36C24721Q0504 May-April.docx

Attachment 1: for Combined Synopsis-Solicitation for Commercial Items Contract Opportunity Combined Synopsis/Solicitation Notice

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DAYS AFTER THE RESPONSE DATE

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ADDITIONAL INFORMATION

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PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice Q999 FY21: 4 Bed Contract Emergency Residential Services- Safe Haven Model (base + Opt) 36109-3798 36C24721Q0504 04-16-2021 15:00

EASTERN TIME, NEW YORK, USA

N 623990 Department of Veterans Affairs Network Contracting Office 7 501 Greene Street Hatcher Building Suite 2 Augusta GA 30901 Chelsea Smith Chelsea.smith1@va.gov Columbus Vet Center 2100 Comer Ave Columbus, GA 31904

31904

USA

WWW.VA.GOV

VHA Home Page Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This Solicitation is issued as a Request for Quote (RFQ), and the solicitation number is 36C24721Q0504.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05.

This solicitation is unrestricted.

The associated North American Industrial Classification System (NAICS) code for this procurement is 623990, with a small business size standard of $12 Million. The FSC/PSC is Q999 (Medical-Other)

The Central Alabama Veteran Healthcare System (CAVHCS), located at 2100 Comer Avenue, Columbus, GA 31904, is seeking to purchase Transitional Housing Services.

All interested companies shall provide quotations for the following:

Schedule of Services

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Contract Period: Base POP Begin: 05-01-2021 POP End: 04-30-2022

Contract Period: Option 1 POP Begin: 05-01-2022 POP End: 04-30-2023

Contract Period: Option 2 POP Begin: 05-01-2023 POP End: 04-30-2024

Contract Period: Option 3 POP Begin: 05-01-2024 POP End: 04-30-2025

Contract Period: Option 4 POP Begin: 05-01-2025 POP End: 04-30-2026

STATEMENT OF WORK

Contract Residential Services Safe Haven Model 4 Beds

1. GENERAL

1.1 SERVICE REQUIRED

Contract Residential Services is a 24-hour/7-days-a-week community-based early recovery model of supportive housing that serves hard-to-reach, hard-to-engage homeless individuals with severe mental illness and substance use disorders. The program places no treatment participation demands on residents but expects them to transition from unsafe and unstable street life to permanent housing and re-engage with treatment services. In July 2010, under the leadership and direction of the VA National Center on Homelessness Among Veterans, the National Homeless Program Office funded four Safe Haven model development projects to develop and implement a model that could be replicated throughout the VA, broadening the agency’s homeless continuum of care. The Veterans Affairs Medical Center (VAMC) anticipates award of a basic ordering agreement, based on the contents of this solicitation.

1.2 PLACE OF PERFORMANCE:

Based on needs assessment VAMC is looking for Contract Residential Service site in the Central Alabama Veteran Healthcare System (CAVHCS) within 15 miles of a VA facility located at 2100 Comer Avenue, Columbus, GA 31904.

A. PURPOSE.

The purpose of this contract is for Central Alabama Veteran Healthcare Systems CAVHCS Medical Center (VA) to engage a community provider(s) (Contractor) who will provide Contract Residential Services program to Veterans along with services consistent with Health Care for Homeless Veterans (HCHV)program objectives and Safe Haven Model (see below). The goal of this contract is to remove homeless Veterans from the street or places unfit for human habitation and place them in community-based, residential environments. These residences must have sufficient services to meet the needs of the Veterans served. The contract will be for the period of May 1,2021 – April 30, 2022, with four option years.

B. BACKGROUND.

Ending homelessness among Veterans by 2015 is a national priority. The goal and plan for achieving it were introduced by the Department of Veterans Affairs Secretary Eric Shinseki in November 2009 at the National Summit on Ending Veterans Homelessness. In June 2010, the U.S. Interagency Council on Homelessness (USICH) released Opening Doors: Federal Strategic Plan to Prevent and End Homelessness, which is fully aligned with this goal. There are three years remaining to achieve this goal. Safe Haven Model is one of evidence-based practices to help homeless attain safe and stable housing. The Department of Veterans Affairs’ (VA) plan to end Veteran homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. The intent of this Statement of Work (SOW) is for VAMC to engage community provider(s) to offer homeless Veterans services through a “Safe Haven” model of residential care. Through its HCHV program, CAVHCS provides case management and outreach services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. HCHV’s goal is to engage homeless Veterans in treatment and place them in a safe and secure environment that supports their rehabilitation goals. CAVHCS ’s HCHV Program, an essential and critical part of VHA, is vital for providing a gateway to VA and community supportive services for eligible Veterans who are homeless. The HCHV Contract Residential Program for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable and at-risk homeless Veterans. Ensuring that Veterans can be placed in community-based programs which provide quality housing and services that meet the needs of this special population is a particular focus of the HCHV program.

Recent national trends in service provision for the homeless outside of the VA system include the utilization of Safe Havens as an alternative to shelter care or as a placement post unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. A Safe Haven is a form of supportive housing that serves hard-to-reach homeless persons with severe mental illnesses and/or substance use disorders who are on the streets and have been unable or unwilling to participate in more traditional supportive services. VA is limited by current grant authorities and existing program structures and practices and cannot fund harm-reduction treatment models. VA has been unable to provide the types of services focused on shelter diversion and early stabilization in community-based environments.

C. CONTRACTOR RESPONSIBILITIES

TASKS AND ASSOCIATED DELIVERABLES

The Contractor will admit Veterans to residential beds as agreed upon admission dates between Contractor and CAVHCS Liaison. Safe Haven will provide case management services utilizing the Recovery Model incorporating, motivational interviewing, harm reduction, and critical time intervention case management to target hard-to-reach, hard-to-engage homeless individuals with severe mental illness and substance use disorders.

Hours of Operation:

Safe Haven is a transitional Housing program open 24 hours, 7 days a week.

Safe Haven Design:

• The Safe Haven must comply with all SHP requirements in addition to specific Safe Haven requirements:

• Must serve hard-to-reach homeless persons with severe mental illnesses who are on the streets and have been unable or unwilling to participate in supportive services

• Must allow 24-hour residence for an unspecified duration

• Must have private or semi-private accommodations

• Must limit overnight occupancy to no more than 12 persons

• May include a drop-in center as part of outreach activities; and

• Is a low demand facility where participants have access to needed services, but are not required to utilize them

Specific tasks are as follows:

Task 1: Housing Available for Rapid Placement Contractor will be responsible for identifying sufficient residential capacity to place Veterans in safe, community-based residences. Identification of suitable residential placement must require:

a) Sufficient personnel to assure security;

b) Staffing available 24 hours a day, 7 days per week. Requirements and rates will be evaluated based on geographic location and types of services provided by the Contractor (Contractor will provide services in their specific coverage areas);

c) Access to 3 healthy meals per day;

d) Available laundry facilities;

e) The ability to place a Veteran on the same day of a referral from HCHV staff.

f) Before referring/admitting any patient, the VAMC shall have provided the contracted agency with a CAVHCS, approved, signed Release of Information (ROI) from the Veteran patient as well as that Veteran’s clinical assessment, physical and laboratory studies, and confirmation of chronic mental illness by a VA staff.

g) Contractor shall be responsible for planning and coordinating all activities associated with providing safe and appropriate residential care. This includes, but is not limited to, the elements described in this Task 1. 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 without extra charge.

Program characteristics:

The Low Demand/Safe Haven Model:

Targets chronically homeless with mental illness and substance use problems Targets Veterans who have failed in traditional programs Does not require sobriety or compliance with MH TX as a condition of admission Does not require sobriety or compliance with MH TX as a condition of continued stay Demands are kept to a minimum Environment of care is non-intrusive as possible Rules focus on staff and resident safety:

No dealing or use of illicit drugs in the facility No buying or selling of alcohol or drugs in the facility No sexual activity between residents No violence or threats of violence House Rules and Expectations:

Rules are kept to a minimum Simple and easily understood Focus on safety of residents and staff Infractions are used to engage residents Demands are Minimal but Expectations Are High:

Focus on Keeping the Resident Stably Housed Carries the expectation that veterans and their families will transition to permanent housing Privacy (private room) is desired by both residents and staff Fully occupied 80% of time Admission Practices:

-Staff assist residents with admission forms -Facility allowed trial visits to see if there is a “good fit” Admission Criteria:

-Will not accept unless truly homeless -Target dually diagnosed chronic homeless -Targets those who cannot or will not be served by other homeless programs Services Available to Residents:

-Case Management Services -Mental Health and Substance Abuse Treatment -Vocational Services Daily Life:

-Opportunities available for residents to participate in program governance -Senior residents provide mentoring and positive support to new residents -Facility provided programs of general interest (personal development programs, team socialization and team building classes) -Facility provided incentives for doing daily chores Task 2 Deliverables:

Contractor will provide an accommodation for 25 homeless veterans. CAVHCS will be responsible for per diem payment for each admitted veteran but not less than four per diem beds at a time. Contractor is responsible for providing VA a written description of room size, location, and condition of the available residential beds. Schematic drawings and photographs should be provided if available. Central Alabama Veterans Health Care System will arrange a Site visit before award and periodically to assure that the housing available for placement meets VA standards and regulations.

Task 3: Delivery of Support Services Contractor must show documentation and provide supportive services to Veterans that will assist the Veterans during their contract residential stay (See Program Characteristics in Task 1). These services will continue throughout their authorized stay, generally not to exceed six months. The Contractor will determine therapeutic and recovery services needed by the Veteran resident in a plan developed by the Contractor with consultation by the Veteran resident and appropriate VA staff. The evaluation factors that must be addressed by Contractor for delivery of supportive services are listed below:

a) Ability to provide structured group activities as appropriate – examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate. Any self-governing veterans’ community organization is a high priority;

b) Ability to collaborate with VA program staff on an ongoing basis.

c) Contractor must ensure individual counseling is being provided as needed (either through direct service or referral):

d) Ability to provide assistance with health education and personal hygiene, as appropriate.

e). Ability to monitor medications;

f). Ability to provide supportive social services, in collaboration with the HCHV program;

g). Ability to support for an alcohol and drug free lifestyle h). Ability to provide assistance with linkages to transportation resources;

i). The ability to assess and respond to a Veteran in crisis and make appropriate referrals for assistance;

j). The ability and willingness to provide services to Veterans with previous history of criminal offenses;

k). The capability (or plans) to provide services for males, females and couples without children.

with the understanding that only the housing of Veterans will be reimbursed for services.

l) The facility must be located within 15 miles of Central Alabama Veterans Health Care System, including CBOC, Clinic, East or West Campus.

m). The facility must be located within 15 miles of a Medical Center with 24-hour Emergency Room services.

n). The contractor’s experience must include at least one year of successful operation of a Safe Haven for Homeless Veterans.

Task 4 Deliverables:

Contractor will provide a detailed staffing and service plan.

Task 5: Status Reports Contractor shall be responsible for billing the invoice that identifies contract number, purchase order number, Veterans by name, dates of service and contracted daily fee. Contractors must maintain their own records related to program performance that may be reviewed as part of the performance quality monitoring system (attached is the Contract Housing Review Form). Performance will be based on the Contract.

Task 6 Deliverables:

a) The Contractor shall make available to the VA, documentation deemed necessary by the VA to conduct:

1) Quarterly quality assurance audits.

2) Utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6-32; to verify quality of patient care for Veterans, to assure confidentiality of care for Veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records.

3) The Contractor shall comply with the VA Patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations.

b) Provider will maintain a daily census. Provider will inform HCHV staff about discharge within 24 hours and provide any required discharge forms within 72 hours.

c) Service and housing plans will be required to be completed with each Veteran placed in transitional housing within 1 week of admission. Safe Haven provider will encourage Veteran to work towards transitional or permanent housing within six months of admission. All extensions beyond six months will require approval of VA.

d) Contractor will provide HCHV staff with regular reports on changes in Veteran’s status, including all changes and observations concerning the Veteran’s needs.

Specifics:

REFERRALS:

A. Contracted facility personnel authorized by the CAVHCS to order service shall make requests for service via telephone. A faxed information sheet shall follow each telephone authorization as soon as possible after completion by Clinical Staff.

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

C. A list of authorized ordering personnel shall be made available upon award of the contract.

Employees may be added or deleted from the list during the term of the contract at the discretion of CAVHCS. The Service Provider shall be notified to such changes as they occur.

ABSENCES AND CANCELLATION:

A. The contractor shall notify CAVHCS of absences from the facility. Absences of the patient from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the VAMC coordinator. 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 contractor facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout will be an element of quality assurance review of this program.

B. It is understood that Veteran may be provided facility care at the contracted amount for a period not to exceed that of the stated length of treatment plan contracted (generally six months), unless an extension of the authorization is provided in writing by the CAVHCS.

C. CAVHCS 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 CAVHCS or the patient.

CONDUCT

A. The contractor shall make available to CAVHCS documentary information, such as data requests from the Northeast Program Evaluation Center (NEPEC), and any other information deemed necessary by the CAVHCS 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, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records.

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

C. 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.

D. The contractor shall notify CAVHCS immediately when a medical emergency occurs that requires 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 CAVHCS authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that readmission to the CAVHCS will be accomplished promptly.

E. The contractor shall notify the CAVHCS through Safe Haven staff of any high-risk situation including veterans with suicidal and/or homicidal threats or ideation, episodes of physical or sexual violence, sexual activities, safety concerns, drug activities so that appropriate coordination of care can be facilitated.

COMPLAINTS HANDLING:

The Liaison/Contracting Officer’s Representative (COR) shall monitor the service provided. Contractor shall cooperate with the Liaison/COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the Liaison/COR. All complaints received by the Liaison/COR and forwarded to the Contractor shall be investigated promptly. After investigation and disposition, Contractor shall respond to the Liaison/COR within five (5) working days after receipt by the Contractor.

D. DELIVERABLE TIMETABLE.

E. TRAVEL:

The Contractor shall provide the Veterans with local transportation to scheduled meetings and appointments. The Contractor shall provide transportation to Veterans to and from the 2100 Comer Avenue, Columbus, GA 31904 for scheduled and unscheduled appointments for medical and mental health services from the hours of 7:00am-6:00pm. Occasional transportation is also needed from local hospitals in Columbus, GA for Veterans being admitted into a Contract Emergency Residential Service bed between the hours of 6:00pm-7:00am and must be available after a two-hour notice.

F. INVOICES AND PAYMENTS:

The Contractor shall invoice monthly for services a month in arrears. Invoices will be paid at the fixed daily contract rate for days of residential placement already completed with services provided as described in the Contract. The monthly invoice is computed at the daily rate multiplied by the census of Veterans at midnight on each date included in the term. The Contractor shall submit invoices to the assigned Contracting Officer’s technical Representative (COTR) and to the Austin Automated Payment Center for approval. Invoices must accurately reflect services to Veterans before payment will be approved or certified. If invoices are determined to be incorrect, new corrected invoices must be submitted to Contracting Officer’s technical Representative (COTR) and to the Austin Automated Payment Center.

G. SECURITY

a) The Contractor must store, transport or transmit VA sensitive information in an encrypted form. VA approved public key infrastructure (PKI) shall be deployed on Contractor’s network computers to securely and privately exchange data with the CAVHCS.

b) Contractor shall complete and submit the required Business Associate Agreement (BAA) form. The Contractor and CAVHCS acknowledge that each party will be responsible for the medical records of Veterans when treated at their respective facilities.

c) Adequate security measures, e.g., bars on windows and doors and area fenced, in order to provide optimum safety for residents.

d) This requirement does not require any contracting owned devices connection to a VA internal (non-public) trusted network. IT requirements for IT security requirements for certification and accreditation (authorization) (C&A) do not apply and that a Security Accreditation Package is not required.

e) Contractor and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both Privacy and Security Rules published by the Department of Health and Human Services (DHHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of VA is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement.

f) Employees involved in patient care shall have a current background investigation – The level of background investigation commensurate with the required level of access is Special Agreement Checks (SAC).

g) To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services – Office of Inspector General, List of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract. Further the Contractor is required to certify in its proposal that all persons listed in the Contractor’s proposal have been compared against the OIG list and are not listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individual/Entities.

h) It is agreed that the CAVHCS readily has access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of the CAVHCS will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the Veteran. Upon discharge or death of the patient, records on all CAVHCS beneficiaries will be retained by the facility for a period of at least three years (or such other length of time as defined from time to time by CAVHCS) following termination of care.

The following acts are not permissible by staff personnel who provide services under this contract while on facility premises: 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 liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability). Gambling in any form. Carrying of pistols, firearms or concealed weapons. Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. Stopping for personal business, including use of restroom facilities, while vehicle is occupied by a Veteran passenger. The driver shall not leave the vehicle with the key in the ignition at any time. Engaging customer in a verbal confrontation in an attempt to settle a disagreement. Soliciting or accepting tips from customer, companions or others at any time. Refrain from utilizing resident Veterans for labor on or around the property/facility. Assign light duty if Veteran is physically capable; e.g. washing dishes and keeping personal items and room tidy and clean.

H. INSPECTION OF FACILITY AND PROGRAM

1. Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team shall conduct a survey of the Contractor’s facilities to be used to provide Veterans’ food, shelter, and therapeutic services to assure the Contractor provides quality care in a safe environment. Inspections will also be carried out at least quarterly as part of the Quality Assurance Surveillance Plan (QASP) as attached and at such other times as deemed necessary by the Contracting Officer.

2.The Contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the Contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer of their plans, and when they have been corrected.

3.Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate.

4.The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 6, and will also include the following:

a) General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

b) Assessment of whether the facility meets applicable fire, safety and sanitation standards.

c) Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

d) Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene.

e) Seeking evidence of facility-community interaction, 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.

f) Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern, caring and safety.

g) Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated.

h) Making a spot check of Veterans’ records to ensure accuracy with respect to Veterans’ length of stay and services provided to the Veterans.

I. All Department of Veterans Affairs reports of inspection of residential facilities furnishing transitional housing services to eligible Veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

J. Veterans served through VA’s HCHV Safe Haven program must have client level data entered into the local Community Continuum of Care’s (CoC) HMIS. Data entered must include, at a minimum, the Universal Data Elements from the 2010 HMIS Data Standards.

K. PAYMENTS

a. Payment to the Contractor shall be made monthly, in arrears, per patient upon receipt of a properly prepared invoice. Payment for any leave, including sick leave, holiday, or vacation time, shall be the responsibility of the Contractor. VA will pay only for “fixed daily charge.”

b. Contractor employee(s) shall be actually performing the services specified in the contract in order to receive reimbursement.

c. The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party Contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to the designated VA office who, after reconciling bed census and invoice, shall submit them to FSC at the mailing address below:

Payment Address:

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-8971 Fax Number: (512)460-5440

d. Billings rendered by the Contractor to the Program Office for services furnished under the terms of this contract shall be billings in full. Neither the beneficiary, his insurer, nor any third party shall be billed.

NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices shall include the following information to be considered valid for payment. Invoices without the required information will be returned:

Vendor name, invoice number and date FEIN (Federal Employer Identification Number) Complete purchase order number assigned by the VA facility Name of provider, number of patient days “fixed daily charge”.

Total dollar amount of invoice

L. The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce’s National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST’s Web site at:

http://checklists.nist.gov The anticipated contract is for the period of May 1,2021 – April 30, 2022. A contract is formed, in accordance with the terms and conditions of this agreement, when VA agrees to place a patient in the home and the home agrees to accept the patient. Upon acceptance by the contractor of beneficiaries of the Department of Veterans Affairs (VA), all terms and conditions of this agreement shall apply during such time as a VA patient remains in the facility at the expense of the VA. Upon acceptance of a VA patient by the facility, if and when requested by the Contracting Officer or authorized representative, the contractor shall furnish all supplies and services herein described, at the per diem rates as specified below in price schedule. VA is obligated only to the extent authorized placements of patients are made under this agreement. The facility agrees to provide to the Department of Veterans Affairs (VA), Central Alabama Veteran Health Care System Montgomery, AL, veteran home services of Department of Veteran Affairs patients/clients in accordance with all terms, provisions, general conditions, and requirements as listed herein.

Contract period shall be May 1,2021 – April 30, 2021, with four (4) one-year options to extend.

Quality Assurance Surveillance Plan (QASP)

1. INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions while implementing this Statement of Work (SOW). It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Service Delivery Summary (SDS) in this contract.

The QASP provides a systematic method to evaluate the services the Contractor is required to furnish. The QASP is based on the premise, the government desires to maintain a quality standard in providing primary care/mental health services to its patients. The resulting contract is considered the best means of achieving that objective.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. PURPOSE

The Contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is Quality Assurance (QA) to ensure contract standards are achieved.

3. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO:

Organization or Agency: Department of Veterans Affairs, VISN 7 Network Contracting

b. Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Assigned COR: Ian Reed Organization or Agency: Central Alabama Veterans Health Care System

4. CONTRACTOR REPRESENTATIVES

The following employee(s) of the contractor serve as the contractor’s program manager(s) for this contract.

Primary:

Alternate:

5. PERFORMANCE STANDARDS

Quality Assurance Surveillance Plan (QASP) The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

The Performance Requirements are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract.

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The Contractor shall be responsible for providing supervision twenty-four hours a day, seven days a week in accordance with VA policy and regulations.

Contractor must ensure that Veterans will have access to the facility at all times.

100% during quarterly rating period.

During interviews with Veterans and weekly/biweekly visits and random sampling of records, the VA will ensure facility compliance to the SOW and request that any deficiencies be corrected. Additionally, at the government’s discretion, chose any time, announced or unannounced to have VA personnel inspect the Contractor’s facility.

Three (3) or more documented deficiencies per quarter will result in a negative performance rating and 3% deduction of 1 monthly invoice.

· Contractor shall make available to Veterans computer with internet access and land line telephone.

· The Contractor shall provide adequate on-site laundry facilities for Veterans to do their

Three (3) or more documented deficiencies per quarter shall result in a negative performance rating own laundry.

- The Contractor shall provide adequate detergent when Veteran is unable to purchase due to lack of money. Health and personal hygiene items shall be made available to residents who cannot provide the necessary items for themselves. These items include: sheets, pillows, comforters, towels, wash cloths, linen, soap, toothpaste, etc.

(1) Supportive social services, in collaboration with the HCHV program staff, or other contract resources.

(2) Discharge planning – 80% of Veterans discharged from the

program enter into permanent and affordable housing.

(3) Instruction in and assistance with personal hygiene.

(4) Monitoring of medications, including locked storage for medication.

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

(6) Assistance with employment search and job placement.

(7) Locked medication storage for all Veteran medication

(8) Signed daily medication log for all dispersed medication.

unannounced to have VA personnel inspect the Contractor’s facility.

(2) Contractor shall provide the residence with food staples such as condiments, rice, sugar, snacks, fresh fruit, etc. These items should be replenished as needed.

(3) Food items shall be prepared, served, and stored under sanitary conditions.

(4) Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas, and for proper wasted disposal. (5) The dietary needs of Veterans with verified medical dietary restrictions will be accommodates, i.e. artificial sweetener available diabetics,

adequate supply of fresh fruits and vegetables for vegans, etc. (6) Menus must be updated and posted weekly in the housing unit

(7) Veterans’ ability to obtain or utilize food stamps shall not be considered

Records & Reports: An individual client record shall be maintained on each Veteran admitted under this agreement; which shall include, in addition to reasons for referral, documentation of Veterans’ progress within the program. This record should also include sign in sheets where applicable.

(1) All essential identifying data relevant to the resident and his/her family including a sociocultural assessment.

(2) Data relating to the resident’s admission.

(3) Documentation of medication distribution shall be place in the resident’s record on a weekly basis to include Contractor’s signature, Veteran’s signature date, and time the medication was taken. (4) Copies of any medical prescriptions issued by VA physicians, including any orders for medications to be taken, if any.

(5) Reports of periodic staffing by treatment team.

(6) Discharge summaries on each resident who leaves the program, to include reason for leaving, the resident’s future plans and follow-up locator information.

(7) Individual case records will be maintained in confidence, as required by title 42, U. S. C.,

Three (3) or more documented deficiencies per quarter shall result in a negative performance rating

Part II – “Confidentiality of Alcohol and Drug Abuse Patient Records”.

(8) Records must be accessible to the evaluation study required by congress. (9) Periodic reports must be provided to the VA, e.g., Fiscal Accountability, as required.

(10) Monthly list of Veterans discharge, with date of discharge, shall be submitted to the VA. The VA is to be notified of discharges within 24 hours of discharge, either telephonically, email or fax the information to (334)724-6764. Discharge summaries are to be provided to the VAMC HCHV Liaison within 5 days of discharge from the program. (11) Customer Satisfaction questionnaires shall be delivered to the Contracting Officer Technical Representative (COR) on a monthly basis.

(2) At a minimum, there must be one (1) full-time administrative staff member or his/her staff designee on duty at the premises or residing at the house and available for emergencies 24 hours/day,

Three (3) or more documented deficiencies per quarter will result in a negative performance rating and 3% deduction of 1 monthly invoice.

7 days/week.

(3) All staff vacancies must be reported to the VA Liaison and/or COR within 24 hours of Contractor’s knowledge and must be filled within 30 days.

(3) Contractors staff will ensure that Veterans do not miss appointments due to lack of transportation

Quality Assurance Surveillance Plan (QASP) Quality Assurance Surveillance Plan (QASP) Quality Assurance Surveillance Plan (QASP)

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