36C24821Q0926_1.docx

36C24821Q0926

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24821Q0926 08-18-2021 Paul Jarrett 813-972-2000 ext. 3107 08-30-2021

10:00 AM

EDT

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 525 Tampa

FL

33637 X 624229 $16.5 Million N/A X Department of Veterans Affairs James A. Haley Veterans Hospital (90C) 13000 Bruce B. Downs Blvd Tampa

FL

33612 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Tampa

FL

33637

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin

TX

78714-9971 See CONTINUATION Page Provide Veterans Residential Services to the Tampa VA in accordance with the PWS.

See CONTINUATION Page X X Paul Jarrett Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 Steven Scharlow Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center

P.O. Box 149971 Austin TX 78714-9971 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Base POP Begin: 09-16-2021 POP End: 09-15-2022

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Base POP Begin: 09-16-2021 POP End: 09-15-2022

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Option 1 POP Begin: 09-16-2022 POP End: 09-15-2023

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Option 1 POP Begin: 09-16-2022 POP End: 09-15-2023

State number of available beds x 366 = Quantity Daily Rate (Unit) x available beds x 366 = Amount Contract Period: Option 2 POP Begin: 09-16-2023 POP End: 09-15-2024

State number of available beds x 366 = Quantity Daily Rate (Unit) x available beds x 366 = Amount Contract Period: Option 2 POP Begin: 09-16-2023 POP End: 09-15-2024

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Option 3 POP Begin: 09-16-2024 POP End: 09-15-2025

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Option 3 POP Begin: 09-16-2024 POP End: 09-15-2025

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Option 4 POP Begin: 09-16-2025 POP End: 09-15-2026

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount Contract Period: Option 4 POP Begin: 09-16-2025 POP End: 09-15-2026

Page 1 of Page 1 of PERFORMANCE WORK STATEMENT: Residential Services

1. BACKGROUND AND OVERVIEW:

The purpose of this project is to obtain a qualified contractor to provide short-term Contracted Residential Services (Emergency Housing or Low Demand Safe Haven) for homeless Veterans in safe community-based residences who are in need of an immediate housing placement as they seek permanent housing and/or additional care and services. Emphasis is placed on referral and placement in permanent housing utilizing VA or community resources. Veterans may apply directly to the contracted provider for services or be referred from other programs, both within and outside the Veterans’ Healthcare Administration (VHA). HCHV program staff will determine eligibility and the contracted provider will evaluate the suitability and appropriateness of the level of Healthcare for Homeless Veterans (HCHV) Residential Care.

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, legal history, or testing positive for a communicable disease. The screening process must consider each of these special circumstances and determine whether the program can meet the needs of the Veteran. Each facility must have a way to quarantine Veterans away from the general population if needed.

HCHV-funded programs must maintain and adjust environments to support the safety, security privacy and services for women Veterans. Special emphasis on privacy and security should be noted in mixed-gender facilities that promotes a lifestyle free of sexual discrimination. Veteran residents have a right to be treated with dignity in a humane environment that affords them both reasonable protections from harm and appropriate privacy with regard to their personal needs. The living environments of HCHV Contract Residential Services should include residential room and board in a clean and orderly environment.

Program entries will be prioritized through requirements set forth by the Veterans Administration and requires final approval of Contract Bed Liaison or designee.

A VA Liaison to the Contractor will be identified by the homeless program leadership at the Tampa VA. She/he will act as the clinical liaison for all client related issues between the Contractor and the Tampa VA homeless team. She/he will provide clinical oversight. She/he will not provide direct clinical supervision.

Contractor shall have existing programs and facilities in Hillsborough, Pasco, Citrus, Hernando, or Polk Counties that are fully operational and can start providing services as required in this Statement of Work within 30 days of contract award.

Contractors shall be able to provide Emergency Housing Services and/or Low Demand Safe Haven Services:

Emergency Housing:

· Time limited services up to 60 days

· Targets homeless Veterans

· Provision of case management services

· Emphasis is placed on placement in permanent housing Low Demand Safe Haven:

· Time limited services up to 180 days

· Targets chronically homeless with mental illness and substance use problems

· Does not require sobriety or compliance with treatment as condition of admission or continued stay

· Demands kept to a minimum

· Must have private or semi-private accommodations

· Provision of Case Management Services

· Provision of Clinical Services. Participating in services is not a condition of admission or continued stay.

· Emphasis is placed on placement in permanent housing PERIOD OF PERFORMANCE: The period of performance for this contract will be for a Base Year plus four (4) Option Years based on funding availability.

CONTRACT TYPE: Fixed Price - Requirement.

PLACE OF PERFORMANCE: Performance will occur at the Contractor’s location unless otherwise required by work requirements listed in this Performance Work Statement.

II. CONTRACTOR FACILITY & FIRE, SAFETY, AND SANITATION PRACTICES:

Contractor shall maintain site control of the housing facility through ownership or valid lease during the entire contract performance period. Contractor facility must conform to the requirements for all applicable local, State, or Federal licensing standards for residential “board and care” type occupancies or for the type of setting designated by local fire safety officials. The physical building must conform to the standards in the general chapters of the latest edition of the National Fire Protection Association (NFPA) Standard No. 101, Life Safety Code in effect on the effective date of contract award. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for Capital Improvements.

Contractor facility shall be licensed as required for the particular setting under State or Federal authority, and shall meet all applicable local, state, and Federal requirements concerning licensing and health codes. Accreditation by Joint Commission, CARF, or COA is evidence of contractor’s internal quality assurance mechanisms and is desirable, but not required. Copies of all valid licenses shall be provided to the VA with solicitation response, upon renewal, or upon VA request.

Contractor shall ensure that the facility provided meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act” compliance. At least 10% of a facility’s HCHV Contracted Residential Care beds shall meet ADA accessibility requirements including entrances/exits, bathroom facilities, and common areas. Veterans with physical disabilities shall not be segregated from the rest of the facility population; they must have full access to the physical facility as well as to the services and facility activities. No additional funds will be made available for Capital Improvements under this contract.

Contractor is required to notify the VA Contracting Officer and Tampa VA COR at least three (3) days prior to any planned facility changes that could impact the Life Safety Code and other safety features of the facility, which were in existence at the time this contract was awarded. The VA Contracting Officer/COR will notify the VA Fire Safety Officer responsible for the Life Safety Code inspection of the facility and he/she will review (inspect the facility if required) the proposed changes and provide necessary approval/disapproval of the facility to house veterans during and/or after the proposed changes.

Examples of facility changes that require VA Contracting Officer/COR notification include, but are not limited to: interior finish, corridor partitions/walls, veteran room doors, linen/trash chutes, exits, emergency lighting, fire alarm systems, automatic sprinklers, smoke barrier walls/doors, oxygen systems, compressed gas storage, HVAC, electrical and fuel gas systems.

Contractor shall provide a clean, comfortable, sober, private, safe, and secure environment of care (facility) that meets the conditions listed below.

• Structurally sound facility that does not pose any threat to the health and safety of the occupants and protects them from the elements.

• Facility entries and exit locations that are capable of being utilized without unauthorized use and provide an alternate means of egress in case of fire.

• Each resident is provided an acceptable room or space to sleep that is in compliance with appropriate state, Federal, local codes and regulations and is free from contaminations and/or pests, insects, or vermin.

• All rooms or spaces are ventilated either naturally or mechanically. The air shall be free of pollutants at levels that threaten the health of residents (testing may be required by VA at no cost to the Government if the CO determines it is warranted, including the costs to correct any deficiencies).

• Water supply is free from contamination and heating and/or cooling equipment is in proper operating condition to maintain safe temperatures.

• Natural and/or artificial illumination is adequate to permit normal indoor activities and to support the health and safety of residents.

• Sanitary facilities are in sufficient number, in proper operational order, and in an acceptable sanitary condition; may be used in private; and are adequate for personal cleanliness and the disposal of human waste.

• Sufficient electrical sources are available to permit use of small electrical devices while assuring safety from fire.

• Housing facilities and equipment are maintained in a sanitary manner free from pests, insects and vermin. No additional funds will be made available by the VA under this contract in the event corrective action is required to remedy a negative condition. For example, the Contractor would be responsible for alleviating a bed bug infestation. Contractor shall ensure that it has sufficient operating funds, in addition to VA payments, to maintain the facility according to the requirements of the contract.

• Designated on-site private office space must be available for the Tampa VA Liaison. The office space shall afford the VA Liaison and Veterans privacy and confidentiality when meeting. The Tampa VA Liaison will be on-site at the Contractor’s facility a minimum of one (1) day per week.

• Functional AEDs shall be available on-site at all times and contractor staff shall have the ability to operate the device.

• Internal and external safety and security methods and procedures must be addressed minimally by the provision of:

· Security staff or system on-site 24 hours a day, 7 days a week.

· Operational cameras in common areas and at the entrance for better monitoring especially at night.

· Sufficient lighting outdoors and around external perimeter of the facility.

Contractor is not allowed to maintain or provide dual or segregated veteran facilities that are segregated on the basis of race, creed, color, or national origin. Contractor may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term facilities shall include, but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. Contractor shall provide an environment that supports the safety, security, and privacy of all Veterans. All Veteran residents have a right to be treated with dignity in a humane environment that affords them both reasonable protections from harm and appropriate privacy with regard to their personal needs. Men, women, and Transgender Veterans shall have separate accommodations for bathroom facilities to ensure an acceptable level of privacy for personal hygiene and grooming. Female residential rooms or sections shall be securely segregated or restricted from men to ensure safety and privacy. Additionally, according to current VHA policy, “room assignments will give preference to the self-identified gender, irrespective of appearance and/or surgical history, in a manner that respects the privacy needs of transgender and non-transgender Veterans alike.” Privacy and confidentiality dictate that staff may not share any information about one patient with another without express permission. If a room assignment leads to distress for either veteran, then efforts need to be made to assign one of them to a private room. Additionally, private room consideration shall be given in cases where a veteran’s medical vulnerabilities and complications can impact other residents who sleep in close proximity. Facility must have ability to provide isolation quarters either in-house or through community referral.

Contractor must be able to show evidence that food is prepared, served, and stored under sanitary conditions. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment, and work areas and for proper waste disposal. VA must conduct a facility inspection prior to the award of a contract and has the right to, at any time, inspect the contractor’s facility and all appurtenances to determine whether standards are maintained, and that adequate care is being provided. The contractor will be notified of the findings of the inspection team. A contract may not be established until noted deficiencies are corrected. VA will not incur any costs associated with correcting deficiencies.

III. PLACEMENTS/ADMISSIONS AND DAYS COVERED:

A. Placements/Admissions. The goals of Contract Residential Services are to 1) rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by expediting placement of these Veterans into safe, supportive emergency housing, and 2) place Veterans in other appropriate transitional or permanent housing within 60 days from admission for Contract Beds or 180 days from admission for Safe Haven Beds. When beds are available, the Contractor shall provide immediate admission to housing and services to these Veterans. The date of admission shall be approved by the Tampa VA Liaison for billing purposes. Extension beyond 60 days for Contract Beds and beyond 180 days for Safe Haven Beds must be approved by Contract Residential Services Liaison or representative.

B. Days Covered. Veterans date of absence and date of exit from the facility will not be reimbursable. Date of entry is reimbursable unless Veteran exits on the same day at which point date of entry would not be reimbursable.

The VA reserves the right to remove any or all veterans from the contractor’s program at any time, when it is determined to be in the best interest of the VA or the veteran, without additional costs to the Government.

IV. CONTRACTOR PROVIDED CARE:

Contractor shall provide the care listed below to Veterans referred and admitted to the Contract facility.

• Room and Board: Contractor shall provide for the Veteran to reside in a room that affords the Veteran safety and security. Rooms shall have a bed, clean linen, and other furnishings that can be locked such as a closet, armoire, locker, etc. for each Veteran to store his/her belongings. Beds must be designated and used exclusively by a single Veteran from the time of admission to the time of discharge. Regular room checks should occur with a strong focus on maintaining a safe environment that promotes the well-being of all residents. Sleeping arrangements need to be at a minimum 6 feet apart from another head to toe.

• Meals including dietetic services:

At least three nutritious meals, 7 days a week will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g. fruits, vegetables, protein sources, etc.), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated. There will not be more than a 14 hour span between evening meal and breakfast of the following day. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g. diabetic, renal and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh, etc.). Food shall be prepared, served and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

• Laundry facilities: Contractor facility shall provide on-site capability for Veterans to do their own laundry free of charge. If laundry services cannot be provided on-site, contractor shall be responsible for making other arrangements for laundry services free of charge to Veterans.

• Health and personal hygiene products: Contractor shall make free items accessible to Veterans such as wash cloths, laundry detergent, soap, feminine products, deodorant, toothpaste, toothbrush, toilet paper, and bed sheets. Contractor shall notify VA of any possible exposure to Infectious Diseases and coordinate with their County Department of Public Health, VA Infectious Disease Control, and other governmental agencies as appropriate or instructed.

• Medications: Contractor shall have means to provide medication monitoring, “practice of providing a secure storage area and controlled access for medications that are brought into a program and used by the Veteran. The person takes the medication without any assistance from staff.” Or, Contractor shall have means to provide Individual Storage of medications, “practice of allowing individuals to store (i.e., lock box, individual apartment unit) and self-administer their medications.” Or, Contractor shall have means to provide medication management, “practice of prescribing, administering, and/or dispensing medication by qualified personnel, including taking pills out of bottles, measuring liquids, or giving injections.”

Emergency medications may be maintained by the veteran either on the Veteran’s person or by their bedside. These medications include naloxone, rescue inhalers for COPD and Asthma, epinephrine injection, glucose gel, glucagon injectable and nitroglycerin sublingual. Contractor is expected to provide Overdose Education and Naloxone distribution (OEND). Contractor must be prepared for possible resident overdoses with an emergency supply of Naloxone.

• Transportation: Provide transportation or provide vouchers/bus passes for use of public transit to address transportation to contracted facility, VA medical appointments, job and housing search efforts, or other needs as identified by Veteran.

· Case Management Services:

· Outreach to identify homeless Veterans encountered in encampments, shelters, drop-in centers, and other community locations.

· Assessing service needs

· Assistance with crisis intervention and stabilization services

· Provision of or linkage to services needed to enable the person served to perform daily living activities including but not limited to budgeting, meal planning, personal care, financial services, medical or other healthcare, assistive technology assessment, employment or, other identified needs

· Assisting the persons served to achieve goals for independence as defined by the persons served

· Monitoring

· Rapid placement of the Veteran in a safe, appropriate housing setting, with an emphasis on permanent housing placement

· Reports:

· Contractor shall be responsible for providing VA with bed census reports. Census reports shall be due each day on all Veterans who occupy a bed unless the day is a holiday or weekend, in which case it shall be due the next business day.

· Documentation and/or reporting as requested by the Homeless Management Information System (HMIS). Data must be accurately reported, and errors must be corrected within 30 days of notification from HMIS staff.

· Resume will be sent to COR or designee for all contract staff assigned to work on contract. For new hires, resume will be sent prior to staff start date.

· Contractor will provide immediate notification to Contracting Officer’s Representative (COR) or designee when contract staff is no longer assigned working with the contract.

· Other documentation, training, and/or data reporting as requested or required by VA and may occur daily, weekly, monthly, quarterly, or annually in duration and will follow format as required by the VA.

V. CONTRACTOR QUALIFICATIONS & STAFFING:

The Contractor will employ sufficient personnel; at minimum one of which must be a full-time case manager 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, etc.). In addition, there is an expectation that there is an administrative/clinical Designee that will be available for consultation for emergencies 24 hours a day, 7 days a week. The Contractor shall assign personnel that by education, training and when required, certification or licensure, are qualified to provide the Basic Services and Supplemental Services required by this SOW. Note: security staff alone, whether employed directly by the Contractor or subcontracted by the Contractor, is not sufficient to meet this requirement.

Contractor staff shall maintain professional boundaries with the Veterans at all times while conveying an attitude of genuine concern and caring. Contractor staff shall under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor shall under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff shall not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor shall be responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

The Contractor shall comply with the VA patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information (PII) and protected health information (PHI).

• Having adequate private office space for Veterans to meet in confidence with their case manager.

• Having secured paper and electronic filing systems to protect clients’ case records and other documentation.

• Conduct ongoing training of staff on maintaining client privacy and confidentiality in all verbal and written communications and interactions.

• Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

VI. REQUIRED CONTRACTOR PROCEDURES

All HCHV Contract Residential Programs will have emergency and disaster plans with written protocols to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, resident suicide and suicide attempts, overdoses, and domestic or other violence. All contractor’s staff will be trained on emergency procedures.

VII. MEDICAL RECORDS AND REPORTS

Since VA and the contracted provider will be working closely together to ensure the safe and effective treatment of each Veteran, it is essential that Veterans permit communication between VA and the contracted provider through an appropriate Release of Information (ROI). A Veteran will not be referred to the Contractor if he/she refuses to sign the VA’s ROI. Contractor shall maintain Veteran records that comply with the Privacy Act and all other applicable Federal, State and local confidentiality requirements. Contractor shall ensure Veteran records are clinically accurate, up-to-date, complete and in compliance with professional standards for medical record keeping. Contractor shall have in place secured paper and electronic filing systems to protect clients’ case records, reports, and other documentation or private information from unauthorized disclosure. Contractor shall ensure that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract. Contractor shall maintain an individual medical record for each Veteran participating in the Contract Residential Program, which will include, at minimum, the following information.

· Relevant Release of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

· Intake Assessments.

· Completion of Individual Service Plans and periodic reviews and updates to plans.

· Progress notes.

· Discharge Plans completed at discharge.

Daily sign-in sheets signed by program Veterans, to document and verify Veterans’ presence at the facility for billing purposes. Daily sign-in sheets shall be completed clearly, accurately and thoroughly with full signatures and monitored so as to provide a full accounting of Veterans’ stay and services received for billing and audit purposes. In the event one or more Veterans refuses to sign the daily sign-in sheets due to documented mental health problems, an alternative method of verification may be developed on a case by case basis in collaboration with Tampa VA Liaison, subject to final approval by the COR.

VA authorized personnel must readily have access to all records concerning the Veteran’s care at any time determined necessary by VA while in the care of the contractor. In addition, CERS contractors must make available to the VA, documented information as deemed necessary to verify census, conduct utilization review audits to verify quality of patient care for Veterans, to assure confidentiality of Veteran record information, and to determine the completeness and accuracy of financial records.

VIII . NOTIFICATIONS & COMPLAINTS HANDLING:

Contractor shall notify VA (Contract Residential Services Liaison or representative) of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident. Contractor shall complete a written incident report within 48 hours of notification and provide it to the Contract Residential Services Liaison or representative. Incidents include but are not limited to the events below.

• Death

• Fire

• Drug / police raid

• Suicide / suicide attempt

• 911 call (police / fire dept. / paramedics / other)

• Drug overdose

• Severe medical illness / emergency

• Severe psychiatric illness / emergency

• Sexual assault

• Act of violence by Veteran against other(s)

• Abusive behavior by Veteran against staff

• Act of violence by other(s) against Veteran

• Abusive behavior by staff against Veteran

• Accident

• Medication problems or adverse drug reactions

• Exposure to Infectious Diseases

• Or other untoward events

Contractor shall cooperate with VA personnel in providing information and answering questions in a timely manner. Contractor shall refer complaints and concerns received directly from the Veteran(s) to the Tampa VA Liaison. All complaints received directly by the Tampa VA Liaison that are forwarded to the contractor shall be investigated promptly. Contractor shall respond in writing to VA within five (5) working days after notification of the results of an investigation. If the issue cannot be resolved agreeable to both parties, the Contracting Officer or representative may determine to remove the Veteran from the program at no additional cost to the Government.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the…