36C24824Q0568-RFQ-Vet Residences.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

36C24824Q0568 03-26-2024

Katrina Tavares | katrina.tavares@va.gov 813-729-3586 03-25-2025

3PM EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

8875 Hidden River Pkwy Suite 525 Tampa FL 33637 Paul Jarret paul.jarrett@va.gov

X

624229

$19 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 Hillsborough/ Polk County regions in accordance with the Performance Work Statement (PWS).

See schedule for details.

See CONTINUATION Page

X X

X 1

Paul Jarret Contracting Officer

36C24824Q0568

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

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

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

C.5 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

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 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.10 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.12 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

E.2 52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND

CERTIFICATIONS (DEC 2014)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

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

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

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

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

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

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: TBD

b. GOVERNMENT: Contracting Officer 36C248 Contracting Officer Paul Jarret

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:

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0.00 EA

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

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount

Contract Period: Base POP Begin: 04-22-2024 POP End: 04-21-2025 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

• Time limited services up to 60 days

• Targets homeless Veterans

• Provision of case management services

• Emphasis is placed on placement in permanent housing

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount

Contract Period: Option 1 POP Begin: 04-22-2025 POP End: 04-21-2026 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

• Time limited services up to 60 days

• Targets homeless Veterans

• Provision of case management services

• Emphasis is placed on placement in permanent housing

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount

Contract Period: Option 2

POP Begin: 04-22-2026 POP End: 04-21-2027 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

• Time limited services up to 60 days

• Targets homeless Veterans

• Provision of case management services

• Emphasis is placed on placement in permanent housing

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount

Contract Period: Option 3 POP Begin: 04-22-2027 POP End: 04-21-2028 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

• Time limited services up to 60 days

• Targets homeless Veterans

• Provision of case management services

• Emphasis is placed on placement in permanent housing

State number of available beds x 365 = Quantity Daily Rate (Unit) x available beds x 365 = Amount

Contract Period: Option 4 POP Begin: 04-22-2028 POP End: 04-21-2029 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

Performance Work Statement

1. BACKGROUND AND OVERVIEW:

The purpose of this project is to obtain a qualified contractor to provide short-term Contracted Residential Services (Emergency Housing) for homeless Veterans in safe community-based residences who need 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 male and/or female 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 regarding 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 and 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:

Emergency Housing:

o Time limited services up to 60 days o Targets homeless Veterans o Provision of case management services o 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: Indefinite Delivery Indefinite Quantity (IDIQ)

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

1. CONTRACTOR REQUIREMENTS:

o Adhere to program standards as found in VHA Handbook 1162.09 (Healthcare for Homeless Veterans (HCHV)).

o Contractor shall have existing programs and facilities in Hillsborough County that are fully operational and can start providing services as required in this Performance Work Statement within 30 days of contract award.

o Ability to place a Veteran on the same day of a referral.

o Possess the ability to respond appropriately to a Veteran in crisis.

o Create an environment conducive to social interaction, supportive of recovery models, and the fullest development of the resident’s rehabilitative potential regardless of gender or sexual orientation.

o Provide separate and secure bathroom arrangements for male/female veterans to ensure an acceptable level of privacy for personal hygiene and grooming.

o Provide facility laundry room for Veteran to do their own laundry.

o Suitable bedroom space and furnishings allowing for adequate storage and security of belongings.

o Provide food preparation areas for Veteran’s to prepare meals.

o Provision of office space for Healthcare for Homeless Veterans Liaison to occupy and work from o The facility shall not accept food stamps, welfare, or money from or on behalf of Veterans.

o Facility must pass all fire/safety requirements as determined by Local, State, and Federal guidelines.

CONTRACTOR WILL PROVIDE THE FOLLOWING SERVICES:

1. Security:

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

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

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

2. Number of Days Permitted in Program: 60 days from Admission with extensions provided based on situation.

3. 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 and contractor must have the ability to isolate Veterans with infectious diseases through a location on site or through placement in a hotel/motel.

4. Meals: 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.

Refrigerators must be kept in a sanitary manner and appropriate measures must be taken to remove spoiled or out of date food items. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

5. 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.

6. 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.

7. 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.

8. 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.

9. Case Management:

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

o Assessing service needs.

o Assistance with crisis intervention and stabilization services.

o 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.

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

o Monitoring for Veteran well-being.

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

10. Outreach: Outreach will be conducted by the Contractor to optimally engage homeless

Veterans.

11. Other Supportive Services:

o Supportive social services, in collaboration with the case managers, VA or other community resources.

o Support for an alcohol and/or drug-free lifestyle.

o Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

o Referrals of Veterans to VA medical facilities, VA Regional Offices, and community-based agencies for a variety of services that may include health care, entitlements, vocational assistance, education, recreation, and any other needed assistance.

o Assistance to Veterans in completing housing applications and other benefit paperwork as needed. Contractor shall also assist Veterans in obtaining documentation required for completing applications including, but not limited to birth certificates, driver’s licenses, income verification and any additional information required by housing resources and potential income supports.

o Advocate on behalf of the Veteran to fill gaps in the service that VA is not able to provide.

o Support mental health stabilization and obtainment of individual Veterans’ goals.

12. Reports:

o 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.

o 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.

o 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.

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

o 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.

13. Medical Records:

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

o Intake Assessments.

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

o Progress notes.

o Discharge Plans completed at discharge.

14. Staffing:

o 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.

Staff is defined as a paid professional or para-professional and does not include interns. Contractor’s staff assigned to work with veterans under this contract shall be certified in CPR and must maintain the certification during their work under the contract. Note: security staff alone, whether employed directly by the Contractor or subcontracted by the Contractor, is not sufficient to meet this requirement.

o 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.

o 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).

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

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

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

o 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.

15. Contractor Procedures:

o Contractor shall have written policies and procedures that address the concerns and situations identified below. Contractor staff shall communicate these policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility. Ideally this would be conducted in the form of a written resident handbook that is verbally reviewed with the Veteran.

o House rules and expectations shall be kept to a minimum, be simple, and should focus on safety of the residents. Most residents will have had difficulty in the past adhering to settings where strict rules are applied.

The rules should reward positive behavior, be enforceable, relate to the living situation, provide for safety of the residents and provide opportunities for engagement. Maintaining housing stability shall be the primary goal for each resident. Infractions of rules should be used as opportunities for clinical engagement by the Contractor’s staff.

o On-site contraband, weapons, drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.)

o Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances and syringes.

o Room/area inspections, including methods and frequency.

o Hygiene and personal/public area cleanliness requirements.

o Grievance process to address resident complaints with time frames for responses from the Contractor’s program/facility management.

o Client abandonment of belongings in the facility, including time frames and procedures for disposal.

o Procedures on security taping, monitoring and violations.

o Process for knowing how to handle medical and psychiatric emergencies such as a heart attack, a psychotic episode, or physical encounter between residents or between resident and staff personnel.

o Emergency and disaster plans with written protocols that are posted 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.

16. Notifications and Complaints Handling:

o 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.

o Death o Fire o Drug/police raid o Suicide/suicide attempt/discussion of thoughts of suicide o 911 call (police/fire department/paramedics/other) o Drug Overdose o Severe medical illness/emergency o Severe psychiatric illness/emergency o Sexual assault o Act of violence by Veteran against other(s) o Abusive behavior by Veteran against staff o Act of violence by other(s) against Veteran o Abusive behavior by staff against Veteran o Accident o Medication problems or adverse drug reactions o Exposure to Infectious Diseases o Or other untoward events

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.

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 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. Scheduled absences are covered but they must be pre-planned, consistent with ISP, documented in file, bed cannot be filled, not be for a break or vacation from treatment, not for extended educational or employment circumstances, and not more than 4 consecutive days of absence. Unscheduled Absence is covered but it must have evidence of active outreach to locate Veteran and be documented in Veterans file, provider may not fill the bed, not more than 48 hours, and Veteran must be discharged from program if not located in 48 hours.

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 for Veteran well-being

• 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.

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

o Intake Assessments.

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

o Progress notes.

o 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/suicidal thoughts

• 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.