S02 Solicitation Social Work services - Housing Specialist Final 002.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

688-24-2-601-0007

36C24524Q0311 03-07-2024

Christopher E. Polk|christopher.polk@va.gov 202-745-8000 53367 18-MAR-2024

08:00AM ET

Department of Veterans Affairs

VAMC(688)

50 Irving Street NW Washington DC 20422 Christopher E. Polk, Contracting Officer

X 100

X

624190

$16 Million

N/A

Department of Veterans Affairs

VAMC(688)

Desmond Robinson 50 Irving Street NW

Keith Roberts, Contracting Officer Christopher E. Polk, Administrative Contracting Officer Department of Veterans Affairs

VAMC(688)

50 Irving Street NW

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 Housing Specialist Services to the Washington D.C Veteran Affairs Medical Center in accordance with the Performance of Work Statement.

The anticipated awarded contract Period of Performance (POP) is estimated to be:

March 28, 2024 - March 27, 2025.

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

See Section E.2 for instructions for quote submission.

This acquisition is being procured through FAR part 12 & 13

See CONTINUATION Page

X ONE (1)

Keith Roberts Contracting Officer

36C24524Q0311

Table of Contents

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 (NOV 2023)

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

C.3 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (JUN 2016)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 52.219-30 NOTICE OF SET-ASIDE FOR, OR SOLE-SOURCE AWARD TO,

WOMEN-OWNED SMALL BUSINESS CONCERNS ELIGIBLE UNDER THE WOMEN-

OWNED SMALL BUSINESS PROGRAM (OCT 2022)

C.7 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.8 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022) 38

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL. (MAY 2020) .............................................. Error! Bookmark not defined.

C.11 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.12 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.13 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.14 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 41

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

D.2 CONTRACTOR CERTIFICATION: IMMIGRATION AND NATIONALITY ACT OF

1952, AS AMENDED

D.3 DOL WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (MAR 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.216-1 TYPE OF CONTRACT (APR 1984)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) .. 83

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 VAAR 852.273-70 LATE OFFERS (JAN 2003)

E.10 VAAR 852.273-73 EVALUATION - HEALTH-CARE RESOURCES (Nov 2021)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (FEB 2024)

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:

Keith Roberts (Contract Officer)

Christopher E. Polk (Administrative Contract Officer)

VA Maryland Health Care system VA Maryland Health Care System

Contracting Officer (90C)

Contracting Officer (90C)

10 North Greene St 50 Irving St NW

Baltimore, MD 21201 Washington DC, 20422

410-642-2411 x22921 202-745-8000 Ext. 53367

Keith.Roberts@va.gov Christopher.Polk@va.gov

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 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

Contract Period: (Base) March 28,2024 – March 27,2025

Item Number

Description of Services Quantity Unit Amount

0001 Housing Specialist Contract Period: Base POP Begin: 03-28-2024 POP End: 03-27-2025 PRINCIPAL NAICS CODE: 624190 – Other Individual and Family Services PRODUCT/SERVICE CODE: G004 –Social- Social Rehabilitation

2080 HR

Total___________

Contract Period: (Option Year 1) March 28,2025 – March 27,2026

Item Number

Description of Services Quantity Unit Amount

1001 Housing Specialist Contract Period: Option Year 1 POP Begin: 03-28-2025 POP End: 03-27-2026 PRINCIPAL NAICS CODE: 624190 – Other Individual and Family Services

Contract Period: (Option year 2) March 28,2026 – March 27,2027

Item Number

Description of Services Quantity Unit Amount

2001 Housing Specialist Contract Period: Option Year 2 POP Begin: 03-28-2026 POP End: 03-27-2027 PRINCIPAL NAICS CODE: 624190 – Other Individual and Family Services

Contract Period: (Option Year 3) March 28,2027 – March 27,2028

Item Number

Description of Services Quantity Unit Amount

3001 Housing Specialist Contract Period: Option Year 3 POP Begin: 03-28-2027 POP End: 03-27-2028 PRINCIPAL NAICS CODE: 624190 – Other Individual and Family Services

Total ___________

Contract Period: (Option Year 4) March 28,2028 – March 27,2029

Item Number

Description of Services Quantity Unit Amount

4001 Housing Specialist Contract Period: Option Year 3 POP Begin: 03-28-2028 POP End: 03-27-2029 PRINCIPAL NAICS CODE: 624190 – Other Individual and Family Services

Total ___________

Grand Total Base and All Options___________

Option under FAR 52.217-8 shall be evaluated as described below in VAAR 852.273-73(b)

B.3 PERFORMANCE WORK STATEMENT

SOCIAL SERVICE PROFESSIONALS

HOUSING SPECIALIST

OBJECTIVES

The Washington, DC Veterans Affairs Medical Center (DC VAMC) is seeking to contract a Housing Specialist(s) to provide supportive services to eligible Veterans identified, as chronically homeless, at risk of experiencing homelessness, or participating in the Housing and Urban Development/ VA Supportive Housing (HUD/VASH) Program, with the goal of securing and maintaining housing stability.

This contract is for one full time Housing Specialist(s) with a 40-hour flexible schedule between 7am and 7pm and possibly some weekends to meet the needs of the Veterans. The Housing specialist(s) would be expected to schedule, coordinate, negotiate and facilitate housing opportunities for HUD/VASH participants as well as Health Care for Homeless Veterans (HCHV) participants through housing development activities. The Housing specialist(s) will need to be familiar with rental properties located in DC Metro area that are willing to accept HUD/VASH housing choice vouchers. Housing specialist(s) will be expected to maintain a data base of affordable residential properties and landlords willing to accept HUD/VASH housing choice vouchers as well as work with veterans who have poor and or limited credit history, low/fixed income, and minor criminal history. This data base shall include shared living resources, group homes and affordable assisted living facilities.

The above services shall be fulfilled in accordance with all terms, conditions, provisions, and requirements listed herein. The period of performance for these services is for a period of twelve months from date of award plus four (4) one-year option renewals, exercisable at the government's sole discretion and subject to the availability of funds.

BACKGROUND INFORMATION

Homelessness is a significant national problem and has many causes. Individuals encountering homelessness are usually unemployed, unable to work, or have such low income that they cannot access safe affordable housing. Some Veterans who are homeless have disabling mental health, substance abuse, or physical conditions that led to, or contributed to their homeless situation. The number of Veteran families experiencing homelessness has significantly increased over past years when single individuals were the primary population affected. In an effort to support the VA’s “Zero Tolerance” on homelessness among Veterans, the DC VAMC is seeking an onsite Housing specialist(s) to collaborate with the VA Homeless Program Case Managers and Veterans to secure affordable and appropriate housing.

HUD/VASH is a collaborative program which pairs HUD’s Housing Choice Voucher (HCV) rental assistance with VA case management and supportive services for homeless Veterans. These services are designed to help homeless Veterans and their families find and sustain permanent housing and access the health care, mental health treatment, substance use counseling, and other supports necessary to help them in their recovery process and assist with maintaining housing. Through public housing authorities, HUD provides rental assistance vouchers to Veterans who are experiencing or at imminent risk of experiencing homelessness. Among VA homeless continuum of care programs, HUD/VASH enrolls the largest number and largest percentage of Veterans who have experienced long-term or chronic homelessness.

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.

DESCRIPTION/SPECIFICATION/WORK STATEMENT

The Contractor shall complete the following task and provide to the DC VAMC the following:

Task 1: Identify Housing Specialist(s) for HCHV Program.

Task Description: This task requires the Contractor to identify one (1) experienced skilled professional, to function as a Housing Specialist(s), for the HCHV Program.

This is not a remote position. The individual must be able to commute up to 50 miles or more per day to visit patients. Encounters with patients are conducted face-to-face, in the patient’s home and community.

Resumes shall be submitted to the VA COR for approval. Resumes shall be included in response to this statement of work. The Housing Specialist(s) must be able to obtain the necessary clearance to access patient Electronic Health Record (EHR) and other applicable VA databases. All candidates submitted for consideration shall meet the requirements to work with Veterans and conduct community engagement activities with key stakeholders such as landlords, immediately upon acceptance. The Housing Specialist(s) shall possess a minimum of a bachelor’s degree in social science with a minimum of three years’ experience working as a housing specialist(s) for housing choice voucher programs or similar population. He/she must be able to function as an equal member of the interdisciplinary team and shall perform all duties as required to assist the veteran in obtaining suitable housing.

Contractor shall furnish the selected candidate with a laptop and cell phone in order that they may effectively work remotely when necessary and allow for easy communication between the team and the Veterans on his/her case load.

All travel reimbursement is the responsibility of the Contractor.

The Contractor shall defer questions or concerns regarding this contract to the VA COR.

Physical Requirements: Ability to independently drive a car and have a valid state driver’s license is required. Incumbent will be required to spend extended periods of time in a vehicle driving or as a passenger. Frequently stand and walk. Normal manual dexterity and eye hand coordination and walk up long, narrow flights of stairs. Extended periods of standing. Bending and carrying light items such as books, medical records and paper is required. Walking long distances and traveling is required.

Conducting data entry/typing. Utilizing electronic audio and visual modes of communication. Conducting face to face patient encounters in a community setting or in the patient’s home environment is a condition of this contract. This position often places the incumbent in a situation of high levels of stress. Due to the nature of the work, the incumbent may come in contact with Veteran patients who are hostile, irritated, confused, or intoxicated. Exposure to dangerous situations in the community, from traffic accidents to crime is also possible.

Subtask 1.1: Identify a skilled, social service professional who can function in the role of Housing Specialist(s).

Subtask 1.2: Submit resume of professional to VA COR for approval.

Subtask 1.3: Verify work experience as required by this PWS.

Subtask 1.4: Select Housing Specialist(s) shall have a minimum of four years demonstrated experience with a degree bachelor’s degree in the Social Sciences or Human Services aiding homeless individuals & families is preferred. Experience should include: ability to conduct to conduct interviews in an effort to obtain selected background information from individuals and/or family members, through interviewing; conduct inspections; conducting home visits; community engagement; conducting groups and in-services; and assisting with establishing eligibility, working with as a member of an interdisciplinary team and data entry and management.

Task Deliverables: The Contractor shall provide a by name listing and resume of candidates, that are qualified to serve as Housing Specialist(s) for the Health Care for Homeless Veterans Program to the COR.

Task 2: Qualified professional will serve as Housing Specialist(s) for HCHV Program.

Task Description: The Contract staff shall adhere to standards set forth in VHA 1162.05(1), Housing and Urban Development Department of Veterans Affairs Supportive Housing Program Handbook. Contract HCHV Housing Specialist(s) will utilize the Housing First modalities to promote Veteran engagement and self-efficacy, especially for those Veterans identified as chronically homeless and are highly vulnerable. The HCHV Housing Specialist(s) must be able to function as a member of the interdisciplinary team and shall perform all duties required, in accordance with VHA policies and directives, to house and keep Veteran housed in their communities. He or she will foster a relationship with potential landlords with a focus on acquiring and retaining housing. The HCHV Housing Specialist(s) must have the following knowledge skills and abilities to function in this position:

Subtask 2.1: The Contractor shall ensure HCHV Housing Specialist(s) has knowledge skills and abilities as it relates to working with those experiencing or at risk of experiencing homelessness. Schedule and coordinate housing opportunities for Veterans through development activities. The Housing Specialist(s) must have:

Subtask 2.2: Ability to assist, as a member of the team, with placement into the program by completing appliable documentation; to ensure appropriateness of Veterans placement into the program.

Subtask 2.3: Ability to provide list of housing options, rental properties to Veterans; conducts housing searches and seminars, serves as a primary resource person for Veterans who are experiencing homelessness or at risk of becoming homeless.

Subtask 2.4: Ability to direct housing search including, but is not limited to: assisting Veteran and with completing application process and submitting it to Public Housing Authority (PHA); Driving Veterans to the Public Housing Authority (PHA) to receive their voucher; Coordinating Voucher Briefing; Assisting landlord with navigating Portal and complexity of application process; providing housing lists to Veterans based on the PHA and providing transportation to or meeting Veterans at the housing units both for viewing and walk through purposes.

Subtask 2.5: Ability to establish respectful, effective relationships with Veterans and with the clinical and administrative staff in the HCHV and HUD/VASH Programs, the PHA, community partners agencies, the leadership in the HCHV. This will require coordination between the VA program and facility leadership, PHA, executive leadership, independent landlords as well as rental associations, community and government agency executive leadership and/or corporations involved with the development of affordable housing.

Subtask 2.6: Ability to provide guidance and training on resources that enhance and result in positive housing outcomes for Veterans, in particular those who are homeless or have other barriers to obtaining housing.

Subtask 2.7: Serves as a liaison to local community providers of housing placement and supportive services for homeless Veterans.

Subtask 2.8: Ability to provides housing development, landlord and homeless outreach and direct housing search and other support services for Veterans in the Homeless Program. This includes but is not limited to providing permanent housing development by locating suitable permanent housing in the community, maintaining an inventory of safe, available units, communicating with landlords and conducting outreach to prospective landlords and property management groups on behalf of homeless Veterans.

Subtask 2.9: Ability to educate individuals and organizations on the benefits of leasing to HUD/VASH Veterans. Explain the role of the Housing Specialist in helping to promote housing stability for the program participants.

Subtask 2.10: Ability to leads efforts to establish a local housing collaborative which includes VA and non-VA members and community-based organizations that works with homeless Veterans and documents access points, requirements for participation and points of contact as indicated.

This collaborative should include but is not limited to: Supportive Services for Veteran Families (SSVF), Grant and Per Diem (GPD) programs that target Veterans for housing; United Way, Veterans Benefits Administration (VBA); Pathways; Social Security Administration (SSA); SNAP;

and local community and faith-based organizations.

Subtask 2.11: Skilled at ensuring, through the collaborative, housing resources of varying levels of intensity are current & available for homeless and chronically homeless Veterans. This should include services targeting chronically homeless Veterans who may benefit from a more intensive individualized housing placement; and those who require a less intensive case management need not through the HUD/VASH program. This includes but not limited to the following: Access to housing listings; Application preparation for the PHA and the housing unit; Counseling regarding the impact of employment income on both VA and non-VA benefits and entitlements;

Negotiations with landlords for reasonable accommodations; Assistance with completion and submission of housing applications; Coordination of and transportation to housing units; Ongoing support for maintaining housing in the community.

Subtask 2.12: Monitors performance and progress through review of cases.

Subtask 2.13: Ability to provide feedback to the HCHV program staff and leadership on system resources, strengths, accomplishments, challenges and recommended corrective actions.

Subtask 2.14: Ability to serve as an advocate on behalf of Veterans with landlords, property managers and community partners, when appropriate, to ensure comprehensive service delivery resulting in housing placement for the Veteran.

Subtask 2.15: Ability to evaluate the housing needs of individual Veterans and to provide individual housing placement.

Subtask 2.16: Ability to coordinate the efforts of both VA and non-VA programs and agencies in order to provide an array of resources leading to housing. There is also an expectation that the duties performed will result in improved lease up rates which meet specific performance measures.

Subtask 2.17: Ability to keep the HCHV and HUD/VASH Program Coordinator(s) and applicable members of assigned team, as appropriate, informed of problems that may arise while trying to assist Veterans to secure housing.

Subtask 2.18: Ensures conformance with procedures and practices applicable to the subject.

Subtask 2.19: Participating in all Clinical Team huddles, assisting the team with reviewing admissions/readmissions to the program; provides regular updates on assigned case load; and attend applicable HCHV Staff Meetings.

Subtask 2.20: Is knowledgeable about HCHV Performance Measures and takes the appropriate steps necessary to remain in compliance with established performance measures/monitors.

Subtask 2.21: Able to demonstrate use of VIDEO-BASED SERVICES to deliver benefits & care.

Subtask 2.22: Treats Veterans, employees, supervisor(s), and visitors with dignity, courtesy, and respect; Communicates with all internal and external customers in a courteous, positive, open, honest, cooperative manner, and treats all with dignity and respect; Responds to all inquiries by Veterans and staff in person, by e-mail, and telephone in courteous manner with initial attempt to contact by telephone or in person within 24 hours; Interacts with patients, supervisors, staff, visitors, and non-VA personnel reflecting a working knowledge of cultural differences in language, communication style, physical limitations and other diversity-related factors; Exercises good judgment, tact, and skill in communication and interpersonal relations; Builds customer confidence by professional dress and demeanor in accordance with the policy on personal attire.

Subtask 2.23: Responds to complaint cases or other written requests from the Program Coordinator(s) within established time Frames. Completes specific assignments and administrative reports in a timely Manner. Develops working relationships and coordinates clinical care with numerous veterans, family members, significant others, professionals, administrative, managerial staff, and community partners.

Subtask 2.23: Consistently adheres to Safety rules and regulations. Effectively promotes safe behavior. Ensures patient Information is secure in the community at all times.

Subtask 2.24: PIV Card and Privacy Training must be up to date and completed within the mandatory time frame to prevent work stoppage.

Subtask 2.25: Documents encounters, meetings, and outcomes timely in the Electronic Health Record (EHR); Includes the intervention and outcomes and is sequential and legible.

Documentation demonstrates utilizing the required VA templates. Ability to capture workload credit after completing and encounter by ensuring encounters are entered timely and include appropriate diagnose(s) and procedure(s) codes . Documentation is not left in incomplete status during holidays, periods of scheduled leave; or over the weekend; to include diagnoses and procedures codes, to ensure proper workload credit and the continuity of care process.

Subtask 2.26: Obtains selected background information from Veterans and/or family members, through interviewing; conduct inspections; conducting home visits; community engagement;

conducting groups and in-services; and assisting with establishing eligibility.

Task Deliverables: The HCHV Housing Specialist(s) shall complete all documentation in the EHR within 48 hrs. The HCHV Housing Specialist(s) shall enter between 5-8 encounters, into the EHR, prior to the end of each workday. A minimum of two Veteran encounters per month must be via VA Video Telephone Conference (VVC). Ninety percent (90%) of Veteran encounters, must be face to face. The HCHV Housing Specialist(s) will attend all assigned HCHV and HUD/VASH meetings/conference calls monthly. The HCHV Housing Specialist(s) shall contact the COR two months prior to the time PIV Card is scheduled to expire to begin the process of obtaining a new PIV and prevent work stoppage. The HCHV Housing Specialist(s) will coordinator scheduled leave with the HCHV Program coordinator and will provide at least 14 days advance notice, to ensure proper coverage and continuity of assigned caseload. The HCHV Housing Specialist(s) will attend all required Medical Center, services line, HCHV trainings, in-services, huddles, and/or meetings; virtual and/or in-person, as determined by HCHV Leadership.

HCHV Housing Specialist(s) shall maintain a data base of landlords willing to work with homeless and formally homeless veterans with poor credit history and or criminal background. He or she will document all encounter with Veterans and continually communicates with the HCHV Housing Specialist(s). He or she will provide a weekly report of new units available in the service area with relevant detailed information regarding the units and landlord’s preferences. HCHV Housing Specialist(s) shall have an 85% success rate in placing HCHV and HUD/VASH participants.

HCHV Housing Specialist will spend 80% of his or her time in the community and 20% administrative and meetings. The HCHV Housing Specialist(s) shall submit a weekly status/progress report of all his or her activities throughout the week by close of business on Fridays.

INSTRUCTIONS CONDITIONS AND NOTICES

1. The Contractor understands, due to the complex nature of Healthcare for Homeless Program, all administrative & clinical programmatic questions related to the program shall be directed to the appropriate program coordinator(s). This includes but is not limited to questions regarding policies, handbooks, directives, program performance, or Standard Operating Procedures.

Although the contractor will have final rating authorization for continuity of care, the Contractor understands and agrees that the HCHV Housing Specialist(s) will be assigned a DC VAMC Site Supervisor. For Continuity of Care, the DC Site Supervisor shall only be the coordinator of the assigned program.

2. The work shall be performed at either the DC VAMC, HCHV office, the CRRC, the CBOC, or the Veterans home or a community location identified by the Service Line Leadership or his/her designee.

3. Each full-time position is expected to complete a 40-hour work week. There is flexibility to work late evenings, and possible weekends to meet the needs of the Veterans who are employed, however, after hours and weekend hours must be coordinated with the Site Supervisor in advanced. (Weekends would be for special programs and would require appliable staff to adjust his or her schedule to meet 40-hour work week requirement).

4. Each part time position is expected to complete at least 20 hours per week, with flexibility to work late evenings to meet the needs of the Veteran who are employed.

5. The HCHV Housing Specialist(s) shall be issued government furnished equipment as their primary source for work. Contractor shall also provide the Housing Specialist with a laptop, wireless network card, and a mobile phone. Both the wireless card and mobile phone will have a minimum one-year activation plan.

6. The Housing Specialist(s) will be required to work in suburban areas, and areas, considered rural where transportation is not readily accessible and will need to have transportation readily available. The Contractor shall make whatever arrangements are deemed necessary and prudent to fulfill this contractual requirement.

7. Work is to be performed in the office, clinic, or Veteran homes and community environments;

work is to be performed with people who may exhibit unstable, hostile, irritated, confused, or intoxicated and potentially violent behavior; continuous contact with other staff and the public.

Exposure to dangerous situations in the community, from traffic accidents to crime is also possible.

8. HCHV Housing Specialist(s) shall have the ability to:

a. Interview Veteran and his/her family to obtain a variety of information applicable to the provision of services.

b. Communicate and relate to service providers, community partners, and other employees through multiple media.

c. Handle stress and unusual Veteran and his/her family behaviors, including hostile clients and threatening situation.

d. Understand and accept cultural, socio-economic, and lifestyle differences.

e. Recognize and report specific indications of risk or need for services.

f. Learn, apply, and explain federal/VA and state laws, rules, and regulations pertaining to services.

g. Learn to develop and implement client case management services and maintain confidentiality of case information.

h. Develop and maintain cooperative, constructive relationships with Veterans and his/her, families, members of professional disciplines, social, and health agencies, and other staff.

9. The Contractor shall provide the Government COR within 20 days of award and as needed resumes, degrees, and certifications of all key personnel.

10. The Contractor shall notify the COR if any key personnel are being replaced.

11. The Contractor shall provide one Project Manager as a point of contact who will supervise all contract workers and manage the contract. This position shall not be held by anyone who is also a CM or HS worker under this contract.

12. The NON-VA Clinical Personnel shall conduct the him or herself in accordance with the policies and procedures outlined in the VHA HUD/VASH Handbook 1162.05 and 1162.09.

13. The NON-VA Personnel 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.

iii. handling conflict and problem in dealing with the client constructively and appropriately.

PLACE OF PERFORMANCE

The work shall be performed at the DC VAMC, and field facilities, as appropriate. The Contractor shall work with other VA staff who may be supporting efforts to care for our homeless Veterans.

EXTENSION OF CONTRACT PERIOD

One-year extensions not to exceed four (4) renewals may be exercised by the Government in accordance with FAR 52.217-9. Notice of an extension must be served in writing by the Government thirty (30) 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 outreach/case management services to 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. Invoices shall be submitted electronically. Payment will be made by VA Financial Services Center, Austin TX.

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 that such unauthorized attempts or acts are subject to action that may result in criminal, civil, or administrative penalties. This includes penalties for violations of Federal laws including, but not limited to, 18 U.S.C. §1030 (fraud and related activity in connection with computers) and 18 U.S.C. §2701 (unlawful access to stored communications).

f. I agree that OI&T staff, while obtaining access to information or systems on my behalf for performance under the contract, may provide information about me including, but not limited to, appropriate unique personal identifiers such as date of birth and social security number to other system administrators, Information Security Officers (ISOs), or other authorized staff without further notifying me or obtaining additional written or verbal permission from me.

g. I understand I must comply with VA’s security and data privacy directives and handbooks. I understand that copies of those directives and handbooks can be obtained from the Contracting Officer's Technical Representative (COR). If the contractor believes the policies and guidance provided by the COR is a material unilateral change to the contract, the contractor must elevate such concerns to the Contracting Officer for resolution.

h. I will report suspected or identified information security/privacy incidents to the COR and to the local ISO or Privacy Officer as appropriate.

2. GENERAL RULES OF BEHAVIOR

a. Rules of Behavior are part of a comprehensive program to provide complete information security.

These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program. Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job.

b. The following rules apply to all VA contractors. I agree to:

(1) Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract.

(2) Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions.

(3) I will not use other equipment (OE) (non-contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE.

(4) Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract.

(5) Not attempt to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the COR or ISO. If I am allowed or required to have a local administrator account on a government-owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee.

(6) Contractors’ use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply.

(7) Grant access to systems and information only to those who have an official need to know.

(8) Protect passwords from access by other individuals.

(9) Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the system in question.

(10) Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140-2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit 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.

(11) Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the COR for policies and guidance on complying with this requirement and will follow the COR's orders.

(12) Ensure that the COR has previously approved VA information for public dissemination, including e-mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information using any means of communication including but not limited to e-mail, instant messaging, online chat, and web bulletin boards or logs.

(13) Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the COR.

(14) Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the COR.

(15) Only use anti-virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the COR for policies and guidance on complying with this requirement and will follow the COR's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA.

(16) Not disable or degrade the standard anti-virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I will report anti-virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the COR.

(17) Understand that restoration of service of any VA system is a concern of all users of the system.

(18) Complete required information security and privacy training, and complete required training for the systems to which I require access.

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF VETERANS AFFAIRS

VETERANS HEALTH ADMINISTRATION, WASHINGTON DC VA MEDICAL CENTER AND

<COMPANY/ORGANIZATION>

Purpose. The purpose of this Business Associate Agreement (Agreement) is to establish requirements for the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Washington DC VA Medical Center and <Company/Organization> in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH) Act, and the HIPAA Privacy, Security, Breach Notification, and Enforcement Rules (“HIPAA

Rules”), 45 C.F.R. Parts 160 and 164, for the Use and Disclosure of Protected Health Information (PHI) under the terms and conditions specified below.

Scope. As described in this Agreement and any other applicable contracts or agreements, <COMPANY/ORGANIZATION> will provide the following services to, for, or on behalf of VHA:

Domicile Placement Services for Homeless Veterans

In order for <COMPANY/ORGANIZATION> to provide such services, Washington DC VA Medical Center will provide PHI to <COMPANY/ORGANIZATION>, and <COMPANY/ORGANIZATION> will use or disclose PHI in accordance with this Agreement.

Definitions. Unless otherwise provided, the following terms used in this Agreement have the same meaning as defined by the HIPAA Rules: Breach, Data Aggregation, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices, PHI, Required by Law, Secretary, Security Incident, Subcontractor, Unsecured PHI, and Use.

“Breach” shall have the same meaning as described at 45 C.F.R. § 164.402. For the purposes of this Agreement, Breach shall refer to an acquisition, access, use, or disclosure of PHI in a manner not permitted by the HIPAA Rules or by this Agreement.

“Business Associate” shall have the same meaning as described at 45 C.F.R. § 160.103. For the purposes of this Agreement, Business Associate shall refer to <COMPANY/ORGANIZATION>, including its employees, officers, or any other agents that create, receive, maintain, or transmit PHI as described below.

“Covered Entity” shall have the same meaning as the term is defined at 45 C.F.R. § 160.103. For the purposes of this Agreement, Covered Entity shall refer to VHA.

“Incident” shall have the same meaning as described in VA Handbook 6500.2, Management of

Breaches Involving Sensitive Personal Information, which is an event that has resulted in, or had the potential to result in, unauthorized access to or disclosure of VA sensitive personal information in a manner not permitted under the applicable confidentiality provisions. An incident that involves access or disclosure of PHI in a manner not permitted under the HIPAA Privacy Rule is presumed to be a breach unless Business Associate demonstrates that there is a low probability that the PHI has been compromised based on a risk assessment using at least the listed factors in the Breach Notification Rule.

“Protected Health Information” or “PHI” shall have the same meaning as described at 45 C.F.R. §

160.103. “Protected Health Information” and “PHI” as used in this Agreement include “Electronic Protected Health Information” and “EPHI.” For the purposes of this Agreement and unless otherwise provided, the term shall also refer to PHI that Business Associate creates, receives, maintains, or transmits on behalf of Covered Entity or receives from Covered Entity or from another Business Associate of Covered Entity.

“Sensitive Personal Information” or “SPI,” as defined in 38 U.S.C § 5727, any information about an individual maintained by VA, including education, financial transaction, medical history, and criminal or employment history; information that can be used to distinguish or trace the individual’s identity, including name, social security number, date and place of birth, mother’s maiden name, or biometric records; and information that requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of information. For the purpose of this agreement PHI and SPI are interchangeable.

“Subcontractor” shall have the same meaning as the term is defined at 45 C.F.R. § 160.103. For the purposes of this Agreement, Subcontractor shall refer to a contractor of any person or entity, other than Covered Entity or Business Associate, that creates, receives, maintains, or transmits PHI under the terms of this Agreement.

Terms and Conditions. Covered Entity and Business Associate agree as follows:

1. Ownership of PHI. PHI is and remains data owned by Covered Entity as long as Business Associate creates, receives, maintains, or transmits PHI, regardless of whether a compliant Business Associate Agreement is in place.

2. Use and Disclosure of PHI by Business Associate. Unless otherwise provided, Business Associate:

A. May not use or disclose PHI other than as permitted or required by this Agreement, or in a manner that would violate the HIPAA Privacy Rule if done by Covered Entity, except that it may use or disclose

PHI:

(1) As required by law or to carry out its legal responsibilities.

(2) For the proper management and administration of Business Associate; or

(3) To provide Data Aggregation services relating to the health care operations of Covered Entity.

B. Must use or disclose PHI in a manner that complies with Covered Entity’s minimum necessary policies and procedures as provided in VHA Directive 1605.02, Minimum Necessary Standard.

C. May de-identify PHI created or received by Business Associate under this Agreement, provided that the de-identification conforms to the requirements of the HIPAA Privacy Rule and that such de-identified information is used solely for purposes of providing or improving Business Associate’s services for Covered Entity or for another lawful purpose approved in advance and in writing by Covered Entity. Business Associate shall not sell or market de-identified data sets created from PHI.

3. Obligations of Business Associate. In connection with any Use or Disclosure of PHI, Business

Associate must:

A. Consult with Covered Entity before using or disclosing PHI whenever Business Associate is uncertain whether the Use or Disclosure is authorized under this Agreement.

B. Implement appropriate administrative, physical, and technical safeguards and controls to protect PHI and document applicable policies and procedures to prevent any Use or Disclosure of PHI other than as provided by this Agreement.

C. Provide satisfactory assurances that PHI created or received by Business Associate under this Agreement is protected in accordance with this Agreement and applicable law to the greatest extent feasible.

D. Notify Covered Entity no later than by midnight following the next business day after Business Associate’s discovery (as described in (1) below) of any incident, such as a potential access, acquisition, use, disclosure, modification, or destruction of either secured or unsecured PHI in violation of this Agreement “that (A) actually or imminently jeopardizes, without lawful authority, the integrity,…