36C25018R0829-000.docx

FedBizOpps Combined Synopsis/Solicitation Notice

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RESPONSE DATE (MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

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ADDRESS

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(POC Information Automatically Filled from User Profile Unless Entered)

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ADDITIONAL INFORMATION

GENERAL INFORMATION

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* = Required Field FedBizOpps Combined Synopsis/Solicitation Notice Rev. March 2010 G EMERGENCY Beds STARK COUNTY 45219 36C25018R0829 08-24-2018 N 624221 Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

RONALD MORGAN

513-559-3726

DEPARTMENT OF VETERANS AFFAIRS

NCO 10 CONTRACTING OFFICE

260 E. UNIVERSITY AVENUE

CINCINNATI, OHIO 45219

DEPARTMENT OF VETERANS AFFAIRS

LOUIS STOKES CLEVELAND VA MEDICAL CENTER

10701 EAST BOULEVARD

CLEVELAND, OHIO 44106

44106

USA

HTTPS://WWW.CLEVELAND.VA.GOV

HOME PAGE

RONALDMICHAEL.MORGAN@VA.GOV

POINT OF CONTACT

. GENERAL

The Cleveland Veterans Affairs Medical Center (Cleveland VAMC) anticipates award of an Indefinite Delivery Indefinite Quantity Contract (IDIQ), based on the contents of this solicitation.

1.1 SERVICE REQUIRED

Health Care for Homeless Veterans (HCHV) Contract Residential Services (CRS) Program City of Canton, Stark County, Ohio

Residential Shelter (Contract Residential Services) is a six (6) bed (on any given day) twenty-four (24) hour/seven (7) days a week community-based residential housing program designed for Homeless Veterans who are struggling with problems associated with addictions, substance use and abuse, and/or mental health challenges. Residential Shelter (CRS) bed program offers supportive housing and services for hard to reach, hard-to engage homeless Veterans. However, these beds also can be used for veterans designated for a short waiting list (up to 90 days) for other housing programs. Contractor shall provide housing, with the minimum Veteran bed days of service 365 (1 bed x 365 days) and maximum Veteran bed days of service of 2,190 (6 x 365) per VA250-17-D-00XX year; per performance occurrence. Residential Shelter (CRS) provides private accommodations and allows 24-hour, six (6) to twelve (12) week residence (occurrence) for homeless Veterans.

1.2 BACKGROUND

Ending homelessness among Veterans by 2015 is a national priority. The goal and plan for achieving it were introduced by the Department of Veterans Affairs Secretary 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.

Cleveland VAMC HCHV Program, is an essential and critical part of the VHA, and is vital for providing a gateway to VA and community supportive services for eligible Veterans who are homeless. The HCHV Contract Residential Program for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable and at-risk homeless Veterans. Ensuring that Veterans can be placed in community-based programs which provide quality housing and services that meet the needs of this special population is a particular focus of the HCHV program.

Recent national trends in service provision for the homeless outside of the Cleveland VAMC system include the utilization of contracted residential shelter care as an alternative to community shelter care or as a placement post unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues.

The Cleveland VAMC provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, psychiatry, and skilled nursing home care. This facility also provides homeless services to those Veterans requiring a transition program to aid homeless veterans.

1.3 PLACE OF PERFORMANCE:

Canton, OH (Stark County)

1.4 Additional Information:

The facilities must be “stand-alone”, not mobile units.

The agency must be able to begin housing homeless veterans immediately upon award.

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25018R0829 08-01-2018 Ronald M. Morgan 513-559-3726 08-24-2018 12 Noon E.S.T 36C541 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 X 624221 $11 Million X N/A X 36C541 Department of Veterans Affair Louis Stokes VA Medical Center 10701 East Blvd Cleveland OH 44106 36C541 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971 877-353-9791 See CONTINUATION Page This is an IDIQ contract to provide community based residential shelter beds.

Period of Performance:

Base Year: 10-01-2018 to 09-30-2019 Option Year 1: 10-01-2019 to 09-30-2020 Option Year 2: 10-01-2020 to 09-30-2021 Option Year 3: 10-01-2021 to 09-30-2022 Option Year 4: 10-01-2022 to 09-30-2023 See CONTINUATION Page X X X Alexander Daniel Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR’S NAME/ADDRESS/CITY/STATE-ZIP (Please print or type):

Point of Contact/Title: ________________________________________

b. GOVERNMENT: Contracting Officer 36C541 Glen E. Johnson Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300

Independence OH 44131

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

3. INVOICES: Invoices shall be submitted in arrears:

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

Department of Veterans Affairs Financial Services Center

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

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-4 Notice of Price Evaluation Preference for HubZone Small Business Concerns. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

B.4 PRICE COST SCHEDULE

Base Period: 1 October 2018 through 30 September 2019

PRICE

TOTAL PRICE

OPTION YEAR ONE: 1 October 2019 through 30 September 2020

TOTAL PRICE

OPTION YEAR TWO: 1 October 2020 through 30 September 2021

TOTAL PRICE

OPTION YEAR THREE: 1 October 2021 through 30 September 2022

TOTAL PRICE

OPTION YEAR FOUR: 1 October 2022 through 30 September 2023

TOTAL PRICE

Grand Total $_________________________

B.5 PERFORMANCE WORK STATEMENT

1. GENERAL

The Cleveland Veterans Affairs Medical Center (Cleveland VAMC) anticipates award of an Indefinite Delivery Indefinite Quantity Contract (IDIQ), based on the contents of this solicitation.

1.1 SERVICE REQUIRED

Health Care for Homeless Veterans (HCHV) Contract Residential Services (CRS) Program City of Canton, Stark County, Ohio

Residential Shelter (Contract Residential Services) is a six (6) bed (on any given day) twenty-four (24) hour/seven (7) days a week community-based residential housing program designed for Homeless Veterans who are struggling with problems associated with addictions, substance use and abuse, and/or mental health challenges. Residential Shelter (CRS) bed program offers supportive housing and services for hard to reach, hard-to engage homeless Veterans. However, these beds also can be used for veterans designated for a short waiting list (up to 90 days) for other housing programs. Contractor shall provide housing, with the minimum Veteran bed days of service 365 (1 bed x 365 days) and maximum Veteran bed days of service of 2,190 (6 x 365) per VA250-17-D-00XX year; per performance occurrence. Residential Shelter (CRS) provides private accommodations and allows 24-hour, six (6) to twelve (12) week residence (occurrence) for homeless Veterans.

1.2 BACKGROUND

Ending homelessness among Veterans by 2015 is a national priority. The goal and plan for achieving it were introduced by the Department of Veterans Affairs Secretary 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.

Cleveland VAMC HCHV Program, is an essential and critical part of the VHA, and is vital for providing a gateway to VA and community supportive services for eligible Veterans who are homeless. The HCHV Contract Residential Program for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable and at-risk homeless Veterans. Ensuring that Veterans can be placed in community-based programs which provide quality housing and services that meet the needs of this special population is a particular focus of the HCHV program.

Recent national trends in service provision for the homeless outside of the Cleveland VAMC system include the utilization of contracted residential shelter care as an alternative to community shelter care or as a placement post unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues.

The Cleveland VAMC provides diagnostic and therapeutic services in medicine, surgery, rehabilitation medicine, psychiatry, and skilled nursing home care. This facility also provides homeless services to those Veterans requiring a transition program to aid homeless veterans.

1.3 PLACE OF PERFORMANCE:

The City of Canton OH (Stark County)

1.4 AUTHORITY

The VA National Program Office provides funding to support Residential Shelter (CRS) to expand the Cleveland VAMC Homeless Continuum of Care.

1.5 PURPOSE

The goal of Cleveland VAMC is to place homeless or at risk of homeless Veterans in community-based, residential environments, providing sufficient services to meet the needs of Veterans. It is understood that the type of patients to be cared for under this contract will normally require care and services over and above the level of room and board. Homeless Veterans may have ongoing Mental illness, Depression, Schizophrenia, Domestic Violence, Post Traumatic Stress Disorder, and/ or Substance Dependencies. The facility will not be used for detoxification or other hospital level treatment, Cleveland VAMC will provide those services as indicated or will refer to community agencies if indicated.

2. QUALIFICATIONS

2.1 STAFF/FACILITY

Contractor must show evidence and documentation of having staff and agency experience at their site to manage an Residential Shelter (CRS) for a minimum of two (2) years, per Department of Veteran Affairs (VA) national office requirement. Contractor must show documentation and provide supportive services at the contracted site that will assist the Veteran during their contract residential stay. These services will continue throughout their authorized stay, generally not to exceed twelve (12) weeks (90 days). The Contractor and Liaison/COR will determine therapeutic and recovery services needed by the Veteran resident in a plan developed by the Veteran and COR. The supportive services and their evaluation factors that must be addressed by Contractor for delivery are listed below:

2.1.1 Ability to provide structured group activities as appropriate – examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

2.1.2 Ability to collaborate with VA staff on an ongoing basis.

2.1.3 Contractor must insure individual counseling and case management is being provided as needed, either through direct service or referral, for the following: mental health and substance abuse treatment, as well as vocational and housing services.

2.1.4 Ability to provide assistance with health education and personal hygiene, as appropriate.

2.1.5 Ability to monitor medications

2.1.6 Ability to provide supportive social services, in collaboration with the HCHV program

2.1.7 Ability to provide support for an alcohol and drug free lifestyle

2.1.8 The ability to assess and respond to a Veteran in crisis and make appropriate referrals for Assistance

2.1.9 The ability and willingness to provide services to Veterans with previous history of criminal Offenses

2.1.10 The capability to provide services for male and female Veterans who have a history of chronic homelessness with mental illness and substance abuse problems.

2.1.11 Demonstration of staff qualifications and knowledge to serve homeless Veterans/persons.

2.1.12. Ability to provide adequate separation of genders to ensure privacy (separate bathrooms and sleeping quarters).

3.0 HOURS OF OPERATION

The Emergency Shelter Beds for Veterans is open twenty-four (24) hours per day/ seven (7) days providing staffing with qualifications as stated in 2.1 through 2.1.12.

4.0 CONTRACTOR REQUIREMENTS

4.1 SERVICES REQUIRED

4.1.1 Contractor shall be responsible for sufficient residential capacity to place a minimum of one (1) Veteran and up to a maximum of six (6) Veterans in a safe, community-based, residential environment in Stark County/ Akron, Ohio area.

4.1.2 Contractor is required to provide security and safety and staff availability for 24 hours a day, 7 days per week. Contractor is required to provide safe and secure accommodations for all Veterans. Contractor’s facility must be ready for admission of veterans as soon as the facility has passed inspection by the team of inspectors from Cleveland VAMC. In addition, the facility environment shall be free from alcohol and drugs abuse (any nonprescription drugs), as well as gambling.

4.1.3 Contractor shall enter all Veteran data into the HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS) as required by the HOMELESS CONTINUUM of CARE (CoC) for the community where the facility is located.

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

Contractor shall be required to provide adequate separation of genders to ensure privacy. Special emphasis on privacy and security must be noted in mixed gender facilities. The living environments of HCHV Contract housing must include:

(1) Separate and secure sleeping arrangements (unit or wing) for each gender,

(2) Separate and secure bathroom arrangements for each gender,

(3) Screening procedures and criteria for sex offenders (mixed gender facility), and

(4) Common areas (lounges, laundry rooms, group rooms) with appropriate security arrangements. Additionally, mixed gender facilities that share entrance and common areas (living room, kitchen, dayroom, etc.) must include onsite staffing available 24 hours a day, 7 days per week.

(5) Handicapped accessible rooms are available in accordance with the 2010 ADA Standards for Acceptable Design. If the facility is more than one story, there shall be handicapped accessible rooms on the first floor, along with at least one handicapped accessible bathroom. (www.ADA.Gov)

(6) The facility preferably should be in close proximity, within 3 miles, to CBOC services.

(7) The facility shall not be within 1,000 feet of a school, daycare centers or play grounds or other places where children gather so as to be in compliance with the below stated law:

Ohio Law States 2950.03.1 Residing within 1,000 feet of school premises is prohibited; injunctive relief. Part (A) No person who has been convicted of, is convicted of, has pleaded guilty to, or pleads guilty to either a sexually oriented offense or a child-victim oriented offense shall establish a residence or occupy residential premises within one thousand feet of any school premises.

The Ohio Revised Code 2925.01 defines a “School” as: “School” means any school operated by a board of education or any school for which the state board of education prescribes minimum standards under section 23301.07 of the Revised Code, whether or not any instruction, extracurricular activities, or training provided by the school is being conducted at the time a criminal offense is committed.

(8). Veterans will have access to three (3) nutritional meals,7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated.

(www.fda.gov/forconsumers/consumerupdates/ucm244206.htm)

Facility staff shall have the capability to adjust meals to comply with patients’ dietary needs, including but not limited to low sodium, low fat, sugar-free in accordance with patients who have been diagnosed with hypertension, diabetes, obesity or any other disease or condition requiring a special diet.

(9). Facility staff shall have Laundry facilities for residents to do their own laundry or to have laundry done. Laundry Detergent shall be supplied for all Veterans and Sensitive Skin Laundry Detergent shall be supplied for Veterans who have sensitive skin challenges.

4.1.5 Contractor shall have the ability to place a Veteran within 24 hours on the same day of a referral from Healthcare for Homeless Veterans (HCHV) program staff.

4.1.6 Services, which the contractor shall have furnished, include:

(1) Structured group activities, including physical activities as appropriate.

(2) Instruction in and assistance with health and personal hygiene.

(3) Monitoring of medications, including locked drawers for storage of medication.

(4) Supportive social services in collaboration with the community agencies or Cleveland VAMC staff. In case of an emergency the Contracting Officer representative (COR) shall be notified immediately within two hours of the incident.

(5) Case Management, including counseling on self-care skills, adaptive coping skills, enrollment in State and federal benefits, documents assistance needed for housing applications and other services (referral or linkage) deemed necessary to engage the Veteran in housing in collaboration with VA programs or community resources.

(6) Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol free environment.

(7) Providing transportation for care to and from appointments.

(8) Assistance to gain and to apply knowledge of the illness/ recovery process.

(9) Pre-treatment orientation for veterans and family that are referred from Cleveland VAMC. Each Veteran, referred to contractor, is provided upon admission, a handbook of rights. Cleveland VAMC provides the Veteran with the patient bill of rights handbook.

(10) Individual Service Plan (IPS) for each referred Veteran shall be completed within Seven (7) days of an admission. The Contractor and COR shall have their Individual Service Plan (IPS)be a collaboration of the treatment plan based on Veteran identified goals.

(11) These services will continue throughout their authorized stay, generally not to exceed 90 days.

4.1.7 The Cleveland VAMC will provide oversight of the Contractor’s facility and the resident Veterans by a Licensed Independent Social Worker LISW)/COR.

4.1.8 The Contractor shall provide services to beneficiaries for whom such care is specifically authorized by Cleveland VAMC herein after referred to as the (VA). The contractor shall provide to the Cleveland VAMC, in accordance with all terms and conditions, provisions and requirements listed herein for the sum quoted. This rate is inclusive of all services as may be necessary in the treatment of the patient. Unless specifically excluded in this contract, the per diem rate established shall include the services listed in this document and will also include all services normally provided other patients by the facility without extra charge.

4.1.9 The contractor shall furnish services to beneficiaries from whom such care is specifically authorized Cleveland VAMC. The type of veterans’ patients needing residential housing will normally require care and services over and above the level of room and board. Veterans may have ongoing multiple substance abuse or dependency problems and/or mental illnesses. The Residential Shelter (CRS) will not be used for detoxification or other hospital level treatment. The Cleveland VAMC will serve as treatment center for medical and mental health problems.

5.0 PERSONNEL

5.1 The contract facility must have a current occupancy permit or license required by the authority having jurisdiction.

5.2 The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. In residential facilities, there must be, at a minimum, two (2) staff members on duty on the premises or residing at the house during daytime hours, minimum of 1 staff person on the premises overnight and available for emergencies 24 hours a day, 7 days a week. In those instances, where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional health care personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting.

5.3 Contractor will provide at minimum one (1) staff member identified to carry out case management services.

6.0 REFERRALS

6.1 The COR shall make requests for services via telephone. A faxed information sheet shall follow each telephone authorization as soon as possible after completion by Clinical Staff.

6.2 Only a warranted Contracting Officer can make changes to the contract. Admissions’ and discharge orders, requests, or changes shall only be made by the Clinical staff of CBOC, COR, or authorized party specified by the Chief, Mental Health Service. Under no circumstances shall there be any deviation of any other party. In addition, the Contractor shall make no deviation and is responsible for providing direction to its staff.

6.3 A list of authorized ordering personnel shall be made available upon award of the contract.

Employees may be added or deleted from the list during the term of the contract at the discretion of Cleveland VAMC. The Service Provider shall be notified to such changes as they occur.

7.0 ABSENCES AND CANCELLATION

7.1 The contractor shall notify Cleveland VAMC by telephone of absences of a veteran from the facility for more than twenty-four (24) hours if the veteran does not physically sleep at the facility. Absences of the patient from the facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the Cleveland VAMC coordinator. Should a patient referred to a residential treatment facility, absent himself/herself in an unauthorized manner, payment for services for that Veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contractor facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout will be an element of quality assurance review of this program.

7.2 It is understood that Veteran may be provided facility care at the contracted amount for a period not to exceed that of the stated length of treatment plan contracted (generally 90 days/ twelve (12) weeks). The Cleveland VAMC will place a new order or modify an existing order so that a Veteran may stay for longer than the original order.

7.3 The Cleveland VAMC reserves the right to remove any or all patients from the facility at any time without additional cost, when it is determined to be in the best interest of the Cleveland VAMC or the patient.

8.0 CONDUCT

8.1 The contractor shall make available to Cleveland VAMC documentary information, such as data requests from the Northeast Program Evaluation Center (NEPEC), and any other information deemed necessary by the Cleveland VAMC to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; to verify quality of patient care for veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records.

www.va.gov/oig/52/reports/2006/VAOIG-04-00888-215.pdf

8.2 The contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of resident and appropriate community resources in resolving problems and setting goals.

8.3 The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

www.gpo.gov/fdsys/pkg/CFR.../CFR-2002-title38-vol1-sec17-710.pdf

8.4 The contractor shall notify Cleveland VAMC immediately (within two (2) hours when a medical emergency occurs that requires hospitalization of a patient receiving care at Cleveland VAMC expense. It shall be agreed that the Veteran will be readmitted to the appropriate Cleveland VAMC facility. When such readmission is not feasible because of the nature of the emergency, it shall be agreed that hospitalization in a non-federal hospital may be accomplished provided the Cleveland VAMC authorization is obtained. If hospitalization of a non-emergency nature is required, it shall be agreed that readmission to the Cleveland VAMC will be accomplished promptly within two days based on the availability of a bed at the Cleveland VAMC.

9.0 SECURITY

9.1 The Cleveland VAMC approved public key infrastructure (PKI) shall be deployed on contractor’s network computers to securely and privately exchange data regarding veteran with the Cleveland VAMC.

9.2 Contractor shall complete and submit the required Business Associate Agreement (BAA) form.

9.3 Adequate security measures must be provided, e.g., bars on windows and doors and area fenced, in order to provide optimum safety for residents.

9.4 This does not require any contractor-owned devices connection to a Cleveland VAMC internal (non-public) trusted network. IT security requirements for certification and accreditation (authorization)(C&A) do not apply and a Security Accreditation Package is not required.

9.5 Contractor and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of Cleveland VAMC is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement. www.hhs.gov/ocr/privacy/index.html

9.6 Contractor shall ensure that employees involved in patient care shall have a current background investigation – The level of background investigation commensurate is low with the required level of access is Special Agreement Checks (SAC).

9.7 The following acts shall not be permissible by contractor’ staff personnel who provide services under this contract while on facility premises:

9.7.1 Use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability) while on duty, or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

9.7.2 Gambling in any form.

9.7.3 Carrying of pistols, firearms or concealed weapons.

9.7.4 Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty.

9.7.5 Spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior.

9.7.6 Use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees.

9.7.7 Stopping for personal business, including use of restroom facilities, while vehicle is occupied by a Veteran passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

9.7.8 Engaging customer in a verbal confrontation in an attempt to settle a disagreement.

9.7.9 Soliciting or accepting tips from customer, companions or others at any time.

9.7.10 Refrain from utilizing resident Veterans for labor on or around the property/facility. Assign light duty if Veteran is physically capable; e.g. washing dishes and keeping personal items and room tidy and clean.

10.0 COMPLAINTS HANDLING

The Contracting Officer’s Representative (COR) shall monitor the service provided. Contractor shall cooperate with the Liaison/COR in providing information and answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the customer(s) to the Liaison/COR within twenty-four (24) hours. All complaints received by the Liaison/COR and forwarded to the Contractor shall be investigated promptly within forty- eight

(48) hours. After investigation and disposition, Contractor shall respond in writing to the Liaison/COR within five (5) working days after receipt by the Contractor by email.

11.0 TRANSPORTATION

The facility shall provide the patients with transportation to scheduled meetings and appointments including information and instructions so that they can utilize public transportation, if they so desire to use public transportation. Contractor drivers shall possess current license and vehicle insurance if providing transportation. Should the patient desire to use public transportation, the contracted facility shall provide bus tickets to the patient. Contractor shall provide transportation for care at the local Cleveland VAMC and provide transportation to and from appointments as well as picking them up. The facility shall be located on a bus line, within reasonable walking distance (one block) of a bus stop.

12.0 CONDITION OF THE FACILITY

12.1 Facility shall be inspected by Cleveland VAMC personnel prior to award. If the contract is extended beyond one year, the facility must be re-inspected annually for every year that the contract is renewed.

12.2 Facility shall be equipped with operational air conditioning /heating systems.

12.3 Facility shall be kept clean and free of dirt, grime, mold, or other hazardous substances. In addition, the property shall be free of any damage to the property.

12.4 Facility shall be equipped with first aid kit; fire extinguisher(s) fully charged and not expired, fire/carbon alarms, and an evacuation plan in case of emergency.

12.5 Facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards and in compliance with NFPA Life Safety Code.

12.6 Cleveland VAMC will not incur any cost associated with the contractor providing inadequate or faulty equipment.

13.0 POLICY

13.1 The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The facility shall 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.

13.2 The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by Cleveland VAMC, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered.

13.3 It is agreed that Cleveland VAMC has immediate access to all records concerning the Veteran's care in the facility. It is agreed that duly authorized representatives of the Cleveland VAMC will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the veteran. Upon discharge or death of the patient, records on all Cleveland VAMC beneficiaries will be retained by the facility for a period of at least three years (or such other length of time as defined from time to time by Cleveland VAMC following termination of care. www.archives.gov/records-mgmt

13.4 The facility shall not accept any funds from Veterans as payment for meals the facility provides while in their care. The facility shall provide a safe to hold any money for safe keeping for the veteran at their request. However, the contracted facility may assist the Veteran to apply for food stamps and utilize these food stamps to feed the Veterans. The facility warrants that it is in compliance with all applicable fire laws; that there are no recommendations of fire officials which have not been resolved.

13.5 The contractor shall comply with the Cleveland VAMC Patient's Bill of Rights as set forth in the Code of Federal regulations, Section 17.34a, Title 38 (copy is available upon request). (www.patientadvocate.va.gov/rights.asp)

13.6 The Cleveland VAMC case manager/treatment teams, in collaboration with the existing community homeless care task force workers, shall identify and refer all appropriate patients to the contractor.

13.7 Before referring any patient, the Cleveland VAMC shall have provided the contracted agency with a signed Release of Information (ROI) from the Veteran patient as well as that Veteran’s clinical assessment, physical and laboratory studies, and confirmation of chronic mental illness by a Cleveland VAMC staff member.

14.0 INSPECTION AND ACCEPTANCE

14.1 It is agreed that the Cleveland VAMC shall have right to inspect the residential treatment center and all appurtenances by an authorized representative(s) designated by the Cleveland VAMC.

14.2 Prior to the award of a contract, a multidisciplinary Cleveland VAMC team consisting of a social worker, dietitian, registered nurse, an Engineering Service Safety Specialist, and a Cleveland VAMC Police Service law enforcement officer shall conduct a survey of the proposed facility/property to be utilized by the Contractor.

14.3 For the initial inspection purposes, the proposed facility will need to be unoccupied by any tenants. Cleveland VAMC reserves the right to not award a contract for the proposed facility and to re-post a solicitation to acquire additional proposals from other interested contractors.

14.4 The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time (but not to exceed 30 days) to take corrective action and notify the Contracting Officer that the corrections have been made. A contract will not be awarded until all noted deficiencies have been eliminated and /or corrected.

14.5 The Cleveland VAMC shall monitor the contractor's program and inspect the contractor's facility in accordance with the Quality Assurance Surveillance Plan (QASP) to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the Cleveland VAMC Contracting Officer (CO). If corrections are not made to the satisfaction of the Cleveland VAMC, the Contracting Officer (CO) will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer patients and to terminate the contract.

14.6 Subsequent inspections of the residential treatment center must be made annually by a multidisciplinary team including such Cleveland VAMC personnel as the Director of the Cleveland VAMC considers necessary to assure the facility provides quality care in a safe environment. As the Cleveland VAMC program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay.

15.0 SAFETY

15.1 The Cleveland VAMC Safety Specialist (Engineering Service) or Liaison/COR will inspect the facility for conformity to the current Life Safety Code and submit his/her findings to the multidisciplinary team. The inspection will focus on an assessment of the quality of life within the proposed facility, giving particular attention to the following factors:

15.2 General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.

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

15.4 The facility shall be in a central location, near public transportation, and near areas that provide employment and treatment services.

15.5 There are appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.

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

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

15.8 Appetizing, nutritionally adequate meals are provided in a setting that encourages social interaction and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The local Cleveland VAMC dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the patients' satisfaction with meals and the actual consumption of food offered.

16.0 PAYMENTS

16.1 Payment to the Contractor shall be made monthly, in arrears, per patient upon receipt of a properly prepared invoice. Payment for any leave, including sick leave, holiday, or Vacation time, shall be the responsibility of the Contractor. Cleveland VAMC will pay only for “fixed daily charge.”

16.2 The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party Contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to the designated Cleveland VAMC office who, after reconciling bed census and invoice, shall submit them to FSC at the mailing address below:

Payment Address:

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-8971 Fax Number: (512) 460-5440

16.3Billings rendered by the Contractor to the Program Office for services furnished under the terms of this contract, shall be billings in full. Neither the beneficiary, his insurer, nor any third party shall be billed.

NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices shall include the following information to be considered Valid for payment. Invoices without the required information will be returned:

Vendor name, invoice number and date FEIN (Federal Employer Identification Number) Complete purchase order number assigned by the Cleveland VAMC facility Name of provider, number of patient days “fixed daily charge”.

Total dollar amount of invoice

17.0 QUALITY REVIEW (THIS IS WHAT WILL BE SPOT CHECKED, THIS IS NOT THE

QASP)

Contractor is expected to provide Cleveland VAMC staff with regular reports on changes in Veterans’ status, including all changes and observations concerning the Veterans psychological needs. Contractor shall make available to the Cleveland VAMC documentary information deemed necessary to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6; to verify quality of patient care for Veterans, to assure confidentiality of patient care for Veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records.

The COR or multidisciplinary treatment team will designate a clinician to perform a quality review of the care of veterans referred to the contractor. The findings of the survey will be tabulated and reported to the Cleveland VAMC Quality Management Department and the Contracting Officer. The review will be performed quarterly and will include reviewing a sampling of patient charts to determine the quality of care rendered the Veterans. The following factors will be included in the checklist:

17.0.1 Structured group activities, including physical activities as appropriate.

17.0.2 Instruction in and assistance with health and personal hygiene

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

17.0.4 Supportive social services, in collaboration with the program care managers, or other contract resources.

17.0.5 Assistance in learning and developing responsible living patterns to achieve a more adaptive level of psychosocial functioning, social skills and improved personal relationships.

17.0.6 Maintaining a drug and alcohol-free environment.

17.0.7 Arranging transportation for care at the Cleveland VAMC and other appointments.

17.0.8 Pre-treatment orientation for Veterans and family that are referred from Cleveland VAMC. Each Veteran referred to Contractor has been provided upon admission a handbook of rights.

17.0.9 Therapeutic and Rehabilitative Services determined to be needed by the individual patient.

in a plan developed by the Contractor with input from the patient and the Cleveland VAMC COR/case manager.

17.0.10 Treatment plan for each referred Veteran completed within one week of admission, substantially in conformance with…