36C24720R0035.pdf

Contract Opportunity

Combined Synopsis/Solicitation Notice

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ARCHIVE DAYS AFTER THE RESPONSE DATE

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(POC Information Automatically Filled from

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DESCRIPTION * See Attachment

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AGENCY CONTACT'S EMAIL

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ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice

G004

Transitional Housing for Homeless Veterans

29403

-5799

36C24720R0035

02-24-2020

N

624229

Department of Veterans Affairs

Ralph H. Johnson VA Medical Center

109 Bee Street

Charleston SC 29403-5799

David W. Parente

Contracting Officer david.parente@va.gov

109 Bee St.

Charleston, SC

29401

USA

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 77

36C24720R0035 02-06-2020

David W. Parente 02-25-2020

5:00 PM EST

109 Bee Street

Charleston SC 29401

X

624229

$15 Million

N/A

X

See Delivery Schedule

109 Bee Street

Charleston SC 29403-5799

FMS-VA-2(101)

Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Transitional Housing for Homeless Veterans

Charleston, South Carolina

Subject to Service Contract Labor Standards

Wage Determination No.: 2015-4428 Rev 14

Contracting POC:

David W. Parente

Questions regarding this solicitation shall be submitted no later than February 20, 2020 at 5:00 PM Eastern. Unless it’s determined to be in the best interest of the Government, as deemed by the CO. Telephone requests for information will not be accepted.

See CONTINUATION Page

X X

X 1

David W. Parente

36C24719R0152

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

B.2 DELIVERY SCHEDULE

B.3 DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 CONTRACT ADMINISTRATION DATA

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (MAY 2019)

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

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...43

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.7 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009)

C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.9 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.10 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.12 VAAR 852.237-7 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(JAN 2008)

C.13 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)

C.14 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.15 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 BUSINESS ASSOICATE AGREEMENT

D.2 PAST PERFORMANCE QUESTIONNAIRE

D.3 WAGE DETERMINATION

D.4 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) (ATTACHMENT)

SECTION E - SOLICITATION PROVISIONS

E.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (OCT 2018)

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

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

E.5 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JUL 2016)(DEVIATION)

E.6 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.9 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

5,475.00 EA ________________

Provide residential housing for homeless veterans, females, males and families.

Priced as daily per Diem per Veteran 15 beds per day X 365 days = 5,475 bed days

Contract Period: Base POP Begin: 3-15-2020 POP End: 3-14-2021

Provide residential housing for homeless veterans, females, males and families.

Priced as daily per Diem per Veteran 15 beds per day X 365 days = 5,475 bed days

Contract Period: Option 1 POP Begin: 3-15-2020 POP End: 3-14-2021

Provide residential housing for homeless veterans, females, males and families.

Priced as daily per Diem per Veteran 15 beds per day X 365 days = 5,475 bed days

Contract Period: Option 2 POP Begin: 3-15-2021 POP End: 3-14-2022

Provide residential housing for homeless veterans, females, males and families.

Priced as daily per Diem per Veteran

15 beds per day X 365 days = 5,475 bed days

Contract Period: Option 3 POP Begin: 3-15-2022 POP End: 3-14-2023

Provide residential housing for homeless veterans, females, males and families.

Priced as daily per Diem per Veteran 15 beds per day X 365 days = 5,475 bed days

Contract Period: Option 4 POP Begin: 3-15-2023 POP End: 3-14-2024

GRAND TOTAL ________________

B.2 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY

DELIVERY

DATE

ALL Catchment of:

Ralph H. Johnson VA Medical Center 109 Bee St.

Charleston, SC 29401

USA

MULT BASE + 4

OPTION YEARS

B.3 DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

STATEMENT OF WORK

The Ralph H. Johnson Veterans Affairs Medical Center anticipates an award of a FIRM, FIXED PRICE contract, based on the contents of this solicitation.

GENERAL RESPONSIBILITIES

A. The contractor shall provide services to beneficiaries for whom such care is specifically authorized by the Department of Veterans Affairs (VA) and Ralph H. Johnson Veterans Affairs Medical Center, Clinics, and its CBOC’s herein after referred to as the (RHJ VAMC). The contractor shall provide to the Department of Veteran Affairs, RHJ VAMC Transitional Housing Community Based Health

Care for Homeless Veterans (HCHV), in accordance with all terms and conditions, provisions and requirements listed herein and for the rate as prescribed by the approved contract bid. This rate is 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 is this document and will also include all services normally provided other patients by the facility without extra charge.

B. The contractor shall furnish services to beneficiaries from whom such care is specifically authorized by the RHJ Veterans Affairs Medical Center and who are homeless and many with substance abuse and/or other mental health diagnosis. This contract may include male or female beneficiaries. Also, it is understood patients will be cared for under this contract and will normally require care and services over and above the level of room and board. Negative Urinary Drug Screen (UDS) or Breathalyzer will NOT be a requirement of admission.

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

A. Room and Board, including at least 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.

B. Clean and sanitary housing shall be provided to all Veterans. The housing shall include appropriate space for clothing and personal items.

C. Indoor recreation/lounging areas shall be provided for all Veterans.

D. Transportation to all meetings/appointments/interviews in the community or at RHJ VAMC.

D. The Contractor shall furnish, on site, adequate laundry facilities for to do their own laundry.

Adequate detergent is provided when Veteran is unable to purchase due to a lack of money. Also, health and personal hygiene items shall be made available to residents who cannot provide the necessary items for themselves. (soap, shampoo, shaving crème and toilet paper, etc.)

E. The Contractor shall provide Outreach staff who engage, at least, weekly with unsheltered homeless individuals, specifically targeting the unsheltered homeless Veteran population. The Contractor shall submit monthly outreach plans and outcomes to VA as well as participating in the local Continuum of Care (CoC) and weekly Bi-Name List (BNL) to review current homeless Veterans.

ALL INCLUSIVE RATE

A. The per diem rate established will be an all-inclusive rate. Care will include, but not be limited to:

A. Structured group activities, including physical activities as appropriate.

B. Instruction in and assistance with health and personal hygiene.

C. Monitoring of medications, including locked drawers for storage of medication.

D. Supportive social services, in collaboration with the HCHV/HUD-VASH Program staff, or other contract resources.

E. Individual case management, including professional counseling provided by a licensed social worker (supervised MSW candidate) on self-care skills, adaptive coping skills, and as appropriate, vocational rehabilitation referrals. This individual would be required to travel to Charleston weekly for in-person Team Meetings and face to face evaluations with Veterans.

F. 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.

G. Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol-free environment.

H. Routine and as needed/indicated breathalyzer and urine drug screening.

I. Assistance in learning, testing and internalizing knowledge of the illness/recovery process for homelessness.

J. Support Staff with a valid driver’s license to transport Veterans as needed. Program should also provide with transportation (van or bus tickets, etc.) to care at RHJ VAMC, local CBOC’s and other appointments.

K. Housing services to include 90-95% successful placement of Veterans in permanent affordable placement.

L. No pornographic material allowed on the premises. This applies to staff and Veterans.

M. Employees should not fraternize with Veterans.

N. Male or female Veterans will be aided and assistance will include food, personal hygiene items, school registration and employment assistance.

STAFFING

A. The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. In residential treatment facilities there must be, as a minimum, an administration staff member or designee of equivalent professional capacity on duty on the premises or residing on the premises and available for emergencies 24 hours a day, 7 days a week.

B. 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.

HOUSING SERVICES

A. Supervision shall be provided in accordance with VA policy and regulations. The Contractor shall be responsible upon RHJ VAMC approval for admitting Veterans (Approval within 72 hours), assessing Veterans, including initial and ongoing assessments, care planning; including the care-planning process, coordinating, supervision, and evaluating the care and services provided;

scheduling visits or hours; and discharge planning.

B. 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 RHJ VAMC HCHV/HUD-VASH Program staff as indicated.

C. Unless authorized by HCHV program and transitional housing personnel, absences from transitional house will not be reimbursed. For emergencies, such as death of immediate family member, Veteran must provide appropriate documentation to substantiate request for absence. In situations where the Veteran is hospitalized, every effort will be made to re-admit Veteran to the facility upon release. If Veteran is away from the facility, the facility must provide an incident report within 24 hours. For example, the Veteran does not return (miss curfew), etc. Unless specifically excluded in this contract, the per diem rate established will include the services listed in the document and will also include all services normally provided other patients by the facility.

D. Contractor shall provide Veterans with transportation to community and from RHJ VAMC (Appointments) for all assigned activities, all scheduled meetings and appointments, including job interviews and work assignments, inclement weather, etc. via van transport or bus tickets until the Veteran is no longer in the program. If public transportation is not available (i.e. weekdays, after hours, weekends, holidays, etc.), transportation will be provided by the Contractor. Contractor shall assist the Veteran with transportation to include information and instruction so that they can utilize public transportation with provided bus tickets. If public transportation is not available or not appropriate for the Veterans or in-operational at certain times, contractors will provide transportation for Veterans until Veteran is no longer in the program.

E. The contractor shall make available to RHJ VAMC, documentary information deemed necessary by the RHJ VAMC to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; to verify quality of patient care for Veterans, stakeholder satisfaction, to assure confidentiality of patient record information and to determine the completeness and accuracy of financial records. The contractor shall comply with required NEPEC/HOMES documentation within designated time frames to meet due dates.

F. The contractor shall coordinate treatment and discharge planning with HCHV/HUD-VASH Program staff reflecting a team assessment of health, social and vocational needs and the involvement of resident and appropriate community resources in resolving problems and setting goals.

G. Contractor shall successfully house in independent placement upon discharge 90% of Veterans discharged to meet performance threshold.

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

I. The contractor shall notify RHJ 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 RHJ VAMC authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that readmission to the VA will be accomplished promptly.

J. The contractor shall notify RHJ VAMC of absences from the facility. Absences of the patient from the facility more than forty-eight (48) hours will not be reimbursable except those with the prior approval of the HCHV Program staff. 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.

K. The contractor agrees to specific daily or weekly or monthly or as needed treatment team meetings with RHJ VAMC staff to address patient needs, progress, barriers, etc

L. The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.

REFERRAL PROCESS

A. The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated based on 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 zero barrier policy for admission of any Veteran based on their medical needs contingent only on the fact that the Veteran is independent in all Activities of Daily Living (ADLs) .and Independent Activities of Daily Living (IADLs). And must adapt the Housing First Model.

C. In addition, Contractor agrees that subcontracting will not be resorted to as a means of circumventing this provision.

D. The RHJ VAMC Healthcare for Homeless Veterans (HCHV) treatment team, in collaboration with the existing community homeless program staff, shall identify and refer patients to the contractor.

The contractor shall provide Video conferencing to include the necessary computer equipment required for HCHV staff to evaluated referrals face to face via computer via video on demand and/or Skype, E. The RHJ VAMC Case Manager/Liaison shall arrange (coordinate) admissions of Veterans with the Contractor. The Contractor shall record the date and time of admission in the Veteran’s filed and include such information on the first monthly invoice. RHJ VAMC arranged admissions of Veterans shall not include treatment and/or residence of Veterans beyond Three (3) months.

F. The facility agrees to provide RHJ VAMC staff safe and secure climate controlled office space that offers privacy and sufficient space to interview RHJ VAMC clients and secure sensitive documents/equipment.

MEDICATIONS

A. Medications, including controlled substances shall be properly stored and controlled/locked. The proper issuance upon orders from physicians shall be provided by the VA and recorded. Veteran’s medication list will be provided to Contractor’s (upon request).

HEALTH AND SAFETY

A. 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.

B. The facility provides required documentation for sprinkler system as requested per RHJ VAMC Safety officer prior to contract award

C. The presence of bed bugs in the homeless community is an increasingly common problem. The transient lifestyle of the homeless population makes them particularly vulnerable to bed bugs. To reduce the risk of a bed bug infestation, Contractor should incorporate bed bug screening into intake and assessment procedures. Contractor should develop policies and protocols for bed bugs, such as inspecting belongings, laundering all clothing/bedding and/or obtaining medical attention for residents as indicated. The facility MUST provide a bed bug oven to assist with eradicating bedbugs should they be discovered and as a proactive measure for . All patient belongings that meet the bed bug criteria will be processed according to the bed bug manual. The contractor will have no expectations of RHJ VAMC resources to maintain a bed bug free environment.

D. Eligible Veterans must be independent in all ADLs. The Contractor shall comply with mandatory ADA guidelines and provide for 5% of beds to be handicap accessible.

E. The Contractor will provide sufficient clinical monitoring care to ensure VA REACH guidelines for addressing suicidality amongst Veterans are

ADMISSIONS

A. RHJ VAMC reserves the right to decide to admit to the facility and/or 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 RHJ VAMC or the patient.

B. The Contractor will offer after hours admissions as requested to prevent a homeless Veteran from spending additional time unsheltered. The Contractor will work with both local hospitals and RHJ VAMC to assist with pickup/transport from inpatient units.

C. The Contractor shall submit a policy for entrance into the program to include but not limited to checking for weapons, medications, parasite infestation and any other safety concerns.

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

E. The RHJ VAMC HCHV/Transitional Housing Program staff, in collaboration with the existing community homeless care task force workers and the contract provider, shall identify and refer all patients to the contractor. Target population includes homeless Veterans and/or Veterans at risk for homelessness, particularly those who present with co-occurring mental health and substance use treatment needs and have been difficult to engage in treatment. Also, targets and prioritizes homeless Veterans transitioning from literal street homelessness, and those discharged from RHJ VAMC’s, who present themselves at RHJ VAMC emergency rooms and CBOC's, and Veterans who recently became homeless and require safe and stable living arrangements prior to being re-housed.

F. Upon referring any patient, the contractor will coordinate with the VA to provide or decide to provide the patient with a Primary Care clinical assessment, with a physical and laboratory studies, and Mental Health/Substance Abuse assessment. The contractor shall provide Video conferencing to include the necessary computer equipment required for HCHV staff to complete the admission video on demand and/or Skype, etc. computer process face to face via computer.

G. All patients will be capable of self preservation, and in an emergency, will have sufficient capacity to recognize physical danger, sufficient judgment to recognize when such danger requires immediate egress from the group residence, sufficient capacity to follow a prescribed route of egress, and sufficient physical mobility to accomplish such egress. The Contractor shall not deny any Veteran for admission based on medical issues if the Veteran is ADL independent.

H. Length of stay at VA cost will be initially authorized for up to three (3) months, depending upon the needs of the patient as mutually determined by the patient, the residential treatment staff, and RHJ VAMC HCHV Program Staff. An additional 1one (1) month of contract supported residential treatment may be authorized with the Medical Director's/designee's approval with such funding as is authorized. Authorizations beyond September 30, 2020, is contingent upon funds being available for the next fiscal year.

I. The Contract facility must have current occupancy permit or license, as required by the authority that has jurisdiction to issue such. The Contractor must adhere to all applicable local, state and federal laws.

INSPECTION AND ACCEPTANCE

A. It is agreed that the Veterans Affairs will have right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the Veterans Affairs.

• Prior to the award of a contract, a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, an engineering service safety officer, and a RHJ VAMC police officer shall conduct a survey of the residential treatment/community health care center. Residential treatment centers to be utilized will be restricted to community based facilities that provide food, shelter, and therapeutic services in a supportive environment.

• In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the RHJ VAMC team prior to award of the contract as is required for an integrated primary site. Each of the community health care facilities identified in the complex as contact recipients 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.

• The Safety Officer will inspect the facility for conformity to the current Life Safety Code and submit findings to the chairperson of the team. The other team members of the team will focus on an assessment of the quality of life within the residential treatment facilities, giving attention to the following factors:

i. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming. Contractor will provide personal care groups to address these issues with residents or any Veteran struggling with maintaining personal hygiene.

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

iii. The facility should be in a central location, near public transportation, and near areas, which provide employment and provide transportation. (van/bus tickets, etc.).

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

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

vi. Staff behavior and interaction with residents convey an attitude of genuine concern and caring.

vii. Dietetic Services:

1. Patient dietary needs shall be met in accordance with sound medical practice and will include (1) At least three (3) nutritious meals shall be served daily at regular times. Bag lunches shall be provided for working individuals who will not be at housing during that meal to include all food groups and be nutritionally balanced. Between-meal or bedtime snacks of nourishing quality shall be offered. (2) Food shall be prepared, served, and stored under sanitary conditions. (3) Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment, and work areas, and for proper waste disposal. (4) The dietary needs of all Veterans shall be met in accordance with sound nutrition consistent with USDA standards. USDA dietary guidelines may be found at:

http://www.cnpp.usda.gov/dietaryguidelines.htm. (5) Menus must be posted weekly.

2. Nutritionally adequate meals are provided in a setting, which encourages social interaction and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The facility will provide for special dietary needs of all residents based on physician recommendation. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless patients. Many of these patients are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors.

The RHJ VAMC 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.

• The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action to notify the Contracting Officer that the corrections have been made. A contract http://www.cnpp.usda.gov/dietaryguidelines.htm will not be awarded until noted deficiencies have been eliminated. A contract will not be awarded without installed sprinkler system.

B. RHJ VAMC shall monitor the contractor's program and inspect the contractor's facility bi-monthly and /or PRN to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the RHJ VAMC Contracting Officer through the Medical Center Director. If corrections are not made to the satisfaction of RHJ VAMC, 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.

C. Subsequent inspections of the residential treatment center must be made yearly by a multidisciplinary team including such RHJ VAMC personnel as the Director considers necessary to assure the facility provides quality care in a safe environment and biweekly by HCHV staff.

Inspections are to be unannounced or announced as deemed necessary buy the COTR. As RHJ VAMC program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay.

RECORDS AND RECORDING

A. An individual client record will be maintained on each Veteran admitted, including reasons for referral, and documentation of Veterans’ progress within the program. This should also include sign in sheets whenever possible. Contractor shall maintain in Veteran’s file:

• (1) Release of Information (ROI) authorizing communication between facility staff and VA staff as needed for treatment & discharge planning is require. The ROI will have included authorization to release of data including HIV, Sickle Cell, Alcohol and Drug usage (2) All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment. (3) Data relating to the resident’s admission. (4) Copies of any medical prescriptions issued by VA physicians, including orders, if any, for medications to be taken. (5) Contractor’s staff members attend periodic staffing at the RHJ VAMC’s treatment team. (6) Discharge summaries on each resident who leaves the program, to include reason for leaving, the resident’s future, and follow-up locator information. (7) Individual case records will be maintained in confidence as required by U.S.C. Title 42, Chapter I, Part II, “Confidentiality of Alcohol and Drug Abuse Patient Records.” (8) Records will be accessible to the evaluation study required by Congress. (9) Periodic Reports will be provided to RHJ VAMC (i.e. Fiscal Accountability) as required. (10) Monthly listing of Veterans discharged and date of discharge shall be submitted to the RHJ VAMC. (11) Contractor shall notify designated individuals within 24 hours of discharge, either telephonically or fax. (12) Contractor needs to maintain a daily sign-in/sign-out log which will be submitted to the RHJ VAMC attached to the monthly billing.

• The Contractor will also maintain assessment data including Depression monitoring (PHQ9) and suicide risk assessment on every resident in the program. The Contractor will provide monthly data on the number of high risk Veterans in residence as well as confirmation of up-to-date safety plans in their charts

• The Contractor will provide a daily census report to be submitted by 9am each business day. The Census report should include new admissions, discharges including addresses for the discharged. This report should also include expected admissions, Veterans hospitalized, Veterans jailed, Inappropriate behaviors occurring, issues with Suicidality and any ethical concerns.

EMERGENCY PLAN

A. It is agreed that the Contractor will notify the Liaison immediately when a medical emergency or hospitalization of the Veteran occurs. It is agreed that the Veteran will be referred to the nearest medical facility/provider for treatment.

B. In the event of a Veteran death, the facility will promptly notify the Liaison and immediately assemble, inventory, and safeguard the patient’s personal effects. Any fund deposits and personal effects left by Veteran on the premises of the facility shall be delivered by the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made of the itemized inventory notating the disposition of the funds and effects, the Contractor shall notify the COTR at RHJ VAMC. Should a deceased patient leave no will, heirs or next of kin, his/her personal property and funds, wherever located, vests in and becomes the property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate RHJ VAMC office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from RHJ VAMC concerning disposition.

C. It is agreed that RHJ VAMC readily have access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of RHJ VAMC 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 also agreed that RHJ VAMC can make unannounced visits as needed.

D. 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.

E. 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 at VA expense.

F. It is understood that the beneficiary may be provided facility care at the expense of the VA for a period not to exceed of that stated in the length of treatment plan contracted, unless an extension of the authorization is provided in writing by the VA.

PERSONNEL & POLICY

A. The Contractor’s employees shall be subject to the same quality assurance standards of a quality meeting or exceeding current recognized national standards as established by CARF and/or Joint Commission (JC). The Contractor shall perform services in accordance with the ethical, professional and technical standards of the healthcare industry. The Contractor’s employees shall be technically proficient in the skills necessary to fulfill the Government requirements, to include the ability to speak, understand, read and write English fluently.

B. In accordance with 29 Code of Federal Regulations (CFR), Part 1925, Safety and Health

Standards for Federal Services Contracts, none of the services required by this contract shall be performed in building, surroundings, or under any working conditions provided or controlled by the contractor, that are deemed unsanitary, hazardous, or otherwise dangerous to the health safety of the contractor’s employees or VA beneficiaries. The minimum standards for facilities furnishing Transitional Housing for Homeless Veteran Services under this contract shall be those listed in the latest edition of 42 CFR and National Fire Protection Association (NFPA) 101, Life Safety. CFR and NFPA may be found at: http://www.gpoaccess.gov/cfr/, http://www.nfpa.org/aboutthecodes

C. The contractor shall not maintain, nor provide, dual or segregated patient facilities based on race, creed, color, national origin, or religious belief. The Contractor 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 be limited to rooms, wards, sections, eating areas, drinking fountains, and entrances. RHJ VAMC shall have the right to inspect the facility and all appurtenances by authorized representative(s) designated by RHJ VAMC to determine whether acceptable standards are maintained and adequate care is being rendered.

D. The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following to the personnel: Worker’s Compensation, Professional Liability Insurance, Health Examinations, Income tax withholding, and Social Security Payments.

E. Payment for any leave, including sick leave or vacation time is considered the responsibility of the contractor. The contractor shall follow all existing local, state, federal and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose.

ORDERING ACTIVITIES AND OFFICES

A. RHJ VAMC shall designate a Contracting Officer Technical Representative (COTR) to monitor contractor performance and assist in contract administration. A Delegation of Authority (DOA) delineating the responsibilities and limitations of the COTR shall be provided. Any commitment or changes, which affect the price, quantity, authority to amend, render decision on questions of fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be re-delegated.

B. The Contractor shall not accept any instructions issued by another person(s) other than the Contracting Officer or the COTR acting within the limits of his/her authority. Only those services specified herein are authorized.

HEALTH REQUIREMENTS

A. Contractor certifies that his/her employees have received the following testing/immunizations within the past year and will maintain coverage during the contract period: (a) Tuberculosis Testing—The PPD test or radiological exam shall be repeated annually. The chest x-ray is necessary only if employee has symptoms consistent with pulmonary TB or has had a positive PPD or history of positive PPD. (2) Rubella Testing – all contract personnel shall provide proof of immunization for measles, mumps, rubella, or rubella titer of 1:8 or greater. If the titer is less than 1:0, the rubella immunization must be administered with follow-up documentation to the COTR. (3) Immunization – for purposes of infection control, all contract employees shall take required immunizations and any health action required by generally accepted public health standards and any immunizations http://www.gpoaccess.gov/cfr/ http://www.nfpa.org/aboutthecodes necessitated by any outbreaks in the area/community. Contract personnel will not be allowed to perform duty until immunization documentation is provided to the COTR. (4) If there is a potential for exposure to the blood borne pathogens or other potentially infectious materials (OPIM), there should be documentation indicating employees have taken or declined Hepatitis B series vaccination.

CONFIDENTAILITY:

A. All Contractor personnel shall observe the requirements imposed on sensitive data and information by law, Federal regulations, VA statutes and policy, Veterans Health Administration all personnel (e.g., Privacy Act of 1974, Public Law 93-579, the requirements of the FPM 731, Subchapter 2 under E.O. 10450, etc.). Public Law 93-579 may be found at:

http://privacy.defense.gov/files/pa1974/pdf

B. Contractor will agree to sign a Business Associate Agreement with RHJ VAMC to comply with

HIPPA.

C. Contractor personnel who obtain access to hardware or media which may store drug or alcohol abuse data, sickle cell anemia treatment records, records of tests or treatment for or infection with Human Immunodeficiency Virus (HIV) or medical quality assurance records protected by 38 U.S.C.

5701, 5705, and 7332, as defined by the Department of Veterans Affairs, shall not have access to the records unless necessary to perform their contractual duties.

RELEASE OF MEDICAL INFORMATION

A. The Contractor shall only release medical information obtained during this contract to other

Contractor or RHJ VAMC employees involved in the care and/or treatment of that individual patient. Patient demographics shall be treated as privileged information. Lists, names, and/or social security numbers of patients shall not be disclosed or revealed any way, for any use outside the contractor’s facility or without prior express written permission of the Contracting Officer.

B. Transcribed reports containing personal identifiers, as identified below, when not used as an official document, must be shredded by the contractor.

C. The Contractor is subject to the provisions of the Privacy Act of 1974 (Public Law 93-579); the Comprehensive Alcohol and Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-282); the Drug Abuse Office and Treatment Act of 1972 (Public Law 92- 255); and all other Federal or State statues regarding confidentiality of patient information.

D. All patient medical records will be maintained in accordance with State, JC and/or CARF standards. All clinical and legal (i.e., 5150 and 52500 forms, records and treatment plans, of VA beneficiaries treated by the contractor, shall be forwarded to the RHJ VAMC office upon discharge for inclusion in the patient’s VA medical record. Records shall be forwarded by courier or second (2nd) day Federal Express. This is not an additional cost to the Government. Records of treatment shall not be given to patients or their families for transfer to the VA.

E. RHJ VAMC shall be provided access to medical records in the contractor’s facility regarding a Veteran’s care under this contract. RHJ VAMC may make unannounced visits requesting access to medical records at any time during the contracted period.

http://privacy.defense.gov/files/pa1974/pdf

INVOICE AND PAYMENT

A. The Contractor shall submit invoices monthly (prior to the 5th day of the month). Invoices shall include, at a minimum, the information requested in FAR clause 52.212-4 Contract Terms and Conditions – Commercial Items, paragraph (g) Invoice and any additional details necessary to identify services rendered. Invoices shall be addressed to: VA Finance Service Center, PO Box 149971, Austin, TX 78714.

B. A customer copy of invoice (clearly marked NOT FOR BILLING PURPOSES) with patient data, (e.g.: names, last four digits of SSN or other identification number, type of procedure(s) performed with associated (CPT) code(s), date service (s) performed, and unit price show for each service) shall be sent to the Liaison at Charleston RHJ VAMC.

C. Invoices submitted for payment shall be reviewed for accuracy, verified against patient records, time records and attendance logs (agency daily sign in sheets by the individual veteran),and shall be approved by RHJ VAMC Medical Director or Liaison or Designee prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor for resolution. A corrected copy of the invoice must be submitted by the Contractor, as instructed by the RHJ VAMC Liaison.

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

COMMUNICATION

A. The Contractor shall ensure that his/her employees maintain open and professional communication with members of the RHJ VAMC HCHV staff. Complaints validated by the Liaison, shall be reported in writing to the CO, and the COTR, and forwarded to the Contract for action.

B. The Contractor shall provide 24/7 communication with VA for needed emergency issues that may arise.

C. Failure by the Contractor to correct validated complaints in a timely manner, when raised by RHJ VAMC HCHV staff and the CO, shall be considered a failure to perform, and if significant, contract default procedures may be initiated by the Contracting Officer.

JOINT COMMISSION AND/OR CARF and other Credentialing Agencies GUIDELINES

The Contractor must perform the required work in accordance with, Joint Commission (JC) and/or CARF standards, etc. The Contractor is required to develop and maintain the following documents for each Contractor employee working on the contract. The Contractor will provide current copies of these records annually, to the COTR, or upon request, for each Contractor employee working on the contract.

(1) Credentials and qualifications for the job;

(2) A current competency assessment checklist (an assessment of knowledge, skills, abilities and behaviors required to perform a job correctly and skillfully);

(3) Proof of knowledge and skills required to provide care for certain patient populations, as appropriate;

(4) Current performance evaluation supporting ability of Contractor employee to successfully perform the work required in this solicitation;

(5) Listing of relevant continuing education for the last two years.

(6) Other documents as directed.

QUALITY ASSESSMENT STANDARDS

Contractor employees shall be subject to the same quality assessment standards as established by RHJ VAMC. The contract health care provider shall perform services in accordance with ethical, professional, and technical standards of the health care industry. Persons provided by the Contractor shall be technically proficient in the skills necessary to perform the services described herein.

VETERAN SENSITIVITY

A. The Contractor shall respect and maintain the basic rights of Veterans, demonstrating concern for personal dignity and human relationships

B. Complaints shall be investigated individually. Contract health care providers receiving more than two (2) verified complaints from COTR, Veteran Advocate, Health Care Coordinator (HHC), Case Managers or Social Workers related to sensitivity within any consecutive three (3) month period shall require the contract health care provider to complete a sensitivity training class before continuing to provide services under the contract. Contract health care provider’s participation in sensitivity training class shall be the sole responsibility of the Contractor at no expense to the Government. Depending upon the nature and severity of the complaint, the Government reserves the right to suspend performance of subject contract health care provider or prohibit performance altogether, as deemed appropriate.

CONTRACTOR POINT OF CONTACT

A. The Contractor shall designate a Contractor Point of Contact (CPOC) who shall be responsible for the performance of the work under this contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The liaison may be a contact health care provider performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison.

B. Contractor shall provide CPOC information prior to contract award. The CPOC may be a providing care in accordance with this statement of work. An alternate may be designate, but the Contractor shall identify, in writing, those times when the alternate shall be the CPOC. The CPOC or alternate shall be available by telephone, seven days a week, 24-hours per day, including Federal holidays.

C. RHJ VAMC Contractor Point of Contact (CPOC): CRRC/GPD/Contract Supervisor (Primary), HCHV Contract Program Liaison. (Secondary).

DEFINITIONS & ABBREVIATIONS

The following terms, when used in the contract shall be construed and/or interpreted as follows, unless the context expressly requires a different construction and/or interpretation.

In…