36C24226R0065.docx

36C24226R0065

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

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

36C24226R0065 06-04-2026

BALDWIN, VERONICA

716-862-7461 ext. 22443 07-03-2026 15:00

EDT

36C242 Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga

NY

14427 X 624229 $19 Million N/A X Department of Veterans Affairs Northport VA Medical Center 79 Middleville Rd Northport

NY

11768 36C242 Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga

NY

14427

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

See CONTINUATION Page Residential Housing Services at the Northport VA Medical Center as part of the Health Care for Homeless Veterans (HCHV) as described herein.

Proposals are due no later than 11:00 A.M. EST on Friday July 3, 2026.

Questions are due no later than 11:00 A.M. EST on Thursday June 18, 2026.

See CONTINUATION Page X X X Anthony Murray Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. Contractor Address City/State/Zip Point of Contact (name) Telephone Number Fax Number Email Address TAX ID Number

DUNS NUMBER

b. Government:

Veronica Baldwin, Contract Specialist Department of Veterans Affairs, 2875 Union Road Suite 3500 Cheektowaga, NY 14427 Phone: 716-862-7461 x22443 Email: Veronica.Baldwin1@va.gov

Anthony Murray, Contracting Officer Department of Veterans Affairs 20 Madison Ave, Extension Albany , NY 12203 Phone: 518-626-6138 Email: Anthony.Murray2@va.gov

2. 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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72, Electronic Submission of Payment Requests. The Financial Services Center: https://authentication.tungsten-network.com/login.

5. 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.

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

7. CONTRACT PERFORMANCE: Contractor shall begin services within 30 days after the date of award of this contract.

Offeror should thoroughly review the specifications and become familiar with areas of coverage prior to submitting a proposal. Failure to understand the contract requirements shall not relieve the successful offeror from performing in accordance within the strict meaning and intent of the specifications. The Government will not reimburse any costs not incorporated into the Offeror’s price.

8. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation in accordance with (IAW) FAR 42.3.

9. TECHNICAL INQUIRIES: Direct all technical inquiries in writing to Contract Specialist, Veronica Baldwin via email at: Veronica.Baldwin1@va.gov. ALL inquiries must be in writing.

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

AMENDMENT NO DATE

B.2 SCHEDULE OF SERVICES

The Contractor shall deliver services to eligible Veterans in accordance with the Performance Work Statement (PWS). The price schedule specifies an all-inclusive daily rate covering all costs associated with the required services provided by the Contractor. This daily rate shall be expressed as a per-eligible Veteran, per-day fee. Payment will be made solely for Veterans referred to the Contractor by an authorized representative of the VA Medical Center.

Offerors are required to fully complete all sections of the price schedule below by providing an all-inclusive unit cost for each CLIN, as well as the total estimated annual cost. The total estimated annual cost should be calculated by multiplying the estimated quantity by the proposed unit cost for each CLIN.

Please ensure that all CLIN prices are filled in; partial pricing is not acceptable. Proposals missing pricing for any CLINs across all performance periods will be considered incomplete and may be disqualified from further consideration.

ESTIMATED QUANTITIES: All quantities listed herein are estimated annual quantities. Actual placements will be based on the number of homeless Veterans requiring housing services 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 $100.00 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 $10,935,400.00.

ORDERING PROCEDURES: VA has the sole authority to place Veterans in the Contractor’s program on the VAMC campus. Contractor shall be paid for Veteran’s placed by the VAMC upon VA’s confirmation of Veteran eligibility and appropriateness of care. A task order will be issued at least once for each performance period.

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.

SCHEDULE/PRICE

14,600.00

Day Bed

Provide homeless housing services on a per diem basis, as described herein Unit: Day Bed Contract Period: Base POP Begin: 10-01-2026 POP End: 09-30-2027

Day Bed

Provide homeless housing services on a per diem basis, as described herein

Contract Period: Option 1 POP Begin: 10-01-2027 POP End: 09-30-2028

Provide homeless housing services on a per diem basis, as described herein

Contract Period: Option 2 POP Begin: 10-01-2028 POP End: 09-30-2029

Day Bed

Provide homeless housing services on a per diem basis, as described herein

Contract Period: Option 3 POP Begin: 10-01-2029 POP End: 09-30-2030

Provide homeless housing services on a per diem basis, as described herein

Contract Period: Option 4 POP Begin: 10-01-2030 POP End: 09-30-2031

36C24226R0065

Page 1 of Page 1 of

B.3 PERFORMANCE WORK STATEMENT

1. Background and Overview: The U.S. Department of Veterans Affairs (VA) Northport VA Medical Center (VAMC) requires a contractor to provide emergency residential placement and on-site psychosocial and therapeutic rehabilitation services for veterans within the Health Care for Homeless Veterans Contracted Residential Services (HCHV CRS) program, utilizing the Contracted Emergency Residential Services (CERS) model. HCHV CERS is designed to serve homeless veterans in need of immediate placement in a safe environment with access to treatment services. Many of these veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. The goal of the HCHV CRS program is to rapidly stabilize veterans’ medical, mental health, substance abuse and other psychosocial problems and place veterans in permanent housing within 60 to 90 days (but no more than 180 days). The contractor shall provide rapid placement of VA-referred veterans in a safe, residential treatment setting while addressing the veterans’ complex needs through clinical treatment and case management services.

This 40-bed program shall be provided on the grounds of the Northport VAMC offering 37 male beds and 3 female beds. The program is for Veterans who are eligible for VA health care and referred by the VAMC. No other Veterans or homeless individuals are allowed to use/occupy the space/beds on the VAMC campus. The Contractor will be expected to work in close collaboration with the VAMC leadership and staff to implement the program as defined in this PWS.

Through this contract, the VA seeks to support homeless veterans served by the HCHV CERS program by expediting placement of these veterans in a safe, residential treatment facility. The contractor shall comply with the HCHV CRS Same-Day Admission requirement, as mandated by VA policy (Memo: Ensuring Timely Admissions to Healthcare for Homeless Veterans Contract Residential Services, April 28,2026). Same-Day Program Admission is defined as the placement of a referred Veteran into an available CRS bed within 24 hours of the Veteran’s request for housing placement.

The contractor is responsible for maintaining internal admission processes that ensure timely, and whenever possible, same-day placement of eligible homeless Veterans into available beds. If a Veteran is admitted and subsequently determined to be ineligible, the CRS liaison and contractor shall promptly assist the Veteran in securing alternative placement and VA will authorize payment for a maximum of four days from the date of admission. The contracting officer must be consulted whenever the contractor is unable to facilitate prompt placement in accordance with the terms of the contract.

The contractor shall be community based with demonstrative experience operating a residential facility that provides therapeutic and rehabilitative services and/or a treatment facility serving homeless individuals and/or families. The contractor shall work in close collaboration with VAMC leadership and staff to implement the program as defined in the PWS. This contract shall provide veterans with immediate placement and enhanced treatment designed to address the veteran’s unique, population specific needs.

2. Primary Veteran Target Population (male and/or female): Chronically homeless, chronically mentally ill, chronic substance abuse disorders and/or serious medical problems and complex needs. VA authority only allows for payment of VA health care eligible veterans. Any costs associated with non-VA health care cannot be included in the per diem rate for this contract.

3. HCHV CERS Program Eligibility:

3.1. Must be a veteran.

3.2. Must be eligible for VA health care as determined by the local VAMC.

3.3. Must be determined to be homeless or at imminent risk for homelessness based on the McKinney-Vento Act definitions [see Reference section; 16.10 for additional information] by the local VAMC HCHV CERS program.

3.4. Must be assessed by the HCHV CERS program at the VAMC for serious medical, mental health, substance abuse, or other serious psychosocial conditions or stressors that would make the veteran highly vulnerable to negative consequences in a general population shelter or drop-in setting for homeless people.

4. Referrals: HCHV CERS Veterans are referred and approved by VA based on a demonstrated need for case management and residential treatment services to stabilize their mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues to secure permanent housing as quickly as possible. The program prioritizes veterans based on high risk factors such as severe and chronic mental health or substance abuse issues, chronic homelessness and co-morbidities like natural disasters and living in inhabitable places posing risk to survival, risk to self, and/or severe weather conditions posing potential risk for survival. The Veterans’ Name, date of birth and date of eligibility is given to the contractor on site.

5. Clinical Liaison(s): The HCHV CERS Program at the Northport VAMC will identify clinical liaison(s) to work with the contractor. Clinical liaison(s) will be the point of contact for all client related issues between the contractor and the Northport VAMC homeless team and Northport VAMC services and treatment programs. They will provide clinical and administrative oversight as required by the contract but will not provide direct clinical supervision for the contractor’s staff.

6. Contractor Residential Care Facilities and Management

6.1. Contractors must have site control of the residential care facility through ownership or valid lease.

6.2. The facility must meet Federal Law and Life Safety Codes of the National Fire and Protection Association (typically the Life Safety Code is more stringent than local or state codes). No additional funds will be provided for capital improvements under this contract. All facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct a site inspection (that contractor must pass prior to receiving per referrals).

6.3. Facilities must meet the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for veterans with physical limitations or impairments (this is also referred to as “Architectural Barriers Act compliant”). No additional funds will be provided for capital improvements under this contract. At least 5% – 7% of the facility’s HCHV CERS beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a contractor has 10 beds for the HCHV CERS Program in the facility, one to two of those beds must be accessible to veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability. They must have the same access as any other resident.

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

6.4. The contractor’s facility must be licensed under State or Federal authority and must meet all applicable local, state, and Federal requirements for licensing and health codes. Copies of valid licenses must be provided to the VA at the time of inspection and again each year during annual inspections. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction of the facility.

6.5. Contractors providing residential care and treatment services to 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.

6.6. The Contractor must have appropriate safety and security in all common areas (lounges, laundry rooms, kitchens, group rooms, entrances and exits, and hallways) through active monitoring. Monitoring may be done through video surveillance or frequent security staff observation.

6.7. Contractors must provide a safe and sober environment for all residents. Contractors must have written policies and procedures that address the following concerns and situations:

6.7.1. Suspected or known drug or alcohol use or relapses by one or more residents

6.7.2. On-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

6.7.3. On-site drug or alcohol testing methods (i.e., urine drug screens, breathalyzers, etc.) and frequency

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

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

6.7.6. Assertive monitoring of controlled substances, including but not limited to signing-in medications after receipt from the pharmacy with an observed pill count by the contractor’s staff; staff observation and recording of taking of controlled substances and other medications by veterans

6.7.7. Room inspections and daily bed checks for veterans residing in the program, including methods and frequency

6.7.8. Grievance process that addresses resident complaints with time frames for responses from the contractor’s program/facility management

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

6.7.10. Process to obtain client satisfaction with the facility and on-site services, including information about collection methods and frequency, and process for utilizing the information for continual performance improvement purposes.

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

6.8. The contractor must provide veterans referred to the HCHV CERS facility:

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

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

6.8.3. Laundry facilities for veterans to do their own laundry or laundry services provided as part of the veteran’s stay in the residential care program.

6.9. The contractor must provide a clean and comfortable environment of care that meets the following conditions:

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

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

6.9.3. Provide each resident with an acceptable place to sleep that is compliant with appropriate codes and regulations.

6.9.4. Provide every room or space with natural or mechanical ventilation.

6.9.5. The environment must be free of pollutants that threaten the health of residents.

6.9.6. Provide a water supply that is free from contamination. The contractor must notify the VA liaison immediately if there are any concerns that the water supply may be contaminated.

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

6.9.8. Provide adequate heating and/or cooling that are in proper operating condition.

6.9.9. Provide adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents.

6.9.10. Provide sufficient electrical sources to permit use of essential electrical appliances while assuring safety from fire.

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

The Contactor must notify the VA liaison via email within one hour and specify if the matter is routine or urgent re: of any environmental or structural deficiency of the physical building that poses a threat or hazard to the occupants.

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

8. Inspection: The contractor’s facility must pass an initial and annual VA inspection. [See Reference section for a copy of the inspection form.] VA reserves the right to re-inspect the facility and associated services at any time under the terms of this contract.

9. Contractor Staffing and Treatment Services

9.1. The contractor shall employ sufficient professional health care personnel to carry out the policies, responsibilities, and programs at the facility. At minimum, there must be:

9.1.1. A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week.

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

9.1.3. A professionally credentialed clinical supervisor available to make on-site visits (at minimum twice per month) and provide ongoing supervision of cases with case management personnel. The clinical supervisor must be on-call and available for emergencies 24 hours a day, 7 days a week.

9.1.4. Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must have training and experience working with homeless individuals with chronic medical, mental health and substance abuse problems and be able to assess and anticipate crises. Each veteran must have an assigned case manager responsible for coordinating and providing the treatment services specified in the contract. The ideal case manager to veteran ratio is 1:20 or fewer. However, consideration will be given by the VA to the staffing characteristics of each residential care facility.

9.1.5. The contractor is expected to participate in evidence-based training through the VA National Center on Homelessness among veterans or approved community-based trainings as requested by the VA liaison.

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

9.2. The contractor’s staff must maintain professional boundaries with veterans at all times while conveying an attitude of genuine concern and caring.

9.2.1. The contractor’s staff is prohibited from engaging in sexual activities or sexual contact with veterans or their family members, whether such contact is consensual or forced.

9.2.2. Under no circumstances should the contractor or the contractor’s staff take advantage of any professional relationship or exploit veterans or their family members to further their personal, religious, political, or business interests.

9.2.3. The contractor’s staff should not engage in dual or multiple relationships with veterans or their family members in which there is a risk of exploitation or potential harm to the veteran or veteran’s family.

9.2.4. The contractor is responsible for taking steps to protect veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

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

9.2.5.1. Adequate private office space for veterans to meet in confidence with their case manager.

9.2.5.2. Secured paper and electronic filing systems that protect the veteran’s case records and other documentation.

9.2.5.3. Conduct ongoing staff training about maintaining client privacy and confidentiality in all verbal and written communications and interactions.

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

9.3. The contractor must communicate their policies and procedures to veteran residents (both verbally and in writing) in a manner that is understandable to each veteran upon admission to the facility. Ideally, this would be in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the veteran. This communication must be documented in the veteran’s client record.

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

9.4.1. Engage the veteran in the service planning process. The contractor is responsible for interviewing, counseling and case managing veterans through psychosocial assessments to identify treatment needs which affect the veteran’s adjustment to their environment and establish treatment goals.

9.4.2. Utilize counseling strategies in crisis intervention and case management including both short and long-term services. The VA has a strong preference for the use of harm reduction strategies in the case management process to effectively engage the population being served and maximize the chances for successful placement in community based permanent housing as quickly as possible.

9.4.3. Assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance, or psychiatric problems which might contribute to veterans’ readjustment challenges in the community.

9.4.4. Establish and maintain intensive therapeutic relationships with the veteran, his/her family, staff, and community programs/agencies, and formulate case-management treatment goals and plans that address identified needs, stressors and problems.

9.4.5. Conduct high-risk screening, psychosocial assessment and treatment planning and actively involve the veteran, (and with consent) his/her family and/or significant others, in coordination with the team members. Psychosocial assessments must include goals for clinical treatment. Contractor must coordinate and document clinical case management and psychosocial services and document the overall effectiveness of the case management services provided. Specifically, the contractor will:

9.4.5.1. Develop and complete a written Individual Service Plan with the veteran within two weeks of admission. The plan must specifically include provisions for veteran placement in appropriate permanent housing within 60-90 days of admission to the HCHV CERS facility but no more than 180 days. The housing placement planning must consider all appropriate and available community-based housing options as well as the veteran’s preferences regarding location and housing type. The completed written plan must be signed by the contractor and the veteran with VA liaison review.

9.4.5.2. Review plans at least every 30 days in a clinical meeting with the veteran. Updated plans must be promptly communicated to the VA liaison.

9.4.5.3. Make changes to plans in consultation with the veteran.

9.4.5.4. Meet regularly with each veteran for case management and counseling purposes; at minimum the contractor will meet with each veteran weekly.

9.4.5.5. 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 himself/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 liaison.

9.4.5.6. Coordinate with the VA liaison during weekly case conferences any updates or changes in the veteran’s care plan to foster a collaborative relationship with the VAMC and contractor in meeting the veteran’s needs. Case conferencing may be done in person or by telephone calls as determined by the VAMC.

9.4.5.7. Obtain relevant Releases of Information to communicate and coordinate the veteran’s treatment with VA and other community-based service providers.

9.4.5.8. Work in close collaboration with the VA liaison to ensure that the veteran receives appropriate VA medical, mental health, and substance abuse treatment and care.

9.4.5.9. The contractor will take primary responsibility for assisting veterans in completing housing applications and other benefits paperwork. The contractor will assist veterans in obtaining the necessary documentation to 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.

9.4.5.10. The contractor will accompany veterans to housing interviews, medical appointments, and other appointments (as needed) while working with the veteran to foster independence and a sense of self-determination. The contractor will assist the veteran in obtaining transportation to attend appointments, potential housing placements, benefits agencies, meetings with landlords, etc. This assistance may include helping veterans obtain, bus fare, or local subsidized transportation services.

10. Contractor Therapeutic and Rehabilitative Services

10.1. The contractor will provide the following on-site:

10.1.1. A variety of daily structured groups and activities to promote social skill 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). Daily activity schedules must be printed and posted in facility common areas to ensure veteran awareness and promote participation.

10.1.2. Health and personal hygiene maintenance.

10.1.3. Monitoring of medications, if necessary.

10.1.4. Primary psychosocial case management services in collaboration with VA or other community resources.

10.1.5. Professional counseling (as required), including emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA liaison or community resources, as appropriate.

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

10.1.7. Support for an alcohol and/or drug-free lifestyle.

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

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

10.1.10. Establish a monthly veteran council meeting with administrative staff to provide a forum for communication and concerns/complaints of veteran residents. The contractor is required to provide meeting minutes and action plans to address issues. Minutes and action plans to be submitted to VA liaison on a monthly basis.

10.2. The contractor will notify the VA liaison of any negative incident occurring with a veteran immediately after being informed of or aware of the incident. The contractor will complete a written incident report within 24 hours of notification and provide a copy to the VA liaison. Incidents include but are not limited to: death, fire, drug paraphernalia, injury requiring medical attention, suicide/suicide attempt, calls to 911 for local emergency response, drug overdose, severe medical illness/emergency, severe psychiatric illness/emergency, sexual assault, act of violence by veteran against other(s), abusive behavior by veteran against staff, act of violence by other(s) against veteran, abusive behavior by staff against veteran, accident, medication problems or adverse drug reactions, or other untoward events. [See Incident Report Form in Reference section.]

10.3. In the event a veteran residing in HCHV CERS housing under this contract dies, the contractor will promptly notify the VA liaison. The contractor must immediately assemble inventory and safeguard the veteran’s personal effects. The funds, deposits, and effects left by veterans shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by veterans unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition will be immediately forwarded to the VA liaison. Property and funds become property of the United States in trust. In these cases, the facility would forward an inventory of any such property and funds in its possession to the appropriate VA office (except articles of clothing necessary for proper burial) and safeguard these items until instructions are received from the VA concerning disposition.

11. Admissions, Length of Stay and Discharges: The goals of the HCHV CERS Program are to:

11.1. Rapidly stabilize a veteran’s medical, mental health, substance abuse and other psychosocial problems by expediting placement in safe, residential treatment.

11.2. Place veterans in other appropriate permanent housing as quickly as possible (within 60 to 90 days) but no more than 180 days from the date of admission. Any length of stay beyond 90 days requires a waiver.

11.3. Veterans will be medically and psychiatrically screened by the VA and will complete a phone screening with the VA contractor. All admissions and discharges will be conducted in concurrence with the VA liaison. Except when there is a lack of available beds, the contractor will be expected to provide admission to the residential care facility and associated treatment services to veterans within 24 hours of referral. The veteran must consent to placement, and the date of admission must be approved by the VA liaison for billing purposes. Engagement of homeless veterans in the provision of case management, housing placement planning, and psychosocial treatment services is a key element of the HCHV CERS program. Therefore, management of program dropout will be an element of the quality assurance review of this program.

11.4. Ideally, veterans will be placed in permanent housing within 60 to 90 days from the date of admission (but not more than 180 days from the date of admission). The contractor may not bill for veterans whose length of stay exceeds 180 days from the date of admission without prior approval from the VA liaison. The VA Liaison will not approve per diem for lengths of stay exceeding 180 days from the date of admission unless [see Reference section for Request for Extension of Per Diem form.]:

11.4.1. There are extenuating clinical circumstances beyond the contractor’s control that are barriers to the veteran’s placement in housing; and/or

11.4.2. There is documented evidence that the contractor has exhausted every effort to place the veteran in housing sooner; and

11.4.3. The VA liaison has been appropriately advised of these efforts, including by a written waiver request, well in advance of the 180-day limit; and

11.4.4. The VA liaison concurs that the veteran will continue to derive therapeutic benefits from a continued stay at the HCHV CERS facility.

11.5. In the event that a veteran’s length of stay exceeds 180 days from the date of admission and there is no approval from the VA liaison for continued per diem, the contractor will retain the responsibility for finding suitable permanent housing in the community at its own expense prior to the veteran’s discharge from the program.

12. Discharges: Veterans may be discharged from HCHV CERS for positive, negative or administrative reasons. The date of discharge is approved by the VA liaison, and the action will be documented in the Veterans’ health record. The contractor is responsible for notifying and/or confirming discharge plans with veterans, which includes making referrals irrespective of the reason for discharge.

12.1. Positive Discharge

12.1.1. The veteran has been successfully placed as anticipated in permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan within 180 days or less

12.1.2. The veteran has been successfully placed as anticipated in permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan in greater than 180 days from the date of admission and the VA Liaison has approved continuation of per diem payment.

12.2. Administrative Discharge

12.2.1. The veteran has been transferred to an alternate level of care with concurrence from the VA liaison for medical, mental health, or substance abuse treatment to better meet the veteran’s clinical needs.

12.3. Negative Discharge

12.3.1. The veteran has absconded from the facility and his/her whereabouts are unknown

12.3.2. The veteran has had an episode of violence or has threatened violence against staff or other residents and must be discharged to maintain the safety of the facility

12.3.3. The veteran has had more than one episode of drug use at the facility, has failed to engage in or accept treatment alternatives, and must be discharged to maintain a safe and sober environment at the facility

12.3.4. The veteran’s length of stay has exceeded 180 days from the date of admission, and the VA Liaison has not approved continuation of per diem payment.

12.4. Unacceptable Discharge

12.4.1. The veteran is discharged to a homeless shelter or drop in setting after a length of stay greater than seven days from the date of admission unless there is concurrence from the VA liaison that there is no other alternative due to circumstances beyond the contractor’s control.

12.4.2. The veteran is discharged to the streets at any point in time after the date of admission under any circumstances.

12.5. Discharge performance expectations:

13. Per Diem, Billing and Payments: The VA can only pay per diem for eligible veterans (i.e., veterans whom VA refers to the contractor, or for whom VA authorizes the provision of services) as determined by the local VAMC HCHV CERS Program. “Per Diem” means that the VA will pay for the eligible veteran’s stay in a residential treatment bed and associated treatment services for each day the veteran resides at the facility and receives services. The VA also refers to this as a “bed day of care.” Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include the services or supplies normally provided to other residents at the facility without extra charge. It is the contractor’s responsibility to have appropriate systems of verification of services in place to justify invoices and payments.

VA pays per diem for each eligible veteran’s exclusive use of a residential treatment bed within a facility. Therefore, the contractor may not bill VA and VA will not pay per diem for beds that are used by more than one person at a time, such as in shifts. For example, it is not permissible to bill the VA for a bed that was used by an eligible veteran at night but then given to someone else to sleep in during the day while the eligible veteran was attending appointments outside of the facility.

Under this contract, VA will make per diem payments consistent with VA policy. Payment to the contractor will be made 30 days in arrears from receipt of the invoice.

Contractors may only bill the VA for bed days of care for veterans who are actively residing at the facility and receiving associated treatment services. In the case of veteran absences, the following rules apply:

13.1.1. The Department of Veterans Affairs (VA) will pay per diem up to a maximum of 48 consecutive hours for the unscheduled absence or 96 hours for the scheduled absence of a Veteran under certain conditions.

13.1.2. Scheduled or Excused Absences. is defined as an absence that is planned and benefits the veteran’s clinical treatment or community reintegration. Examples of acceptable excused absences could include a brief hospital stay for a medical evaluation or procedure or travel to attend a family funeral. Absences will only be considered excused if the VA liaison is informed in advance of the absence and concurs with the rationale for it. Documentation must be provided to the veteran and the VA liaison that indicates permission for the absence, the required date and time of return to the facility, and the contractor’s staff emergency contact information. Copies of this documentation must be kept on file with the contractor for verification, billing and audit purposes.

To receive payment, the absence must:

a. Be pre-planned, consistent with and support the Veteran’s individual service plan (e.g., family reunification, short term medical, substance use disorder (SUD) or psychiatric treatment).

b. Have the reason documented in the individual Veteran’s case file, treatment record, or service plan.

c. Not result in the bed being filled by the provider.

d. Not be for a break or vacation from treatment.

e. Not be used for extended educational or employment circumstances.

14.1.2.1 Unscheduled or Unexcused Absences. Veteran residents who abscond from the facility without prior notice or permission will be considered to have an unscheduled or unexcused absence. If the veteran does not return to the facility after 48 hours, he/she will be discharged from the program by the VA liaison. The contractor will not be expected to hold the bed and will be reimbursed for the discharge date. The discharge date is the day the 48-hour absence ends. The contractor can bill for the 48 hours that the bed was held in anticipation of the veteran’s return. For example, if the veteran signs out on Monday at noon for an appointment but has not returned by Wednesday at noon, the veteran will be discharged on Wednesday, and the contractor can bill for Tuesday as the last bed day of care. It is the contractor’s responsibility to immediately notify the VA liaison when a veteran’s unexpected absence occurs.

To receive payment:

a. The provider must have evidence of active outreach to locate and reengage the Veteran and document the steps taken in the Veterans individual case file, treatment record, or service plan.

b. The provider may not fill the bed.

15 Records and Reports: Contractors are required to utilize the Homeless Management Information System (HMIS), a password-protected, web-based software (See references, section 16.6) for Veteran data and documentation.

As part of VA contract oversight, attention will be directed to the adequacy of the veterans’ records. Site visits by VA staff will periodically include a spot check of records to ensure contractor invoices accurately reflect the…