36C24621Q0778_1.docx

36C24621Q0778

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

558-21-4-897-0009 36C24621Q0778 07-14-2021 Paul O. Waite paul.waite@va.gov 07-28-2021

4:30PM

EDT

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

VA

23667 X X 623220 $16.5 Million N/A X Veterans Affairs Medical Center Durham 508 Fulton Street Durham, NC, 27705-3875

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

VA

23667

Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 X See CONTINUATION Page Residential Services for Homeless Veterans for Veteran Affairs Medical Center Durham.

Refer to Performance Work Statement and Instruction to Offeror.

Period of Performance:

Base year: 09/01/2021 - 08/31/2022 Option year 1: 09/01/2022 - 08/31/2023 Option year 2: 09/01/2023 - 08/30/2024 Option year 3: 08/31/2024 - 08/30/2025 Option year 4: 08/31/2025 - 08/30/2026 See CONTINUATION Page

558-3610160-897-821700-4120 SP30BP5A1

X X X Paul O. Waite Contracting Officer 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 Paul O. Waite

Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 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 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SCHEDULE OF SERVICES

This is a requirements type contract. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, parts and supervision to provide Residential Housing Services for Homeless Veterans for the Durham Veterans Affairs Health Care System (DURVAHCS) located at 508 Fulton Road, Durham NC, 27705.

The “DAILY RATE PER DAY/PER BED” unit is all-inclusive and is defined as room and board to accommodate one (1) veteran per bed per day. DAY is considered 24 hours. All services shall be provided in accordance with the Performance Work Statement (PWS).

Formula: # of beds 12 x # of days 365 x unit price $______ = total cost per period $________

BASE PERIOD: 09/01/2021 THR 08/31/2022

TOTAL COST OF BASE YEAR

OPTION YEAR 1: 09/01/2022 THR 08/31/2023

TOTAL COST OF OPTION YEAR 1

OPTION YEAR 2: 09/01/2023 THR 08/30/2024

TOTAL COST OF OPTION YEAR 2

OPTION YEAR 3: 08/31/2024 THR 08/30/2025

TOTAL COST OF OPTION YEAR 3

OPTION YEAR 4: 08/31/2025 THR 08/30/2026

TOTAL COST OF OPTION YEAR 4

B.3 PERFORMANCE WORK STATEMENT

1. OVERVIEW.

The Durham VA Health Care System (VA HCS) provides diagnostic and therapeutic services in medicine, surgery, rehabilitative medicine, psychiatry, and skilled nursing home care. This facility also provides homeless services to those Veterans requiring a transition program to aid in obtaining housing. The contractor warrants that subcontracting will not be resorted to as a means of circumventing this provision and must provide documentation of site control.

The contractor shall furnish housing for the beneficiaries of the Durham VA Health Care System within thirty-five (35) miles radius of the Durham VA Health Care System. The Contractor shall provide Temporary Emergency Residential Shelter to include but not limited to: beds, restroom, bath, kitchen facilities, and related furnishings; adequate security measures, e.g., locks on windows and doors and area fenced, as well as 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 http://vaww.ceosh.med.va.gov , shall be in place in order to provide optimum safety for residents.; prepare food for a minimum of three balanced meals daily and snacks daily to each shelter resident; personal hygiene items, first aid supplies, and storage as needed.

The contractor shall provide services to beneficiaries for whom such care is specifically authorized by the Durham VA Health Care System. The contractor shall provide to the VA, Health Care for Homeless Veterans (HCHV), in accordance with all the terms and conditions, provisions and requirements listed herein. The rate shall be inclusive of all services as may be necessary in the treatment of the patient. Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document and will also include all services normally provided other patients by the facility without extra charge. 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.

The contractor will 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:

i. A supervised publicly, or privately-operated shelter designed to provide temporary living accommodations, including welfare hotels, congregate shelters, and transitional housing for the mentally ill or;

ii. An institution that provides a temporary residence for individuals intended to be institutionalized; or

iii. A public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings.

AND/OR:

Homeless Veterans that are diagnosed with ongoing Mental Illnesses such as: Depression, Bipolar, Schizophrenia, Post Traumatic Stress Disorder, and/or Substance Use Disorders.

The facility will not be used for detoxification or other hospital level treatment. Durham VA Health Care System will serve as the treatment center.

2. GENERAL REQUIREMENTS

The contractor is required to maintain the capacity for 12 beds. 100 percent of awarded beds shall be for single veteran occupancy rooms. If services are provided within a residential dwelling, no more than 3 Veterans can be served at one location. Once awarded, the contractor shall be able to accept the maximum amount of awarded beds at any given time throughout the contract.

The contractor shall furnish each Veteran authorized care under this contract with the following basic services:

a. Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels, pillows, and other personal items as needed).

b. Meals- including 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.

c. Laundry facilities and necessary detergent free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one time per week.

d. Therapeutic and Rehabilitative Services determined to be needed by the individual patient in a plan developed by the contractor with input from the patient and the VA HCHV Liaison or COR.

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

The Individual Service Plan shall encompass the following elements: 1)barriers 2) service needs 3) strengths 4) specific services provided including duration and outcome 5) documentation of referrals and their outcomes 6) benefits to be achieved as a part of program participation 7) discharge plan to permanent housing including activities needed to be taken to complete this goal. The signature of the program Case Manager and the Veteran should also be on the plan.

The treatment plan goals should address the areas of housing, mental health, health/medical, social, and vocational and/or educational goals. The treatment plan goals should be clear, specific, measurable, individualized, and should identify the specific objectives, methods, and the responsible person to complete each goal. The plan should be completed within 5 business days of admission with monthly reviews and/or updates. Weekly progress notes should specify the Veterans progress towards treatment plan goals including discharge plans to permanent housing, resource acquisition and engagement of appropriate physical and mental referrals that have been provided.

Permanent housing search assistance shall be provided. Programs are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for Veterans’ transition to permanent housing placements must be clearly reflected in each ISP and in weekly case management notes. Housing Assessments shall be completed with the Veteran and must identify Veterans’ housing history, strengths (i.e. positive prior rental history), and barriers (i.e. Unlawful Detainers). Should Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques will be used to address Veteran ambivalence. All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. These services shall be provided weekly through one to one case management. Examples of expected housing services include: 1) assistance obtaining and reviewing Veteran’s free credit report, identifying housing strengths and/or barriers associated with current credit status; 2) Creating a Tenant Portfolio with Veteran that contains all relevant documents required in the rental process, including a completed sample rental application for Veteran, income verification documents, identification, applicable subsidies, etc.; 3) Reviewing affordable housing rental options and Permanent Supportive Housing (PSH) program offerings, and assisting Veterans with making appropriate rental inquiries and submitting completed rental applications; 4) Conducting regular and individualized housing advocacy efforts, including transportation, assistance scheduling, meeting, and communicating with property managers and landlords, and engage in troubleshooting where rental barriers or denials occur in the housing search process., . All housing efforts by Contractor shall be documented clearly and presented to HCHV Liaison upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own meet the above requirements.

f. Structured group activities, including physical and recreational activities as appropriate shall be provided. These group activities shall focus on the development of successful living patterns this may involve but shall not be limited to groups such as: Alcoholics/Narcotics Anonymous, vocational counseling, financial management, personal hygiene, permanent housing search.

g. 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 independent activities of daily living.

h. Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol free environment, (i.e. random UDS testing and breathalyzer testing). This includes adherence to established program policies the pertain to caring for Veterans who have substance dependence issues while in the program.

i. Assist with providing transportation to care at the VA Health Care System and other community appointments,

j. Assistance with securing income through the establishment of competitive employment or by referral to Social Security and/or the Veteran Benefits Administrations,

k. Assistance in and/or referral to individual professional counseling, including counseling on self-care skills, adaptive coping skills, and as appropriate vocational rehabilitation counseling.

l. In collaboration with the veteran the contractor shall develop and document an individualized Financial Plan which reflects employment and non-employment income and benefits and including means and methods of increasing monthly income and responsibly managing existing income. This Financial Plan should include identifying needed referrals for both potential benefits and employment assistance where appropriate.

m. Assistance in securing permanent housing or housing that appropriately meet the needs of the Veteran post discharge

n. Satisfaction at Admission: Durham VA Health Care System will furnish the contractor with the USPEQ survey/website. The USPEQ survey will measure Veterans satisfaction within 30-60 days of admission and 1-15 days prior to estimated discharge date. Contractor shall supply USPEQ surveys to VA Homeless Program team at Durham VA Health Care System quarterly.

o. Status at Discharge: Durham VA Health Care System will furnish the contractor with a Residential Treatment Exit Form. This form will measure program outcomes: Housing, Employment/Income, and Clinical Improvements. The contractor will complete the Residential Treatment Exit Form within 1 business day of a Veteran’s discharge from the residential program and provide HCHV Liaison with a copy. The contractor should file the Residential Treatment Exit Form in the Veteran’s program chart. Discrepancies noted by HCHV Liaison per Veteran report will be corrected and recorded based on provided by Veteran.

p. The contract facility must have a current occupancy permit or license required by the authority having jurisdiction.

q. Contractor shall maintain performance as outlined by the National Health Care for Homeless Veterans Program Office performance measures regarding maintaining 85% occupancy, discharges to permanent housing, and negative exits as they are performed. It is expected that Contractor beds will be maintained at an average minimum of an 85% occupancy rate but at a preferred rate of 90% as calculated based upon number of bed nights available per quarter. If this rate is not consistently attained a Corrective Action Plan (CAP) will be developed. Adjustments in contract funding may occur through modifications if occupancy is not maintained. Failure to maintain year to date occupancy rate at or above 85% may be grounds for immediate termination for convenience.

r. Contractor will be responsible to engage in outreach in the community both independently at least two times per month. In addition, clear documentation for outreach activities must be made available to Liaison upon request at any time. Contractors will maintain occupancy by engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community.

3. PERSONNEL

The contractor shall have trained personnel to provide a trust building and highly supportive environment. The contractor and/or personnel shall conduct discharge planning upon admission and this planning effort should be reflected in the treatment plan. Contractor and/or personnel shall have training in one or more of the following treatment interventions: Harm Reduction, Recovery Model, Critical Time Intervention, Motivational Interviewing, Seeking Safety and/or Stages of Change. Contractor and/or personnel shall be trained in proving flexible, respectful responses to infractions to program/house rules while still adhering to policies.

The contractor will employ sufficient personnel to carry out the policies, case management responsibilities, and the program general requirements for the facility.

There must be, as a minimum, a certified peer support specialist, 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 with the minimum requirement of certified peer support specialist shall provide basic case management services as outlined in the General Requirements section of this document. Staff with bachelor’s/master’s level Social Work or Human Service field staff are appropriate but not required to perform this. The staff member shall work a minimum of 20 hours a week and be responsible for the psychosocial assessment, treatment plan development, ongoing monitoring of the treatment plan and weekly progress notes. The staff member shall have at minimum, 2 years of experience providing services to individuals with complex presentations including serious and persistent mental illness diagnoses and psychosocial stressors to include homelessness.

The contractor shall provide up to date certifications of peer support certifications and resumes for staffing to COR on a necessary basis or as certifications are renewed.

4. REFERRALS

a. Durham VA Health Care System will determine eligibility prior to admission. They shall provide the contractor with a signed VA Release of Information (ROI) from the Veteran. The contractor shall establish personnel authorized to complete the admission process when requests are made for services. A faxed HCHV admission packet shall follow each authorization as soon as possible after completion by HCHV Clinical Staff. Admissions enrolled in the program without written authorization from the VA HCHV Liaison, COR or COR Alternate will subject to non-payment for the service duration of the Veteran.

Contract services shall accept referrals once approved by VA in writing from directly from local Coordinated Entry Systems in collaboration with Durham VA Health Care System integration efforts. Referrals can be accepted from any location in Durham VAHCS catchment area. Contractor shall actively participate in Coordinated Entry activities including case conferencing or local Mayor’s Challenge efforts.

b. Orders, requests, or changes shall only be made by the authorized party including COR or Durham VA Health Care System Homeless Program Supervisor. 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.

c. A list of authorized ordering VA 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 Durham VA Health Care System. The contractor shall be notified to such changes as they occur.

5. ABSENCES AND CANCELLATION

a. The contractor shall notify the Durham VA HCS of absences from the facility. Absences of the patient from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the COR. Should a patient referred to a residential treatment facility, absent himself/herself in an unauthorized manner, payment for services for that Veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contract facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout will be an element of quality assurance review of this program.

b. Authorized absence in the event of short-term re-hospitalization may be approved for up to seven days 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 48 hours no more than three occasions per month, after the first 30 days of enrollment in the residential program. Any exceptions for this must be approved by COR prior to pass in order for contractor to request payment.

c. Contractor shall maintain the ability to admit the maximum capacity of beds throughout the duration of the program at any given time.

d. 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. Contractor shall comply with recommendation for a veteran to be discharged by COR or Homeless Program Supervisor which will be made only when it is in the best interest of beneficiaries enrolled in the residential program.

e. 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 four months), but depending upon the needs of the patient as mutually determined by the patient, the residential treatment staff, and VA HCHV Liaison and COR unless an extension of the authorization for extension is approved by the COR or HCHV Liaison. VA reserves the right to not authorize additional paid extensions if it is not clinically indicated.

f. It is understood that unoccupied bed is not reimbursable by the VA.

6. CONDUCT

The contractor shall make available to the VA, documentary information deemed necessary by the VA 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.

a. Contract services shall accept in direct referrals from local Coordinated Entry Systems in collaboration with Durham VA Health Care System integration efforts. Referrals can be accepted from Durham VAHCS catchment area once approved by COR or HCHV Liaison.

b. Contractor and all personnel shall complete annual VA TMS Training (HIPAA, VA Privacy and Business Compliance) and other trainings recommended by COR. Any personnel that is delinquent in ongoing training shall immediately cease Veteran direct and administrative services until trainings are in good standing per TMS record.

c. The contractor shall comply with the principles listed in 38 CFR 17.707(b) (http://edocket.access.gpo.gov/cfr_2002/julqtr/pdf/38cfr17.710.pdf ) to provide housing and supportive services in a manner that is free from religious discrimination.

d. The contractor shall notify the Durham VAMC immediately when a medical emergency occurs that requires 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 shall be accomplished promptly.

e. The contractor shall notify the Durham VAMC immediately of any critical incidents involving Veterans in the program. These include the following:

· Falls

· Assault (to Veteran or Staff)

· Elderly/Dependent Adult Abuse or Neglect

· Sexual Assault

· Fire

· Medical/Psychiatric Emergency (911 Calls)

· Hospitalization

· Suicide or Suicide Attempt or Reported Ideations

· Homicide

· Death

· Infectious Control (TB, bed bugs, pests etc.)

· Active Substance Abuse

· Observation/ Possession of Weapons Reporting includes incidents in residential programs that are co-located among other community programs. Incidents should be reported to the COR and HCHV Liaison immediately no later than 24 hours in written form as well as via telephone during the normal business hours of 8:00am- 4:30pm. The contractor shall maintain a copy of the all incident reports in the patient's clinical chart. Any and all actual or threatened violence will be grounds for discharge. Veterans may be discharged for safety reasons at any time.

f. 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 available upon request).

g. The contractor shall develop written house rules and program policies that are simple, consistent, and should focus on safety of the Veteran residents. The rules shall be enforceable, relate to the living situation, and provide opportunities for engagement. Contractor shall uphold and enforce house rules and throughout the duration of the contract. Any changes to these rules must be approved by COR prior to implementation.

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

The following acts are not permissible for contractor staff which provide services under this contract or while on facility premises:

i. Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding doctors’ prescriptions which do not impair drive’s driving ability). Reporting for duty or being on 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).

ii. Utilizing aggressive communication styles, which is perceived to be intimidating, demeaning, and degrading to Veterans (per staff, VA staff or Veteran report or observation.)

iii. Gambling in any form.

iv. Carrying of pistols, firearms, or concealed weapons.

v. Smoking and other uses of tobacco while on duty.

vi. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

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

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

ix. 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.

x. Engaging customer in a verbal confrontation in an attempt to settle a disagreement.

xi. 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.

xii. Require Veteran attendance to any specific faith based religious group or activity.

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

7. COMPLAINTS HANDLING

The Contracting Officer Representative (COR) shall monitor the service provided. The contractor shall establish a grievance policy for complaint handling which includes notifying Veterans to contact COR directly for concerns. This grievance policy shall be reviewed and signed upon admission by veterans. A copy shall be provided to the veteran and a copy shall be stored within the veteran’s record.

The contractor shall educate its personnel and Veteran residents on the grievance procedures as well as clients rights. The grievance policy shall be posted within residential locations and common areas.

The Contractor shall implement a qualitative and quantitative survey tool for issuance to veterans for ongoing quality assurance. The Contractor is responsible for informing and encouraging veteran participation in surveys by written postings in shared common areas on a monthly basis at minimum. The survey shall be completed by the contractor and is subjected to COR modification and approval prior to use. A mechanism shall be created for veterans to anonymously submit survey’s while on site at the program in a secure manner (ex. Lock box to hold survey’s). Contractor shall cooperate with the COR in providing information and answering questions in a timely manner when requested.

Survey’s shall be performed during regular meetings with HCHV Liaison or COR. Contractor shall not perform or permit any staff intimidation, manipulation to discouragement related to complaint reporting or survey engagement. The contractor shall maintain favorable performance based on survey feedback. Survey responses shall be reviewed by COR/HCHV Liaison and discussed with contractor as needed.

Contractor shall refer complaints received directly from the customer(s) to the HCHV Liaison and/or COR. All complaints received by the COR and forwarded to the Contractor shall be investigated promptly. Justifiable complaints will result in the submission of a Contractor Discrepancy Report (CDR). After investigation and disposition, Contractor shall respond to the COR within three (3) working days after receipt of complaint by the Contractor.

8. TRANSPORTATION

The facility shall assist the Veterans with transportation to scheduled meetings and appointments including information and instructions so that they can utilize public transportation. If Veterans are unable to utilize public transportation due to medically indicated reasons, alternate arrangements will be provided by contractor. Transportation will be coordinated between the Durham VA HCS and the contractor for all scheduled admissions. If a Veteran requests services after-hours, the contractor will be responsible for transporting the Veteran from the Health Care System to the site once the Veteran has been determined eligible for VA healthcare and has received medical clearance

9. CONTRACTOR FACILITY

a. 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. During extreme weather conditions, temporary alternative living conditions that meet all other contract obligations must be arranged if repair has not occurred within twenty-four hours. Extreme weather conditions include above 80 degrees in warm months /below 60 degrees in cooler months without heating and air elements should be repaired within 24 hours.

b. Facility shall be kept clean free of dirt, grime, mold, or other hazardous substances and damage noticeably detract from the overall appearance. This includes carpets, flooring, and furnishings.

c. Facility shall be equipped with first aid kit, fully charged non-expired fire extinguishers, fire/carbon alarms, and posted evacuation plan in case of emergency.

d. Facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards.

e. Durham VA Health Care System will not incur any cost associated with the contractor providing inadequate or faulty equipment.

f. Facility must secure all Veteran personal health information in locked storage room and/ or location in addition to a locked filing cabinet. Personal health information stored electronically must be compliant with Federal Information Processing Standard (FIPS) Publication 140-2.

10. FACILITY POLICY

a. The facility agrees and warrants that it does 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.

b. The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the Durham VA Health Care System 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.

c. Facilities that house both male and female residents must demonstrate that the safety of female residents is maintained at all times. This includes ensuring separate entrances, living quarters, and bathroom facilities.

d. It is agreed that the VA readily have access to all records concerning the Veteran's care in the facility. It is agreed 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 will be retained by the facility for a period of at least three years following termination of care.

e. The contractor must participate in the national Homeless Management Information Systems (HMIS) through the local HUD Continuum of Care (CoC). Data collection shall include all Universal Data Elements as defined by HUD Data Standards.

f. The facility will not accept food stamps or welfare from Veterans.

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

h. 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).

i. The VA case manager/treatment teams, in collaboration with the existing community homeless coalitions and networks, shall identify and refer all patients to the contractor. All Veterans participating in the program shall be homeless.

j. After referring any patient, 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 study results, if indicated.

11. INSPECTION AND ACCEPTANCE

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. 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.

Initial Inspection: Prior to the award of a contract, a multidisciplinary Veterans Affairs team consisting of a Social Worker, Registered Nurse, Dietitian, a VA Police Officer, and a Facilities Management Safety Officer shall conduct a survey of the residential facility. Residential facilities to be utilized will be restricted to community-based facilities that provide food, shelter, and therapeutic services in a supportive environment. It is understood that survey of a program site does warrant that the contractor has been awarded the contract. All notification of contract awards will be directed from the Contracting Officer. A site survey is required prior to contact award.

The contractor will be advised of the findings of the survey team in writing. If deficiencies are noted during the visit, the facility will be given a reasonable time not to exceed 30 days to take corrective action to notify the VA that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. The contractor will be capable of making corrections and becoming operational (30) days prior to contract award date.

a. It is agreed that the Veterans Affairs will have right to conduct an 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.

b. Contractor shall provide a written disaster plan that has been coordinated with the emergency management entity responsible for locality in which the program resides. The disaster plan shall encompass natural and manmade disasters. This must be approved by Durham VA Health Care System Inspector(s).

c. In the cases of complexes including non-VA care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract, as is required for an integrated primary site. Each of the facilities identified in the complex as the contract recipient’s will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the residential treatment center.

d. The contractor will be advised of the finding of the inspection team in writing. If deficiencies are noted during any inspection, the facility will be given a reasonable time not to exceed 30 days to take corrective action to notify the Contracting Officer that the corrections have been made. 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.

e. Annual inspections of the residential treatment center must be made at minimum of yearly by a multidisciplinary team including such that the VA National Homeless Program Office and Durham VA Health Care System personnel considers necessary to assure the facility provides quality care in a safe environment. Random inspections may occur randomly throughout the duration of the contract by COR which may warrant additional VA staff review and approval. Inspection criteria is defined by the National Homeless Program Office as may change at their discretion. The contractor is required to meet expectations throughout duration of the contract. Contractor meeting expectations will be measured by appointed VA inspection personnel’s approval. Initial, annual, and ongoing inspection criteria will include but is not limited to:

1. Facility Safety:

Contractor will maintain residences compliant with the Americans with Disabilities Act, referred to as Architectural Barriers Act; Is in compliance with NFPA Life Safety Code

The facilities should continually meet the following criteria:

a. Maintain all facilities that are structurally sound;

b. Has entries and exit location that are capable of being used with unauthorized use and provide alternative egress in case of fire;

c. Provides each resident with appropriate space and security for themselves and their belongings; provides each resident an acceptable place to sleep that is in compliance with appropriate codes and regulations,

d. Every room should have natural or mechanical ventilation.

e. Space should be free of pollutants in the air that threaten health of residents;

f. Provides a water supply that is free from contamination;

g. Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste;

h. Provides adequate heating and or cooling plants that are in proper operating condition;

i. Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents;

j. Provides sufficient electrical sources to permit use of essential electrical appliances while assuring safety from fire;

k. Maintain a written disaster plan that is consistent with the guidance offered by the emergency management entity responsible for the locality in which the project resides. The disaster plan encompasses natural and manmade disasters; provides that housing and equipment are maintained in a sanitary manner.

2. Nutrition: Contractor must continually ensure the following:

a. Provide one week of menus for review to program participants that represent a nutritionally adequate diet.

b. Demonstrates the ability to meet special dietary needs; provide three meals and a minimum of one evening snack every day including weekends.

c. All food service personnel observe safe sanitation practices.

d. Refrigeration and dry food storage area are appropriate maintained and monitored.

e. All food areas are clean and free of litter.

f. Current licensures and permits are maintained if required but all authorities needed.

g. Facility and food preparation are in a sanitary condition.

3. Clinical Care. Contractor must continually meet the following:

a. Maintain and enforce policies and procedures to address how intoxicated or impaired participants will be identified and managed in this program

b. Ensure that program staff are educated on and following contract providers policies and procedures regarding how intoxicated or impaired participants will be identified and managed.

c. Ensure that records are kept on homeless veterans are kept confidential and secure, (if family violence prevention or treatment services are provided see regulations pertaining to confidentially of records).

d. Ensures that all housing and services provided to participants are of an acceptable quality and are clinically appropriate to meet the unique needs of the homeless veteran population served.

e. Ensures sustained efforts are made that eligible hard-to-reach chronically homeless veterans are served in the facility

f. Ensures residents are provided a clean and safe environment, as evidenced by policies and procedures that are communicated to participants and that are consistently followed by staff.

g. Ensures that participant records are maintained including, at a minimum the following: 1) verification of veteran status 2) family status 3) employment status 4) education 5) education and marketable skills/licenses/credentials

h. Ensures that an individual service plan (ISP) is maintained in the case management record for each individual participant. The ISP contains an assessment of: 1) barriers 2) service needs 3) strengths 4) specific services provided including duration and outcomes 5) documentation of referrals and their outcomes 6) benefits to be achieved as a result of program participation 7) discharge plan to permanent housing and steps to achieve this goal

4. Security. Contractor must continually meet the following requirements:

a. Ensures there is sufficient lighting around the perimeter of the facility based on the housing setting

b. Provides adequate lighting to permit normal indoor activities and to support the health and safety of residents, including common areas.

c. Provides each resident appropriate space and security for themselves and their belongings, including valuables

d. Ensures paid residential supervision with sufficient knowledge for the position is on duty 24 hrs per day, 7 days per week;

e. Ensures documentation of residential supervision training is present

f. Ensures emergency contacts for medical, law enforcement, fire department and agency are prominently posted in the facility

g. Has adequate policies and procedures which are enforced to ensure that illicit drugs, weapons, and other similar items are not permitted on the premises

h. Has a written process to identify participants who are subject to residency restrictions ( e.g., those required to register following conviction for a sexual offense), and, when appropriate, to communicate with parole or probation authorities to confirm that the placement meets any court-imposed requirements

i. Ensures the facility is safe and secure based on location, populations(s) served, and facility structure (this includes ensuring locks are in working order where appropriate). Note: adequate considerations should be given to separation and safety in facilities where multiple genders and/or children are served.

j. Has adequate policies and procedures which are communicated and enforced to ensure safety, security, and privacy based on location, population(s) served, and facility structure.

5. Medication: Contractor must continually meet the following:

a. Self-administered medications are stored in a safe and secure manner in the resident's room according to the facility's policies and procedures

b. Method of storage cannot be easily removed from the facility (i.e.