36C24724Q0487_1 Columbia RFQ Final.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

544-24-3-116-0031

36C24724Q0487 04-09-2024

Matthew Durden x473324 04-23-2024

07:00 EDT

36C247

Department of Veterans Affairs

VISN 7 Network Contracting Office

LaVista Business Park - Bldg A

2008 Weems Road

Tucker GA 30084

X 100

X

624229

$19 Million

Net 30

N/A

36C544

Department of Veterans Affairs

Wm Jennings Bryan Dorn VAMC

Social Work Service

6439 Garners Ferry Rd

Columbia SC 29209

Department of Veterans Affairs

VISN 7 Network Contracting Office

LaVista Business Park - Bldg A

FMS-VA-2(101)

Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

See Statement of work and delivery schedule.

The Guaranteed minimum under this contract is $5,000.00 for the initial fiscal year in which the contract was awarded.

The contract's stated maximum or ceiling is $7,000,000.00.

Individual Task Orders will be issued each year of performance. The current wage determination will be at the task order level.

See CONTINUATION Page

X X

X One

Matthew K. Durden

Contracting Officer

36C24724Q0487

Table of Contents

SECTION A .................................................................................... Error! Bookmark not defined.

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

AND COMMERCIAL SERVICES ..................................... Error! Bookmark not defined.

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2023) (DEVIATION) (JAN 2024)

C.10 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 Additional Evaluation and Quote Submissions Information:

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

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 PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer Matthew K. Durden

VISN 7 Network Contracting Office

LaVista Business Park - Bldg A

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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

Requests.

Addendum to VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

✓ Invoice Number and Date

✓ Contractor’s Name and Address

✓ Accurate Purchase Order Number

✓ Supply or Service provided

✓ Period Supply or Service Provided

✓ Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

B.2 PRICE/COST SCHEDULE

*Estimated Monthly Usage*

ITEM INFORMATION

ITEM

DESCRIPTION OF

SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

10,220 Day __________________ __________________ Room and Board for up to 28 beds per day for Homeless Veterans

Program. 10,220 is calculated by: 28 Veterans x 365 Days Per Year = 10,220 Days.

1 to 28 Bed Reservations per day, monthly minimum of one bed. Not to exceed contract maximum. Estimated order.

Contract Period: Ordering Period 1 POP Begin: 07-10-2024 POP End: 07-09-2025 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

10,220 Day __________________ __________________ Room and Board for up to 28 beds per day for Homeless Veterans

Program.

1 to 28 Bed Reservations per day, monthly minimum of one bed. Not to exceed contract maximum. Estimated order. 10,220 is calculated by: 28 Veterans x 365 Days Per Year = 10,220 Days.

Contract Period: Ordering Period 2 POP Begin: 07-10-2025 POP End: 07-09-2026 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

3001 10,220 Day __________________ __________________ Room and Board for up to 28 beds per day for Homeless Veterans Program.

1 to 28 Bed Reservations per day, monthly minimum of one bed. Not to exceed contract maximum. Estimated order. 10,220 is calculated by: 28 Veterans x 365 Days Per Year = 10,220 Days.

Contract Period: Ordering Period 3 POP Begin: 07-10-2026 POP End: 07-09-2027 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

4001 10,248 Day __________________ __________________ Room and Board for up to 28 beds per day for Homeless Veterans Program.

1 to 28 Bed Reservations per day, monthly minimum of one bed. Not to exceed contract maximum. Estimated order. 10,220 is calculated by: 28 Veterans x 366 Days Per Year = 10,248 Days. (Leap Year).

Contract Period: Ordering Period 4 POP Begin: 07-10-2027 POP End: 07-09-2028 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

5001 10,220 Day __________________ __________________ Room and Board for up to 28 beds per day for Homeless Veterans Program.

1 to 28 Bed Reservations per day, monthly minimum of one bed. Not to exceed contract maximum. Estimated order. 10,220 is calculated by: 28 Veterans x 365 Days Per Year = 10,220 Days.

Contract Period: Ordering Period 5 POP Begin: 07-10-2028 POP End: 07-09-2029 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM NUMBER SHIPPING INFORMATION QUANTITY DELIVERY DATE

1001 SHIP TO: Department of Veteran Affairs Wm. Jennings Bryan Dorn VA Medical Center 6439 Garners Ferry Rd Columbia, SC 29209 United States

10,220 07/10/2024 - 07/09/2025

MARK FOR: Kerry Dobson

(803) 776-4000 x57776 kerry.dobson@va.gov

2001 SHIP TO: Department of Veteran Affairs Wm. Jennings Bryan Dorn VA Medical Center 6439 Garners Ferry Rd Columbia, SC 29209

10,220 07/10/2025 - 07/09/2026

MARK FOR: Kerry Dobson

3001 SHIP TO: Department of Veteran Affairs

Medical Center 6439 Garners Ferry Rd

10,220 07/10/2026 - 07/09/2027

4001 SHIP TO: Department of Veteran Affairs

Medical Center 6439 Garners Ferry Rd

10,248 07/10/2027 - 07/09/2028

5001 SHIP TO: Department of Veteran Affairs

Medical Center 6439 Garners Ferry Rd

10,220 07/10/2028 - 07/09/2029

B.4 STATEMENT OF WORK

HEALTH CARE FOR HOMELESS VETERANS

CONTRACT EMERGENCY RESIDENTIAL SERVICES (CERS) BEDS: GENERAL

POPULATIONS

1. PURPOSE

The Department Affairs Medical Center in Columbia, South Carolina requires Room and Board services for the Community Based Health Care for Homeless Veterans (HCHV) Program for up to 28 veterans at any given time. The goal of the HCHV program is to remove homeless

Veterans from the streets or habitation unfit for Veterans to place them in community-based, residential environments with sufficient supportive services to meet their needs and ultimately facilitate the improvement of their housing situation.

2. BACKGROUND

Through the HCHV program the VA Medical Center provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this service is to provide housing, and supportive services to Homeless

Veterans and/or their families in community-based Contracted Emergency Residential Services

(CERS) facilities offering a safe and secure environment that supports their goals for recovery from homelessness. The Contractor shall be able to provide a low- barrier therapeutic and rehabilitative milieu and attendant services targeting the underlying factors contributing to homelessness. The Contractor is not required to provide detoxification or other hospital level treatment.

3. PERIOD OF PERFORMANCE

Period of performance is a five-year ordering period, with an option to extend services for six months via FAR 52.217-8.

Room and Board shall be accessible to the Veterans admitted to the program seven (7) days a week and twenty-four (24) hours per day throughout the year.

4. PLACE OF PERFORMANCE

Facility located within 30 miles of Columbia Veterans Affairs Medical Center.

5. SERVICES TO BE PROVIDED

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer

Representative (ACOR) shall be assigned to this procurement and written notification shall be provided to the Contractor after award.

BASIC SERVICES: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care with the following basic services:

• ROOM AND BOARD: Room and Board shall be accessible to the Veterans admitted to the program 7 days a week and 24 hours per day. Accommodations shall include a bed and other furnishings such as a dresser, storage locker or designated secured space, and personal linens (towels, pillows, blankets, and bed sheets).

o The Contractor shall allow Veteran to store personal belongings for at least seventy-two (72) hours after formal HCHV discharge.

o At least three (3) nutritious meals, seven (7) days a week shall be provided for the Veteran. In addition, the availability of snacks of nourishing quality (e.g.

fruits, vegetables, protein sources), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated.

There shall not be more than a fourteen (14) hour span between evening meal and breakfast of the following day. Contractor shall provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g. diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh). Food shall be prepared, served, and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food.

o The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

• LAUNDRY FACILITIES: Laundry facilities and necessary detergent free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one

(1) time per week.

• THERAPEUTIC AND REHABILITATIVE SERVICES: Each Veteran shall have an

Individual Care Plan (ICP) completed by the Contractor with input from the Veteran and the VA HCHV Liaison (or Designee). Therapeutic and rehabilitative services shall be stated in the Plan of Care. Services which the Contractor must be able to furnish or provide shall be detailed and include:

o Group Activities: Structured group activities, as appropriate, shall occur four (4) times per month – examples include group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate. For the purposes of this service “House Meetings” and VA

Housing Resource Groups may not be counted as a structured group activity.

The activity should have a therapeutic value and facilitation shall be the responsibility of the Contractor. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflicts with this requirement alternate group activates shall be arranged and/or the

Contractor shall clearly document efforts made to accommodate the Veteran.

o VA Coordination: Collaboration and coordination with VA program staff, as needed, shall include coordination of supportive psychosocial services. In particular, coordinated efforts must be made with the Liaison around medical, mental health, admission, and discharge needs.

o Case Management: A thorough written Individualized Care Plan (ICP) shall be developed within forty-eight (48) business hours of admission for each

Veteran. This shall include structured individual case management, at minimum, weekly including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, and referral for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling in collaboration with

VA programs and community resources. In addition, special attention shall be made to address High Suicide Risk (HSR) Veterans as identified by the

VA Liaison, VA Mental Health Staff and/or the contracted Case Manager.

On a weekly basis the contracted case manager shall be required to update the VA Liaison on Veteran progress and/or safety concerns for HSR

Veterans. Contracted case manager shall review the HSR Safety Plans with the Veteran on a bi-weekly (2/month) basis. HSR Safety plan reviews and a copy of the Veteran’s Safety Plan shall be documented in the chart. All

Veterans shall be referred to VA for Primary Care and Mental Health appointments and Contractors shall support Veterans in making initial and subsequent appointments. Efforts shall be documented in the Veterans ICP and reviewed by the HCHV Liaison at least monthly. All Contractors shall provide proper documentation verifying services and case management efforts by all team members including, but not limited to housing, benefit and employment specialists, and program management staff. There shall be an expectation that notes are written professionally in a format that utilizes the clear settings of goals and documents progress towards those goals (e.g.

SNAP, SOAP, or SMART notes).

o Staffing Ratio: Contractor shall maintain a minimum staffing requirement ratio of 28:1. The Contractor must provide sufficient staffing to ensure safety and meet the needs of residents at all times. Exceptions may be granted in writing by the VA. Staff is defined as a paid professional or para-professional and does not include interns.

o Permanent Housing Search: Programs are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for Veterans’ transition to permanent housing placements must be clearly reflected in each ICP and in weekly case management notes. As part of this plan, Veterans’ housing history and needs must be assessed within forty-eight (48) business hours of program admission. Housing Assessments must identify Veterans’ housing history, strengths (i.e. positive prior rental history), and barriers (i.e.

Unlawful Detainers). Should Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques shall be used to address Veteran ambivalence. All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to

Veterans in developing permanent housing plans and accessing appropriate housing resources. All housing efforts by Contractor shall be documented clearly and presented to HCHV Liaison upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own meet the above requirements.

o Financial Planning: Referral to and follow up on all potential financial resources the Veteran may be eligible for (e.g. SSI, SSDI, Food Stamps, NSC pension, GA). Case Managers shall document all structured activities that support Veteran in developing a short and long-term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be accomplished in group but preferably through one-on-one case management services.

o Employment Services: Referral to all relevant employment opportunities the

Veteran is eligible for and interested in, Case managers shall document all structured activities that support Veteran in applying for employment as appropriate based on needs of Veteran as identified in the assessment.

o Recovery: Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential. Assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach. Pursuant to these principles, drug testing may not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior.

o Occupancy: It is expected that Contractor beds shall be maintained at an average minimum of an 75% occupancy rate but at a preferred rate of 85% as calculated based upon number of bed nights available per quarter.

o Outreach: Contractor shall be responsible to engage in outreach in the community both independently and in collaboration with Columbia VAHCS

Homeless Programs Designee(s) at least four (4) times per month. In addition, clear documentation for outreach activities must be made available to Liaison upon request. Contractors shall maintain occupancy by engaging in outreach services and shall be knowledgeable about outreach best practices generally accepted in the community.

o Discharge Planning: Securing permanent housing shall be the primary discharge goal for every Veteran. All Veterans must have a discharge plan within two (2) weeks of admission which integrates items included in

Paragraph 5 above. Compliance with all VA regulations regarding discharges and timeliness of reporting discharges is required by Contractor. Case

Managers shall provide assistance with discharge planning for every Veteran and report all discharges. Paperwork required for discharging a Veteran from any HCHV program is required via fax within twenty-four (24) business hours from known discharge. Housing needs shall be assessed upon acceptance to the and resources shall be coordinated for discharge to a successful community placement throughout the duration of the Veteran’s stay. A negative discharge for undesirable behavior is a committee decision that must include the VA Liaison prior to discharge. All Veterans scheduled for discharge based on behavior must meet with the treatment team and work with the team to determine most therapeutic option for Veteran. This does not include violations for safety reasons or verbal abuse.

Please note: Profanity does not in and of itself constitute abuse and shall not exclusively be considered grounds for discharge. Any and all actual or threatened violence shall be grounds for discharge. Veterans may be discharged for safety reasons at any time. All negative discharges shall be subject to a full team debriefing, including VA Liaison, to look for opportunities missed to intervene sooner. All discharges are subject to the

Contractors grievance procedures and must allow clients the opportunity to be represented by the VA Liaison in the grievance process. Reasonable efforts must be made to coordinate with the Liaison in order to schedule an appeal.

HCHV performance measures and requirements set forward must be met in order to receive the highest past performance rating. These include the following:

▪ HCHV1 % Exits to permanent housing 55.00%

▪ HCHV2 % Negative exits <20%

▪ Bed Occupancy >75%

▪ Length of Stay ranges from thirty (30) to ninety (90) calendar days with the option to extend based on clinical need.

o Grievance Procedures: Programs must have an internal grievance process that Veterans can use to resolve conflicts within the program. Programs must have written policies and procedures for resolving grievances, including a statement regarding the client’s right to request reasonable accommodation, and must post them in a place conspicuous and be accessible to the veteran. In addition, each veteran shall receive a copy of the grievance policies and procedures, upon intake and upon receiving a warning or discharge notice.

o Intake Packets: All Veterans must receive an intake packet within seventy-two (72) business hours which includes, at minimum, the following information:

▪ Description of the Contractors services

▪ Grievance Policy

▪ Emergency procedures

▪ Patient rights and Reasonable Accommodation o Extensions: All extensions beyond sixty (60) calendar days must be approved in writing by HCHV Liaison or the COR.

o Medication Management: Medications and narcotics shall be properly stored, controlled, issued, and recorded in compliance with physician’s orders. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication. Medication Assisted Treatment (MAT) cannot be used to rule out Veterans participation in an HCHV Program. This includes prescribed usage of but not limited to Vicodin, morphine, and methadone oxygen.

Reasonable accommodation for individuals in MAT is required provided the requested accommodation does not require major financial or administrative commitments that would be considered an “undue burden.” Examples of reasonable accommodations may include:

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

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

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

o Timeliness of Response: Contractor is expected to have a dedicated phone line for VA inquiries and referrals. Return calls from the program are expected within four (4) hours during business hours Monday through Friday

8:00 a.m. through 4:40 p.m. This includes calls from VA Staff or the

Liaison to the program.

o Critical Incident Reporting: All critical incidents shall be reported within twenty-four (24) hours. This includes the following:

▪ Falls

▪ Assault (to Veteran or Staff)

▪ Elderly/Dependent Adult Abuse or Neglect

▪ Sexual Assault

▪ Fire (Veteran Involved)

▪ Medical/Psychiatric Emergency (911 Calls)

▪ Hospitalization

▪ Suicide or Suicide Attempt

▪ Homicide

▪ Death

▪ Infectious Control (TB)

▪ Active Substance Abuse

▪ Observation/ Possession of Weapons

DOCUMENTATION: The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the

Veteran, the VA staff and appropriate community resources in resolving problems and setting goals. An individual case record shall be created for each referred Veteran. Case records shall be maintained to ensure the confidentiality of each Veteran. Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards shall be made available on a need-to-know basis to appropriate

Department of Veterans Affairs staff members involved with the treatment program of the

Veterans concerned. The Contractor shall comply with applicable requirements of the

Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the

Confidentiality of Certain Medical Records (38 USC 7332). The files shall include:

• Reasons for referral

• All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment, weekly progress reports or notes, and documentation of any case management interventions or patient care conferences

• For sites who implement Medication Management/Monitoring- Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. Contractor must be in compliance with HCHV inspection requirements

• Case management notes written in a professional manner (i.e. SMART, SOAP, SNAP) shall include the following:

o A written and thorough Housing Needs Assessment o Financial Plan o Discharge Plan, and Individual Care Plan with attendant goals and documented activity indicating Veteran and Case Manager is actively working on identified goals.

• Final summaries on each resident who leaves the program, to include reasons for leaving, the resident’s future plans, and follow-up locator information.

• Extension approval if relevant.

• Waivers as appropriate.

RULES, POLICIES AND PROCEDURES: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. Such rules clearly inform Veterans of the obligations upon which their continued participation in the program depends and the consequences for non-compliance. Veterans shall be provided a copy of the rules at intake or upon Veterans request. Contractor shall post the rules in a location readily accessible to clients and visitors. These rules must include detailed Patient Rights and the procedures that the

Contractor has in place to protect the Veterans rights and dignity. Veterans must be permitted to exercise these rights without fear of reprisal. If requested, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by the Veterans’ physical or mental disabilities, in accordance with the Americans with Disabilities Act, the

Federal Fair Housing Amendments Act, Section 504 of the Rehabilitation Act, including those requirements covering reasonable accommodations for disabilities and the use of assistance animals, and all other applicable State or Federal laws. Contractor must equally apply all rules, policies, and procedures to Veterans, unless a Veteran has asked for a reasonable accommodation due to his/her disability.

PROCEDURES FOR NEGATIVE DISCHARGE OR SANCTION: Contractor must post rules in the Veterans Case Manager’s Office and provide Veteran with the rules which specify the reasons or conditions for which a Veteran may be sanctioned or discharged, including those behaviors which constitute gross misconduct and are grounds for immediate discharge from the program and those which would prompt a written warning if violated and potential discharge if violated repeatedly. Contractor shall describe the formal appeal procedures through which clients may appeal program regulations, sanctions, or discharges. This information must be provided to clients in writing upon intake and must be clear and easily understandable by clients.

This information shall include:

• Immediate contact with VA liaison.

• Timely due process provisions which should include two (2) warning notices for violations which does not result in immediate discharge prior to issuance of a discharge notice and an opportunity for a case conference after warning is issued to the client,

• Notice of, and access to, formal appeal procedures,

• Notice of the conditions or process for re-admission to the program.

• Reasonable efforts to provide an appropriate referral to another facility or appropriate level of care as needed,

• This does not apply to Veterans who are discharged for danger to self or others.

ADDITIONAL CONTRACT REQUIREMENTS

The C&A requirements does not apply, and a Security Accreditation Package is not required.

PERSONNEL: The Contractor shall employ sufficient personnel to carry out the policies, contract responsibilities, and the program for the facility. Case management staff must have appropriate and commensurate coverage for staff using authorized and unauthorized leave (e.g.

holidays, sick leave, family care). There is an expectation that there is an administrative/clinical

Designee that shall be available for consultation for emergencies twenty-four (24) hours a day, seven (7) days a week. The Contractor shall assign personnel that by education, training and when required, certification or licensure qualified to provide the Basic Services and

Supplemental Services.

STAFF TRAINING: Contractor shall provide at least one (1) staff person on-site at all times who has had training and orientation on the following topics. Staff shall receive and document—at a minimum—one (1) time training per year on these subjects.

• CPR

• First Aid

• Crisis intervention

• Cultural sensitivity

• Sexual harassment

• Sensitivity to wider issues of homelessness

• Universal Precautions (disease transmission prevention)

• Child abuse/neglect reporting laws (if shelter provides services to children)

• Adult abuse/neglect reporting laws

• Harm Reduction philosophy

• Suicide Prevention

• Medication management

• State and Federal Fair Housing Law and ADA Requirements

• Conflict resolution

• De-escalation techniques

• Search and Seizure/Probable Cause in the Shelter Setting

Contractor must have a policy prohibiting staff from establishing sexual relationships with program clients.

The Contractor must identify each person functioning as “Key Personnel” and provide to the

VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience.

During the first ninety (90) calendar days of service performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within fourteen (14) calendar days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial ninety (90) calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least fifteen (15) calendar days before the substitution is to occur. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave

Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor’s offer.

REFERRALS, ADMISSIONS AND ELIGIBILITY: Contractor must utilize an admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable State and Federal laws. Admissions will be processed between the hours of 8:00 am

– 9:00 pm. Contractor shall provide verbal and written notification that is readily accessible to all individuals, upon request, of reasons for non-acceptance. Notification of reasons for non-acceptance is not required to be given to those denied service/housing because of bed unavailability. The eligibility information must be made available to clients at intake and staff must provide answers to questions about the admission criteria and process. Contractors must have formal appeal procedures through which clients may appeal unfavorable admission or eligibility decisions and a copy of the policy for appeals is to be given to the Veteran at screening or intake.

The VA is responsible for determining eligibility of Veterans prior to acceptance by the

Contractor for services. After receipt of a Release of Information (ROI) a written pre-approval from VA Staff is required (hard copy, fax or e-mail are acceptable) and shall be provided to the

Contractor for each Veteran referred for services under the contract. If there is an urgent need to admit a Veteran and VA Staff is not available to provide a written approval in a timely manner a verbal approval is acceptable. Any admissions that occur without written/verbal approval must be verified by VA Staff within twenty four (24) business hours in order for the Contractor to receive payment for time spent prior to approval (e.g. admission after hours or during the weekend). Written documentation of eligibility verification, signed by an authorized VA Staff, shall be obtained by the Contractor as soon as possible for each Veteran referred for services under the contract for inclusion in the Veterans program file.

A list of authorized VA Staff shall be provided to the Contractor upon commencement of the services. VA Staff may be added or deleted from the list during the term of the services at the discretion of VA Contracting Officer and/or delegated COR. The Contractor shall be provided an updated list of authorized VA Staff whenever such changes are made.

It is understood that the Contractor shall not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA.

• The initial stay for a Veteran should be no longer than sixty (60) calendar days.

Some Veterans may be considered for up to ninety (90) calendar days depending on the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and HCHV Coordinator or Designee. Any extension of the stay after ninety

(90) calendar days must be authorized by the VA Homeless Program Coordinator or

Designee, provided that there is clear clinical indication and availability of funds.

Only extraordinary circumstances shall be considered in order to extend Service periods in excess of six (6) months for individual Veterans and these must be authorized by the Medical Center Director or Designee.

o It is understood that the type of Veterans to be cared for this service shall require care and treatment services over and above the level of room and board. To be eligible for placement in emergency contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA services. Contractors are encouraged to provide housing and or services to special Veteran populations, such as but not limited to the following: medically compromised Veterans, Veterans with young children, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system.

• Denial of Services: Veterans cannot be denied entry to HCHV Contracted

Residential Services based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, disability, income, gender, or legal history. This includes a Veterans status of being a victim of Domestic Violence and as such cannot be considered during the screening process. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining the program's safety, security, and integrity. All Contractors must employ a harm reduction approach.

ABSENCES AND CANCELLATION: The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within twenty-four (24) hours of Veterans absence. Should a Veteran absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of forty-eight (48) consecutive hours, provided there is a documented active outreach attempt on the part of the Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran shall return, and the bed has not been filled. Management of program dropout rate shall be an element of quality assurance review of this program. The

HCHV Liaison may authorize payment for excused absences up to forty-eight (48) hours if there is a compelling medical or mental health need and the excused absence is verified.

• VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran. This includes discharge from facility for ongoing bed bug infestation.

The Contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran shall be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal facility is acceptable. If hospitalization of a non-emergent nature is required, it is agreed that admission to the appropriate

VA facility shall be accomplished promptly. The Contractor shall make arrangements for admission and support the Veteran with any transportation issues that may arise.

The Contractor shall notify the authorizing VA facility immediately of any incidents involving

Veterans residing in the Contract Emergency Residential program. The Contractor shall notify the VA Case Manager by telephone during the hours of 8:00 a.m. through 4:30 p.m. For all incidents that occur after normal business hours, the Contractor should notify the HCHV Staff the following business day. The Contractor shall provide the HCHV Case Manager and the COR with a copy of the incident report within twenty-four (24) business hours. The Contractor shall maintain a copy of the incident report in the Veteran’s case record. Please see above in Basic

Services for details regarding what constitutes Critical Incident Reporting.

CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING: Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abides by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).

The VA reserves the right to exclude Contractor staff members from providing services to

Veterans based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by

Veterans or other Staff members to designated Government representatives. The Contractor and

Contracting Officer’s Representative shall deal with issues raised concerning Contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

BASIC RIGHTS AND PROTECTION AGAINST DISCRIMINATION: Contractors must protect the rights and dignity of the individual or family served in all phases of service delivery.

At a minimum, providers must afford each Veteran the following rights and protections. Clients must be permitted to exercise these rights without fear of reprisal.

• Veterans are entitled to enjoy a safe and healthful environment in the program.

• Veterans are entitled to be treated in a manner that respects their dignity, privacy, and individuality.

• Veterans with disabilities are entitled to reasonable accommodations under fair housing laws when such accommodations are necessary because of their disability

• Veterans are entitled to remain in the program and not be involuntarily removed without reasonable notice, good cause, and just procedures

• All program clients are entitled to just and standardized procedures for determining eligibility, admissions, sanctions, and discharges, and resolving grievances

• Veterans are entitled to reasonable privacy and confidential treatment of personal, social, financial, medical, dental, and behavioral health records, except as necessary to further treatment, information, and referral services and in compliance with the resident’s consent to release information

• Veterans are entitled to the full exercise of their civil, constitutional, and legal rights

• Veterans shall have on-going opportunities to voice opinions, to participate in program operation and programming, and to make suggestions regarding programming and rules.

• Veterans’ rights must be protected against all forms of discrimination, including those based on race, religious creed, color, national origin, ancestry, language, disability

(physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation

• Veterans shall receive a written policy indicating that harassment of clients and staff on the basis of race, religious creed, color, national origin, ancestry, language, disability

(physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation shall not be condoned nor tolerated

• Contractors shall develop a written policy for transgender clients that provides for safe, secure, and dignified case management as well as accommodate the special requirements needed for privacy. Transgender clients shall have access to sleeping accommodations and bathroom facilities based on their gender of identification, regardless of physical characteristics or gender conformity. People who do not clearly identify as male or female should have access to whichever sleeping and/or bathroom accommodation helps them feel safest. Where there are single-use showers and bathrooms in the facility designated for residents, transgender residents shall be told about them and welcome to use them but not required. It is the Contractors responsibility to promote a safe environment for transgender clients amongst the general population.

• Programs must post these policies in a conspicuous place and in appropriate languages.

• All policies and procedures shall be in writing and subject to review by the VA

REASONABLE ACCOMODATION: Contractor must respect and reasonably accommodate personal and cultural differences associated with race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation. At no point shall program access be denied because of an individual’s disability. Information learned about the client’s disability from the assessment shall not be used as grounds for discharge or other punishment and shall be used to guide client to appropriate services. Moreover, a program may not apply different rules to individuals because of their disabilities, unless the different rules are a result of granting a reasonable accommodation request made by an individual with a disability. The Contractor shall not ask questions about a client’s disability, including the nature and severity of the disability or the treatment, symptoms, and medications related to the disability. A Veteran is not obligated to reveal that she/he has a disability prior to admission.

Veterans with disabilities are entitled to reasonable accommodations. If a Veteran requests a change in a program’s policy or procedure as an accommodation of his/her disability, the program should grant the accommodation when the accommodation is both reasonable and necessary because of the individual’s disability. Such an accommodation request must be considered during any stage in the provision of a program, including at intake, during services, and during discharge proceedings.

When a reasonable accommodation request is made, the program supervisor may request verification of the individual’s disability. The Contractor is required to develop a written policy for their process for reasonable accommodations within thirty (30) calendar days of the award.

This shall include:

• All requests for reasonable accommodation.

• Details of all steps taken to accommodate a Veteran’s request for reasonable accommodation.

• Any explanation for denial of services and/or accommodation.

• Any appropriate referrals to Veterans who are denied accommodation. All explanations are to be written on formal letterhead from program management to the Veteran and

Liaison at the time of denial for services or accommodation. Contractor shall be aware that violation of the ADA, Section 504 of the Rehabilitation Act and Fair Housing Laws may result in stopping admissions and/or termination of contract for convenience.

TRANSPORTATION: The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor shall be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or taxi.

FACILITY: It is the responsibility of the Contractor to properly maintain its facilities and the

VA shall have no responsibility for paying or reimbursing the Contractor for such expenses.

The contracted facility must:

• Pass VA NFPA inspection within sixty (60) calendar days prior to commencement of services if they have not been previously. Contract shall be terminated for convenience if facility does not pass NFPA inspection within sixty (60) calendar days.

• Have a current occupancy permit issued by…