36C24426Q0704_1 1449.docx

36C24426Q0704

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

07-29-2026 Enrico Tan, enrico.tan1@va.gov 412-377-8470 08-13-2026 03:00pm

EDT

36C244 Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Rd Pittsburgh PA 15215

X

624221 $13.5 Million

N/A

36C244 Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Rd Pittsburgh PA 15215

Austin Payment Center

PO Box 149971 Austin TX 78714-9971

(877) 353-9791

(512) 460-5429

See CONTINUATION Page HCHV Butler VA PCH 2-Bed

See Section B.2 Price/Cost Schedule

See Section E - Instructions to Offerors, page 37.

See Continuation Pages.

See CONTINUATION Page

Erik Whitaker

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 individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244

Network Contracting Office 4

1010 Delafield Rd Pittsburgh PA 15215

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.

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

Page 1 of Page 1 of Performance Work Statement (PWS) Contracted Residential Services (CRS) Program for Personal Care Home for Homeless Veterans

1. GENERAL:

1.1. Purpose: Butler Veterans Affairs Medical Center (VAMC) , 353 North Duffy Rd. Butler, PA 16001, 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.

1.2. The Butler VAMC HCHV Program prohibits discrimination based on age, sex, race, color, language, gender and socioeconomic status. Referrals to this program will be for homeless Veterans and Veterans at imminent risk of homelessness. Veterans referred to this program by HCHV clinicians may have various medical and mental health disabilities - and will be eligible for treatment of those at the Butler VAMC. HCHV clinical staff will assist contractors with connecting Veterans for appropriate treatment at the Butler VAMC.

1.3. The contractor shall maintain internal admission processes that support timely, and whenever possible, same-day place of homeless Veterans into available beds. The contracting officer shall be consulted whenever a contractor is unable to facilitate prompt placement in accordance with the terms of the contract. Referrals for this contract will be assessed as medically appropriate for a higher level of care using the Documentation of Medical Evaluation (DME) as part of the admission process.

1.4. Background: Contracted Residential Services (CRS) programs for Personal Care Home Services target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, including those in need of medical respite, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CRS Programs, either directly or through linkage with community and other VA services, provide low demand time-limited services such as supporting mental health stabilization, Substance Use Disorder (SUD) treatment services, enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer-term residential programs utilizing VA and/or community resources. Lengths of stay in CRS typically range from 90 to 180 days with the option to extend based on clinical need.

1.5. Scope: The contractor shall provide 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 per day under the Health Care for Homeless Veterans (HCHV) program, for a five (5) year Indefinite Delivery / Indefinite Quantity (IDIQ) contract, in accordance with all terms and conditions, provisions and requirements listed herein for the all-inclusive rate. This rate is inclusive of all services as may be necessary in the treatment of the Veteran to include transportation to healthcare appointments and meetings. 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 normally provided other residents by the facility without extra charge. The contractor facility will not be used for detoxification or other hospital level treatment. The contractor facility shall be located within one of the following Pennsylvania counties: Armstrong, Butler, Clarion, Lawrence and Mercer.

1.6. Period of Performance: Award date + 60 months.

2. SERVICES TO BE PROVIDED:

2.1. Basic Services: The contractor shall furnish services to Veterans for whom such care is specifically authorized by the VA. It is understood that the type of residents to be cared for under this contract will normally require care and services over and above the level of room and board. Many of these Veterans who are homeless or who are at risk for homelessness have co-morbid conditions that include mental illnesses, substance abuse disorders, and/or medical conditions. This contract is designed to serve homeless Veterans in need of immediate placement that needs a higher level of care (Personal Care Home) and/or emergency housing in a safe environment. The contractor shall furnish each Veteran authorized care under this contract with the following basic services:

2.2. 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). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy, and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.). A clean bed/living space adequately prepared between admissions.

2.3. Dietetic Services: Meals to include at least three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as 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.

2.4. Laundry Facilities: On-site laundry facilities and supplies for Veterans to do their own laundry or to have laundry done.

2.5. Environment of Care Services: The contractor must provide a clean and comfortable environment of care that is structurally sound facility; does not pose any threat to the health and safety of the occupants and protects them from the elements. The facility entries and exit locations are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; every room or space will have natural or mechanical ventilation; be free of pollutants in the air at levels that threaten the health of Veterans; provide a water supply free from contamination; has sufficient sanitary facilities in proper operational condition, allowed to be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. Facility must have adequate heating and or cooling mechanisms that are in proper operating condition; adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of Veterans; provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire. All housing and equipment will be maintained in a sanitary manner free from pests, insects and vermin and will provide a warm, welcoming, and respectful atmosphere through lighting and décor. Contractor ensures that furniture is well maintained and not broken. It is the Contractor’s responsibility to maintain a clean and comfortable environment that meets these conditions. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Facility and room must be handicap accessible and compliant with the American with Disability Act, referred to as Architectural Barriers Act.

2.6. Transportation: The contractor facility shall provide the Veterans with transportation to scheduled meetings and appointments at medical facilities including but not limited to Butler VA Medical Center, and/or the local Community Based Outpatient Clinics (CBOC) at Armstrong, Clarion, Cranberry, Lawrence, and Mercer, and assistance with information and instructions to Veterans so they can utilize public transportation if that is their preference.

2.7. Therapeutic and Rehabilitation Services: Services determined to be needed by the individual Veteran in a plan developed by the contractor with input from the Veteran and the Butler VAMC-HCHV case manager. Services, which the contractor must be able to furnish, include:

2.7.1. Structured group activities, including physical activities as appropriate.

2.7.2. Instruction in and assistance with health and personal hygiene.

2.7.3. Provision of locked drawers for storage of medication.

2.7.4. Supportive social services, in collaboration with the Butler VAMC-HCHV case managers, or other contract resources.

2.7.5. Individual professional counseling, by a properly qualified individual who possesses a degree, license, or certification, including counseling on self-care skills and adaptive coping skills.

2.7.6. Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

2.7.7. Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol-free environment.

2.7.8. Assistance in learning, testing and internalizing knowledge of the illness/recovery process for homelessness. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

2.7.9. Assistance with provision of transportation to health care at the Butler VA Medical Center and other medical appointments.

3. ADDITIONAL CONTRACT REQUIREMENTS:

3.1. 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 to other residents by the facility without extra charge. Payment is authorized starting from the first day of admission and does not include the day of discharge. The contractor will submit billing to Austin Payment Center by the 10th business day of every month. The sign-in logs must be submitted monthly with the invoice. Failure to make timely invoice submissions will be cause for a request for corrective action.

3.2. The contractor shall employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. The Contracted Residential Services (CRS) for Personal Care Home Services, at a minimum, shall have an administrative staff member or designee of equivalent professional capability on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week. Multiple residential buildings will require additional on-site personnel to ensure each building has 24-hour supervision. In those instances where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional counseling personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Any professional counseling provided by the contractor shall be performed by a properly qualified individual who has a degree, license, or certification in this skill.

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

3.3.1. Falls

3.3.2. Assault (to Veteran or Staff)

3.3.3. Elderly/Dependent Adult Abuse or Neglect

3.3.4. Sexual Assault

3.3.5. Fire (Veteran Involved)

3.3.6. Medical/Psychiatric Emergency (911 Calls)

3.3.7. Hospitalization

3.3.8. Suicide or Suicide Attempt

3.3.9. Homicide

3.3.10. Death

3.3.11. Drug/Police Raid

3.3.12. Medication Problem

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

3.3.14. Active Substance Abuse

3.3.15. Observation/ Possession of Weapons

3.4. 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 facility is acceptable. If hospitalization of a non-emergent nature is required it is agreed that admission to the appropriate VA facility will be accomplished promptly. The contractor will make arrangements for admission and support the Veteran with any transportation issues that may arise.

3.5. The contractor shall notify the authorizing VA facility immediately of any incidents involving a referred Veteran. The contractor shall notify the VA Liaison by telephone during business hours. For all incidents that occur during non-business hours, the contractor should notify the VA Liaison the following business day. The contractor shall provide the VA Liaison with a copy of the incident report within 24 business hours. The contractor shall maintain a copy of the incident report in the Veteran’s case record.

3.6. The contractor shall make available to the Butler VAMC-HCHV staff, documentary information deemed necessary by the Butler VAMC to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; to verify quality of resident care for Veterans, to assure confidentiality of resident record information and to determine the completeness and accuracy of financial records.

3.7. The contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social, and vocational needs, and the involvement of the Veteran, the Butler VAMC-HCHV staff, and appropriate community resources in resolving problems and setting goals.

3.8. Absences shall be managed using the following guidance:

3.8.1. Scheduled/Approved Absences: If the Veteran is on scheduled/approved and/or deemed in-line with treatment goals, the contractor can only bill for the first 72 hours of the absence.

3.8.2. Unscheduled/Not Approved: If the Veteran is on unscheduled/not and/or deemed in-line with treatment goals, the Veteran must be discharged after 24 hours and is considered AWOL (absent without leave). The contractor can bill for the 24-hour period that they held the bed in good faith anticipating the Veteran’s return. Notification must be made to Butler VAMC within one business day.

3.9. The contractor must meet the following:

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

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

3.9.3. Be licensed under State or local authority.

3.9.4. Where applicable, be accredited by the State.

3.9.5. Be equipped with operational air conditioning /heating systems.

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

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

3.9.8. Agree and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color, or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

3.9.9. Agree to accept referral of and to provide all services specified in this contract for any Veteran regardless of race, color, religion, sex, or national origin determined eligible by the Butler VAMC-HCHV designee for whom such services are required. In addition, Butler VA Medical Center warrants that subcontracting will not be resorted to as a means of circumventing this provision. The contractor agrees to accept referrals and provide services 24 hours per day, seven days per week. The contractor will make available at least one housing unit for females, assuring their privacy and safety, and at least one unit and all common living areas should be handicapped accessible.

3.9.10. Agree that the Butler VAMC-HCHV staff will have complete access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of Butler VA Medical Center will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the contractor in any way of the responsibility for the daily care and treatment of the Veteran. Upon discharge or death of the resident, records on all Veterans will be retained by the facility for a period of at least three years following termination of care. After three years all Veteran’s records shall be turned over to Butler VA Medical Center.

3.9.11. Understand that the Veteran may be provided facility care at the expense of Butler VA Medical Center for a period not to exceed that stated in the length of treatment plan contracted unless an extension of the authorization is provided in writing by the Butler VAMC-HCHV staff.

3.9.12. Not accept food stamps or welfare from Veterans.

3.9.13. Warrant that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved.

3.10. Butler VAMC reserves the right to remove any or all Veteran residents from the facility at any time without additional cost, when it is determined to be in the best interest of Butler VAMC or the Veteran(s).

3.11. The contractor personnel shall be expected to 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 the Code of Federal Regulations, Section 17.34a, Title 38.

3.12. It will be the responsibility of the Butler VAMC-HCHV case manager to refer all homeless Veterans to the contractor(s). The Veteran’s status will be homeless or at risk for homelessness and he/she may have co-morbid conditions that include mental illnesses, substance abuse disorders, and/or medical conditions.

3.13. Before referring any Veteran, the Butler VAMC-HCHV case manager shall have provided the patient with a clinical assessment to include a physical, laboratory studies, and confirmation of co-morbid conditions by Butler VAMC clinical staff.

3.14. All Veterans shall be capable of self-preservation, and in an emergency, will have sufficient capacity to recognize physical danger, sufficient judgment to recognize when such danger requires immediate egress from the group residence, sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress.

3.15. Length of stay at Butler VAMC cost will be initially authorized for up to 6 months (authorization will not exceed contract performance period), depending upon the needs of the Veteran, as mutually determined by the Veteran, the contractor’s residential treatment staff, and VAMC-HCHV case manager.

3.16. Inspection and Acceptance:

3.16.1. Butler VAMC will have the right to inspection of the CRS and all appurtenances by authorized representative(s) designated by Butler VAMC. The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the contractor will be given 30 days to take corrective action to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.

3.16.2. Prior to the award of a contract, a multidisciplinary Butler VAMC team consisting of a social worker, dietitian, and an engineering service safety officer shall conduct a survey of the contractor’s residential center. CRS centers to be utilized will be restricted to community-based facilities that provide food, shelter, and therapeutic services in a supportive environment.

3.16.3. 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 COR 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 VA 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.

3.16.4. In the cases of complexes of non-VA community facilities, it is imperative that all components of the program be inspected by the Butler VAMC team prior to award of the contract as is required for an integrated primary site. Each of the community facilities identified in the complex as contract recipients will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the CRS.

3.16.5. The Butler VAMC’s Safety Officer will inspect the facility for conformity to the current National Fire Protection Association Life Safety Code and submit findings to the chairperson of the team. The other team members of the team will focus on an assessment of the quality of life within the CRS, giving particular attention to the following factors:

3.16.5.1. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.

3.16.5.2. The facility meets applicable fire, safety, and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

3.16.5.3. The facility should be in a central location, near public transportation, and near areas, which provide employment.

3.16.5.4. Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.

3.16.5.5. There is evidence of facility-community interaction. This may be 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.

3.16.5.6. Staff behavior and interaction with Veterans convey an attitude of genuine concern and caring.

3.16.5.7. Appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless Veterans. Many of these Veterans are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the Veterans’ satisfaction with meals and the actual consumption of food offered.

3.16.6. Butler VAMC shall monitor the contractor's program and inspect the contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the VA 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 discharge or transfer Veteran and to terminate the contract.

3.16.7. Subsequent inspections of the CRS must be made yearly by a multidisciplinary team including such Butler VAMC personnel necessary to assure the facility provides quality care in a safe environment. As the VA program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay.

4. PERFORMANCE STANDARDS, QUALITY ASSURANCE (QA) AND QUALITY IMPROVEMENT (QI):

4.1. Measure: Customer Service

Performance Requirement: The contractor assesses Veteran’s satisfaction and reports all complaints within 24 hours of the next VAMC business day.

Standard: Care provided meets the needs of the customer and supports the VA mission.

Acceptable Quality Level: 90% Surveillance Method: Validated user/customer complaints Frequency: As occurs and reported on monthly report from Contractor.

4.2. Measure: Patient Access

Performance Requirement: The contractor shall provide open beds to Veterans as referred by VAMC.

Standard: Empty beds are readily available within 24 hours of notification by VAMC.

Acceptable Quality Level: 90% Surveillance Method: Monthly reports Frequency: Monthly

4.3. Measure: Patient Safety

Performance Requirement: The contractor shall provide a safe environment for residents.

Standard: Safety concerns/incidents are reported to VA within 24 hours of the next VAMC business day.

Acceptable Quality Level: 100% Surveillance Method: Monthly reports Frequency: as occurs and reported on monthly report from the contractor.

4.4. Measure: Facility

Performance Requirement: The contractor shall maintain facility permits and state licensure requirements for the Personal Care Home (PCH) or Assisted Living level of care.

Standard: All permits, licensing, building requirements will be maintained.

Acceptable Quality Level: 100% Surveillance Method: Annual inspection Frequency: Annually

5. GOVERNMENT RESPONSIBILITIES:

5.1. Butler VAMC Contract Performance Oversight:

5.1.1. Day-to-day contract oversite will be performed by the Butler VAMC Point of Contact (POC) or Contracting Officer Representative (COR) with clinical oversight from the Homeless Programs Supervisor and designees.

5.2. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to:

5.2.1. Contracting Officer (CO) generally reported to through the POC or COR. Contracting Officer Responsibilities:

5.2.1.1. The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity, or quality of performance of this contract.

5.2.1.2. The CO shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

5.2.1.3. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the Butler VAMC; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract.

5.2.2. POC/COR Responsibilities:

5.2.2.1. The POC/COR shall be the Butler VAMC official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.2.2.2. The POC/COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to all data that is necessary to ensure compliance with contract specifications and requirements.

5.2.2.3. The POC/COR will maintain a record-keeping system of services. The POC/COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the Butler VAMC record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.2.2.4. The POC/COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

5.2.2.5. All contract administration functions will be retained by the Butler VAMC.

6. SPECIAL CONTRACT REQUIREMENTS:

6.1. Reports/Deliverables: The contractor shall be responsible for complying with all reporting requirements established by the contract. The contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

6.1.1. The following are brief descriptions of required documents that must be submitted by Contractor: upon award; weekly; monthly; quarterly’; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.

6.2. Billing:

6.2.1. Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

6.2.1.1. Name and Address of Contractor

6.2.1.2. Invoice Date and Invoice Number

6.2.1.3. Contract Number and Purchase/Task Order Number

6.2.1.4. Date of Service (Month/Year)

6.2.1.5. Veterans Name

6.2.1.6. Last 4 of SSN

6.2.1.7. Daily Rate

6.2.1.8. Admission Date & Discharge Date

6.2.1.9. Number of Days

6.2.1.10. Total Invoice Amount

6.2.2. Vendor Electronic Invoice Submission Methods:

Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en/ Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov

6.3. Payments in full/no billing VA beneficiaries: The contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

6.3.1. To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the contractor must notify the Veteran, the VA will not be responsible for payment.

6.3.2. The contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

It has been determined that protected health information (PHI) may be used, disclosed, accessed, transmitted, created, stored/maintained, and/or destroyed (providing appropriate proof of destruction in compliance with VA Directive 6371, Destruction of Temporary Paper Records,) by the Contractor, and a signed Business Associate Agreement (BAA) will be required. The Contractor will adhere to the requirements set forth within the BAA, referenced in the solicitation, and shall comply with all applicable VA/VHA Directives. Once awarded, Contractor and Contracting Officer will collaborate with the appropriate Facility Privacy Officer at vhabutprivacyoffiCRS@va.gov to implement the appropriate BAA.

1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy.

2. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

i. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

l. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA. The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program.