36C24626Q0385_1.docx

36C24626Q0385 Transitional Housing for Vets

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24626Q0385 07-07-2026 Byron Brown None 07-17-2026 12pm

EDT

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X X 623220 $19 Million Net 30 N/A X Department of Veterans Affairs Durham VA Medical Center 508 Fulton Dr.

Durham NC 27705 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 512-460-5049 512-460-5221 X See CONTINUATION Page This solicitation is for Veteran Transitional housing for Durham VA Medical Center.

See CONTINUATION Page X X Byron Brown 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 Byron Brown

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.

https://www.fsc.va.gov/einvoice.asp

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

B.2 STATEMENT OF WORK (SOW)

1. DESCRIPTION

The Department of Veterans Affairs Medical Center and the Durham VA Medical Center provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, psychiatry, and skilled nursing home care. This facility also provides homeless support services to those Veterans requiring resources to aid them in the procurement of permanent housing. The Contractor shall furnish transitional housing for the beneficiaries of the Department of Veterans Affairs Medical Center (VAMC) and the Durham VA Medical Center (VA). Failure to provide ongoing transitional housing, may result in unfavorable contract performance evaluation which may result in contract termination. 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 will 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 locked storage as needed

The contract facility will be located within the Durham community or within a 50-mile radius of the Durham VA Medical Center and/or a 25-mile radius of the Raleigh and Clayton VA Community Based Outpatient Center (CBOCs).

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.

Veterans may also meet any of the following criteria:

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

b) Veterans discharged from the Military on or after September 11, 2001, and served in a theatre of operation or an area of conflict where the Veteran received hazardous duty pay and/or war of duty pay.

c) Veterans must be eligible for VA healthcare for admission.

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. REQUIREMENTS

The number of beds required will range from 5 to 20. These can be at one facility or spread out over several facilities. The facility will serve a minimum of 5 and a maximum of 20 Veterans at one location. 100 percent of awarded beds shall be for single veteran occupancy rooms. If services are provided within a residential dwelling, no more than 4 Veterans can be served at one location, unless proof is shown the house can accommodate more with no more than 1 vet per room . 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 shall be accessible to the Veteran 7 days a week and 24 hours per day. Accommodations to include a bed and lockable furnishings such as a dresser, lockable storage, and personal linens (towels, pillows, blankets and bed sheets, etc.), with minimum 140 square feet of living space for two non-related adults and 40 square feet per additional adult. The Contractor will allow Veteran to store personal belongings for at least 72 hours after formal HCHV discharge.

b) Meals - including at least three nutritionally adequate meals a day, seven days a week and availability of at least two nutritious snacks of nourishing quality (e.g. fruits, vegetables, protein sources, etc.), between meals and at bedtime for those requiring or desiring additional food, when it is not medically contraindicated by the Veteran’s Primary Care Physician. There will not be more than a 14 hour span between evening meal and breakfast of the following day. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g. diabetic, renal and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh, etc.). Food shall be prepared, served and stored under sanitary conditions. Contractor will adhere to nutritional guidelines outlined by consulting VA Dietician. 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.

c) Hygiene products, to include, but not limited to washcloths, soap, feminine products, deodorant, toothpaste, and toothbrush, shall be made accessible to Veteran and their dependents.

d) Laundry facilities and detergent for residents to do their own laundry or to have laundry done, at no charge to the Veteran at minimum one time per week.

e) Therapeutic and Rehabilitative Services determined to be needed by the individual Veteran in a Person-Centered Treatment Plan developed by the Veteran and the Contractor with input from the VA Liaison/COR.

i. The Contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of Veterans and appropriate community resources in resolving problems and setting goals. Psychosocial assessment and initial treatment plan are expected to be completed within five business days of Veteran's admission to the program and made available to VA Liaison/COR for review.

ii. The Contractor is expected to provide VA Liaison/COR with regular reports on changes in Veteran’s status, including all changes and observations concerning the Veteran's bio-psychosocial needs and status on meeting goals at least monthly or sooner when there are significant changes. Monthly progress reports will be provided to the VA Liaison/COR by the fifth work day of each month.

iii. The Person-Centered Treatment Plan will encompass the following elements:

1) Strengths,

2) Needs,

3) Goals,

4) Referrals that are beyond the scope of the established program, and

5) The signature of the Case Manager and the Veteran.

The treatment plan goals should address the areas of housing, mental health, health/medical, social, and vocational, and any additional personal 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, and timeframe for goal to be completed. The plan should be completed within five business days of Veteran’s admission to the program with monthly reviews and/or updates.

iv. Structured individual case management, at minimum, weekly including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits. Additional counseling may include, professional and vocational rehabilitation counseling in collaboration with VA programs and community resources.

1) In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA Liaison, VA Mental Health Staff and/or the contracted Case Manager. Contracted case manager will review the HSR Safety Plans with the Veteran on a bi-weekly basis. HSR Safety plan reviews and a copy of the Veteran’s Safety Plan will be documented in the chart.

2) Weekly progress notes should specify the Veteran’s progress towards treatment plan goals. Treatment Plans should reflect Recovery Model focus and approach. All Contractors will provide proper documentation verifying services and case management efforts by all team members including, but not limited to housing, benefit and employment specialists, and program management staff. There will be an expectation that notes are written professionally in a format that utilizes the clear settings of goals and documents progress towards those goals (e.g. SNAP, SOAP, or SMART notes).

3) 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 clearly reflected in each ISP and in weekly case management notes. Housing Assessments shall be completed to reflect positive prior rental history and housing barriers. 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 (i.e free credit report, identifying housing strengths and/or barriers associated with current credit status; 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.; 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; 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.

v. All Veterans will be referred to VA for Primary Care appointments and Contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans’ Treatment Plan and reviewed by the HCHV Liaison at least monthly.

f) Structured group activities, as appropriate, shall occur at least 2 times per month – examples include group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate. For the purposes of this contract “House Meetings” and VA Housing Resource Groups may not be counted, as a structured group activity should have a therapeutic value and facilitation shall be the responsibility of the Contractor. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflicts with this requirement alternate group activates will be arranged and/or the Contractor will clearly document efforts made to accommodate the Veteran.

g) Instruction in and assistance with health and personal hygiene.

h) Monitoring of all Veteran and dependent’s prescriptions in a medication room behind two locks properly labeled, logged for self-administration, and disposed of when Veteran and dependents are ordered to discontinue them or post-client discharge. Facility will maintain Medication Administration Records with Veteran and staff signatures and weekly medication checks conducted by staff.

i. Medication Assisted Treatment (MAT) cannot be used to rule out Veterans participation in an HCHV Program. This includes prescribed use of Vicodin, morphine, methadone, suboxone, oxygen, etc. Reasonable accommodation for individuals in MAT is required provided the requested accommodation does not require major financial or administrative commitments that would be considered an “undue burden.” Examples of reasonable accommodations include:

1) Arranging for the individual to take medication at their clinic, physician’s office, or another off-site location – when consistent with the individual’s treatment plan.

2) Storing an individual’s MAT medication in a lock box in the program and having the individual be personally responsible for it.

3) Arranging to have the housing facility keep MAT medications in a locked cabinet (Copies of Inspection Packet requirements relating to medication management are available upon request).

i) Supportive social services, in collaboration with the VA Liaison/COR, or other contract/community resources.

j) 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.

k) Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential. Facility (at their discretion and completed independently without VA assistance) will conduct random UDS testing and breathalyzer testing at least twice a month. Facility will provide assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models, including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach. Pursuant to these principles, drug testing may not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior.

l) Transportation to contracted facility upon admission when needed by Veteran. Transportation provided to treatment plan related appointments, such as care at the VA Medical Center and/or outside VA Choice Providers, as appropriate, as well as job and housing search efforts or provide vouchers for use of public transit.

m) Assistance with securing income through the establishment of competitive employment or by referral to Social Security and/or the Veteran Benefits Administrations, Health Care for Homeless Veterans (HCHV) Employment Services and/or community employment resources.

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

o) Assistance in budget counseling and money management. Progress here is to be documented in monthly treatment plan and weekly case notes. 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.

p) Assistance in securing permanent housing or housing that appropriately meets the needs of the Veteran post discharge. Progress here to be documented in monthly treatment plan and weekly case notes.

q) Although rules are kept simple and demands on the Veterans low, staff at the facility shall stay continuously engaged with the Veterans. Regular biweekly room/bed checks shall occur with a strong focus on maintaining a safe environment that promotes the well-being of all Veterans.

r) The Contractor shall work towards discharge planning upon admission and this planning effort should be reflected in the Person-Centered Treatment Plan.

s) The Veteran shall be referred to VA for inpatient residential services, intensive outpatient services, and/or the Contractor shall provide this service if licensed. If the Veteran remains in the Contractor’s program following hospitalization, the treatment plan shall be amended to reflect any healthcare or treatment changes. The following treatment modalities may be utilized: Harm Reduction, the Recovery Model, Critical Time Intervention, Motivational Interviewing, Seeking Safety, and/or the Stages of Change.

t) 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 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 bacon on information provided by the veteran.

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

v) HCHV performance measures and requirements set forward in this solicitation must be met in order to receive the highest past performance rating. HCHV Performance measures are subject to change based off of Homeless Program Office requirements. These include the following:

HCHV1 - % Exits to permanent housing >55% HCHV2 - % Negative exits <20% Bed Occupancy – 85% Length of Stay ≤150 days

w) 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.

x) 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

a) The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the services as denoted in the Performance Work Statement. The Contractor must identify each labor category to be utilized for this effort and provide a description of the skills and experience required per labor category, along with resumes.

b) Key personnel will be identified in the proposal and shall be considered key personnel 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 notifying the VA Liaison/COR in writing.

c) The Contractor shall train staff to provide a low-demand, trust-building environment. The environment shall be highly supportive, where Veterans can rest, feel safe and be subject to few demands. 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.

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

e)The Contractor shall employ a combination of the following staff members:

i. A paraprofessional or administrative staff member 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.

ii. Certified Peer Support Specialist & A paraprofessional or Bachelors level mental health professional (BA, BS, BSW etc.) to provide case management to include initial intake assessment, psychosocial assessment, Person Centered Treatment plans with monthly updates, discharge planning, engagement in mental health services, continuity of care, linkage to community resources, maintenance and expansion of social networks, collaboration with physicians and hospitals, advocacy, training in independent living skills, individual supportive counseling, crisis intervention and monitoring, budgeting skills, and Veteran life-skills groups. Individual case management sessions should be conducted at least weekly. This staff member should have a minimum of three years’ experience in providing services to mentally ill individuals with complex psychosocial stressors to include chronic homelessness and/or PTSD.

f) Staff shall be trained in providing flexible, respectful responses to infractions of rules.

g) All Contractor key personnel shall complete the following:

i. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

ii. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

iii. Successfully complete the appropriate VA privacy training and annually complete required privacy training;

iv. Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access

h) The Contractor shall provide to the Contracting Officer and the VA Liaison/COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. These online courses are located at the following web site: https://www.tms.va.gov/plateau/user/login.jsp. Detailed instructions on account setup will be provided to the successful offeror.

i) Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for removal from work on the contract until such time as the training and documents are complete.

j) The contractor will perform criminal background checks on all key contract personnel identified in the proposal. The contractor will provide a copy of the satisfactory background check to the COR. The contractor must not employ individuals who –

a. Have not been convicted within 7 years by a court of law of any of the following offenses or their equivalent in a state or territory:

i. Murder, attempted murder, or manslaughter;

ii. Arson;

iii. Assault, battery, assault and battery, assault with a dangerous weapon, mayhem or threats to do bodily harm;

iv. Burglary;

v. Robbery;

vi. Kidnapping;

vii. Theft, fraud, forgery, extortion or blackmail;

viii. Illegal use or possession of a firearm;

ix. Rape, sexual assault, sexual battery, or sexual abuse;

x. Child or elder abuse, or cruelty to children or elders; or

xi. Unlawful distribution or possession with intent to distribute a controlled substance; or

b. Have had a finding entered within 6 months into an applicable State registry or with the applicable licensing authority concerning abuse, neglect, mistreatment of individuals or misappropriation of property.

c. An individual assessment must be performed to determine suitability for employment for any conviction regardless of the age of the conviction,

4. REFERRALS

a) Durham VAMC will determine Veteran eligibility prior to admission. They shall provide the Contractor with a signed VA Release of Information (ROI) from the Veteran, unless signature is a barrier to housing in which case verbal consent may be given and the Veteran sign an ROI upon admission. The Contractor shall establish personnel authorized to complete the admission process when requests are made for services, even when Veteran admission occurs after normal business hours (Monday – Friday 8:00am-4:30pm). Contractor shall contact Veteran within 24 hours of receipt of referral to arrange admission.

b) 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.

c) Contractor shall actively participate in Coordinated Entry activities including case conferencing

d) A centralized assessment form completed by VA clinical staff shall follow each admission authorization as soon as possible after completion. The VA shall provide the contracted agency with centralized assessment form, physical and laboratory studies, and confirmation of chronic mental illness. 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.

e) Orders, requests, or changes to admission status shall only be made by the HCHV VA Liaison/COR. The Contractor shall make no deviation and is responsible for providing direction to its staff regarding Veteran admissions.

f) A list of authorized key personnel shall be made available to the VA Liaison/COR 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 Durham. The VA Contracting Office shall be notified to such changes as they occur.

g) Durham VAMC will furnish the Contractor with a Residential Treatment Exit Form. This form will measure the following program outcomes: Housing, Employment/Income, and Clinical Improvements. The Contractor will complete and submit to the VA Liaison/COR the discharge form within 2 business days of a Veterans discharge from the residential program. The Contractor will file the discharge form and the agency's discharge summary in the Veteran's closed chart.

5. ABSENCES AND CANCELLATION

a) The Contractor shall notify the authorizing VA of Veteran absences from the facility. Absences of the Veteran from the facility in excess of forty-eight (48) hours shall not be billed except those with the prior approval of the VA Liaison/COR. Should a Veteran referred to a residential treatment facility be absent himself/herself in an unauthorized manner, payment for services for that Veteran to the Contractor would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the Contractor to return the Veteran to the facility and a strong likelihood that the Veteran will return. Contractor must document absences of the patient and efforts to locate and return Veteran to program successfully within forty-eight (48) hours, submitting evidence of such to VA HCHV Liaison within twelve (12) hours of absence after curfew with follow up report on outcome of absence within forty-eight (48) hours. 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) It is understood that the beneficiary may be provided facility care at the expense of the VA for a period not to exceed that stated in the length of treatment plan contracted, unless an extension of the authorization is provided in writing by the VA.

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

e) The 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.

f) Length of stay at Contractor facilities will be initially authorized for up to 150 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor staff, and VA HCHV Treatment Staff. An additional five months of contract supported residential treatment may be authorized by the VA Liaison/COR when funding is authorized. A written request for extension must be submitted, with justification of the need and providing separate documentation of the Veteran’s satisfactory progress toward goals in program to the VA Liaison/COR, at least 5 business days prior to Veteran reaching 150 days in program. VA Liaison/COR will provide written authorization of any exception to the 150 day per Veteran length of stay as requested and justified for a Veteran to meet housing placement goals.

g) Extensions beyond the ten months may only be authorized for those Veterans who may be in transition, or classified under OIF/OEF/OND, or Veteran families, or female Veterans as these Veterans may require longer-term intensive clinical treatment.

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

i) Request for readmission shall be accessed and screened on an individual basis depending upon the needs of the Veteran as mutually determined by the Veteran and the VA HCHV Screening Team.

6. CONDUCT

a) 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 Veteran record information and to determine the completeness and accuracy of financial records.

b) 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.

c) Contractor personnel shall complete annual VA TMS Training (HIPPA and VA Privacy) and other trainings recommended by VA Liaison/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.

d) 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.

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

f) The Contractor shall develop written house rules that are simple, consistent and focus on the safety of Veterans. The rules shall be enforceable, relate to the living situation, and provide opportunities for engagement. The rules shall be provided to Veterans upon admission into the program.

g) 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.

h) The Contractor shall not charge Veterans any fee for care to include acceptance of cash, food stamps, or other public assistance. No exchange of monies or bartering between Contractor and Veterans shall occur.

i) 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.

j) The following acts are not permissible by any Contractor Personnel:

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

iii. Gambling in any form

iv. Carrying of pistols, firearms or concealed weapons

v. If smoking while on facility premises, this and other uses of tobacco will occur only in designated smoking areas

vi. Resorting to physical violence

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. If transporting a Veteran, driver shall not stop for personal business. Driver shall not leave vehicle when it is occupied by a Veteran passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

x. Engage Veteran in a verbal confrontation in an attempt to settle a disagreement.

xi. Engage in personal relationships with Veterans. Engaging in intimate physical relationships, personal friendships or avoidable dual relationships with Veterans is prohibited. Training on Ethics and Boundaries will be provided by VA upon request.

xii. Soliciting or accepting tips from Veterans, their family members, or others at any time.

xiii. Entertaining of unauthorized guests at the facility.

7. INCIDENT REPORTING

The Contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a Veteran receiving care at VA expense. Veteran hospitalization beyond two days (48 hours) will require Contractor to consult with VA Liaison/COR about possible Veteran discharge.

a) The Contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the residential program. All critical incidents will be reported within 24 hours. This includes the following:

· Falls

· Assault (to Veteran or Staff)

· Elderly/Dependent Adult Abuse or Neglect

· Sexual Assault

· Fire (Veteran Involved)

· Medical/Psychiatric Emergency (911 Calls)

· Hospitalization

· Suicide or Suicide Attempt

· Homicide

· Death

· Infectious Control (TB, etc.)

· Active Substance Abuse

· Observation/ Possession of Weapons

· Loss of Power

· Damage to facility that would prevent normal operations

· Loss of utilities including cooling and heating elements, or access to meals

i. If the facility is co-located within a community-based facility, incidents involving other residents, i.e., sentinel events leading up to or resulting in causalities shall be reported to the authorizing VA facility within 24 hours. The Contractor shall notify the VA Liaison/COR by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the Contractor shall notify the Administrator on Duty (AOD). The Contractor shall provide the VA Liaison/COR with a copy of the incident report within 24 hours. The Contractor shall maintain a copy of the incident report in the Veterans clinical chart.

8. COMPLAINTS HANDLING

a) The VA Liaison/COR shall monitor the service provided. The Contractor shall educate its staff and Veterans on its grievance procedures as well as its clients rights. The Contractor shall cooperate with the VA Liaison/COR in providing information and answering questions in a timely manner when requested. It is expected that the Contractor educate its staff and residents on its complaint procedures as specified in the HCHV Client Handbook.

b) Contractor shall notify the VA Liaison/COR of all Veteran complaints within 24 hours. All complaints received directly by the VA Liaison/COR should be forwarded to the Contractor and shall be investigated promptly. After investigation and disposition, the Contractor shall respond to the VA Liaison/COR with a resolution within five (5) business days.

c) 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 cooperate with the COR in providing information and answering questions in a timely manner when requested.

d) Surveys 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.

e) 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. CONFIDENTIALITY & DATA ENTRY

a) It is agreed that the VA readily has access to all records concerning the Veteran's care in the facility. All clinical charts shall be kept in a locked filing cabinet in a locked office area. Contractor facility staff should not utilize flash drives and/or any other removable devices to store Veterans personal identifying information. Veteran personal information/data should not be co-mingled with other non-Veteran information/data, (i.e., one computer system should be utilized to store Veteran only information and data.) The facility computer should be username and password protected with Ctrl-Alt-Delete access and with a timed lock-out setting. The facility’s hard drive that stores Veteran information should be encrypted with FIPS 140-2 compliance for encryption. All Veteran data should be backed up weekly on an external hard drive. The hard drive should be stored in a locked cabinet in a locked office. The C&A requirements do not apply, and a Security Accreditation package is not required.

b) It is expected that the Contractor participates and enters all Veterans into the local HMIS data entry system. The Homeless Management Information Systems (HMIS) are electronic repositories of client-level information collected over time about persons who experience homelessness within each community across the country. Each separate Continuum of Care (CoC) is affiliated with an HMIS project. Data collected in HMIS are typically entered by the homeless providers who provide shelter, housing, and other services to persons to help prevent or address homelessness; thus, HMIS are community data partnerships, frequently managed by the local CoC identified as the lead homeless planning body by the U.S. Department of Housing and Urban Development (HUD). It is also expected that the Contractor participates in Coordinated Entry for their county.

i. HMIS are designed to facilitate case management, data collection, and performance assessment for local continuums and federal agencies. HMIS has been adopted by the VA and HUD as the official client data collection and management system for homeless providers to use to collect client-level data from persons who are homeless. HMIS is also a federal response to Congressional Directive to measure the extent and nature of homelessness and assess the effectiveness of homeless programs.

ii. The existing HMIS not only have funding and management structures already in place, but they have also been built upon federally defined HMIS Data and Technical Standards which are closely aligned with the VA’s homeless data collection needs. These HMIS standards ensure that HMIS implementations throughout the country meet baseline privacy, security, and functional requirements and that all systems consistently collect the data elements that the federal government has determined are necessary to understand homelessness and measure the effectiveness of homeless programs. A copy of the HMIS admission and discharge paperwork should be filed in the Veterans clinical chart.

10. TRANSPORTATION

a) The Contractor shall provide Veterans with transportation (at no additional cost to the Government) to and from care at the VAMC, community resource appointments (such as, the Department of Social Services, the Employment Security Commission, Social Security,…