36C25022Q0001 - RFQ.docx

36C25022Q0001

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210

Kettering OH 45409-1337

POINT OF CONTACT*

Jennifer Bowden, Contract Specialist jennifer.bowden@va.gov Jennifer.Bowden@va.gov 937-268-6511

PLACE OF PERFORMANCE

Akron, OH (Summit County)

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25022Q0001 is hereby issued as a Request for Quote (RFQ). This document incorporates provisions and clauses that are in effect through Federal Acquisition Circular 2021-06 effective June 10, 2021.

The associated NAICS Code for this combined synopsis/solicitation is 624229. The CLINS associated with this Combined Synopsis/Solicitation are contained within the attached SF1449. For extended descriptions, characteristics, and minimum needs please refer to the attached.

The period of performance is October 1, 2021 – September 30, 2022 with four, one-year option periods

Place of Performance will be at a vendor facility in Akron, OH

The FAR Provision 52.212-1, Instructions to Offerors – Commercial, FAR Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, and FAR Clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, apply to this acquisition. Please see attached for additional applicable terms and conditions which govern this action.

Vendors shall submit their responses by the date/time advertised in block 8 of the SF1449

Quotes and questions shall only be accepted via email to the Contract Specialist at jennifer.bowden@va.gov

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice IMPORTANT NOTE: Electronic documents shall be submitted in .pdf, .doc, or .xls and restricted to emails of less than less than 10MB as that is maximum single email size allowable. Communication containing documents in any other format may be blocked or stripped by the Government's server and may not be received by this office. Files in .zip format or file(s) exceeding 10MB may not be received by this office. It is the contractor’s responsibility to verify that submissions are received.

Combined Synopsis/Solicitation Notice

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

36C25022Q0001 07- -2021 Jennifer Bowden 937-268-6511 x3041 08- -2021 14:00

EDT

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 X 624229 $16.5 Million N/A X 36C541 Department of Veterans Affairs Louis Stokes Cleveland VA Medical Center 10701 East Blvd Cleveland OH 44106 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor's Place Blvd., Suite 210 Kettering OH 45409-1337

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page The contractor shall provide a quote for a Safe Haven Low Demand Program in Akron, OH in accordance with the Performance adde Work Statement (PWS) and Price/Cost Schedule Estimated period of performance is 10/01/2021 - 09/30/2022 Subsequent contract will be a be a base year with four (4) one (1) year options.

See CONTINUATION Page X X X Page 1 of 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:

NAME: ________________________

PH: _____________________

EMAIL: __________________________________________

b. GOVERNMENT:

Department of Veterans Affairs | Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 | Kettering OH 45409-1337 Jennifer Bowden, Contract Specialist | jennifer.bowden@va.gov

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.

Department of Veterans Affairs | FMS-VA-2(101) | Financial Services Center PO Box 149971 | Austin, TX 78714-9971

B.2 PRICE/COST SCHEDULE

Contract Period: Base POP Begin: 10-01-2021 POP End: 09-30-2022

BEDS

Contract Period: Option 1 POP Begin: 10-01-2022 POP End: 09-30-2023

BEDS

Contract Period: Option 2 POP Begin: 10-01-2023 POP End: 09-30-2024

BEDS

Contract Period: Option 3 POP Begin: 10-01-2024 POP End: 09-30-2025

BEDS

Contract Period: Option 4 POP Begin: 10-01-2025 POP End: 09-30-2026

BEDS

B.3 PERFORMANCE BASED STATEMENT OF WORK (PWS)

1. GENERAL: VA Northeast Ohio Healthcare System (VANEOHS) anticipates award of firm-fixed price contract, based on the contents of this solicitation.

1.1 SERVICE REQUIRED: Safe Haven Low Demand Program Model for City of Akron, Summit County, OH A Safe Haven Model is a 24-hour/7-days-a-week community-based early recovery model of supportive housing that serves hard-to-reach, hard-to-engage homeless Veterans with severe mental illness and substance use disorders who are on the streets and have been unable or unwilling to participate in supportive services. The Safe Haven Low Demand Program will provide case management to encourage participation in supportive services. This is referred to as a low demand model. Housing in this program provides private accommodations for up to 12 Veterans and allows 24-hour residence for an expected length of stay of up to 6 months (180 days). Contractor shall provide housing, with the minimum Veteran bed days of 365 (1 bed x 365) and maximum Veteran bed days of service of 4,380 (12 x 365) per year, per performance occurrence.

1.2 BACKGROUND: Ending homelessness among Veterans is a national priority. The goal and plans for achieving this initiative were introduced by the Department of Veterans Affairs Secretary in November 2009 at the National Summit on Ending Veterans Homelessness. In June 2010, the U.S. Interagency Council on Homelessness (USICH) released Opening Doors: Federal Strategic Plan to Prevent and End Homelessness, which is fully aligned with this goal. Safe Haven Model is an evidence-based practice to help homeless individuals attain safe and stable housing.

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

1.2.2 Recent national trends in service provision for the homeless outside of the VA system include the utilization of Safe Havens as an alternative to shelter care or as a placement post unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. A Safe Haven is a form of supportive housing that serves hard-to-reach homeless individuals with severe mental illnesses and/or substance use disorders who are on the streets and have been unable or unwilling to participate in more traditional supportive services.

1.3 PLACE OF PERFORMANCE: Akron, OH (Summit County) – Contractor facility

1.4 PERIOD OF PERFORMANCE:

Base: 01 October 2021 – 30 September 2022 Option 1: 01 October 2022 – 30 September 2023 Option 2: 01 October 2023 – 30 September 2024 Option 3: 01 October 2024 – 30 September 2025 Option 4: 01 October 2025 – 30 September 2026

1.5 AUTHORITY: The VA National Program Office provides funding to support the Safe Haven Low Demand Model under Healthcare for Homeless Veterans (HCHV) to expand the VANEOHS Homeless Continuum of Care.

1.6 PURPOSE: Under the contract authority of VA’s Healthcare for Homeless Veterans (HCHV) Contract Residential Care programs, VA medical centers will solicit community organizations to provide “Safe Haven” services as a ‘specialty model.’ This model of HCHV residential care will offer the minimal services under the HCHV Contract Residential Care program enhanced by the services as defined in the solicitation. The purpose of this contract is for the VANEOHS to engage a contractor to provide a Safe Haven Low Demand housing program for Veterans. The goal is to remove homeless Veterans from the streets or places unfit for human habitation and place them in a safe community based residential environment.

1.7 POLICY/HANDBOOKS:

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

1.7.2 Privacy Act of 1974, as amended, 5 U.S.C. 552a https://www.justice.gov/opcl/privacy-act-1974

1.7.3 Americans with Disabilities Act (ADA) regulations for business and State or local governments https://www.ada.gov/

1.7.4 Business Associate Agreement www.hhs.gov/ocr/privacy/index.html

1.7.5 Code of Federal regulations, Section 17.34a Title 38 www.patientadvocate.va.gov/rights.asp

1.7.6 VHA Handbook 1907.01: Retention, Disposition, and Transfer of Records https://www.va.gov/vhapublications/publications.cfm?pub=2

1.7.7 NFPA (National Fire Protection Association) Safety Code www.nfpa.org

1.8 DEFINITIONS/ACRONYMS:

1.8.1 Contract Specialist (CS) – The person administering this contract

1.8.2 Contracting Officer (CO) - The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

1.8.3 Contracting Officer’s Representative (COR)- The Federal Acquisition Certification for Contracting Officer’s Representatives (FAC-COR) Program is for acquisition professionals in the Federal Government performing contract management activities and functions. The purpose of the program is to establish training and experience requirements for the acquisition professionals. The FAC-COR applies to all executive agencies except the Department of Defense (DOD) and plays a critical role in ensuring that Contractor’s meet the commitment of their contracts. They facilitate proper development of requirements and assist Contracting Officers in developing and managing their contracts.

1.8.4 National Fire Protection Association (NFPA) Safety Code- Addresses minimum building design, construction, operation, and maintenance requirements necessary to protect building occupants from danger caused by fire, smoke, and toxic fumes. The NFPA is currently used in every U.S. state and adopted statewide in 43 states.

1.8.5 Veteran Affairs (VA) – The United States Department of Veterans Affairs (VA) is a Federal cabinet Level Agency that provides near comprehensive healthcare services to eligible military veterans at VA Medical Centers and outpatient clinics located throughout the country. The VA offers several non-healthcare benefits including disability compensation, vocational rehabilitation, education assistance, home loans, life insurance, and provides several memorial benefits to eligible veterans and family members at 135 National Cemeteries.

1.8.6 Americans With Disabilities Act (ADA)- The ADA is a Civil Rights Law that prohibits discrimination against individuals with disabilities in all areas of public life including jobs, schools, transportation, and all public and private places that are open to the general public. The purpose of the law is to make sure that people with disabilities have the same rights and opportunities as everyone else. The ADA gives civil rights protection to individuals with disabilities similar to those provided to individuals on the basis of race, color, sex, national origin, age, and religion. It guarantees equal opportunity for individuals with disabilities in public accommodations, employment, transportation, state and local government services, and telecommunications. The ADA is divided into five sections that relate to different areas of public life: TITLE I: (Employment)-Equal Employment Opportunities for Individuals with Disabilities. TITLE II: (State & Local Government)-Non-Discrimination on the basis of disability in State and Local Government Services. TITLE III: (Public Accommodations)-Non-Discrimination on the basis of disability by public accommodations and in commercial facilities. TITLE IV: (Telecommunications)-this title requires Telephone and Internet Companies to provide a Nationwide System of Intrastate Telecommunications Relay Services that allows individuals with hearing and speech disabilities to communicate over the telephone. This title also requires closed captioning of federally funded public service announcements. This title is regulated by the Federal Communication Commission. TITLE V: The final title contains a variety of provisions relating to the ADA as a whole; including its relationship to other laws, state immunity, it’s impact on insurance providers, and benefits, prohibition against retaliation and coercion, illegal use of drugs, and attorney’s fees. This title also provides a test of certain conditions that are not to be considered as disabilities.

1.8.7 Individual Service Plans (ISP)- The written details of the supports, activities, and resources required for the individual to achieve personal goals. The Individual Service Plan is developed to articulate decisions and agreements made delivering a person-centered process of planning and information gathering.

1.8.8 Homeless Management Information System (HMIS)- is a local information technology system used to collect client level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness.

1.8.9 Continuum of Care (COC) - (HUD EXCHANGE)- The Continuum of Care (COC) Program is designed to promote community wide commitment to the goal of ending homelessness, provide funding for efforts by Non-Profit Providers and State and Local Governments to quickly re-house homeless individuals and families while minimizing the trauma and dis-location caused by homelessness. The COC is designed to promote access to and effect utilization of mainstream programs by homeless individuals and families and to optimize self-sufficiency among individuals and families experiencing homelessness. The COC is a regional of local or local planning body that coordinates housing and services funding for homeless families and individuals. There are four parts of a Continuum:

1.8.9.1 Outreach, Intake, and Assessment in order to identify services and housing needs and provide a link to the appropriate level of services.

1.8.9.2 Emergency Shelter-to provide an immediate and safe alternative to sleeping on the streets specially for homeless families with children.

1.8.9.3 Transitional Housing with Supportive Services allows for the development of skills that will be needed once permanently housed.

1.8.9.4 Permanent and Permanent Supportive Housing provides individuals and families with an affordable plan to link with services if needed.

1.8.10 Housing and Urban Development (HUD)- The Department of Housing and Urban Development (HUD) is a U.S. government agency created in 1965 to support the housing market and homeownership. HUD does this by , increasing safe and affordable rental options, reducing chronic homelessness, fighting housing discrimination by ensuring equal opportunity in the rental and purchase markets and supporting vulnerable populations.

1.8.11 Veterans’ Health Administration (VHA) -Veterans Health Administration (VHA) is the component of the United States Department of Veterans Affairs (VA) led by the Under Secretary of Veterans Affairs for Health that implements the healthcare program of the VA through the administration and operation of numerous VA Medical Centers, Outpatient Clinics, Community Based Outpatient Clinics, and VA Community Living Centers (VA Nursing Home) Programs.

1.8.12 Community Resource and Referral Center (CRRC) - CRRCs provide Veterans who are homeless and at risk of homelessness with one-stop access to community-based, multiagency services to promote permanent housing, health and mental health care, career development and access to VA and non-VA benefits.

1.8.13 Release of Information (ROI) – This is a standard VA form to obtain authorization for the VA to be able to release sensitive (protected) health information.

1.8.14 Quality Assurance Surveillance Plan (QASP) - The Quality Assurance Surveillance Plan is a Government document that specifies how the requestor/customer will verify and document that the government is receiving quality of services called for under the contract and pays only for the acceptable level.

1.8.15 Homeless Operations Management and Evaluation System (HOMES) - A Homeless Management Information System (HMIS) is a locally administered, electronic data collection system that stores longitudinal personal-level information about persons who access the homeless service system.

1.8.16 Licensed Independent Social Worker (LISW) - In Ohio, a Licensed Independent Social Worker (LISW) license allows an individual to provide social work services without supervision. To begin the process of LISW licensure, you must hold an MSW from a CWSE-accredited program and an LSW license.

1.8.17 Performance Work Statement (PWS) – The Performance Work Statement (PWS) is a Statement of Work for Performance-Based Acquisitions that clearly describes the performance objectives and standards that are expected of the contractor. When a contract is awarded, the PWS is legally binding upon the contractor and the U.S. Government.

1.8.18 Federal Employer Identification Number (FEIN) – The Employer Identification Number, also known as the Federal Employer Identification Number or the Federal Tax Identification Number, is a unique nine-digit number assigned by the Internal Revenue Service to business entities operating in the United States for the purposes of identification. These numbers are used for tax administration and must be not used for any other purpose.

1.8.19 Federal Acquisition Regulation (FAR) – The Federal Acquisition Regulation is the principal set of rules in the Federal Acquisition Regulation System. The FAR is the body of laws that govern the U.S. Federal Government’s procurement process. These FAR System governs the acquisition process by which executive agencies of the United States federal government acquire (i.e., purchase or lease) goods and services by contract with appropriated funds.

1.8.20 VA Financial Service Center (VA-FSC) – The Financial Service Center in Austin, Texas operating as a VA Enterprise Center, provides a full range of financial services to the Department of Veterans Affairs and other Federal agencies. FSC staff has the experience and institutional knowledge to provide customers the following services: Payment, Accounting, and Reporting Services.

1.8.21 Public Key Infrastructure (PKI) – The Public Key Infrastructure complies with all Federal and VA security policies and is the accepted Global Business Standard for Internet Security.

1.8.22 Health Insurance Portability and Accountability Act (HIPAA) – Health Insurance Portability and Accountability Act, a 1996 Federal law that restricts access to individuals’ private medical information.

1.8.23 Department of Health and Human Services (DHHS) – The U.S. Department of Health of Human Services is a cabinet-level agency in the executive branch of the federal government. Its mission is to enhance and protect the well-being of all Americans by providing effective health and human services and fostering advances in medicine, public health, and social services.

1.8.24 Special Agreement Check (SAC)- the Special Agreement Check, which is a limited investigation (or series of checks) done only through special agreement between OPM and an agency. The OPM will match the fingerprint; OPM is the personnel security investigative service; FBI results are posted in PAS as special agreement check.

2. QUALIFICATIONS

2.1 Staff / Facility: At date-of-award, the Contractor must have a fully functional and “owned and operated” facility ready for admission of Veterans upon application and facility will be pre-inspected during the Solicitation phase. The contract facility must have a valid Certificate of Occupancy or license permit from the local authority having jurisdiction to issue. Contractor must show evidence and documentation of having staff and agency experience at their site to manage Residential Housing Services for a minimum of two (2) years, per Department of Veteran Affairs (VA) National Homeless Program Office requirement. Contractor must show documentation and provide supportive services at the contracted site that will assist the Veteran during their contract residential stay. These services will continue throughout their authorized stay, generally not to exceed six months. The Contractor will determine therapeutic and recovery services needed by the Veteran resident in a plan developed by the Contractor and the Veteran, with consultation by the appropriate VA staff. The supportive services and their evaluation factors that must be addressed by Contractor for delivery are listed below:

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

2.1.2 Contractor will collaborate with VA Northeast Ohio Healthcare staff on an ongoing basis.

2.1.3 Contractor must ensure onsite case management and crisis intervention is being provided for 8 hours during regular business hours, Monday through Friday. This direct case manager will provide supportive services for mental health, substance abuse, vocational, and housing services.

2.1.4 Contractor will aid with health education and personal hygiene

2.1.5 Contractor must monitor medications and provide appropriate storage capabilities

2.1.6 Contractor will provide case management services onsite to support Veterans identified needs

2.1.7 Contractor will provide support for an alcohol and drug free environment within the boundaries of the facility

2.1.8 Contractor must employ sufficient personnel to carry out the policies, responsibilities, and the programs 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. Contractor must possess the ability to assess and respond to a Veteran in crisis and make appropriate referrals for services.

2.1.9 The willingness to provide services to Veterans with previous history of criminal offenses.

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

2.1.11 Contractor will provide adequate separation of genders to ensure privacy (separate bathrooms and sleeping quarters).

2.1.12 Contractor must show knowledge to serve homeless Veterans/persons and demonstrate staff qualifications

2.1.13 Contractor will provide transportation to and from all appointments and/or can provide alternative means of transportation, such as bus tickets.

2.1.14 The “owned and operated” facility shall be in-compliance-with the NFPA Life Safety Code and be able to pass the pre-inspection requirements during the solicitation phase. The condition of the facility shall be kept clean, free of dirt, grime, mold, or other hazardous substances. Free from any damage to the property, have windows and doors that can be opened and closed in accordance with manufacture standards. Facility shall be equipped with first aid kit; fire extinguishers(s) fully charged and not expired, fire/carbon alarms, and evacuation plan. It is also required that Contractor will provide a National Disaster and Pandemic Plan in case of Emergency. Facility shall be equipped with operational air conditioning/heating systems. The VANEOHS will not incur any cost associated with the contractor providing inadequate or faulty equipment.

2.1.15 At least two bedrooms shall be handicapped accessible in accordance with the 2010 ADA Standards for Acceptable Design. The facility shall have handicapped accessible rooms on the first floor, along with at least one handicapped accessible bathroom with shower. The facility must provide accessibility to reduce barriers into the building such as a handicap ramps with handrails, wider door frames, bath or shower grab bars. When Contractor does not provide Centralized Meal Preparation, the facility kitchen area and appliances must be adapted for Veteran to prepare meals independently.

3. HOURS Of OPERATION: Safe Haven Low Demand Program for Veterans is open twenty-four (24) hours per day/ seven (7) days providing staffing with qualifications as stated in 2.1 through 2.1.14.

4. CONTRACTOR RESPONSIBILIITIES

4.1 SERVICES REQUIRED:

4.1.1 The contract facility must have a current occupancy permit or license required by the authority having jurisdiction. Contractor shall be responsible for sufficient residential capacity to place a minimum of one (1) Veteran and up to a maximum of twelve (12) Veterans in a safe, community-based, residential environment in Summit County, Ohio area.

4.1.2 The Contractor will admit Veterans to residential beds after consulting with the COR. Contractor will provide an accommodation for up to a maximum of 12 male and/or female homeless Veterans. VANEOHS will be responsible for payment for each admitted veteran but not less than one bed per day, per year. Contractor is responsible for providing VA with a written description of room size, location, and condition of the available residential beds. Schematic drawings and photographs should be provided if available.

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

4.1.3.1 Contractor will 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 Safe Haven Low Demand Program 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)

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

5) Handicapped accessible rooms shall be available in accordance with the 2010 ADA Standards for Acceptable Design. If the facility is more than one story, there shall be handicapped accessible rooms on the first floor, along with at least one handicapped accessible bathroom with shower. The facility must provide accessibility to reduce barriers into the building such as a handicap ramps, wider door frames, bath or shower grab bars, and handrails. This will accommodate someone in a wheelchair or rollator walking device. (www.ADA.Gov )

6) The facility preferably should be in close proximity, within 3 miles, to VA Community Based Outpatient Clinic (CBOC) Akron, OH (Summit County).

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

a. 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.

b. 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.

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

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

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

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

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

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

7) Providing transportation for care to and from Medical appointments and/or can provide alternative means of transportation, such as bus tickets.

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

9) Orientation for Veterans that are referred from VANEOHS. Each Veteran, referred to contractor, is provided upon admission, a handbook of rights. VANEOHS shall provide the Veteran with the patient bill of rights handbook.

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

11) These services will continue throughout their authorized stay, generally not to exceed up to 6 months (180 days).

4.2 STANDARDS OF PRACTICE:

4.2.1. The Contractor must comply with the philosophy of the Supportive Housing Model. This model promotes a more person-centered approach to rapidly connect Veterans in need of permanent housing, healthcare, and other supports designed to end homelessness and promote greater community reintegration and improved quality of life. The Low Demand Safe Haven Model, consistent with principles of Housing First, does not require sobriety or full compliance with treatment for admission or continued stay in the program. Many individuals experiencing homelessness cannot be fully compliant with traditional program demands and consequently have repeated failures in these programs, resulting in chronic homelessness. Safe Havens attempt to reverse that trend by continuously engaging residents using state-of-the art, evidence-based therapies.

4.2.2. The Contractor shall comply with the VA Patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. Contractor must ensure that all records on homeless Veterans are kept confidential and secure.

4.2.3. Safe Haven Contractor will target chronically homeless (as defined by HUD) that are hard-to-reach Veterans with severe mental illnesses (as defined by VHA) and substance use disorders who are on the streets or in shelters, and have been unable or unwilling to participate in supportive services. Veterans who cannot or will not be served by other homeless programs.

4.2.4. Contractor will offer 24-hour, 7 days per week, 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.

4.2.5. Safe Haven Contractor must have private or semi-private accommodations

4.2.6. Overnight occupancy is limited to a maximum of 12 veterans at this site

4.2.7. Safe Haven provider will offer a low-demand environment with a minimum set of rules designed to re-establish trust in the chronically homeless Veteran and engage the Veteran in needed treatment services A. Acceptance of treatment cannot be a condition of admission or continued stay B. Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay C. Infractions of rules should be used as opportunities for engagement.

4.2.8. Safe Haven Low Demand environment of care is as non-intrusive as possible

4.2.9. Safe Haven Low Demand environment must focus on resident safety

4.2.10. Safe Haven Contractor will ensure that no dealing or use of illicit drugs within the facility, no usage of alcohol or drugs is permitted inside of the facility

4.2.11. Safe Haven Contractor will ensure that there is no buying or selling of alcohol or drugs in the facility

4.2.12. Safe Haven Contractor must prevent sexual harassment of residents and staff. No sexual activity or harassment will be permitted in the facility.

4.2.13. Safe Haven Contractor will ensure that the environment is free from threats of violence

4.2.14. Safe Haven Contractor will keep facility rules simplistic and easily understood

4.2.15. The primary goal of the stay is focused on transitioning to permanent housing

4.2.16. All referrals coming from the VA Community Resource and Referral Center (CRRC) for admission into the Safe Haven need to be discussed and approved by both VA Liaison/COR and Contractor staff responsible for admissions. Safe Haven Contractor will complete all required documents for admission to include a signed Release of Information (ROI) and provide a copy of Patient Bill of Rights.

4.2.17. Contractor must ensure onsite case management and crisis intervention is being provided for 8 hours during regular business hours, Monday through Friday. This direct case manager will provide supportive services for mental health, substance abuse, vocational, and housing services.

4.2.18. Safe Haven Contractor will provide opportunities for residents to participate in program Governance. Senior residents provide mentoring and positive support to new residents. Contractor will provide programs of general interest (personal development programs, team socialization and team building classes). Contractor is encouraged to provide incentives for assisting with community living.

4.3. The following acts are not permissible by staff personnel who provide services under this contract while on facility premises:

4.3.1. Gambling in any form. 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).

4.3.2. Carrying of pistols, firearms or concealed weapons.

4.3.3. Resorting to physical violence to settle a dispute with a fellow employee, Veteran(s), VA staff or the general public while on duty

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

4.3.5. Use of loud, indecent or profane language and/or making threatening or obscene gestures toward Veterans, other employees, or VA staff.

4.3.6. 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

4.3.7. Soliciting or accepting tips from Veterans, facility staff or VA staff or others at any time.

4.3.8. Utilizing resident Veterans for labor on or around the property/facility. (Veterans can be assigned light duty for community living at the facility, or to complete community probation requirements.

5. GOVERNMENT RESPONSIBILITIES

5.1. Before referring/admitting any patient, the VANEOHS shall have provided the contracted agency with a VA approved, signed Release of Information (ROI) from the Veteran.

5.2. A pre-inspection is completed during the evaluation process. There is at least one annual inspection conducted by VANEOHS multidisciplinary team to determine that food, shelter and therapeutic services have been provided to ensure quality care. The initial inspection of the Contractor facilities includes, but is not necessarily limited to, the following:

5.2.1. Program operates in accordance with program regulations

5.2.2. Is in compliance with the NFPA Life Safety Code

5.2.3. Meets all applicable state and local licensing and other requirements for the operation of the project in the jurisdiction where the project is located

5.2.4. Demonstrates adequate staffing and appropriate scope of services to carry out the project as outlined in the original Performance Work Statement (or subsequent change of scope).

5.2.5. The physical structure of the facility, program policies and procedures are appropriate to ensure the safety, security, and privacy of all individuals in the facility.

5.2.6. The 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 (refer to VHA Handbook 1162.01). It is also required that Contractor will provide a National Disaster and Pandemic Plan in case of Emergency

5.2.7. Nutrition and food services in accordance with VA’s policy to ensure the integration of nutrition services as a component of health care.

5.2.8. Law Enforcement and Physical Security in relation to sufficient exterior and interior lighting; exterior and interior locks in good working order and appropriate for the different areas of the facility; residents have an appropriate place to store and secure valuables; procedures in place regarding facility or unit access which are adequately controlled to ensure the safety of all residents; written policies and procedures regarding safety, security, and privacy which are regularly communicated to residents and staff and routinely enforced; prominently posted emergency contacts for medical, law enforcement, fire department, and agency; enforceable adequate policies and procedures to ensure illicit drugs, weapons, and other similar items are not permitted on the premises; separate male and female bathrooms (congregate living); screening system for sex offenders in case of an agency that cannot admit sex offenders due to its localization.

5.2.9. Follow-up inspections include but are not necessarily limited to:

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

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

5.2.9.3. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

5.2.9.4. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene.

5.2.9.5. Seeking evidence of facility-community interaction, 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.

5.2.9.6. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern, caring and safety.

5.2.9.7. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated.

5.2.9.8. A Clinical review shall be conducted of Veterans’ records to ensure records maintained on homeless Veterans are kept confidential and secure. The Clinical review looks at operating standards to ensure that the unique needs of homeless Veterans are documented in charts and are clinically appropriate. Accuracy with respect to specific services provided including durations and outcomes will be monitored throughout the length of stay.

5.2.9.9. Environmental reviews will be completed by the COR, quarterly, utilizing QASP form (attached).

6. COR RESPONSIBILITIES

6.1. The COR shall be the VA official responsible for verifying contract compliance. After contract award any incidents of Contractor non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

6.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality improvement data that will be collected for ongoing monitoring of Standards of Practice in Section 4.2 and monitoring of Deliverables as outlined in Section 7.1.

6.3. The COR, or his designee, will maintain a record-keeping system of admissions / discharges / length of stay for the Veterans, i.e. a bed census. This data will be reviewed monthly, comparing the VA bed census records with those maintained by the provider. Payment for the occupied beds will depend on the two sets of records matching one another at the end of each month.

6.4. The COR will be responsible for entering the admission and discharge information into HOMES.

6.5. The COR for this contract is:

Danita Battle, MSW, LISW-S | 216-716-0381 | danita.battle@va.gov VANEOHS | 10701 East Blvd. | Cleveland, OH 44103

7. SPECIAL CONTRACT REQUIREMENTS

7.1. Reporting / Deliverables: The Contractor…