36C24725Q0086.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

36C24725Q0086 11-07-2024

Matthew Durden x473324 11-14-2024

23:00 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

36C534

Department of Veterans Affairs

Ralph Johnson VAMC

Mental Health Service

109 Bee Street

Charleston SC 29401-5799

Department of Veterans Affairs

VISN 7 Network Contracting Office

LaVista Business Park - Bldg A

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

TRANSITIONAL HOUSING

Five Year ID/IQ Contract: 01/03/2025 - 01/02/2030

See Price/Cost Schedule.

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

*Mrytle Beach Area* See PWS

The contract's stated maximum or ceiling is $3,500,000.00.

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

Task Order level.

Wage Determination: 2015-4435

See CONTINUATION Page

X X

X ONE

Matthew K. Durden

Contracting Officer

36C24724Q0993

Table of Contents

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 PERFORMANCE WORK STATEMENT

B.5 QASP

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 (MAY 2024)

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 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.9 ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

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

Department of Veterans Affairs

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

ITEM INFORMATION

ITEM

DESCRIPTION

OF SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

7,300.00 EA __________________ __________________

Transitional Housing for Homeless Veterans: 1-20 bed reservation per day. Transitional Housing for Homeless Veterans: 1 Veteran Per Day, x up to 20 beds, x 12 months = QTY 7,300 per year.

Pricing Period One POP Begin: 01-03-2025 POP End: 01-02-2026 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation reservation per day. Transitional Housing for Homeless Veterans: 1 Veteran Per Day, x up to 20 beds, x 12 months = QTY 7,300 per year.

Pricing Period Two POP Begin: 01-03-2026 POP End: 01-02-2027 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services reservation per day. Transitional Housing for Homeless Veterans: 1 Veteran Per Day, x up to 20 beds, x 12 months =

QTY 7,300 per year.

Pricing Period Three POP Begin: 01-03-2027 POP End: 01-02-2028 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social reservation per day. Transitional Housing for Homeless Veterans: 1 Veteran Per Day, x up to 20 beds, x 12 months = QTY 7,300 per year.

Pricing Period Four POP Begin: 01-03-2028 POP End: 01-02-2029 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services reservation per day. Transitional Housing for Homeless Veterans: 1 Veteran Per Day, x up to 20 beds, x 12 months = QTY 7,300 per year.

Pricing Period Five POP Begin: 01-03-2029 POP End: 01-02-2030 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM SHIPPING INFORMATION QUANTITY DELIVERY DATE

1001-5001 SHIP TO: Department of Veteran Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleston, SC 29401 United States

As needed See Above

MARK FOR: Felicia Culley 843-789-7311 Felicia.Culley@va.gov

B.4 PERFORMANCE WORK STATEMENT

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Homeless Program Transitional Housing Contract

STATEMENT OF WORK

GENERAL RESPONSIBILITIES

The contractor (Eastern Carolina Homelessness Organization) shall provide services to beneficiaries for whom such care is specifically authorized by the Ralph H. Johnson VA Medical Center (RHJ VAMC) and its Community Based Outreach Clinic's (CBOC's). The contractor shall provide to the Ralph H. Johnson VA Medical Center (RH) VAMC) Transitional Housing Community Based Health Care for Homeless Veterans (HCHV), in accordance with all terms and conditions, provisions and requirements listed herein and for the rate as prescribed by the approved contract bid. This rate is inclusive of all services as may be necessary in the treatment of the patient. Unless specifically excluded in this contract, the per diem rate established will include the services listed is this document and will also include all services normally provided other patients by the facility without extra charge.

The contractor shall furnish services to beneficiaries from whom such care is specifically authorized by the Ralph H. Johnson VA Medical Center (RHJ VAMC) and who are homeless and many with substance abuse and/or other mental health diagnosis. This contract may include male or female beneficiaries with children and/or significant other with children. It is understood that Ralph H. Johnson VA Medical Center (RHJ VAMC) will only reimburse services provided to male or female Veterans.

Services and/or placement provided to family members (significant others and or children) will not be reimbursed by Ralph H. Johnson VA Medical Center (RHJ VAMC).

Also, it is understood that the type of patients to be cared for under this contract will normally require care and services over and above the level of room and board.

Negative UDS or Breathalyzer will NOT be a requirement of admission. COVID testing is required for admission and the contractor agrees to place Veteran in a hotel if Veteran tests positive until they have completed the mandated isolation time. The contractor will provide the Veteran with food and sanitary supplies while in the hotel.

The contractor may bill daily rate while Veteran is sheltered in the hotel.

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

Room and Board, including at least 3 nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated.

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

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

Transportation to all meetings/appointments/interviews in the community or at Ralph H. Johnson VA Medical Center (RHJ VAMC).

The Contractor shall furnish, on site, adequate laundry facilities for Veterans. Adequate detergent is provided when Veteran is unable to purchase duo to a lack of money.

Also, health and personal hygiene items shall be made available to residents who cannot provide the necessary items for themselves. (soap, shampoo, shaving creme and toilet paper, etc.)

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

PLACE OF PERFORMANCE: Services shall be provided at the Contractor's facility, within 15 miles of the center of Myrtle Beach proper, and on a bus line.

ALL INCLUSIVE RATE

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

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

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

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

d. Supportive social services, in collaboration with the HCHV/HUD-VASH

Program staff, or other contract resources.

e. Individual case management, including professional counseling provided by a licensed social worker (supervised MSW candidate) on self-care skills, adaptive coping skills, and as appropriate, vocational rehabilitation referrals.

f. Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning upgraded social skills and improved personal relationships.

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

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

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

j. Support Staff with a valid driver's license to transport Veterans as needed.

k. Program should also provide with transportation (van or bus tickets, etc.)

to care at Ralph H. Johnson VA Medical Center (RHJ VAMC), local CBOC's and other appointments.

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

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

Employees should not fraternize with Veterans.

STAFFING

The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. In residential treatment facilities there must be, as a minimum, an administration staff member or designee of equivalent profcss10nul capacity on duty on the premises or residing on the premises and available for emergencies 24 hours a day, 7 days a week.

In those instances where a supervised residential setting is linked to a geographically distinct rehabilitation and /or socialization day program, sufficient professional health care personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting.

HOUSING SERVICES

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

Therapeutic and Rehabilitative Services determined to be needed by the individual patient in a plan developed by the contractor with input from the patient and the Ralph H. Johnson VA Medical Center (RHJ VAMC) HCHV/HUD-VASH Program staff as indicated.

Unless authorized by HCHV program and transitional housing personnel, absences from contract transitional house will not be reimbursed. For emergencies, such as death of immediate family member, Veteran must provide appropriate documentation to substantiate request for absence. In situations where the Veteran is hospitalized, every effort will be made to re-admit Veteran to the facility upon release. If Veteran is away from the facility, the facility must provide an incident report within 24 hours. For example, the Veteran does not return (miss curfew), etc.

Unless specifically excluded in this contract, the per diem rate established will include the services listed in the document and will also include all services normally provided other patients by the facility without extra charge.

Contractor shall provide Veterans with transportation to community and Ralph H. Johnson VA Medical Center (RHJ VAMC) (Appointments) for all assigned activities, all scheduled meetings and appointments, including job interviews and work assignments, inclement weather, etc. via van transport or bus tickets until the

Veteran is no longer in the program. If public transportation is not available (i.e., weekdays, after hours, weekends, holidays, etc.), transportation will be provided by the Contractor. Contractor shall assist the Veteran with transportation to include information and instruction so that they can utilize public transportation with provided bus tickets. If public transportation is not available or not appropriate for the Veterans or in-operational at certain times, contractors will provide transportation for Veterans until Veteran is no longer in the program.

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

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

Contractor shall successfully house in independent placement upon discharge 55% of Veterans discharged to meet performance threshold.

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.

The contractor shall notify Ralph H. Johnson VA Medical Center (RHJ VAMC) immediately when a medical emergency occurs that requires re-hospitalization of a patient receiving care at VA expense. It is agreed that the Veteran will be readmitted to the appropriate VA facility. When such readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a nonfederal hospital may be accomplished provided Ralph H. Johnson VA Medical Center (RHJ VAMC) authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that readmission to the VA will be accomplished promptly.

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

The contractor agrees to specific daily or weekly or monthly or as needed treatment team meetings with Ralph H. Johnson VA Medical Center (RHJ VAMC) staff to address patient needs, progress, barriers, etc.

The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action to notify the Contracting Officer that the corrections have been made.

A contract will not be awarded until noted deficiencies have been eliminated. All facilities MUST be sprinkled or otherwise meet fire safety codes prior to award of a contract.

REFERRAL PROCESS

The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated based on race, creed, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

The facility agrees to zero barrier policy for admission of any Veteran based on their medical needs contingent only on the fact that the Veteran is independent in all Activities of Daily Living (ADLs) and Independent Activities of Daily Living (IADLs). The facility must adapt the Housing First Model.

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

The Ralph H. Johnson VA Medical Center (RHJ VAMC) Healthcare for Homeless Veterans (HCHV) treatment team, in collaboration with the existing community homeless program staff, shall identify and refer patients to the contractor. The contractor shall provide Video conferencing to include the necessary computer equipment required for HCHV staff to evaluated referrals face to face via computer.

Confirmation of VA eligibility should be done by facility staff. Veteran's status must be confirmed as eligible for VA medical care prior to admission per verification through SQUARES or with Community Resource & Referral Center (CRRC) eligibility staff. Re-imbursement for services will be based on this eligibility confirmation by assigned VA Liaison working in conjunction with the VA eligibility clerk.

The Ralph H. Johnson VA Medical Center (RHJ VAMC) Case Manager/Liaison shall arrange (coordinate) admissions of Veterans with the Contractor. The Contractor shall record the date and time of admission in the Veteran's file and include such information on the first monthly invoice. Ralph H. Johnson VA Medical Center (RHJ VAMC) arranged admissions of Veterans shall not include treatment and/or residence of Veterans beyond four (4) months unless specifically authorized by VA Transitional Housing Program supervisor.

The facility agrees to provide Ralph H. Johnson VA Medical Center (RHJ VAMC) staff safe and secure climate-controlled office space that offers privacy and sufficient space to interview Ralph H. Johnson VA Medical Center (RHJ VAMC) clients and secure sensitive documents/equipment.

MEDICATIONS

Medications, including controlled substances shall be properly stored and controlled/locked. Documentation of currently prescribed medications from a physicians shall be provided by the VA and recorded in the facility's records.

HEALTH AND SAFETY

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

The facility provides required documentation for sprinkler system or approved alternative as requested per Ralph H. Johnson VA Medical Center (RHJ VAMC) Safety officer prior to contract award.

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

Johnson VA Medical Center (RHJ VAMC) resources to maintain a bed bug free environment.

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

The Contractor will provide sufficient clinical monitoring/care to ensure VA REACH guidelines for addressing suicidality amongst Veterans are met. VA Transitional Housing staff will notify facility upon admission if a Veteran has a high-risk flag and safety plan. Facility will place this information in Veteran's facility file.

ADMISSIONS

Ralph H. Johnson VA Medical Center (RHJ VAMC} reserves the right to decide to admit to the facility and/or remove any or all patients from the facility at any time without additional cost, when it is determined to be in the best interest of Ralph H.

Johnson VA Medical Center (RHJ VAMC) or the patient.

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

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

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

The Ralph H. Johnson VA Medical Center (RHJ VAMC} HCHV/Transitional Housing Program staff, in collaboration with the existing community homeless care task force workers and the contract provider, shall identify and refer all patients to the contractor.

Target population includes homeless Veterans and/or Veterans at risk for homelessness, particularly those who present with co-occurring mental health and substance use treatment needs and have been difficult to engage in treatment. Also, targets and prioritizes homeless Veterans transitioning from literal street homelessness, and those discharged from Ralph H. Johnson VA Medical Center's (RHJ VAMC), who present themselves at Ralph H. Johnson VA Medical Center (RHJ VAMC) emergency rooms and CBOC's, and Veterans who recently became homeless and require safe and stable living arrangements prior to being re-housed.

Upon referring any patient, the contractor will coordinate with the VA to provide or decide to provide the patient with a Primary Care clinical assessment, with a physical and laboratory studies, and Mental Health/Substance Abuse assessment.

The contractor shall provide Video conferencing to include the necessary computer equipment required for HCHV staff to complete the admission process face to face via computer if necessary.

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

Length of stay at VA cost will be initially authorized for up to three (3) months, depending upon the needs of the patient as mutually determined by the patient, the residential treatment staff, and Ralph H. Johnson VA Medical Center (RHJ VAMC) HCHV Program Staff. An additional one (1) month of contract supported residential treatment may be authorized with the Medical Director's/designee's approval with such funding as is authorized. Authorizations beyond September 30, 2023, is contingent upon funds being available for the next fiscal year.

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

INSPECTION AND ACCEPTANCE

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

Prior to the award of a contract, a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, an engineering service safety officer, and a Ralph H. Johnson VA Medical Center (RHJ VAMC) police officer shall conduct a survey of the residential treatment/community health care center.

Residential treatment centers to be utilized will be restricted to community-based facilities that provide food, shelter, and therapeutic services in a supportive environment.

In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the Ralph H. Johnson VA Medical Center (RHJ VAMC) team prior to award of the contract as is required for an integrated primary site. Each of the community health care facilities identified in the complex as contact recipients will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the residential treatment center.

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

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

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

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

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

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

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

Dietetic Services:

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

USDA dietary guidelines may be found at:

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

Nutritionally adequate meals are provided in a setting, which encourages social interaction and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The facility will provide for special dietary needs of all residents based on physician recommendation. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless patients. Many of these patients are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The Ralph H. Johnson VA Medical Center (RHJ VAMC) dietitian may consult with the initial inspection team and the team making http://www.cnpp.usda.gov/dietaryguidelines.htm subsequent assessments, in evaluating not only the printed menus but also the patients' satisfaction with meals and the actual consumption of food offered.

The contractor will be advised of the finding of the inspection team. An inspection will be made prior to contract award. If deficiencies are noted during any inspection, the facility will be given a reasonable time to take corrective action to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. A contract will not be awarded without installed sprinkler system.

Ralph H. Johnson VA Medical Center (RHJ VAMC) shall monitor the contractor's program and inspect the contractor's facility bi-monthly and /or PRN to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the Ralph H. Johnson VA Medical Center (RHJ VAMC) Contracting Officer through the Medical Center Director. If corrections are not made to the satisfaction of Ralph H. Johnson VA Medical Center (RHJ VAMC), The Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer patients and to terminate the contract.

Subsequent inspections of the residential treatment center must be made yearly by a multidisciplinary team including such Ralph H. Johnson VA Medical Center (RHJ VAMC) personnel as the Director considers necessary to assure the facility provides quality care in a safe environment and biweekly by HCHV staff. Inspections are to be unannounced or announced as deemed necessary buy the COR. As Ralph H. Johnson VA Medical Center (RHJ VAMC) program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay.

RECORDS AND RECORDING

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

(1) Release of Information (ROI) authorizing communication between facility staff and VA staff as needed for treatment & discharge planning is require. The ROI will have included authorization to release of data including HIV, Sickle Cell, Alcohol and Drug usage (2). All essential identifying data relevant to the resident and his/her family including a socio-cultural assessment. (3). Data relating to the resident's admission. (4). Copies of any medical prescriptions issued by VA physicians, including orders, if any, for medications to be taken. (5). Contractor's staff members attend periodic staffing at the Ralph H. Johnson VA Medical Center's (RH) VAMC) treatment team. (6) Discharge summaries on each resident who leaves the program, to include reason for leaving, the resident's future, and follow-up locator mformat10n. ('/) Ind1v1dual case records will be maintained in confidence as required by U.S.C. Title 42, Chapter I, Part II, "Confidentiality of Alcohol and Drug Abuse Patient Records." (8) Records will be accessible to the evaluation study required by Congress. (9) Periodic Reports will be provided to Ralph H. Johnson VA Medical Center (RHJ VAMC) (i.e., Fiscal Accountability) as required. (10) Monthly listing of Veterans discharged, and date of discharge shall be submitted to the Ralph H. Johnson VA Medical Center (RHJ VAMC).

(11) Contractor shall notify designated individuals within 24 hours of discharge, either telephonically or fax. (12) Contractor needs to maintain u daily sign-in/sign-out log which will be submitted to the Ralph H. Johnson VA Medical Center (RHJ VAMC) attached to the monthly billing.

The Contractor will also maintain assessment data including Depression monitoring and suicide risk assessment on every resident in the program. The Contractor will provide monthly data on the number of high-risk Veterans in residence as well as confirmation of up-to-date safety plans in their charts The Contractor will provide a daily census report to be submitted by 9am each business day. The Census report should include new admissions, discharges including addresses for the discharged. This report should also include expected admissions, Veterans hospitalized, Veterans jailed, Inappropriate behaviors occurring, issues with Suicidality and any ethical concerns.

EMERGENCY PLAN

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

In the event of a Veteran death, the facility will promptly notify the Liaison and immediately assemble, inventory, and safeguard the patient's personal effects. Any fund deposits and personal effects left by Veteran on the premises of the facility shall be delivered by the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made of the itemized inventory notating the disposition of the funds and effects, the Contractor shall notify the COR at Ralph H.

Johnson VA Medical Center (RHJ VAMC). Should a deceased patient leave no will, heirs or next of kin, his/her personal property and funds, wherever located, vests in and becomes the property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate Ralph H. Johnson VA Medical Center (RHJ VAMC) office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from Ralph H. Johnson VA Medical Center (RHJ VAMC) concerning disposition.

It is agreed that Ralph H. Johnson VA Medical Center (RHJ VAMC) readily have access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of Ralph H. Johnson VA Medical Center (RHJ VAMC) will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. It is also agreed that Ralph H. Johnson VA Medical Center (RHJ VAMC) can make unannounced visits as needed.

D. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the Veteran.

Upon discharge or death of the patient, records on all VA beneficiaries will be retained by the facility for a period of at least three years following termination of care at VA expense.

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

PERSONNEL & POLICY

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

In accordance with 29 Code of Federal Regulations (CFR), Part 1925, Safety and Health Standards for Federal Services Contracts, none of the services required by this contract shall be performed in building, surroundings, or under any working conditions provided or controlled by the contractor, that are deemed unsanitary, hazardous, or otherwise dangerous to the health safety of the contractor's employees or VA beneficiaries. The minimum standards for facilities furnishing Transitional Housing for Homeless Veteran Services under this contract shall be those listed in the latest edition of 42 CFR and National Fire Protection Association (NFPA) 101, Life Safety. CFR and NFPA may be found at:

http://www.gpoaccess.gov/cfr/ : http: //www.nfpa.org/aboutthecodes The contractor shall not maintain, nor provide, dual or segregated patient facilities based on race, creed, color, national origin, or religious belief. The Contractor may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term facilities shall include but not be limited to rooms, wards, http://www.gpoaccess.gov/cfr/ http://www.nfpa.org/aboutthecodes sections, eating areas, drinking fountains, and entrances. Ralph H. Johnson VA Medical Center (RHJ VAMC) shall have the right to inspect the facility and all appurtenances by authorized representative(s) designated by Ralph H. Johnson VA Medical Center (RHJ VAMC) to determine whether acceptable standards are maintained, and adequate care is being rendered.

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

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

CONTRACTOR REQUIRED TRAINING

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

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

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

Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document- e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the

ORDERING ACTIVITIES AND OFFICES

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

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

HEALTH REQUIREMENTS

The contractor shall certify that his/her employees have received the following testing/immunizations within the past year and will maintain coverage during the contract period: (a) Tuberculosis Testing-The PPD test or radiological exam shall be repeated annually. The chest x-ray is necessary only if employee has symptoms consistent with pulmonary TB or has had a positive PPD or history of positive PPD.

(2) Rubella Testing - all contract personnel shall provide proof of immunization for measles, mumps, rubella, or rubella titer of 1:8 or greater. If the titer is less than 1:0, the rubella immunization must be administered with follow-up documentation to the COR. (3) Immunization - for purposes of infection control, all contract employees shall take required immunizations and any health action required by generally accepted public health standards and any immunizations necessitated by any outbreaks in the area/community.

Contract personnel will not be allowed to perform duty until immunization documentation is provided to the COR. (4) If there is a potential for exposure to the blood borne pathogens or other potentially infectious materials (OPIM), there should be documentation indicating employees have taken or declined Hepatitis B series vaccination.

CONFIDENTAILITY:

All Contractor personnel shall observe the requirements imposed on sensitive data and information by law, Federal regulations, VA statutes and policy, Veterans Health Administration all personnel (e.g., Privacy Act of 1974, Public Law 93-579, the requirements of the FPM 731, Subchapter 2 under E.O. 10450, etc.). Public Law 93- 579 may be found at: http://privacy.defense.gov/files/pal974/pdf

The contractor will agree to sign a Business Associate Agreement with Ralph H.

Johnson VA Medical Center (RHJ VAMC) to comply with HIPPA.

The contractor personnel who obtain access to hardware or media which may store drug or alcohol abuse data, sickle cell anemia treatment records, records of tests or http://privacy.defense.gov/files/pal974/pdf treatment for or infection with Human Immunodeficiency Virus (HIV) or medical quality assurance records protected by 38 U.S.C. S'/01, S'/05, and 7332, as defined by the Department of Veterans Affairs, shall not have access to the records unless necessary to perform their contractual duties.

RELEASE OF MEDICAL INFORMATION

The contractor shall only release medical information obtained during this contract to subcontractors (if applicable), Contractors or Ralph II. Johnson VA Medical Center (RHJ VAMC) employees involved in the care and/or treatment of that individual patient. Patient demographics shall be treated as privileged information. Lists, names, and/or social security numbers of patients shall not be disclosed or revealed any way, for any use outside the contractor's facility or without prior express written permission of the Contracting Officer.

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

The contractor is subject to the provisions of the Privacy Act of 197 4 (Public Law 93-579); the Comprehensive Alcohol and Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-282); the Drug Abuse Office and Treatment Act of 1972 (Public Law 92-255); and all other Federal or State statues regarding confidentiality of patient information.

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

Records of treatment shall not be given to patients or their families for transfer to the

VA.

Ralph H. Johnson VA Medical Center (RHJ VAMC) shall be provided access to medical…