36C25518R0327-010.docx

36C25518R0327

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

/2018

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.

DUNS:

DUNS+4:

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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C25518R0327 Sciortino, Kathleen kathleen.

sciortino@va.gov 315-795-8396 7/09 //2018

4:00PM CST

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Leavenworth KS 66048 x 623220 $15 Million X N/A X 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 Contracting 3450 S 4th Street Leavenworth KS 66048 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Leavenworth KS 66048

36C255 Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX 877-353-9791 512-460-5429 Contractor shall provide Health Care for Homeless Veterans Low Demand Safe Haven services for Kansas City, MO and Leavenworth, KS Veterans Medical Centers catchment areas. Instruction to Offeror see page 7 and Schedule of Services see page 7.

X X X Peggy Becker Contracting Officer Table of Contents

SECTION A

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

A.2 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR (Company Name and Address):

a. Government Contact person(s) name: Kathleen Sciortino

b. Government Contact person(s) email: kathleen.sciortino@va.gov

c. Government Contact(s) telephone: (315) 795-8396

2. CONTRACT REMITTANCE ADDRESS: All payments by the Government to the Contractor will be made in accordance with FAR 52.232-34, Payment by Electronic Funds Transfer –

3. INVOICES: Invoices shall be submitted in arrears. Submission will be monthly for the previous 30-day period and no later than 15 calendar days of close of the month being invoiced. Invoices will be based on the applicable fixed rates for services provided to referred Veterans in accordance with the contract. The Contracting Officer’s Representative (COR) will review all invoices submitted. The COR is responsible for certifying invoices for payment only for services received and deemed acceptable. Payment will not be authorized unless a proper invoice is submitted, reviewed and accepted.

4. GOVERNMENT INVOICE ADDRESS: All invoices from the Contractor shall be sent electronically to the following address:

Department of Veteran Affairs

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

REMAINING PAGE LEFT BLANK, NEXT SECTION IS SECTION B

CONTINUATION OF SF 1449 BLOCKS

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SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 SUBCONTRACTING COMMITMENTS--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

(End of Clause)

B.2 SUBCONTRACTING PLAN--MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing the contractor's compliance with the plan, including reviewing the contractor's accomplishments in achieving the subcontracting goals in the plan. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting plan.

36C25518R0327

B.3 SCHEDULE OF SERVICES AND PRICE

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SCHEDULE OF SERVICES AND PRICE

a. Purpose The purpose of this procurement action is to establish Indefinite Delivery/Indefinite Quantity (IDIQ) contract(s) for the Department of Veteran Affairs, Kansas City HealthCare System, and Eastern Kansas – Leavenworth Healthcare System. The contractor shall provide Healthcare for Homeless Veterans (HCHV) Low Demand Safe Haven (LDSH) services, transportation and meals for Veterans per day.

Bed Day of Care” are terms used to define what the VA will pay for the eligible Veteran’s stay in a HCHV contract shelter bed and supportive services for each day the Veteran resides at the facility and receives services. Unless specifically excluded in this contract, the “Bed Day of Care” rate established will include all services listed in this document and will also include the services or supplies normally provided to other clients by the facility without extra charge. It is the Contractor’s responsibility to have appropriate systems of verification of services in place to justify invoices and payments.

The VA can only pay for eligible Veterans (i.e., Veterans whom VA refers to the Contractor, or for whom VA authorizes the provision of services) as determined by the local VA HCHV Coordinator. No funding or financial support will be provided for spouses/partners, minors, or other dependent family members the Veteran identifies as part of his/her family. The Contractor will be responsible for any family members that are allowed to reside in the facility with the Veteran and receive supportive services.

The Contractor may not bill the VA and the VA will not pay for bed days of care that are used by more than one person at a time, such as in shifts. For example, it is not permissible to bill the VA for a bed that was used by an eligible Veteran at night but then given to someone else to sleep in during the day while the eligible Veteran was attending appointments outside of the facility. The Contractor may only bill the VA for bed days of care for authorized Veterans who are actively residing at the facility. In the case of Veteran absences, the following rules will apply:

· Safe Haven Veterans will be allowed up to two (2) days of absence from the facility per month. Safe Haven providers shall be expected to hold the bed and shall be reimbursed for the two (2) days of absence.

· Longer additional absences of up to five (5) days per month can be allowed if the absences are consistent with the Veteran’s Individual Care Plan and have prior written approval of VA Safe Haven Program Coordinator and/or the COR.

· Although absences from the Safe Haven facility are generally discouraged, it is recognized that providing a low demand environment with a goal of achieving housing stability sometimes requires additional flexibility.

The period of performance for this contract will be for a Base Year plus up to four (4) one (1) year option periods. It is understood that no obligation will be incurred by the VA except for services rendered under this contract pursuant to referrals issued by the VA Homeless Program Staff for residential treatment for Veterans. This solicitation will be for multiple awards; i.e., one vendor will be selected to receive a contract for each of the VAMC’s listed above. It is possible for multiple vendors to be awarded for the same location based on the vendor’s number of beds available for both male and female Veteran.

Vendors who submit quotes for both locations, will be required to submit two separate pricing schedules for each location. More information on quotes submission is listed under Section E of this solicitation.

Vendors are required to fill in the number of bed days of care that one can provide on a daily basis if it can not meet the requested amounts for both facilities.

b. Services The Contractor(s) shall provide all labor, supervision, housing, material and supplies necessary for furnishing Department of Veterans Affairs HCHV LDSH community-based residential treatment services including therapeutic residential housing and support services to beneficiaries in accordance with all terms, conditions, provisions and requirements listed herein. Services will be provided on-site at the contractor’s facility within fifteen (15 )miles of the respective VAMCs. The prices provided in the Price Schedule below shall be inclusive of all “basic services” as may be necessary in the treatment of the beneficiary. “Basic services” shall be as defined in the Performance Work Statement.

c. Contract Minimum and Maximum for Kansas City VAMC In accordance with FAR Clause 52.216-22, the guaranteed minimum for the contract will be one (1) Veteran for 365 bed days of care (BDOC) for homeless Veterans in need of immediate placement in a safe environment with onsite supportive services. BDOC rate per day for the guaranteed minimum will be the awarded contract amount for the base year.

The estimated maximum value of services to be provided under this requirement will be twenty-five (25) Veterans per year (9,125 BDOC). The VA shall only pay for eligible Veterans (i.e., Veterans whom VA refers to the Contractor, or for whom VA authorizes the provision of services) as determined by the local HCHV Coordinator/Contracting Officer Representative. Fair opportunity will be given to each awarded contract holder.

d. Contract Minimum and Maximum for Eastern Kansas – Leavenworth VAMC In accordance with FAR Clause 52.216-22, the guaranteed minimum for the contract will be one (1) Veteran for 365 bed days of care (BDOC) for homeless Veterans in need of immediate placement in a safe environment with onsite supportive services. BDOC rate per day for the guaranteed minimum will be the awarded contract amount for the base year.

The estimated maximum value of services to be provided under this requirement will be eleven (11) Veterans per year (4,015 BDOC). The VA shall only pay for eligible Veterans (i.e., Veterans whom VA refers to the Contractor, or for whom VA authorizes the provision of services) as determined by the local HCHV Coordinator/Contracting Officer Representative. Fair opportunity will be given to each awarded contract holder.

1. PRICE FOR KANSAS CITY VAMC

a. Base Period Approximately September 2018 through September 2019

0001 Bed Days of Care (BDOC)* $_____________ 9125

b. Option Year 1 Approximately September 2019 through September 2020

1001 Bed Days of Care (BDOC) $_____________ 9125

c. Option Year 2 Approximately September 2020 through September 2021

2001 Bed Days of Care (BDOC) $_____________ 9125

d. Option Year 3 Approximately September 2021 through September 2022

3001 Bed Days of Care (BDOC) $_____________ 9125

e. Option Year 4 Approximately September 2022 through September 2023

4001 Bed Days of Care (BDOC) $_____________ 9125

Contract Estimated Total – Base and all option year

2. PRICE FOR LEAVENWORTH VAMC

a. Base Period Approximately September 2018 through September 2019

0001 Bed Days of Care (BDOC)* $_____________ 4015

b. Option Year 1 Approximately September 2019 through September 2020

1001 Bed Days of Care (BDOC) $_____________ 4015

c. Option Year 2 Approximately September 2020 through September 2021

2001 Bed Days of Care (BDOC) $_____________ 4015

d. Option Year 3 Approximately September 2021 through September 2022

3001 Bed Days of Care (BDOC) $_____________ 4015

e. Option Year 4 Approximately September 2022 through September 2023

4001 Bed Days of Care (BDOC) $_____________ 4015

Estimated Contract Total – Base and all option year

* Contract Line Item Number (CLIN)

* Bed Days of Care (BDOC) Estimated Quantities - The Government is not obligated to purchase any specified amount of services under this contract, but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract, beyond that reflected in the guaranteed minimum quantity reflected above.

* As part of price evaluation, the Government will evaluate its option to extend services (see FAR Clause 52.217-8). The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

For each Base Period and Option Period thereafter, the Government will use separate task orders for funding purposes only. Contracting Officer will provide the most current Task order for each period of performance for the estimated amounts according to the terms and conditions of the awarded contract under the Services Schedule. Each Task Order will describe the period that the task order covers. If additional funding is needed, offeror must contact the Contracting Officer Representative immediately.

B.4 PERFORMANCE WORK STATEMENT

1. GENERAL: The Department of Veteran Affairs, VA Kansas City Medical Center hereafter referred to as VA KC located at 3801 Linwood Blvd. Kansas City, MO 64128 and Eastern Kansas, Leavenworth Medical Center located at 4101 S 4TH ST., Leavenworth KS 66048 requires Contractors to provide homeless veteran services through a “Safe Haven” model of residential care at a facilities located within the metropolitan areas of Kansas City MO and Leavenworth KS. This will be multiple awards, non-personal performance based services, Firmed Fixed Price Indefinite Delivery/Indefinite Quantity (IDIQ) contracts. These services, shall not exceed twenty-five (25) Veterans for Kansas City and eleven (11) for Leavenworth at any one time. It is understood that no obligation will be incurred by the VA except for services rendered under this contract pursuant to referrals issued by the VA for residential treatment for Veterans. Contractors shall provide services to chronically homeless Veterans as defined within this Performance Work Statement (PWS). The VA National Center on Homelessness among Veterans (“the Center”) will provide ongoing training for program development for both contract providers and VA staff. Contractors will be evaluated by the Veteran’s Healthcare for Homeless Program Manager based on the Center’s established evaluation protocol and program fidelity measures during the course of each performance rating period.

1.1. The goal of the Low Demand Safe Haven (LDSH) Healthcare for Homeless Veterans (HCHV) program is to provide housing and case management services to Veterans and facilitate their access to a broad range of medical, mental health, and rehabilitative services utilizing Safe Haven “low demand” model guidelines. The target population for this HCHV LDSH is chronically homeless, chronically mentally ill Veterans, Veterans with chronic substance abuse disorders and complex needs. Eligibility will be determined by the VA, based on veteran status; meeting the McKinney-Vento Homeless Assistance Act definition of homelessness (see http://www.hudhre.info/hearth/ for additional information); and an assessment by the VA HCHV program resulting in a determination of serious medical, mental health, substance abuse or other serious psychosocial conditions or stressors making the Veteran highly vulnerable with a high likelihood of death due to homelessness.

1.2. Period of Performance: The period of Performance shall be for one (1) Base Year plus up to four (4) one (1) year option periods. Base period will commence on the effective date indicated in block 3 of the SF1449 upon award of the contract.

The expected period of Performances for both locations are:

· Base Option: September 28, 2018 through September 27, 2019

· Option Year 1: September 28, 2019 through September 27, 2020

· Option Year 2: September 28, 2020 through September 27, 2021

· Option Year 3: September 28, 2021 through September 27, 2022

· Option Year 4: September 28, 2022 through September 27, 2023

1.3. Places of Performance: Services shall be provided within a fifteen (15) mile radius of the two following respective locations:

1.3.1. Kansas City VAMC, 3801 Linwood Blvd. Kansas City, MO 64128

1.3.2. Leavenworth VAMC, 4101 S 4TH ST., Leavenworth KS 66048

1.4. Contracts will be awarded to Contractors having an acceptable facility within the Kansas City and/or Leavenworth metropolitan areas. If no facilities are available within these locations, consideration will be given to Contractors whose facility meets all the stated requirements and is closest to each medical center outlined in 1.3.1 and 1.3.2.

1.4.1. If for any unforeseen circumstances, services are to be moved to alternate locations - the Contractor shall contact the Contracting Officer Representative (COR) immediately. Based on the length of time for services being provided at the alternate location, it will be up to the discretion of the Contracting Officer (CO) to determine if a contract modification will be required, which could include a decision to terminate the contract.

1.5. Holidays: Contractors are required to provide services 365 days per year, including all holidays.

1.6. Hours of Operation: The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility seven (7) days a week and twenty-four (24) hours daily. See Key Personnel for staffing requirements and shift requirements.

1.7. BACKGROUND AND OVERVIEW:

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

1.7.2. Recent national trends in service provision for the homeless outside of the VA system include the utilization of Safe Havens as an alternative to shelter care or as a placement after unsuccessful discharge from an inpatient or residential treatment program due to relapse-related issues. A Safe Haven is a form of supportive housing that serves hard-to-reach homeless persons with severe mental illnesses and/or substance use disorders. It is a “low demand” model of service delivery that allows clients to engage in treatment and services at their own pace.

1.7.3. The VA’s Plan to End Veteran Homelessness calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. Contracts will enable VA to engage a community provider to offer homeless Veterans services through a “Safe Haven” model of residential care. This model will offer services, not to exceed 25 Veterans at any one time, to chronically homeless Veterans under the HCHV Contract Residential Care program enhanced by the services as defined within this PWS. Rapid stabilization of the Veterans’ medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 60 to 90 days, with no more than 180 days, without a planned reason for the extension, is an expected outcome of this Contract.

1.7.4. The community based Contractors should have a minimum of 18 months experience as a Safe Haven provider or 18 months experience with other low demand models or experience with direct service to the homeless, or a combination of the above documented in the proposal.

1.7.5. VA Liaisons to the Contractor will be identified by the homeless program leadership at VA. This individual will act as the clinical liaison for all client related issues between the Contractors and VA by providing clinical oversight. The VA Liaison will not provide direct clinical supervision. The VA Liaison duties will be direct case management with all Veterans in the program. The VA Liaison will also consult with and provide input to the Contractors as needed.

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

2. IMPLEMENTATION TIMELINE:

2.1. INSPECTION - Vendors facilities in the metropolitan areas of Kansas City, MO and Leavenworth, KS to include associated onsite services are expected to pass a pre-award inspection, meet NFPA 101 requirements and be fully operational by September 01, 2018. If Contractor’s have an existing inspection for Safe Haven and or HCHV CERS* within twelve months from the date of proposal submission, a copy of the inspection will be provided when submitting of the Contractors Proposal. A pre-inspection will not be required once verified by the Contracting Officer.

2.1.1. Annual inspections will be conducted by the VA’S multidisciplinary teams from each Medical Center thereafter. This teams will be made up of HCHV clinical staff, VA fire and safety officials, nursing, dietetics, and other staff as deemed necessary for facility inspection. Any items requiring corrective action will be communicated to the Contractor in writing within one (1) week of inspection.

2.1.2. Contractors will demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving Veteran referrals and invoicing for payment:

2.1.2.1. Site control demonstrated at time of contract award. This may be through ownership or lease. All permits and license will be reviewed. The Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association 101. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. Applicants also should note that all facilities, unless they are specifically exempted under the Life Safety Code, are required to have an operational sprinkler system.

2.1.2.2. The Contractor is required to ensure the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act compliant.” At least 5% – 7% of a facility’s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 20 beds for the HCHV Contract Residential Care program in the facility, two (2) to four (4) of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full access to the services and supports at the facility.

2.1.2.3. Contractors facility must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and/or Federal requirements concerning licensing and health/occupancy codes.

2.1.2.4. Copies of valid licenses must be provided to the VA at the time of pre-inspection and for all annual inspection reviews. Where applicable, the facilities must have a current occupancy permit issued by the authority having jurisdiction.

2.1.2.5. Complete the abatement of all inspection corrective action(s) and pass VA inspection. All inspection deficiencies will be corrected prior to contract award and must be done before September 01, 2018. There will be no extensions granted to complete inspection deficiencies.

2.1.2.6. Identify all staff required per the Performance Work Statement, have them in place and available to provide full range of case management and services to Veterans. Contractors shall have the completed staffing and services and be fully operational at time of award.

2.1.2.7. Work will be performed at the Contractor’s facility within the geographic limitations outlined in this PWS. Contracts will be awarded to Contractors having an acceptable facility within the Kansas City and Leavenworth metropolitan areas. If no facilitates are available within these locations, consideration be given to Contractors whose facility meets all the stated requirements and is closest to each medical center outlined in 1.3.1 and 1.3.1. Government furnished workspace will not be provided for this effort. Government furnished property will not be provided to the Contractor for the performance of this contract. All equipment required by the Contractor will provided at the Contractor’s expense. The Contractor will be required to attend meetings and planning sessions with the Healthcare for Homeless Program Manager on a weekly/biweekly basis throughout the term of the contract.

2.1.2.8. Contractors shall not commence performance under the contracts until the Contracting Officer (CO) has conducted a kick off meeting or has advised the Contractor that a kick off meeting is waived. A notice to proceed letter will be provided by the CO once all timelines and requirements have been completed.

3. GUIDELINES FOR SERVICES AND CONTRACTORS WRITTEN POLICIES:

3.1. Contractors shall provide safe environments for all Veterans consistent with the Safe Haven model of housing and services. Contractors shall offer a low-demand environment with a minimum set of rules designed to re-establish trust in the chronically homeless Veteran and engage the Veteran in needed treatment services. Contractors shall have written policies and procedures in place that address the following concerns and situations:

· Acceptance of treatment cannot be a condition of admission or continued stay;

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

· Abstinence from alcohol or drugs cannot be a condition of admission or continued stay; Infractions of rules should be used as opportunities for engagement;

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

· On-site contraband, drug or alcohol related paraphernalia (i.e., found alcohol, drugs, drug “works”, etc.) and utilize interventions based on the Safe Haven model;

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

· Room inspections, including methods and frequency to be tracked in a log and available for review by VA staff upon request;

· Grievance process to address Veteran complaints with time frames for responses from the Contractor’s program/facility management; and reported to the VA Liaison within 24 hours.

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

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

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

3.2 These policies and procedures must be communicated to Veterans both verbally and in writing in a manner that is understandable within 72 business hours of admission to the facility. This communication must be documented in the Veteran’s client record. All updates to any policies and procedures must be reviewed with Veterans within 7 days of revision. This communication must be documented in the Veteran’s client record.

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

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

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

· Sexual activity between Veterans (including kissing and holding hands);

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

· Destruction of facility property;

· Possession of weapons.

3.4 Although rules must be kept simple and demands on the Veterans low, it is required that staff at the facilities stay continuously engaged with the Veterans. Policies and procedures for staff should reflect the following: Regular room checks should occur with a strong focus on maintaining a safe environment that promotes the well-being of all Veterans; Staff is trained in providing flexible, respectful responses to infractions of rules; Homeless Veterans will not be discharged for drinking or use of drugs off property, non-compliance with prescribed medication or infractions of house rules that do not constitute a risk to their personal safety or the safety of the facility Veterans or staff; and assertive engagement by the staff with patients regarding these problems is the preferred course of action to deal with these common problems of the Safe Haven facility.

4 BASIC SERVICES. Contractors shall furnish each Veteran referred for care under this contract the following basic services:

4.1 ROOM AND BOARD: Safe Haven housing and supportive services for female Veterans under this contract are required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services. Room and Board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, privacy and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.).

4.2 Meals: to include at least three (3) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. The VA has particular concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the Contractor’s success in meeting this requirement during annual facility inspection or at any point during the contract period. The Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g. diabetic, renal and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Halal, Sikh, etc.) 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 food storage, washing dishes, cleaning equipment and work areas, and disposing of waste

4.3 LAUNDRY FACILITIES: Contractor shall provide Laundry Facilities and supplies for residents to do laundry. Adequate number of washers and dryers shall be provided to meet the needs of the Veteran’s or utilization of a professional laundry service. If laundry services are offsite, the contractor shall cover any fees and supplies as well as provide adequate transportation to and from laundry facilities to all Veterans. Washers and dryers located on or off site shall be operational and serviceable. Repairs of equipment shall be completed in a reasonable amount of time at the expense of the Contractor. Laundering processes internal or external shall ensure adequate infection disease and exterminate processes needed to kill any bacteria, insects and/or eggs that may exist., with adequate protocol for processing clothing and possessions of new admissions.

4.4 SAFE ROOM: Provides a “safe room” where veterans returning to the facility under the influence can relax until they are ready to return to their rooms. This room should provide a television and comfortable seating. A minimum of 30-minute checks will be performed by staff on duty while a Veteran is in the “safe room.” More than one intoxicated Veteran is permitted in the room at a time.

4.5 INTERNET AND COMPUTER ACCESS: Internet access shall be available to Veterans residing at the facility. Access shall consist of a service/speed rating of at least 10 Megabytes per Second (Mbps) Download, 1Mbps Upload or better. Wireless or other access shall be provided so that it is possible for three (3) or more users to access internet services simultaneously. Facility shall provide hardware (computer(s), printer, etc.) to be utilized. Veterans enrolled at the local community college or taking online courses, should be given priority of usage. The Contractor will be responsible for establishing hours of usage as well as setting any “parental controls” they deem essential.

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

4.7 ON-SITE OFFICE SPACE FOR VA LIAISON: Contractors shall provide designated onsite furnished office space to a VA Liaison from VA for each LDSH residence. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. The VA Liaison is expected to be onsite at the Contractors facility two to five days per week in keeping with VA model development program expectations.

4.8 TRANSPORTATION: Contractors will ensure that transportation is available for Veterans to attend medical/mental health appointments, search for transitional or permanent housing and address other care needs. This can be done through provision of bus passes, utilization of cab services or Safe Haven provider facility transportation. If public transpiration is not available or appropriate for a Veteran, Contractors shall be responsible for arrangement and payment of any alternative transport as part of the basic services provided.

4.9 OUTREACH: Outreach will be conducted by the Safe Haven provider and VA homeless outreach staff in conjunction with street outreach teams within VA catchment area. Outreach by the provider should be conducted collaboratively with HCHV staff and will target chronically homeless Veterans who have difficulty accepting housing and services from traditional programs. Homeless Veterans with severe mental illness and persistent substance use problems that have not responded to traditional programs and meet the definition of a chronically homeless person are a primary target. Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and getting the Veteran to accept and remain in the Safe Haven residence. Evidence-based practices, such as Motivational Interviewing Harm Reduction and critical time intervention, should be utilized.

5 ADDITIONAL CONTRACT REQUIREMENTS:

5.1 Contractors shall comply with the VA patient’s Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. Contractors are responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information and protected health information. This includes but is not limited to the following:

5.1.1 Having adequate private office space for Veterans to meet in confidence with their case manager; having secured paper and electronic filing systems to protect clients’ case records and other documentation; conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions; ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

5.2 CASE MANAGEMENT SERVICES: Contractors shall provide, at minimum, the following case management services to Veterans in the program:

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

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

5.2.3 Contractors shall conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members.