36C25027Q0001.docx

36C25027Q0001

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

36C25027Q0001 08-28-2026 Karen Williams 614-257-5220 09-18-2026 2:00

EDT

36C250 Department of Veterans Affairs Network Contracting Office 10 2780 Airport Drive Suite 340 Columbus OH 43219-2292 X 623220 $19 Million N/A X Department of Veterans Affairs VA Northeast Ohio Health Care System Louis Stokes Cleveland VA Medical Center 10701 East Boulevard Cleveland OH 44106 36C250 Department of Veterans Affairs Network Contracting Office 10 2780 Airport Drive Suite 340 Columbus OH 43219-2292

36C250 Department of Veterans Affairs Financial Services Center Invoices to be submitted electronically https://www.tungsten-network.com

877-489-6135 See CONTINUATION Page Contractor shall provide Intensive Outpatient Program (IOP) beds for qualified Veterans in Summit County, Ohio.

See the Schedule of Services on page 5 and the Performance Work Statement on page 7.

See CONTINUATION Page X Karen Williams

VA-VHA-RPOC-2026-0027

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

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

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

· Purchase Order Number

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 task order. 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 task order. 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 task order 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:

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.

B.2 SCHEDULE OF SERVICES

The Contractor shall furnish all personnel and facilities to provide services necessary to provide shelters for homeless veterans for eligible beneficiaries of the Department of Veterans Affairs Medical Center, Cleveland VA Medical Center (VAMC).

Period of Performance: November 1, 2026 through October 31, 2027

Place of Performance: Services shall be provided off-site in Summit County, Ohio.

The quantities stated in this price schedule represent the Government’s best estimate based on projected need. These are only estimates and not a guarantee of future orders. 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 4 bed days/nights. The total maximum number of bed days/nights inclusive of all ordering periods shall not exceed 10,000 bed days/nights.

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

Ordering Period One (1): 11/1/2026 – 10/31/2027

Annual Cost

(4 bed days/nights x 365 = 1,460)

Ordering Period Two (2): 11/1/2027 – 10/31/2028

Annual Cost

(4 bed days/nights x 365 = 1,460)

Ordering Period Three (3): 11/1/2028 – 10/31/2029

Annual Cost

(4 bed days/nights x 365 = 1,460)

Ordering Period Four (4): 11/1/2029 – 10/31/2030

Annual Cost

(4 bed days/nights x 365 = 1,460)

Ordering Period Five (5): 11/1/2030 – 10/31/2031

Annual Cost

(4 bed days/nights x 365 = 1,460)

Grand Total $ _________________

B.3 PERFORMANCE WORK STATEMENT

1. GENERAL

The Cleveland Veterans Affairs Medical Center (Cleveland VAMC) anticipates award of an Indefinite Delivery Indefinite Quantity Contract (IDIQ), based on the contents of this solicitation.

1.1. SERVICE REQUIRED

Intensive Outpatient Program, Summit County, Ohio.

Intensive Outpatient Program (IOP) Sober Residence is a 4 bed (on any given day) twenty-four (24) hour/ seven (7) days a week community-based temporary residential housing program designed for Veterans who are struggling with problems associated with addictions, substance use and abuse, or the co-occurring disorders associated with substance use and mental health challenges. IOP Sober Residence program offers supportive housing and services for hard-to engage Veterans who are challenged with a substance use disorder along with a co-occurring mental health diagnosis. Contractor shall provide housing for Veteran bed days of service 1,460 (4 beds x 365 days). IOP Sober Residence provides private accommodations, and allows 24-hour, six (6) to twelve (12) week residence (occurrence) for Veterans.

1.2. BACKGROUND

The Intensive Outpatient Residential Substance Use Disorder program is an evidence-based practice to help Veterans with substance use disorders and co-occurring mental health issues. In this program, Veterans can maintain safe and stable sober housing which allows them to engage in treatment for substance use disorders.

The Opioid Epidemic, a nationwide problem, has heavily impacted the State of Ohio. Ohio has 5 of the top 30 cities with the highest mortality rates from opioid overdoses in the country, including Cleveland VAMC and Summit County. In addition, Ohio is among the top five states with the highest rates of opioid-related overdose deaths. In 2016, there were 3,613 opioid-related overdose deaths --–in Ohio—a rate of 32.9 deaths per 100,000. In the same period, the number of heroin-related deaths increased from 355 to 1,478 deaths, and deaths related to synthetic opioids such as fentanyl rose from 175 to 2,296 deaths.

The VARC residential treatment program continues to demonstrate a successful and effective method for SUD treatment in Northeast Ohio for Veterans. Despite many efforts, the VARC residential waitlist fluctuates between 30-40 Veterans per day on average. There are ongoing reviews to attempt to move Veterans more quickly into residential treatment and to optimize the utilization of all existing/available treatment beds. These additional IOP Sober Residence beds in the community would provide another option for immediate treatment for Veterans on this waitlist. These IOP Sober Residence beds aim to keep Veterans close to their geographic origin and to initiate treatment in the large CBOC offering IOP that was closest to them, thus making immediate treatment more accessible to Veterans in the community.

1.3. PLACE OF PERFORMANCE:

Summit County, OH

1.4. AUTHORITY

RFO FAR Part 12, Acquisition of Commercial Items Products and Commercial Services.

1.5. PURPOSE

The goal of the Cleveland VAMC is to place Veterans in community-based, residential environments, providing sufficient services to meet the needs of Veterans while they are undergoing Intensive Outpatient Program (IOP) substance use disorder treatment through the Cleveland VAMC.

2. QUALIFICATIONS

Contractor must provide residential services to Veterans engaged in the Cleveland VAMC Intensive Outpatient Program (IOP) for substance use disorder (SUD). The residential services will continue throughout their authorized stay, generally not to exceed six (6) to twelve (12) weeks. The residential services and their evaluation factors that must be addressed by Contractor for delivery are listed below. These services should include case management and referrals for community social services as needed. These services must be provided by a licensed social worker. Evidence of licensure must be provided.

· Ability to collaborate with Cleveland VAMC program staff on an ongoing basis.

· Ability to aid with health education and personal hygiene, as appropriate.

· Ability to provide a locked drawer or cabinet for medications

· Ability to provide supportive social services, in collaboration with the IOP Program

· Ability to provide support for an alcohol and drug free lifestyle

· The ability to assess and respond to a Veteran in crisis and make appropriate referrals for assistance

· The ability and willingness to provide services to Veterans with previous history of criminal offenses

· The capability to provide services for male and female Veterans who have a history of chronic substance use disorders and possible co-occurring mental health problems.

· Demonstration of staff qualifications and knowledge to serve Veterans with substance use disorders and possible co-occurring mental health problems.

· Ability to provide adequate separation of genders to ensure privacy (separate bathrooms and sleeping quarters)

3. HOURS OF OPERATION

The Intensive Outpatient Program Sober Residence for Veterans is open twenty-four (24) hours per day/ seven (7) days per week providing staffing with qualifications as stated in section 5. Personnel.

4. CONTRACTOR REQUIREMENTS

4.1. SERVIES REQUIRED

1.

2.

3.

4.

4.1.

4.1.1. Contractor shall be responsible for sufficient residential capacity to place a four (4) Veterans in a safe, community-based, residential environment in the Summit County, Ohio area.

4.1.2. Contractor is required to provide security, safety, and onsite staff 24 hours a day, 7 days per week. Contractor is required to provide safe and secure accommodation for all Veterans. Contractor’s facility must be ready for admission of veterans as soon as the contract facility has passed inspection by the team of inspectors from the Cleveland VAMC. In addition, the contract facility environment shall be free from alcohol and drugs of abuse (any non- prescription drugs), as well as gambling.

4.1.3. The contractor shall furnish each Veteran authorized care under this contract with the following basic living arrangements:

· Provide adequate separation of genders to ensure privacy. Special emphasis on privacy and security must be noted in mixed gender facilities.

· Separate and secure sleeping arrangements (unit or wing) for each gender.

· Separate and secure bathroom arrangements for each gender.

· Common areas (lounges, laundry rooms, group rooms) with appropriate security arrangements. Additionally, mixed gender facilities that share entrance and common areas (living room, kitchen, dayroom, etc.)

· Handicapped accessible rooms are available in accordance with the ADA Standards for Acceptable Design. If the contract facility is more than one story, there shall be handicapped accessible rooms on the first floor, along with at least one handicapped accessible bathroom. (www.ADA.Gov ).

· The contract facility preferably should be in close proximity to VA CBOC services.

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

· Veterans will have access to three (3) nutritional meals, 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.

· Contract facility staff shall have the capability to adjust meals to comply with patients’ dietary needs, including but not limited to low sodium, low fat, sugar-free in accordance with patients who have been diagnosed with hypertension, diabetes, obesity or any other disease or condition requiring a special diet.

· Contract facility staff shall have Laundry facilities for residents to do their own laundry or to have laundry done. Laundry Detergent shall be supplied for all Veterans and Sensitive Skin Laundry Detergent shall be supplied for Veterans who have sensitive skin challenges.

4.1.4. Contractor shall have the ability to place a Veteran within 24 hours of a referral from the Cleveland VAMC program staff.

4.1.5. Contractor shall also provide the following services:

· Structured social activities, including physical activities as appropriate.

· Instruction in and assistance with health and personal hygiene.

· Locked drawers for storage of medication.

· Supportive social services, in collaboration with Cleveland VAMC staff. In case of an emergency the Contracting Officer Representative (COR) shall be notified immediately within two hours of the incident.

· Case Management, including counseling on self-care skills, adaptive coping skills, enrollment in State and federal benefits, and documents assistance needed for applications and other services (referral or linkage) deemed necessary to engage the Veteran in recovery in collaboration with VA programs or community resources.

· Support for an alcohol/drug abuse free lifestyle by maintaining a drug and alcohol-free environment.

· Providing transportation for care at Cleveland VAMC Community Outpatient-Based Clinic (CBOC), to and from VA and community appointments, and to community self-help groups (e.g. AA).

· Assistance to apply knowledge of the illness/ recovery process.

· Orientation to the residential contract facility, including the rules and regulations of the contract facility.

· Discharge of Veterans from Intensive Outpatient Program (IOP) Sober Residence is upon recommendation of the clinical Intensive Outpatient Program (IOP) Cleveland VAMC staff.

4.1.6. The Cleveland VAMC will provide oversight of the Contractor’s contract facility and the resident Veterans by a Licensed Independent Social Worker (LISW). This is not an employee employer relationship.

4.1.7. The Contractor shall provide services to beneficiaries for whom such care is specifically authorized by Cleveland VAMC. The contractor shall provide to the Cleveland VAMC, in accordance with all terms and conditions, provisions and requirements listed herein for the sum quoted. This rate is inclusive of all services as may be necessary in the treatment of the patient. Unless specifically excluded in this contract, the per diem rate established shall include the services listed in this document and will also include all services normally provided other patients by the contract facility without extra charge.

4.1.8. The contractor shall provide services to beneficiaries from whom such care is specifically authorized by Cleveland VAMC. The type of veterans’ patients needing temporary residential housing will normally require care and services over and above the level of room and board. Veterans may have ongoing multiple substance abuse or dependency problems and/or mental illnesses. The temporary residential housing will not be used for detoxification or other hospital level treatment. The Cleveland VAMC will serve as treatment center for medical and mental health problems.

4.1.9. The Contractor shall be responsible for complying with all reporting requirements established by the Contract and assuring the accuracy, completeness, and timely submission of each.

4.1.10. The contractor shall make available to Cleveland VAMC documentary information and any other information deemed necessary by the Cleveland VAMC or to conduct utilization review audits for the mandated national evaluation study as required by the Section 2 of Public Law 100-6; to verify quality of patient care for veterans, to assure confidentiality of patient record information, and to determine the completeness and accuracy of financial records.

4.1.11. The contractor shall notify the COR of any hospitalization, high risk situation including veterans with suicidal and/or homicidal threats or ideation, episodes of physical or sexual violence, sexual activities, safety concerns, drug activities so that appropriate coordination of care can be facilitated. This will occur within 24 hours or the next business day

5. PERSONNEL

5.1. The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the contract facility. In residential facilities there must be, at a minimum, two (2) staff members on duty on the premises or residing at the house during daytime hours, minimum of 1 staff person on the premises overnight and available for emergencies 24 hours a day, 7 days a week. In those instances, where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional health care personnel must be identified to provide the necessary therapeutic activities and to ensure a meaningful integration of these efforts with those provided in the residential setting.

5.2. Contractor will provide at minimum one (1) staff member who is a Licensed Social Worker and possesses the knowledge and skills to provide Supportive Social Services, in collaboration with Cleveland VAMC staff, and to provide Case Management. Case Management includes counseling on self-care skills, adaptive coping skills, enrollment in State and federal benefits, and documents assistance needed for applications and other services (referral or linkage) deemed necessary to engage the Veteran in recovery in collaboration with VA programs or community resources.

5.3. Non-Personal Healthcare Services: The parties agree that the Contractor and all Contractor’s staff shall not be considered VA employees for any purpose.

6. REFERRALS

6.1. The Cleveland VAMC case manager/treatment teams shall identify and refer all appropriate patients to the contractor. All patients will be engaged in IOP Substance Abuse treatment and may have mental illness diagnoses which could include Seriously Mentally Ill (SMI) Veterans.

6.2. The contractor must accept referral of and to provide all services specified in this contract for any person determined eligible by Cleveland VAMC, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered.

7. ABSENCES AND CANCELLATION

7.1. The contractor shall notify Cleveland VAMC by telephone of absences of a veteran from the contract facility for more than twenty-four (24) hours if the veteran does not physically sleep at the contract facility. Absences of the patient from the contract facility in excess of forty-eight (48) hours will not be reimbursable except those with the prior approval of the Cleveland VAMC coordinator. Should a patient referred to a residential treatment facility, absent himself/herself in an unauthorized manner, payment for services for that Veteran to the contract facility would be continued for a maximum period of two days provided there is an active outreach attempt on the part of the contract facility staff to return the Veteran to the residential treatment program and a strong likelihood that the patient will return. Management of program dropout will be an element of quality assurance review of this program.

7.2. It is understood that Veterans may be provided contract facility care at the contracted amount for a period not to exceed that of the stated length of treatment plan contracted (generally 60 to 90 days/ six(6) to twelve (12) weeks). The Cleveland VAMC will place a new order or modify an existing order so that a veteran may stay for longer than the original order.

7.3. Cleveland VAMC reserves the right to remove any or all patients from the contract facility at any time without additional cost, when it is determined to be in the best interest of the Cleveland VAMC or the patient.

8. SAFETY AND SECURITY

8.1. The contract facility must meet applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the residents’ rehabilitative potential.

8.2. Contractor must have the ability to send and receive encrypted email from the Cleveland VAMC to protect the personal identifiable information PII of the Veterans.

8.3. Contractor shall complete and submit the required Business Associate Agreement (BAA) form. See Attachment D.6 BAA Template.

8.4. Adequate security measures must be provided in order to provide optimum safety for residents.

8.5. This does not require any contractor-owned devices connection to a Cleveland VAMC internal (non-public) trusted network. IT security requirements for certification and accreditation (authorization) (C&A) do not apply and a Security Accreditation Package is not required.

8.6. Contractor and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of Cleveland VAMC is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor shall be required to enter into a Business Associate Agreement. www.hhs.gov/ocr/privacy/index.html.

8.7. Contractor shall ensure that employees involved in patient care shall have a current background investigation.

8.8. The following acts shall not be permissible by contractor staff personnel who provide services under this contract while on contract facility premises:

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

· Gambling in any form.

· Carrying firearms or any concealed weapons.

· Physical violence towards Veterans or any other person while on duty.

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

· Use of loud, indecent or profane language and/or making threatening or obscene gestures toward Veterans or other employees.

· Engaging in abusive verbal confrontation towards a Veteran or any other person.

· Soliciting or accepting money from Veterans, companions or others at any time.

· Utilizing resident Veterans for labor on or around the property/contract facility; however, may assign light duty if Veteran is physically capable; e.g. washing dishes and keeping personal items and room tidy and clean.

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

9. COMPLAINTS HANDLING

Contractor shall communicate with the COR and provide information including answering questions in a timely manner when requested. Contractor shall refer complaints received directly from the Veterans to the COR within twenty-four (24) hours. All complaints received by the COR and forwarded to the Contractor shall be investigated within forty- eight (48) hours. After investigation and disposition, Contractor shall respond in writing to the COR within five (5) working days.

10. TRANSPORTATION

The contractor shall provide the patients with transportation to scheduled meetings and appointments and/or to community self-help meetings or will provide information and instruction so that Veterans can utilize public transportation if they desire. Contractor drivers shall possess current license and vehicle insurance if providing transportation. Should the patient desire to use public transportation, the contract facility shall provide bus tickets to the patient. Contractor shall provide transportation for care at the local Cleveland VAMC and provide transportation to and from appointments as well as picking them up.

· The contracted contract facility shall be located on a bus line, within reasonable walking distance (one block) of a bus stop.

· The contract facility shall be in a central location, near public transportation, and near areas that provide employment and treatment services.

11. FACILITY

The following shall be met:

· The contract facility must have a current occupancy permit or license required by the authority having jurisdiction.

· Shall be equipped with operational air conditioning /heating systems.

· Shall be kept clean and free of dirt, grime, mold, or other hazardous substances. In addition, the property shall be free of any damage to the property.

· Shall be equipped with first aid kit; fire extinguisher(s) fully charged and not expired, fire/carbon alarms, and an evacuation plan in case of emergency.

· Contract facility shall have windows and doors that can be opened and closed in accordance with manufacturer standards and in compliance with NFPA Life Safety Code.

· Cleveland VAMC will not incur any cost associated with the contractor providing inadequate or faulty equipment.

· The contract facility shall provide a safe to hold any money for safe keeping for the veteran at their request.

· The contract facility shall be compliant with all applicable fire laws and there are no unresolved recommendations from fire officials.

· The contract facility shall not be within 1,000 feet of a school, daycare centers or playgrounds or other places where children gather to be in compliance with the below stated law:

Ohio Law States 2950.03.1 Residing within 1,000 feet of school premises is prohibited; injunctive relief. Part (A) No person who has been convicted of, is convicted of, has pleaded guilty to, or pleads guilty to either a sexually oriented offense or a child-victim oriented offense shall establish a residence or occupy residential premises within one thousand feet of any school premises.

The Ohio Revised Code 2925.01 defines a “School” as:

“School” means any school operated by a board of education or any school for which the state board of education prescribes minimum standards under section 23301.07 of the Revised Code, whether or not any instruction, extracurricular activities, or training provided by the school is being conducted at the time a criminal offense is committed

12. FACILITY INSPECTON AND ACCEPTANCE

12.1. The Cleveland VAMC will conduct announced and unannounced inspections of the residential treatment center throughout the contract period.

12.2. Prior to the award of a contract, a multidisciplinary Veterans Affairs team consisting of a social worker, dietitian, registered nurse, an engineering service safety specialist, and a Cleveland VAMC police officer shall conduct an inspection of the proposed contract facility/property to be utilized by the Contractor.

12.3. For the initial inspection purposes, the proposed contract facility will need to be unoccupied by any tenants. Cleveland VAMC reserves the right to not award a contract for the proposed contract facility and to re-post a solicitation to acquire additional proposals from other interested contractors.

12.4. The contractor will be advised of the inspection team findings. If deficiencies are noted during any inspection, the contract facility will be given a reasonable time (but not to exceed 30 days) to take corrective action and notify the Contracting Officer that the corrections have been made. A contract will not be awarded until all noted deficiencies have been eliminated and /or corrected.

12.5. The Cleveland VAMC shall monitor the contractor's program and inspect the contractor's contract facility in accordance with the Quality Assurance Surveillance Plan (QASP) to ensure compliance with this agreement. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing to the Cleveland VAMC Contracting Officer (CO). If corrections are not made to the satisfaction of the Cleveland VAMC, the Contracting Officer (CO) will consult with the appropriate officials so that suitable arrangements can be made to discharge or transfer patients and to terminate the contract.

12.6. Subsequent inspections of the residential treatment center shall be made annually by a multidisciplinary team including such Cleveland VAMC personnel as the Director considers necessary to ensure the contract facility provides quality care in a safe environment. As the Cleveland VAMC program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records. Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the Veteran's length of stay.

12.7. The initial inspection of the Contractor facilities includes, but is not necessarily limited to, the following:

12.7.1. Program operates in accordance with program regulations

12.7.2. Is in compliance with the NFPA Life Safety Code.

12.7.3. Meets all applicable state and local licensing and other requirements for the operation of the project in the jurisdiction where the project is located.

12.7.4. Demonstrates adequate staffing and appropriate scope of services to carry out the project as outlined in the original Performance Work Statement (or subsequent change of scope).

12.7.5. The physical structure of the contract facility, program policies and procedures are appropriate to ensure the safety, security, and privacy of all individuals in the contract facility.

12.7.6. The Contractor has a written disaster plan that has been coordinated with the emergency management entity responsible for the locality in which the project resides. The disaster plan encompasses natural and human-caused disasters.

12.7.7. Law Enforcement and Physical Security in relation to sufficient exterior and interior lighting; exterior and interior locks in good working order and appropriate for the different areas of the contract facility.

12.7.8. Residents have an appropriate place to store and secure valuables.

12.7.9. Contractor has procedures in place regarding contract facility or unit access which are adequately controlled to ensure the safety of all residents. This includes written policies and procedures regarding safety, security, and privacy which are regularly communicated to residents and staff and routinely enforced; prominently posted emergency contacts for medical, law enforcement, fire department, and agency; enforceable adequate policies and procedures to ensure illicit drugs, weapons, and other similar items are not permitted on the premises.

12.7.10. Separate male and female bathrooms (congregate living).

12.7.11. Screening procedures for sex offenders.

12.8. Follow-up inspections include but are not necessarily limited to:

· General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming.

· Assessment of whether the contract facility meets applicable fire, safety and sanitation standards.

· Determining whether the contract facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

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

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

· Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern, caring and safety.

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

· Spot check of Veterans’ records to ensure accuracy with respect to Veterans’ length of stay and services provided to the Veterans.

13. POLICY

13.1. The contractor must demonstrate that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The contract facility shall not require such segregated use by written or oral policies nor tolerate such use by local customs. The term "facilities" shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

13.2. The Cleveland VAMC shall have full and immediate access to all records concerning Veteran’s care in the contract facility. An authorized representatives of the Cleveland VAMC will provide follow-up visits and monitoring for Veterans placed to ensure the continuity of care and to assist in the Veteran's transition back into the community. These visits do not substitute nor relieve the contract facility in any way of the responsibility for the daily care and treatment of the veteran.

13.3. Upon discharge or death of the patient, records on all Cleveland VAMC beneficiaries will be retained by the contract facility for a period of at least three years (or such other length of time as defined from time to time by Cleveland VAMC) following termination of care www.archives.gov/records-mgmt.

13.4. The contractor shall comply with the Cleveland VAMC Patient's Bill of Rights as set forth in the Code of Federal regulations, Section 17.34a, Title 38 (copy is available upon request).

14. CUSTOMER SERVICE

14.1. There shall be appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the contract facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.

14.2. There is evidence of contract facility-community interaction. This may be demonstrated by the nature of scheduled activities or by information about resident flow out of the contract facility, e.g., community activities, volunteers, local consumer services, etc.

14.3. Staff behavior and interaction with residents convey an attitude of genuine concern and caring.

14.4. Contractor shall provide appetizing, nutritionally adequate meals in a setting that encourages social interaction. Additionally, will ensure nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The local Cleveland VAMC dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the patients' satisfaction with meals and the actual consumption of food offered.

14.5. The Cleveland VAMC Safety Specialist (Engineering Service) or Liaison/COR will inspect the contract facility for conformity to the current Life Safety Code and submit their findings to the multidisciplinary team. The inspection will focus on an assessment of the quality of life within the proposed contract facility, giving particular attention to the following factors:

14.6. General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.

15. QUALITY REVIEW (THIS IS WHAT WILL BE SPOT CHECKED, THIS IS NOT THE QASP)

15.1. Contractor is expected to provide the Cleveland VAMC staff with regular reports on changes in Veterans’ status, including all changes and observations concerning the Veterans’ psychological needs. Contractor shall make available to the Cleveland VAMC documentary information deemed necessary by the Cleveland VAMC 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.

15.2. The COR or multidisciplinary treatment team will designate a VA clinician to perform a quality review of the care of veterans referred to the contractor. The findings of the survey will be tabulated and reported to the Cleveland VAMC Quality Management Department and the Contracting Officer. The review will be performed quarterly and will include reviewing a sampling of patient charts to determine the quality of care rendered to the Veterans. The following factors will be included in the checklist:

· Structured group activities, including physical activities as appropriate.

· Instruction in and assistance with health and personal hygiene.

· Locked drawers for storage of medication.

· Supportive social services, in collaboration with the program care managers, or other contract resources.

· Assistance in learning and developing responsible living patterns to achieve a more adaptive level of psychosocial functioning, social skills and improved personal relationships.

· Maintaining a drug and alcohol-free environment.

· Pre-treatment orientation for Veterans and family that are referred from Cleveland VAMC.

· Contractor will provide weekly updates regarding Veteran compliance with residential rules and regulations.

15.3. The COR or multidisciplinary treatment team will designate a VA clinician to perform a quality review of the care of Veterans referred to the contractor. The review will be performed quarterly and will include observing the contract facility and interviewing a sample of Veterans who have been referred to the Contractor. The following factors will be included in the checklist.

· Clean organized central areas.

· Appetizing and nutritious meals

· No use of intoxicating liquors, narcotics or controlled substances of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability) while on duty or reporting for duty while under the influence of liquors, narcotics or controlled substance of any kind (excluding doctors’ prescriptions which do not impair driver’s driving ability).

· No gambling in any form.

· No carrying of pistols, firearms or concealed weapons.

· No smoking and other uses of tobacco while on duty.

· No resorting to physical violence to settle a dispute with a fellow employee, customer(s) or the general public while on duty. No use of loud, indecent or profane language and/or making threatening or obscene gestures toward customers or other employees. No spitting in prohibited places or any other unsanitary, offensive or insensitive practices or behavior.

· No stopping for personal business, including use of restroom facilities, while vehicle is occupied by a Veteran passenger. The driver shall not leave the vehicle with the key in the ignition at any time.

· No engaging customer in a verbal confrontation in an attempt to settle a disagreement.

· No soliciting or accepting tips from customers, companions or others at any time.

· General observation of residents indicates that they maintain an acceptable level of personal hygiene and grooming.

· Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the contract facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.

· There is evidence of contract facility-community interaction. This may be demonstrated by the nature of scheduled activities or by information about resident flow out of the contract facility, e.g. community activities, volunteers, local consumer services, etc.

Staff behavior and interaction with residents convey an attitude of genuine concern and caring.

16. GOVERNMENT RESPONSIBILITIES

16.1. Before referring/admitting any patient, the Cleveland VAMC shall have provided the contracted agency with a Cleveland VAMC approved, signed Release of Information (ROI) from the Veteran patient as well as that Veteran’s clinical assessment, physical and laboratory studies, and confirmation of chronic mental illness by a Cleveland VAMC clinical staff member.

16.2. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: Karen Williams, Contracting Officer, 614-257-5220, Karen.Williams4@va.gov.

16.2.1.1. CO RESPONSIBILITIES

· The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

· The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

· In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract.

16.2.1.2. COR RESPONSIBILITIES:

The COR for this contract is: Jordan Facter, Program Specialist, Louis Stokes VA Medical Center, 10701 East Boulevard, Cleveland, OH 44103, 216-513-2154, Jordan.Facter@va.gov.

· The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

· The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled. Quality Improvement data that will be collected for ongoing monitoring includes but is not limited to enter data that may be collected.

· The COR will maintain a record-keeping system of services by electronically filing review evaluation documentation monthly. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

· The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

· All contract administration functions will be retained by the VA

16.3. Registration with Contractor Performance Assessment Reporting System:

16.3.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all…