36C24421Q0070.docx

36C24421Q0070 Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice G004 Personal Care Home Services 19104 36C24421Q0070 11-20-2020 9:00

EASTERN TIME, NEW YORK, USA

N

WOSB

624221 Department of Veterans Affairs Network Contracting Office 4 Philadelphia CMJC VAMC 3900 Woodland Avenue (90C) Contract Specialist Cynthia Laemmerhirt cynthia.laemmerhirt@va.gov Lebanon VA Medical Center 1700 South Lincoln Avenue Lebanon

PA

17042

USA

https://www.va.gov/ Dept of Veterans Affairs cynthia.laemmerhirt@va.gov Dept of Veterans Affairs Lebanon Veterans Affairs (VA) Medical, 1700 South Lincoln Ave, Lebanon, PA 17042, requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program, in accordance with Veterans Health Administration (VHA) Handbook 1162.09. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans.

Please ensure packages submitted contain information on the facility being utilized for this contract.

See attached document: 36C24421Q0070.

PERFORMANCE WORK STATEMENT

1. PURPOSE: The Department of Veterans Affairs (VA) Medical Center in Lebanon requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet their needs. The anticipated contract will be a two (2) year contract.

2. BACKGROUND: Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from contractors who can provide care, treatment and rehabilitative services to Veterans suffering from serious mental illness, including Veterans who are homeless, in community-based treatment facilities offering a safe and secure environment that supports their rehabilitation goals. The contractor shall provide therapeutic and rehabilitative services; but will not be required to provide detoxification or other hospital level treatment – those services will be provided by the VA at VA facilities. The contractor needs to be located no more than 85 miles from the main VA Medical Center in Lebanon. In order for the Veterans to receive the specialized medical and mental health services they require. The homeless Veteran population typically requires podiatry and dentistry services which can only be provided at the main facility. Also, the social workers, who coordinate services and provide major support for these Veterans, must meet with them on a monthly basis at minimum. In the interest of effective time management, the social worker cannot travel farther than 85 miles from the main facility, on a regular basis, to meet with these Veterans.

3. SERVICES TO BE PROVIDED

3.1. BASIC SERVICES. The contractor shall make available at least two (2) beds for Lebanon VAMC Veterans. The contractor shall be able to either accommodate registered sex offenders or provide alternative accommodations for registered sex offenders. The contractor shall furnish each Veteran referred for care under this contract with the following basic services:

3.1.1. ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). Meals to include at least two (3) nutritionally adequate meals a day, seven (7) days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when itis not medically contraindicated.

3.1.2. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry or to have laundry done.

3.1.3. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative Services determined to be needed by each individual Veteran referred for treatment as stated in the plan developed by the contractor, with input from the Veteran and the VA Homeless Program Coordinator (or designee). Services which the contractor must be able to furnish shall include:

3.1.3.1. Structured group activities as appropriate – examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

3.1.3.2. Collaboration with the VA program staff, which will provide supportive psychosocial services.

3.1.3.3. Individual professional counseling, by a properly qualified individual who possesses a degree, license, or certification, including counseling on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources.

3.1.3.4. 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.

3.1.3.5. 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.

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

3.1.3.7. A program that promotes community interaction.

3.1.4. In addition, the contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems and setting goals.

3.1.5. The contractor shall create an individual case record for each referred Veteran. The contractor shall maintain the case records in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Department of Veterans Affairs’ staff members involved with the treatment program of the Veterans concerned.

3.1.6. The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332).

3.1.7. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

4.SUPPLEMENTAL SERVICES. Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services or supplies normally provided other patients by the facility without extra charge.

5.ADDITIONAL CONTRACT REQUIREMENTS

5.1. PERSONNEL

5.1.1. The contractor shall employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the house and available for emergencies twenty-four (24) hours a day, seven (7) days a week.

5.1.2. The contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this SOW.

5.2. REFERRALS

5.2.1. The VA is responsible for determining eligibility of Veterans prior to referral to the contractor for treatment. A written referral (hard copy, fax or e-mail are acceptable) signed by an authorized VA ordering officer will be provided to the contractor for each Veteran referred for services under the contract.

5.2.2. A list of authorized VA ordering officials for the contract will be provided to the contractor upon award of the contract. Ordering officials may be added or deleted from the list during the term of the contract at the discretion of the Contracting Officer’s Technical Representative. The contractor will be provided an updated list of authorized VA ordering officials whenever such changes are made.

5.2.3. It is understood that the contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided by the VA.

5.2.4. The initial referral period for a Veteran may be for a period up to ninety (90) days, depending upon the needs of the Veteran as mutually determined by the Veteran, the contractor’s staff, and VA Homeless Program Coordinator or designee. An extension of the referral period up to a total of six (6) months may be authorized by the VA Homeless Program Coordinator or designee, provided that funding is available.

5.3. ABSENCES AND CANCELLATION

5.3.1. The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility. Should a Veteran absent himself/herself from the contractor’s facility in an unauthorized manner, payment for services for that Veteran will be continued for a maximum period of two (2) days, provided there is an active outreach attempt on the part of the contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of two (2) days will not be reimbursable unless authorized in advance by the VA Homeless Program Coordinator.

5.3.2. VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran.

5.4. MEDICAL EMERGENCIES: The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided that VA authorization is obtained. The contractor shall arrange transportation in the event of a medical emergency. If hospitalization of a non-emergency nature is required, the contractor shall provide transport to the appropriate VA facility promptly. The contractor shall notify the VA of all medical treatments for referred Veterans, contact information to be provided upon award.

5.5. INCIDENTS: The contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the residential program. The contractor shall notify the VA case manager by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor shall notify the Administrator on Duty (AOD), contact information to be provided after award. The contractor shall provide the HCHV case manager and the COTR with a copy of the incident report within twenty-four (24) hours. The contractor shall maintain a copy of the incident report in the Veteran’s case record.

5.5.1. All critical incidents will be reported to the VA liaison or Designee within 24 hours. This includes the following:

· Falls

· Assault (to Veteran or Staff)

· Elderly/Dependent Adult Abuse or Neglect

· Sexual Assault

· Fire (Veteran Involved)

· Medical/Psychiatric Emergency (911 Calls)

· Hospitalization

· Suicide or Suicide Attempt

· Homicide

· Death

· Drug/Police Raid

· Medication Problem

· Infectious Control (bed bugs, TB, etc.)

· Active Substance Abuse

· Observation/ Possession of Weapons

5.6. CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING

5.6.1. Contractor personnel shall treat referred Veterans with dignity and respect; and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.33.

5.6.2. The VA reserves the right to exclude contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The contractor and Contracting Officer’s Technical Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

5.7. TRANSPORTATION: The contractor shall assist the Veterans with local transportation within an eighty-five (85) mile radius of the contractor’s facility to scheduled meetings and appointments. The contractor shall provide the Veterans with transportation to scheduled meetings and appointments at medical facilities including but not limited to Lebanon VA Medical Center, and/or the local Community Based Outpatient Clinics (CBOC) at Berks, Cumberland, Lancaster, York, Pottsville, and Frackville, and assistance with information and instructions to Veterans so they can utilize public transportation if that is their preference. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the contractor shall arrange for alternative transport by vehicle.

5.7.1. The contractor must have access to a handicap accessible vehicle to transport Veterans that are wheelchair bound.

5.8. FACILITY

5.8.1. The contractor shall properly maintain its facilities, and the VA shall have no responsibility for paying or reimbursing the contractor for such expenses. The contract facility shall:

5.8.1.1. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located.

5.8.1.2. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes.

5.8.1.3. Be licensed under State or local authority as a personal care home

5.8.1.4. Be accredited by the State

5.8.1.5. Be equipped with operational air conditioning /heating systems

5.8.1.6. Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

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

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

5.8.2. The contractor facility must meet fire safety requirements, as follows:

5.8.2.1. The building shall meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director.

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

5.8.2.3. Fire exit drills shall be conducted not less than 6 times per year on a bi-monthly basis with not less than 2 drills held at night. Residents shall be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed by the contractor and reviewed annually. 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.

5.8.2.4. A written policy regarding tobacco smoking in the facility shall be established and enforced.

5.8.2.5. Portable fire extinguishers shall be installed at the facility. The contractor shall use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers.

5.8.2.6. Requirements for 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 results documented.

5.8.2.7. The annual inspection by a VA team required by SOW shall include a fire and safety inspection conducted at the facility, unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA.

5.9. INSPECTION OF FACILITY AND PROGRAM

5.9.1. Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, registered nurse, a representative of the VA Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the medical center director or HCHV Coordinator will conduct a survey of the contractor’s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the VA.

5.9.2. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the contractor to take corrective action within a reasonable time will be reported to the Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate.

5.9.3. The inspection of the contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 6 and will also include the following:

5.9.3.1. General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

5.9.3.2. Assessment of whether the facility meets applicable fire, safety and sanitation standards.

5.9.3.3. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

5.9.3.4. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene.

5.9.3.5. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc.

5.9.3.6. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring.

5.9.3.7. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated.

5.9.3.8. Inspection by VA Nursing staff of nursing procedures including medication management and infection control.

5.9.3.9. Making a spot check of Veterans’ records to ensure accuracy with respect to Veterans’ length of stay and services provided to the Veterans. 15.9.4. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible Veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. See attached below inspection evaluation surveys:

6.CONTINUITY OF SERVICES: The contractor shall ensure sufficient staffing and resources to provide all required services and support through the term of the contract.

7.POST AWARD CONFERENCE: The contractor shall not commence contract performance until the Contracting Officer (CO) has conducted a post award conference or has advised the contractor that a kickoff meeting is waived.

8.CONTRACT ADMINISTRATION:

8.1. Government

8.1.1. Contracting Officer (CO): The CO has the overall responsibility for the Administration of this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions requirements, specifications, detains and/or delivery schedule; make final decisions on disputed deductions from contract payment for non-performance; terminate the contract for convenience or default; issue final decisions regarding contract questions or matters under dispute. However, he/she may delegate certain other responsibilities to his/her authorized technical representative(s).

8.1.2. Contracting Officer’s Representative (COR): A COR will be designated to handle the day-to-day operation of the contract. The responsibilities of the COR include but are not limited to determining the adequacy of performance by the Contractor or accordance with the terms and conditions of this contract; acting as the Government’s representative to ensure compliance with contract requirements; advising the Contractor of nonperformance or unsatisfactory performance; and advising and documenting to the Contracting Officer of any issues regarding non-performance, noncompliance or elements of any issues that affect deductions. A designation letter naming the COR and his/her duties will be provided after award.

8.2. Contractor: After receipt of contract award, the contractor shall provide the name and telephone number of an individual to act as his/her representative. The designated representative shall be responsible for the administration and coordination of this contract and shall be available to respond to questions/requests Monday through Friday from 8:00 a.m. to 4:30 p.m.

9.CONFLICT OF INTEREST: The Contractor and/or sub-contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor and/or sub-contractor shall not employ any person who is an employee of the Department of Veterans Affairs, unless such person seeks and receives approval in accordance with applicable policy.

10.CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

10.1. All Contractor employees who require access to personal information protected by the Privacy Act of 1974 shall be the subject of a background investigation. This requirement is applicable to all subcontractor personnel requiring the same access. The Department of Veterans Affairs Memorandum dated February 8th, 2007 (10N) provides additional guidance and clarification specific to Contractors’ investigations. In all cases, access (physical and computer) cannot be granted until officially notified by Security Investigations Center (SIC), Little Rock, Arkansas. Access can be granted prior to receiving final adjudication results.

10.1.1. Position Sensitivity – The position sensitivity for each Contractor position is determined by the VA utilizing the Position Designation System and Automated Tool (PDAT). Each position will be designated at the high, moderate, or low risk level, depending on the position’s potential for adverse impact to the integrity and efficiency of the services (CFR 731.106). Risk levels determine what level of investigation is required. Note: The Department of Veterans Affairs (VA) Personal Identity Verification (PIV) Program Office began implementing the rollout of the PIV Program across the enterprise to more than 200 VA sites in 2009. This new policy will most likely require all contractors to be fingerprinted at a minimum, regardless of their position at VA.

10.1.2. Background Investigation - The level of background investigation commensurate with the required level of access may be either a Special Agreement Check (SAC), National Agency Check with Written Inquiries (NACI) (low risk), Moderate Background Investigation (MBI) (moderate risk), or Background Investigation (high risk). Non-citizen contract personnel appointed to low risk positions will be subject to a National Agency Check with Law Enforcement and Credit Check (NACLC).

10.1.3. Contractor Responsibilities:

10.1.3.1. The Contractor shall bear the expense of the background investigation(s), regardless of the final adjudication determination.

10.1.3.2. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they are able to read, write, speak, and understand the English language.

10.1.3.3. The Contractor employees shall download, complete, and mail the documents required for any risk positions within forty (40) calendar days of receipt of e-mail or the investigation will be cancelled. E-mail notifications will be received by the Contractor from the VA Security Investigations Center (SIC) explaining specific instructions once an investigation has been ordered. Access to the VA cannot be granted until the SIC has received all the required documents from the Contractor. Documents and instructions can be downloaded from the following website: http://www.va.gov/vabackground_investigations.

10.1.3.3.1. The link above is the VA's Security Investigations Website. Select (left side of the screen) the link for the level of investigation (low, medium, or high) that is listed on the SIC email message. Example Low Risk = Low Risk Contractor Position.

10.1.3.3.2. The different levels of investigation required forms are as follows: Low Risk/NACI - SF85, OF 306 and Fingerprints Moderate Risk/MBI - SF85P and Fingerprints High Risk/BI - SF85P and Fingerprints All forms must be completed entirely and properly. The continuation form should only be used if the employee requires extra space.

10.1.3.3.3. The employee must be fingerprinted as part of an investigation. Electronic fingerprinting can be performed at the nearest VA Medical Center. Please contact the Contracting Officer so he/she can make arrangements. The VA uses electronic fingerprint machines which require the employee to fill out the Electronic Fingerprint Verification Letter on the VA's Security Investigations Website. If electronic fingerprinting is not feasible, please contact the local police department or sheriff’s office. If you choose to utilize the local police department or sheriff’s office, you must use the FD 258 fingerprint cards which must be requested from the SIC. (Fingerprint cards are not mailed unless requested.) The hard fingerprint card or verification letter must be included in the same package with all the other forms when sent to the Security Center for processing. Do not send packages without the hard card prints or verification letter, or the package will be returned.

10.1.3.3.4. When the entire package is complete, please mail it to the address listed below. Do not leave the package with a VA Human Resources Department. Please ensure when mailing the completed package that a traceable method (FedEx, DHL, etc.) is utilized. Allow seven (7) days for SIC processing prior to contacting the SIC Office. VA Security and Investigation Center Attention: Contracting Team 2200 Fort Roots Drive, Bldg. 192 North Little Rock, AR 72114 Please feel free to contact the SIC at 501-257-4490 or email vhalitsiccontracting@va.gov with any questions during this process.

10.1.3.4. The Contractor, when notified of an unfavorable determination by the Government, will withdraw the employee from consideration from working under the contract.

10.1.3.5. Failure to comply with the Contractor personnel security requirements shall result in termination of the contract for default.

10.1.3.6. Upon contract award, the Contractor shall furnish the Information Security Office and the Contracting Officer a list of personnel performing work on the contract. The list will include a brief description of the work to be performed and degree of access to information management systems required. The description of the required degree of access will address if remote access is required. The Contractor will update and submit the list of personnel performing work on the contract to the Information Security Office every year, throughout the contract period. Furthermore, it is the Contractor's responsibility to notify the Information Security Office immediately when personnel performing work under this contract no longer require access to information management systems.

10.1.4. Government Responsibilities:

10.1.4.1. Upon receipt, the VA Office of Security and Law Enforcement will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.

10.1.4.2. The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the Contractor will reimburse the VA facility within 30 days of receiving the Bill of Collections.

10.1.4.3. The VA Office of Security and Law Enforcement will notify the contracting officer and Contractor after adjudicating the results of the background investigations received from OPM.

10.1.4.4. The contracting officer will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested.

10.2. Contractor personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs. The Contractor will be responsible for the actions of those individuals they provide to perform work for the VA under this contract. If damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor will be responsible for all resources necessary to remedy the incident. Printed output containing sensitive VHA data will be stored in a secured area and disposed of properly by shredding using a NIST-compliant shredder or other VA approved method. Under the provisions of the Privacy Act of 1974 as amended, personnel performing work under this contract have an obligation to protect VA information indefinitely. Furthermore, it is the Contractor's responsibility to notify the Information Management staff when access to Information Management systems is no longer needed by personnel performing work under this contract.

10.3. Contractor employees are required to complete the online training classes entitled “VA Information Security Awareness” and “VHA Privacy Policy.” A certificate of successful completion will be generated for each course. Copies of the certificates shall be faxed to the Information Security Officer, contact information to be provided after award, and to the COR. Completion of these training courses is required on an annual basis based on the VA’s fiscal year.

10.4. If deemed required under this agreement, the Contractor shall be considered part of the Department of Veterans Affairs (VA) for purposes of 38 U.S.C. §§ 5701 and 7332. Its employees may have access to patient medical records to the extent necessary to perform this contract. Notwithstanding any other provision of this agreement, the Contractor and its employees may disclose patient records and individually identified patient information, including information and records generated by the Contractor in performance of this agreement, only pursuant to explicit disclosure authority from VA.

10.5. The VA may provide Contractor and subcontractor employees with access to VA automated patient records maintained on VA computer systems only to the extent and under the same conditions and requirements as VA provides access to these records to its own employees.

10.6. All Contractor personnel and any subcontracted employees, if applicable, accessing the VISTA system will be required to sign and abide by all VA security policies, and applicable VA confidentiality statutes, 38 U.S.C. §5701, 38 U.S.C. §7332, and the Privacy Act, 5 U.S.C. §552a, as well as 45 C.F.R. Parts 160, 162 and 164 (Health Insurance Portability and Accountability Act). The VA will provide access applications and security agreements. Contractor shall ensure the confidentiality of all patient information and shall be held liable in the event of the breach of confidentiality. Due to the confidential nature of medical reports, all transcription must be completed in areas that provide reasonable security. All documents are confidential and are protected under the Privacy Act of 1974, as amended. All vendor personnel shall be required to observe the requirements imposed on sensitive data by law, federal regulations, VA statutes and policy, DM&S policy and the associated requirements to insure appropriate screening of personnel.

10.7. If deemed required under this agreement, the database utilized by the Contractor, the adverse drug event reports provided to the Contractor by VA, and documents created from analyzing this database, the adverse drug event reports, and patient medical records are medical quality assurance records protected by 38 U.S.C. § 5705, its implementing regulations at 38 U.S.C. §§ 17.500-.511 and VHA Directive 2002-043, Quality Management (QM) And Patient Safety Activities That Can Generate Confidential Documents. These records may be disclosed only as authorized by § 5705 and the VA regulations. Disclosure of these records in violation of § 5705 is a criminal offense under 38 U.S.C. § 5705(e).

10.8. If deemed required under this agreement, the treatment and administrative patient records created by, or provided to, the Contractor under this agreement are covered by the VA system of records entitled "Patient Medical Records - VA (24VA136).

10.9. All quality data maintained by the Contractor and/or its employees shall be shared with designated Service Line Staff.

10.10. No VA data is permitted to be stored on portable media, including but not limited to flash drives, CDs/DVDs, external hard drives, etc., without obtaining a waiver. Waiver request forms can be obtained from the VA Information Security Officer. Any portable media which is granted approval to be utilized by the Contractor under this contract must be encrypted in accordance with the security requirements identified in FIPS 140-2. Only flash drives and encryption software explicitly approved by the VA may be used if granted a waiver.

10.11. No VA data is permitted to be stored on a desktop or laptop computer hard drive. Use of any portable computer under this contract must be approved by the ISO, and the computer’s hard drive must be encrypted in accordance with FIPS 140-2.

10.12. Non-VA equipment is not permitted to be connected to the VA network without prior approval. If unapproved equipment is detected, it will be immediately disconnected from the network.

PRICE SCHEDULE

ITEM INFORMATION

NEW CONTRACT EMERGENCY HOUSING FOR PERSONAL CARE HOME - LEVEL OF CARE

POP: 11/28/2021 - 11/27/2021

NEW CONTRACT EMERGENCY HOUSING FOR PERSONAL CARE HOME - LEVEL OF CARE

POP: 11/28/2021 - 11/27/2022

See attached document: Attachment C - WD 2015-4232 REV 12 Dated 07-30-2020.

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SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24421Q0070 -2020 Cynthia Laemmerhirt 215-823-5800x209500 11- -2020 :00

EST

36C244 Department of Veterans Affairs Network Contracting Office 4 Philadelphia CMJC VAMC 3900 Woodland Avenue (90C) Philadelphia PA 19104-4551 X X Y 624221 $12 Million N/A X 36C595 Lebanon VA Medical Center 1700 South Lincoln Avenue Lebanon PA 17042 36C244 Department of Veterans Affairs Network Contracting Office 4

Austin Payment Center

PO Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429 See CONTINUATION Page The Contractor shall provide Personal Care Home Services to Veterans for whom such care is specifically authorized by the VA. The contractor shall provide residential placement and supportive services sufficient to place two (2) Veterans under the Health Care for Homeless Veterans (HCHV) program for the Lebanon VAMC in Lebanon, PA in in accordance with the Performance Work Statement in Section B.

The VA is soliciting for an IDIQ using FAR Part 13 procedures.

POP: 11/28/2020 - 11/27/2022

See CONTINUATION Page X X Nancy Porter

A.2 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244

Network Contracting Office 4 Philadelphia CMJC VAMC 3900 Woodland Avenue (90C) Philadelphia PA 19104-4551

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Austin Payment Center Department of Veterans Affairs PO Box 149971 Austin TX 78714-9971

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

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use VA sensitive information or protected health information (PHI) in any form such as electronic or paper or have access to any VA computer system such as VA Time and Attendance System (VATAS), Computerized Patient Record System (CPRS), Joint Legacy Viewer (JLV), Veterans Health Information Exchange (VHIE), Compensation and Pension Record Interchange (CAPRI).

You will find this training outlines your role and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear.

If you have direct access to VA sensitive information or access to a VA computer system where there is protected health information such as VaTAS, CPRS, JLV, VHIE or CAPRI you must take Privacy and HIPAA Focused Training (TMS 10203).

VA Privacy and Information Security Awareness and Rules of Behavior (TMS 10176) is always required to use or gain access to a VA computer system or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov

What is VA Sensitive Information/Data?

All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

What is Protected Health Information?

The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA.

What is an “Incidental” Disclosure?

An incidental disclosure is one where an individual’s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran’s protected health information or VA sensitive information to be disclosed incidentally.

For example:

• You overhear a healthcare provider’s conversation with another provider or patient even when the conversation is taking place appropriately.

• You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility.

• You may hear a Veteran’s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment Safeguards You Must Follow To Secure VA Sensitive Information:

• Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

• Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

• Don’t take pictures using a personal camera without the permission from the Medical Center Director.

• Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

• Do not share VA access cards, keys, or codes to enter the facility.

• Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), VA keys or keypad lock codes to your supervisor or VA police.

• Do not use a VA computer using another VA employee’s access and password.

• Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility

What are the Six Privacy Laws and Statutes Governing VA?

1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

2. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

3. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

4. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

5. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

6. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.

What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status.

Know your VA/VHA Privacy Officer and Information Systems Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR VETERANS

Employee Signature

Print Name of Contract Agency, if contractor

Print Name of VHA Department/Supervisor/Contracting Officer

PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER REPRESENTITIVE FOR DATA ENTRY INTO TALENT MANAGEMENT SYSTEM

End of Document

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