36C25022Q0344 - Combined Synopsis_Solicitation Notice.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT Transitional Housing Lucas County, OH

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 45409

SOLICITATION NUMBER* 36C25022Q0344

RESPONSE DATE/TIME/ZONE 02-27-2022 23:00 EASTERN TIME, NEW YORK, USA

ARCHIVE 1 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* G099

NAICS CODE* 624221

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

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

PLACE OF PERFORMANCE

ADDRESS Contractor facility

Lucas County, OH

POSTAL CODE

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 36C25022Q0258 is hereby issued as a Request for Quote (RFQ). This document incorporates provisions and clauses that are in effect through Federal Acquisition Circular 2022-03 effective December 30, 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 March 01, 2022 – February 29, 2023 with four (4), 12-month option periods

Place of Performance will be at a vendor facility in Lucas County, 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

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.

http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/12.htm#P284_48544 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1444_199446 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1801_253131 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P2001_293870 mailto:jennifer.bowden@va.gov

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

506-22-2-807-0002

36C25022Q0344 02-23-2022

Jennifer Bowden jennifer.bowden@va.gov 937-268-6511 x3041 02-27-2022

23:00 EST

36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

Kettering OH 45409-1337

X

624221

$12 Million

N/A

X

36C553

See PWS and Schedule

36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

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:

Up to 5 beds for Transitional Housing in Lucas County, OH in accordance with the Performance Work Statement (PWS) and Price/Cost Schedule

Estimated period of performance is 03/01/2022 - 02/28/2023

Subsequent contract will be a be a base year with four (4) one (1) year options.

See CONTINUATION Page

X X

X 1

Alexander Daniel

CONTRACTING OFFICER

36C25022Q0344

Table of Contents

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT (PWS) - Transitional Housing Lucas County, OH

B.2 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

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

2021)

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR

2020)

C.6 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE (JUL 2018)

C.7 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—

COMMERCIAL ITEMS (JAN 2021) (JUL 2020) (DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) . 39

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE

SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

E.5 52.216-18 ORDERING (AUG 2020)

E.6 52.216-19 ORDER LIMITATIONS (OCT 1995)

E.7 52.216-22 INDEFINITE QUANTITY (OCT 1995)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS (FEB 2021) (JUL 2020)

(DEVIATION)

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: 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

Tungsten Network Client Services | 877-489-6135 www.tungsten-network.com/customer-campaigns/veteransaffairs mailto:jennifer.bowden@va.gov http://www.tungsten-network.com/customer-campaigns/veteransaffairs

B.2 PERFORMANCE WORK STATEMENT (PWS) - Transitional Housing Lucas County, OH

A. PURPOSE

The Ann Arbor VA Healthcare System has a requirement for Contracted Emergency Residential Services (CERS) beds for homeless veterans for a period of one (1) base year, with four (4) twelve (12) month option periods, exercisable at the Government’s discretion.

B. BACKGROUND

Through the HCHV Program, VA provides Veteran’s case management services and facilitates their access to a broad range of medical, mental health, and housing services. The Contractor shall provide care and case management services to Homeless Veterans in community-based facilities offering a safe and secure environment that supports their housing goals. The Contractor shall be required to provide a milieu that supports the health, safety and well-being of the Veterans admitted to the services, along with attendant services. The term Residential Program may refer to a variety of housing options including, apartment style housing, congregate living, or institutional setting. The type of veterans to be cared for under this contract will require care and services over and above the level of room and board.

C. SCOPE

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

Contractor shall provide community-based residential care and case management services for up to five

(5) homeless male veterans, who may or may not have a mental illness and/or substance use disorder diagnosis, in a residential program. The daily occupancy rate at the five (5) bed facility may fluctuate dependent upon rate of demand for service.

D. PLACE OF PERFORMANCE: Toledo, OH

E. PERIOD OF PERFORMANCE

BASE PERIOD: 1 March 2022 thru 28 February 2023

OPTION 1: 1 March 2023 thru 29 February 2024

OPTION 2: 1 March 2024 thru 28 February 2025

OPTION 3: 1 March 2025 thru 28 February 2026

OPTION 4: 1 March 2026 thru 28 February 2027

F. POLICY/HANDBOOKS:

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

b. Business Associate Agreement www.hhs.gov/ocr/privacy/index.htl

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

d. Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR, Part II): http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5;node=42%3A1.0.1.1.2 https://www.ada.gov/ http://www.hhs.gov/ocr/privacy/index.htl http://www.patientadvocate.va.gov/rights.asp http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5;node=42%3A1.0.1.1.2 http://www.ecfr.gov/cgi-bin/text-idx?rgn=div5;node=42%3A1.0.1.1.2

e. Confidentiality of Certain Medical Records (38 USC 7332): https://www.gpo.gov/fdsys/pkg/USCODE-

2011-title38/pdf/USCODE-2011-title38-partV-chap73-subchapIII-sec7332.pdf

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

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

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

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

G. DEFINITIONS/ACRONYMS:

a. 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:

1. TITLE I: (Employment)-Equal Employment Opportunities for Individuals with Disabilities

2. TITLE II: (State & Local Government)-Non-Discrimination based on disability in State and Local

Government Services

3. TITLE III: (Public Accommodations)-Non-Discrimination based on disability by public accommodations and in commercial facilities

4. 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

5. 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.

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

c. 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 https://www.gpo.gov/fdsys/pkg/USCODE-2011-title38/pdf/USCODE-2011-title38-partV-chap73-subchapIII-sec7332.pdf https://www.gpo.gov/fdsys/pkg/USCODE-2011-title38/pdf/USCODE-2011-title38-partV-chap73-subchapIII-sec7332.pdf http://www.nfpa.org/ https://www.justice.gov/opcl/privacy-act-1974 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006 https://www.va.gov/vhapublications/publications.cfm?pub=2 development of requirements and assist Contracting Officers in developing and managing their contracts.

d. Contract Specialist (CS): put together and administer contracts for the procurement of construction, services, supplies or research and development

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

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

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

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

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

g. Department of Health and Human Services (DHHS): 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

h. Department of Housing and Urban Development (HUD): 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.

i. Department of Veterans Affairs (VA): 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.

j. Federal Employer Identification Number (FEIN): 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.

k. Federal Acquisition Regulation (FAR): body of laws that govern the U.S. Federal Government’s procurement process by which executive agencies of the United States federal government acquire https://www.investopedia.com/articles/investing/091514/essential-tips-buying-hud-home.asp

(i.e., purchase or lease) goods and services by contract with appropriated funds.

l. Healthcare for Homeless Veterans (HCHV) Program: provides a gateway to VA and community-based supportive services for eligible Veterans who are homeless by providing outreach services; care, treatment, and rehabilitative services, including case management services; and therapeutic transitional housing assistance under 38 U.S.C. 2032 in conjunction with Work Therapy under 38 U.S.C.

1718 http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006

m. Health Insurance Portability and Accountability Act (HIPAA): 1996 Federal law that restricts access to individuals’ private medical information

n. Homeless: definition in 38 U.S.C. 2002(1) and section 103(a) of the McKinney-Vento Homeless

Assistance Act, 42 U.S.C. 11302(a). NOTE: The term “homeless" or "homeless individual" does not include any individual imprisoned or otherwise detained pursuant to an Act of Congress or a state law

o. Homeless Management Information System (HMIS): computerized data collection tool specifically designed to capture client‐level information over time on the characteristics and service needs of men, women, and children experiencing homelessness and the services provided to them

p. Homeless Operations Management and Evaluation System (HOMES): locally administered, electronic data collection system that stores longitudinal personal-level information about persons who access the homeless service system

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

r. Joint Commission on Accreditation of Healthcare Organizations (JCAHO): organization is made up of representatives from the private sector that develops and maintains standards of quality for medical facilities

s. Licensed Independent Social Worker (LISW): 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

t. 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 www.nfpa.org

u. Performance Work Statement (PWS): 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.

v. Public Key Infrastructure (PKI): complies with all Federal and VA security policies and is the accepted

Global Business Standard for Internet Security

w. Quality Assurance Surveillance Plan (QASP): 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

x. Release of Information (ROI): standard VA form to obtain authorization for the VA to be able to release sensitive (protected) health information

y. Special Agreement Check (SAC): limited investigation (or series of checks) done only through special http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006 http://www.nfpa.org/ 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

z. Substance Use Disorder (SUD) Specialist: professional with a master’s degree and an independent license, who is responsible for providing expertise on SUDs to the HCHV and HUD-VASH teams, to other providers within the medical facility, and in the community. Also provides assessments and treatment to certain high-risk, substance-using homeless Veterans

aa. Supportive Services: encompasses a range of services that assist an individual in the transition from the streets or shelters into permanent or permanent supportive housing and that assist persons with living successfully in housing

bb. VA Financial Service Center (VA-FSC): 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.

cc. VA Patient's Bill of Rights: As set forth in Section 17.34a, Title 38, Code of Federal Regulations https://www.ecfr.gov/current/title-38/chapter-I/part-17/subject-group-

ECFReba57cc2dd2dfca/section-17.34

dd. Veteran: A person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable and is enrolled or eligible for VA health care under

38 CFR 17.36 or 17.37

ee. Veterans’ Health Administration (VHA): 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

H. SERVICES TO BE PROVIDED

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

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

2. The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the house and available for emergencies a minimum of 6 hours a day to 24 hours a day, 7 days a week.

3. Veterans may be on physician ordered special diets. Veterans shall have appetizing, nutritional meals provided in a setting that encourages social interaction. Meals shall include three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. Refrigeration and dry food storage areas are appropriately maintained and monitored. All food areas are clean and free of litter. Current licensures are maintained, if required.

If facility is not set up to provide meals 7 days a week, nutritional food must be provided or available at no cost to the Veteran. (This could mean Veterans have access to a food pantry, local food bank, are receiving supplemental nutritional assistance program (SNAP), etc., or the https://www.ecfr.gov/current/title-38/chapter-I/part-17/subject-group-ECFReba57cc2dd2dfca/section-17.34 https://www.ecfr.gov/current/title-38/chapter-I/part-17/subject-group-ECFReba57cc2dd2dfca/section-17.34 https://en.wikipedia.org/wiki/United_States_Department_of_Veterans_Affairs https://en.wikipedia.org/wiki/United_States_Department_of_Veterans_Affairs https://en.wikipedia.org/wiki/Under_Secretary_of_Veterans_Affairs_for_Health contractor provides the food). For individually prepared meals: appliances must be adequate to safely store and prepare food and are in good working condition (i.e.: stove, refrigerator, dishwasher, etc.) for individually prepared meals. This would also include ensuring that all food preparation areas contain suitable space and equipment to store, prepare, and serve food in a sanitary manner. Cleaning supplies shall be provided to maintain a clean kitchen area. These would include broom, mop, vacuum, cleaning products, dish soap, trash can, trash bags, etc.). Resource information is available to educate veterans with special dietary needs (i.e.: Diabetic, allergies, medically indicated.). This may be accomplished through nutritional education provided directly by the agency or a referral resource within the community. Many veterans are either undernourished or have poor eating habits because of their chronic psychiatric disorders, which could be alcohol/drug abuse related behaviors.

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

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

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

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

8. The facility will offer a minimum of 3 single bedrooms and 1 bedroom with 2 beds. The preference will be for 5 single bedrooms. Each bedroom shall measure at least 100 square feet per room 25 square feet additional for each resident double occupancy room. Male and female (there will be no female residents) residents shall have secure separate sleeping quarters. Bedrooms shall contain no more than four beds. Floor plan of facility/units shall be available for review and approval prior to award. NOTE: The complex nature of certain residents may dictate the need for single occupancy in a bedroom. Bedrooms shall contain a suitable bed furnished by the facility with, mattress, pillow, sheets/blankets and towels. The facility shall be responsible for laundering the linens and towels at least weekly and keeping them in good condition. Mattresses must be kept in good condition and replaced as needed.

9. The Contractor will offer a “low-demand environment” meaning Veterans will not be required to participate in mental health or substance use disorder services while in the residential program.

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

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

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

13. Care and case management services shall be determined by the individual resident in conjunction with the contracted facility staff and in consultation with the VA Liaison. The VA Liaison shall develop a service plan with the veteran and include the contracted facility staff. Such plans shall be developed based on a psychosocial assessment, completed by the VA Liaison and shall follow Commission of Accreditation for Rehabilitation Facilities (CARF) standards. Services which the Contractor shall be able to furnish include:

i. Case management shall address self-care skills and adaptive coping skills, in collaboration with

VA program or contracted community resources. Case management services shall be provided during day shift hours, Monday through Friday.

ii. Collaboration with the VA program staff, which will provide supportive psychosocial services and referrals to VA Healthcare.

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

iv. A program that promotes community interaction.

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

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

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

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

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

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

c. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation.

I. SPECIAL CARE REQUIREMENTS

a. “Imperative” Levels of Care

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

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

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

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

5. Pest Prevention

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

J. RESPONSIBILITY AND LEGAL OBLIGATIONS

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

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

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

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

K. RESIDENTIAL STANDARDS

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

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

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

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

4. All residential program settings shall meet ADA (Active Daily Activities) requirements

(www.ada.gov)

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

6. Be equipped with operational air conditioning/heating systems

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

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

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

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

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

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

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

14. If applicable, separate male and female bathrooms.

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

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

17. Ensures documentation of residential supervision training.

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

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

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

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

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

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

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

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

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

24. 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

b. In the performance of this contract, the Contractor shall take safety precautions involving the Contracting Officer and the Contracting Officer Representative. This is necessary to protect the lives and health of the occupants in the buildings. The Contracting Officer or his/her designee shall notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. Once the Contractor shows the receipt of notice, they shall immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the Contractor in default.

L. ACCREDITATION AND LICENSING

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

M. PERSONNEL

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

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

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

d. Key personnel are defined as “professional staff,” such as: facility Director, program manager, or case manager. During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within fourteen (14) days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel to the Contracting Officer Representative (COR).

e. For substitutions proposed by the Contractor after the initial ninety (90) calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer (CO) and or Contracting Officer Representative (COR), at least fifteen (15) days before the substitution is to occur. The Contracting Officer or Contracting Officer Representative (COR) shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility.

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

(1) business day.

N. REFERRALS

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

b. The contractor will enter all veteran data into the HUD Homeless Management Information System (HMIS). In compliance with local CoC guidance. Contractor may create an MOA with a HMIS provider (such as SSVF) to enter Veteran data in HMIS.

c. A list of authorized VA ordering officials for the contract shall be provided to the Contractor upon award of the contract. Ordering officials may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Officer. The Contractor shall be provided an updated list of authorized VA ordering officials whenever such changes are made.

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

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

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

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

P. RECORDS AND REPORTING

a. The Contractor shall notify the authorizing VA hospital and VA program liaison immediately when a medical emergency may occur, thus requiring the hospitalization of any resident receiving care at VA expense. It is agreed that the veterans shall be admitted to VA Ann Arbor Health Care System facility when feasible. If hospitalization of a non-emergency nature is required, it is agreed that admission to the VA hospital shall be accomplished consistent with eligibility criteria, as determined by VA.

Contractor shall notify Health Care for Homeless Veterans (HCHV) program coordinator and COR immediately in the event of a veteran’s illness or injury requiring medical care and/or hospitalization.

Contractor shall also provide a daily occupancy report to HCHV program.

b. In the event of a beneficiary receiving residential services dies, the residential program shall promptly notify the Department of Veterans Affairs office and VA program Liaison, authorizing admission and immediately assemble, inventory, and safeguard the veteran’s personal effects. The funds, deposits, and effects left by the deceased veteran at the residential program, shall be delivered by the residential program to the person or persons entitled. The Contractor shall adhere to the laws currently governing the residential program for making disposition of funds and effects left by veterans, unless the beneficiary dies without leaving a will, heirs, or next of kin capable of inheriting.

When disposition has been made, the itemized inventory with a notation identifying the recipient of the belongings shall be immediately forwarded to the VA office. In the event that no such person is identified, the property and funds shall become the property of the United States in trust. In these cases, the residential program shall forward any property and funds in its possession to the appropriate VA office, and hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

c. Absences of the Veterans from the residential program in excess of 48 hours will be not reimbursable.

The COR shall determine if the absence is unauthorized. If a Veteran referred under this contract is found to be absent in an unauthorized manner, the payment for veteran services would be continued at that contract facility for a maximum period of two (2) days. There should be an active outreach attempt of the facility staff to return the veteran to the residential program, and a strong likelihood that the Veteran will return. Management of program dropouts will be an element of the quality assurance review of this program.

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

e. Contractor shall maintain an individual clinical record on each veteran placed under this contract. The Contractor shall comply with the requirements of the “Confidentiality” of certain medical records (38 USC…