36C25023Q0272_1.docx

36C25022Q1002

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

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

POINT OF CONTACT*

Ronald Morgan ronaldmichael.morgan@va.gov ronaldmichael.morgan@va.gov 513.559-3705

PLACE OF PERFORMANCE

3100 Vine Street

Cincinnati Ohio

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

The Cincinnati VA Medical Center, located at 3100 Vine Street, Cincinnati, Ohio, 45220, is submitting a combined synopsis/solicitation for quotes from contractors to provide services for low-demand beds for qualified single male, female veterans, and families. The solicitation will be posted on 13 April 2023 with a closing date for quotes on 19 May 2023. The solicitation will be available for download from beta.sam.gov. Interested contractors will be responsible for downloading copies of the solicitation (and any subsequent amendments) from that website, and no hard copies will be made available. The solicitation will provide full information to prospective offerors about the quote submission process. Prospective offerors are encouraged to quotes by the closing date of 19 May 2023. 15:00 (3:00 p.m.) EST.

The purpose of this solicitation is to obtain quotes from contractors who can provide low-demand beds services to veterans. Due to the urgent nature of this requirement, contractors will be required to demonstrate their ability to provide services upon contract award. Contract award is expected to be on or about 1 July 2023.

NAICS Code is 624221 for Temporary Shelter. All responsible sources may submit quotes which shall be considered by the Agency. To be eligible for award, contractors must be registered in the System for Award Management (SAM) data base at www.sam.gov. Registration is free and potential offerors are encouraged to visit the SAM website and register as soon as possible to avoid delays should they be selected for a contract award. Questions concerning this announcement should be directed to the Contract Specialist ronaldmichael.morgan@va.gov using the e-mail link provided. No phone calls will be accepted.

36C25022Q1002

Page 1 of

Page 1 of

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1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

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

36C25023Q0272 04-13-2023 Ronald Morgan Contract Specialist 5135593726 05-19-2023

EDT

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219 X 624221 $13.5 Million Net 30 N/A X Department of Veterans Affairs Cincinnati VA Medical Center 3200 Vine Street Cincinnati OH 45220 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Beds for Veterans under the Healthcare for Homeless Program See Price Cost Schedule on pages 6 through 7 See Performance Work Statement (PWS) on pages 8 through 22 Social Services Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220 See CONTINUATION Page x X x Karen Williams Contracting Officer Page 1 of Page 1 of Table of Contents

SECTION A 1

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250 - Karen Williams Department of Veterans Affairs Network Contracting Office (NCO) 10 2780 Airport Road Columbus, OH 43219 Phone: 614-257-5220 Email: karen.williams4@va.gov

Contract Specialist 36C250 - Ronald Morgan Department of Veterans Affairs Network Contracting Officer (NCO) 10 260 E. University Avenue, Suite 227 Cincinnati, Ohio 45219 Phone: 513-559-3726 Email: Ronaldmichael.morgan@va.gov

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

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

Post Award Orientation: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70

B.2 PRICE/COST SCHEDULE

The Contractor shall furnish all personnel and facilities to provide services necessary to provide shelters for homeless veterans, Single Male and Female, and Veterans Families, for eligible beneficiaries of the Department of Veterans Affairs Medical Center, Cincinnati VA Medical Center (VAMC) (hereinafter referred to as VAMC) Period of Performance: 1 July 2023 (or date of award) through 30 June 2028 The guaranteed minimum only applies to the first ordering period after award. The total minimum amount, or guaranteed minimum, for the initial year in which this contract is awarded is 10 beds. The total maximum number of beds, inclusive of all ordering periods shall not exceed 29,200. Reimbursement will be made to the contractor by issuance of individual task orders during the life of the contract.

Only the Contracting Officer is authorized to place task orders against this contract: which will be issued annually for each ordering period.

ITEM INFORMATION

Beds for Single Male and Female Homeless Veterans Ordering Period 1: 07-01-2023 through 06-30-2024

Beds for Homeless Veteran Families Ordering Period 1: 07-01-2023 through 06-30-2024

Beds for Single Male and Female Homeless Veterans Ordering Period 2: 07-01-2024 through 06-30-2025

Beds for Homeless Veterans Families Ordering Period 2: 07-01-2024 through 06-30-2025

Beds for Single Male and Female Homeless Veterans Ordering Period 3: 07-01-2025 through 06-30-2026

Beds for Homeless Veterans Families Ordering Period 3: 07-01-2025 through 06-30-2026

Beds for Single Male and Female Homeless Veterans Ordering Period 4: 07-01-2026 through 06-30-2027

Beds for Homeless Veterans Families Ordering Period 4: 07-01-2026 through 06-30-2027

Beds for Single Male and Female Homeless Veterans Ordering Period 5: 07-01-2027 through 06-30-2028

Beds for Homeless Veterans Families Ordering Period 5: 07-01-2027 through 06-30-2028

B.3 DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT:

The Department of Veteran Affairs, VA Medical Center (Cincinnati VAMC) hereafter referred to as “VA,” (located at 3200 Vine Street, Cincinnati, Ohio 45220) requires the Contractor to provide homeless services as part of the Healthcare for Homeless Veterans (HCHV) program. These services, not to exceed 15 Veterans, at any one time, are to be provided to homeless Veterans as defined in the Performance Work Statement (PWS).

The VA National Center on Homelessness among Veterans (“the Center”) will provide ongoing training for program development for both contract providers and VA staff. Contractor will be evaluated based on the Center’s established evaluation protocol and program fidelity measures.

The goal of the HCHV program is to provide housing and case management services to Veterans and facilitate their access to a broad range of medical, mental health, and rehabilitative services utilizing HCHV Contract Emergency Residential Services guidelines, hereafter referred to as “CERS.”

HCHV CERS programs target and prioritize Veterans transitioning from literal street homelessness, Veterans being discharged from institutions who are homeless, homeless Veterans with co-occurring mental health or substance use disorders, and Veterans who recently became homeless and require safe and stable living arrangements while seeking permanent housing or treatment options.

The contractor will serve both individual male and female Veterans as well Veterans who need to enter shelter with their family/dependents.

Eligibility will be determined by the VA and is based on Veteran status. The Veteran must meet the McKinney-Vento Homeless Assistance Act definition of homelessness, and are determined to have a serious medical, mental health, substance abuse or other serious psychosocial conditions or stressors making the Veteran highly vulnerable with a high likelihood of death due to homelessness.

This is an indefinite delivery/indefinite quantity contract for the period, 1 July 2023 to 30 June 2028 in accordance with FAR 16.5.

2. BACKGROUND AND OVERVIEW:

The Department of Veteran Affairs (VA) has been providing direct and specialized services for homeless Veterans for nearly 25 years. The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration has been increasing both capacity of existing programs and services offered to program participants. The plan calls for utilizing new models of care not previously offered by VA.

The VA’s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. This contract will enable the VA to engage with a community provider and offer services to Veterans experiencing homelessness through the HCHV CERS model of care. Care is enhanced by the services as defined in the PWS. Rapid stabilization of the Veterans’ medical, mental health, substance abuse and other psychosocial problems in-order-to place Veterans in other appropriate transitional or permanent housing within 90 days, with no more than 180 days, without a planned reason for the extension, is an expected outcome of this Contract.

The community-based Contractor should have a minimum of 18 months experience as an HCHV provider or 18 months experience with other shelter models or experience with direct services to the homeless, or a combination of the above documented in their proposal.

This contract will be awarded to a Contractor having an acceptable facility within 20 miles of the VA Medical Center. If no facilities are available within this area, consideration will be given to the Contractor whose facility meets all the stated requirements and is closest to the Medical Center.

A VA Liaison to the Contractor will be identified by the homeless program leadership at VA. This individual will act as the clinical liaison for all client related issues between the Contractor and VA by providing clinical oversight. The VA Liaison will not provide direct clinical supervision. The VA Liaison duties include auxiliary case management with all Veterans in the program. The VA Liaison will also consult with and provide input to the Contractor as needed.

The Contractor shall provide all labor, supervision, housing, material and supplies necessary to provide emergency residential placement, treatment, and supportive services through the CERS Model. Services will be provided on-site at the Contractor’s facility, in accordance with all terms, conditions, provisions and requirements listed herein. The prices provided in the Price Schedule shall be inclusive of all “basic services” as may be necessary in the treatment of the Veteran. “Basic services” shall be as defined in the Performance Work Statement.

3. IMPLEMENTATION TIMELINE:

The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days prior of contract award. Failure to meet the 30-day milestone may result in the contract being terminated. The Contractor will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment:

a. Site control demonstrated at time of contract award. This may be through ownership or lease. All permits and license will be reviewed. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that Contractor sites must pass prior to contract award. The Contractor is required to ensure the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act.” Contractor must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas.

b. Contractor facility must be licensed as required for the setting under State or Federal authority, and must meet all applicable local, state, and/or Federal requirements concerning licensing and health/occupancy codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and for all annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. HCHV housing and supportive services for female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services.

c. Pre-Award Inspection of the facility and on-site services conducted by VA contract inspection team. This team is made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Pre-award inspection will be completed within 30 days of proposal submission. Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection.

d. Complete the abatement of all inspection corrective action(s) and pass VA inspection. To be completed within 30 days of pre-award inspection.

e. Identify all staff required per the PWS, have them in place and available to provide full range of case management and services to Veterans. To be completed within 30 days of contract award.

f. Work will be performed at the Contractor’s facility within the geographic limitations outlined above. Government furnished workspace will not be provided for this effort. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense. The Contractor will be required to attend frequent meetings and planning sessions at VA throughout the term of the contract.

g. The Contractor shall not commence performance under this contract until the Contracting Officer has conducted an initial meeting or has advised the Contractor that this meeting is waived.

4. GUIDELINES FOR SERVICES:

a. The Contractor must provide a safe environment for all Veterans consistent with the Housing First model of housing and services. Contractor must have written policies and procedures in place that address the following concerns and situations:

· Medication adherence or compliance cannot be a condition of admission or continued stay;

· Management of suspected or known drug or alcohol use or relapse by one or more Veterans and interventions based on the HCHV model including Motivational Interviewing and Harm-Reduction;

· On-site contraband, weapons, drug, or alcohol related paraphernalia and utilize interventions based on the HCHV model;

· Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances;

· Grievance process to address Veteran complaints with time frames for responses from the Contractor’s program/facility management;

· Client abandonment of belongings in the facility, including time frames and procedures for disposal;

· Process to elicit client satisfaction with the facility and onsite services, including information collection methods and frequency, and process for utilizing the information for continual performance improvement purposes; and

· Procedure for medical records request by veteran with a specific regarding re-release of information.

· Process/policies for sex offenders

· Emergency procedures and written protocols that are posted to guide staff response to crisis including, but not limited to, physical injury, natural disaster, fire, resident suicide attempts, overdoses, and violence. Policy will also state that the contractor will always have at least one staff member who has had training and orientation on emergency procedures available 24/7.

b. House rules and expectations should be kept to a minimum, be simple, and should focus on safety of the Veterans and staff. Most Veterans may have had difficulty in the past adhering to settings where strict rules are applied. The rules should reward positive behavior, be enforceable, relate to the living situation, provide for safety of the Veterans, and provide opportunities for engagement. Veterans will not be discharged for the use of alcohol or drugs unless behaviors warrant discharge. Many of the Veterans that this program will target have failed programs in the past for their inability to stay clean and sober. Maintaining housing stability will be the primary goal for each Veteran. To provide for the safety of the Veteran(s), the Contractor must have written policies and procedures in place that clearly indicate the following are prohibited:

· Dealing or use of illicit drugs/alcohol at the facility;

· Buying or selling of alcohol or drugs in the facility;

· Sexual activity between Veterans;

· Violence or threat of violence toward Veterans or facility staff;

· Destruction of facility property;

· Possession of weapons.

c. Policies and procedures for staff should reflect the following: Staff is trained in providing flexible, respectful responses to infractions of rules; Homeless Veterans will not be discharged for drinking or use of drugs off property, non-compliance with prescribed medication or infractions of house rules that do not constitute a risk to their personal safety or the safety of the facility Veterans or staff; and assertive engagement by the staff with patients regarding these problems is the preferred course of action to deal with these common problems of the HCHV facility.

d. The Contractor must communicate policies and procedures to Veterans both verbally and in writing in a manner that is understandable to each Veteran, within 72 hours, upon admission to the facility, in the form of a written Veteran handbook that is verbally reviewed by the assigned case manager with the Veteran. All updates to any policies and procedures must be reviewed with Veterans with 7 days of revision. This communication must be documented in the Veteran’s client record.

Intake Packets: All Veterans must receive an intake packet within 72 business hours which includes, at minimum, the following information:

· Description of the Contractors services (handbook)

· Grievance Policy

· Emergency procedures

· Patient rights and Reasonable Accommodation

· MAT policy

· Procedures for negative discharge and sanctions

5. BASIC SERVICES

The Contractor shall furnish each Veteran referred for care under this contract the following basic services:

a. Room and Board: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy, and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.) Meals to include at least 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. The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the Contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period.

Separate and secure sleeping arrangements (unit or wing) for each gender or Veteran family (separate sleeping arrangements must be available in the unit for children of the opposite sex that are 12 years or older). Separate and secure bathroom arrangements for each Veteran family. Mixed gender, multifamily facilities that share entrance and common areas (living room, kitchen, dayroom, etc.) must include onsite staffing 24 hours, 7 days per week.

Room and board must be of sufficient size and supply to meet the Veteran family composition needs. Room and board rate for a Veteran family may be higher than room and board rate for a single Veteran.

The facility must allow Veterans to receive mail. The mail will be kept in secure location until picked up by Veteran.

It is expected that the contracted provider has the ability to reopen beds on the community bed board within two weeks of Veteran/family exit unless extenuating circumstances prevent bed turn-over. Circumstances that delay bed turn over must be approved by the VA liaison.

b. Laundry Facilities: On-site laundry facilities and supplies for Veterans to do their own laundry or to have laundry done at no cost to the Veteran. If providing shared laundry, the facility will include at least 1 washer and 1 dryer on-site.

c. Internet and Computer Access: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. Facility shall provide hardware (computer(s), printer, etc.) to be utilized. Veterans enrolled at the local community college or taking online courses, should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any “parental controls” they deem essential.

d. Environment of Care: The Contractor must provide a clean and comfortable environment of care that is structurally sound facility; does not pose any threat to the health and safety of the occupants and protects them from the elements. The facility entries and exit locations are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire; every room or space will have natural or mechanical ventilation; be free of pollutants in the air at levels that threaten the health of Veterans; provide a water supply free from contamination; has sufficient sanitary facilities in proper operational condition, allowed to be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. The facility must have adequate heating and or cooling mechanisms that are in proper operating condition; adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of Veterans; provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire. All housing and equipment will be maintained in a sanitary manner free from pests, insects and vermin and will provide a warm, welcoming, and respectful atmosphere through lighting and décor. Contractor ensures that furniture is well maintained and comfortable. It is the Contractor’s responsibility to maintain a clean and comfortable environment that meets these conditions. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense.

e. On-site Office Space for VA Liaison: The Contractor must provide designated onsite furnished office space to a VA Liaison from VA. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. The VA Liaison may be onsite at the Contractor facility two to five days per week in keeping with VA model development program expectations.

f. Transportation: The facility should be within close proximity to public transportation. The Contractor will ensure that transportation is available for Veterans to attend medical/mental health appointments, search for permanent housing and address other care needs. This can be done through provision of bus passes, utilization of cab services or HCHV provider facility transportation. These costs will be considered part of the basic services provided.

6. ADDITIONAL CONTRACT REQUIREMENTS:

a. 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. The Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information and protected health information. This includes but is not limited to the following: having adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect clients’ case records and other documentation; conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions; ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

b. Admissions will be coordinated through the local medical center or other hospitals. After-hours admissions will follow the VA’s Standard Operating Procedure. All admissions must have concurrence of VA. If unable to verify during off tour hours, homeless person should be accepted conditionally. Within 48 business hours, VA clinical staff will meet with newly admitted individual and assess for eligibility and safety issues. If glaring safety issues arise before assessment, decision to exit individual based on safety concerns will be deferred to contract agency staff. VA staff have right of approval/disapproval for payment for non-approved admissions and non-verified Veterans.

c. Contractor will be evaluated using a Quality Assurance Surveillance Plan. A Quality Assurance Surveillance Plan (QASP) is a systematic method to evaluate performance for the stated contract. The QASP identifies what is going to be inspected, the inspection process and who will do the inspecting. The results of those inspections will then be used to document contractor performance. HCHV CERS liaison will complete quarterly unannounced inspections to verify environmental safety and review QASP.

d. Case Management Services: The Contractor shall provide, at minimum, the following weekly case management services to Veterans in the program:

(1) Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment and establish treatment goals. Contractor will utilize counseling strategies to include crisis intervention and case management including both short and long-term services.

(2) Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors, and problems.

(3) Contractor will conduct high-risk screening, psychosocial assessment, and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will:

(4) Develop a highly Individualized Service Plan (ISP) within one week of admission. The ISP is consistent with HCHV program goals; the plan must specifically include provisions for Veteran placement into an appropriate permanent housing placement within 90 days of admission to the HCHV Contract Residential Care facility with no more than 180 days without a planned reason for extension. The housing placement planning must consider all appropriate and available community-based housing options as well as the Veteran’s preferences regarding location and housing type. The plan should also be focused on getting the Veteran(s) to accept services, especially mental health and substance use services that will allow attainment of permanent housing. Acceptance of the services offered should not be a condition of continued stay in HCHV. However, engagement and service delivery should retain the expectation that the Veteran will advance to permanent housing with support, recognizing that it will often be at his or her own pace.

(5) Complete a written ISP within the first week of program admission and signed by the Contractor and the Veteran.

(6) Review ISP a minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the VA Liaison.

(7) Make changes in plans in consultation with the Veteran.

(8) Screen each Veteran for suicidal and homicidal risk. This screening must be documented in regular progress notes in the Contractor’s clinical service records. If the Veteran is a danger to him/herself or others Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA Liaison. Special attention will be made to address High Suicide Risk Veterans as identified by the Cincinnati VAMC liaison. Contracted case manager will review the HSR safety plan with the Veteran on a bi-weekly basis. HSR Safety Plan reviews and a copy of the Veteran’s Safety Plan will be documented in the chart.

(9) Coordinate with VA Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans’ needs. Case conferencing may be done in person or by telephonic conference calls as determined by VA staff.

(10) Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community-based service providers.

(11) Work in close collaboration with the VA Liaison to ensure Veterans’ connections to needed VA medical, mental health, and substance abuse treatment and care.

(12) Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver’s license, income verification and any additional information required by housing resources and potential income supports.

(13) Contractor will accompany Veterans to housing interviews, medical appointments, and other appointments while working with Veterans to foster independence and a sense of self-determination as appropriate. Contractor will provide transportation for Veterans to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc.

(14) The Contractor will provide the following onsite therapeutic and rehabilitative services include monthly structured groups and activities to promote social skills building and healthy lifestyles; groups will be offered but not mandatory. Health and personal hygiene maintenance; Monitoring of medications; Supportive social services, in collaboration with the case managers, VA or other community resources;

(15) The Contractor will provide professional counseling as required, including emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA Liaison or community resources as appropriate; Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning; Support for an alcohol and/or drug-free lifestyle; Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships; and Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

(16) Referral to and follow-up on all potential financial resources the Veteran may be eligible for (SSI, SSDI), SNAP, NSC pension, etc. Case managers will document all structured activities that support the Veterans in developing short- and long-term plan to understand and address their current financial situation and how to improve it.

e. Contractor will notify VA through the VA Liaison at VA of any negative incident occurring with a Veteran within 24 hours of being informed or made aware of the incident, if not sooner. Contractor will complete a written incident report within 24 hours of notification. Incidents include but are not limited to: death; fire; drug use (on site)/police raid; suicide/suicide attempt; 911 call (police/fire dept./paramedics/other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events.

f. In the event a Veteran residing in HCHV Contract Residential Care under this contract dies, the Contractor will promptly notify the VA Liaison authorizing admission and immediately assemble, inventory using established protocol, and safeguard the Veteran’s personal effects. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition has been made, they will be immediately forwarded to the VA Liaison. Property and funds wherever located vests in and becomes property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

7. STAFFING AND TRAINING:

1. The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the facility. There must be, as a minimum, at least one (1) administrative staff member or designee of equivalent professional capability, on duty on the premises or on call and available for emergencies 24 hours a day, seven (7) days a week. The Contractor shall assign to this contract personnel that, by education and training, and when required, certification or licensure, are qualified to provide the services required by this PWS. The Contractor must identify each person functioning as “Key Personnel” under this contract and provide the VA a description of the services to be provided by such a person, together with a resume summarizing the person’s relevant skills and experience. During the first 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 14 calendar days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer at least 15 calendar days before the substitution is to occur. As a minimum:

a. One (1) full-time supervisor/clinical director with a minimum of a master’s degree in Social Work or a related discipline, responsible for the overall functioning of the program including assurance that all policies and procedures are being followed, coordination of weekly staff meetings, management of HCHV provider staff and be available by phone 24 hours daily, seven (7) days a week.

b. One (1) Full-time case manager with a minimum of a bachelor level education in social work or other human services related field to carry a maximum caseload of 20 veterans each. Those with certifications in substance use disorders should be given preference.

c. The Contractor shall provide an initial organizational chart, identifying personnel, their position, and area(s) of responsibility to the Contracting Officer prior to contract award. Any certifications or licensure required will be made available upon request. The Contracting Officer shall notify the Contractor within 15 calendar days after receipt of required information if the VA refuses to accept assigned contract personnel. The Contractor shall be responsible for updating the organization chart as changes in staff occur. The VA reserves the right to refuse or revoke acceptance of personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes Veteran care or interferes with regular and ordinary operation of the facility.

2. The Contractor must have a contingency plan to address the replacement or substitution for personnel that leave the Contractor's employment or are unable to provide performance in accordance with the terms and conditions of the resulting contract.

3. Contractor is expected to participate in training on the basic HCHV CERS model through the VA National Center on Homelessness Among Veterans as requested. Introduction to and training on the following evidence-based practices may be included with the training: Motivational Interviewing; Critical Time Intervention; and Stages of Change

4. Contractor staff must always maintain professional boundaries with the Veteran while conveying an attitude of genuine concern and caring.

5. Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

6. Contractor will provide at least one staff person on-site at all times who has had training and orientation on the following topics. Staff shall receive and document—at a minimum—one-time training per year on these subjects.

· CPR

· First Aid

· Crisis intervention

· Cultural sensitivity

· Sexual harassment

· Sensitivity to wider issues of homelessness

· Universal Precautions (disease transmission prevention)

· Child abuse/neglect reporting laws (if shelter provides services to children)

· Adult abuse/neglect reporting laws

· Harm Reduction philosophy

· Suicide Prevention

· Medication management

· State and Federal Fair Housing Law and ADA Requirements

· Conflict resolution

· De-escalation techniques

· Search and Seizure/Probable Cause in the Shelter Setting

8. ADMISSIONS, LENGTH OF STAY AND DISCHARGES:

a. Securing permanent housing within 90 days of intake will be the primary discharge goal for every Veteran (the contractor can request extensions for up to 180 days). Rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by expediting placement of these Veterans into safe, supportive emergency housing is expected of this contract. After stabilization, Veterans should be placed in other appropriate permanent housing quickly with no more than 180 days without a planned reason for the extension. All Veterans must have a discharge plan within two weeks. The VA Liaison will not approve per diem for lengths of stay exceeding 180 days from the date of admission unless:

(1) There are extenuating clinical circumstances beyond the Contractor’s control that are barriers to the Veteran’s placement in housing; and/or

(2) There is documented evidence that the Contractor has exhausted every effort to place the Veteran in housing sooner; and

(3) The VA Liaison has been appropriately advised of these efforts well in advance of the 180-day limit; and

(4) The VA Liaison concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the HCHV Contracted Residential Care facility.

(5) The director of the Community Outreach Division (or designee) is made aware of and is in agreement with the proposed extension.

b. The contractor will receive referrals from Coordinated Entry and the VA will verify eligibility. After the VA determines eligibility, the contractor will complete a phone screening to determine the appropriateness of the placement. The contractor must utilize an admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable state and federal laws. Veterans shall not be denied entry to CERS based solely upon length of current abstinence from alcohol or drugs, number of treatment episodes, or legal history. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from discrimination.

Contractor…