36C24523Q0710_1 Transational housing Solicitation Actual 001.pdf

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

36C24523Q0710 15Jun2023

Christopher Polk/ Christopher.polk@va.gov 202-445-8000 53367 05July2023

16:00 AM EDT

George Sherrin, Contracting Officer VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902

X

624229

$16.5 Million

N/A

X

Department of Veterans Affairs

Contracting Officer (90C)

George Sherrin Contracting Officer

Contracting Officer (90C)

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

See CONTINUATION Page

The contractor shall provide Transitional Housing services to the Washington D.C Veterans Affairs Medical Center in accordance with the Performance Work Statement.

The awarded Indefinite Delivery Indefinite Quantity (IDIQ) performance period is estimated to be September 01, 2023 -

31 August 31,2024 plus 4 additional option years exercisable at h l d i Government’s sole discretion

See Section E.2 for instructions for quote submission.

The Contractor is responsible for correct wage, title, and compliance with all wage and hour laws.

*** This requirement is being solicited unrestricted***

This acquisition is being procured through FAR parts 12 and 13.

$0.00 See CONTINUATION Page

X X

X ONE(1)

George Sherrin Contracting Officer

36C24523Q0710

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

B.3 PERFORMANCE WORK STATEMENT

B.4 INFORMATION REGARDING CONTRACTOR PERFORMANCE ASSESSMENT

REPORTING SYSTEM (CPARS) – CONTRACTOR’S RESPONSIBILITY

B.5 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 35

C.8 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.11 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.13 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING--

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV

2022)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 VAAR 852.237-72 CRIME CONTROL ACT—REPORTING OF CHILD ABUSE

(OCT 2019)

C.16 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) 41

C.17 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

QUALITY CHECKPOINTS

D.2 CONTRACT DEFICIENCY REPORT

D.3 BUSINESS ASSOCIATION AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS, VETERANS HEALTH ADMINISTRATIONS AND

CONTRACTOR

D.4 HCHV RESIDENTIAL INSPECTION CHECKLIST

D.5 WAGE DETERMINATION (Washington D.C)

SECTION E - SOLICITATION PROVISIONS

E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL

ITEMS

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.7 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) 97

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE

RESOLUTION (OCT 2018)

E.9 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(NOV 2021)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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:

Business Name Address City/State/Zip Code Unique Entity ID (SAM UEI#) Point of Contact Email Address Telephone Number Fax Number

b. GOVERNMENT:

George Sherrin, Contracting Officer

VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg 101, Room 26 Perry Point, MD 21902 410-637-1508 Paschal.Dawson@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor should be mailed to the following address: N/A

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 electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

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

B.2 PRICE/COST SCHEDULE

The contractor shall provide community based transitional care, treatment and rehabilitative services to Veterans who are homeless or at the risk of becoming homeless. The contractor shall provide a safe, temporary residential shelter, which will include beds, restrooms, bath, kitchen facilities, related furnishings, and social rehabilitation services as described in the Performance Work Statement.

The awarded contract will be an indefinite delivery, indefinite quantity (IDIQ) contract. 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. The guaranteed minimum number of beds, including the base and any option years exercised is one (1), and the maximum number of beds for each year the contract is in effect shall not exceed fifteen (15) at any given time. This maximum is not a guarantee.

Vendor will quote an all-inclusive per diem rate in the tables below based on the estimated quantities of 4,392 (15 veterans x 366 days – due to leap year) for the Base Year and quantities of 4,380 (15 veterans x 365 days) for Option Years 1-4. Please note these quantities are for bidding purposes only and is not a guarantee.

OFFERORS SHALL INCLUDE IN THE PROPOSAL THE MAXIMUM NUMBER OF BEDS

THAT SHALL BE PROVIDED TO THE VAMC

Description of Services The Washington DC VA Medical Center is seeking Contractors to assist with Community Based Transitional Housing services for Veterans diagnosed with SMI, in accordance with the Performance Work Statement.

NAICS: 624229 – Other Community Housing Services PSC: G004 – Social Rehabilitation

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

15.00 EA _______________ ______________

Transitional Housing for Veterans: Includes room, board, and social rehabilitation services.

Contract Period: Base POP Begin: 09-01-2023 POP End: 08-31-2024 PRINCIPAL NAICS CODE: 624229 - Temporary Shelters PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation rehabilitation services Contract Period: Option 1 POP Begin: 09-01-2024 POP End: 08-31-2025 rehabilitation services Contract Period: Option 2 POP Begin: 09-01-2025 POP End: 08-31-2026

15.00 EA ______________ _____________

rehabilitation services Contract Period: Option 3 POP Begin: 09-01-2026 POP End: 08-31-2027

15.00 EA _____________ _____________

rehabilitation services Contract Period: Option 4 POP Begin: 09-01-2027 POP End: 08-31-2028

B.3 PERFORMANCE WORK STATEMENT

I. Executive Summary

Ending homelessness among Veterans and maintaining functional zero continues to be a significant goal for the Department of Veterans Affairs. The utilization of a Housing First approach along with ongoing coordination with the continuum of care will allow the VA to meet this goal. This approach will foster partnership between community providers and the Veterans Affairs Medical Center and provide a community based, comprehensive response to meeting the different and frequently complex needs of homeless Veterans. The Safe Haven model has proven to be an integral part of this continuum to fulfill this initiative.

The Veterans Affairs Medical Center seeks to partner with community providers to establish a Safe Haven: a type of supportive housing that serves hard to reach homeless Veterans with severe and persistent mental illness and/or co-occurring disorders who are literally homeless and have been unwilling to participate in supportive services.

II. Acronyms and Abbreviations

1. VA- Veterans Affairs

2. HCHV-Health Care for Homeless Veterans

3. VHA- Veteran Health Administration

4. HUD definition of chronically homeless: Person with a disability that has been homeless for one full year or at least four separate occasions in the last three years, where the combined occasions total a length of time of at least 12 months.

III. Background

The VA has implemented several different types of housing and services over the past five years geared at ending homelessness among Veterans. However, despite the Department of Veterans Affairs best efforts and intentions, analysis have shown that the special needs of some Veteran homeless subpopulations are often unmet or only partially addressed. This frequently applies to homeless Veterans with severe and persistent mental illness or co-occurring substance abuse disorders who are often the most visible, yet hardest to reach homeless Veteran population. The opportunities for these individuals to move beyond homelessness are reduced due to the nature of their disability which disrupts their judgment, motivation, and social skills. Because of their complex needs and frequent resistance to both mental health and or homeless services a comprehensive and flexible array of services and supports need to be readily available to them. Having a Safe Haven as an option will provide a safe non-threatening place for Veterans to work towards stabilization.

IV. Purpose

The Purpose of the Safe Haven is to provide low barrier, non-threatening, 24/7 hours transitional housing for Veterans with severe mental health disorders or co-occurring disorders. This facility will serve hard to reach homeless Veterans with severe mental illnesses who are literally homeless and have been unable or unwilling to participate in supportive services. For some individuals with mental illness who have been homeless, the transition to permanent housing is best made in stages starting with a small, highly supportive environment where an individual can feel at ease, out of danger, and subject to no immediate service demands. Safe Havens do not require participation in services and referrals as a condition of occupancy. Rather, it is hoped that after a period of stabilization in a Safe Haven, residents will be more willing to participate in services and referrals and will eventually be ready to move to more traditional forms of housing. Safe Havens can serve as an entry point to the service system and provide access to basic services such as food, clothing, bathing facilities, telephones, storage space and a mailing address.

This facility shall provide:

1. Three meals per day as well as laundry accommodation

2. Medication monitoring

3. Intensive case management

4. 24-hour residence for up to 6months

5. Private or semi-private accommodations

6. Activity center for residents and/or structured day program

7. Outreach

Safe Havens target the most difficult to serve chronically homeless population. Individuals who are chronically homeless tend to have mental illnesses or co-occurring disorders that make them inherently distrustful of people and programs. Safe Haven will outreach to veterans who may be well served in their transitional housing program but are not yet residents using the model of progressive engagement.

8. Intake/Assessment Certain information must be gathered about program participants to comply with VA reporting and data collection system requirements as well as to assess client needs. However, clients may have several problems communicating important information to program staff, due to lack of knowledge, stigmatization, or mental health issues so Safe Haven will be flexible and creative in their intake and assessment process.

9. Engagement The philosophy behind the Safe Haven model dictates that housing and services be delivered in a low demand, coercion-free environment. Yet supportive services are crucial to achieving long-term housing and occupational stability for the target Veterans. The progressive engagement model will be used to assist veterans in accessing needed services.

VI. Scope of Work The Safe Haven provider shall provide 24-hour staffed low-demand transitional residence in the Washington DC Metropolitan area. The facility must provide at least three (3) beds clustered exclusively for Veterans; the Program must provide onsite laundry, three meals a day, medication monitoring, computer access for Veterans, and access to daytime activities.

1. The Safe Haven provider shall target chronically homeless (as defined by HUD) with serious mental illness (as defined by VHA) and substance use problems.

2. The Safe Haven provider shall allow VA staff to inspect the facility and/or review Veteran participant treatment protocols at any time determined necessary by VA.

3. The Safe Haven provider shall offer a low-demand environment with a minimum set of rules designed to assist chronically homeless veterans to re-establish trust and engage the Veteran in needed treatment services.

a. Acceptance of treatment cannot be a condition of admission or continued stay.

b. Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay.

c. Infractions of rules should be used as opportunities for engagement.

6. The provider must have the ability to accommodate immediate admissions 24 hours per day, seven (7) days per week. All admissions must have concurrence of VA. If a Veteran presents at the facility during weekends or at night, the Safe Haven provider may accept the Veteran, however, VA staff have right of approval/disapproval for payment.

7. Safe Haven staff shall develop a highly individualized treatment plan with each Veteran with low-demand program goals.

8. The Safe Haven provider shall encourage Veterans to work towards transitional or permanent housing within six (6) months of admission. All extensions beyond six (6) months will require approval of the VA.

9. The Safe Haven provider shall ensure that the facility meets all applicable life/safety codes and other standards/compliance requirements as determined by VA, including Americans with Disabilities Act accessibility.

10. The Safe Haven provider shall allow VA staff to inspect the facility and/or review Veteran participant treatment protocols annually and at any time determined necessary by VA.

11. The Safe Haven provider shall provide transportation services for Veterans to attend medical appointments, search for transitional or permanent housing and address other care needs.

12. The Safe Haven provider selected for the demonstration project must have at least two (2) years of direct experience as a provider of a Safe Haven Program or a program demonstrating the low-demand model.

13. The Safe Haven provider shall provide newly admitted Veterans with all necessary furnishings and clean linens. Basic toiletries will be provided for all Veteran residents.

14. The Safe Haven Provider shall ensure that all meals provided are nutritious and that food items will remain available throughout the day. Three (3) meals per day need to be provided.

15. The Safe Haven provider shall ensure that the facilities are well maintained and clean.

16. The Safe Haven provider shall participate in annual homeless events sponsored by the VA Maryland Health Care System and/or the DC VA Medical Center, i.e., local Stand Down events.

17. The Safe Haven provider shall be knowledgeable of local VA and non-VA Homeless Programs and maintain a willingness to collaborate with other Providers as it benefits the Veterans.

18. The Safe Haven Provider shall have a site currently available to implement the Safe Haven Model.

19. The Contractor shall provide a locked and secured area for medications. This location shall only be accessible by the contractor staff. It is recognized that Veterans will take their own medications, but they shall be supervised by contractor staff while obtaining and consuming their daily medications.

20. 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.

21. The Contractor shall assist in preparing reports, maintaining records and databases to track referrals, acceptances, denials, discharges, and follow-up post discharge. Records and databases will be made available to VA staff for unannounced inspections and audits.

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

23. The Contractor shall provide documentation to the VA HCHV staff of services provided to each

Veteran on a monthly basis, outlining quality and effectiveness of services provided no later than the tenth day of each month

24. Contractor shall provide the VA HCHV staff an individualized services plan with-in seven days of admission and discharge summary with-in three days of discharge.

25. The Contractor’s per diem rate established by this contract shall include the services listed in this document and include all services and supplies normally provided other clients by the agency without extra charge.

26. The Contractor shall employ trained professional staff to carry out the requirements of the contract. This shall include but not limited to; Licensed Clinical Social Worker and Case Aid.

There shall be an identified professional specifically assigned to the contract who shall be the point of contact for the HCHV staff.

27. The Contractor shall make available documentation 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. Records and databases will be made available to VA staff for unannounced inspections and audits.

28. 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.

29. The Contractor shall provide transportation to and from the VA facilities and any other community providers for scheduled appointments or services. It is recommended that services be provided no more than 50 miles from the VA.

Special Contract Requirements

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 Safe Haven Program 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 will not be reimbursable except with the prior approval of the Chief, Mental Health Service or his/her designee. Should a Veteran receiving service from a contracted agency discontinue services or is unreachable for more than seven (7) days, payment for services for that Veteran to the contract agency would be continued for a maximum of three (3) days provided there is an active outreach attempt on the part of the contracted agency staff to reengage the Veteran and his/her family in services and a strong likelihood that the Veteran will reengage. Management of program dropout will be an element of the quality assurance review of this program.

4. Subsequent inspections and auditing of the contractor’s files, work environment must be made yearly by a multidisciplinary team 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. Site visits will include a spot check of records to ensure contractor invoices accurately reflect length of service to Veteran and his/her family.

5. The Contractor shall maintain an individual clinical record on each Veteran placed under this contract. The Contractor shall comply with the requirements of

6. 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. In addition to reasons for referral, the clinical record maintained by the contract facility shall include:

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. Each month an admission log shall be completed by the contract facility for submission to the authorized VA staff.

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 leaving, the Veteran's future plans, and follow-up plans and 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.

Instructions, Conditions, and Notices

All Veterans admitted to this contract will be referred and or 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 literally homeless.

1. The VA will authorize services that are individualized to the unique needs of the Veteran and his/her family, for most Veterans and their families the expected duration of services is six (6) months.

However, depending upon the clinical needs of the Veteran as determined by the Veteran, the HCHV staff, and the contracted agency the duration may be longer.

2. 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.

3. The C&A requirements do not apply, and a Security Accreditation Package is not required.

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.

B.4 INFORMATION REGARDING CONTRACTOR PERFORMANCE

ASSESSMENT REPORTING SYSTEM (CPARS) – CONTRACTOR’S

RESPONSIBILITY

This contract will require reporting by the Veterans Health Administration (VHA) in the Contractor Performance Assessment Reporting System (CPARS); therefore, at the time of award the contractor shall provide to the Contracting Officer a Point-of-Contract (POC) individual who will be responsible for managing reports within CPARS on this contract and will be assigned the role as “contractor representative” (CR) within CPARS.

CPARS is a Federal-agency wide system for the collection of Contractor Past Performance Information (PPI). Reporting PPI through CPARS is being implemented throughout VHA to be in compliance with the requirements of FAR Part 42 for documenting contractor performance assessments and evaluations.

PPI is relevant information for future source selection purposes regarding a contractor’s actions under previously awarded contracts. It includes, for example, the contractor’s record of conforming to contract requirements and to standards of good workmanship; the contractor’s record of forecasting and controlling costs; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; the contractor’s record of integrity and business ethics, and, generally, the contractor’s business-like concern for the interest of the customer. Reporting PPI through CPARS facilitates compliance with the requirements of Office of Federal Procurement Policy (OFPP) memorandum, “Improving the Collection and Use of Information about Contractor Performance and Integrity”.

After award, the contractor’s CR will receive an email notification that access to the contract has been given to them. The CR should ensure that their contact information is accurate in CPARS at http://www.cpars.gov. The Contracting Officer/Contracting Officer Representative will evaluate the contractor's performance throughout the life of the contract, generally every 365 days, and at the end of contract performance. The report shall, then, be assigned in CPARS to the contractor's designated CR for comment.

The contractor’s CR will have up to 60 days to submit any comments and then re-assign the report to the VA Contracting Officer/contract specialist acting as the Assessing Official within CPARS. Failure to register and respond within the 60 days will result in the Government's evaluation being placed on file in the database with a statement that the contractor failed to respond. The contractor should note that the government’s evaluation will appear in the Past Performance Information Retrieval System (PPIRS) on day 15 in a pending status if the CR has not commented by day 15. After the CR has either commented or failed to respond within 60 days, the evaluation will become final in PPIRS.

It is the responsibility of the contractor to contact the contracting officer and request a change if, at any time, the contractor wishes to change the person assigned as the contractor representative on this contract.

Training in the use of CPARS is available online at https://www.cpars.gov by clicking on the tab “Training”.

INDIVIDUAL TO BE DESIGNATED AS CONTRACTOR REPRESENTATIVE (CR):

An individual must be designated in writing for a proposal to be considered responsive to the requirements of the applicable solicitation.

http://www.cpars.gov/

First and last name:

Phone: Ext: Fax:

Internet/Email Address:

B.5 IT CONTRACT SECURITY

NOTE: APPLICABLE SECTIONS 1,2,6,7,8 AND 9.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative 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 must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS).

Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S.

to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business

Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140- 2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor 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 health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R.

Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration.

Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a

SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

(2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods.

This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than (N/A) days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within (N/A) days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system.

The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation

b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.

c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations,…