36C24823Q0393.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

36C24823Q0393 03-28-2023

Jimmy Amaya 407-631-8617 04-07-2023

11:00 a.m. EDT

36C248

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

Orlando VA Healthcare System

13800 Veterans Way

Orlando FL 32827

X

624221

$19 Million

N/A

X

36C248

Department of Veterans Affairs

Orlando VA Healthcare System

Orlando Fl 32827

36C248

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

Orlando VA Healthcare System

Orlando FL 32827

Department of Veterans Affairs

Financial Services Center

P.O. Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Homeless Shelter Services (Medically Enhanced Services)

Indefinite Delivery Contract (IDC)

The Government may elect to award a single delivery contract or task order contract or to award multiple delivery order contracts or task order contracts for the same or similar services to one or more sources under this solicitation.

See CONTINUATION Page

X X

X 1

Joseph Boudreau

36C24823Q0393

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT (PWS)

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (DEC 2022)

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 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...44

C.8 52.223-99 ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR

FEDERAL CONTRACTORS (OCT 2021) (DEVIATION)

C.9 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022) 45

C.10 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.12 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2022)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 ATTACHEMENT 1 LOS CERTIFICATION

D.2 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUL 2021) 57

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

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

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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: ________________________ (Company Name)

________________________ (Address)

________________________ (City-State-Zip)

POINT OF CONTACT: _______________________

PHONE NUMBER: ________________________

E-MAIL ADDRESS: ________________________

SAM UEI #: ________________________

GOVERNMENT: Joseph Boudreau, Contracting Officer (CO) (E):joseph.boudreau@va.gov

Jimmy Amaya, Contracting Specialist (CS) (E): jimmy.amaya@va.gov

Network Contracting Office 8 (NCO 8)

Orlando Contracting - Services Team 13800 Veterans Way Lakemont Bldg., Room 221 Orlando, FL 32827-7403

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 (JUL 2013)

3. INVOICES/PAYMENT: Invoices shall be submitted electronically, in arrears:

a. After services have been rendered and accepted.

b. In order to comply with the Improper Payment Elimination and Recovery Act of 2010 (IPERA), the VA has mandated electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Corporation e- Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. In order to submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to Tungsten Network VA.Registration@tungsten-network.com or calling 1-877-752-0900 option 2 for Enrollment.

mailto:joseph.boudreau@va.gov mailto:jimmy.amaya@va.gov mailto:VA.Registration@tungsten-network.com

c. VA’s Electronic Invoice (e-Invoice) system uses a third-party contractor (Tungsten Network) for submission of electronic invoices. Go to this website to begin submitting electronic invoices, free of charge: http://www.tungsten-network.com/customer-campaigns/veteransaffairs-us/

For assistance setting up e-Invoice, the below information is provided:

Tungsten Network e-Invoice Registration: VA.Registration@tungsten-network.com

Tungsten Network Customer Service: (877) 489-6135

VAFSC – for Invoice receipt or payment questions, call: (877)353-9791 or

VAFSC Email: vafsccshd@va.gov

FACSIMILE, E-MAIL, AND SCANNED DOCUMENTS ARE NOT ACCEPTABLE FORMS OF

SUBMISSION FOR PAYMENT REQUESTS

4. CONTRACT ADMINISTRATION. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration.

Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

5. 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.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

mailto:VA.Registration@tungsten-network.com mailto:ration@tungsten-network.com mailto:vafsccshd@va.gov

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE AMOUNT

1,095.00

DY

Homeless Shelter (Medically Enhanced Services) - Contracted residential services for homeless Veterans, IAW the PWS.

Contract Period: Base POP Begin: 05-01-2023 POP End: 04-30-2024 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

1,460.00 services for homeless Veterans, IAW the PWS.

Contract Period: Option 1 POP Begin: 05-01-2024 POP End: 04-30-2025

1,460.00 services for homeless Veterans, IAW the PWS.

Contract Period: Option 2 POP Begin: 05-01-2025 POP End: 04-30-2026

1,825.00 services for homeless Veterans, IAW the PWS.

Contract Period: Option 3 POP Begin: 05-01-2026 POP End: 04-30-2027

1,825.00 services for homeless Veterans, IAW the PWS.

Contract Period: Option 4 POP Begin: 05-01-2027 POP End: 04-30-2028

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT (PWS)

B.3.1 Background

B.3.1.1. Ending homelessness among Veterans was initially established as a national priority by the Department of Veteran Affairs Secretary, Eric Shinseki, in

November 2009 at the National Summit on Ending Veterans Homelessness. In

June 2010, the U.S. Interagency Council on Homelessness (USICH) released

Opening Doors: Federal Strategic Plan to Prevent and End Homelessness, which is fully aligned with this goal. Eliminating Veteran Homeless remained a goal in the VA’s 2014-2020 Strategic Plan. In the Department of Veteran Affairs

2018-2024 Strategic Plan, providing integrated support to Homeless or At-Risk

Veterans remains a key strategy to ensure at-risk and underserved Veterans receive what they need to end Homelessness.

B.3.1.2. There has been a 55.3% reduction in Veteran homelessness since 2010 largely in part due to coordinated efforts with the Veteran Affairs and community partners.

B.3.1.3. The Orlando VA Healthcare System (OVAHCS) located at 13800

Veteran Way, Orlando, FL 32827, has a requirement for Contracted Emergency

Residential Services (CERS) for the six counties in corporate Orlando (Orange, Brevard, Volusia, Osceola, Seminole, and Lake). The Health Care for Homeless

Veterans (HCHV) program is an essential and critical part of VHA, providing a gateway to VA and community-based supportive services for eligible Veterans who are homeless. The program uses Contracted Emergency Residential

Services in community locations to engage homeless Veterans who have been historically underserved. Many of these Veterans would benefit from medical, mental health, and substance use disorder (SUD) treatment but shall not avail themselves of these services without the encouragement and support of

Outreach and other HCHV workers.

B.3.2 Program Description

B.3.2.1. The HCHV Contracted Emergency Residential Services (CERS)

Program exists to provide a means of removing homeless Veterans from the street or habitation unfit for humans and placing them in community-based, residential environments with sufficient supportive services to meet their basic needs and ultimately, facilitate the improvement of their overall health and housing situation.

B.3.3. HCHV (with Medically Enhanced services) CERS Program Characteristics

B.3.3.1. Targets and prioritizes homeless Veterans who are eligible for VA health care, and are transitioning from literal street homelessness, Veterans being discharged from institutions (including those in need of medical respite), and

Veterans who recently became homeless and require safe and stable living environments while they seek permanent housing. In addition, there is a focus on those Veterans requiring Enhanced Medical Services where typical emergency housing programs may not be suitable.

B.3.3.2. Seeks to reduce barriers to immediate placement.

B.3.3.3. Does not require any length of sobriety or abstinence from alcohol or other substances as a condition of admission.

B.3.3.4. Provides safe, secure housing as well as supportive services.

Accommodations include a bed and other furnishings such as a dresser, storage locker, or designated secured space and personal linens (e.g., towels, pillows, blankets, and bed sheets)

B..3.3.5. Lengths of Stay typically range from 30 to 60 days with the option to extend based on clinical need.

B.3.3.6. Veterans are expected to meaningfully engage with their case managers and available programming.

B.3.3.7. Emphasis is placed on achieving placement in permanent housing or longer-term residential programs that offer a path to increased housing stabilization at the time of program exit and reducing negative exits due to rule violations or other avoidable circumstance.

B.3.3.8 HCHV CERS program are accessible to Veterans admitted to that program 24 hours a day, 7 days a week.

B.3.4 House Rules and Expectations

B.3.4.1. Rules focus on staff and resident safety.

B.3.4.2. No buying or selling of alcohol or drugs in or around the facility.

B.3.4.3. No dealing, possession, or use of alcohol or illicit drugs in or around the facility.

B.3.4.4. No sexual activity between residents.

B.3.4.5. No violence or threats of violence.

B.3.4.6. Honor nightly curfew.

B.3.4.7. When possible, infractions are to be used to engage Veterans, not simply as grounds for service termination. Negative discharges shall be monitored as a measure of program quality.

B.3.4.8. Veterans are expected to engage in programming and always maintain communication with case managers around matters relating to admission, stay, and treatment.

B.3.5 Admission Practices

B.3.5.1. Staff shall assist Veterans with admission forms and eligible determination with VA.

B.3.5.2. Facility works to reduce barriers to admission:

B.3.5.3. Accepts referrals throughout the day, evening to at least 11:00 p.m., weekends and holidays.

B.3.5.4. Flexibility with admission processes.

B.3.6 Admission Criteria

B.3.6.1. Literally Homeless Veteran

B.3.6.2. Eligible for VA Health Care

B.3.6.3. Referred by Authorized VA Personnel

B.3.6.4. Veterans who are also recovering from a medical illness or injury who recently was discharge from a medical institution and/or has a need for a medically enhanced CERS placement.

B.3.7 Overview of Types of Services Available to Veterans

B.3.7.1. Safe, secure housing (includes laundry and restroom facilities)

B.3.7.2. Three daily nutritious meals. This is to include alternative meals or food supplies 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).

B.3.7.3. Case Management and Care Coordination Services

B.3.7.4. Vocational Services

B.3.7.5. Benefits Services

B.3.7.6. Enhancement of Independent Living Skills

B.3.7.7. Permanent/Transitional housing search support

B.3.7.8. Medical services and oversight services to include assistance with

Activities of Daily Living Skills (ADLS).

B.3.7.9. Substance overdose education and prevention protocols to include having Naloxone on site.

B.3.7.10. Internet access and computer access to aid in housing searches and participation in virtual appointments.

B.3.8 Work Statement

B.3.8.1. Objective

B.3.8.1.1. Contractor shall provide emergency housing and supportive services for homeless Veterans who are also recovering from a medical illness or injury for the

Orlando VA Healthcare System 13800 Veterans Way, Orlando, FL 32827 for the six counties in corporate Orlando (Orange, Brevard, Volusia, Osceola, Seminole, and Lake) in accordance with the HCHV CERS model requirements. Services are expected to consist of supportive, secure housing for homeless Veterans, many of whom may also be dealing with medical, mental health disorders, and/or substance use disorders. The program places an expectation on the Veteran to engage in supportive case management services, and on the Contractor to provide expertise and guidance for improving housing stability to ensure a transition from homelessness to permanent, stable housing. Medically enhanced programs will provide medical oversight and must comply with all HCHV CERS requirements as identified below.

B.3.8.1.2. The type of Veterans to be cared for under this contract will require care and services above the level of meals, room, and board. Relevant care will include, not be limited to medical oversight and management, consultation with

VA primary care physician when needed, health education, case management development of an independent housing plan, assistance with housing related resources, active affiliation with community support groups and family involvement. Beneficiaries receiving care under this contract will receive basic health and personal hygiene maintenance, monitoring of medications and other activities that support the overall recovery of the Veteran. The rate established will be an all-inclusive rate.

B.3.8.1.3. Contractor will also be expected to provide a step-down level of placement for Veterans who no longer need medically enhanced services, but

Veteran needs cannot be adequately met in a typical emergency shelter. A step-down rate will be established to reflect this lower level of care. Routine clinical review will occur to include the Contractor, CERS Liaison, and VA medical providers to determine continued need for medically enhanced services, readiness for step down, or transfer to traditional CERS if no longer requiring any additional medical support.

B.3.9 HCHV CERS Provider Qualifications and Capability Requirements

B.3.9.1. Contractor shall utilize the Housing First approach, with reduced barriers for program entry. Veterans cannot be denied entry to HCHV Contracted

Emergency Residential Services based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, illegal substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, mental health diagnosis, or legal history;

B.3.9.2. Contractor shall ensure that any Veteran impaired by alcohol or other substances (not in need of emergency care) is clearly separated from the general resident population;

B.3.9.3. Contractor shall assist Veteran’s requiring emergency services (medical or psychiatric) with quickly accessing appropriate care from a VA or community facility, as appropriate;

B.3.9.4. Contractor shall provide secure, separate housing and bathroom accommodations according to the Veteran’s self-identified gender; common use of kitchen facilities and dining room is acceptable;

B.3.9.5. Contractor shall provide services twenty-four (24) hours a day for

Veteran placements lasting up to sixty (60) days per Veteran. Extensions beyond initial sixty (60) days should be authorized in writing by VA Liaison;

extensions beyond six (6) months must be prior approved by the Social Work

Service Contract Coordinator/Contracting Officer’s Representative (COR);

B.3.9.6. Contractor shall provide three daily nutritious meals and reasonable accommodations for special dietary needs. This is to include alternative meals or food supplies 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);

B.3.9.7. Contractor shall provide a means for Veterans to wash their own clothes or otherwise tend to laundry at no additional cost to the Veteran;

B.3.9.8. Contractor shall provide secure, appropriate storage for both Veteran belongings and medication;

B.3.9.9. Contractor shall provide quality case management services that utilize a

Housing First approach and includes elements of motivational interviewing, harm reduction, and critical time intervention, and other best practices that focus on the

Veteran obtaining permanent housing.

B.3.9.10. Contractor shall always maintain a minimum of one staff member on site to ensure appropriate responses to matters involving Veteran’s safety and well-being;

B.3.9.11. Contractor shall provide a working phone line and ensuring reasonably prompt communication with the VA is possible at all times;

B.3.9.12. Contractor shall have ability and demonstrated history of flexibility when responding to local, state, or national crisis (such as recent COVID pandemic).

This will include plans to continue admissions and safely house participants during such crisis, including written policies for participant social isolation in the case of infectious disease containment.

B.3.9.13. Contractor will have the ability to accept Veterans with higher levels of medical needs than traditional shelters such as Veterans on home oxygen, in need of wound care, or dialysis (Contractor does not have to provide dialysis on site); and provide support for other more complex medical needs. Contractor, along with VA Liaison and VA medical staff, will conduct a clinical review of medical needs to ensure Contractor has capability to meet Veteran’s care needs.

B.3.10 Direct Veteran Clinical Services: 60% of time involves direct service to

Veterans

B.3.10.1. Occupancy: Referral and approved admissions are based on needs and preferences of the Veterans in the local area. Therefore, occupancy may vary.

B.3.10.2. Care Planning: Contractor shall engage the Veteran in a collaborative assessment of needs, including barriers to stable housing, and create an initial plan of care to address those concerns within 14 days of admission. This plan is to be updated as needed throughout the Veterans episode of care.

B.3.10.3. Case Management: Contractor shall provide individual case management meetings at least three (3) times per month (preferably once per week) that focus, at a minimum, on; housing search and stabilization, increasing income, any necessary coordination of ongoing participation in care provided by

VA/community medical, mental health and/or substance use disorders providers, and ongoing discharge planning.

B.3.10.4. Medication Storage: Contractor shall provide, at a minimum, a means of securely and properly storing all medications brought into the program for

Veteran use. Veterans may self-administer medications, but storage shall ensure that no other residents are able to access individual Veteran’s medications. Any suspicion or concern of misuse is to be reported to the VA Liaison immediately following incident reporting protocol.

B.3.10.5. Exits to Independent Housing: Contractor shall promote a focus on achieving stable, independent housing for all Veterans referred for care; exits to permanent independent housing shall be monitored as an indicator of overall program quality utilizing data provided by the VHA Supportive Service Center’s

Homeless Services Scorecard-the target for exits of this type of housing shall be

55% or higher. Target may be adjusted to match any changes with National VA targets.

B.3.10.6. Negative Exits: Contractor shall facilitate Veteran completion of the

HCHV CERS Program to the maximum extent possible, while still maintaining program integrity and safety. “Negative Exits” which shall be defined as discharges involving Veterans being asked to leave the program due to rule violation or otherwise leaving the program without consulting program staff in any way, shall be monitored on a continuous basis utilizing data provided by the VHA

Supportive Service Center’s Homeless Services Scorecard-the target for exits of this type of housing shall be 20% or less. Target may be adjusted to match any changes with National VA targets.

B.3.11 Administrative Services: 40% of time does not involve direct services to

Veterans

B.3.11.1. Determination of Eligibility: Authorized VA Liaison or designee shall be responsible for determining Veteran eligibility and approval for placement into

HCHV CERS Bed. A Veteran must be homeless and eligible for VA Healthcare to be considered for admission to any CERS Program. Failure to establish VA approval and eligibility prior to admission may result in a denial of payment for services provided.

B.3.11.2. Release of Information: Contractor shall ensure that a signed VA

Release of Information (ROI) is obtained for any Veteran being admitted to a

HCHV CERS Bed and ROI is placed into the individual case record.

B.3.11.3. Individual Case Records: Contractor shall maintain an individual case record for each referred Veteran. Case records must be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug

Abuse Patient Records (42 CFR part II) and the Confidentiality of Certain

Medical Records (38 USC 7332), and in accordance with Health Insurance

Portability and Accountability Act (HIPAA: Pub. Law. 104-191). Records should contain at a minimum: Reason for referral; pertinent demographic information;

copies of any medical prescriptions/orders issued by physicians; case management/treatment notes; any critical incident reports; and a final summary that includes reason(s) for leaving, the Veteran’s known future plans, and follow-up locator information, if available.

B.3.11.4. Homeless Management Information System (HMIS) Data

Reporting: Veterans served through VA’s HCHV CERS Program must have client level data entered into the local community Continuum of Care (CoC)

HMIS. Data entered must include, at a minimum, the Universal Data Elements from the current HMIS Data Standards. A Release of Information for the CoC must be secured and maintained in the Veteran Individual Case Record.

B.3.11.5. Daily Census Sign-In Sheet: Contractor shall be responsible for collecting Veteran participant signatures on a daily census sign-in sheet to verify attendance in the program. This information is to be provided to the VA Liaison as requested or established in census/billing Standard Operating Procedures

(SOP) to ensure effective monitoring of bed utilization.

B.3.11.6. Incident Reporting: Contractor shall notify the VA immediately when any adverse critical incident involving a Veteran admitted to the program occurs.

Critical Incidents shall include, but may not be limited to:

B.3.11.6.1. Falls

B.3.11.6.2. Elderly/dependent adult abuse or neglect

B.3.11.6.3. Sexual assault

B.3.11.6.4. Fire (Veteran involved)

B.3.11.6.5. Medical or mental health emergency (911 calls)

B.3.11.6.6 Hospitalization

B.3.11.6.7. Suicidal ideation or attempt

B.3.11.6.8. Homicidal ideation

B.3.11.6.9. Assault (of other residents or staff)

B.3.11.6.10. Death

B.3.11.6.11. Infectious control concerns (bed bugs, TB, other communicable disease, etc.)

B.3.11.6.12. Active substance use

B.3.11.6.13. Observation/possession of weapons

B.3.11.6.14. During normal business hours, the identified VA Liaison, HCHV Coordinator, or COR should be contacted immediately by phone to report an incident; if the incident occurs after hours, the local VA Facility

Administrator on Duty (AOD) should be notified by telephone. A written report shall be sent to the VA Liaison and/or COR within 1 business day of the incident. Contractor shall maintain a copy of all critical incident reports in the involved Veteran’s individual case record. Names of other Veteran or residents involved should be redacted.

B.3.11.7. Extension Requests: Contractor shall ensure that all request for extension of service beyond the initially authorized service period of sixty (60) days are reviewed and approved in writing by the VA Liaison (or Social Work

Service Contract Coordinator/COR for requests exceeding six (6) months).

B.3.11.8. Satisfaction Surveys: Contractor shall administer, collect, and deliver monthly to VA Liaison, customer service surveys completed by Veterans in the program. A copy of the survey tool shall be provided by the VA Liaison and/or

COR. This survey shall be the primary tool for reporting Veteran satisfaction data in VA specialized homeless program; it is to be administered to and collected from any Veterans who has resided in the program for at least thirty (30) days.

B.3.11.9. Discharge Reporting: Contractor shall be responsible for notifying the identified VA Liaison (or designee) within 1 business day that a discharge has occurred and provide a written report of discharge that contains the specific data required for the documentation of exit in the Homeless Operations and

Management Evaluation System (HOMES) within 2 business days.

B.3.12 Deliverables

B.3.12.1 Quality Control Business Plan: Contractor shall submit a Quality

Control Business Plan that support program objectives and associated tasks.

The CO shall review and comment as necessary to ensure the contract goals are met.

B.3.12.2. Staffing and Service Plan: Contractor shall provide a detailed staffing and service plan. Plan should demonstrate that sufficient professional personnel are employed to carry out the policies, responsibilities, and services required under this contract. The Contractor must identify each person functioning as

“Key Personnel” under this contract and provide the VA with a description of the services to be provided by each person. The Contractor shall assign to this contract, personnel that by education and training (and, when required, by certification or licensure) are qualified to provide the services required by this

PWS. Contractor may be required to submit a resume(s) summarizing relevant skills and experience of any/all key personnel upon request. Minimum Key

Personnel requirements are as follows:

B.3.12.2.1. One administrative staff member, or designee of equivalent professional capability (with the authority to make decisions regarding the facility and residents, or with contact information for an offsite administrator in case of emergency), on duty on the premises or providing awake supervision of residents and staff 24 hours a day, 7 days a week.

B.3.12.2.2. Sufficient case management/counseling personnel to provide direct services to Veteran residents; Case Managers should have some training and experience working with homeless individuals and the

Housing First approach; experience working with individuals dealing with chronic medical, mental health, and/or substance use disorders is highly desirable. Staff working with Veterans should be able to assess, anticipate, and effectively refer Veterans experiencing crisis for additional support as appropriate.

B.3.12.2.3. Medical personnel with commensurate experience, licensing, and credentialing to meet the medical needs of Veterans placed in the

Medically Enhanced Services program. Typically, an LPN or RN would be on staff and part of the staffing plan, but other medical personnel might also be appropriate.

B.3.12.2.4. At least one staff or security member with Cardiopulmonary

Resuscitation (CPR) certification shall be on site and available in an emergency during each shift, 24 hours per day.

B.3.12.2.5. Contractor shall provide resumes for any proposed substitutions of Key Personnel at least 15 days in advance of proposed date substitution is to occur. The Contracting Officer shall notify the

Contractor within fifteen (15) calendar days after receipt of all required information if the VA is able to accept the proposed substitute Key

Personnel. Temporary substitutions of Key Personnel shall be permitted in accordance with the Contractor’s Contingency Plan. The Contractor’s

Contingency Plan shall be utilized if Key Personnel leave the Contractor’s employment or are unable to continue performance, in accordance with the terms and conditions of the resulting contract, shall be submitted to the

CO as a part of the proposed package.

The VA reserves the right to refuse or revoke acceptance of any Key

Personnel if personal, professional conduct, lack of required skills, or experience jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility and the HCHV CERS Program.

B.3.13 Documentation of Supportive Services: Contractor shall provide written documentation constituted by the individual Veteran case record that verifies the provision of all supportive services required under this contract for each Veteran participant.

B.3.14 Care Plan: The written plan of care shall be completed and entered into the individual Veteran case record no later than14 days after being admitted to the program.

An individual clinical record shall be developed with the assistance of the VA Liaison and maintained by the Contractor on each Veteran placed under this contract.

B.3.15 Case Records: All case records shall be maintained with such security and confidentiality as required by Health Insurance Portability and Accountability Act of 1996

(HIPPA) and shall be made available on a need-to-know basis to appropriate VA staff members involved with the care of the Veterans concerned. The clinical record maintained by the Contractor shall include:

B.3.15.1. Reason(s) for the referral;

B.3.15.2. Essential identifying data relevant to the Veteran and Veteran’s family;

B.3.15.3. Data relating to the Veteran’s admission to include medical condition(s) and housing need(s);

B.3.15.4. Record or log of prescriptions issued by physicians or other medical providers;

B.3.15.5. Reports of periodic re-evaluation by program staff, to include any measures of movement toward recovery goals and establishing independent housing;

B.3.15.6. Discharge summaries on each Veteran who leaves the program to include a description of the Veteran’s housing plan/status, the Veteran’s future plans, and if possible, follow-up locator information;

B.3.15.7. Housing/service plan and housing/service plan reviews. When requested, the Contractor shall provide copies of each Veteran’s housing plan/review to the VA medical center and/or designee;

B.3.15.8. It is agreed that the VA may readily have access to all medical records concerning the Veteran’s care with the Contractor. Upon discharge or death of the Veteran, medical records on all VA beneficiaries shall be retained by the

Contractor as outlined in record retention policies.

B.3.16 Critical Incident Reports: Written critical incident reports must be submitted to the VA Liaison within 1 business day (VA Liaison/AOD to be notified immediately or as soon as possible when incidents occur).

B.3.17 Extension Requests: Written requests for extension are due prior to the 60th day when it is anticipated the Veteran shall require additional time beyond the initially authorized service period, and prior to the expiration of the initial and all subsequent future extension authorizations.

B.3.18 Discharge Planning: The Contractor is the primary agency responsible for discharge planning. Discharge planning shall begin upon admission. Discharge planning shall address and coordinate appropriate follow up services, housing needs, economic stability, support networks, and other relevant needs of the Veteran. The

Contractor shall attempt, and document, follow up with Veterans that unexpectedly leave the program.

B.3.19 Satisfaction Surveys: All satisfaction surveys are to be provided to the VA

Liaison at the end of each month.

B.3.20 Daily Census Sign-In Sheet: Contractor shall provide a daily census sign-in sheet to the VA Liaison as requested. Contractor and VA Liaison will follow any written

Standard Operating Procedure (SOP) in place related to census and billing information.

B.3.21 Invoices: The monthly invoice is computed at the daily rate multiplied by the total numbers of beds occupied by Veterans at midnight each night of the given month.

Invoice should first be submitted to the VA Liaison for approval by the 5th of the month immediately following the billing period in question. Once approved, invoices are to be submitted through the Tungsten Network (electronic invoicing system) by the 10th of each month; all electronic invoices submitted should be accompanied by additional documents as directed by the CO/COR. Contractor and VA Liaison will follow any written Standard Operating Procedure (SOP) in place related to census and billing information.

B.3.22 Quarterly Performance Report: Contractor shall provide the COR a written report detailing program data and activities on a quarterly basis. The report shall contain, at minimum, the following information:

B.3.22.1. Total Number of Veterans Served.

B.3.22.2. Percent of Veterans discharged to independent housing.

B.3.22.3. Percent of negative discharges (i.e., discharges due to rule violation, failure to comply with program requirements, or unexpected discharges without prior consultation with staff).

B.3.22.4. Other information the Contractor feels pertinent, such as: quality improvements projects, changing in staffing or business practices, system or resources concerns, etc.

DELIVERABLE TIMETABLE

Deliverables Due Dates

B.3.22.5. QUALITY CONTROL BUSINESS PLAN Due upon solicitation close date

B.3.22.6. STAFFING AND SERVICE PLAN Due upon solicitation close date

B.3.22.7. DOCUMENTATION OF

SUPPORTIVE SERVICES:

Completed Veteran case record due within 48 business hours of the service; due for review upon request.

B.3.22.8. CARE PLAN Due in Veteran case record by day 14; due to VA upon request

B.3.22.9. CRITICAL INCIDENT REPORTS Due within 24 business hours of a critical adverse event involving a Veteran

B.3.22.10. EXTENSION REQUESTS Due prior to the expiration of any authorized period of service

B.3.22.11. DISCHARGE REPORTS Due within 48 business hours of Veteran discharge

B.3.22.12. SATISFACTION SURVEYS Due at the end of each monthly service period

B.3.22.13. DAILY CENSUS SIGN-IN SHEET Maintained daily; due for review upon request.

B.3.22.14. INVOICES Due to VA Liaison by the 5th of the month immediately following the billing period in question;

due in Tungsten Network (electronic billing system) by the 10th of the month immediately following the billing period in question.

B.3.23 Referrals

B.3.23.1. The VA is responsible for determining eligibility of Veterans prior to admission to Contractor bed for services. The Contractor is expected to work with identified VA Liaison or other designee to confirm eligibility; it is understood that payment for Veterans admitted without an initial determination of eligibility may not be authorized if the Veteran is found ineligible. In some communities, collaboration with the local Continuum of Care (CoC) Coordinated Entry System (CES) may result in recommendation for referral to CERS and this same eligibility process will be required prior to placement.

B.3.23.2. A list of authorized VA approving personnel, including primary identified

VA Liaison, shall be made available to the Contractor upon award of the contract.

VA employees shall be added or deleted from this list during the term of the contract at the discretion of the VA Program Liaison. The Contractor shall not deviate from the list of individuals authorized to approve admissions without an updated list.

B.3.23.3. Referral constitutes authorization for an initial service period of up to sixty

(60) days (unless otherwise specified).

B.3.23.4. Referrals will be dispositioned by the Contractor within 48 hours of receipt of referral.

B.3.24 Absences and Cancellation

B.3.24.1. Contractor shall notify OVAHCS of any Veteran absences from the facility.

Management of Negative Exits shall be an element of quality assurance review of the facility. There are times of national emergency or other circumstances (e.g., coronavirus pandemic) in which the national Homeless Program Officer permitted absences to be reimbursable beyond 48 hours. Only the national Homeless

Program Office or HCHV Directive can extend this authority.

B.3.24.2. The VA will pay per diem up to a maximum of 48 consecutive hours for an unscheduled absence or 96 hours for a scheduled absence of a Veteran under the following conditions:

B.3.25 Scheduled Absences- to receive payment, the absence must be: (1) Pre-planned, consistent with and support the Veteran’s individual service plan (e.g., family reunification, short term medical, substance use disorder (SUD) or psychiatric treatment); (2) Have the reason documented in the individual Veteran’s case file, treatment record, or service plan; (3) Not result in the bed being filled by the provider;

(4) Not be a break or vacation from treatment; (5) Not be used for extended educational or employment circumstances; (6) Not be used to create more than 4 consecutive days of absence.

B.3.25.1. Unscheduled Absences-to receive payment for an unscheduled absence: (1) The provider must have evidence of active outreach to locate and reengage the Veteran and document the steps taken in the Veteran’s individual case file, treatment record, or service plan; (2) The provider may not fill the bed;

and (3) The Veteran must be discharged from the HCHV CERS program if not located within 48 hours.

B.3.25.2. Inpatient medical or psychiatric treatment- Payment may be made for a period of up to 7 days if a Veteran is in inpatient medical or psychiatric treatment.

The provider may not fill the bed during this time and should maintain contact with the CERS Liaison and the Veteran.

B.3.25.3.VA reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to be in the best interest of the

Veteran or VA.

B.3.26 Conduct

B.3.26.1. Contractor shall provide housing and supportive services in a manner that is free from religious discrimination.

B.3.26.2. Local law enforcement and/or fire departments should be contacted for assistance and intervention as appropriate and indicated by any given circumstances.

B.3.26.3. Contractor shall also notify the VA Liaison, AOD, or COR immediately of any high-risk situations involving Veterans with suicidal and/or homicidal threats or ideation, episodes of physical or sexual violence, sexual activities, safety concerns, or activities involving illegal substances so that appropriate response may be coordinated.

B.3.26.4. In the event of a medical or psychiatric emergency, it is agreed that every effort shall be made to facilitate Veteran access to local VA Healthcare

System for care. If a VA medical facility is not available in the vicinity, or is otherwise inconveniently located, the Contractor shall advise the VA Liaison or

AOD of the facility to which facility the Veteran has been admitted. The

Contractor shall also be expected to assist the Veteran’s requiring non-urgent services with accessing appropriate care from a VA or community facility, as appropriate.

B.3.27 Complaints

B.3.27.1. The identified VA Liaison and the Contracting Officer’s Representative

(COR) shall monitor the services being provided in all HCHV CERS Facilities.

The Contractor is expected to cooperate with VA staff and COR by providing information and answering questions in a timely manner when requested.

Contractor shall refer complaints received directly from Veterans to the identified

VA Liaison or COR within 48 hours of complaint. All complaints received by the

VA Liaison or COR shall be immediately forwarded to the Contractor and investigated promptly. After investigation and clarification of disposition, the

Contractor shall respond to the VA Liaison or COR within five (5) working days or less with proposed resolution or plan for corrective action. The CO shall be notified in instances where the proposed course of action or response does not appear sufficient to resolve any given complaint.

B.3.28 Travel

B.3.28.1. Contractor shall assist Veterans with arranging local transportation to scheduled meetings and appointments. Contractor shall help Veterans understand and learn how to utilize public transportation; this includes providing access to information and clarifying instructions necessary to effectively utilize public transit systems. If the Veteran does not have the financial means, the

Contractor shall provide a bus pass or other transportation assistance when appropriate. If Contractor and VA staff both determine public transportation is not available, adequate, or appropriate for any Veteran; the Contractor shall be expected to assist the Veteran with identifying potential alternate modes of transportation. Due to the enhanced medical needs of Veterans under this contract, Contractor may need to provide transportation to medical or mental health appointments.

B.3.29 Facilities

B.3.29.1. General Requirements: It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must:

B.3.29.1.1. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located.

B.3.29.1.2. Be in compliance with current standards of State safety codes and local, and/or State health and sanitization codes.

B.3.29.1.3. Meet the requirements of the Americans with Disabilities Act

(ADA) pertaining to handicapped accessibility on the date the contract is awarded.

B.3.29.1.4. Where applicable, is licensed under State or local authority.

B.3.29.1.5. Where applicable, is accredited by the State.

B.3.29.1.6. Be equipped with operational air conditioning/heating systems.

B.3.29.1.7. Be kept clean, free of dirt, grime, mold, or other hazardous substances and damage that noticeably detracts from the overall appearance.

B.3.29.1.8. Be equipped with first aid equipment and an evacuation plan in case of emergency.

B.3.29.1.9. Be equipped with Automatic External Defibrillator (AED).

B.3.29.1.10. Have windows and doors that can be opened and closed in accordance with manufacturer standards.

B.3.29.1.11. Have an aggressive on-going plan to address bed bug infestation. This policy must be a part of your written response to this solicitation. On-going bed bug infestations shall be grounds for immediate discharge of Veterans from the facility.

B.3.30 Fire Safety Requirements:

B.3.30.1. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection

Association’s Life Safety Code.

B.3.30.2. Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities, and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills.

B.3.30.3. A written policy regarding tobacco smoking or use of e-cigarettes devices in the facility shall be established and enforced as per Fla.Stat.ch.386.201 et seq. (2011) Assisted Living Smoke-Free Regulations – Florida.

B.3.30.4. Portable fire extinguishers shall be installed at the facility. Use NFPA

10, Standard for Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers; shall be inspected, tested, and maintained in accordance with the applicable NFPA fire codes and the results documented.

B.3.31 Inspection: Prior to the award of any contract and annually thereafter during any subsequent contracted performance periods, a multidisciplinary VA team consisting of a social worker, dietitian or nutrition and food service professional, nursing or pharmacy staff, VA Police, and a Safety and Occupational Health Specialist; as well as any other subject matter experts determined necessary by the Medical Center Director, CO, COR, HCHV Coordinator, or VA Liaison; shall conduct a survey of the Contractor’s facilities to be used to provide Veterans food, shelter, and clinical services to assure the facility provides an acceptable level of quality care in a safe environment. Additional inspections may also be carried out, announced or unannounced, at any other time as deemed necessary by VA.

B.3.31.1. These inspections will be unannounced site visits for annual inspections and quarterly evaluations. Quarterly evaluations are intended to provide monitoring and oversight as well as to prepare the Contractor for the annual unannounced inspection.

B.3.31.2. The Contractor shall be advised of the findings of the inspection team.

If deficiencies are noted during any inspection, the Contractor shall be given a reasonable amount of time (typically 30 days) to take corrective action and to notify the Contracting Officer that the corrections have been made. If corrections are not remedied within a reasonable amount of time, the Contracting Officer shall be notified, and shall be the final arbiter on the necessary resulting consequences and action which may result in removal of Veterans from the facility or other administrative actions.

B.3.31.3. The inspection of the Contractor facilities shall include inspection for conformity to the current Life Safety Code as described in paragraph 5, and shall also include the following:

B.3.31.4. General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

B.3.31.5. Assessment of whether the facility meets applicable fire, safety, and sanitation standards.

B.3.31.6.…