36C25023Q0587.docx

36C25023Q0587

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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. SIGNAT

URE 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

36C25023Q0587 05-10-2023 Karen Williams 614-257-5220 06-09-2023 2:00 pm

EDT

Department of Veterans Affairs Columbus Chalmers P. Wylie Ambulatory Care Center 420 North James Road Columbus OH 43219-1834 X 624229 $16.5 Million N/A X Department of Veterans Affairs VA Northern Indiana Healthcare System Fort Wayne VA Medical Center 2121 Lake Avenue Fort Wayne IN 46805-5100 Department of Veterans Affairs Columbus Chalmers P. Wylie Outpatient Clinic 420 North James Road Columbus OH 43219-1834

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 877-353-9791 512-460-5429 As part of the Healthcare for Homeless Veterans (HCHV) program, the Contractor shall provide up to 25 beds for Low Demand Safe Haven Residential services to homeless Veterans in NIHCS' catchment area.

See page 6 for the Price/Cost Schedule and page 8 for the Performance Work Statement.

This acquisition will be conducted using the procedures in FAR Parts 12 and 13.

X X Karen Williams Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

1. CONTRACTOR’S NAME/ADDRESS/CITY/STATE/ZIP (Please print or type):

1. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: 52.23233, Payment by Electronic Funds Transfer – System for Award Management

1. INVOICES: Invoices shall be submitted in arrears: Monthly

1. 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. Invoicing shall be in accordance with the requirements of the Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the period of performance of this acquisition. Current Invoicing information is located at: https://www.fsc.va.gov/einvoice.asp.

All invoices shall include the following:

· Invoice Number

· Invoice Date

· Purchase Order Number (will always begin with 610)

1. CHANGES/MODIFICATIONS TO THE CONTRACT: The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this resultant contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, delivery or quality of performance of this resultant contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized by the local VAMC and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

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

1. SECURE FAX: In accordance with VA Handbook 6500, the following statement is required on all fax cover sheets; if it is determined 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.”

1. POST-AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VAAM Part M842.5.

1. MANDATORY WRITTEN DISCLOSURES:

Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

36C25023Q0587

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B.2 PRICE/COST SCHEDULE

The Contractor shall provide up to twenty-five (25) beds for Low Demand Safe Haven services to homeless Veterans as part of the Healthcare for Homeless Veteran (HCHV) program for the Northern Indiana Health Care System.

Period of Performance: September 27, 2023 through September 26, 2028.

Place of Performance: Work will be performed at the Contractor’s facility located in the VA NIHCS catchment area (see the PWS for a description of the catchment area).

The guaranteed minimum only applies to the fiscal year in which the contract is awarded. The total minimum, or guaranteed minimum, for the resultant contract is one (1) bed. The contract maximum, inclusive of all ordering periods, including the possibility of up to a six (6) month extension under FAR Clause 52.217-8 Option to Extend Services, shall not exceed 55,000 bed days.

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.

Ordering Period 1: September 27, 2023 through September 26, 2024

(25 beds x 366 days -leap year)

Ordering Period 2: September 27, 2024 through September 26, 2025

(25 beds x 365 days)

Ordering Period 3: September 27, 2025 through September 26, 2026

(25 beds x 365 days)

Ordering Period 4: September 27, 2026 through September 26, 2027

(25 beds x 365 days)

Ordering Period 5: September 27, 2027 through September 26, 2028

(25 beds x 366 days -leap year)

Total for Ordering Periods 1 through 5: $__________________________________

B.3 PERFORMANCE WORK STATEMENT

Northern Indiana Health Care System (NIHCS) Low Demand Safe Haven Residential Care Contractor shall provide Low Demand Safe Haven Services to the Northern Indiana Health Care System (NIHCS) Catchment Area which includes the following: Indiana Counties: Adams, Allen, Blackford, Cass, Dekalb, Delaware, Elkhart, Fulton, Grant, Howard, Huntington, Jay, Kosciusko, LaGrange, Madison, Marshall, Miami, Noble, Pulaksi, Randolph, St. Joseph, Steuben, Tipton. Wabash, Wells, Whitley. Ohio Counties: Defiance, Paulding, Putnam, Van Wert, as specified within the requirements of this PWS. The new contract for this requirement will be a Firm Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ) Contract with five (5), one-year ordering periods.

Contractor shall be located within 20 miles of a VA Medical Center or Community Based Outpatient Clinic within NIHCS. The contractor shall provide emergency residential and treatment services in accordance with the Health Care for Homeless Veterans (HCHV) program Low Demand Safe Haven model. See the Safe Haven Implementation Brief in Section D of this solicitation. The contractor shall house up to twenty-five (25) homeless Veterans in need of immediate placement in a safe environment with onsite clinical and case management services. At least one bed will be reserved for female Veterans. Female provisions as defined in “Tasks & Deliverables” section

BACKGROUND AND OVERVIEW

A. The 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.

B. The intent of this contract is to engage a community provider to offer homeless Veterans therapeutic, case management and residential services through a LDSH model. The NIHCS will solicit community organizations to provide LDSH services as a specialty model. Potential contractors are urged in the strongest terms to carefully review the requirements outlined in the Performance Works Statement and clearly understand the LDSH Model to ensure that all facilities fire and safety and treatment services criteria can be met in a timely way.

C. The target population for Safe Haven is homeless, mentally ill Veterans, Veterans with substance abuse disorders and/or serious medical problems and complex needs. To be eligible for the Safe Haven program, Veterans must:

1. Be eligible for VA health care as determined by the eligibility department at the local VA medical center and referred by the Contracting Officer Representative (COR) or Safe Haven VA Liaison. NOTE: In this document, COR and VA Liaison refer to the same person and shall herein be referred to as the "VA Liaison".

2. Be determined to be homeless based on McKinney-Vento Act found here under "General Definitions of Homeless Individuals The McKinney-Vento Homeless Assistance Act As Amended by S.896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009 (hud.gov). VA Liaison shall make the final determination as to whether or not a veteran meets the definition of "homeless individual".

3. Be assessed by the VA Liaison to have serious medical, mental health, substance abuse, or other serious psychosocial conditions or stressors that makes the Veteran highly vulnerable and have been unable or unwilling to participate in more traditional treatment services.

4. Contractor shall provide LDSH services in accordance with the model and as specified in the PWS.

D. METHOD OF INSPECTION AND ACCEPTANCE: The VA Liaison will evaluate all deliverables (as defined below in section titled “Tasks & Deliverables”) submitted. The VA Liaison is responsible for certifying invoices for payment only for deliverables received and deemed acceptable. A Quality Assurance Surveillance Plan (QASP) will be used by the COR to assure success of the contract’s performance. See QASP attached. Annual inspections will be conducted by the VA and will include the following areas: Dietary, Nursing/Medication, Building Safety, Security and Clinical review.

IMPLEMENTATION TIMELINE

A. The contract facility and associated onsite services are expected to pass inspection and become fully operational within 60 days of award.

B. Evidence of Insurance Coverage: Before commencing work under the contract, the Contractor shall furnish the Contracting Officer a certification indicating that the coverage has been obtained, and that it may not be changed or cancelled without written notice.

TASKS & DELIVERABLES

A. Residential Care Facilities and Management

1. Contractor must have site control of the residential care facility through ownership or valid lease. No additional funds will be made available for capital improvements under this contract.

2. Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the NFPA 101 Life Safety Code of the National Fire and Protection Association (see References section). It is important to note that typically the Life Safety Code is more stringent than local or state codes. 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.

3. Contractor is required to ensure that 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 compliant.” At least 50% of a facility’s LDSH beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas.

4. Contractor facility must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and Federal requirements concerning licensing and health codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

5. Contractor shall offer at least one LDSH bed for female veterans. Residential care and treatment services to female Veterans shall ensure the safety and privacy of these Veterans. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. Men and women must have separate bathroom facilities.

6. Contractor facilities must provide appropriate safety and security in all common areas through active monitoring. Common areas, lounges, laundry rooms, shared kitchens, group rooms, entrances and exits, and hallways. Monitoring may be done through video surveillance and frequent security staff observation.

7. Contractor must provide a safe and sober environment for all residents that are consistent with the LDSH program model of housing and services. 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 a requirement. There will be a minimum set of rules designed to re-establish trust in the homeless Veteran and engage the Veteran in needed treatment services. Contractor must have written policies and procedures in place that address the following concerns and situations:

a) Acceptance of treatment cannot be a condition of admission or continued stay.

b) Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay.

c) Suspected or known drug or alcohol use or relapse by one or more residents and interventions

d) Handling of prohibited on-site contraband, weapons (including props or souvenirs that appear to be weapons), drug or alcohol related paraphernalia (i.e., found alcohol, drugs, pipes or other drug “works”, etc.).

e) Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances.

f) Safe prescription medication access, including specific provisions for safe disposal of medications and syringes.

g) Room inspections and daily bed checks of Veterans residing in the program, including methods and frequency.

h) Grievance process to address resident complaints with time frames for responses from the contractor’s program/facility management.

i) Client abandonment of belongings in the facility, including time frames and procedures for disposal.

j) These policies and procedures must be communicated to residents upon intake both verbally and in writing.

8. House rules and expectations should be kept to a minimum, be simple, and should focus on safety of the residents. Most residents will 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 residents, and provide opportunities for engagement. Residents will not be discharged for the use of alcohol or drugs, as many of the residents that this program will target have failed programs in the past for their inability to stay clean and sober. Maintaining residential care engagement and stability will be the primary goals for each resident. To provide for the safety of the residents, the Contractor must have written policies and procedures in place that clearly indicate the following are prohibited and can result in discharge from the facility:

a) Dealing or use of illicit drugs at the facility.

b) Buying or selling of alcohol or drugs in the facility.

c) Sexual activity between residents, with staff, with visitors, or anyone else in the facility.

d) Violence or threat of violence by residents at the facility.

9. Contractor must provide the following to Veterans referred and admitted to the facility:

a) A designated bedroom with no more than 2 residents per room.

b) A safe and secure place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.).

c) Laundry facilities for Veterans to do their own laundry or laundry services provided as part of the Veteran’s stay in the residential care program at no cost to the Veteran.

10. Contractor must provide a clean and comfortable environment of care that meets the following conditions. It is the contractor’s responsibility to maintain a clean and comfortable environment of care that meets these conditions.

a) A structurally sound facility so as not to pose any threat to the health and safety of the occupants and so as to protect them from the elements.

b) Facility entries and exit locations that are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire.

c) Provides each resident an acceptable place to sleep that is incompliance with appropriate codes and regulations.

d) Provides every room or space with natural or mechanical ventilation.

e) Is free of pollutants in the air at levels that threaten the health of residents;

f) Provides a water supply that is free from contamination.

g) Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste

h) Provides adequate heating and or cooling systems that are in proper operating condition that will maintain internal temperatures in the facility between the range of 65 degrees to 75 degrees.

i) Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents.

j) Provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire.

k) Provides that housing and equipment are maintained in a sanitary manner free from pests, insects and vermin.

l) Provides a library room for Veteran use that is accessible and quiet. The library room must have books and other reading material available for Veterans’ recreational use as well as a working computer for Veterans to learn or enhance their computer skills.

m) Provides a “sober room” or “safe room” for residents who are intoxicated or under the influences of substances or having a mental health crisis where they can be observed until it is safe for them to return to the general population.

11. The contractor must provide designated onsite office space for VA Liaison to use during on-site visits.

12. Contractor must provide appetizing, nutritionally adequate meals three (3) times per day in a setting that encourages social interaction. At least one meal other than breakfast must be a hot meal. Nutritious snacks between meals and at bedtime must be available. All food must be stored, handled and served in a safe and sanitary manor. 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.

13. Contractor facilities must pass an initial and annual VA inspection. VA reserves the right to re-inspect any facility and associated services at any time under the terms of this contract. Inspections will occur no less that one time per year.

B. Staffing and Treatment Services

1. The contractor shall employ sufficient professional health care personnel to carry out the policies, responsibilities, and programs of the facility. A staffing plan including proof of education and professional licensing (as indicated below) should be provided and include a minimum of:

a) Full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. Note: security staff alone, whether employed directly by the contractor or subcontracted by the contractor, is not sufficient to meet this requirement.

b) A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week.

c) A Full-time, Masters Level, License Independent Practitioner [such as a Licensed Clinical Social Worker (LCSW), Licensed Clinical Professional Counselor (LCPC) or similar professional as approved by the VA Liaison}. They shall provide ongoing supervision to the facility’s case management personnel and be available to provide clinical services to the residents. They must be on call and available for emergencies 24 hours a day, 7 days a week. Proof of credentials and education must be provided to VA Liaison prior to admission of Veterans.

d) Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Case Managers must have a minimum of a bachelor’s degree in Social Work, Psychology, or related field and have training and experience working with homeless individuals with medical, metal health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned Case Manager responsible for coordinating and providing the treatment services specified in the contract. The case manager to Veteran ratio is 1:13 or fewer cases per case manager.

e) Security staff onsite 24 hours a day, 7 days a week. Security staff must be sufficient to ensure a safe and secure environment for all residents.

f) Each shift (24 hours per day) shall have at least two staff members on-site (one to provide direct support to residents and one to provide security). At least one shall be Cardio-Pulmonary Resuscitation (CPR) certified. CPR certification training shall be provided and shall be maintained at the expense of the contractor. Copies of all CPR Certifications shall be maintained at the facility and made available (upon request) for inspection/review of the VA Liaison.

2. The Contractor is expected to provide training to all staff including but not limited to:

a) Motivational Interviewing

b) Critical Time Intervention

c) Safe Haven/Low Demand Model

d) CPI or other verbal de-escalation

3. The Contractor personnel must maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and care.

a) Under no circumstances shall the contractor personnel engage in sexual activities or have sexual contact with Veterans, or their family members, regardless if such contact is consensual or forced.

b) Contractor personnel 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 personnel 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.

c) The contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

d) 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:

I. Having adequate private office space for Veterans to meet in confidence with their case manager.

II. Having secured paper and electronic filing systems to protect clients’ case records and other documentation.

III. Conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions.

IV. 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.

4. Outreach shall be conducted by the LDSH provider in conjunction with street outreach teams in the VA NIHCS catchment area to optimally engage the target population.

5. The contractor shall provide, at minimum, the following case management services to Veterans in the program:

a) Development of an Individualized Service Plan. The veteran should participate and agree to this plan. Plan should be developed within 2 weeks or admission and reviewed at least one time per month. Staff shall assist veteran's with accomplishing goals, objectives and tasks outline. (See specific requirements under "Records and Reports" section V.)

b) Complete a psychosocial assessment for each Veteran within 2 weeks of admission. (See specific requirements under "Records and Reports" Section V.)

c) Conduct screening to ensure veteran is not a danger to themselves or others at during each case management meeting and as needed.

d) Meet regularly with each Veteran for case management and counseling purposes; at minimum the contractor will attempt to meet with each Veteran two times per week for case management and staff will reach out for daily check ins.

e) Assist veterans with completing applications for housing, housing subsidy programs, fiscal benefits/entitlements and other applicable community resources. Contractor will also assist with providing/gathering any additional documentation/paperwork including but not limited to DD214, Birth Certificates, Social Security cards, proof of income and banking information.

f) Assist with scheduling and tracking appointments for housing, benefits, medical and mental health appointments.

g) Assist with transportation to and from scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If 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.

h) Medications and narcotics shall be properly stored, controlled, issued and recorded in compliance with physician’s orders. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication. Medication Assisted Treatment (MAT) cannot be used to rule out Veterans participation in an HCHV Program. This includes prescribed use of Vicodin, morphine, methadone oxygen, etc.

i) Coordinate with VA Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the VA and Contractor in meeting Veterans’ needs. Case conferencing may be done in person or virtually. Collaborate with VA Liaison to ensure veteran is connected with needed medical, mental health and substance use treatment and care.

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

6. The contractor will provide the following onsite therapeutic and rehabilitative services including:

a) A variety of daily structured groups and activities to promote social skills building and healthy lifestyle and independent living. Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

b) Health and personal hygiene maintenance including the provision of hygiene products.

c) Professional therapy as required.

d) Support for an alcohol and/or drug-free lifestyle, or harm reduction.

e) Linkage to resources for vocational assistance, community involvement and other available supports.

7. Contractor will notify VA through the VA Liaison at the local VA medical center of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: fire; drug / 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.

8. In the event a Veteran residing in LDSH housing under this contract dies, the contractor will immediately notify the VA Liaison.

C. Admissions, Length of Stay, and Discharges

1. The goals of the Safe Haven Program are to:

a) Rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by placement of these Veterans into safe residential treatment.

b) Place Veterans in other appropriate transitional or permanent housing as quickly, but no more than 180 days from the date of admission.

2. Veterans referrals may come from the VA or other community partners. Immediate admission must be available 24/7 on a humanitarian basis. VA Liaison will ultimately approve veteran admission but may authorize humanitarian stays of up to 72 hours while determination is being made.

3. Veterans will ideally be placed in other, higher demand, transitional or permanent housing suitable for the Veteran within a maximum of 180 days from the date of admission. Contractors may not bill for per diem for Veterans whose length of stay exceeds 180 days from the date of admission without prior written approval from the VA Liaison. The VA Liaison will not approve per diem for lengths of stay exceeding 180 days from the date of admission unless:

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

b) There is documented evidence that the contractor has exhausted every effort to place the Veteran in housing sooner; and

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

d) The VA Liaison concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the Safe Haven

4. In the event that a Veteran’s length of stay exceeds 180 days from the date of admission and there is not approval from the VA Liaison for continued per diem, the contractor will retain the responsibility for finding suitable housing in the community at its own expense prior to the Veteran’s discharge from the program.

5. Veterans may be discharged from Safe Haven programs for positive, negative or administrative reasons. The date of discharge must be approved by the VA Liaison for billing purposes. The contractor shall provide discharge planning and referrals for each Veteran, regardless of character of discharge from the facility to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans’ families as appropriate. Discharges will be characterized as follows:

a) Positive Discharge – I. Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan within 180 days or less II. Veteran has been successfully placed as anticipated in transitional or permanent housing, or reunited with family, and has met the goals of his/her Individual Service Plan in greater than 180 days from the date of admission and the VA Liaison has approved continuation of per diem payment

b) Administrative Discharge – the Veteran has been transferred to an alternate level of care with concurrence from the VA Liaison for medical, mental health, or substance abuse treatment to better meet the Veteran’s clinical needs

c) Negative Discharge – I. Veteran has absconded from the facility and his/her whereabouts are unknown II. Veteran has had an episode of violence or has threatened violence against staff or other residents and must be discharged to maintain the safety of the facility III. Veteran is buying or selling alcohol or drugs in the facility IV. Veteran is engaging in sexual activity with residents , staff, visitors, or anyone else in the facility V. Veteran has had more than one episode of onsite drug use at the facility, has failed to engage in or accept treatment alternatives, and must be discharged to maintain a safe and sober environment at the facility VI. Veteran’s length of stay has exceeded 180 days from the date of admission and the VA Liaison has not approved continuation of per diem payment

d) Unacceptable Discharge – I. Veteran is discharged to a homeless shelter or drop in setting after a length of stay greater than seven (7) days from the date of admission unless there is concurrence from the VA Liaison that there is no other alternative due to circumstances beyond the contractor’s control II. Veteran is discharged to the streets at any point in time after the date of admission under any circumstances

6. Performance expectations regarding discharges will be as follows:

a) Type of Discharge Performance Expectation Review Period:

I. Positive discharges: 75% or greater of all Veterans admitted to the program every six (6) months from the date of the contract award.

II. Administrative discharges: No more than 10% of all Veterans admitted to the program Every six (6) months from the date of the contract award.

III. Negative discharges: No more than 20% of all Veterans admitted to the program every six (6) months from the date of the contract award. Unacceptable discharges Zero (0) occurrences Every six (6) months from the date of the contract award.

D. Per Diem, Billing, and Payments

1. “Per Diem” means that the VA will pay for the eligible Veteran’s stay in a Safe Haven bed and treatment services for each day the Veteran resides at the facility and receives services. The VA also refers to this as “bed days of care.” Unless specifically excluded in this contract, the per diem rate established will include the services listed in this document. The Contractor will submit an electronic invoice by the 10th of every month.

2. Contractor may only bill the VA for bed days of care for Veterans who are actively residing at the facility and present for at least 6 hours within a 24 hour period. In the case of Veteran absences, the following rules will apply:

a) Safe Haven residents will be allowed up to two days of absence from the facility per month with prior approval from the Contractor. The provider will be expected to hold the bed and will be reimbursed for the two days of absence.

b) Longer additional absences of up to seven days per month can be allowed if the absences are consistent with the Veteran’s plan of care. The seven day absence also requires the written approval of the VA Liaison. The Safe Haven provider will also be paid for the days of absence if the bed is held in anticipation of the Veteran’s return and there is written approval of the VA Liaison.

E. Records and Reports

1. As VA exercises contract oversight, attention will be directed to the adequacy of Veterans’ records. Site visits by the VA Liaison will periodically include a spot check of records to ensure contractor invoices accurately reflect the Veteran’s length of stay. The Contractor will be responsible for the following onsite records and reports:

2. Daily sign-in sheets signed by program Veterans, to document and verify Veterans’ presence at the facility for billing purposes.

3. The contractor shall maintain an individual clinical record on each Veteran served under this contract. All case records will be maintained with such security and confidentiality as required and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the veterans concerned. Individual clinical records will contain the following:

a) An initial bio-psychosocial assessment completed within two (2) weeks of program admission. The assessment and plan will include but not be limited to: all identifying data relevant to the resident and his/her family, including medical problems and medications, mental health problems, substance use history, housing history and preferences, income supports or benefits, employment/vocational issues, information relating to the Veteran’s admission including reason for referral, the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode, and the anticipated length of stay, if known.

b) An initial Individual Service Plan completed within two (2) weeks of program admission and approved by the Veteran and the VA Liaison. The plan must specifically include but will not be limited to:

I. Provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60-90 days of admission to Safe Haven facility, but no more than 180 days. The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran’s preferences regarding location and housing type II. Provisions for the stabilization and/or treatment of bio-psychosocial issues and stressors. This may include provisions of care within the contracted facility, connections to VA medical and mental health care, and/or referrals and connections to community based resources.

c) Relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community based service providers.

d) Progress notes for each case management encounter to include information regarding progress toward meeting the Individual Service Plan goals.

e) Documentation of Veteran participation in onsite daily structured activities and groups.

f) Updated Individual Service Plans every thirty (30) days from the date of the initial plan, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of community based housing.

g) A final discharge summary on each Veteran who leaves the program regardless of character of discharge, to include a description of beneficial changes realized during the residential period, reasons for leaving, the Veteran’s future plans, after-care referrals and connections, and follow up contact information for follow-up.

h) Contractors will be expected to enter data into a Homeless Management Information System (HMIS) within two (2) weeks of admission and discharge. This data will consist of information on the Veterans served and types of treatment services provided by contractors.

REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPAR)

A. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed the Simplified Acquisition Threshold and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

B. Each Contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after contract award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

C. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have sixty (60) days to submit any comments and re-assign the report to the CO.

D. Failure for the Contractor’s representative to respond to the evaluation within those sixty (60) days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

REFERENCES:

Americans with Disabilities Act- https://www.ada.gov/ HMIS – Homeless Management Information System - https://www.hudexchange.info/programs/hmis/ CPR – Cardiopulmonary Resuscitation - https://cpr.heart.org/en/resources/what-is-cpr McKinney Vento Act - The McKinney-Vento Homeless Assistance Act As Amended by S.896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009 (hud.gov)

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)

(End of PWS)

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727).