36C25021Q0082_1.docx

36C25021Q0082 Contract Opportunity Combined Synopsis/Solicitation Notice

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice G004 Intensive Outpatient Program Beds in Akron, Canton, and Youngstown (VA-20-00019007) 43219 36C25021Q0082 03-09-2021

12PM

EASTERN TIME, NEW YORK, USA

N 623220 Department of Veterans Affairs Network Contracting Office (NCO) 10 2780 Airport Drive, Suite 340 Cincinnati OH 45219 Ronald M. Morgan Ronald M Morgan ronaldmichael.morgan@va.gov 513.559-3705 Department of Veterans Affairs VA Northeastern Ohio Health Systems

VANEOHS

7000 Euclid Avenue, Suite 202 Cleveland

Ohio 44103

USA

ronaldmichael.morgan@va.gov The Cleveland VA Northeastern Ohio Healthcare System, located at 7000 Euclid Avenue, Cleveland, Ohio 44103, is submitting a combined synopsis/solicitation for quotes from contractors to provide services for Intensive Outpatient Program (IOP) beds fro qualified veterans. The solicitation will be post on 10 February 2021 with a closing date for quotes on 09 March 2021. The solicitation will be available for download from beta.sam.gov. Interested contractors will be responsible for downloading copies of the solicitation (and any subsequent amendments) from that website, and no hard copies will be made available. The solicitation will provide full information to prospective offerors about the quote submission process. Prospective offerors are encouraged to quotes by the closing date of 09 March 2021. 12:00 Noon EST.

The purpose of this solicitation is to obtain quotes from contractors who can provide Intensive Outpatient Program (IOP) beds services to veterans. Due to the urgent nature of this requirement, contractors will be required to demonstrate their ability to provide services upon contract award. Contract award is expected to be on or about 1 May 2021.

NAICS Code is 623220 for Residential Mental Health and Substance Abuse Facilities. All responsible sources may submit quotes which shall be considered by the Agency. To be eligible for award, contractors must be registered in the System for Award Management (SAM) data base at www.sam.gov. Registration is free and potential offerors are encouraged to visit the SAM website and register as soon as possible to avoid delays should they be selected for a contract award. Questions concerning this announcement should be directed to the Contract Specialist ronaldmichael.morgan@va.gov using the e-mail link provided. No phone calls will be accepted.

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

36C25021Q0082 02-10-2021 RONALD MORGAN, Contract Specialist 5135593726 03-09-2021 12:00 Noon 539/90c Karen Williams Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219 X 623220 $16.5 Million N/A X See Delivery Schedule

539/90c Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page IOP Beds for Qualified Veterans - Summit County, Ohio IOP Beds for Qualified Veterans - Stark County, Ohio IOP Beds for Qualified Veterans - Mahogany County, Ohio see Price/Cost Schedule on pages 5 through 7 Ordering Periods May 2021 through 30 April May 2022 through 30 April 2023 May 2023 through 30 April May 2024 through 30 April May 2025 through 30 April See CONTINUATION Page x X x Karen Williams Contrating Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250 Karen Williams Department of Veterans Affairs Network Contracting Office (NCO) 10 2780 Airport Drive, Suite 240 Columbus, Ohio 43219

Contracting Officer (CO): Karen Williams

Contract Specialist (CS): Ronald M. Morgan

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

FMS-VA-2(101)

Financial Services Center PO 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 SCHEDULE OF SERVICES

The Contractor shall furnish all personnel and facilities to provide services necessary to provide shelters for homeless veterans for eligible beneficiaries of the Department of Veterans Affairs Medical Center, Cleveland VA Medical Center (VAMC) (hereinafter referred to as VAMC) Period of Performance: 1 April 2021 through 31 March 2026 Pricing Instructions:

The quoter is instructed to include all other than price and cost information supporting the proposed price as directed in Instructions to quoters addendum to 52.212-1 and/or Section D- Contract Documents, Exhibits, or attachments.

Minimum Beds: 18 Maximum Beds: 40,000.00 "Reimbursement will be made to the contractor by issuance of individual task orders during the life of the contract. Only the Contracting Officer is authorized to place task orders against this contract; which will be issued annually for each ordering period."

Place of Performance: Services shall be provided off-site in Summit, Stark, and Mahogany Counties, Ohio

Ordering Period One (1): 1 May 2021 through 30 April 2022

Annual Cost

6,570

Beds OP1 Total: $___________

Ordering Period Two (2): 1 May 2022 through 30 April 2023

Annual Cost

6,570

OP2 Total: $___________

Ordering Period Three (3): 1 May 2023 through 30 April 2024

Annual Cost

6,570

OP3 Total: $___________

Ordering Period Four (4)): 1 May 2024 through 30 April 2025

Annual Cost

6,570

OP4 Total: $__________

Ordering Period Five (5): 1 May 2025 through 30 April 2026

Annual Cost

6,570

OP5 Total: $___________

Grand Total $___________________

B.3 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

Intensive Outpatient Program, Akron, Summit County, Ohio; Canton, Stark County, Ohio; and Youngstown, Mahoning County, Ohio Intensive Outpatient Program (IOP) is an eighteen (18) bed (on any given day) twenty-four (24) hour/ seven (7) days a week community-based temporary residential housing program designed for Veterans who are struggling with problems associated with addictions, substance use and abuse, or the co-occurring disorders associated with substance use and mental health challenges. IOP bed program offers supportive housing and services for hard-to engage Veterans who are challenged with a substance use disorder along with a co-occurring mental health diagnosis. Contractor shall provide housing, with the minimum Veteran bed days of service 1095 (3 beds x 365 days) and maximum Veteran bed days of service of 6,570 (18 x 365) per year; per performance occurrence. IOP provides private accommodations and allows 24-hour, six

(6) to twelve (12) week residence (occurrence) for Veterans.

1.2 BACKGROUND

The Intensive Outpatient Residential Substance Use Disorder program is an evidence-based practice to help Veterans with substance use disorders and co-occurring mental health and/or homeless issues attain safe and stable housing.

The previous loss of IOP Beds related to homelessness comes at a time when the current Opioid Epidemic, a nationwide problem, has heavily impacted the State of Ohio. Ohio has 5 of the top 30 cities with the highest mortality rates from opioid overdoses in the country, including Cleveland VAMC and Akron. In addition, Ohio is among the top five states with the highest rates of opioid-related overdose deaths. In 2016, there were 3,613 opioid-related overdose deaths --–in Ohio—a rate of 32.9 deaths per 100,000. In the same period, the number of heroin-related deaths increased from 355 to 1,478 deaths, and deaths related to synthetic opioids such as fentanyl rose from 175 to 2,296 deaths.

The VARC residential treatment program continues to demonstrate a successful and effective method for SUD treatment in Northeast Ohio for Veterans. Despite many efforts, the VARC residential waitlist fluctuates between 30-40 Veterans per day on average. There are ongoing reviews to attempt to move Veterans more quickly into residential treatment and to optimize the utilization of all existing/available treatment beds. These additional IOP beds in the community would provide another option for immediate treatment for Veterans on this waitlist. Originally, the creation of these IOP beds was intended to keep Veterans close to their geographic origin and to initiate treatment in the large CBOC offering IOP that was closest to them, thus making immediate treatment more accessible to Veterans in the community.

1.3 PLACE OF PERFORMANCE:

Akron, OH (Summit County), Canton, OH (Stark County), and Youngstown, OH (Mahoning County)

1.4 AUTHORITY

FAR Part 12, Acquisition of Commercial Items, and FAR Part 13, Simplified Acquisition Procedures.

1.5 PURPOSE

The goal of the Cleveland VAMC is to place Veterans in community-based, residential environments, providing sufficient services to meet the needs of Veterans while they are undergoing Intensive Outpatient Program (IOP) Substance Use Disorder treatment through the Cleveland VAMC.

2. QUALIFICATIONS

2.1 STAFF/FACILITY

Contractor must show evidence and documentation of having staff and agency experience at their site to provide housing for an Intensive Outpatient Program (IOP) for a minimum of two (2) years, per Cleveland VAMC national office requirement. Contractor must show documentation and provide residential and case management services to Veterans engaged in the Cleveland VAMC Intensive Outpatient Program (IOP) for Substance Use Disorder (SUD). These residential and case management services will continue throughout their authorized stay, generally not to exceed six (6) to twelve (12) weeks. The residential and case management services and their evaluation factors that must be addressed by Contractor for delivery are listed below:

2.1.1 Ability to collaborate with Cleveland VAMC program staff on an ongoing basis.

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

2.1.3 Ability to provide a locked drawer or cabinet for medications

2.1.4 Ability to provide supportive social services, in collaboration with the IOP Program

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

2.1.6 The ability to assess and respond to a Veteran in crisis and make appropriate referrals for assistance

2.1.7 The ability and willingness to provide services to Veterans with previous history of criminal offenses

2.1.8 The capability to provide services for male and female Veterans who have a history of chronic substance use disorders and possible co-occurring mental health and/or homelessness problems.

2.1.9 Demonstration of staff qualifications and knowledge to serve Veterans with substance use disorders and possible co-occurring mental health and/or homelessness problems.

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

3.0 HOURS OF OPERATION

The Intensive Outpatient Program for Veterans only is open twenty-four (24) hours per day/ seven (7) days providing staffing with qualifications as stated in 2.1.

4.0 CONTRACTOR REQUIREMENTS

4.1 SERVICES REQUIRED

4.1.1 Contractor shall be responsible for sufficient residential capacity to place a minimum of three (3) Veterans and up to a maximum of eighteen (18) Veterans in a safe, community-based, residential environment in Summit County/ Akron, Ohio area, Stark County/Canton, Ohio area, and Mahoning County/ Youngstown 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 the Cleveland VAMC. In addition, the facility environment shall be free from alcohol and drugs of abuse (any non- prescription drugs), as well as gambling.

4.1.3 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 IOP Residential 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

(6) The facility preferably should be in close proximity to CBOC services.

(7) The facility shall not be within 1,000 feet of a school, daycare centers or playgrounds or other places where children gather 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.

4.1.4 Contractor shall have the ability to place a Veteran within 24 hours of a referral from the Cleveland VAMC program staff.

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

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

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

(3) Locked drawers for storage of medication.

(4) Supportive social services, in collaboration with 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, and documents assistance needed for housing applications and other services (referral or linkage) deemed necessary to engage the Veteran in recovery 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 at Cleveland VAMC Community Outpatient-Based Clinic (CBOC), to and from VA and community appointments, and to community self-help groups (e.g. AA).

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

(9) Orientation to the residential facility, including being provided upon admission a handbook of the rules and regulations of the contract facility. The Cleveland VAMC provides the Veteran with the patient bill of rights handbook.

(10) Discharge of Veterans from Intensive Outpatient Program (IOP) is upon recommendation of the clinical Intensive Outpatient Program (IOP) Cleveland VAMC staff.

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

4.1.7 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.

4.1.8 The contractor shall furnish services to beneficiaries from whom such care is specifically authorized Cleveland VAMC. The type of veterans’ patients needing temporary 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 temporary residential housing 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 who possesses the knowledge and skills to provide Supportive Social Services, in collaboration with Cleveland VAMC staff, and to provide Case Management. Case Management includes counseling on self-care skills, adaptive coping skills, enrollment in State and federal benefits, and documents assistance needed for housing applications and other services (referral or linkage) deemed necessary to engage the Veteran in recovery in collaboration with VA programs or community resources.

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 to the list of authorized individuals listed above. 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 60 to 90 days/ six

(6) to 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 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 and any other information deemed necessary by the Cleveland VAMC or 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 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

8.3 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 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 other unsanitary, offensive or insensitive practices 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.

9.7.11 May 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 contractor shall provide the patients with transportation to scheduled meetings and appointments and/or to community self-help meetings or will provide information and instruction so that Veterans can utilize public transportation if they so desire. 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 contracted 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. The facility will be inspected annually thereafter.

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 shall identify and refer all appropriate patients to the contractor. All patients will be engaged in IOP Substance Abuse treatment and may have mental illness diagnoses which could include Seriously Mentally Ill (SMI) Veterans.

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.

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 Veterans Affairs.

14.2 Prior to the award of a contract, a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, an Engineering Service Safety Specialist, and a Cleveland VAMC Police Officers 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 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

16.3 Billings 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 VAMCfacility 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 the 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 by the Cleveland VAMC 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 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 local VA Medical Center and other VA and community 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 Contractor will provide weekly updates regarding Veteran compliance with residential rules and regulations.

17.0.10 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 review will be performed quarterly and will include observing the facility and interviewing a sample of Veterans who have been referred to the Contractor. The following factors will be included in the checklist.

17.0.11 Clean organized central areas.

17.0.12 Appetizing and nutritious meals (as outlined in “Requirements” Section A., Part 8.)

17.0.13 No 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).

17.0.14 No gambling in any form.

17.0.15 No carrying of pistols, firearms or concealed weapons.

17.0.16 No smoking and other uses of tobacco while on duty.

17.0.17 No resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. No use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. No spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior.

17.0.18 No 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.

17.0.19 No engaging customer in a verbal confrontation in an attempt to settle a disagreement.

17.0.20 No soliciting or accepting tips from customer, companions or others at any time.

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

17.0.22 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.

17.0.23 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.

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

18.0 GOVERNMENT RESPONSIBILITIES

Before referring/admitting any patient, the Cleveland VAMC shall have provided the contracted agency with a Cleveland VAMC approved, signed Release of Information (ROI) from the Veteran patient As well as that Veteran’s clinical assessment, physical…