36C24519R0060-001.docx

Solicitation: 36C24519R0060

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

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(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.

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)

$0.00 X 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)

CARLA G. MARIA, CONTRACTING OFFICER

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 5/2011)

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, & 30 102

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24519R0060 07-15-2019 Carla G. Maria, Contracting Officer 202-745-2448 08-29-2019

4:00 PM E.S.T.

Department of Veterans Affairs

VAMC(688)/36C245

Carla G. Maria, Contracting Officer 50 Irving Street NW Washington DC 20422 X 624229 $7 Million X N/A X Department of Veterans Affairs

VAMC(688)/36C245

Contracting Officer 50 Irving Street NW Washington DC 20422 Department of Veterans Affairs

VAMC(688)/36C245

Contracting Officer 50 Irving Street NW Washington DC 20422

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.vs.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

THIS IS A REQUEST FOR A FIRM-FIXED IDIQ CONTRACT PROPOSAL.

The purpose of the “Request for Proposal” RFP is to provide Assertive Community Case Management for chronic homeless veterans with mental and/or physical disabilities; in accordance with all terms, conditions, provisions and requirements listed herein. This is a Firm-Fixed Price Single Award.

The period of performance will be a Base Year with four (4) one year options exercised at the Government’s discretion.

Offerors are to complete the pricing schedule found under Section B. Offeror must propose pricing on all the solicitation line items (base year and all option years) in order to be considered for award.

DUNS NO.__________________

X X

ONE

Solicitation: 36C24519R0060

Table of Contents

SECTION A

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B1. CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

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:

a. Quarterly []

b. Semi-Annually []

c. Other [X] MONTHLY IN ARREARS

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

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

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

AMENDMENT NO DATE

B2. PRICE/COST SCHEDULE

The Contractor shall provide the Department of Veterans Affairs Medical Center Washington DC (DC VAMC) Assertive Community Case Management Services, to include but not limited to linking Veterans and their families who are homeless or at risk of becoming homeless to appropriate services based on needs assessment, as well as assisting them in obtaining housing and attain self-sufficiency, in accordance with all terms, conditions, provisions and requirements listed herein.

This is an Indefinite Delivery, Indefinite Quantity contract because it is impossible to determine with any certainty the amount of services that will be required under this contract. It is understood that no obligation will be incurred by DC VAMC except for services rendered under this contract pursuant to referrals issued by the DC VAMC for housing services to homeless Veterans. All deliverables and other documentation required by the Statement of Work shall be provided by the Contractor at no additional cost to the charges stated for Basic Services.

NOTE: All Offerors are required to submit proposal that include pricing for the item for the base year and each of the four (4) option years. All quantities are estimates only. The Government is not obligated to any specific quantity but shall be obligated to provide payments for all services provided in accordance with this solicitation.

OFFERORS SHALL INCLUDE IN THE PROPOSAL THE MAXIMUM NUMBER OF BEDS THAT SHALL BE PROVIDED TO DC VAMC.

BASE YEAR (Twelve months from Date of Award)

OPTION YEAR ONE (Twelve months from expiration of Base Year)

OPTION YEAR TWO (Twelve months from expiration of Option Year 1)

OPTION YEAR THREE (Twelve months from expiration of Option Year 2)

OPTION YEAR FOUR (Twelve months from expiration of Option Year 3)

GRAND TOTAL (Base Year plus 4 Option Years) $_____________

B3. STATEMENT OF WORK

OBJECTIVE:

The contractor shall provide the Department of Veterans Affairs Medical Center (VA-DCMC) Assertive community Case Management services, to include but not limited to linking Veterans and their families who are homeless or at risk of becoming homeless to appropriate services based on needs assessment, as well as assisting them in obtaining housing and attain self-sufficiency, in accordance with all terms, conditions, provisions and requirements listed herein. The period of performance for these services is one year, with four option years.

BACKGROUND

Ending homelessness among Veterans and their families have been one of Veterans Affairs Administration initiative. The DC VAMC has a goal of ending homelessness among Veterans by having a housing placement where every Veteran who desires housing can be placed. We recognized that a “cookie cutter” approach to housing and serving the homeless population is defeating. Therefore, In an effort to fulfill the “Zero Tolerance” goal, the DC VA Medical Center partnered with a community service provider to provide Assertive Community Case Management Service, utilizing the Housing First Model. The program provided in home case management services and housing support to the most vulnerable formally homeless Veterans. These Veterans were chronically homeless with chronic and sever mental illnesses. This partnership has been in place for the past seven years, and has been extremely successful in housing and keeping some of the most hard to reach/engaged population housed. This program has had zero recidivism over the last seven years. As a result, the DC VA Medical Center has opt to maintain this service through contracting as the current contract will expire October 2019. Consequently, the DC VA Medical Center is seeking to partner with a community agency to continue to provide Assertive Community Case Management Services with a Housing First approach for our most vulnerable homeless Veterans.

The Health Care for Homeless Veterans (HCHV) Contracted Assertive Community Case Management Service is an opportunity to “meet Veterans and their families where there are”; employing a housing first model to rapidly reduce Veteran homelessness, particularly those who present with serious mental illness, co-occurring and substance use disorder.

As a result, the DC VAMC seeks to leverage its partnership with other Community and or State agency by making available 75 HUD-VASH vouchers to providers to be used for housing chronically homeless Veterans and provide case management service for the consumers of said vouchers. These consumer Veterans must be selected through the Coordinated Entry process, referred by the VA, or agency outreach efforts, meet the homeless definition for homeless and or chronically homeless as authorized in 38 U.S.C. 2002(1) and The McKinney-Vento Homeless Assistance Act, as amended by S. 896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009. NOTE: see http://www.hudhre.info/hearth/. and eligible for Veteran Health Administration (VHA) services. The HUD-VASH Program is described in the VHA Handbook 1162.05. Please click on the following link for more details. http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2040).

The program’s goal will be for a ACT Clinical Team to assist homeless veterans to achieve housing stability by providing services such as outreach and engagement, securing housing, and intensive long-term case management.

DESCRIPTION/SPECIFICATION/WORK STATEMENT

DC VAMC is seeking Contractors to assist with providing Assertive Community Case Management Services in a team fashion to homeless or at risk of becoming homeless Veterans and their families. Many of these Veterans have multiple conditions that make it difficult for them to navigate the system and advocate for their needs successfully.

These conditions may include mental illness, substance use disorders, and other serious medical conditions. Many have been in and out of shelters or living on the streets for years. DC VAMC intends to utilize the services of the Contractor to provide Assertive Community Case Management Services with a housing first approach to homeless Veterans and their families referred by the VA Medical Centers, Coordinated Entry from any jurisdiction served by the medical center or identified by the outreach efforts of the ACT Team.

1. The Contractor shall furnish services to the beneficiaries for whom such care is specifically authorized by the VA. It is understood that the type of Veteran to be cared for under this contract will require intensive case management services over and above the level of linking to services and stable housing.

2. The Contractor shall furnish each Veteran authorized care under this contract with the following basic services

a. Needs Assessment and coordination of services

b. Linkage to resources based on needs

c. Intensive Case Management Services determined to be needed by the Veteran and his/her family in a plan developed by the Contractor with consultation from the Veteran and the HCHV staff and/or other appropriate service providers.

d. Appropriate housing placement as determined by the Contractor, HCHV Team, the Veteran and his/her family.

3. Services which the contractor and their Clinicians must be able to furnish or ensure the Veterans has access to but are not limited to, include:

i. Collaboration with the HCHV staff that will provide supportive services with admission and discharge from the program.

ii. Coordination of structured group activities as appropriate – examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate.

iii. Provide supportive counseling and advocacy for Veterans. Individual professional counseling, including counseling on self care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling and physical activities where appropriate.

iv. Assistance to develop responsible living patterns and to achieve a more adaptive level of psychological functioning, upgraded social skills, and improved personal relationships.

v. Support for an alcohol/drug abuse-free lifestyle.

vi. Assistance to gain knowledge of the recovery process.

vii. Manage a caseload of clients, maintain case file

viii. Conducts comprehensive assessments to collect functional, environmental, psychosocial, financial, employment, housing, educational, and basic acute and chronic medical needs information as appropriate for Veterans and their families to develop a case plan.

ix. Develop support systems to meet client needs by identifying and coordinating a variety of available services necessary to maintain independent living, and, when possible, self-sufficiency and family stabilization.

x. Refer clients to available therapeutic, social service, educational and medical resources within the VA-DCHCS when appropriate.

xi. Conduct crisis intervention as necessary, and daily street and shelter outreach as needed to connect with referred Veterans.

xii. Document in Computerized Patient Record System, CPRS all services provided to each Veteran and his/her family on a daily/weekly/ monthly basis, outlining type, quality and effectiveness of services provided.

xiii. Document in Homeless Operation Management Engagement System HOMES Veterans housing and employment progress.

4. The cost for service established by this contract shall include the services listed in this document and also include all services and supplies normally provided other clients by the agency without extra charge.

5. The Contractor shall employ trained professional staff to carry out the requirements of the contract. This shall include but not limited to; Licensed Registered Nurses, Licensed Clinical Social Workers, Peer Support and Addiction Specialist. There shall be an identified professional specifically assigned to the contract who shall be the point of contact for the HCHV staff.

6. The Contractor shall make available documentary information required for the VA to conduct utilization review audits for the mandated national evaluation study as required by section 2 of Public Law 100-6; to verify quality of care for Veterans, to assure confidentiality of Veteran record information, and to determine the completeness and accuracy of financial records.

7. The Contractor shall collaborate with the Veteran and HCHV staff to conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of Veteran's family and appropriate community resources in resolving problems and setting goals.

8. The Contractor shall provide transportation to and from the VA-DCHCS facilities for scheduled appointments or services. It is recommended that services be provided no more than 50 miles from the VA.

9. The Contractor shall comply with the VA Veteran's Bill of Rights as set forth in section 17.34a, title 38, Code of Federal Regulations.

10. The Contractor shall assist in preparing reports, maintaining records and databases to track referrals, acceptances, denials, discharges, and follow-up post discharge.

11. The Contractor shall provide monthly invoices in a timely manner, no later than the fifth day of the month, in order to receive timely compensation for the services identified in the contract.

12. The contractor shall provide office hours at the VA Community Resources and Referral Center (CRRC)

SCOPE

The ACT agency HUD-VASH program shall be modeled on the standards set in the VHA Handbook 1162.05 and with the same level of efficiency as other similar programs currently operated by the ACT agency. The Program is expected to include the following elements:

a) The ACT Clinical Team should include Independent Licensed Clinical Social Workers (hereinafter “SW”) or Registered Nurses (hereinafter “RN”), or Licensed Professional Counselor as well as Case Managers and a Coordinator/Clinical Supervisor with experience that demonstrates advanced practice skills and judgment.

b) All ACT case managers will be subjected to a full background check. They must complete privacy, HIPAA and security training upon appointment and yearly thereafter for the life of the Interagency Agreement. This will enable the ACT agency staff to receive and maintain network access. Each staff person will also have to create a Virtual Private Net (VPN) account in order to receive remote access to the VA-MC network. In addition all clinical staff or person designated to maintain the Homeless Operation Management and Evaluation System (HOMES), must compete HOMES training and all other Veterans Affairs Health Care for Homeless Veteran, (VA-HCHV) required trainings. This will enable them to complete required documentation directly into the VA Computerized Patient Record System,(CPRS) as well as all the HOMES required forms in a timely fashion.

c) ACT agency team will accept referrals from the Washington DC Coordinated Entry team as well as VAMC HCHV Program. These referrals are for veterans that have been deemed the most vulnerable based on their Vulnerability Index-Service Prioritization Determination Assessment Tool (VI-SPDAT) assessment.

d) The ACT Clinical Team should work under the direction of a Program Supervisor and or Supervisory Social Worker who is Licensed at the independent level, (Licensed Clinical Social Worker or RN Mental Health Clinicians) with prior experience in working with chronically homeless population, preferably with experience working with homeless veterans.

e) The ACT Clinical Team shall work in concert with the Washington DC VA Medical Center HUD/VASH Program and will be held to the same guidelines as outlined in the VHA Handbook 1162.05, (see attachment A), that establishes procedures for the United States (U.S.) Department of Housing and Urban Development (HUD) and the U.S. Department of Veterans Affairs Supported Housing (VASH) Program and sets forth the national authority and responsibilities for the Department of Veterans Affairs (VA) portion of administration, monitoring, and oversight of these services.

i. The DC VAMC Contracting Officer Representative, COR, will provide support to the ACT Clinical Team by assuring that the ACT Clinical Team:

ii. is trained on VA HOMES and CPRS and all policies and procedures as set forth in the VHA HUD-VASH Handbook 1162.05

iii. ensure documentation is uniformed among the team and meet HIPAA and VA Privacy and Security guidelines.

iv. ensure understanding and implementation of applicable VA guidelines and HUD/VASH policies.

v. Assist the ACT Clinical Team with connecting Veterans to needed VA services. (v) Act as the Mental Health Coordinator for Veterans in this program, as needed.

vi. Ensure all HOMES documentation is completed in a timely manner, as outlined in the VHA HUD-VASH Handbook 116.05.

vii. Assist the ACT Team in implementing protocols for discharging Veterans from case management.

f) The ACT Clinical Team is administratively responsible for managing and developing the clinical program and shall be accountable for clinical program effectiveness and implementing modification of services with VA approval, as needed. The ACT Clinical Team shall complete HOMES assessment, admissions and discharges as required. They shall complete timely services agreement, on a quarterly bases for each Veteran assigned to the program and provide case management visits as need; minimum once per monthly. It is the expectation that all interaction with a Veteran shall be document in CPRS within 24hours. Likewise, all HOMES admission and discharge must be completed in HOMES within 24hours of the occurrence as outlined in the VHA Handbook 1162.09, found here:

g) http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006

h) The ACT Clinical Team shall collaborate with VA providers to connect Veterans to appropriate specialized treatment services for complex physical and/or mental illness. The ACT Clinical Team shall have the capacity to or have access to a complete psychosocial assessment of the Veteran to identify mental health, medical and social problems and work to connect the veteran to appropriate treatment services. Some of these services could be social and therapeutic groups, family therapy, individual therapy, Assertive Community Treatment Team, Alcohol Anonymous or and Narcotics Anonymous.

i) Veterans with Substance Use Disorder (SUDs) is some of the most vulnerable of the homeless population served by the HUD-VASH Program and are not required to be sober as a criteria to housing. Therefore, the ACT Clinical Team shall coordinate treatment services with VHA and or community-based substance abuse treatment programs for said Veteran.

j) The ACT agency must provide copies of resumes, clinical licenses and other credentials as necessary for all staff prior to them being assigned to the HUD-VASH Program.VA will review the disciplines and credentials of all staff persons prior to assignment to program to ensure they meet the VA minimum requirements for staff. It is mandatory that a licensed independent clinical social worker is a member of the ACT VASH team. Case management services shall be provided by any of the following disciplines at a Bachelor’s level and minimum five years’ or Master level without a license and three years’ experience or with a license and two years’ experience doing case management or related field: professional counselors, social worker, psychology or nursing, as well as peer support.

k) ACT agency in collaboration with the VA HCHV staff shall develop a protocol with triggers for assessment by the licensed independent social worker for the case managers to follow at each visit. Although case management services does not have to be provided by independent licensed mental health professional, all assessments and crisis interventions must be conducted by an Independent Licensed Mental Health Professional.

l) The ACT Clinical Team shall participate in VA treatment meeting upon request and or when related to a Veteran being served by their team. And all case managers on the ACT staff must complete a Critical Time Intervention (CTI) training within 90 days of being assigned to the VA-VASH Program.

m) The ACT Clinical Team shall provide age-specific care appropriate to the cognitive, emotional, cultural and chronological maturation needs of the veterans. They will be expected to demonstrate knowledge of changes associated with aging and principles of growth and development relevant to the adult and geriatric age groups; have the ability to assess and interpret data about the veteran's status; and be able to identify age-specific needs and provide the appropriate care based upon the age related factors.

n) The ACT Clinical Team shall perform duties independently and be supervised by the ACT supervisor. The ACT Clinical Team shall be accountable to the Contracting Officer Representative in the areas of service, reports and documentation per this contract.

o) The ACT Clinical Team shall be responsible for providing services to the literally homeless and chronically homeless veterans to include:

i. Outreach and engagement, admission to HUD-VASH Program

ii. Completion of DC Public Housing Authority (PHA) housing application

iii. Submitting of referral to the DC Public Housing Authority (PHA)

iv. Apartment search and lease-up

v. Coordinating care with the VA medical facility

vi. Money management

vii. Skill development

viii. Conduct home visit at least once per month

ix. Conduct one-on-one and group meeting with individual case management, based on client need

p) The ACT case management team must monitors the Veteran’s progress and intervenes, if indicated, to ensure that the Veteran remains housed

q) The ACT case management team shall follow the DC VAMC HUD-VASH Protocol for Discharging Veterans successfully form case management.(see Attach B) as well VHA HUD-VASH Handbook 1162.05 p.29 on “ending case management services”. NOTE: Non-compliance with HUD-VASH does not necessarily lead to loss of the section 8 HCV voucher. PHA rescinds the HCV if the Veteran no longer meets, or is non-compliant with PHA requirements. The Veteran will receive written notification from PHA on said action.

r) The ACT Clinical Team shall conduct the program in accordance with the policies and procedures outlined in the VHA HUD/VASH Handbook 1162.05 and 1162.09

s) The ACT Clinical Team shall consistently demonstrate good customer services skills, including:

i. communicating with and treating internal and external customers (veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner.

ii. providing customers with consistent information according to established policies and procedures; and handling conflict and problem in dealing with the Veterans, constructively and appropriately.

STAFF TRAINING

a) It is essential that all staff complete annual ethics training as required by respective professional licensure or credentialing boards, with an emphasis on dual relationships and conflicts of interest.

b) It is mandator that the ACT team completes all required VA training on an annual basis to maintain access to the network and CPRS:

a. VA Privacy Training

b. Cyber Security Training

c. VA Compliance Business and Integrity Training (CBI)

d. Fire and Safety Training

e. Infection Control policy and Procedures

f. Emergency Preparedness / Disaster Policy and Procedures

c) The ACT case management team must participating in program specific conference calls and broadcasts such as:

a. Monthly 1-hour conference call hosted by the HUD-VASH National Program office where policy, trends, and resources, as well as site-specific issues and new program ideas are addressed in this forum.

b. Viewing of available HUD-VASH satellite broadcasts, PowerPoint presentations, and attendance at national and regional HUD-VASH and other homeless conferences are encouraged, as time and funding permits.

d) All new case managers must compete all required training within 90 days of initial start date. Training must include:

i. CTI

ii. Assertive Community Treatment

iii. Motivational Interviewing

iv. Housing First,

v. Low-Demand Model of care

vi. Suicide Prevention

vii. Clinical approaches relevant to the population

CASE MANAGER RESPONSIBILITIES

The Case Manager team is responsible for:

a) Screening and a brief assessment to ensure appropriateness of placement into the program.

b) Assessing Veterans through comprehensive psychosocial evaluations to determine case management needs and recovery goals.

c) Providing access to appropriate treatment and supportive case management services to potential HUD-VASH ACT Program participants. NOTE: This can be done individually or in groups.

d) Employing Motivational Interviewing approaches to promote Veteran follow through with referral for preventive care and treatment of medical conditions, substance use and dependence, other mental health conditions, and problematic health behaviors (e.g., problematic substance use, tobacco use, unsafe sexual practices).

e) Helping the Veteran obtain the voucher from PHA.

f) Providing housing search assistance to HUD-VASH ACT participants with rental vouchers.

g) Making regular home visits to assess Veterans’ housing stability, social connection and recovery, and acting as a liaison with other VA and community resources, landlords, and PHA. Regular re-assessment and revision of treatment plans is done as needed.

h) Ensuring coverage of caseload Identify POC during absences.

i) Reviewing agreements between Section 8 HCV landlords, PHAs, and VA in establishing appropriate referral sites for HUD-VASH ACT placements.

j) Performing site visits of HUD-VASH ACT apartments to ensure that Veterans reside in safe environments in compliance with local housing codes.

k) Meeting regularly with landlords and PHA officials to ensure the availability of Section 8 HCV eligible housing stock.

l) Collecting and submitting HUD-VASH ACT Program evaluation data on Veteran family participants in HOMES.

m) Ensuring that there is no conflict of interest in dealings with Veterans, landlords, or other entities by adhering to professional ethical guidelines. It is essential that all staff complete annual ethics training, to include conflicts of interest, provided as indicated in staff training a).

SPECIAL CONTRACT REQUIREMENTS

a) The Contractor shall notify the authorizing VA staff immediately when a medical emergency occurs that requires hospitalization of any Veteran receiving care at VA expense. If hospitalization of a non-emergency nature is required, it is agreed that admission to a VA hospital shall be accomplished consistent with VA eligibility criteria, as determined by Medical Administration Service.

b) ACT Agency shall develop and submit to the VA designee Standard Operating Procedures (SOP) for the ACT HUD-VASH ACT program based on contract requirements and policies and procedures outlined in the VHA Handbook 1162.05 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2040) for approval. Once approved it is expected that the ACT staff assigned to the program will conduct business according to standards outlined is said document.

c) ACT clinical team shall compete bi-annual satisfaction surveys with all Veterans admitted to the program. The survey shall be anonymous, the results shall be computed, summarized and forwarded to designated VA staff by the July 10th and January 10th each year for the life of the agreement.

d) The ACT Clinical Team shall be expected to protect printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, Federal Regulations, VA statutes and policy, and VHA policy. The Team must protect data from unauthorized release, loss, alteration, or unauthorized deletion. The Team must follow applicable regulation and instruction regarding access to computerized files, release of access codes, etc. (See Attachment C)

e) ACT staff can only disclose or release information from VHA records only with the prior signed authorization of the individual or other legal authority as outlined in VA HANDBOOK 6500.6. All disclosures must be covered by or listed in the Information Bulletin (IB) 10-163, VA Notice of Privacy Practices. Any individually-identifiable information related to VHA treatment of drug abuse, alcoholism, sickle cell anemia, and testing or treatment for HIV has special protection under 38 U.S.C. Section 7332. The information can only be disclosed as authorized by 38 U.S.C. 7332, and the implementing VA regulations at 38 CFR 1.460 –1.496.

f) The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards available from the Department of Commerce’s National Institute of Standards & Technology (NIST). This also includes the use of common security configurations available from NIST’s web site at http://checklists.nist.gov.

g) To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in “VA Information and Information System Security/Privacy Requirements for IT Contracts” located at the following web site http://www.iprm.oit.va.gov.

h) The ACT Team shall appropriately use word processing software to execute office automation functions such as storing and retrieving electronic documents and files; activating printers; inserting and deleting text, formatting letters, reports, and memoranda; and transmitting and receiving e-mail.

i) The ACT Team shall practice safety at all times. The team shall:

i. Practice appropriate use of equipment and supplies.

ii. Maintain safe, orderly work areas, report any safety hazards, accidents and injuries to self or patients, fill out appropriate VA accident forms, and follow Life Safety Management (fire protection) procedures.

iii. Review hazardous materials/Material Safety Data Sheets (MSDS).

iv. Follow Emergency Preparedness plans; and follow security policies/procedures.

v. Comply with federal, state and local environmental and other requirements preventing pollution, minimizing waste, and conserving cultural and natural resources.

vi. Demonstrate infection control practices for disease prevention (i.e. hand washing, universal precautions isolation procedures), including annual TB testing.

1. The Contractor shall notify the authorizing VA staff immediately when a medical emergency occurs that requires hospitalization of any Veteran receiving care under this contract. If hospitalization of a non-emergency nature is required, it is agreed that admission to a VA hospital shall be accomplished consistent with VA eligibility criteria, as determined by Medical Administration Service.

2. In the event of a beneficiary receiving services under the Assertive Community Case Management Team contract dies, the contracted agency shall promptly notify the VA staff authorizing services and immediately assemble, inventory, and safeguard the Veteran's personal effects. The funds, deposits, and effects left by the Veterans shall be delivered by the agency to the person or persons entitled thereto under the laws currently governing the contracted facility for making disposition of funds and effects left by Veterans, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notification as to the disposition of the funds and effects will be immediately forwarded to the VA office. Should a deceased Veteran leave no will, heirs, or next of kin, his or her personal property and funds wherever located vests in and becomes the property of the United States in trust. In these cases the contracted agency shall forward an inventory and any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for a proper burial) under safeguard until instructions are received from the VA concerning disposition.

3. The Contracted Agency shall inform the VA's Point of Contact (POC) first by phone and then in writing when they are unable to contact a veteran assigned to the program; within 72hrs. Disengagement of the Veteran and his/her family from services provided by the contracted agency in excess of seven (7) business days must be documented and the appropriate efforts made to reengage the Veteran, not to exceed 60 days. At which time the appropriate Housing Authority must be notified. Management of program dropout will be an element of the quality assurance review of this program.

4. Inspections and auditing of the contractor files, work environment must be made yearly by the COR as necessary to assure the agency provides quality care in a safe, respectful and confidential manner. As site visits are accomplished by VA program staff personnel, attention will be directed to the adequacy of Veterans' records and meeting area for sufficient level of privacy.

5. The Contractor shall maintain an individual clinical record on each Veteran placed under this contract as needed for non-VA providers treatment records.

6. The Contractor shall comply with the requirements of the "Confidentiality of Certain Medical Records" (38 USC 4132), and the "Confidentiality of Alcohol and Drug Abuse Veterans Records" (42 CFR, Part II) when appropriate. All case records shall be maintained with the security and confidentiality as required, and shall be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the Veterans concerned.

7. The clinical record shall also be maintained in CPRS according to the standards set forth in the HUD-VASH ACT hand book and CPRS standards of documentation. Additionally, the contract may maintain a clinical file at the facility for those records that are obtained from ACT providers or the Contract Staff.

The records shall include but not limited to:

a. All essential identifying data relevant to the Veteran and his/her family, including a psycho-social assessment.

b. Data relating to the Veteran’s admission, to include the targeted goals for the constructive changes which are to be attained during service period and the anticipated length service, if known.

c. Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken.

d. Monthly reports of periodic reevaluation by program staff, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of self-help skills, greater self-sufficiency and stable housing.

e. Discharge summaries on each Veteran who leaves the program, to include a description of beneficial changes realized during the case management period, reasons for discharge, the Veteran's future plans, and follow-up plans are requirements information. Veteran discharge shall only occur during VA business hours of Monday through Friday, 8:00AM to 4:30PM, except for medical or security reasons.

f. Upon discharge or death of the Veteran, medical records on all VA beneficiaries shall be retained by the contracted facility for a period of three (3) years following termination of care.

INSTRUCTION, CONDITIONS, AND NOTICES

1. All Veterans admitted to this contract will be referred by Jurisdiction Coordinated Entry, VA staff, agency outreach and must be verified by HCHV staff. The contractor shall conduct outreach and obtain authorization from HCHV staff prior to services being rendered. All Veterans and their families will be homeless or at risk of becoming homeless.

2. Contractor is expected to work with the HCHV staff to develop a criteria for discharging Veterans form services and/or to move to a lower level of service

3. A Veteran being served by the contracted agency ACT Team can only be discharged to the appropriate level of care when it has been determined by the contracted agency, the Veteran and his/her family, and the HCHV clinical team that the Veteran and his/her family has been stabilized in appropriate housing..

4. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards available from the Department of Commerce’s National Institute of Standards & Technology (NIST). This also includes the use of common security configurations available from NIST’s web site at http://checklists.nist.gov.

5. To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in “VA Information and Information System Security/Privacy Requirements for IT Contracts” located at the following web site http://www.iprm.oit.va.gov.

PROGRAM EVALUATION

The efficacy of the program and program staff will be evaluated in the following areas:

i. Number of Veterans successfully completed the program and no longer need case management and or the voucher (positive discharges) versus Veterans who lost their voucher due to HUD-VASH ACT policy violation (negative discharges).

ii. Length of time it takes to house a Veteran, from referral to lease up.

iii. The number of Veterans housed that are Chronically homeless vs non-chronic.

iv. Percentage of Coordinated Entry Referrals accepted and leased up.

v. Percentage of staff training completed within 90 days of hire

vi. Percentage of staff training completed annually

vii. Timely and quality documentation

viii. Of the 75 vouchers the number used.

EXTENSION OF CONTRACT PERIOD

One year extensions not to exceed four (4) renewals may be granted by the Government with the concurrence of the contractor. Notice of an extension must be served in writing by the Government sixty (60) days prior to the scheduled expiration date. The extension is granted subject to the availability of funds.

PAYMENTS AND INVOICES

It is understood that no obligation will be incurred by the VA under this contract until authorizations are issued by the Chief, Mental Health and Behavioral Sciences Service or his/her designee for residential treatment for specific beneficiaries. The VA agrees to make payment on a timely basis for services rendered in accordance with such authorization upon receipt of billings submitted at the completion of each month's services. If a beneficiary is admitted to and discharged on the same calendar day, payment will be made for one (1) day. Invoices shall be submitted to the VA facility authorizing admission of the Veteran for verification, certification, and authorization for payment. Payment will be made by VA Financial Services Center, Austin TX

SECURITY REQUIREMENTS

Appendix A

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

CONTRACTOR RULES OF BEHAVIOR

This User Agreement contains rights and authorizations regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the Department of Veterans Affairs (VA). This User Agreement covers my access to all VA data whether electronic or hard copy ("Data"), VA information systems and resources ("Systems"), and VA sites ("Sites"). This User Agreement incorporates Rules of Behavior for using VA, and other information systems and resources under the contract.

1. GENERAL TERMS AND CONDITIONS FOR ALL ACTIONS AND ACTIVITIES UNDER THE CONTRACT:

a. I understand and agree that I have no reasonable expectation of privacy in accessing or using any VA, or other Federal Government information systems.

b. I consent to reviews and actions by the Office of Information & Technology (OI&T) staff designated and authorized by the VA Chief Information Officer (CIO) and to the VA OIG regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. These actions may include monitoring, recording, copying, inspecting, restricting access, blocking, tracking, and disclosing to all authorized OI&T, VA, and law enforcement personnel as directed by the VA CIO without my prior consent or notification.

c. I consent to reviews and actions by authorized VA systems administrators and Information Security Officers solely for protection of the VA infrastructure, including, but not limited to monitoring, recording, auditing, inspecting, investigating, restricting access, blocking, tracking, disclosing to authorized personnel, or any other authorized actions by all authorized OI&T, VA, and law enforcement personnel.

d. I understand and accept that unauthorized attempts or acts to access, upload, change, or delete information on Federal Government systems; modify Federal government systems; deny access to Federal government systems; accrue resources for unauthorized use on Federal government systems; or otherwise misuse Federal government systems or resources are prohibited.

e. I understand…