36C25025Q0480 HCHV VANIHCS - Amend 0002.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

36C25025Q0480 05-13-2025

Karen Williams 614-257-5220 06-06-2025

14:00 EDT

36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 2780 Airport Dr.

Suite 340 Columbus OH 43219

X

624229

$19 Million

N/A

36C610

Department of Veterans Affairs VA Northern Indiana Health Care System

36C250

Network Contracting Office (NCO) 10 2780 Airport Dr.

Suite 340 Columbus OH 43219

36C250

Financial Services Center Invoices to be Submitted Electronically www.ob10.com/us/en/veterans-affairs// e-Invoice Setup Info Phone 877-489-6135

877-353-9791 512-460-5429

See CONTINUATION Page

Contractor shall provide Health Care for Homeless Veterans (HCHV), Contracted Emergency Residential Services for up to 10 Veterans per day.

This acquisition will be conducted using the procedures in FAR Part 12, Acquisition of Commercial Items, and adhering to FAR Part 13, Simplified Acquisition Procedures.

See the Schedule of Services on page 6 and the Performance Work Statement on page 8.

See CONTINUATION Page

Karen Williams

36C25025Q0480

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 ADMINISTRATON DATA

B.2 SCHEDULE OF SERVICES

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

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

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

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

C.6 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

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

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

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

C.12 VAAR 852.219-70 VA SMALL BUSINESS SUBCONTRACTING PLAN MINIMUM

REQUIREMENTS (JAN 2023) (DEVIATION)

C.13 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.14 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.15 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.16 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 39

C.17 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

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

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

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.12 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.13 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATON DATA

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

a. CONTRACTOR: (Please print or type):

Company Name: _____________________________

Address: _____________________________

Point of Contact Name/Title: _____________________________

City, State, Zip: _____________________________

Phone: _____________________________

E-mail: _____________________________

Unique Entity Identifier (UEI): _____________________________

b. GOVERNMENT: Karen Williams, Contract Specialist

Network Contracting Office 10 2780 Airport Drive, Suite 340 Columbus, Ohio 43219 Karen.Williams4@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. Invoicing shall be in accordance with the requirements of the Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the period of performance of this acquisition. Current Invoicing information is located at:

https://www.fsc.va.gov/einvoice.asp.

All invoices shall include the following:

• Invoice Number

• Invoice Date mailto:Karen.Williams4@va.gov https://www.fsc.va.gov/einvoice.asp

• Purchase Order Number (will always begin with 583)

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

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

AMENDMENT NO DATE

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

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

http://www.va.gov/oig/contacts/hotline.asp

B.2 SCHEDULE OF SERVICES

Contractor shall provide Health Care for Homeless Veterans (HCHV) Contracted Emergency Residential Services for up to ten (10) homeless veterans per day.

Period of Performance: September 30, 2025 through September 29, 2030.

The guaranteed minimum only applies to the first ordering period after award. The total minimum amount, or guaranteed minimum, for the initial year in which this contract is awarded is 10 days. The total maximum number of days, inclusive of all ordering periods shall not exceed 23,075.

Reimbursement will be made to the contractor by issuance of individual task orders during the life of the contract. Only the Contracting Officer is authorized to place task orders against this contract; which will be issued annually for each ordering period.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

3,650.00

HCHV Contracted Emergency Residential Services

Contract Period: Ordering Period 1 POP Begin: 09-30-2025 POP End: 09-29-2026 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G099 - Social - Other

Contract Period: Ordering Period 2 POP Begin: 09-30-2026 POP End: 09-29-2027 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

3,660.00

HCHV Contracted Emergency Residential Services (Leap year)

Contract Period: Ordering Period 3 POP Begin: 09-30-2027 POP End: 09-29-2028 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

Contract Period: Ordering Period 4 POP Begin: 09-30-2028 POP End: 09-29-2029 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

Contract Period: Ordering Period 5 POP Begin: 09-30-2029 POP End: 09-29-2030 PRINCIPAL NAICS CODE: 624229 - Other Community Housing

GRAND TOTAL

B.3 PERFORMANCE WORK STATEMENT

Health Care for Homeless Veterans (HCHV) Contracted Emergency Residential

1. PURPOSE: The VA Northern Indiana Health Care Systems (VANIHCS) 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 from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient supportive services to meet their needs and ultimately facilitate the improvement of their housing situation.

2. BACKGROUND: Through the HCHV program, VA provides supportive 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 within a 10 mile radius from either the Marion VA Medical Center (located at 1700 East 38th Street, Marion, IN, 46953,Grant County) or Muncie VA Clinic (located at 3401 North Morrison Road, Muncie, IN 47304, Delaware County) who can provide emergency housing, and supportive services to Homeless male Veterans with special needs in community-based Contracted Emergency Residential Services (CERS). Facilities with capacity to serve up to10 (ten) male Veteran beds per day offering a safe and secure environment that supports their goals for recovery from homelessness. This notice is specifically seeking contractors that can demonstrate available emergency housing and services for male Veterans with mental health and/or substance abuse treatment needs. Preference will be given to contractors that can house veterans that are subject to residency restrictions (e.g. , those required to register following conviction of a sexual offense). The Contractor will be required to provide low demand housing, meals, mental health therapy and case management services targeting the underlying factors contributing to homelessness. The Contractor will not be required to provide detoxification or other hospital level treatment. All veterans placed by VA staff in the facility must be eligible 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 ADLs (Activities of Daily Living). In an emergency situation, 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.

3. APPLICABLE DOCUMENTS:

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

3.2 VA patient’s Bill of Rights, 38 U.S. C 17.34a

(http://www.va.gov/health/rights/patientrights.asp)

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

3.4 Confidentiality of Medical Quality Assurance Records: 38 U.S.C. 5701 (http://www.gpo.gov/fdsys/granule/USCODE-2010-title38/USCODE-2010-title38-partIV-chap57-subchapI-sec5701/content-detail.html); and 38 U.S.C. 7332 (http://www.gpo.gov/fdsys/granule/USCODE-2011-title38/USCODE-2011-title38-partV-chap73-subchapIII-sec7332/content-detail.html) http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3006 http://www.va.gov/health/rights/patientrights.asp http://www.nfpa.org/ http://www.gpo.gov/fdsys/granule/USCODE-2010-title38/USCODE-2010-title38-partIV-chap57-subchapI-sec5701/content-detail.html http://www.gpo.gov/fdsys/granule/USCODE-2010-title38/USCODE-2010-title38-partIV-chap57-subchapI-sec5701/content-detail.html http://www.gpo.gov/fdsys/granule/USCODE-2011-title38/USCODE-2011-title38-partV-chap73-subchapIII-sec7332/content-detail.html http://www.gpo.gov/fdsys/granule/USCODE-2011-title38/USCODE-2011-title38-partV-chap73-subchapIII-sec7332/content-detail.html

3.5 Disclosure of these records in violation of 5705 is a criminal offense under 38 U.S.C. 5705(e): (http://www.gpo.gov/fdsys/pkg/USCODE-2013-title38/pdf/USCODE- 2013-title38-partIV-chap57-subchapI-sec5705.pdf

3.6 Disclosure of Patient Records: Records protected by 38 U.S.C. 5705; its implementing regulations at 38 U.S.C. 17.500-511; VHA Directive 98-016, 4b. (1) (d), 4.6(2)(c) and 4.6(4). These records may be disclosed only as authorized by 38 U.S.C. 5705 and the VA regulations. Disclosure of these records in violation of 5705 is a criminal offense under 38 U.S.C. 5705(e):

(http://www.gpo.gov/fdsys/pkg/USCODE-2013-title38/pdf/USCODE-2013-title38-partIV-chap57-subchapI-sec5705.pdf

4. SERVICES TO BE PROVIDED

4.1 BASIC SERVICES: The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care under this contract with the following basic services:

4.1.1 ROOM AND BOARD: Room and Board shall be accessible to the Veteran 7 days a week and 24 hours per day. Accommodations will include a bed and other furnishings such as a dresser, storage locker or designated secured space, and personal linens (towels, pillows, blankets and bed sheets, etc.). The Contractor will allow Veteran to store personal belongings for at least 72 hours after formal HCHV discharge. At least three nutritious meals, 7 days a week will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g. fruits, vegetables, protein sources, etc.), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated. There will not be more than a 14-hour span between evening meal and breakfast of the following day. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g.

diabetic, renal and soft mechanical diets) and reasonable accommodation or Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh, etc.).

Food shall be prepared, served and stored under sanitary conditions. Contractor shall maintain a written monthly meal plan. This plan shall be posted in a common area one week prior and during the month of which it applies. The facility shall provide storage space in an onsite refrigerator for Veterans to store and freely access personal food. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

4.1.2 LAUNDRY FACILITIES: Laundry facilities and necessary detergent free of charge and adequate for veterans to do their own laundry or to have laundry done at minimum one time per week. Contractor shall maintain equipment in good working order.

4.1.3 THERAPEUTIC AND REHABILITATIVE SERVICES:

4.1.3.1 Group Activities: Structured group activities, as appropriate, shall occur two times per month – examples include group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

http://www.gpo.gov/fdsys/pkg/USCODE-2013-title38/pdf/USCODE-2013-title38-partIV-chap57-subchapI-sec5705.pdf http://www.gpo.gov/fdsys/pkg/USCODE-2013-title38/pdf/USCODE-2013-title38-partIV-chap57-subchapI-sec5705.pdf http://www.gpo.gov/fdsys/pkg/USCODE-2013-title38/pdf/USCODE-2013-title38-partIV-chap57-subchapI-sec5705.pdf http://www.gpo.gov/fdsys/pkg/USCODE-2013-title38/pdf/USCODE-2013-title38-partIV-chap57-subchapI-sec5705.pdf

For the purposes of this contract “House Meetings” and VA Housing Resource Groups may not be counted as a structured group activity.

Groups should have a therapeutic value and facilitation shall be the responsibility of the Contractor. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflicts with this requirement, alternate group activates will be arranged and/or the Contractor will document efforts made to accommodate the Veteran.

4.1.3.2 Case Management: A thorough written Individualized Care Plan (ICP) and treatment plan will be developed within 14 business days of admission for each Veteran. This will include structured individual case management, at minimum, twice weekly including counseling on self-care skills, adaptive coping skills, financial planning, permanent housing search, written care plan, referral for financial benefits. Additional counseling may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources. Treatment Plans shall reflect veteran goals and reviewed monthly, documenting progress of goal accomplishment. In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA Liaison, VA Mental Health Staff and/or the contracted Case Manager. On a weekly basis the contracted case manager will be required to update the VA Liaison on Veteran progress and/or safety concerns for HSR Veterans.

Contracted case manager will review the HSR Safety Plans with the Veteran on a weekly basis. HSR Safety plan reviews and a copy of the Veteran’s Safety Plan will be documented in the chart. All Veterans will be referred to VA for Primary Care and Mental Health appointments and Contractors will support Veterans in making initial and subsequent appointments. Particular efforts will be made for Veterans who are identified by VA Liaison to be HSR. Efforts will be documented in the Veterans ICP and reviewed by the VA Liaison. All Contractors will provide proper documentation verifying services and case management efforts by all team members including, but not limited to housing, benefit and employment specialists, and program management staff. There will be an expectation that notes are written professionally in a format that utilizes the clear settings of goals and documents progress towards those goals (e.g.

Subjective, Objective Assessment and Plan (SOAP) notes.

4.1.3.3 Staffing: The Licensed Clinical Social Worker (LCSW) shall be onsite a minimum of 20 hours per week to provide all direct services to the veterans, including ICP assessment, treatment planning, case management services, permanent housing search, groups and discharge planning. The facility shall be staffed 24/7. Contractor shall provide enough staff to carry out the policies of the program, the contract requirements and ensure veteran safety. Contractor shall provide an administrative staff member on-call 24 hours a day, seven days per week, including holidays, to handle any emergency situation.

4.1.3.3.1 The Contractor must identify each person functioning as “Key

Personnel” under this contract and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience.

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

4.1.3.4 Staff Training: Contractor will provide at least one staff person on-site at all times who has had training and orientation on the following topics. Staff shall receive and document—at a minimum—one-time training per year on these subjects.

4.1.3.4.1 CPR/First Aid

4.1.3.4.2 Crisis intervention

4.1.3.4.3 Cultural sensitivity

4.1.3.4.4 Sexual harassment

4.1.3.4.5 Sensitivity to wider issues of homelessness

4.1.3.4.6 Universal Precautions (disease transmission prevention)

4.1.3.4.7 Adult abuse/neglect reporting laws

4.1.3.4.8 Harm Reduction philosophy

4.1.3.4.9 Suicide Prevention

4.1.3.4.10 Housing First

4.1.3.4.11 State and Federal Fair Housing Law and ADA Requirements

4.1.3.4.12 Conflict resolution

4.1.3.4.13 De-escalation techniques

4.1.3.4.14 Search and Seizure/Probable Cause in the Shelter Setting

4.1.3.4.15 Grave Disability Criteria

4.1.3.5 Contractor must have a policy prohibiting staff from establishing sexual relationships with program clients.

4.1.3.6 Permanent Housing Search: Contractor is required to provide veterans with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for veterans’ transition to permanent housing placements must be clearly reflected in each ICP, treatment plan and in weekly case management notes. As part of this plan, veterans’ housing history and needs must be assessed within 14 days of program admission. Housing Assessments must identify veterans’ housing history, strengths (i.e. positive prior rental history), and barriers (i.e.

Unlawful Detainers). Should veteran refuse to engage with program staff regarding plans for permanent housing transition, motivational interviewing and other therapeutic techniques will be used to address veteran ambivalence. All efforts to engage veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to veterans in developing permanent housing plans and accessing appropriate housing resources. Mere communication with veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own meet the above requirements.

4.1.3.7 Financial Planning: Referral to and follow up on all potential financial resources the Veteran may be eligible for (e.g. Social Security, Food Stamps, Non Service Connected Pension etc.). Case Manager will document all structured activities that support veteran in developing a short and long term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be accomplished in group but preferably through one on one in person case management services.

4.1.3.8 Employment Services: Referral to all relevant employment opportunities the veteran is eligible for and interested in, Case managers will document all structured activities that support veteran in applying for employment as appropriate based on needs of veteran as identified in the assessment.

4.1.3.9 Recovery: Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential. Assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models including a focus on Harm Reduction rather than strict abstinence and supportive of a Housing First approach. Pursuant to these principles, drug testing may not be used to discharge or discipline a veteran but may be used as a clinical intervention to modify behavior.

4.1.3.10 Occupancy: It is expected that Contractor beds will be maintained an average minimum of 70% occupancy rate but at a preferred rate of 85% as calculated based upon number of bed nights available per quarter.

4.1.3.11 Outreach: Contractor will be responsible to engage in outreach in the community. In addition, clear documentation for outreach activities must be made available to VA Liaison upon request. Contractors will maintain occupancy by engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community. All outreach activities shall be conducted by a Licensed Clinical Social Worker (LCSW) and in person 5 hours per week in both daytime and evening hours. Attendance of community meetings will not satisfy this requirement.

4.1.3.12 Discharge Planning: Securing permanent housing will be the primary discharge goal for every veteran. All veterans must have a discharge plan within 4 weeks of admission. Compliance with all VA regulations regarding discharges and timeliness of reporting discharges is required by Contractor.

Case Managers will provide assistance with discharge planning for every veteran and report all discharges to VA Liaison. Paperwork required for discharging a Veteran from any HCHV program is required via fax within 24 business hours from known discharge. A negative discharge for undesirable behavior is a committee decision that must include the VA Liaison prior to discharge. All veterans scheduled for discharge based on behavior must meet with the treatment team and work with team to determine most therapeutic option for the veteran. This does not include violations for safety reasons or verbal abuse. Please note: Profanity does not in and of itself constitute abuse and shall not exclusively be considered grounds for discharge. Any and all actual or threatened violence will be grounds for discharge. Veterans may be discharged for safety reasons at any time. All negative discharges will be subject to a full team debriefing, including VA Liaison, to look for opportunities missed to intervene sooner.

All discharges are subject to the Contractors grievance procedures and must allow veterans the opportunity to be represented by the VA Liaison in the grievance process. Reasonable efforts must be made to coordinate with the VA Liaison in order to schedule an appeal.

4.1.3.13 Grievance Procedures: Programs must have an internal grievance process that Veterans can use to resolve conflicts within the program.

Programs must have written policies and procedures for resolving grievances, including a statement regarding the veteran right to request reasonable accommodation, and must post them in a place conspicuous and be accessible to clients. In addition, each client shall receive a copy of the grievance policies and procedures, upon intake and upon receiving a warning or discharge notice.

4.1.3.14 Intake Packets: All Veterans must receive an intake packet, which includes the VA HCHV HealthCare for Homeless Veterans Handbook, within 72 business hours which includes, at minimum, the following information:

4.1.3.14.1 Description of the Contractors services

4.1.3.14.2 Grievance Policy

4.1.3.14.3 Emergency procedures

4.1.3.14.4 Patient rights and Reasonable Accommodation

4.1.3.15 Extensions- All extensions beyond 60 days must be approved in writing by the VA Liaison or Designee.

4.1.3.16 Medication Management: Medications and narcotics shall be properly stored, controlled, issued and recorded in compliance with physician’s orders. Contractor shall establish procedures for insuring veterans confidentiality in the storage of and keeping of records concerning medication. Medication Assisted Treatment (MAT) cannot be used to rule out veterans participation in an HCHV Program. This includes prescribed use of Vicodin, morphine, methadone oxygen, etc. Reasonable accommodation for individuals in MAT is required provided the requested accommodation does not require major financial or administrative commitments that would be considered an “undue burden.” Examples of reasonable accommodations include:

4.1.3.16.1 Arranging for the individual to take medication at their clinic, physician’s office, or another off-site location – when consistent with the individual’s treatment plan.

4.1.3.16.2 Storing an individual’s MAT medication in a lock box in the program and having the individual be personally responsible for it.

4.1.3.16.3 Arranging to have the housing facility keep MAT medications in a locked cabinet (Copies of Inspection Packet requirements relating to medication management are available upon request).

4.1.3.17 Timeliness of Response- Contractor is expected to have a dedicated contact person for VA inquiries and referrals. Return calls from the program are expected within 3 hours during business hours Monday through Friday. This includes calls from VA Staff or the VA Liaison to the program.

4.1.3.18 Critical Incident Reporting- All critical incidents will be reported within 24 hours. This includes the following:

4.1.3.18.1 Falls

4.1.3.18.2 Assault (to Veteran or Staff)

4.1.3.18.3 Elderly/Dependent Adult Abuse or Neglect

4.1.3.18.4 Sexual Assault

4.1.3.18.5 Fire (Veteran Involved)

4.1.3.18.6 Medical/Psychiatric Emergency (911 Calls)

4.1.3.18.7 Hospitalization

4.1.3.18.8 Suicide or Suicide Attempt

4.1.3.18.9 Homicide

4.1.3.18.10 Death

4.1.3.18.11 Infectious Control (TB etc.)

4.1.3.19 Emergency and Disaster Plans – The contractor will have written protocols that are posted to guide staff response to crises including, but not limited to, manmade and natural disasters, episodes of infectious diseases, physical injury, resident suicide and suicide attempts, overdoses, and domestic or other violence. All contractor is expected to train all staff on its emergency procedures.

4.1.4 DOCUMENTATION: The Contractor shall 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. An individual case record will be created for each referred veteran. Case records shall be maintained to ensure the confidentiality of each veteran. 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 Veterans Affairs staff members involved with the treatment program of the Veterans. 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). The files shall include:

4.1.4.1 Reasons for referral, DD214, Social Security Card, income documentation, government issues photo ID.

4.1.4.2 All essential identifying data relevant to the resident and including a socio-cultural assessment, weekly progress reports or notes, and documentation of any case management interventions or veteran care conferences.

4.1.4.3 For sites who implement Medication Management/Monitoring- Copies of any medical prescriptions issued by physicians, including orders, if any, for medications to be taken. Contractor must be in compliance with HCHV inspection requirements.

4.1.4.4 Case management notes written in a professional manner, will include the following: 1) A written and thorough Housing Needs Assessment, 2) Financial Plan, 3) Discharge Plan, and Individual Care Plan with goals and documented activity indicating Veteran and Case Manager is actively working on identified goals.

4.1.4.5 Final summaries on each resident who leaves the program, to include reasons for leaving, the veteran’s future plans, goals completed and follow-up locator information.

4.1.4.6 Extension approval if relevant

4.1.5 RULES, POLICIES AND PROCEDURES: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. Such rules clearly inform Veterans of the obligations upon which their continued participation in the program depends and the consequences for non-compliance. Veterans will be provided a copy of the rules at intake or upon Veterans request. In addition, Contractor will post the rules in a location readily accessible to veterans and visitors. These rules must include detailed Patient Rights and the procedures that the Contractor has in place to protect the Veterans rights and dignity. Veterans must be permitted to exercise these rights without fear of reprisal. If requested, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by the Veterans’ physical or mental disabilities, in accordance with the Americans with Disabilities Act, the Federal Fair Housing Amendments Act, including those requirements covering reasonable accommodations for disabilities and the use of service animals, all other applicable State or Federal laws. Contractor must equally apply all rules, policies and procedures to Veterans, unless a Veteran has asked for a reasonable accommodation due to their disability.

4.1.6 PROCEDURES FOR NEGATIVE DISCHARGE OR SANCTION: Contractor must post rules and provide Veteran with the rules which specify the reasons or conditions for which a Veteran may be sanctioned or discharged, including those behaviors which constitute gross misconduct and are grounds for immediate discharge from the program and those which would prompt a written warning if violated and potential discharge if violated repeatedly. Contractor will describe the formal appeal procedures through which veterans may appeal program regulations, sanctions or discharges. This information will include:

4.1.6.1 Immediate contact with VA liaison

4.1.6.2 Timely due process provisions which should include two warning notices for violations which do not result in immediate discharge prior to issuance of a discharge notice and an opportunity for a case conference after warning is issued to the veteran.

4.1.6.3 Notice of, and access to, formal appeal procedures.

4.1.6.4 Notice of the conditions or process for re-admission to the program.

4.1.6.5 Reasonable efforts to provide an appropriate referral to another facility or appropriate level of care as needed.

4.1.6.6 This does not apply to Veterans who are discharged for danger to self or others

5. ADDITIONAL CONTRACT REQUIREMENTS

5.1 REFERRALS, ADMISSIONS AND ELIGIBILITY:

5.1.1 Contractor must utilize an admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable State and Federal laws. Contractor will provide verbal and written notification that is readily accessible to all individuals, upon request, of reasons for non-acceptance.

Notification of reasons for non-acceptance is not required to be given to those denied service/housing because of bed unavailability. Contractors must have formal appeal procedures through which veteran may appeal denial of admission or eligibility decisions and a copy of the policy for appeals is to be given to the Veteran at screening or intake.

5.1.2 The VA is responsible for determining eligibility of Veterans prior to acceptance by the Contractor for services. After receipt of a Release of Information (ROI) a written pre-approval from VA Staff is required (hard copy, fax or e-mail are acceptable) and shall be provided to the Contractor for each Veteran referred for services under the contract. Contractor is required to admit veterans on the same day as referred and requested by the VA based on bed availability. If there is an urgent need to admit a Veteran and VA Staff is not available to provide a written approval in a timely manner a verbal approval is acceptable.

Any admissions that occur without written/verbal approval must be verified by VA Staff within 24 business hours in order for the Contractor to receive payment for time spent prior to approval (e.g. admission after hours or during the weekend). Written documentation of eligibility verification, signed by an authorized VA Staff, shall be obtained by the Contractor as soon as possible for each Veteran referred for services under the contract for inclusion in the Veterans program file. A list of authorized VA Staff for the contract shall be provided to the Contractor upon award of the contract.

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

5.1.4 The initial stay for a Veteran should be no longer than 90 days. Some Veterans may be considered for up to 180 days depending on the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and VA Liaison or Designee. Any extension of the stay after 90 days must be authorized by the VA HCHV Liaison or Designee, provided that there is clear clinical indication and availability of funds. Only extraordinary circumstances will be considered in order to extend Service periods in excess of 6 months for individual Veterans and these must be authorized by the VA Liaison or Director of social Work at VA

NIHCS.

5.1.5 It is understood that the type of Veterans to be cared for under this contract will require care and treatment services over and above the level of room and board. It is also understood that Veterans may need more intensive case management/clinical services than the general population. The level of intensity of services required will be part of an ongoing conversation with the VA Liaison.

To be eligible for placement in emergency contract beds, all Veterans must be homeless or at imminent risk of becoming homeless and be eligible and registered for VA healthcare services. While special population contracts are intended for Veterans with special needs, a formal diagnosis is not required for the Veteran to participate in the program. Contractors are encouraged to provide housing and or services to special Veteran populations, such as but not limited to the following: medically compromised Veterans, Veterans with sex offender status, seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, and/or Veterans who have been involved with the legal system.

5.1.6 DENIAL OF SERVICES: Veterans cannot be denied entry to HCHV Contracted

Residential Services based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, disability, income, or legal history. This includes a Veterans status of being a victim of Domestic Violence and as such cannot be considered during the screening process. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining the program's safety, security, and integrity. All Contractors must employ a harm reduction approach.

5.1.7 ABSENCES AND CANCELLATION: The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within 24 business hrs. of Veterans absence. Should a Veteran absent themselves from the Contractor’s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of 24 hours, provided there is a documented 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. The HVA Liaison may authorize payment for excused absences up to 48 hours if there is a compelling medical or mental health need and the excused absence is verified. There shall be no authorized passes/absences from the program for the first 30 days. Paid passes/absences will be limited to 2 days every 30 days. Anything out of this scope such as a special/clinical circumstances must be approved by VA Liaison in writing prior to pass.

5.1.8 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. This includes discharge from facility for ongoing bed bug infestation.

5.1.9 The Contractor shall notify the authorizing VA Liaison immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal facility is acceptable. If hospitalization of a non-emergent nature is required it is agreed that admission to the appropriate VA facility will be accomplished promptly. The Contractor will make arrangements for admission and support the Veteran with any transportation issues that may arise.

5.1.10 CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING: Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abides by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights.

5.1.11 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 veteran or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, veteran 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 COR 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.

6. BASIC RIGHTS AND PROTECTION AGAINST DISCRIMINATION: Contractors must protect the rights and dignity of the veterans served in the program. At a minimum, providers must afford each Veteran the following rights and protections. Veterans must be permitted to exercise these rights without fear of reprisal.

6.1 Veterans are entitled to enjoy a safe and healthful environment in the program.

6.2 Veterans are entitled to be treated in a manner that respects their dignity, privacy and Individuality.

6.3 Veterans with disabilities are entitled to reasonable accommodations under fair

Housing laws.

6.4 Veterans are entitled to remain in the program and not be involuntarily removed without reasonable notice, good cause, and just procedures.

6.5 All program participants are entitled to just and standardized procedures for determining eligibility, admissions, sanctions, discharges, and resolving grievances.

6.6 Veterans are entitled to reasonable privacy and confidential treatment of personal, social, financial, medical, mental and behavioral health records, except as necessary to further treatment, information and referral services and in compliance with the veteran’s consent to release information.

6.7 Veterans are entitled to the full exercise of their civil, constitutional, and legal rights.

6.8 Veterans will have on-going opportunities to voice opinions, to participate in program operation and programming, and to make suggestions regarding programming and rules.

6.9 Veterans’ rights must be protected against all forms of discrimination, including those based on race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation.

6.10 Veterans will receive a written policy indicating that harassment of veterans and staff on the basis of race, religion, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation will not be condoned nor tolerated.

6.11 Contractors will develop a written policy for transgender male veterans that provides for safe, secure and dignified case management as well as accommodate special requirements for privacy. Transgender male clients will have access to sleeping accommodations and bathroom facilities based on their gender of identification, regardless of physical characteristics or gender conformity. People who do not clearly identify as male should have access to a single room occupancy or sleeping areas helps them feel safest. Where there are single-use showers and bathrooms in the facility designated for residents, transgender residents will be told about them and welcome to use them but not required. It is the Contractors responsibility to promote a safe environment for transgender clients amongst the general population.

6.12 All policies and procedures will be in writing and subject to review by the VA.

7. REASONABLE ACCOMODATION: Contractor must respect and reasonably accommodate personal and cultural differences associated with race, religious creed, color, national origin, ancestry, language, disability (physical or mental health), medical condition, marital status, familial status, age, gender, sexual preference, source of income, or political affiliation. At no point shall program access be denied because of an individual’s disability.

Information learned about the client’s disability from the assessment will not be used as grounds for discharge or other punishment and will be used to guide client to appropriate services. Moreover, a program may not apply different rules to individuals because of their disabilities, unless the different rules are a result of granting a reasonable accommodation request made by an individual with a disability. The Contractor shall not ask questions about a veterans disability, including the nature and severity of the disability or the treatment, symptoms, and medications related to the disability. A Veteran is not obligated to reveal that s/he has a disability prior to admission. Veterans with disabilities are entitled to reasonable accommodations. If a Veteran requests a change in a program’s policy or procedure as an accommodation of his/her disability, the program should grant the accommodation when the accommodation is both reasonable and necessary because of the individual’s disability. Such an accommodation request must be considered during any stage in the provision of a program, including at intake, during services, and during discharge proceedings. When a reasonable accommodation request is made, the program supervisor may request verification of the individual’s disability.

8. TRANSPORTATION:…