36C24226R0075_1.docx

36C24226R0075

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

36C24226R0075 Veronica Baldwin - Contract Specialist 09-18-2026 3:00

EDT

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

NY

14227 X X 624221 $13.5 Million N/A X James J. Peters Department of Veterans Affairs Medical Center 130 West Kingsbridge Road Bronx

NY

10468 36C242 Department of Veterans Affairs Network Contracting Office (NCO) 2 3495 Bailey Avenue Building 3, 2nd floor Buffalo

NY

14215

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

See CONTINUATION Page Low Demand Safe Haven & Case Management Services for Homeless Veterans as part of the Community Based Health Care for Homeless Veterans (HCHV) program as described herein.

This requirement is a 100% SDVOSB set aside.

Proposals are due no later than 15:00 P.M. EST on Friday, September 18, 2026.

Questions are due no later than 15:00 P.M. EST on Thursday September 3, 2026.

See CONTINUATION Page

TBD

X X X Veronica Baldwin 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

Anthony Murray, Contracting Officer Department of Veterans Affairs 20 Madison Ave, Extension Albany, NY 12203

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) Parts 12 and 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 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.

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

Do not leave any CLIN prices blank. Partial pricing is not acceptable. Proposals that do not include pricing for all CLINs in all performance periods will be considered incomplete and removed from any 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 number 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 $14,000,000.00.

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.

PRICE/COST SCHEDULE

ITEM INFORMATION

Provide homeless housing services on a per diem basis, as described herein Contract Period: Base POP Begin: 12-01-2026 POP End: 11-30-2027

Provide homeless housing services on a per diem basis, as described herein Contract Period: Option 1 POP Begin: 12-01-2027 POP End: 11-30-2028

Provide homeless housing services on a per diem basis, as described herein Contract Period: Option 2 POP Begin: 12-01-2028 POP End: 11-30-2029

Provide homeless housing services on a per diem basis, as described herein Contract Period: Option 3 POP Begin: 12-01-2029 POP End: 11-30-2030

Provide homeless housing services on a per diem basis, as described herein Contract Period: Option 4 POP Begin: 12-01-2030 POP End: 11-30-2031

36C24226R0075

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B.3 PERFORMANCE WORK STATEMENT

1. GENERAL: The Department of Veteran’s Affairs (VA) requires contractor(s) to provide contracted residential housing and case management services to homeless Veterans as part of the Community Based Health Care for Homeless Veterans Contract Residential Services Program (HCHV CRS). 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 James J. Peters Bronx VAMC, 130 West Kingsbridge Road, Bronx, NY 10468 (“Bronx VA”)

2. BACKGROUND: Through the HCHV CRS 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 settings. Each VAMC requires the contractor to offer a safe and secure environment to support Veterans’ rehabilitation and recovery goals. The contractor will be required to provide residential and case management services but will not be required to provide detoxification or other hospital level treatment. Those services will be provided by the VA at VA facilities or appropriate external service providers. The contractor will be expected to work collaboratively with a variety of VA programs and services to encourage Veterans admitted to the HCHV CRS Low Demand Safe Haven program to complete their agreed upon recovery goals.

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

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

2.3. VA HCHV Liaison to the contractor will be identified by the homeless program leadership at the VA. This individual will act as the clinical liaison for all client related issues between the contractor and VA by providing clinical oversight. The VA HCHV Liaison will not provide direct clinical supervision. Clinical oversight refers to a working relationship between the VA HCHV Liaison and the Contractor in which the VA HCHV Liaison ensures compliance with the tasks and associated deliverables in the Performance Work Statement, as well as ensuring the safety and quality of care provided to Veterans. In providing clinical oversight, the VA HCHV Liaison may also provide guidance and advise to the Contractor in enhancing safe and effective person-centered care in complex situations to meet the needs of the Veterans, in conjunction with VA regulations, requirements and guidelines. The VA HCHV Liaison will also consult with and provide input to the contractor(s) as needed. The contractor is responsible for case management with all Veterans in the program.

2.4. Contractors shall provide all labor, supervision, housing, material, and supplies necessary to provide contracted residential housing, treatment and supportive services through the HCHV CRS Low Demand Safe Haven model. The “Safe Haven” services as a ‘specialty model will offer services up to 40 homeless Veterans. Significant deviation from these services can dilute the model as prescribed and thus disrupt ongoing program evaluation and fidelity studies. The VA National Center on Homelessness among Veterans (“the Center”) provides ongoing support for program development for both providers and VA staff. Additionally, the Center has formulated the evaluation protocol and program fidelity measures which must be adhered to by the selected Contractor and the Bronx VA.

2.5. 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. The facility should be located in:

3.1. The Bronx VA’S catchment area that covers the Bronx, Queens, Yonkers and White Plains, NY. According to the recent PIT (Point In Time count) the homeless count in the Bronx, NY is greater than that of other areas within the catchment area. Place of performance should be located within Bronx, NY to best serve the target population. (see map (attachment D.8) of Bronx, NY).

3.2. 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. The facility must already have an active residential treatment program. VA will consider proposals for new contracted residential services if it can be determined that the contractor can meet all the terms of the Performance Work Statement within the required timeframes.

4. DEFINITIONS/ACRONYMS:

4.1. ADA: Americans with Disabilities Act

4.2. CO: Contracting Officer

4.3. COR: Contracting Officer’s Representative

4.4. CPARS: Contractor Performance Assessment Reporting System

4.5. CS: Contract Specialist

4.6. FAR: Federal Acquisition Regulation

4.7. HCHV: Health Care for Homeless Veterans

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

4.9. HMIS: Homeless Management Information System

4.10. NACI: National Agency Check with Written Inquiries

4.11. NCO: Network Contracting Office

4.12. QASP: Quality Assurance Surveillance Plan

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

4.14. VAMC: Veterans Affairs Medical Center

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

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

5. WEBSITES/RESOURCES:

5.1. Americans with Disabilities Act: www.ada.gov

5.2. An ADA accessibility checklist for emergency shelters, which may or may not apply to the facilities associated with this contract, can be found here for information and education purpose.

http://www.ada.gov/pcatoolkit/chap7shelterchk.htm

5.3. Harm Reduction Strategies in Case Management:

http://harmreduction.org/about-us/principles -of-harm-reduction/

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

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

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

7. CONTRACTOR RESPONSIBILITIES

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

7.1.1. ROOM AND BOARD:

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

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

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

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

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

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

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

7.1.1.8. Basic personal hygiene products

7.1.2. FOOD/MEALS: Contractor is responsible for providing appetizing, nutritionally adequate meals three times per day, seven days per week, in a setting that encourages social interaction. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated.

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

7.1.2.2. The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders.

7.1.2.3. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period.

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

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

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

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

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

7.1.3.1. An adequate number of washers and dryers shall be provided onsite to meet the needs of the Veteran’s. Washers and dryers must be operational, serviceable, and located in an area that is accessible to those needing ADA accommodations. Repairs of equipment shall be completed in a reasonable amount of time and at the expense of the contractor; or

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

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

7.1.4. THERAPEUTIC AND REHABILITATIVE SERVICES: The contractor must provide individualized, on-site therapeutic and rehabilitative services determined to be needed by each Veteran admitted to the HCHV CRS Low Demand Safe Haven 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 (or designee) within 72 hours after admission. Services which the contractor must be able to furnish shall include:

7.1.4.1. A variety of daily structured groups and activities provided by the contractor 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 HCHV 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. Individual storage of medication. Ensure VISN 2 HCHV Contract Residential Care Initial and Annual Inspection Form (Attachment D HCHV Inspection Form – Individual Storage) 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 contractor Clinical Director 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 and/or 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 Contractor 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, if applicable, in coordination with the team members from community resources 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 program goals within 72 hours 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 the contracted residential service 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 and Veteran within 72 hours of program admission.

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

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

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

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

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

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

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

7.1.5.7.10. Contractor will take primary responsibility for assisting Veterans in completing housing applications and any other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver’s license, social security cards, 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 CRS Low Demand Safe Haven program, plans for Veterans’ transition to permanent housing placements must be clearly reflected in each ISP and in weekly case management notes. As part of this plan, Veterans’ housing history and needs must be assessed through a formal and thorough Housing Assessment completed within 72 hours of program admission. Housing Assessments must identify Veterans’ housing history, strengths (i.e. positive prior rental history), and barriers (i.e. multiple evictions, recent felony, poor money management skills, etc.). Should Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques will be used to address Veteran ambivalence. All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contract staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. These services shall be provided weekly through one-on-one case management. Examples of expected housing services include:

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

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

7.1.5.7.12.3. Reviewing affordable housing rental options and Permanent Supportive Housing (PSH) program offerings and assisting Veterans with making appropriate rental inquiries and submitting completed rental applications.

7.1.5.7.12.4. Conducting regular and individualized housing advocacy efforts, including transportation, assistance scheduling, meeting, and communicating with property managers and landlords, and engage in troubleshooting where rental barriers or denials occur in the housing search process. All housing efforts by the contractor shall be documented clearly and presented to VA Liaison or designee upon request. Mere communication with Veterans regarding housing, without subsequent contractor staff action and follow-up, shall not on its own meet the above requirements.

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

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

7.1.5.8.2. Relapse prevention

7.1.5.8.3. Life skills training

7.1.5.8.4. Social skills training

7.1.5.8.5. Alcoholics Anonymous

7.1.5.8.6. Narcotics Anonymous

7.1.5.8.7. Moral Recognition Therapy (MRT)

7.1.5.8.8. Vocational counseling

7.1.5.8.9. Health and personal hygiene maintenance

7.1.5.8.10. 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. Ensure that the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments.

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. It is required under this contract to ensure the safety and privacy of female Veterans under this contract. Male and females must have separate bathroom facilities. Male and female Veterans shall ensure that residential rooms or sections and showering/bathing facilities are securely segregated or restricted 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 sex that meet the terms of the contract for facilities and services.

7.2.1.14. Minimum space requirements:

7.2.1.14.1. Bronx VA

7.2.1.14.1.1. 40 beds comprised as follows:

7.2.1.14.1.1.1. 4 women Veterans

7.2.1.14.1.1.2. # male Veterans

7.2.1.14.1.1.3. 6 handicapped accessible units separated by male and female which can accommodate veterans to ensure safety and privacy.

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, 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, political affiliation, or status as a parent.

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

7.3.2. Reasonable accommodations may be made for any individual 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.

7.3.3. Reasonable accommodations may include:

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

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

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

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

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

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

7.3.3.7. Segregated sleeping where one wing is set aside

7.3.3.8. Availability of beds close to night staff

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. Space should be accessible to those needing ADA accommodations.

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 48 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 in 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.

7.6.2. OFFICE SPACE FOR VA LIAISON: Contractor must designate an area of their facility that will allow the VA HCHV Liaison and Veteran privacy and confidentiality when meeting. Office should include a table or desk and two chairs. The HCHV VA Liaison will be onsite at the contractor’s facility several days per week.

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 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 twice per week 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.

8.1.3. At minimum, all records and reports must be stored in a locked file cabinet behind a locked door.

8.1.4. The contractor shall create an individual case record for each referred Veteran. Case records shall be maintained in security and confidence as required by all applicable state and federal confidentiality laws, regulations, and policies. Case records and data normally maintained and included in a record as a function of compliance with state or community licensing standards will be made available on a need to know basis to the appropriate Department of Veterans Affairs staff members involved with the treatment of the Veteran. At a minimum, records must contain:

8.1.4.1. VA referral documentation

8.1.4.2. Psychosocial assessment plan within 72 hours of admission, and as updated

8.1.4.3. Assessment and Plan shall include but not be limited to:

8.1.4.3.1. All identifying data relevant to the resident

8.1.4.3.2. Medical problems and medications (complete medication list)

8.1.4.3.3. Mental health problems and medications

8.1.4.3.4. Substance use/abuse history

8.1.4.3.5. Housing history and preferences

8.1.4.3.6. Income supports or benefits

8.1.4.3.7. Employment/vocational issues

8.1.4.3.8. Information relating to the Veteran’s admission including reason for referral and targeted goals for constructive changes which are to be attained during the residential rehabilitation episode and anticipated length of stay, if known.

8.1.5. Individual Service Plan completed within 72 hours of program admission signed by the Veteran and Contractor. Plans shall include but not be limited to:

8.1.5.1. Provisions for Veteran placement into an appropriate permanent housing placement within 60-90 days of admission to the contractor’s facility but no more than 180 days without planned reason for extension.

8.1.5.2. Housing placement planning must take into account all appropriate and available community-based housing options as well as the Veteran’s preferences regarding location and housing type.

8.1.5.3. Provisions for the stabilization and/or treatment of psychosocial issues and stressors.

8.1.5.4. This may include provisions of care within the contracted facility, connections to the VAMC medical and mental health care, and/or referrals and connections to community based resources.

8.1.5.5. Plans shall be updated every 30 days from the date of the initial plan, and include any measures of movement toward rehabilitation goals, with particular focus on the attainment of community based housing.

8.1.6. Progress notes for each case management and Individual Service Plan encounter should be updated at a minimum of once per week or as needed, to include information regarding progress toward meeting the Veterans goals.

8.1.7. Documentation of Veteran participation in on-site daily structured activities and groups.

8.1.8. Log of Veteran’s stay.

8.1.9. Veteran acknowledgement of understanding of written procedures that address use, storage, access, and disposal of medications and syringes.

8.1.10. Veteran acknowledgement of understanding of written policies, procedures and handbooks upon admission.

8.1.11. All appropriate and necessary release of information form(s) to coordinate Veteran care.

8.1.12. VA extension referral documentation and approvals (if applicable).

8.1.13. Veterans written request for…