36C25023Q0973.docx

36C25023Q0973

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

36C25023Q0973 10-13-2023 Ronald Morgan Contract Specialist 5135593726 11-03-2023

EDT

36C250

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

X

624221 $13.5 Million Net 30

N/A

Department of Veterans Affairs Dayton VAMC 4100 West Third Street

Dayton OH 45428 36C250

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

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page Beds for Single Male and Female Veterans in the Geographic Region of Montgomery County, Ohio

Beds for Single Make and Female Veterans in the Geographic Region of Wayne County, Indiana

See Schedule of Services starting on page 5 and ending on page 6.

See Performance Work Statement (PWS) starting on page 7 thru page 25.

See CONTINUATION Page

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:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C250: Karen Williams Department of Veterans Affairs Network Contracting Office (NCO) 10 2780 Airport Drive, Suite 340 Columbus OH 43219 Phone Nr.: 614-257-5220 Email: karen.williams4@va.gov

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

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

6. CHANGES/MODIFICATIONS TO THE CONTRACT. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

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

8. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70

B.2 SCHEDULE OF SERVICES

The Contractor shall furnish all personnel and facilities to provide services necessary to provide shelters for homeless veterans, Single Male and Female veterans, for eligible beneficiaries of the Department of Veterans Affairs Medical Center, Dayton VA Medical Center (Dayton VAMC) Period of Performance: 1 February 2024 (or date of award) through 31 January 2029 The guaranteed minimum only applies to the first ordering period after award. The total minimum amount, or guaranteed minimum, for the initial year in which this contract is awarded is 15 beds for Singles in the Montgomery County, Ohio geographic region, and 5 beds for Singles in the Wayne County, Indiana geographic region. The total maximum number of beds, inclusive of all ordering periods shall not exceed 40,140. Reimbursement will be made to the contractor by issuance of individual task orders during the life of the contract.

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

Ordering Period 1: 02/01/2024 through 01/31/2025

Total for Ordering Period 1

Ordering Period 2: 02/01/2025 through 01/31/2026

Total for Ordering Period 2

Ordering Period 3: 02/01/2026 through 01/31/2027

Total for Ordering Period 3

Ordering Period 4: 02/01/2027 through 01/31/2028

Total for Ordering Period 4

Ordering Period 5: 02/01/2028 through 01/31/2029

Total for Ordering Period 5

Total for Ordering Periods 1 through 5: $__________________________________

B.3 PERFORMANCE WORK STATEMENT (PWS):

1. The Department of Veteran Affairs, VA Dayton VA Medical Center (VAMC), 552, hereafter referred to as “VA,” located at 4100 W. Third Street; Dayton, Ohio 45428 requires the Contractor to provide services to VA eligible homeless Veterans through a Contracted Emergency Residential Services (CERS) model of residential care as part of the Healthcare for Homeless Veterans (HCHV) Program. These services will be for 15 beds in Montgomery County, and 5 beds for Wayne County, not to exceed 20 Veterans, at any one time, are to be provided to homeless Veterans, both chronically and non-chronically homeless as defined in the Performance Work Statement (PWS).

The Department of Veterans Affairs, Dayton VAMC intends to enter into a MULTIPLE award Indefinite Quantity, Indefinite Delivery Contract, based on the contents of this solicitation. It is anticipated that the length of stay for homeless Veterans admitted to the CERS will be up to 90 days with limited exceptions for stays greater than 180 days. Geographic region to be Montgomery County, Ohio and Wayne County, Indiana.

The goal of the HCHV program is to provide housing and supportive case management services to eligible Veterans with complex needs and facilitate their access to a broad range of medical, mental health, and rehabilitative services utilizing HCHV Contracted Emergency Residential Services guidelines, hereafter referred to as “CERS.” The Dayton VAMC HCHV Program is a “Housing First Model.”

HCHV CERS programs target and prioritize Veterans transitioning from literal street homelessness, Veterans temporarily residing in local community shelters, Veterans being discharged from institutions who are homeless, homeless Veterans with co-occurring mental health or substance use disorders, and Veterans who recently became homeless and require safe and stable living arrangements while seeking permanent housing or treatment options. The facility will not be used for detoxification or other hospital level treatment. Dayton VAMC will serve as the treatment center.

The Dayton VAMC HCHV Program prohibits discrimination based on age, sex, race, color, language, gender, sexual expression, gender identity and expression, socioeconomic status, as well as homeless Veterans with medical and mental disabilities that allow them to participate in housing services safely and clinically at the CERS level. The contractor will serve both individual male, female, and transgender Veterans. In addition, the contractor will serve VA eligible homeless Veterans with a legal status of Sex Offender (SO).

Eligibility will be determined by the VA and is based on Veteran status. The Veteran must meet the McKinney-Vento Homeless Assistance Act definition of homelessness, (see http://www.hudhre.info/hearth/ for additional information), and are determined to have a serious medical, mental health, substance abuse or other serious psychosocial conditions or stressors making the Veteran highly vulnerable with a high likelihood of death due to homelessness.

This is an indefinite delivery/indefinite quantity contract in accordance with FAR 16.5.

2. BACKGROUND AND OVERVIEW:

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

The VA’s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. This contract will enable the VA to engage with a community provider and offer services to Veterans experiencing homelessness through the HCHV CERS model of care. Care is enhanced by the services as defined in the PWS. Rapid stabilization of the Veterans’ medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 30 permanent housing within 90 days and no more than 120 days, without a VA approved planned reason for the extension, is an expected outcome of this Contract.

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

This contract will be awarded to Contractor(s) having an acceptable facility within 20 miles of the Dayton VA Medical Center or local VA Community-Based Outpatient Clinic (CBOC). If no facilities are available within this area, consideration will be given to the Contractor(s) whose facility meets all the stated requirements and is closest to the Dayton VAMC. Contractors in Dayton/Montgomery County areas must demonstrate capacity to serve up to 15 Veterans on any given day. Contractors in areas of Wayne County, Indiana must demonstrate capacity to serve up to 5 Veterans on any given day.

A VA Liaison to the Contractor will be identified by the homeless program leadership at VA. This individual will act as the clinical liaison, for all client related issues between the Contractor and VA by providing clinical oversight of services to be performed by the Contractor. The VA Liaison does not provide direct clinical supervision of Contractor, Contractor’s staff, or subcontractors. The VA Liaison will provide services including case management, in coordination with the Contractor, with all Veterans in the program. The VA Liaison will also consult with and provide input to the Contractor as needed.

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

Applicable Documents VHA Directive 1162.0 Health Care for Homeless Veterans Contract Residential Services Program. (1162.04.D.2022-02-22.pdf).

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)

3. IMPLEMENTATION TIMELINE:

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

a. Site control demonstrated at time of contract award. This may be through ownership or lease. All permits and license will be reviewed. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system. VA will conduct an inspection that Contractor sites must pass prior to contract award. The Contractor is required to ensure the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act.” Contractor must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. Contractor facility must be licensed as required for the setting under State or Federal authority, and must meet all applicable local, state, and/or Federal requirements concerning licensing and health/occupancy codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and for all annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction. HCHV housing and supportive services for female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services.

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

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

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

e. Work will be performed at the Contractor’s facility within the geographic limitations outlined above. Government furnished workspace will not be provided for this effort. Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will be provided at their expense. The Contractor will be required to attend a monthly Continuity of Care (COC) meeting and planning session at the Dayton VAMC throughout the term of the contract.

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

4. GUIDELINES FOR SERVICES:

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

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

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

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

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

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

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

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

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

· Process/policies for sex offenders

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

· Contractor will adhere to guidance determined necessary by Centers for Disease Control (CDC) and/or state or local Public Health Departments for mitigating infection control or other public health concerns when a public health emergency is declared.

b. These policies and procedures must be communicated to Veterans both verbally and in writing in a manner that is understandable within 24 hours of admission to the facility. This communication must be documented in the Veteran’s client record.

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

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

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

· Sexual activity between Veterans;

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

· Destruction of facility property;

· Possession of weapons.

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

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

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

· Description of the Contractors services (handbook)

· Grievance Policy

· Emergency Procedures

· Patient rights and Reasonable Accommodation

· Medication-Assisted Treatment (MAT) policy, if applicable

· Procedures for negative discharge and sanctions

f. Referrals shall be made to the HCHV CERS program by the Dayton VAMC Liaison and/or HCHV Outreach staff or through the local Homeless System Coordinated Entry (CE) process. VA Liaison and/or HCHV Outreach staff must verify the Veteran’s eligibility for VA healthcare services prior to admission to the HCHV CERS program if referral is made through CE. A verbal approval is acceptable but must be followed up with a written referral (hard copy, fax or e-mail are acceptable) from the Dayton VAMC Liaison or HCHV Outreach staff within 72 hours. Written approval must be provided to the Contractor for each Veteran referred under the contract and included in the Veteran’s client record maintained by the Contractor.

5. BASIC SERVICES

All Veterans placed by the Dayton VAMC HCHV Program into the CERS program shall be capable of self-preservation and performance of all ADLs (Activities of Daily Living). In an emergency, Veteran residents shall have sufficient capacity to recognize physical danger, the judgment that requires to immediate egress from the group residence, the capacity to follow a prescribed route of egress, and have the physical ability to accomplish such egress.

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

a. Room and Board: Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy, and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.). The Contractor must provide Veteran residents access to three (3) nutritious meals per day. Meals to include at least one (1) hot nutritionally adequate meal 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, and must be able to meet special dietary needs (e.g., diabetic, allergies, medically indicated) for Veterans with documented needs. Meal(s) should be appetizing and provided in a setting that encourages social interaction. All food areas should be clear and free of litter, and stored in appropriate/required places, per heating and cooling guidelines. The Contractor shall check refrigerators and cabinets at minimum weekly for expired perishable and non-perishable items. All expired food items shall be discarded. Contractor shall be responsible for ensuring safe, sanitary practices are followed for meals prepared or served off site if Contractor is not preparing/serving meals on site. 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.). Cleaning supplies shall be provided to maintain a clean kitchen area. These may include but not limited to broom, mop, cleaning products, dish soap, trash can, trash bags, etc.) for food to be prepared in a sanitary manner. The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the Contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period. The Contractor should be within proximity of a local community “feeding sites,” food pantries, local food bank, or assist Veterans with applying for Supplemental Nutritional Assistance Program (SNAP) benefits.

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

The facility shall maintain at minimum one functional lavatory (bathing and/or shower facility) for every six people living in the facility. All bathrooms/lavatories shall be kept clean and sanitized daily, but no less than weekly. Chores may be assigned by the Contractor to ensure this requirement is met.

Separate and secure sleeping arrangements (unit or wing) for each gender. Separate and secure bathroom arrangements for each female, male and mixed gender Veterans that share entrance and common areas (living room, kitchen, dayroom, etc.) must include onsite staffing 24 hours, 7 days per week.

Room and board must be of sufficient size and supply to meet the single Veteran needs. Bedrooms shall contain no more than two beds. Floor plan of facility/sleeping areas 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 lease weekly and keeping them in good condition. Mattresses must be kept in good condition and replaced as needed, as well as observed during laundering for any possibility of bed bugs or other pests.

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

It is expected that the Contractor will work closely with the VA HCHV Liaison on rapidly reopening beds within 24 to 48 hours of Veteran exit unless extenuating circumstances prevent bed turn-over. Circumstances that delay bed turn over must be approved by the VA liaison.

b. Laundry Facilities: On-site laundry facilities and supplies for Veterans to do their own laundry or to have laundry done at no cost to the Veteran. If providing shared laundry, the facility will include at least 1 washer and 1 dryer on-site. Machines shall be maintained and in good condition to ensure availability of service.

c. Internet and Computer Access: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. Facility shall provide access to hardware (computer(s), printer, etc.) to be utilized if the Veteran does not have their own equipment for housing, employment, education, or healthcare related services. A quiet space that ensures privacy for Veterans participating in virtual healthcare with their medical or mental health provider must be available. Veterans accessing healthcare services, enrolled at the local community college or taking online courses, should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any “parental controls” they deem essential.

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

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

e. On-site Office Space for VA Liaison: The Contractor must provide designated onsite furnished office space to a VA Liaison from VA. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. The VA Liaison may be onsite at the Contractor facility two to five days per week in keeping with VA model development program expectations, but at a minimum of quarterly. VA HCHV Outreach staff may be onsite weekly providing supportive casemanagement services that support the homeless Veteran in achieving the Veteran’s permanent housing plan.

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

6. ADDITIONAL CONTRACT REQUIREMENTS:

a. The Contractor shall comply with the VA patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information and protected health information. This includes but is not limited to the following: having adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect clients’ case records and other documentation; conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions; ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

(13) Contractor will coordinate housing interviews, medical appointments, and other care-related appointments as needed with VA HCHV Liaison and/or VA HCHV Outreach staff while working with Veterans to foster independence and a sense of self-determination as appropriate. Contractor will provide assistance in arranging transportation for Veterans to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc.

(14) The Contractor will provide the following onsite therapeutic and rehabilitative services include monthly structured groups and activities, including physical activities as appropriate to promote social skills building and healthy lifestyles. On site AA/NA Meetings to support wellness and recovery. On site Life Skills and Feelings Groups. Attendance to all groups is expected, and at the discretion of the Contractor for required attendance. Health and personal hygiene maintenance; Monitoring of medications; Supportive social services, in collaboration with the case managers, VA or other community resources.

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

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

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

f. Contractor will have written policy for control and monitoring of medications, including locked drawers for storage of medication. Policy must include management of medications, including locked drawers for storage of medication.

g. Pre-treatment orientation for Veterans referred by the Dayton VAMC. Each Veteran referred to the contractor is provided upon admission a HCHV Handbook with Patient Rights and Responsibilities listed in it.

h. Contractor will provide support for an alcohol/drug abuse lifestyle by maintaining a drug and alcohol-free environment. On site AA/NA Meetings to support wellness and recovery will be offered to all Veterans. Group sessions shall be provided at minimum two (2) times per week. Upon request by the VA HCHV Liaison and/or HCHV Outreach staff, the Contractor shall provide a copy of the description of the group activity and attendance sign in sheets for review.

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

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

7. STAFFING AND TRAINING:

a. The Contractor shall employ sufficient personnel to carry out the policies, responsibilities, and programs of the facility.