36C24619Q0195-001.docx

36C24619Q0195

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24619Q0195 01-29-2019 Diane Stoskopf 757-728-3449 02-11-2019 3:30 pm Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X 623220 $15 Million X N/A X SERVICE - See Schedule

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971 X Rehabilitative Emergency Male Veteran Shelter for the Hampton VA Medical Center, Hampton, Virginia.

X X Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C246 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin TX 78714-9971

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

36C24619Q0195

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B.2 SCHEDULE OF SERVICE

Contractor shall provide Emergency Short-Term Rehabilitative Veteran Housing as needed for male Veterans who are chronically homeless and carry a diagnosis of a serious mental illness or substance use disorder. Service shall be provided in accordance with the Performance Work Statement (PWS) and terms and conditions listed herein. No obligation will be incurred by the Department of Veterans Affairs except for services rendered under this contract.

Number of beds required will range from a minimum of one (1) bed to a maximum of seven (7) beds with an average of six (6) per day. The actual number of beds occupied per night will be determined by the VA pursuant to referrals issued by the Department of Veterans Affairs for residential services for specific beneficiaries. The quantities specified in the Schedule are estimates only and are not purchased by this contract.

During the life of the contract a minimum of 25 beds to a maximum of 13,000 beds may be ordered during the life of the contract.

Formula: # of beds 6 x # of days 365 x unit price $______ = total cost per period $__________

BASE PERIOD: 1 March 2019 through 29 February 2020

Option Year 1: 1 March 2020 through 28 February 2021

Option Year 2: 1 March 2021 through 28 February 2022

Option Year 3: 1 March 2022 through 28 February 2023

Option Year 4: 1 March 2023 through 29 February 2024

Total Price for Base and four (4) Option Years: $______________

B.3 PERFORMANCE WORK STATEMENT (PWS)

1.0 INTRODUCTION

The Department of Veterans Affairs, Hampton VA Medical Center (VAMC), 100 Emancipation Drive, Hampton, Virginia provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, psychiatry, and skilled nursing home care. This facility also provides residential rehabilitation programs, focusing primarily on mental health and/or substance abuse rehabilitation, to include Mental Health Residential Rehabilitation Domiciliary based treatment programs, Compensated Work Therapy Transitional Residence (CWT/TR) program, and Homeless program residential programs to include Grant and Per Diem transitional housing (GPD) and VA Contract emergency shelter residential services for Homeless Veterans.

This contract is intended for Emergency Short-Term Rehabilitative Veteran Housing as needed for male Veterans who are chronically homeless and carry a diagnosis of a serious mental illness or substance use disorder; requirement of a serious mental illness or substance use disorder may be waived with approval of Network Homeless Coordinator (NCH). The purpose of this housing is to help chronically homeless Veterans to adjust to living in a non-institutional, home-like setting, in preparation for independent housing. Contractor Facility is the actual location of the operated residence where the Veterans are residing. Contract Agency refers to the Contractor.

2.0 BACKGROUND

The foundation of the Health Care for Homeless Veterans (HCHV) Program is the provision of outreach services to Veterans who are homeless. The central goal of the HCHV program is to reduce homelessness among Veterans by conducting outreach to those who are the most vulnerable and who are not currently receiving VA services, and then engaging them in treatment and rehabilitation as well as in other VA programs and non-VA community programs that provide prevention and support services. The HCHV program was developed from the original Homeless Chronically Mentally Ill (HCMI) Program, a 6-month pilot project, established February 12, 1987.

In recent years, VA’s effort to eliminate Veteran homelessness has led to the development of a range of additional programs and initiatives implemented by VHA Central Office, Office of Clinical Operations, Homeless Programs Office. Additionally, programs such as Department of Housing and Urban Development-VA Supportive Housing (HUD-VASH) have been expanded to include programmatic components that address the gaps in services for homeless Veterans. Because HCHV programs typically are the first to make contact with homeless Veterans, they frequently serve as the entry point for these services and thus, provide VA a way to outreach, assist, and offer homeless Veterans an “Open Door” to the continuum of VA services.

In addition to this core mission, HCHV functions as a mechanism to contract with providers for community-based residential treatment for homeless Veterans.

Because the least disruptive and most economically efficient way to end homelessness is to prevent its occurrence, VA has expanded its homeless initiatives to include support services aimed at the prevention of homelessness. Unlike VA’s traditional homeless programs, which focus on treatment and rehabilitation of the individual Veteran, prevention services address those Veterans and their families who are at immediate risk for becoming homeless or who have recently become homeless. This group includes Veterans recently released from prison or who are otherwise involved with the criminal justice system. HCHV programs are well positioned to assist these Veterans in accessing the appropriate level of services through other VA programs and non-VA community programs.

The HCHV program is vital for providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. This includes ensuring that chronically homeless Veterans and/or those with serious mental health diagnoses can be placed in community-based programs that provide quality housing and services that meet the needs of these special populations.

3.0 SCOPE

The Contractor shall furnish Emergency Short-Term Rehabilitative Veteran Housing to eligible male beneficiaries identified by the Hampton VA Medical Center Homeless Program Coordinators within (15) fifteen miles of the Hampton VAMC; shelter shall include but not limited to, beds, restroom, bath, kitchen facilities and related furnishings.

Adequate safety and security measures in accordance with VA standards and in conformance with state and local safety and health codes as outlined in 38 CFR, Section 17.53b and in accordance with VHA Center for Engineering and Occupational Safety and Health located at http://vaww.ceosh.med.va.gov shall be in place in order to provide optimum safety for residents.

Veterans served through this contract must have client level data entered into the local community Continuum of Care’s (COC), Homeless Management Information System (HMIS). Data entered must include at a minimum, the Universal Data Elements from the 2010 HMIS Data Standards. Contractor must be in compliance with the standards outlined in the attached Memo for Homeless Program Reporting Requirements July 2011 DUSHOM 20.

The Contractor shall provide services to beneficiaries for whom such care is specifically authorized by the Department of Veterans Affairs Medical Center herein after referred to as the (VA). The Contractor shall provide to the VA, Community Based Health Care for Homeless Veterans, in accordance with all terms and conditions, provisions and requirements listed herein.

The Contractor shall furnish services to beneficiaries, from whom such care is specifically authorized by the Hampton VAMC. It is understood that the type of patients to be cared for under this contract will normally require care and services over and above the level of room and board. Homeless Veterans may have ongoing Mental illness, Depression, Schizophrenia, Post-Traumatic Stress Disorder, and/ or Substance Dependencies. The Contractor shall serve Veterans who meet the following definition of homeless: An individual who lacks a fixed, regular, and adequate nighttime residence or an individual who has a primary nighttime residence that is supervised publicly or privately-operated shelter designed to provide temporary living accommodations, including welfare hotels, congregate shelters, and emergency rehabilitative housing for the mentally ill; an institution that provides a temporary residence for individuals intended to be institutionalized; a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. The facility will not be used for detoxification or other hospital level treatment, VAMC will serve as the treatment center.

4.0 REQUIREMENTS

The contractor must supply, on the initial inspection, the Certificate of Occupancy, or a letter as to why a Certificate of Occupancy is not needed, which must come from the governing entity (city, county, township) and must have a statement to the effect that the facility can operate and provide services and/or emergency housing for the purpose intended.

The number of beds required is up to seven beds. Location must be located on a public transportation line within 15 miles of the Hampton VA Medical Center.

The Contractor shall furnish each Veteran authorized care under this contract the following basic services to include the following:

Room and Board: Contractor shall include a bed and other furnishings such as a dresser, storage, and linens for the bed.

Meals: Contractor shall include at least three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated.

Laundry Facilities: Contractor shall include laundry facilities for residents to do their own laundry or to have laundry done; these facilities must be operational. If laundry facilities become unavailable, they must not be non-operational for more than five business days.

Access to Transportation: Contractor shall include the provision of transportation to and from the Hampton VA Medical Center and other appointments as required; bus tickets can occasionally meet this requirement but if the Veteran has a transportation need that is urgent to his healthcare or community integration, is not accessible via the bus, requires a bus ride of over two hours in length, or is not within the hours public transportation is available, it is expected that the Contractor provide transportation; an example is not in the middle of the night unless it is an emergency.

Personal Items: Contractor shall include personal hygiene items to include at a minimum soap or body wash, razors, deodorant, shaving cream, shampoo, toothbrush and toothpaste; first aid supplies, and storage as needed.

4.1 Therapeutic and Rehabilitative Services

Determination of services will be a coordinated effort of an individual patient plan developed by the Contractor with input from the patient and the Hampton VAMC HCHV Case Manager.

The Contractor shall provide the activities to include structured group activities, including physical activities as appropriate.

Contractor shall provide instruction in, and assistance with, health and personal hygiene.

Contractor shall provide monitoring of medications to include monitoring of locked drawers for the storage of medications, medication administration records, and weekly medication checks.

Contractor shall provide supportive social services, and intensive case management services, in collaboration with the HCHV case managers, or other contract/community resources shall include Intake/Assessment, Individual Care Plan , Discharge Planning to include housing search assistance, Care Coordination, Resource/Referral, Assistance with Social Security and other benefit claims processes (SOAR), and assistance with money management (develop a budget) and with community reintegration and linkage to non-VA resources for recreation, spiritual and social support.

Contractor shall provide assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning upgraded social skills and improved personal relationships. Such assistance may include modeling cooking and meal planning, grocery shopping, banking and other activities of daily living.

Contractor shall have trained staff to support and administer Breathalyzers and Drug of Abuse (DAU) Screenings to support an alcohol and drug abuse free lifestyle and environment. Contractor may refer Veterans to the VA for confirmation of positive result of Drug of Abuse (DAU) screening results, when any illegal drug use, or use of a narcotic substance that has not been prescribed, is suspected and has been identified by the contractor through a Drug of Abuse (DAU) screen obtained and completed by the House Manager or other contractor staff at the contractor’s facility.

5.0 PERSONNEL

Contractor shall provide a list of all personnel who will be performing services in accordance with this performance work statement.

The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. In residential treatment facilities there must be, as a minimum, an administrative staff member or designee of equivalent professional capability on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week. In those instances where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional health care personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting.

Personnel shall be proficient in use of breathalyzer and drug of abuse in urine (DAU) screening techniques. The VA shall provide breathalyzer screening equipment upon request; the Contractor shall provide training to their staff to assure competence in administering breathalyzer tests upon request.

6.0 REFERRALS

Hampton VA Homeless Program Personnel, COR, and other authorized HCHV Clinicians and Social Work Executives shall make requests for services via telephone. A faxed information sheet or hard copies of necessary records shall follow each telephone authorization as soon as possible after completion by VA Clinical Staff but no later than at the time of Veteran’s arrival to the facility.

Orders, requests, or changes shall only be made by the VA Clinical staff, or authorized party specified by the Mental Health Service Chief or designee, Social Work Service or Mental Health and Behavioral Science. Under no circumstances shall there by any deviation of any other party. In addition, Contractor shall make no deviation and is responsible for providing direction to its staff.

A list of authorized ordering personnel shall be made available upon award of the contract. Employees may be added or deleted from the list during the term of the contract at the discretion of VAMC Hampton. The Service Provider shall be notified to such changes as they occur.

The authorizing Administrator on Duty (AOD) will contact the Social Worker On-Call to determine Veterans eligibility when referrals for emergency temporary residential shelter are facilitated before or after Hampton VAMC administrative hours (Monday-Friday: 8:00 am-4:30 pm). The Contractor will establish personnel authorized to complete the admission process when requests are made for services. A faxed information sheet shall follow each authorization as soon as possible after completion by HCHV Clinical staff.

The VA case manager/treatment teams, in collaboration with the COR and existing community homeless care task force workers, shall identify and refer all patients to the Contractor. All patients will be homeless or at risk of homelessness.

Before referring any patient, or no later than the time of admission, the VA shall have provided the contracted agency with a signed Release of Information (ROI) from the Veteran patient as well as that Veteran’s clinical assessment, physical and laboratory studies and confirmation that Veteran has been screened for tuberculosis.

7.0 ABSENCES AND CANCELLATION

The Contractor shall notify the COR of absences from the facility. Unexcused/unauthorized absences of the patient from the facility in excess of twenty-four (24) hours will not be reimbursable unless there is an active outreach attempt on the part of the contract facility staff to return the Veteran to the residential treatment program in which case reimbursement will continue for a maximum of 48 hours.

Authorized absence in the event of short term re-hospitalization may be approved for up to one week as needed to prevent homelessness (hold a bed), are allowable with approval from the COR. Similarly, approved absences or passes for the purposes of addressing a family crisis, death in the family, or trial run with re-integrating with significant other/ family or to independent living, may be approved for up to 72 hours no more than twice per month, after the first 30 days of residence;

It is understood that the beneficiary may be provided facility care at the expense of the VA for a period not to exceed the length of time stated in the treatment plan contract (usually no more than six months), unless an extension of the authorization for extension is approved by the Social Work Manager or Clinical Supervisor overseeing the HCHV program.

VA reserves the right to remove any or all patients from the facility at any time without additional cost, when it is determined to be in the best interest of the VA or the patient.

It is understood that unoccupied placement is not reimbursable by the VA.

Length of stay at VA cost will be initially authorized for up to 180 days depending upon the needs of the patient as mutually determined by the patient, the residential treatment staff, and VA HCHV Treatment Staff. An additional period of contract supported residential treatment may be possible with such funding as is authorized upon review from the Social Work Executive or Chief, Mental Health, Social Work Executive, or Designee.

Requests for readmissions shall be accessed and screened on an individual basis depending upon the needs of the patient as mutually determined by the patient, the residential treatment staff, and VA HCHV Treatment Staff.

8.0 CONDUCT

The Contractor shall make available to the VA documentation and information deemed necessary to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6 http://www.fas.org/sgp/crs/misc/RL34024.pdf; to verify quality of patient care for Veterans, to assure confidentiality of patient record information and to determine the completeness and accuracy of financial records.

The Contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of resident and appropriate community resources in resolving problems and setting goals.

The Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

The Contractor shall notify the COR or designee and the Hampton VAMC Social Worker on call (after hours) when a medical emergency occurs, requiring re-hospitalization of a patient receiving care at VA expense. It is agreed that the Veteran will be readmitted to the appropriate VA facility. When such readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided the VA authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that readmission to the VA will be accomplished promptly.

The Contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the residential program. The Contractor shall notify the VA Case Manager by telephone during the hours of 8:00am and 4:30pm. All incidents that occur after normal business hours, the Contractor shall notify the Administrator on Duty (AOD) who will notify the Social Worker on Call. The Contractor shall provide the HCHV case manager and the COR with a copy of the incident report within the next business day. The Contractor shall maintain a copy of the incident report in the Veteran's chart.

The Contractor shall comply with the VA Patient's Bill of Rights as set forth in the Code of Federal regulations, Section 17.34a, Title 38 (copy is available upon request).

The Contractor shall not charge Veterans any fee for care to include acceptance of cash, food stamps or other public assistance.

The Contractor may not require Veteran attendance at any specific faith based religious group or activity.

The following actions by the staff providing services under this contract or while on facility premises are prohibited and may result in contract termination:

a. Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors’ prescriptions which do not impair drive’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability);

b. Gambling in any form;

c. Carrying of pistols, firearms or concealed weapons;

d. Resorting to physical violence to settle a dispute with a fellow employee, customers or the general public while on duty;

e. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior;

f. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees;

g. Stopping for personal business, including use of restroom facilities, while vehicle is occupied by a passenger. The driver shall not leave the vehicle with the key in the ignition at any time;

h. Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Should a disagreement arise, the driver is to contact his dispatcher/supervisor via the radio system;

i. Soliciting or accepting tips from customer, companions or others at any time;

j. Engaging in intimate physical relationships, personal friendships or avoidable dual relationships with Veteran customers are prohibited; training on Boundaries and Ethics will be provided by VA for all staff upon request.

9.0 COMPLAINTS HANDLING

Contractor shall refer all complaints received directly from the Veterans and customer to the COR.

All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the COR/CO within five (5) working days.

Contractor shall cooperate with the COR and Contracting Officer in providing information and answering questions in a timely manner when requested.

10.0 TRANSPORTATION

The Contractor shall provide the Veteran with transportation to and from care at the Hampton VAMC and other social services appointments such as, Department of Social Services, Employment Security Commission, Social Security, AA/NA and Recovery meetings, Veterans Service Office, and other treatment appointments.

The Contractor shall provide transportation from the Hampton VAMC to the residential facility for patients that are referred for placement and for Veterans to attend routine or urgent appointments at Hampton VAMC; provision of a bus ticket for one way of two-way transportation (appointments at VA once admitted), if Veteran is able to use public transportation, can meet this requirement.

11.0 FACILITY

Contractor’s facility shall be equipped with operational air conditioning and heating systems; in the event that these systems are not operational for any reason, it is expected that the Contractor have them repaired and operational within two business days; failure to do so may result in negative contract review or contract termination.

The Contractor’s facility shall have a current occupancy permit or license required by the authority having jurisdiction, be located within 15 miles of the Hampton VA Medical Center and be in compliance with the National Fire Protection Association (NFPA) Standard 101 Life Safety Code – 2009 Edition; buildings used to house 17 or more occupants shall comply with Chapter 29 of NFPA 101.

Contractor’s facility shall be kept clean free of dirt, grime, mold, infestations or other hazardous substances and damages which noticeably detract from the overall appearance and safety of the facility.

Contractor’s facility shall be equipped with first aid kit, fire extinguisher fully charged and non-expired, fire and carbon alarms, evacuation plan in case of emergency.

Contractor’s facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

Hampton VA Medical Center will not incur any costs associated with the Contractor providing inadequate or faulty equipment.

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

Contractor’s facility shall accept referrals and provide services, as specified in this contract, for any person determined eligible by the Hampton VA Medical Center Medical Center Director or designee, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered. In addition, the facility warrants that subcontracting will not be resorted to as a means of circumventing this provision.

The VA shall readily have access to all records concerning the Veteran's care in the Contractor facility. It is understood that duly authorized representatives of the VA will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the Veteran. Upon discharge or death of the patient, records on all VA beneficiaries shall be returned to the VA at the termination or expiration of the contract.

The Contractor warrants that all applicable fire laws are being complied with and there are no recommendations from fire officials, which have not been resolved.

12.0 INSPECTION AND ACCEPTANCE

The Veterans Affairs will have right to inspection of the emergency housing facility and all appurtenances by an authorized representative(s) designated by the Veterans Affairs. The right to inspect can be done at any time without notice.

The VA shall monitor the Contractor's program and inspect the Contractor's facility to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the VA Contracting Officer through the Medical Center Director. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer patients and to terminate the contract.

Annual Inspections: Inspections of the residential treatment center shall be made annually by a multidisciplinary team including any VA Medical Center personnel as the Director considers necessary to assure the facility provides quality care in a safe environment. As the VA program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits shall also include a spot check of records to ensure Contractor invoices accurately reflect the Veteran's length of stay.

Initial and annual inspections will include a team review of the HCHV Contracted Residential Services general operation including, but not limited to:

1. Fire and Safety Compliance The facility must comply with applicable fire and safety codes.

1. Facility Adequacy The facility must be adequate to ensure that the services offered by the contracted Residential Services meet applicable standards and regulations.

1. Clinical Care. Clinical care must be provided to ensure that the:

2. Care provided to Veterans in HCHV Contracted Residential Services meets the standards prescribed by local codes and is within the framework of professional health care delivery standards, and operational and/or clinical authority.

2. Record keeping and participant files are compliant with HCHV program regulations and VHA Record Control Schedule (RCS) 10-1.

2. The clinical care being provided is appropriate for the population being served.

1. Nutrition. Food and Nutrition Service must ensure that:

3. Food preparation areas contain suitable space and equipment to store, prepare, and serve food in a safe and sanitary manner.

3. If meals are served as part of the contract, the meals are prepared in a sanitary manner, are nutritionally balanced, varied, and appropriate for the program participants.

3. Ensuring that homeless Veterans have access to nutritional meals three times per day, 7 days per week, as well as nutritious snacks between meals and before bedtime.

1. Licensed Pharmacist. Approving a licensed Pharmacist or designee to ensure that there is safe and secure storage of medications for Veterans participating in the HCHV program according to the contractor’s written policies and procedures as reviewed and accepted by the HCHV Coordinator.

1. Security. Ensuring that issues pertaining to security and law enforcement are appropriately addressed.

1. Staff. Ensuring that VA medical facility staff have the appropriate backgrounds, education, and experience necessary to review and inspect community-based programs under the preceding categories. NOTE: Review 38 CFR 63.15(d) for further information.

6. Billing. Monthly billing for payments must be accurate regarding Veteran eligibility and the number of bed days of care. The medical facility Director must ensure that: The COR reviews the accuracy of the billing, and that invoices are submitted to the Austin Payment Center.

6. The system of billing is standardized to conform to medical facility business practices.

1. Data Collection. Ensuring that program participant data is collected pursuant to program evaluation procedures developed by NEPEC.

1. Record-Keeping. Ensuring that documents related to initial and annual inspections and for records of reimbursement are accurate and maintained at the local facility.

13.0 SAFETY/QUALITY OF FACILITIES

The COR shall inspect the facility for conformity to the current Life Safety Code and submit to the team and will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following factors:

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

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

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

1. There is evidence of facility-community interaction. This may be demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc.

1. Staff behavior and interaction with residents convey an attitude of genuine concern and caring. Verbal, physical, emotional, financial or sexual abuse of patients will not be tolerated and shall result in termination of contract.

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

1. Buildings used to house 16 or fewer occupants shall comply with the requirements in Chapter 26 of National Fire Protection Association (NFPA) Standard 101 Life Safety Code – 2009 Edition; buildings used to house 17 or more occupants shall comply with Chapter 29 of NFPA 101.

B.4 SPECIAL CONTRACT REQUIREMENTS

1.0 KEY PERSONNEL

The identified key personnel are essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted, or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

2.0 CONTRACTOR EMPLOYEES

Contractor shall ensure that their personnel identify themselves as Contractors when attending meetings, answering government telephones, providing any type of written correspondence, or working in situations where their actions could be construed as official government acts.

The Contractor must also provide at a minimum annual safety in the workplace training, and provide certificate upon request. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing the Medical Center’s equipment.

3.0 BACKGROUND INVESTIGATIONS

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Special Agency Check (SAC). This requirement is applicable to all subcontractor personnel requiring the same access.

Upon notice of award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

4.0 QUALITY ASSURANCE SURVEILLANCE PLAN

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

5.0 BILLING AND PAYMENT

The contractor shall submit invoices, monthly in arrears, in electronic form via VA’s Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.)

Invoices shall contain at a minimum:

· Date of invoice

· Invoice number

· Contract number

· Obligation number

· Vendor name

· CLINS & associated cost

6.0 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

(a) FAR 42.1502 direct all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

7.0 CONTRACT ADMINISTATION

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

POINTS OF CONTACT

Contracting Officer (CO) Diane Stoskopf

(757) 728-3449 Diane.stoskopf@va.gov

Contracting Officer’s Representative (COR)

TBD

B.5 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1.0 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.

2.0 ACCESS to VA INFORMATION AND VA INFORMATION SYSTEMS

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

1. All contractors 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.

1. 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.

1. 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 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.