36C25024Q0015.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C25024Q0015 09-20-2023

John Mingo (216)-447-8300 X 49565 09-25-2023

12:00P.M. EDT

36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

6100 Oak Tree Blvd., Suite 490

Independence OH 44131

X

624221

$13.5 Million

N/A

Department of Veterans Affairs

Saginaw VA Medical Center

1500 Weiss St

Saginaw MI 48602

36C250

Department of Veterans Affairs

Network Contracting Office (NCO) 10

6100 Oak Tree Blvd., Suite 490

Independence OH 44131

36C250

Financial Services Center

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

877-353-9791 512-460-5540

See CONTINUATION Page

Provide a Safe Haven Housing Program to Veterans in the catchment area of the Saginaw VA Medical Center.

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

Section E.

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

Certain Commercial Items.

See CONTINUATION Page

X One(1)

John Mingo

Contracting Officer

36C25024Q0015

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 Performance of Work

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.216-18 ORDERING (AUG 2020)

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

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

C.5 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.6 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JUN 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

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

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

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

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT:

John Mingo, Contracting Officer

John.mingo@va.gov

Department of Veterans Affairs

Network Contracting Office (NCO) 10

6100 Oak Tree Blvd., Suite 490

Independence OH 44131

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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

Requests.

mailto:John.mingo@va.gov

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

Note: Indefinite Delivery, Indefinite Quantity Contract is being used because it is impossible to determine with any certainty the exact amount of services that will be required under this contract.

A task order shall be issued annually for the Saginaw VA Medical Center, number of beds based on historical usage and projected need.

The contract shall be Single-Award, IDIQ, Firm Fixed Price, with Five (5) One-year ordering periods.

The Contractor shall not receive payment except when a veteran occupies a bed, exclusive of the contract minimum for the Five (5) One-year ordering periods or as indicated in PWS.

The total minimum of beds, or guaranteed minimum, for the contract is One (1) bed for the Five

(5) One-year ordering periods. The maximum total value of the contract, inclusive of the Five (5)

One-year ordering periods, shall not exceed 27,375 bed days.

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

5,475.00 Bed Day s

The Contractor shall provide up to a maximum of fifteen (15) male or female Veteran beds as agreed upon admission dates between Contractor and the Saginaw VAMC Liaison.

Ordering Period: One POP Begin: 10-01-2023 POP End: 09-30-2024 s

Ordering Period Two: up to a maximum of fifteen (15) male or female Veteran beds as agreed upon admission dates between Contractor and the Saginaw VAMC Liaison.

Contract Period: Option 1 POP Begin: 10-01-2024

POP End: 09-30-2025 s

Ordering Period Three: up to a maximum of fifteen (15) male or female Veteran beds as agreed upon admission dates between Contractor and the Saginaw VAMC Liaison.

Contract Period: Option 2 POP Begin: 10-01-2025 POP End: 09-30-2026

5,475.00 Bed s

Ordering Period Four: up to a maximum of fifteen (15) male or female Veteran beds as agreed upon admission dates between Contractor and the Saginaw VAMC Liaison.

Contract Period: Option 3 POP Begin: 10-01-2026 POP End: 09-30-2027 s

Ordering Period Five: up to a maximum of fifteen (15) male or female Veteran beds as agreed upon admission dates between Contractor and the Saginaw VAMC Liaison.

Contract Period: Option 4 POP Begin: 10-01-2027 POP End: 09-30-2028

GRAND TOTAL ________________

B.3 Performance of Work

SAFE HAVEN TRANSITIONAL HOUSING SERVICES

HEALTH CARE FOR HOMELESS VETERANS (HCHV)

SERVICE REQUIRED

A Safe Haven Model is a 24-hour/7-days-a-week community-based early recovery model of supportive housing that services hard-to-reach, hard-to-engage homeless individuals with severe mental health disorders and/or substance use disorders. The program places no treatment participation demands on residents but expects them to transition from unsafe and unstable street life to permanent housing and re-engage with treatment services. In July 2010, under the leadership and direction of the VA National Center on Homelessness Among

Veterans, the National Homeless Program Office funded four Safe Have Model development projects to develop and implement a model that could be replicated throughout the VA, broadening the agency’s homeless continuum of care.

The Veterans Affairs Medical Center (VAMC) anticipates award of an indefinite delivery, indefinite quantity contract, based on the contents of this solicitation.

PLACE OF PERFORMANCE

On the basis of needs assessment, the VAMC is looking for a Safe Haven site located in

Otsego County, Michigan, USA.

A. PURPOSE

The purpose of this contract is for the Saginaw Veterans Affairs Medical Center (VAMC) to engage a community provider(s) (Contractor) who shall provide a Safe Haven Housing Program to hard-to-reach, homeless Veterans along with services consistent with Health Care for

Homeless Veterans (HCHV) program objectives and Safe Haven Model (see below). The goal of this contract is to remove homeless Veterans from the street or places unfit for human habitation and place them in community-based, residential environments. The National Center on Homelessness among Veterans will provide training for initial program development for both the provider and VA staff. VA Medical Centers will contract through procedures in line with our own business practices/fiscal and contracting services. Costs associated with Veteran care will be determined by bed days of care, per month. The geographic location of the program needs to be in Otsego County. The task order contract will be period of performance, five one-year ordering periods, October 1, 2023 to September 30, 2028.

B. BACKGROUND

Ending homelessness among Veterans is a national priority. The goal and plan for achieving it were introduced by the Department of Veterans Affairs Secretary, Eric Shinseki in November

2009 at the National Summit on Ending Veteran Homelessness. In June 2010, the U.S.

Interagency Council on Homelessness (USICH) released Opening Doors: Federal Strategic

Plan to Prevent and End Homelessness, which is fully aligned with his goal. There are years remaining to achieve this goal. The Safe Haven Model is one of the evidence-based practices to help the homeless attain safe and stable housing.

The Department of Veterans Affairs’ (VA) 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. The intent of this Performance Work Statement

(PWS) is for the VAMC to engage community provider(s) to offer homeless Veterans services through a “Safe Haven” low-demand model of residential care.

Through its HCHV Program, the Saginaw VAMC provides case management and outreach services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. HCHV’s goal is to engage homeless Veterans in treatment and place them in a safe and secure environment that supports their rehabilitation goals.

Saginaw VAMC’s HCHV Program, an essential and critical part of VHA, is vital for providing a gateway to VA and community supportive services for eligible Veterans who are homeless. The

HCHV Contract Residential Program for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable and at-risk homeless Veterans. Ensuring that hard-to-reach homeless Veterans can be placed in community-based programs which provide quality housing and services that meet the needs of this special population is a particular focus of the

HCHV Program.

Recent national trends in service provision for the homeless outside of the VA system include the utilization of Safe Havens as an alternative to shelter care, or as a placement post unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. A Safe Haven is a form of supportive housing that serves hard-to-reach homeless persons with severe mental illnesses and/or substance use disorders who are on the streets and have been unable or unwilling to participate in more traditional supportive services.

VA is limited by current grant authorities and existing program structures and practices and cannot fund harm-reduction treatment models. VA has been unable to provide the types of services focused on shelter diversion and early stabilization in community-based environments.

C. PERFORMANCE WORK STATEMENT OBJECTIVES/TASKS

The Contractor shall provide up to a maximum of fifteen (15) male or female Veteran beds as agreed upon admission dates between Contractor and the Saginaw VAMC Liaison.

The Contractor shall provide case management services utilizing the Recovery Model incorporating motivational interviewing, harm reduction, and critical time intervention case management to target hard-to-reach, hard-to-engage homeless Veterans with severe mental illness and/or substance use disorders.

The Contractor shall employ a Bachelor level Social Worker or a Licensed Professional

Counselor, and monitor 24 hours a day, seven days a week to cover morning, afternoon, and midnight shifts.

Hours of Operation:

The Contractor shall provide a transitional housing program in a supervised environment that consists of awake staff 24 hours a day, 7 days a week.

Safe Haven Design:

• The Contractor shall comply with all Safe Haven Program (SHP) requirements

• The Contractor shall serve hard-to-reach homeless Veterans with severe mental illness and/or substance use disorders who are on the streets and have been unable or unwilling to participate in supportive services

• The Contractor shall provide 24-hour residence for up to six (6) months or as approved by the COR

• The Contractor shall provide private room accommodations for males and females along with common use of kitchen facilities, dining rooms, and bathrooms.

• The Contractor shall limit overnight occupancy to no more than fifteen (15) persons

• The Contractor shall provide a drop-in center as part of outreach activities in a low demand facility where participants have access to needed services but are not required to utilize them

Specific tasks are as follows:

Task 1: Housing Available for Rapid Placement

The Contractor shall be responsible for identifying sufficient residential capacity to place

Veterans in safe, community-based residences. The Contractor shall provide a suitable residential placement including the following:

a) Sufficient personnel to assure security;

b) Contractor shall employ the following staff:

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.

c) Provides at least two appetizing and nutritional meals per day in a setting that encourages social interaction and nutritious snacks between meals and before bedtime, including weekends, shall be offered. All food must be stored, handled, and served in a safe and sanitary manner that meets accepted industry standards and guidelines.

d) Laundry facilities for Veterans to do their own laundry at no cost to the Veteran

e) The ability to place a Veteran on the same day of a referral from HCHV staff

f) Before referring/admitting any Veteran, the Saginaw VA Medical Center shall provide the contracted agency with a Saginaw VA Medical Center approved, signed Release of Information

(ROI) from the Veteran, as well as that Veteran’s clinical assessment and confirmation of chronic mental illness and/or substance use disorder by a VA Staff.

g) Contractor shall be responsible for planning and coordinating all activities associated with provide safe and appropriate residential care. The per diem rate established shall include the services listed in this document as well as all services normally provide to other residents by the facility without extra charge.

Program Characteristics:

The Low Demand Safe Haven Model:

Targets homeless with mental illness and/or substance use problems

Targets Veterans who have failed in traditional programs

Does not require sobriety or compliance with mental health treatment (MH Tx) as a condition of admission

Does not require sobriety or compliance with MH Tx as a condition of continued stay

Demands are kept to a minimum

Environment of care is as non-intrusive as possible

Rules focus on staff and resident safety:

No dealing or use of illicit drugs in the facility

No buying or selling of alcohol or drugs in the facility

No sexual activity between residents

No violence or threats of violence

House Rules and Expectations:

Rules are kept to a minimum

Simple and easily understood

Focus on the safety of residents and staff

Infractions are used to engage residents

Demands are Minimal but Expectations are High:

Focus on keeping the resident stably housed

Carries the expectation that Veterans will transition to permanent housing

Privacy (Private Room) is desired for both residents and staff

Fully occupied 80% of the time

Admission Practices:

Staff assist residents with admission forms

Facility allowed trial visits to see if there is a “good fit”

Admission Criteria:

Will not accept unless truly homeless

Target dually diagnosed chronic homeless

Targets those who cannot or will not be served by other homeless programs

Services Available to Residents:

Case Management services

Mental Health and Substance Abuse Treatment

Vocational Services

Daily Life:

Opportunities are available for residents to participate in program governance

Senior residents provide mentoring and positive support to new residents

Facility provided programs of general interest (personal development programs, team socialization, and team building classes)

Facility provided incentives for doing daily chores

Task 2: Deliverables

Contractor shall provide a facility that is to accommodate up to fifteen (15) homeless Veterans.

The Contractor shall submit a Quality Control Business Plan detailing how the Contractor intends to ensure quality and meet the Objectives/Tasks throughout this PWS. The Contractor’s

Quality Control Business Plan shall include:

Contractor shall provide a facility to meet fire and safety code imposed by the State law, and the

Life Safety Code of the National Fire and Protection Association.

Contractor shall meet the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments.

Contractor/facilities are 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.

Contractor/facilities ensure the safety and privacy of Veterans and provide Veterans with a clean and comfortable environment of care. Contractor provides a designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge;

situated in a room that affords the Veteran safety, privacy, and security; 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.)

The Saginaw VAMC will arrange an initial inspection of the facility no later than three weeks after contract award, and annually thereafter to assure that the housing available for placement meets VA standards.

Task 3: Delivery of Supportive Services

Contractor shall provide documentation and provide supportive services to Veterans that will assist the Veterans during their contracted residential stay (See Program Characteristics in

Task 1). These services shall continue throughout their authorized stay, generally not to exceed six months, or as approved by the COR. The Contractor shall determine therapeutic and recovery services needed by the Veteran resident in a plan developed by the Contractor with consultation with the Veteran resident and the Saginaw VAMC Residential Treatment Liaison.

The Contractor shall ensure the following are included in the delivery of supportive services:

a) Structured group activities to promote skills building and healthy lifestyle- Examples include group therapy, social skills training, activities of daily living skills, Alcoholics

Anonymous, Narcotics Anonymous, vocational counseling, and physical activities as appropriate. Any self-governing Veterans’ community organization is a high priority.

b) Contractor provides coordinated case management to include psychosocial assessments and individual service planning; assisting Veterans with appointments, paperwork, and linkage to needed resources, transportation to medical appointments

c) Contractor shall adhere to and maintain an individual case record on each Veteran under this contract. The Contractor must comply with the requirements of confidentiality of certain medical records.

d) Collaborate with VA program staff on an ongoing basis

e) Individual counseling is provided as needed (either through direct service or referral)

f) Assistance with health education and personal hygiene, as appropriate

g) Monitor medication usage and disposal, knowledge of medication names, expected outcomes and side effects, and signs of decompensation

h) Supportive social services, in collaboration with the HCHV Program Liaison

i) Support for an alcohol and drug free lifestyle

j) Assistance with linkages to transportation resources

k) Assessment and response to a Veteran in crisis and make appropriate referrals for assistance

l) Willingness to provide services to Veterans with previous history of criminal offenses

m) Capability to provide services for males and females. Only housing for Veterans will be reimbursed services

n) Ability to provide techniques for deescalating violence in a safe manner

o) At least one staff or security member with Cardiopulmonary Resuscitation (CPR)

Certification on site and available in an emergency during each shift, 24 hours per day, 7 days per week.

Task 4: Deliverables

Contractor shall provide a detailed report, service plan, and accurate invoices:

a) Contractor to provide daily sign-in sheets signed by Veterans to verify services and invoicing

b) Contractor maintains individual client records to include: Initial psychosocial assessment, individual service plan, progress notes for each client contact, documentation of Veteran participation in daily group activities, updated individual service plans, and discharge summaries

Task 5: Status Reports

Contractor shall be responsible for billing the invoice that identifies contract number, purchase order number, dates of services, and contracted daily fee. Contractors shall maintain their own records related to program performance that may be reviewed as part of the performance quality monitoring system. Entry of Veteran data into the Homeless Management Information

System (HMIS) is also required.

Task 6: Deliverables

a) The Contractor shall make available to the VA, documentation deemed necessary by the VA to conduct:

1. Quarterly quality assurance audits

2. Certain Medical Records (38USC7732) and the Confidentiality of Alcohol and Drug

Abuse Patient Records (42 CFR, Part II) when appropriate, shall be part of the contract

3. 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

b) Contractor shall maintain a daily census and inform the HCHV Liaison about discharge within

24 hours. Contractor shall also provide any required discharge forms within 72 hours

c) Service and housing plans shall be completed with each Veteran placed in transitional housing within one (1) week of admission. Contractor shall encourage Veterans to work towards transitional or permanent housing within six months of admission. All extensions beyond six months will require approval of the Saginaw VAMC’s Contract Residential Liaison or COR.

d) Contractor shall provide HCHV staff with regular reports on changes in Veteran status, including al changes and observations concerning the Veteran’s needs

Specifics:

REFERRALS:

a) Contracted facility personnel authorized by the Saginaw VAMC to order service shall make requests for service via phone or e-mail correspondence. An information sheet shall follow each authorization by Clinical Staff no later than close of business of the same day of the authorization.

b) Orders, requests, or changes shall only be made by the clinical staff or authorized party specified by the Chief, Social Work Service. Under no circumstances shall there be any deviation of any other party. In addition, the Contractor shall make no deviation and is responsible for providing direction to its staff.

c) A list of authorized ordering personnel shall be made available upon award of the contract.

Employees may be added or deleted from the list during the term of the contract at the discretion of the Saginaw VAMC. The Contractor shall not deviate from the list of individuals authorized to make referrals without an updated list.

ABSENCES AND CANCELLATIONS

a) The Contractor shall notify Saginaw VAMC of absences from the facility. Absences of the

Veteran from the facility in excess of forty-eight (58) hours will not be reimbursable except those with the prior approval of the Saginaw VAMC HCHV Liaison or COR. Should a Veteran referred to a residential treatment facility, absent himself/herself in an unauthorized manner, payment for services for that Veteran to the Contractor would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the Contractor’s staff to return the Veteran to the residential treatment program, and a strong likelihood that the Veteran will return. Management of program dropout will be an element of the quality assurance review.

b) It is understood that a Veteran may be provided facility care at the contracted amount for a period not to exceed that of the stated length of treatment plan contracted (generally six months), unless an extension of the authorization is provided in writing by the HCHV Liaison or

COR.

c) The Saginaw VAMC reserves the right to remove any or all Veterans from the facility at any time without additional cost, when it is determined to the in the best interest of the Saginaw

VAMC or the Veteran.

CONDUCT

a) The Contractor shall make available to Saginaw VAMC documentary information, such as data collection, on homeless individuals and families across systems from the Homeless

Management Information System (HMIS). According to the 2017 HMIS Data Standards, “The

HMIS Data Manual supports data collection and reporting efforts of HMIS Lead Agencies, CoC’s, HMIS System Administrators, and HMIS users to help them understand the data elements that are required in HMIS to meet participation and reporting requirements established by HUD and the Federal partners.”

b) The Contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs, and the involvement of the Veteran resident and appropriate community resources in resolving problems and setting goals

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

d) The Contract shall notify the Saginaw VAMC HCHV Liaison or COR when a medical emergency occurs that requires hospitalization of a Veteran receiving care at VA expense. It is agreed that the Veteran will be readmitted to the appropriate VA facility. When such a readmission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-Federal hospital may be accomplished provided that VAMC authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that readmission to the VAMC will be accomplished promptly.

e) The Contractor shall notify the Saginaw VAMC through Safe Haven staff of any high-risk situation including Veterans with suicidal and/or homicidal threats or ideation, episodes of physical or sexual violence, sexual activities, safety concerns, and drug activities so that appropriate coordination of care can be facilitated

COMPLAINTS HANDLING

The Saginaw Contract Residential Liaison/Contracting Officer’s Representative (COR) will monitor the services provided. Contractor shall cooperate with the Liaison/COR in providing information and answering questions in a timely manner when requested. The Contractor shall refer complaints received directly from the customer(s) to the Liaison/COR. All complaints received by the Liaison/COR wand forwarded to the Contractor shall be investigated promptly.

After investigation and disposition, the Contractor shall respond to the Liaison/COR within five

(5) working days after receipt by the Contractor.

D. OUTREACH

The Contractor will be responsible to engage in outreach in the community, both independently and in collaboration with Saginaw VA Medical Center’s Homeless Continuum Program designee(s) at least two times per month. In addition, clear documentation for outreach activities must be made available to the liaison upon request during the QASP review. Contractors will maintain occupancy by engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community.

E. TRAVEL

The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor shall help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If HCHV staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transportation by car.

F. INVOICES

The Contractor shall submit invoices monthly for services a month in arrears. Invoices shall be paid at the fixed daily contract rate for days of residential placement already completed with services provided as described in the Contract. The monthly invoice is computed at the daily rate, multiplied by the census of Veterans at midnight on each date included in the term. The

Contractor shall submit invoices to the assigned Contracting Officer’s Representative (COR) and to the Austin Automated Payment Center for approval. Invoices must accurately reflect services to Veterans before payment will be approved or certified. If invoice are determined to be incorrect, new corrected invoices must be submitted to the COR and to the Austin

Automated Payment Center.

G. SECURITY

a) Adequate security measures, i.e. bars on windows and doors, and area fenced, in order to provide optimum safety for Veteran residents

b) Contractor and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both Privacy and Security Rules published by the Department of Health and Human Services (DHHS). As required by HIPAA, DHHS as promulgated rules governing the use and disclosure of Protected

Health Information (PHI) by covered entities. The covered entity component of VA is the

Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement.

c) It is agreed that the Saginaw VA Medical Center readily has access to all records concerning the Veteran’s care in the Contractor’s facility. It is agreed that duly authorized representatives of the Saginaw VA Medical Center will provide follow-up supervision visits to Veterans placed to assure the continuity of care and to assist in the Veteran’s transition back into the community. It is understood that these visits do not substitute nor relieve the Contractor’s facility in any way of the responsibility for the daily care and treatment of the Veteran. Upon discharge or death of the

Veteran, records on all Saginaw VA Medical Center beneficiaries will be retained by the

Contractor’s facility for a period of at least three years (or such other length of time as defined from time to time by VAMC) following termination of care.

d) The following acts are not permissible by staff personnel who provide services under this contract while on facility premises:

Use of intoxicating liquors, narcotics, or controlled substances of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability) while on duty, or reporting for duty, while under the influence of liquors, narcotics, or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability)

Gambling in any form

Carrying of pistols, firearms, or concealed weapons

Resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty

Spitting in prohibited places or any other unsanitary, offensive, or insensitive practices or behavior

Use of loud, indecent, or profane language and/or making threatening or obscene gestures towards customers or other employees

Stopping for personal business, including use of restroom facilities, while vehicle is occupied by a Veteran passenger. The driver shall not leave the vehicle with the key in the ignition at any time

Engaging customer in a verbal confrontation in an attempt to settle a disagreement

Soliciting or accepting tips from customer, companions, or others at any time

Refrain from utilizing resident Veterans for labor on or around the property/facility. Assign light duty if Veteran is physically capable; e.g. washing dishes and keeping personal items and room tidy and clean

H. INSPECTION OF FACILITY AND PROGRAM

Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team shall conduct a survey of the Contractor’s facility to be used to provide Veterans food, shelter, and therapeutic services to assure the Contractor provides quality care in a safe environment. Inspections will also be carried out at least periodically as part of the Quality

Assurance Surveillance Plan (QASP) as attached and at such other times as deemed necessary by the Contracting Officer.

The Contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the Contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer that corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer Veterans and to terminate the existing contract, as appropriate.

The inspection of the Contractor’s facility will include inspection for conformity to the current Life

Safety Code, as described in paragraph 6, and will also include the following:

a) General observation of Veteran residents to determine if they maintain an acceptable level of personal hygiene and grooming

b) Assessment of whether the facility meets applicable fire, safety, and sanitation standards

c) Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident’s rehabilitative potential

d) Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene

e) Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc.

f) Observation of staff behavior and interaction with residents to determine if they convey attitude of genuine concern, caring, and safety

g) Inspecting the types of meals and other nutrition provided to residents to see if is appetizing, nutritionally adequate meals are provided in a setting which encourages social interaction; and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contradicted

h) Making a spot check of Veteran records to ensure accuracy with respect to Veteran’s length of stay and services provided to the Veterans

All Department of Veterans Affairs reports of inspection of residential facilities furnishing transitional housing services to eligible Veterans shall be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

Veterans served through VA’s HCHV Safe Haven Program must have client level data entered into the local community Continuum of Care’s (CoC’s) HMIS. Data entered must include, at a minimum, the Universal Data Elements from the 2010 HMIS Data Standards

I. PAYMENTS

a) Payment to the Contractor shall be made monthly, in arrears, per Veteran upon receipt of a properly prepared invoice. VA will pay only for “fixed daily charge” of per diem rate awarded

b) The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315).

FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses.

FSC may utilize third-party Contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to the designated VA office who, after reconciling bed census and invoice, shall submit them to FSC at the mailing address below:

Payment Address:

Financial Services Center

P.O. Box 149971

Austin, TX 74714-8971

Fax Number: (512)460-5440

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). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-

5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting

Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the

Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the

Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination.