36C25023Q0300 RFQ.pdf

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. 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

36C25023Q0300 03-07-2023

John Mingo (216)-447-8300 X 49565 03-19-2023

3:00 P.M. EST

36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

6150 Oak Tree Blvd., Suite 490

Independence OH 44131

X

624221

$12 Million

N/A

36C655

Department of Veterans Affairs

Aleda E. Lutz VA Medical Center

Mental Health Service

1500 Weiss Street

Saginaw MI 48602

36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

6150 Oak Tree Blvd., Suite 490

Independence OH 44131

36C250

Department of Veterans Affairs

Financial Services Center

Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135 TX 78714-9971

877-353-9791 512-460-5540

See CONTINUATION Page

Emergency shelter beds for beneficiaries of the

Aleda E. Lutz VA Medical Center. Facility to be located within the city limits of Saginaw, Michigan.

Please see the Price Schedule and SOW in Section B as well as the Addendum to the Instructions to Offerors in

Section E.

This acquisition will be conducted using the procedures in FAR Part 12, Acquisition of Commercial Items, using authority of FAR Subpart 13.5, Simplified Procedures for

Certain Commercial Items.

See CONTINUATION Page

X One(1)

John Mingo

Contracting Officer

36C25023Q0300

Table of Contents

SECTION A

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 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.223-99 ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR

FEDERAL CONTRACTORS (OCT 2021) (DEVIATION)

C.7 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.8 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.9 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.10 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

C.11 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.12 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ..37

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (DEC 2022)

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)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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: John Mingo

Contracting Officer 36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

6100 Oak Tree Blvd., Suite 490

Independence OH 44131

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award

Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] 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.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4,380.00 Bed

Days

Provide emergency residential housing and case management services to homeless Veterans as required by the Statement of Work.

Contract Period: Base

POP Begin: 04-01-2023

POP End: 03-31-2024

Provide emergency residential housing and case management services to homeless Veterans as required by the Statement of Work.

Contract Period: Ordering Period 1

POP Begin: 04-01-2024

POP End: 03-31-2025

Provide emergency residential housing and case management services to homeless Veterans as required by the Statement of Work.

Contract Period: Ordering Period 2

POP Begin: 04-01-2025

POP End: 03-31-2026

Provide emergency residential housing and case management services to homeless Veterans as required by the Statement of Work.

Contract Period: Ordering Period 3

POP Begin: 04-01-2026

POP End: 03-31-2027

Provide emergency residential housing and case management services to homeless Veterans as required by the Statement of Work.

Contract Period: Ordering Period 4

POP Begin: 04-01-2027

POP End: 03-31-2028

GRAND TOTAL __________________

B.3 STATEMENT OF WORK

The Veterans Affairs Aleda E. Lutz Medical Center in Saginaw, Michigan has a requirement for a community-based residential program for homeless Veterans. The Contractor will be prepared to provide Health Care for

Homeless Veterans (HCHV) rehabilitative services for up to twelve (12) homeless Veterans located within the catchment area of the Saginaw VA; with up to eight (8) beds at the Saginaw facility, and up to four (4) beds at the Bay City facility; at least one of the beds will be capable of supporting a female Veteran. The catchment area of the Aleda E. Lutz VA Medical Center includes the following counties: Emmet, Cheboygan, Presque

Isle, Charlevoix, Antrim, Otsego, Montmorency, Alpena, Leelanau, Benzie, Grand Traverse, Kalkaska, Crawford, Oscoda, Roscommon, Ogemaw, Alcona, Iosco, Osceola, Clare, Gladwin, Arenac, Bay, Midland, Isabella, Gratiot, Saginaw, Genesee, Lapeer, Tuscola, Huron, Shiawassee, Wexford, Manistee, Missaukee.

Aleda E. Lutz VA Medical Center requires facility beds located in at least Saginaw and Bay City to service the entire catchment area. A homeless Veteran from any of the identified counties in the Aleda E. Lutz VA Medical

Center will be allowed to enter either a Saginaw or Bay City facility. The contract minimum is two (beds) with a contract maximum of 4,380 bed days of care annually. The new contract for this requirement will be a Firm

Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ) Contract with four (4), one-year ordering periods.

PART I: GENERAL INFORMATION

A. Background

Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from contractors who can provide shelter, care, and services to homeless Veterans who qualify for VA healthcare. These Veterans have a difficult time finding shelter and need a safe and secure environment that supports their rehabilitation goals. The Contractor will be required to provide therapeutic case management services but will not be required to provide detoxification or other hospital level treatment – those services will be provided by the VA at VA facilities.

B. Services to be Provided

All Veterans placed at the contractor’s facility by the VA staff will be Veterans eligible for VA healthcare, as defined by Department of Veterans Affairs guidelines. All Veterans referred shall be capable of independent living and performance of all Activities of Daily Living (ADL’s) independently. In the event of an emergency, the referred Veterans shall have the mental and physical capacity and judgement needed to recognize the emergency, follow appropriate procedures for addressing the emergency, and carrying out such procedures.

The Contractor shall provide HCHV rehabilitative services for no less than 730 bed days of care, and no more than 4,380 bed days of care per year for homeless Veterans located in the Saginaw and Bay County areas.

The services provided will be for male and female Veterans. The Veterans referred to the Contractor’s facility may have a mental illness and/or substance use disorder diagnosis.

C. Applicable Documents

• VHA Handbook 1162.09 Health Care for Homeless Veterans (HCHV) Program

(http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006)

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

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

• Confidentiality of Medical Quality Assurance Records: 38 U.S.C. 5701

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

• Disclosure of Patient Records: Records protected by 38 U.S.C. 5705; its implementing regulations at 38

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

PART II: WORK REQUIREMENTS

A. Technical Requirement:

1. The contractor shall furnish each Veteran referred for care under this contract with the following basic services:

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

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

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

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

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

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

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

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

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

j. A locked cabinet or secured lock box (that cannot be easily removed from the premises) shall be provided for medication and valuables storage. Narcotic medication shall be kept in a secured location within a supervised area.

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

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

m. Contractor must allow Veteran to store personal belongings up to 72 hours after formal HCHV discharge.

n. Pest Prevention: 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.

o. Therapeutic, Rehabilitative, and Recovery Services shall be determined by the individual resident in conjunction with the contracted facility staff and in consultation with the VA Liaison. The Contractor shall develop a service plan with the veteran and include the VA Liaison. Such plans shall be developed based on a psychosocial assessment, completed by contracted facility staff and shall be in compliance with Commission of

Accreditation for Rehabilitation Facilities (CARF) standards located at http://www.carf.org/home/.

i. Case management and professional counseling services shall address self-care skills, adaptive coping skills mental health/substance abuse treatment needs, vocational rehabilitation counseling, in collaboration with Saginaw VAMC program or contracted community resources. A thorough written Individualized Care

Plan (ICP) will be developed within 2 weeks of admission for each Veteran. This will include structured individual case management, at minimum, weekly including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling in collaboration with Saginaw

VAMC programs and community resources. In addition, special attention will be made to address High Suicide

Risk (HSR) Veterans as identified by the Saginaw VAMC Liaison, VA mental health Staff, and/or the contracted Case Manager. On a weekly basis the contracted Case Manager will be required to update the

Saginaw VAMC Liaison on Veteran progress and/or safety concerns for HSR Veterans. Contracted case manager will review the HSR Safety Plans with the Veterans on a bi-weekly basis. HSR Safety Plan reviews and a copy of the Veteran’s Safety Plan will be documented in the Chart. All Veteran’s will be referred to

Saginaw VAMC for Primary Care and Mental health appointments and Contractor will support in making initial and subsequent appointments. Efforts will be documented in the Veterans chart and reviewed by the Saginaw

VAMC Liaison at least monthly. There will be an expectation that notes will be written professionally in a format that utilizes the clear setting of goals and documents progress towards those goals (e.g., SNAP, SOAP, or SMART notes). Examples of case management include but are not limited to assisting Veterans with resources/agencies in the community, housing assistance, employment assistance, obtaining identification documents, and applying for food stamps. Case management services shall be provided during the day shift hours, Monday through Friday.

ii. Outreach activities shall be used to identify homeless Veterans that need HCHV Contract Residential

Services. These locations can be at local homeless shelters, missions, soup kitchens, street locations, halfway houses, rehab centers, treatment facilities, or other places (i.e., parks, outdoor areas). Case management and outreach shall be provided by a trained professional holding a minimum bachelor’s degree in human services, social work, or a related field of study. Outreach services will be provided both day and evening shift hours at a minimum of 8 hours per week. A weekly log documenting the places and times that outreach occurred will be submitted to Saginaw VAMC Liaison weekly.

iii. Permanent Housing Search: Programs are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. Veterans who are placed in permanent housing, but again require shelter housing, and are eligible, will be housed until alternate permanent housing is identified. The only exception to this requirement is if the Veteran has previously been removed from shelter housing due to misconduct. As a primary goal of the HCHV program, plans for Veterans’ transition to permanent housing placements must be clearly reflected in each ICP and in weekly case management notes. As part of this plan, Veterans’ housing history and needs must be assessed through a formal and thorough Housing Assessment completed within 2 weeks of program admission. Housing Assessment must identify Veteran’s housing history, strengths (i.e., positive prior rental history), and barriers (i.e., unlawful detainers/evictions). Should

Veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques will be used to address Veteran ambivalence. All efforts to engage Veteran regarding housing plans, options and resources shall be clearly documented and include any therapeutic techniques utilized. These services shall be provided weekly through one-to-one case management. Examples of expected housing service include: 1.) Assistance obtaining and reviewing

Veteran’s free credit report, identifying housing strengths and barriers associated with current credit status; 2.)

Reviewing affordable housing rental options and making appropriate rental inquiries; 3.) Assisting in completing rental applications; 4.) Assisting in contacting property managers and scheduling meetings. A tenant portfolio for each program participant will be required. At minimum it will contain a completed sample rental application for Veteran, income verification documents, photo identification, social security card, DD214 and or birth certificate, and free credit report. The Tenant Portfolio will be completed within 30 days of admission. All housing efforts by Contractor shall be documented clearly and presented to Saginaw VAMC liaison upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up shall not on its own meet the above requirements.

iv. Financial Planning: Referral and follow up on all potential financial resources the Veteran may be eligible for (e.g. Social Security, SSI, SSDI, Food Stamps, NSC pension etc.) Case Manager will document all structured activities that support Veteran in developing a short- and long-term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be accomplished in group but preferable through one-on-one case management services. At minimum two financial planning activities appropriate to the Veteran’s individual circumstance must be documented monthly. A budget sheet identifying

Veteran’s income and debts will be completed monthly with each Veteran and given to Saginaw VAMC liaison upon request.

v. Recovery: 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. Pursuant to these principles drug testing may not be used to discharge or discipline a Veteran but may be used as a clinical intervention to modify behavior.

vi. Group services shall be provided by staff with social services background. Individual and group sessions shall be provided for a minimum of twenty hours each week based upon the individual needs of the residents. The group services can be life skills, social skills, tenancy skill, etc.

vii. Structured group activities: Shall be conducted twice per month. These may include physical activities when appropriate. Activities of structured groups may consist of group therapy, social skills training, vocational counseling, and physical activities as appropriate. Contractor will submit sign in sheets to the Saginaw VAMC liaison for each group activity along with the description of the group activity.

viii. Instruction and assistance with health and personal hygiene maintenance.

ix. Assistance in learning and development of responsible living patterns to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

x. Support for an alcohol/drug abuse free lifestyle may include participation of Alcoholic Anonymous and

Narcotic Anonymous meetings.

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

2. Contractor shall conduct treatment and discharge planning for the Veteran. To resolve any problems and to set goals, a team assessment shall be used to reflect the health, psychosocial, vocational needs, and as appropriate the involvement of residents’ families and community resources. This shall be done in coordination with VA Health Care for Homeless Veterans (HCHV) Contract Residential Liaison.

3. Contractor shall provide and arrange transportation to VA appointments and other appointments in the community for the Veteran. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or taxi only after discussing the appropriateness with Saginaw VAMC liaison. The Contractor shall incur the cost of the transportation for the Veteran. The facility shall be located on a bus line and have access to areas that provide employment opportunities for those Veterans who are able to be employed. The Contractor shall be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation.

4. Contractor must provide designated onsite office space to Saginaw VAMC contract approved personnel such as the Contracting Officer Representative (COR), and/or Saginaw VAMC clinical personnel.

The office space must afford the Saginaw VAMC representative and Veteran(s) privacy and confidentiality when meeting.

5. The office must include a desk, desk chair, at least one office chair for the client to sit in, locking file cabinet, noise/sound control capabilities (i.e.: sound machine, music player), a desk top telephone to make local as well as long distance calls, and the office must have internet access capability. The VA representative

(COR or otherwise) is expected to be onsite at the Contractor facility one (1) to two (2) days per week.

6. Contractor must provide Wi-Fi internet for Veterans to complete housing searches, job searches, and resource identification.

B. Special Care Requirements

1. “Imperative” Levels of Care

a. A program of therapeutic and rehabilitative services shall be designed to promote a more adaptive level of psychosocial functioning, and to assist VA staff in transitioning Veterans into independent housing.

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

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

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

e. Pest Prevention

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

C. Responsibility and Legal Obligations

1. An individual case record will be created for each referred Veteran. Case records shall be maintained in secure and confidential areas as required by the Confidentiality of Alcohol and Drug Abuse Patient Records

(42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate U.S. Department of Veteran

Affairs staff members involved with the treatment program of the Veterans concerned.

2. The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse

Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332).

3. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

4. The contractor will enter all veteran data into the HUD Homeless Management Information System (HMIS).

5. The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the facility. In residential treatment facilities/group homes, there must be an administrative staff member or designee of equivalent professional capability on the premises or resides at the house 24-hours a day, seven

(7) days a week. When a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional healthcare personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration. Contractor shall make available to the

Saginaw VAMC, documentation/information deemed necessary by the Saginaw VAMC 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.

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

7.Contractor under this program must meet the following VA standards, based on regulations promulgated by

Title 38 Code of Federal Regulations (CFR) Section 17.53b.

D. Residential Standards

Residential 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 particular 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

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. 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.

25. 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.

E. Accreditation and Licensing

Accreditation by the Commission on Accreditation of Rehabilitation Facilities (CARF) is desirable, but not required. The Contractor’s facility shall have a current occupancy permit issued by the authority having such jurisdiction.

F. Personnel

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

2. The 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 PWS.

3. The Contractor must identify each person functioning as “Key Personnel” under this contract and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience.

4. 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 14 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 days before the substitution is to occur. The Contracting Officer 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 patient care or interferes with the regular and ordinary operation of the facility.

5. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave Contractor’s employment or are 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 temporary substitutions within one (1) business day.

G. Referrals

1. The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for treatment.

A written referral (hard copy, fax or e-mail are acceptable) signed by an authorized VA ordering officer shall be provided to the Contractor for each Veteran referred for services under the contract.

2. The facility (Aleda E. Lutz VAMC) providing authorization for HCHV residential treatment services is responsible for payment to the Contractor.

3. It is understood that the Contractor will 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.

4. The Contracting Officer (CO) is the only individual with authority to approve any changes or modifications to the requirements of the contract. The Contractor shall communicate with the CO on all matters pertaining to administration of the contract. The CO is the only individual with authority to make commitments or issue changes that will affect the price, quantity or quality of performance of this contract.

5. The initial referral period for a Veteran may be up to 120 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and VA Homeless Program Coordinator or designee. An extension of the referral period up to a total of 60 days may be authorized by the VA Homeless

Program Coordinator or designee, provided that funding is available. Treatment periods in excess of this time for individual Veterans must be authorized by the Medical Center Director or designee.

6. The Contractor shall be equipped to provide housing and/or therapeutic services to special Veteran populations (medically compromised Veterans, Veterans with a serious mental illness, Veterans with a current or past substance use disorder, and/or Veterans with involvement with the legal system).

7. The Contractor will be responsible for entering all data for authorized Veterans into the HUD Homeless

Management Information System (HMIS) per Continuum of Care (CoC) guidance.

H. Evidence of Insurance Coverage

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

I. Records and Reporting

1. The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility. Should a Veteran absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of two days, provided there is an active outreach attempt on the part of the Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of two days will not be reimbursable unless authorized in advance by the VA Homeless Program Coordinator.

2. The VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran.

3.The Contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate

VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided that VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly.

4. The Contractor shall notify the authorizing VA facility immediately when a Veteran receiving services from the Contractor’s facility dies. The Contractor will immediately take an inventory of the Veteran’s belongings and appropriately safeguard them. The Contractor shall adhere to applicable laws regarding disposition of funds and belongings left by Veterans, unless the Veteran dies without leaving a will or next of kin capable or inheriting the items. Once this disposition is made, the Contractor shall send an itemized inventory with a notation identifying the beneficiary of the belongings to the Homeless Program Coordinator immediately. In the event the Veteran does not have an identified beneficiary of his/her belongings, the belongings will become the property of the United States in trust. The Contractor shall forward any belongings in their possession to the

Aleda E. Lutz VAMC office, and hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are provided by the VA.

5. 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 Homeless Program Manager, Carly Huffman by telephone at 989-497-500 ext. 11773 during the hours of 8:00am and 4:30pm; or by e-mail at

Carly.Huffman@va.gov . The contractor shall provide the Homeless Program Manager/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.

6. Billing and Payment

a. A Daily Veteran Census log sheet broken down by category of bed(s) shall be sent to the COR via e-mail Carly.Huffman@va.gov or fax at 989-321-4985 at the conclusion of each; prior to invoices for payment being submitted.

b. It is understood that payment made by the VA under this contract shall constitute the total cost of the care provided at the facility. The facility agrees that no additional charges shall be billed to the Veteran or his/her family, either by the facility or any third-party providing services or supplies required for the provision of care- unless and until specific prior written authorization is obtained from the Aleda E. Lutz VAMC for an item.

A day is defined as up to the twenty-four (24) hour period after the Veteran is admitted and/or spends the night at the facility; the date of discharge is not counted.

c. Unless specifically excluded in this contract, the per diem rate established shall include the services listed in the Performance Work Statement (PWS) and shall also include all services or supplies normally provided other residents by the facility without an extra charge. Payments made by the Aleda E. Lutz VAMC under this contract shall constitute the TOTAL cost of care and housing of homeless Veterans. If a Veteran is admitted to and discharged from the facility on the same calendar day, payment shall not be authorized.

Absences of the Veteran from the facility for greater than two days shall not be reimbursed. The Contractor shall submit electronic invoices by the tenth (10th) of every month into the Tungsten System.

FSC e-invoice program http://www.fsc.va.gov/einvoice.asp

OB10 electronic invoicing system http://www.tungsten-network.com/customer-campaigns/veterans-affairs/

OB10 e-Invoice Setup Information: 1-877-489-6135

OB10 e-Invoice email: VA.Registration@ob10.com

FSC e-Invoice Contact Information: 1-877-353-9791

FSC e-invoice email: vafsccshd@va.gov

7. . Contractor shall maintain an individual clinical record on each Veteran placed under this contract. The

Contractor shall comply with the requirements of the “Confidentiality” of certain medical records (38 USC

7332), and (42 CFR, Part II). All case records shall be maintained with such security and confidentiality as required and shall be made available on a need-to-know basis to appropriate staff members involved with the service program of the veterans concerned. The Contractor will sign a Business Associate Agreement with the

Aleda E. Lutz VAMC to establish requirements for maintaining Protected Health Information (PHI) for Veterans receiving services from the Contractor. In addition to reasons for referral, the clinical record maintained by the contract facility shall include:

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

b. Service plans shall be completed by facility staff, in collaboration with VA outreach and the HCHV

Program Coordinator, and shall include data relating to the resident’s admission, anticipated length of stay, targeted goals and objectives for constructive changes and discharge planning. Service plans must meet

CARF regulations whether or not the facility is CARF accredited.

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

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

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

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

Veteran within one month of the Veteran leaving the facility.

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

J. Confidentiality of Patient Records

1. In performance of this contract, the Contractor shall not be considered to be part of the VA for purposes of 5 U.S.C. 552a, 38 U.S.C. 5701 and 7332.

a. Contractor shall obtain needed records from VA only with signed consent by veteran

b. Records created by Contractor in the course of performing this contract are the property of VA, and shall not be accessed, released, transferred, or destroyed except in accordance with federal law, regulations, and policy. Access to data shall be limited to the minimum necessary for performance of the contract.

Contractor shall take steps to ensure that access is limited to those employees who need access to the data to perform the contract.