommodations may be made for any individual, transgender or non-transgender, who has expressed safety or privacy needs. Reasonable accommodations are made according to each individual’s needs and the ability of the agency to provide such accommodations. Under no circumstances will a TGNC person be required to use alternative facilities—including as an “accommodation” for another person’s discomfort.

7.3.12. Reasonable accommodations may include:

7.3.12.1. Doors on bathroom stalls that can be latched or locked

7.3.12.2. Curtains or other devices in bathrooms or showers that provide the client with privacy

7.3.12.3. Alternate times to use the bathrooms or showers, if requested

7.3.12.4. Monitoring of showers or bathrooms to control entrance and exiting

7.3.12.5. Alternate housing arrangements, such as “special needs” housing

7.3.12.6. Set-aside sleeping, such as rooms or beds that are separate from others, if requested

7.3.12.7. Segregated sleeping where one portion of the facility is set aside to ensure safety and privacy.

7.3.12.8. Availability of beds close to night staff

7.3.13. Staff shall only refer to clients using the client’s preferred gender pronoun (generally speaking, “she”/ “her” for transgender women and “he”/ “him” for transgender men). This includes all verbal or written communications with the client, as well as those communications about or in reference to the client with other staff or clients, and in all reports or other documents relating to the client’s case.

7.3.14. If contract staff are unsure of what pronoun to use with a client, they should privately ask that person what pronoun they prefer. If there is no immediate opportunity to speak with the client, in the interim the client’s name should be used to substitute the pronoun (for example: Alex told me that Alex was feeling depressed and would like to participate in the support group), or staff can use a gender-neutral pronoun (e.g., “they”/ “them”) until they have a chance to confirm the client’s preferred gender pronoun.

7.4. ISOLATION/QUARANTINE ROOM(S) FOR INFECTIOUS DISEASES: Contractor shall provide designated space(s) adequate for a minimum of two people for isolation or quarantine. Space should include bedroom, bathroom, and policy for utilization of the space.

7.5. PEST CONTROL: In the event of pests (bug, bed bugs, rodents, etc.), contractor shall notify the VA HCHV Liaison immediately but no later than 24 hours after discovery. Contractor shall arrange for the necessary extermination/fumigation, etc.

as soon as possible but no longer than 36 hours after discovery. The contractor is responsible for the expense of eliminating the pests. Proof of treatment is required and should be sent to the CO and COR stating results of the pest control inspection after remediation. Follow-up treatment may be required at the contractor’s expense based upon inspection results.

7.6. INTERNET AND COMPUTER ACCESS: Internet access shall be available throughout the facility. Computers shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating at a minimum of 10 Megabytes per second (Mbps) download, 1Mbps upload or better. Wireless or other access shall be provided so that it is possible for three or more users to access internet services simultaneously. Facility shall provide hardware (computer(s), printer, etc.). Veterans enrolled at the local community college or taking online courses, should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any “parental controls” they deem essential.

7.6.1. PRIVATE OFFICE SPACE: Adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect Veterans’ case records and other documentation.

8. ADDITIONAL CONTRACT REQUIREMENTS

8.1. DOCUMENTATION, RECORDS AND REPORTS: As VA exercises contract oversight, attention will be directed to the adequacy of Veterans’ records. Site visits by VA staff will periodically include a spot check of records to ensure the contractor’s invoices accurately reflect the Veteran’s length of stay. The contractor is responsible for the following onsite records and reports:

8.1.1. Daily census sheets to document and verify Veterans’ presence at the facility for billing purposes. Daily census sheets must be completed clearly, accurately, and thoroughly with full names and monitored so as to provide a full accounting of the Veterans’ stay and services received for billing and audit purposes. These census sheets will be hand delivered and/or faxed a minimum of weekly to the VA Liaison for review.

8.1.2. The contractor shall maintain an individual clinical record on each Veteran housed under this contract. The contractor must comply with the requirements of the “Confidentiality” of certain medical records (38 USC 7332), and (42 CFR, Part II). All case records will be maintained with such security and confidentiality as required and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the veterans concerned.