36C24525Q0087 0001 - QUESTION AND ANSWERS.docx

36C24525Q0087

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

03-13-2025

None

Department of Veterans Affairs

VAMC 512

NCO 5 RPO EAST

849 International Drive Linthicum MD 21090

Department of Veterans Affairs

VAMC 512

NCO 5 RPO EAST

849 International Drive Linthicum MD 21090 To all Offerors/Bidders

36C24525Q0087

X

ONE

SEE ATTACHED QUESTIONS AND ANSWERS TO SOLICITATION 36C24525Q0087

CHARLES WILLIS

CONTRACT SPECIALIST

QUESTIONS AND ANSWERS TO SOLICITATION 36C24525Q0087

1. Incumbent: Can the Government please confirm the incumbent contractors for this effort by contractor name and contract number? No. – This is a new requirement

2. Contract Ceiling Value: Has the Government established a ceiling value for this requirement? ?? – No ceiling value have not be established at this time

3. Caseload Management: Can you confirm the expected staff-to-Veteran ratio per case manager, and if there are variations based on Veteran acuity level? 25:1 staff to Veteran caseload is the minimum case management caseload assignment but there can be more with the appropriate licensure levels. Caseload assignments are not based on acuity levels.

4. Number of Awards: Has the Government determined a specific number of awards under this IDIQ? This is not a multiple award solicitation.

5. Service Location: Regarding the proposed facility to be utilized, are there any zoning restrictions for the facility? For example, does it have to be a class A, B or C by county or city regulations. The Government is not soliciting for a facility.

6. Housing Placement & Retention: What are the specific performance targets for housing placements and retention rates for Veterans? There are no performance targets however there are housing goals. It’s expected that all 75 Veterans under this contract will be housed appropriately and provided supportive case management to maintain their housing.

7. Case Management Visits: What is the required frequency of home visits, and are there specific guidelines for Veterans who are difficult to locate? Home visits are based on assessed acuity levels. The HUDVASH Program will provide the acuity scale and all other documentation tools and templates.

8. Crisis Management: What are the VA’s expectations regarding the contractor’s role in crisis intervention, especially for Veterans at risk of eviction, hospitalization, or other emergencies? The Contractor is expected to appropriately address all crisis reported for Veterans under their case management to include eviction prevention, rapid rehousing, hospitalizations or other emergencies within their scope of practice during business hours only.

9. Onboarding & Training: What is the expected timeline for onboarding new staff, and will the VA provide initial training, or is it the contractor’s responsibility? Contractor should prepare to onboard within 30 to 45 days of award. The DC VAMC will provide guidance on onboarding and credentialing.

10. Peer Support Specialists: What certifications or experience are required for Peer Support Specialists to be considered qualified? A certified Peer Support is preferred but not required however there are limitations in the type of engagement noncredentialled staff can provide to Veterans in the HUDVASH Program.

12. Budget & Costing: Can you provide historical funding levels or estimated budget for this contract to assist in proposal pricing? No.

13. Travel & Transportation Costs: Should transportation costs (e.g., bus passes, VA rideshare, mileage reimbursement) be included in the fixed pricing, or will they be invoiced separately? Travel and transportation is not being solicited by the Government.

14. Payment Terms: Will the VA require monthly invoicing in arrears, and are there any specific invoicing formats or electronic submission requirements beyond FSC e-Invoice? Contracting will provide guidance post award on invoicing.

15. Contract Performance Metrics: What are the specific Key Performance Indicators (KPIs) the VA will use to measure contractor success? Utilization of the 75 housing choice vouchers

16. Reporting Frequency: Beyond monthly reports, are there additional quarterly or annual reporting requirements the contractor must meet? No.

17. Corrective Action Procedures: If the contractor falls short of performance expectations, what is the VA’s standard corrective action process? Contracting Office leads all corrective actions

18. Award Review: With this requirement being full and open, can the Government please provide the order in which offerors will be reviewed by set-aside and or entity type? No. – There is no order in which offerors will be reviewed by set-aside and/or entity

19. Population Served: What is the anticipated number of Veterans to be served under this contract? 75

20. Can the Government provide more details on the expected caseload and staffing ratios beyond the 25:1 minimum requirement? There is nothing more expected beyond the supportive case management described in the solicitation. The Contractor will be guided by the VA HUDVASH program once awarded.

21. Can the Government clarify the expected geographic coverage area for services within the DC VA Medical Center catchment area? District of Columbia only

22. What level of coordination is expected between the contractor and VA staff? Frequent coordination between the contractor and VA staff is expected. How frequently will meetings or case conferences occur? Meetings times will vary however there is an expectation of weekly huddles, monthly staff meetings and multiple community meetings with the DC Housing Authority.

23. Certifications: Are there any specific certifications or accreditations required for the contractor organization beyond individual staff qualifications? Contractor must be a non-profit organization.

24. Can the Government provide more details on the expected level of effort for outreach activities versus case management services? Outreach activities will be determined by the need of the Veterans assigned.

25. What technology systems or software will the contractor be required to use, and will training be provided? Access to the DC VAMC network and electronic medical record system and the National Homeless Program Database. Yes, training will be provided.

26. Are there any restrictions on subcontracting or teaming arrangements for this opportunity? No, however all staff serving Veterans under this contract must be approved and credentialed by the DC VAMC before providing service.

27. Can the Government provide any historical data on the number of Veterans served and outcomes achieved under similar contracts? There are 75 Veterans currently being served under this contract.

28. How many public housing authorities are allocated HUD-VASH vouchers within the catchment area of the Washington DC VA Healthcare System? This solicitation is for 75 HUDVASH housing choice vouchers distributed through the District of Columbia Housing Authority (DCHA) only.

29. Is documentation entered into CPRS within 3 business days or within 72 hours of the intervention? Documentation is to be entered into the electronic medical record the same day as the encounter preferably. For appropriate workload capture, providers have 48 hours after the encounter to complete documentation. 72 hours or three business days is not acceptable documentation practice for the HUDVASH program or DC VA Medical Center.

30. What is the number of HUD-VASH vouchers available to house a homeless Veteran within the Washington DC VA Healthcare System? The Government is soliciting for supportive case management of 75 HUD VASH voucher participants in Washington DC.

31. The Federal Holidays are missing from 3.5. See below:

3.5. Contractor shall provide case management services as part of the Washington, DC VA Medical Center and surrounding communities. Contractor shall work traditional work hours, M-F, 7:00 a.m. to 3:30 p.m., 7:30 a.m. to 4:00 p.m., or 8:00 a.m. to 4:30 p.m. Contractor shall maintain office hours at a minimum of 12 hours per week at the Community Resource Referral Center (1500 Franklin Street NW, Washington, DC 20018). The contractor will not be required to work Federal Holidays. Federal Holidays observed are: Contract Office will provide the Federal Holiday Calendar 2025 Holiday Schedule

32. The 12 hours per week at the Community Resource Referral Center, are you asking for the entire team to be there for office hours or would there just need to be one staff member present? There only needs to be one staff person at the CRRC for office hours, preferably a lead case manager.

33. It appears the government is asking for unit pricing for 12 months for only the following staff, but there also needs to be a LCSW Clinical Supervisor per 7.2. Will this be imbedded in unit pricing for the positions below? The solicitation provides guidance on the credentials of the case management team that can be made up of the below listed staff. The HUD VASH Directive also provides guidance on HUDVASH case management staffing. The Lead Case Manager and supervisor must be an advance licensed Social Worker that can provide supervision over the entire team regardless of the make-up. The Program Manager can also serve as the supervisor. Since it does not appear we can include that position in the price/cost schedule or if the government considers the Program Manager to also be the Supervisor.

· Program Manager

· Lead Case Manager

· Certified Substance Abuse Counselor

· Peer Support Specialist

· Housing Navigator

34. The VA has described its Evaluation Approach to Offerors in Section E.3 and described/defined the three areas to be evaluated (Technical Approach, Past Performance and Price). However specific evaluation criteria for those three areas are not provided in Section E.9 52.212-2 Evaluation. Will the Government provide specific criteria for evaluating submissions? No.

35. Table B.2 lists a Program Manager as required position. On Page 31, Paragraph 7.2.1 says “The Contractor shall have a full-time Clinical Supervisor assigned to this contract.” Can the two roles, Program Manager and Clinical Supervisor, be considered the same? Yes. The Program Manager and Clinical Supervisor roles can be provided by the same person.

36. Table B.2 lists positions of Certified Substance Abuse Counselors, Peer Support Specialists (PSS), and Housing Specialists under “Description of Supplies/Services”. However, paragraphs 7.2.3, 7.2.4 and 7.2.5 each say “Contractor may have” each of those positions. Are these specific positions required? No. The only required position is the Program Manager and Clinical Supervisor. The other positions can be a part of the case management team but are not mandatory.

37. In Paragraph 7.3, the first sentence reads “The Contractor shall maintain a ratio of Veterans per lead case managers of no more than 25:1 weighted case load.” That is followed by: “Peer support specialists, nursing Staff, substance abuse counselors, count towards the weighted caseload.” These two sentences appear to be at odds. Can you confirm that the caseload requirement is 25 Veterans to 1 lead case manager? There is an expectation of a minimal of 25:1; 25 Veterans to one case manager. Case Management caseloads can vary and can be more than 25 depending on the provider’s credentials.

38. How many public housing authorities are allocated HUD-VASH vouchers within the catchment area of the Washington DC VA Healthcare System? This solicitation is for 75 HUDVASH housing choice vouchers distributed through the District of Columbia Housing Authority (DCHA) only.

39. Is documentation entered into CPRS within 3 business days or within 72 hours of the intervention? Documentation is to be entered into the electronic medical record the same day as the encounter preferably. For appropriate workload capture, providers have 48 hours after the encounter to complete documentation. 72 hours or three business days is not acceptable documentation practice for the HUDVASH program or DC VA Medical Center.

40. What is the number of HUD-VASH vouchers available to house a homeless Veteran within the Washington DC VA Healthcare System? The Government is soliciting for supportive case management of 75 HUD VASH voucher participants in Washington DC.

41. The Federal Holidays are missing from 3.5. See below:

3.5. Contractor shall provide case management services as part of the Washington, DC VA Medical Center and surrounding communities. Contractor shall work traditional work hours, M-F, 7:00 a.m. to 3:30 p.m., 7:30 a.m. to 4:00 p.m., or 8:00 a.m. to 4:30 p.m. Contractor shall maintain office hours at a minimum of 12 hours per week at the Community Resource Referral Center (1500 Franklin Street NW, Washington, DC 20018). The contractor will not be required to work Federal Holidays. Federal Holidays observed are: Contract Office will provide the Federal Holiday Calendar 2025 Holiday Schedule

42. The 12 hours per week at the Community Resource Referral Center, are you asking for the entire team to be there for office hours or would there just need to be one staff member present? There only needs to be one staff person at the CRRC for office hours, preferably a lead case manager.

43. It appears the government is asking for unit pricing for 12 months for only the following staff, but there also needs to be a LCSW Clinical Supervisor per 7.2. Will this be imbedded in unit pricing for the positions below? The solicitation provides guidance on the credentials of the case management team that can be made up of the below listed staff. The HUD VASH Directive also provides guidance on HUDVASH case management staffing. The Lead Case Manager and supervisor must be an advance licensed Social Worker that can provide supervision over the entire team regardless of the make-up. The Program Manager can also serve as the supervisor. Since it does not appear we can include that position in the price/cost schedule or if the government considers the Program Manager to also be the Supervisor.

· Program Manager

· Lead Case Manager

· Certified Substance Abuse Counselor

· Peer Support Specialist

· Housing Navigator image1.emf