36C25019Q1387-001.docx

36C25019Q1387-HCHV for Ann Arbor, VAMC

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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

36C25019Q1387 11-27-2019 Michelle C. Ford/Contracting Officer 734-222-7151 12-18-2019 4:00 pm( Eastern) 36C250 Department of Veterans Affairs Network Contracting Office 10 PO Box 492 Ann Arbor MI 48106 X Y 624221 $12 Million N/A X 36C250 Department of Veterans Affairs VA Ann Arbor Healthcare System 2215 Fuller Rd.

Ann Arbor MI 48105 36C250 Department of Veterans Affairs Network Contracting Office 10 PO Box 492 Ann Arbor MI 48106

Department of Veterans Affairs Financial Management System PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 X Healthcare for Homeless Veterans Services for the Ann Arbor VAMC in Ann Arbor, MI. in accordance with the Performance Work Statement (PWS). Please see "Price Schedule" starting on Page 6.

This acquisition will be conducted using the procedures in FAR Part 12, Acquisition of Commercial Items, using FAR Part 13 Simplified Acquisition Procedures, under the authority of

38 USC 8153.

This will be a Firm Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ) Contract.

X X 1(one) Michelle C. Ford Contracting Officer 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:

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: 52.232-33, Payment by Electronic Funds Transfer – System for Award Management

3. INVOICES: Invoices shall be submitted in arrears: 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. Invoicing shall be in accordance with the requirements of the Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments may change during the period of performance of this acquisition. Therefore, current invoicing information is located at: http://www.fsc.va.gov/einvoice.asp.

See Section N, page 22, Billing, of the Performance Work Statement for Invoice submission information.

All invoices shall include the following (see Section C1. 52.212-4, paragraph g, Invoice, of clause 52.212-4, Contract Terms and Conditions for additional Invoice Requirements and Supporting Documentation necessary for billing purposes).

1. Invoice Number

1. Invoice Date

1. Purchase Order Number (will always begin with 515)

5. CHANGES/MODIFICATIONS TO THE CONTRACT: The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this resultant contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, delivery or quality of performance of this resultant contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized by the local VAMC and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

The Contracting Officer’s Representative (COR) will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

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

9. SECURE FAX: In accordance with VA Handbook 6500, the following statement is required on all fax cover sheets; if it is determined the ordering process will include a fax: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

10. POST-AWARD ORIENTATION: The Contracting Officer will schedule a post-award orientation conference for contract orientation purposes.

B.2 REVIEW REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM (CPARS)

(a) as prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $250,000 and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

(b) Each contractor whose contract award is estimated to exceed $250,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor's registered representative.

(c) For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor's performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor's designated representative for comment. The contractor representative will have sixty days to submit any comments and re-assign the report to the VA contracting officer.

(d) Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those sixty days, will result in the Government's evaluation being placed on file in the database with a statement that the contractor failed to respond.”

36C25019Q1387-HCHV for Ann Arbor, VAMC

B.3 PRICE SCHEDULE

The total need is for up to 5 male beds at any given time. The quantities stated in this price schedule represent the Government’s best estimate, based on historical usage and projected need. Please note that they are only estimates and are not a guarantee of future orders. The contract minimum of any resultant Firm Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ) contract will be one (1) bed-night. If no services are utilized, the one bed-night cost will be paid at the CLIN 001 rate. The contract maximum will not exceed 10,950 Bed-Nights.

Note: This contract is firm fixed price and does not include an economic price adjustment mechanism. In lieu of an EPA clause, the following price schedule contains five distinct price list. Offerors shall price out base year and all option years.

Base Ordering Period: February 1, 2020 through January 31, 2021

Ordering Period 1: February 1, 2021 through January 31, 2022

Ordering Period 2: February 1, 2022 through January 31, 2023

Ordering Period 3: February 1, 2023 through January 31, 2024

Ordering Period 4: February 1, 2024 through January 31, 2025

Aggregate Total to include base and all ordering periods for all Services: $_____________________

ALL PRICES ARE FIRM FIXED PRICE

B.4 PERFORMANCE WORK STATEMENT

Healthcare for Homeless Veterans Services

The VA Ann Arbor Health Care System has a requirement for a community-based residential program for homeless veterans. Contractor(s) shall provide Healthcare for Homeless Veterans (HCHV) Rehabilitative Services for up to five (5) single male homeless veterans with mental illness and/or substance use disorders in a residential program located in Ann Arbor, Michigan or Washtenaw County catchment area for a period of one (1) base year, with four, 12-month options, exercisable at the Government’s discretion.

PART I: GENERAL INFORMATION

A. Background Through the HCHV Program, the VA provides Veterans case management services and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The Contractor shall provide care, rehabilitative services to Homeless Veterans in community-based facilities offering a safe and secure environment that supports their rehabilitation goals. The Contractor shall be required to provide a safe, therapeutic and rehabilitative setting and attendant services.

The term residential Program may refer to a variety of housing options including, apartment style housing, group home, or institutional setting. The type of veterans to be cared for under this contract will require care and services over and above the level of room and board.

B. Services to be Provided All veterans placed by VA staff in the facility must be eligible veterans for VA health care as described by the Department of Veterans Affairs guidelines. All veteran residents shall be capable of self-preservation and performance of all ADLs (Activities of Daily Living). In an emergency situation, veteran residents shall have sufficient capacity to recognize physical danger, the judgment that requires to immediate egress from the group residence, the capacity to follow a prescribed route of egress, and have the physical ability to accomplish such egress.

Contractor shall provide community-based residential care and rehabilitative services for up to five (5) homeless male veterans, who may have a mental illness and/or substance use disorder diagnosis, in a residential program.

C. Applicable Documents

· VHA Handbook 1162.09 Health Care for Homeless Veterans (HCHV) Program (http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006)

· VA patient’s Bill of Rights, 38 U.S. C 17.34a (http://www.va.gov/health/rights/patientrights.asp)

· Life Safety Code of the National Fire Protection Agency: NFPA #101 (www.nfpa.org)

· Confidentiality of Medical Quality Assurance Records: 38 U.S.C. 5701 (http://www.gpo.gov/fdsys/granule/USCODE-2010-title38/USCODE-2010-title38-partIV-chap57-subchapI-sec5701/content-detail.html); and 38 U.S.C. 7332 (http://www.gpo.gov/fdsys/granule/USCODE-2011-title38/USCODE-2011-title38-partV-chap73-subchapIII-sec7332/content-detail.html)

· Disclosure of Patient Records: Records protected by 38 U.S.C. 5705; its implementing regulations at 38 U.S.C. 17.500-511; VHA Directive 98-016, 4b. (1) (d), 4.6(2)(c) and 4.6(4). These records may be disclosed only as authorized by 38 U.S.C. 5705 and the VA regulations. Disclosure of these records in violation of 5705 is a criminal offense under 38 U.S.C. 5705(e): (http://www.gpo.gov/fdsys/pkg/USCODE-2013-title38/pdf/USCODE-2013-title38-partIV-chap57-subchapI-sec5705.pdf)

PART II: WORK REQUIREMENTS

A. Services to be provided:

1. Contractor shall furnish each veteran authorized care under this contract with the following basic services:

a. Contractor shall have a facility obtained (either leased/rented/owned) and made fully operational prior to the effective date of this contract. The facility must pass the life safety inspection prior to any services rendered.

b. The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week.

c. Veterans may be on physician ordered special diets. Veterans shall have appetizing, nutritional meals provided in a setting that encourages social interaction. Meals shall include three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. Refrigeration and dry food storage areas are appropriately maintained and monitored. All food areas are clean and free of litter. Current licensures are maintained, if required. If facility is not set up to provide meals 7 days a week, nutritional food must be provided or available at no cost to the Veteran. (This could mean Veterans have access to a food pantry, local food bank, are receiving supplemental nutritional assistance program (SNAP), or the contractor provides the food). For individually prepared meals: appliances must be adequate to safely store and prepare food and are in good working condition (i.e.: stove, refrigerator, dishwasher, etc.) for individually prepared meals. This would also include ensuring that all food preparation areas contain suitable space and equipment to store, prepare, and serve food in a sanitary manner. Cleaning supplies shall be provided to maintain a clean kitchen area. These would include broom, mop, vacuum, cleaning products, dish soap, trash can, trash bags, etc.) Resource information is available to educate veterans with special dietary needs (i.e.: Diabetic, allergies, medically indicated.) This may be accomplished through nutritional education provided directly by the agency or a referral resource within the community. Many veterans are either undernourished or have poor eating habits because of their chronic psychiatric disorders, which could be alcohol/drug abuse related behaviors.

d. Laundry facilities for residents to do their own laundry with no cost to the veterans. Machines shall be maintained and in good condition to ensure availability of service.

e. Dining areas must be comfortable and adequate size to seat the maximum number of residents in the facility.

f. Common living areas must be comfortable and adequate in size to accommodate the maximum number of residents in the facility.

g. The facility shall maintain one functional lavatory (bathing and/or shower facility) for every six people living in the facility.

h. Bedrooms shall measure at least 100 square feet for a single room, or an additional 25 square feet for each resident double occupancy room (or in a multi-resident room). Male and female residents shall have secure separate sleeping quarters. Bedrooms shall contain no more than four beds. Floor plan of facility/units shall be available for review and approval prior to award. NOTE: The complex nature of certain residents may dictate the need for single occupancy in a bedroom. Bedrooms shall contain a suitable bed furnished by the facility with, mattress, pillow, sheets/blankets and towels. The facility shall be responsible for laundering the linens and towels at least weekly and keeping them in good condition. Mattresses must be kept in good condition and replaced as needed.

i. The Contractor will offer a “low-demand environment” meaning Veterans will be offered mental health and substance abuse services but, their participation in these services will not be contingent on their acceptance or continued stay in the facility.

j. A locked cabinet or secured lock box (that cannot be easily removed from the premises) shall be provided for medication and valuables storage.

k. Facility shall have safe and functioning systems for: heating and cooling, hot and cold water, electricity, plumbing, sewage, food preparation (unless food is prepared off site), laundry, artificial and natural light, and ventilation. The residence shall be climate controlled to be heated not below 65 degrees Fahrenheit in the winter and cooled not above 75 degrees Fahrenheit in the summer.

l. All facility areas shall be kept clean and sanitized weekly. Chores may be assigned to veterans, but facility staff must ensure areas are cleaned to sanitary standards.

m. Therapeutic, Rehabilitative, and Recovery Services shall be determined by the individual resident in conjunction with the contracted facility staff and in consultation with the VA Liaison. The Contractor shall develop a service plan with the veteran and include the VA Liaison. Such plans shall be developed based on a psychosocial assessment, completed by contracted facility staff and shall be in compliance with Commission of Accreditation for Rehabilitation Facilities (CARF) standards located at http://www.carf.org/home/ Services which the Contractor shall be able to furnish include:

i. Case management, which shall address self-care skills, adaptive coping skills, mental health service needs, supported employment, in collaboration with VA program or contracted community resources. Case management services shall be provided during day shift hours, Monday through Friday.

ii. Collaboration with the VA program staff, which will provide supportive psychosocial services.

iii. Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

iv. A program that promotes community interaction.

v. Monitoring of medications, if instructed and is necessary.

vi. Support for an alcohol/drug abuse free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential. The provider shall provide a level of service that does not expel the veteran if he tests positive for drugs or alcohol but provides a recovery focused environment that is supportive and inclusive while the veteran stabilizes with their mental health treatment and medications.

vii. Allow Veterans prescribed Suboxone or other antagonist types of medicine that assist with withdrawal and the management of mental health symptoms.

viii. Track veteran outcomes upon discharge from services for six consecutive months.

ix. In collaboration with VA liaison, provide case management and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems and setting goals.

2. The contractor’s facility shall have a current occupancy permit or license required by the authority having jurisdiction.

3. The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation.

B. Special Care Requirements

1. “Imperative” Levels of Care

a. Evidence based best practice interventions, for homeless persons, shall be designed to promote a more adaptive level of psychosocial functioning, and to assist VA staff in transitioning veterans into permanent/independent housing.

b. Contractor shall include supportive health care that shall include the instruction and/or information related to personal hygiene to all veterans that may be in need of care.

c. Individual adjustment services including social diversion, recovery focused, recreational and spiritual opportunities.

d. Full attention shall be given to motivation and education of veterans to achieve and maintain independence in the activities of daily living and self-care.

e. Pest Prevention

i. There shall be a Pest Preventative Treatment plan in place; pest preventative treatment plans shall include prevention and remedy methods for the treatment of pests, such as bed bugs, rodents; and shall render prevention/treatment of such pests with pest control industry standard practices. The COR shall monitor the Contractor’s facility to ensure compliance with this protocol and successful results. Contractor shall maintain an emergency housing contingency plan in the event of an infestation that renders the facility unfit for habitation.

C. Responsibility and Legal Obligations

1. Contractor and facility staff shall conform to all regulations, Federal, State and local governing the performance of contracted services.

2. The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the facility. In residential program facilities/group homes, there must be an administrative staff member or designee of equivalent professional capability on the premises or resides at the house 24-hours a day, seven (7) days a week. When a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional healthcare personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration. Contractor shall make available to the VA, documentation/information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by section 2 of Public Law 110-6; to verify quality of patient care for veterans, to accuracy of financial records.

3. Contractor shall comply with the VA patient’s Bill of Rights as set forth in section 17.34a, Title 38, Code of Federal Regulations.

4. Contractor under this program must meet the following VA standards, based on regulations promulgated by Title 38 Code of Federal Regulations (CFR) Section 17.53b

D. Residential Standards

1. Both residential and ambulatory care settings shall meet the following:

a. The standards of the Life Safety Code (National Fire Protection Association (NFPA #101)

b. The fire and safety code imposed by the State law

c. City, State, and Federal requirements concerning licensing and health codes, including construction, fire, maintenance, and sanitation regulations

d. All residential program settings shall meet ADA (Active Daily Activities) requirements (www.ada.gov)

e. All residential program settings must be licensed as required for the particular setting under State or Federal authority

f. Be equipped with operational air conditioning /heating systems

g. Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

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

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

j. Must have a water supply that is free from contamination.

k. Written policies and procedures regarding safety, security, and privacy in which are regularly communicated to participants and staff and routinely enforced.

l. If applicable, this would include separate facility (bathrooms/showers) access for privacy and security given the population served.

m. Has installed staff offices, treatment, group, participant rooms, dorms, shower, and restrooms have locks appropriate for the setting and gender mix.

n. If applicable, separate male and female bathrooms.

o. Has established a procedure for ongoing law enforcement monitoring.

p. Ensures residential supervision with sufficient knowledge of the position is on duty 24 hours a day, 7 days a week; If this supervision is provided by a volunteer or senior resident, a paid staff member is on call for emergencies 24 hours a day, 7 days a week.

q. Ensures documentation of residential supervision training.

r. ensures emergency contacts for medical, law enforcement, fire department, and agency are prominently posted in the facility.

s. Has a system to identify participants who are subject to residency restrictions (e.g., Those are required to register following conviction for a sexual offense) and when appropriate, to communicate with parole or probation authorities to confirm that the placement meets any court-imposed requirements

t. Ensures the facility is safe and secure based on location, population(s) served, and facility structure (This includes ensuring locks are in working order where appropriate) (Note adequate consideration should be given to separation and safety in facilities where multiple genders and/or children are served).

u. Program has adequate policies and procedures which are communicated and enforced to ensure safety, security, and privacy based on location, population(s) served, and facility structure.

v. Ensure interior and exterior locks are in good working order; appropriately located; adequate for the area that is being secured and populations served within the facility.

w. Provides adequate natural or artificial illumination to permit normal indoor activities and to support health and safety of residents. Must also ensure there is sufficient lighting on the perimeter of the facility based on the housing setting (e.g.; rural, industrial, or residential settings).

i. a. Both interior and exterior lights must be checked regularly to make sure they are operating effectively

ii. Interior and exterior lights must be in good working order and adequate for the area that is being secured and populations served within the facility

iii. Common areas (e.g., laundry, computer labs, break rooms) are appropriately secured, monitored, and lit.

x. Contractor has a written disaster plan that has been coordinated with the emergency management entity responsible for the locality in which the project resides. The disaster plan encompasses natural and manmade disasters

E. Accreditation and Licensing

Accreditation by the Commission on Accreditation of Rehabilitation Facilities (CARF) is desirable, but not required. Where applicable, the residential program shall have a current occupancy permit issued by the authority having jurisdiction.

F. Personnel

1. There must be, at a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week.

2. Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this Performance Work Statement (PWS). All staff shall be certified in CPR/Heart Saver, VA Privacy Training, Psychological First Aid and received training on verbal de-escalation. Certificates of completion are to be forwarded to the designated COR by email.

All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

3. Key personnel are defined as “professional staff,” such as: facility Director, program manager, or case manager. Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (link provided under definitions).

4. The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer’s Representative (COR) shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

5. A Contingency Plan shall include, at minimum, an outline of how the Contractor shall maintain the full day-to-day operations of the program and provide ongoing clinical care to Veterans during periods when temporary substitutions are required and or there are inadequate staffing levels. The Contractor’s Contingency Plan to be utilized if personnel leave Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor’s offer. The Contracting Officer (CO) or Contracting Officer Representative (COR) shall be notified of any temporary substitutions within one (1) business day.

G. Referrals

1. The VA is responsible for determining eligibility of Veterans prior to referral for services. A referral will be facilitated through the coordinated entry process. The contractor will be required to provide a daily census to properly notify the VA of admissions.

2. The contractor will enter all veteran data into the HUD Homeless Management Information System (HMIS). In compliance with local CoC guidance.

3. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

4. It is understood that the Contractor shall not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA.

5. The initial referral period for a Veteran may be up to 90 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, Contracting Officer Representative (COR), and the VA Homeless Program Coordinator or designee. An extension of the referral period up to a total of ninety (90) days may be authorized by the VA Homeless Program Coordinator or designee, provided that funding is available. Service periods in excess of this time for individual Veterans must be authorized by the VA Homeless Program Coordinator or designee through the COR.

6. Contractor shall provide housing and/or services to special Veteran populations (e.g.: medically compromised Veterans, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system).

H. Evidence of Insurance Coverage

Before commencing work under the contract, the Contractor shall furnish the Contracting Officer a certification within 30 days indicating that the coverage outlined in this contract has been obtained, and that it may not be changed or cancelled without written notice.

I. Records and Reporting

1. The Contractor shall notify the authorizing VA hospital and VA program liaison immediately when a medical emergency may occur, thus requiring the hospitalization of any resident receiving care at VA expense. It is agreed that the veterans shall be admitted to VA Ann Arbor Health Care System facility when feasible. If hospitalization of a non-emergency nature is required, it is agreed that admission to the VA hospital shall be accomplished consistent with eligibility criteria, as determined by VA. Contractor shall notify Health Care for Homeless Veterans (HCHV) program coordinator and COR immediately in the event of a veteran’s illness or injury requiring medical care and/or hospitalization. Contractor shall also provide a daily occupancy report to HCHV program.

2. In the event of a beneficiary receiving residential services dies, the residential program shall promptly notify the Department of Veterans Affairs office and VA program Liaison, authorizing admission and immediately assemble, inventory, and safeguard the veteran’s personal effects. The funds, deposits, and effects left by the deceased veteran at the residential program, shall be delivered by the residential program to the person or persons entitled. The Contractor shall adhere to the laws currently governing the residential program for making disposition of funds and effects left by veterans, unless the beneficiary dies without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation identifying the recipient of the belongings shall be immediately forwarded to the VA office. In the event that no such person is identified, the property and funds shall become the property of the United States in trust. In these cases, the residential program shall forward any property and funds in its possession to the appropriate VA office, and hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

3. Absences of the Veterans from the residential program in excess of 48 hours will be not reimbursable. The COR shall determine if the absence is unauthorized. If a Veteran referred under this contract is found to be absent in an unauthorized manner, the payment for veteran services would be continued at that contract facility for a maximum period of two (2) days. There should be an active outreach attempt of the facility staff to return the veteran to the residential program, and a strong likelihood that the Veteran will return. Management of program dropouts will be an element of the quality assurance review of this program.

4. The contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The contractor shall notify the VA case manager by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Administrator on Duty (AOD). The contractor shall provide the HCHV case manager and the COR with a copy of the incident report within 24 hours. The contractor shall maintain a copy of the incident report in the Veteran’s case record.

5. Contractor shall maintain an individual clinical record on each veteran placed under this contract. The Contractor shall comply with the requirements of the “Confidentiality” of certain medical records (38 USC 7332), and (42 CFR, Part II). All case records shall be maintained with such security and confidentiality as required and shall be made available on a need-to-know basis to appropriate staff members involved with the service program of the veterans concerned. In addition to reasons for referral, the clinical record maintained by the contract facility shall include:

a. All essential identifying data relevant to the resident and his/her family, including a psychosocial assessment, completed by facility staff.

b. Service plans shall be completed by facility staff, in collaboration with VA outreach and the HCHV program coordinator, and shall include data relating to the resident’s admission, anticipated length of stay, targeted goals and objectives for constructive changes and discharge planning. Service plans must meet CARF regulations whether or not the facility is CARF accredited.

c. Release of Information (ROI) shall be filled out and signed by the Veteran and placed in the file.

d. A summary of all medical prescriptions issued by physicians, including orders, and if any medications need to be taken.

e. Reports of periodic reevaluations by program staff, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of self-help skills.

f. Final summaries on each resident who leaves the program, which includes a description of beneficial changes found during the residential period, reasons for leaving, the resident’s future plans, and follow up locator information. Contractor shall provide a copy of final summary to HCHV Program office and veteran within one month of the veteran leaving the Residential Program.

g. Upon discharge or death of the resident, medical records on all beneficiaries shall be retained by the residential program for a period of at least three (3) years following termination of care.

h. Contractor staff conduct/complaint handling: Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request).

The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, Veteran abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer’s Technical Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

J. Confidentiality of Patient Records

1. In performance of this contract, Contractor shall not be considered to be a part of VA for purposes of 5 U.S.C. 552a, 38 U.S.C. 5701 and 7332. Contractor shall obtain needed records from VA only with signed consent by veteran.

2. Records created by Contractor in the course of performing this contract are the property of VA, and shall not be accessed, released, transferred, or destroyed except in accordance with federal law, regulations, and policy. Access to data shall be limited to the minimum necessary for performance of the contract. Contractor shall take steps to ensure that access is limited to those employees who need access to the data to perform the contract. Contractor shall not copy information contained in the system, either by printing to paper or by copying to another digital format, without the express permission of VAAAMC Release of Information Office, except as is necessary to make single copies in the ordinary course of providing Veteran care. Contractor shall not comingle the data from the system with information from other sources. Contractor shall report any unauthorized disclosure of VA information to the VAAAMC Privacy Officer.

3. If this contract is terminated for any reason, Contractor shall provide the VA with all individually-identified VA veteran services records or other information in its possession, as well as any copies made pursuant to paragraph (2), above within seven (7) days of the termination of the contract.

4. Certain information available from the database and other records created by the Contractor under this Contract are medical quality assurance records protected by 38 U.S.C. 5705; its implementing regulations at 38 U.S.C. 17.500-511; VHA Directive 98-016, 4b. (1) (d), 4.6(2)(c) and 4.6(4). These records may be disclosed only as authorized by 38 U.S.C. 5705 and the VA regulations. Disclosure of these records in violation of 5705 is a criminal offense under 38 U.S.C. 5705(e).

5. Contractor shall follow all VA policies regarding the retention of records. In the alternative, Contractor may deliver the records to VA for retention.

6. Any changes in the law or regulations governing the information covered by this contract during the term of this contract shall be deemed to be incorporated into this contract. The Contractor shall educate its employees and Subcontractors of the requirements of this section and shall advise its employees and Subcontractors of any changes as they occur. On the Contractor’s request, the VA shall provide trainers who can education the Contractor’s employees and Subcontractors, of their obligations under this section.

7. The Contractor shall make its internal policies and practices regarding the safeguarding of medical and/or electronic information available to federal agencies with enforcement authority over the maintenance of those records upon request.

K. Inspection and Acceptance

1. It is agreed that the Department of Veteran Affairs shall have the right to inspect the residential program and all appurtenances by an authorized representative(s) designated by the Department of Veterans Affairs.

2. Prior to the award of a contract and annually during the contract term, a multi-disciplinary team consisting of a social worker, dietitian, nurse, and an engineering service safety officer, shall conduct an initial inspection of the residential program and all appurtenances. Other inspection team members may be included, as needed. Subsequent inspections of the residential program shall be made yearly by a multidisciplinary team including hospital personnel (appointed by the director), to assure that the facility is providing quality care within a safe environment. As VA program personnel accomplish site visits, attention shall be directed to the adequacy of veteran’s records. Site visits shall also include a spot check of records to ensure the Contractor invoices accurately reflect the veteran’s length of stay.

3. The local Department of Veterans Affairs Medical Center dietitian (member of the inspection team), shall evaluate not only the printed menus, but the veteran’s satisfaction with meals, and the actual consumption of food. Three sufficient balanced meals shall be provided by the Contractor where the veteran resides. Government food assistance programs such as food stamps shall not be used for this purpose. Meals must be prepared and served following the State Board of Health, Food, Safety and Sanitation Guidelines. Meals shall be prepared that are nutritionally balanced following USDA guidelines.

4. Contractor shall be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the facility shall be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. Facilities must also be made available for random inspections, as applicable.

5. The Department of Veteran Affairs, through the designated Contracting Officer Representative, shall monitor the Contractor’s facility to ensure compliance with this contract. Any unsatisfactory conditions noted during an inspection shall be reported in writing to the Department of Veterans Affairs Contracting Officer through the Medical Center Director. If corrections are not made to the satisfaction of the Department of Veterans Affairs, the Contracting Officer shall consult with the appropriate officials to make suitable arrangements to discharge or transfer veterans and terminate the contract.

6. Clinical documentation review:

a. Has policies and procedures to address how intoxicated or impaired participants will be identified and managed.

b. Ensures that project staff are educated on and following policies are procedures regarding how intoxicated or impaired participants will be identified and managed.

c. Ensures residents are provided a clean and sober environment, as evidenced by effective policies and procedures that are communicated to participates and that are consistently followed by staff.

d. Ensures that participants in need of medical or social detox conducted at the same site are clearly…