36C25025Q0005 - HCHV Housing CERS SUD for Males _ Females - RFQ.pdf

COMBINED SYNOPSIS/SOLICITATION NOTICE

SUBJECT: HCHV Housing CERS SUD for Males & Females

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE:

SOLICITATION NUMBER:

RESPONSE DATE/TIME/ZONE:

ARCHIVE:

RECOVERY ACT FUNDS:

SET-ASIDE:

PRODUCT SERVICE CODE:

NAICS CODE:

PLACE OF PERFORMANCE

CONTRACTING OFFICE ADDRESS:

POINT OF CONTACT:

45409 36C25025Q0005 08/02/2024; 14:00 Eastern Time 1 days after the response date N No G099 624221 Contractor facility (Ann Arbor VAMC catchment area) Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337 Jennifer Bowden, Contract Specialist jennifer.bowden@va.gov

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Solicitation number 36C25025Q0005 is hereby issued as a Request for Quote (RFQ). This document incorporates provisions and clauses that are in effect through Federal Acquisition Circular 2024-04 effective 04/01/2024.

The associated NAICS Code for this combined synopsis/solicitation is 624221. The CLINS associated with this Combined Synopsis/Solicitation are contained within the attached SF1449. For extended descriptions, characteristics, and minimum needs please refer to the attached.

The period of performance is Oct 1, 2024 – Sep 30, 2029, with five (5), 12-month ordering periods.

Place of Performance will be at a contractor facility within the Ann Arbor VAMC catchment area.

The FAR Provision 52.212-1, Instructions to Offerors – Commercial, FAR Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, and FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, apply to this acquisition. Please see below for additional applicable terms and conditions which govern this action.

Vendors shall submit their responses by the date/time advertised in block 8 of the SF1449.

Quotes and questions shall only be accepted via email to the Contract Specialist at jennifer.bowden@va.gov.

mailto:jennifer.bowden@va.gov

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

36C25025Q0005 07-16-2024

Jennifer Bowden | jennifer.bowden@va.gov 937-268-6511 x3041 08-02-2024

14:00 EDT

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd., Suite 210

Kettering OH 45409-1337

X

624221

$13.5 Million

N/A

X

36C506

Department of Veterans Affairs Ann Arbor VA Healthcare System 2215 Fuller Rd

Ann Arbor MI 48105

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd., Suite 210

Kettering OH 45409-1337

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide a quote for:

HCHV Housing CERS SUD for Male and Female Veterans in accordance with the Performance Work Statement (PWS) and Price/Cost Schedule

Estimated period of performance is 10/01/2024 - 09/30/2029 with five (5), 12-month ordering periods.

This acquisition will be conducted using procedures in FAR Parts 12 and 13. The contract type will be Firm Fixed Price (FFP) Indefinite Delivery, Indefinite Quantity (IDIQ)

See CONTINUATION Page

X X

X 1

Brandi Holland

CONTRACTING OFFICER

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 PERFORMANCE WORK STATEMENT (PWS) - HCHV Housing CERS SUD for Males & Females

B.3 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

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

(NOV 2023)

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

C.3 FAR 52.216-18 ORDERING (AUG 2020)

C.4 FAR 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 FAR 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 FAR 52.216-32 TASK-ORDER AND DELIVERY-ORDER OMBUDSMAN (SEP 2019)

C.7 FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 FAR 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

C.9 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA BREACH COSTS (FEB 2023) ALTERNATE

I (FEB 2023)

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

C.11 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.13 FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

C.14 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

E.2 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

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

E.4 FAR 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) E.5 FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (MAY 2024)

E.6 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

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: TBD

b. GOVERNMENT: Department of Veterans Affairs | Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd., Suite 210 | Kettering, OH 45409-1337 Jennifer Bowden | 937-268-6511 x3041 | jennifer.bowden@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with 52.232-33, Payment by Electronic Funds Transfer—System for Award Management

3. INVOICES: Invoices shall be submitted in arrears 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.

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

AMENDMENT NO DATE

B.2 PERFORMANCE WORK STATEMENT (PWS) - HCHV Housing CERS SUD for Males & Females

A. PURPOSE

a. The Department of Veterans Affairs Ann Arbor Healthcare System (VAAAHS) requires contractors to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program.

The goal of the HCHV program is to remove homeless Veterans and in some cases Veterans and their families from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans.

B. BACKGROUND

a. Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this solicitation is to obtain offers from contractors who can provide care, treatment, and rehabilitative services to homeless veterans with substance use issues, including those with serious mental illness, in community-based treatment facilities offering a safe and secure environment that supports their rehabilitation goals as they work towards permanent housing. The Contractor will be required to provide therapeutic and rehabilitative services but will not be required to provide detoxification or other hospital level treatment – those services will be provided by the VA at VA facilities.

C. SCOPE

a. All veterans placed by VA staff in the facility must be eligible veterans for VA health care as described by the Department of Veterans Affairs guidelines. All veteran residents shall be capable of self-preservation and performance of all Activities of Daily Living (ADLs). 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.

b. Contractor shall provide community-based residential care and case management services for up to three (3) homeless veterans with substance use issues, who may or may not have a diagnosed mental illness and/or substance use disorder diagnosis, in a residential, sober living program. It is understood that the type of Veterans to be cared for under this contract are authorized VA beneficiaries who are experiencing homelessness and will normally require care and services over and above the level of room and board. Services are to be provided to veterans regardless of gender identity.

D. PLACE OF PERFORMANCE: Ann Arbor VA Catchment Area E. PERIOD OF PERFORMANCE: Oct 1, 2024 – Sep 30, 2029, with five (5), 12-month ordering periods

F. POLICY/HANDBOOKS:

a. Americans with Disabilities Act (ADA) regulations for business and State or local governments https://www.ada.gov/

b. Business Associate Agreement www.hhs.gov/ocr/privacy/index.htl

c. Code of Federal regulations, Section 17.34a Title 38 www.patientadvocate.va.gov/rights.asp

d. Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR, Part II):

http://www.ecfr.gov/cgibin/text-idx?rgn=div5;node=42%3A1.0.1.1.2

e. Confidentiality of Certain Medical Records (38 USC 7332): https://www.gpo.gov/fdsys/pkg/USCODE-

2011-title38/pdf/USCODE-2011-title38-partV-chap73-subchapIII-sec7332.pdf

f. NFPA (National Fire Protection Association) Safety Code: www.nfpa.org

g. Privacy Act of 1974, as amended, 5 U.S.C. 552a https://www.justice.gov/opcl/privacy-act-1974

h. VHA Handbook 1162.09: Health Care for Homeless Veterans (HCHV) Program https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006

i. VHA Handbook 1907.01: Retention, Disposition, and Transfer of Records https://www.va.gov/vhapublications/publications.cfm?pub=2

G. DEFINITIONS/ACRONYMS

a. Americans With Disabilities Act (ADA): The ADA is a Civil Rights Law that prohibits discrimination against individuals with disabilities in all areas of public life including jobs, schools, transportation, and all public and private places that are open to the general public. The purpose of the law is to make sure that people with disabilities have the same rights and opportunities as everyone else. The ADA gives civil rights protection to individuals with disabilities like those provided to individuals on the basis of race, https://www.ada.gov/ http://www.hhs.gov/ocr/privacy/index.htl http://www.patientadvocate.va.gov/rights.asp http://www.ecfr.gov/cgibin/text-idx?rgn=div5;node=42%3A1.0.1.1.2 https://www.gpo.gov/fdsys/pkg/USCODE-2011-title38/pdf/USCODE-2011-title38-partV-chap73-subchapIII-sec7332.pdf https://www.gpo.gov/fdsys/pkg/USCODE-2011-title38/pdf/USCODE-2011-title38-partV-chap73-subchapIII-sec7332.pdf http://www.nfpa.org/ https://www.justice.gov/opcl/privacy-act-1974 https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006 https://www.va.gov/vhapublications/publications.cfm?pub=2 color, sex, national origin, age, and religion. It guarantees equal opportunity for individuals with disabilities in public accommodations, employment, transportation, state and local government services, and telecommunications. The ADA is divided into five sections that relate to different areas of public life:

i. TITLE I: (Employment)-Equal Employment Opportunities for Individuals with Disabilities

ii. TITLE II: (State & Local Government)-Non-Discrimination based on disability in State and Local

Government Services

iii. TITLE III: (Public Accommodations)-Non-Discrimination based on disability by public accommodations and in commercial facilities

iv. TITLE IV: (Telecommunications)-this title requires Telephone and Internet Companies to provide a Nationwide System of Intrastate Telecommunications Relay Services that allows individuals with hearing and speech disabilities to communicate over the telephone. This title also requires closed captioning of federally funded public service announcements. This title is regulated by the Federal Communication Commission

v. TITLE V: The final title contains a variety of provisions relating to the ADA as a whole; including its relationship to other laws, state immunity, it’s impact on insurance providers, and benefits, prohibition against retaliation and coercion, illegal use of drugs, and attorney’s fees. This title also provides a test of certain conditions that are not to be considered as disabilities.

b. Contracting Officer (CO): The person executing this contract on behalf of the Government with the authority to enter and administer contracts and make related determinations and findings.

c. Contracting Officer’s Representative (COR): The Federal Acquisition Certification for Contracting Officer’s Representatives (FAC-COR) Program is for acquisition professionals in the Federal Government performing contract management activities and functions. The purpose of the program is to establish training and experience requirements for the acquisition professionals. The FAC-COR applies to all executive agencies except the Department of Defense (DOD) and plays a critical role in ensuring that Contractor’s meet the commitment of their contracts. They facilitate proper development of requirements and assist Contracting Officers in developing and managing their contracts.

d. Contract Specialist (CS): put together and administer contracts for the procurement of construction, services, supplies or research and development.

e. Continuum of Care (COC) - (HUD EXCHANGE): The Continuum of Care (COC) Program is designed to promote community wide commitment to the goal of ending homelessness, provide funding for efforts by Non-Profit Providers and State and Local Governments to quickly re-house homeless individuals and families while minimizing the trauma and dis-location caused by homelessness. The COC is designed to promote access to and effect utilization of mainstream programs by homeless individuals and families and to optimize self-sufficiency among individuals and families experiencing homelessness. The COC is a regional of local or local planning body that coordinates housing and services funding for homeless families and individuals. There are four (4) parts of a Continuum:

i. Outreach, Intake and Assessment to identify services and housing needs and provide a link to the appropriate level of services.

ii. Emergency Shelter-to provide an immediate and safe alternative to sleeping on the streets specially for homeless families with children.

iii. Transitional Housing with Supportive Services allows for the development of skills that will be needed once permanently housed.

iv. Permanent and Permanent Supportive Housing provides individuals and families with an affordable plan to link with services if needed.

f. Community Resource and Referral Center (CRRC): Provide Veterans who are homeless and at risk of homelessness with one-stop access to community-based, multi-agency services to promote permanent housing, health and mental health care, career development and access to VA and non-VA benefits.

g. Department of Health and Human Services (DHHS): cabinet-level agency in the executive branch of the federal government. Its mission is to enhance and protect the well-being of all Americans by providing effective health and human services and fostering advances in medicine, public health, and social services.

h. Department of Housing and Urban Development (HUD): U.S. government agency created in 1965 to support the housing market and homeownership. HUD does this by, increasing safe and affordable rental options, reducing chronic homelessness, fighting housing discrimination by ensuring equal opportunity in the rental and purchase markets and supporting vulnerable populations.

i. Department of Veterans Affairs (VA): federal cabinet level agency that provides near comprehensive healthcare services to eligible military veterans at VA Medical Centers and outpatient clinics located throughout the country. The VA offers several non-healthcare benefits including disability compensation, vocational rehabilitation, education assistance, home loans, life insurance, and provides several memorial benefits to eligible veterans and family members at 135 National Cemeteries.

j. Federal Employer Identification Number (FEIN): unique nine-digit number assigned by the Internal Revenue Service to business entities operating in the United States for the purposes of identification.

These numbers are used for tax administration and must be not used for any other purpose.

k. Federal Acquisition Regulation (FAR): The body of laws that govern the U.S. Federal Government’s procurement process by which executive agencies of the United States federal government acquire.

(i.e., purchase or lease) goods and services by contract with appropriated funds.

l. Healthcare for Homeless Veterans (HCHV) Program: provides a gateway to VA and community-based supportive services for eligible Veterans who are homeless by providing outreach services; care, treatment, and rehabilitative services, including case management services; and therapeutic transitional housing assistance under 38 U.S.C. 2032 in conjunction with Work Therapy under 38 U.S.C. 1718.

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006

m. Health Insurance Portability and Accountability Act (HIPAA): 1996 Federal law that restricts access to individuals’ private medical information.

n. Homeless: definition in 38 U.S.C. 2002(1) and section 103(a) of the McKinney-Vento Homeless Assistance Act, 42 U.S.C. 11302(a). NOTE: The term “homeless" or "homeless individual" does not include any individual imprisoned or otherwise detained pursuant to an Act of Congress or a state law.

o. Homeless Management Information System (HMIS): A computerized data collection tool specifically designed to capture client-level information over time on the characteristics and service needs of men, women, and children experiencing homelessness and the services provided to them.

p. Homeless Operations Management and Evaluation System (HOMES): The locally administered, electronic data collection system that stores longitudinal personal-level information about persons who access the homeless service system.

q. Individual Service Plans (ISP): written details of the supports, activities, and resources required for the individual to achieve personal goals which is developed to articulate decisions and agreements made delivering a person-centered process of planning and information gathering.

r. Joint Commission on Accreditation of Healthcare Organizations (JCAHO): This organization is made up of representatives from the private sector that develops and maintains standards of quality for medical facilities.

s. Licensed Independent Social Worker (LISW): allows an individual to provide social work services without supervision. To begin the process of LISW licensure, you must hold an MSW from a CWSE accredited program and an LSW license.

t. National Fire Protection Association (NFPA) Safety Code: Addresses minimum building design, construction, operation, and maintenance requirements necessary to protect building occupants from danger caused by fire, smoke, and toxic fumes. The NFPA is currently used in every U.S. state and adopted statewide in 43 states. www.nfpa.org

u. Performance Work Statement (PWS): clearly describes the performance objectives and standards that are expected of the contractor. When a contract is awarded, the PWS is legally binding upon the contractor and the U.S. Government.

v. Public Key Infrastructure (PKI): complies with all Federal and VA security policies and is the accepted Global Business Standard for Internet Security.

w. Quality Assurance Surveillance Plan (QASP): A government document that specifies how the requestor/customer will verify and document that the government is receiving quality of services called for under the contract and pays only for the acceptable level.

x. Release of Information (ROI): A standard VA form to obtain authorization for the VA to be able to release sensitive (protected) health information.

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006 http://www.nfpa.org/

y. Special Agreement Check (SAC): limited investigation (or series of checks) done only through special agreement between OPM and an agency. The OPM will match the fingerprint; OPM is the personnel security investigative service; FBI results are posted in PAS as special agreement check.

z. Substance Use Disorder (SUD) Specialist: A professional with a master’s degree and an independent license, who is responsible for providing expertise on SUDs to the HCHV and HUD-VASH teams, to other providers within the medical facility, and in the community. Also provides assessments and treatment to certain high-risk, substance-using homeless Veterans.

aa. Supportive Services: Concept encompasses a range of services that assist an individual in the transition from the streets or shelters into permanent or permanent supportive housing and that assist persons with living successfully in housing.

bb. VA Financial Service Center (VA-FSC): operating as a VA Enterprise Center, provides a full range of financial services to the Department of Veterans Affairs and other Federal agencies. FSC staff has the experience and institutional knowledge to provide customers the following services: Payment, Accounting, and Reporting Services.

cc. VA Patient's Bill of Rights: As set forth in Section 17.34a, Title 38, Code of Federal Regulations https://www.ecfr.gov/current/title-38/chapter-I/part-17/subject-group-ECFReba57cc2dd2dfca/section- 17.34

dd. Veteran: A person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable and is enrolled or eligible for VA health care under 38 CFR 17.36 or 17.37

ee. Veterans’ Health Administration (VHA): Component of the United States Department of Veterans Affairs (VA) led by the Under Secretary of Veterans Affairs for Health that implements the healthcare program of the VA through the administration and operation of numerous VA Medical Centers, Outpatient Clinics, Community Based Outpatient Clinics, and VA Community Living Centers (VA Nursing Home) Programs.

ff. Harm Reduction: or harm minimization, refers to a range of intentional practices and public health policies designed to lessen the negative social and/or physical consequences associated with various human behaviors, both legal and illegal.

gg. Low Barrier: The National Alliance to End Homelessness describes the definition of a low- barrier emergency shelter as “immediate and easy access to shelter by lowering barriers to entry and staying open 24/7; eliminate sobriety and income requirements and other policies that make it difficult to enter shelter, stay in shelter, or access housing and income opportunities.”

hh. Low Demand (Safe Haven Services): A shelter that does not require sobriety or compliance with treatment as a condition of admission or continued stay. Demands are kept to a minimum.

Environment of care is as non-intrusive as possible. “Safe haven” is a place where you are protected from harm and/or danger.

H. BASIC SERVICES TO BE PROVIDED: The contractor shall furnish each Veteran referred for care under this contract with 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). Meals to include at least three (3) nutritionally adequate meals a day, seven (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.

b. LAUNDRY FACILITIES: Laundry facilities and supplies are to be provided for the residents, free of charge, to do their own laundry, or when appropriate, to have laundry done for them.

c. THERAPEUTIC AND REHABILITATIVE SERVICES: The Contractor shall provide therapeutic, rehabilitative, and recovery services determined to be needed by each individual Veteran in a plan developed by the contractor with consultation by the Veteran and the VA case manager and/or other appropriate VA staff. Services which the contractor must be able to furnish shall include:

i. GROUP ACTIVITIES: Structured group activities as appropriate – examples include, social skills training, permanent housing planning, employment readiness & vocational assistance, financial planning/budget development, sobriety skill training, Alcoholics Anonymous, Narcotics Anonymous, and physical activities as appropriate.

https://www.ecfr.gov/current/title-38/chapter-I/part-17/subject-group-ECFReba57cc2dd2dfca/section-17.34 https://www.ecfr.gov/current/title-38/chapter-I/part-17/subject-group-ECFReba57cc2dd2dfca/section-17.34

ii. VA COORDINATION: Collaboration with the VA program staff, which will provide supportive psychosocial services in determining treatment goals and any needs that may arise.

iii. CLINICAL CASE MANAGEMENT: Individual counseling on self-care skills, adaptive coping skills, sober living & recovery skills, vocational rehabilitation as needed, enrollment in State benefits programs, establish residency, documents needed for housing applications, housing programs, or any other services deemed necessary to engage the veteran in stable housing, in collaboration with VA programs and community resources.

iv. LIVING SKILLS: Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. Assistance in learning, testing, and internalizing knowledge of the illness/recovery process.

d. SUPPORT: (a) Support for an alcohol/drug abuse-free lifestyle, with a harm reduction focus, provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential. (b) Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models (c) program that promotes community interaction.

e. MANAGEMENT OF SUBSTANCE USE DISORDER: The clinical case managers/program shall not discharge or excluded based on use or relapse of mood-altering substances. The contractor shall write a comprehensive behavioral based contract to address the use which includes increased accountability.

f. MANAGEMENT OF DUAL DISORDERS: The clinical case managers/program shall provide services based on a behavioral health model, which includes accommodating mental health issues, in conjunction with substance use disorders.

g. MANAGEMENT OF MEDICATIONS: Medications and narcotics shall be properly stored, controlled, issues and recorded in compliance with physicians’ orders.

h. DISCHARGE PLANNING: Provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems and setting goals.

i. CASE RECORDS: An individual case record shall be created for each referred Veteran. Case records shall be maintained in secure and confidential areas as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332).

Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need-to-know basis to appropriate Department of Veteran Affairs staff members involved with the treatment program of the Veterans concerned.

j. The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332).

k. 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.

l. The contractor will enter all veteran data into the HUD Homeless Management Information System (HMIS) or if unable to complete this task, present a MOA with a HMIS approved agency to enter the data.

I. GENDER SPECIFIC CARE (Based on Gender Self-Identity)

a. The living environments of HCHV Contract housing with mixed genders must include:

i. Separate and secure sleeping arrangements (unit or wing) based on gender.

ii. Separate and secure bathroom arrangements based on gender.

iii. Screening procedures and criteria for sex offenders (mixed gender facility.)

iv. Common areas (lounges, laundry rooms, group rooms) with appropriate security arrangements, preferably non-congregate living arrangements.

v. Additionally, mixed gender, multifamily facilities that share entrance and common areas (living room, kitchen, dayroom, etc.) must include onsite staffing available 24 hours a day, 7 days per week.

vi. Special attention needs to be given to meeting the unique needs of homeless female veterans.

These needs often include assistance with managing sexual trauma, eating disorders, and interpersonal violence. Female veterans will be receiving clinical care from a VA medical facility, but they must have access to female staff for additional gender-specific supportive services as needed.

vii. HCHV-funded programs shall maintain and adjust environments to support the safety, security, privacy, and services for veterans based on identified gender. Special emphasis on privacy and security should be noted. Veteran residents have a right to be treated with dignity in a humane environment that affords them both reasonable protections from harm and appropriate privacy regarding their personal needs. The living environments of HCHV Contract Residential Services transitional housing shall include:

1. Residential room and board in an environment that promotes a lifestyle free of discrimination, regardless of gender identity or sexual orientation.

2. An environment conducive to social interaction, supportive of recovery models and the fullest development of the resident’s rehabilitative potential regardless of gender or sexual orientation.

3. Separate and secure bathroom arrangements to ensure privacy for personal hygiene and grooming.

J. BILLING: Unless specifically excluded in this contract, the per diem rate established shall include the services listed in this document and shall also include all services or supplies normally provided other residents by the facility without extra charge. Payments made by the VA under this contract shall constitute the TOTAL cost of care and housing of the homeless veterans. If a beneficiary is admitted to or discharged from the program on the same calendar day, payment shall not be authorized. Absences of the patient from the facility, unless authorized by VA staff, shall not be reimbursed.

K. RECORDS AND REPORTS:

a. The contractor shall make available to the VA, documentary information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by section 2 of public law 100-6; to verify quality of patient care for veterans, to assure confidentiality of patient care for veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records. The facility shall maintain an individual client record on each veteran admitted under this contract. The facility shall comply with the requirement of the “Confidentiality of Alcohol and Drug Use Patient” [42CFR, Part 2] and the “Confidentiality of Certain Medical Records” [38USC4132]. All case records shall be secured and confidential. Records shall be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the veterans concerned.

b. The files shall include:

i. Reasons for referral.

ii. All essential identifying data relevant to the resident and his/her family including socio-cultural assessment, weekly progress reports or notes and documentation of any case management interventions or patient care conferences.

iii. Copies of any medical prescriptions issued by physicians, including orders, if any for medications to be taken.

iv. Final summaries on each resident who leaves the program, to include reasons for leaving, the residents plan for the future, and follow-up locator information.

v. The contractor shall comply with the principles listed in 38CFR17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

vi. The contractor shall enter all veteran data into HMIS.

L. FIRE, SAFETY, AND SANITATION PRACTICES: Facilities shall conform to the standards of the Life Safety Code, National Fire Protection Association #101, Chapters 10 and 11. For additional information, or to obtain copies, Contact NFPA: http://www.nfpa.org, National Fire Protection Association, 1 Batterymarch Park, Quincy, MA 02269, Phone: 617-770-3000 Fax: 617-770-0700. The facility shall meet the requirements of Public Law 100-336, 42 USC 12101-12213, Americans with Disabilities Act pertaining to handicapped accessibility in effect on the date of the contract award. Facilities to the fire and safety code imposed by the State which adequately protects residents.

M. VA PATIENT’S BILL OF RIGHTS: The contractor shall comply with the VA Patients’ Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations.

http://www.nfpa.org/

N. PERSONNEL:

a. The contractor shall employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee of equivalent professional capability, and a staff member who is responsible for contacting said administrator, on duty on any premises veterans are sheltered and available for emergencies 24 hours a day, 7 days a week. If there is an administrative staff member on duty on the property, a second staff person is not mandated.

b. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this PWS.

c. The Contractor shall identify each person functioning as “Key Personnel” under this contract and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience, including the appropriate credentials and qualifications for the job. A current performance evaluation supporting ability of the employee, as well as documentation of continuing education for the last two years. The contractor shall provide current copies of these records at the time of contract award and annually on the anniversary of contract award to the VA Contracting Officer Representative (COR), or upon request, for each contractor employee working on this agreement.

d. During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial ninety (90) calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least fifteen (15) days before the substitution is to occur. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility.

e. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor’s contingency plan. The Contractor’s contingency plan to be utilized if personnel leave Contractor’s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor’s offer.

O. REQUIRED TRAINING INITIAL/ANNUAL: All contractors who will be working on the contract shall complete a mandatory training program equivalent to the VA TMS system titled VA Privacy and Information Security Awareness Training and Rules of Behavior and Privacy and HIPPA Training. This training is offered through the VA Talent Management System (TMS), a system that offers web-based training to VA employees and its partners. Each contract employee self-enrolls for a profile on the VA TMS system by request for assistance from the COR assigned to the contract.

P. REFERRALS

a. The VA is responsible for determining eligibility of Veterans prior to admitting to the Contractor for treatment. A written referral and a release of information (hard copies, or e-mail versions are acceptable) signed by an authorized VA ordering officer shall be provided to the Contractor for each Veteran referred for services under the contract.

b. A list of authorized VA ordering officials for the contract shall be provided to the Contractor upon award of the contract. Ordering officials may be added or deleted from the list during the term of the contract at the discretion of VA Contracting Officer. The Contractor shall be provided an updated list of authorized VA ordering officials whenever such changes are made.

c. It is understood that the Contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the

VA.

d. The initial referral period for a Veteran may be up to 120 days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and VA Homeless Program

Coordinator or designee. An extension of the referral period up to a total of forty-five (45) days may be authorized by the VA Homeless Program Coordinator or designee, if funding is available. Treatment periods more than this time for individual Veterans shall be authorized by the Medical Center Director or designee.

Q. ABSENCES AND CANCELLATION

a. The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility.

Should a Veteran absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of two (2) days, provided there is an active outreach attempt on the part of the Contractor’s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of two days shall not be reimbursable unless authorized in advance by the VA Homeless Program Coordinator.

b. VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran. The contractor shall notify the authorizing VA facility/authorized staff immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran shall be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital shall be accomplished, even if VA authorization to do so can’t be obtained at the time of emergency. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility shall be accomplished promptly.

c. The contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The contractor shall notify the VA HCHV Shelter representative by telephone during the hours of 08:00 thru 16:30. For all incidents that occur after normal business hours, the contractor shall notify the Administrator on Duty (AOD). The contractor shall provide the HCHV case manager and the COR with a copy of the incident report within 24-hours. The contractor shall maintain a copy of the incident report in the Veteran’s case record. The VA will provide Contractor additional guidance for incident reporting if awarded.

R. CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING

a. Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request). The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer’s Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

S. TRANSPORTATION: The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor shall be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car. Transportation needs at Contractors expense are those needs related to medical appointments, housing-related appointments, community-based therapeutic activities and other such appointments deemed warranted per Contractor/Contracting Officer’s Representative (COR) discussion.

T. FACILITY

a. It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must:

i. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located, if required.

ii. Follow existing standards of State safety codes and local, and/or State health and sanitation codes.

iii. Be licensed under State or local authority, if required.

iv. Where applicable, be accredited by the State.

v. Be equipped with operational air conditioning /heating systems.

vi. Be kept clean free of dirt, grime, mold, or other hazardous substances and damaged property noticeably detract from the overall appearance.

vii. Be equipped with first aid equipment and both a written emergency plan & written evacuation plan, in case of emergency. Narcan is required on site with necessary training for use completed & documented appropriately. There is also to be a written plan addressing managing infection control measures.

viii. Have windows and doors that can be opened and closed in accordance with manufacturer standards.

b. The contractor facility must meet fire safety requirements, as follows:

i. The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director

ii. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency, unless an alternative plan has been created for said Veteran.

iii. Fire exit drills shall be held at least quarterly, at least 6 times per year and two of them must occur at night. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed, reviewed each time they drill and reviewed annually. The plan shall outline the duties, responsibilities, and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. In addition, all other emergency plans should also be reviewed at the above noted regular intervals.

iv. A written policy regarding tobacco smoking in the facility shall be established and enforced.

v. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire

Extinguishers, as guidance in selection and location requirements of extinguishers.

vi. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101.

All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented.

vii. The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA.

U. INSPECTION OF FACILITY AND PROGRAM

a. Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, registered nurse, a representative of the VA Police, and a Facilities Management Safety Officer, and other subject matter experts as determined necessary by the Medical Center Director or HCHV Coordinator shall conduct a survey of the Contractor’s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs.

b. 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 the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.