36C25619Q0397-002.docx

36C25619Q0397

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.

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 SI

GN 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. SIGN

ATURE 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

36C25619Q0397 05-22-2019 Corey Labbe 713-770-2766 06-14 -2019

4:00 PM

36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298 X 624229 $15 Million X N/A X 36C598 Department of Veterans Affairs Central Arkansas Veterans HCS 2200 Fort Roots Drive North Little Rock AR 72114 1706 36C256 Department of Veterans Affairs Nework Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulvard Houston TX 77030 4298

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971 1-877-353-9791 512-460-5429 See CONTINUATION Page Contractor to provide Residential Treatment Services to the Veterans of Central Arkansas Veterans Health Care System.

This is a multiple award solicitation in accordance with Federal Acquisition Regulaton (FAR) 12, FAR 13, FAR 13.5 and

FAR 16.504.

Reference Addendum to FAR 52.212-1 for offerer instructions located on page 60-61 and Evaluation on page 63.

The following wage determination applies:

Wage Determination No. 2015-5117 Rev 9 Dated 12/26/2018 See CONTINUATION Page X X Corey Labbe

NCO116L2-2708

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

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

a. CONTRACTOR:

Phone: ____________________________________

Email: ____________________________________

DUNS Number: ____________________________

TAX ID: __________________________________

b. GOVERNMENT:

Corey Labbe, Contracting Officer Department of Veterans Affairs Network Contracting Office 16 2002 Holcombe Boulevard Houston, TX 77030

Email: corey.labbe@va.gov

Lynn Hemphill, Contracting Officer Representative (COR) Phone: 501-244-1753 E-mail: lynn.hemphill@va.gov

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor shall be electronically reimbursed:

[X} 52.232-33, Payment by Electronic Funds Transfer- System For Award Management

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

c. Other

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

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

B.2 PRICE/COST SCHEDULE

Contractor shall provide Residential Treatment Services in accordance with section B.3 Performance Work Statement (PWS). This is an Indefinite Delivery Indefinite Quantity (IDIQ) Solicitation which can result in an award to more than one contractor. The unit prices listed in this price schedule is inclusive of all services set forth in the PWS. An initial Task Order for Services will be issued by the VA Contracting Officer at the beginning of the contract’s period of performance. The Task Order will be emailed to the Contractor which will include quantities. The VA anticipates funding one Task Order per 12-months to each Contractor depending on the current need for services and the availability of beds at the Contractors facility. If the value of a particular Task Order needs to be increased or decreased, a Modification will be done to the Task Order by a VA Contracting Officer. Task Orders will be funded so that funds are already available when the VA requires services. Do not exceed the amount funded without first receiving a Modification.

Each Contractor shall complete the price schedule below by indicating the number of beds available at the facility, the Estimated amount of Days, Unit Price, and Total Price. Please follow the sample provided below.

Residential Services

(24 Veterans x 365 Days)

ORDERING PERIOD ONE: June 24, 2019 – June 23, 2020

Residential Services

DY

TOTAL ESTIMATED COST FOR ORDERING PERIOD ONE: __________________

ORDERING PERIOD TWO: June 24, 2020 – June 23, 2021

QUANTITY

DY

TOTAL ESTIMATED COST FOR ORDERING PERIOD TWO: ____________________

ORDERING PERIOD THREE: June 24, 2021 – June 23, 2022

QUANTITY

DY

TOTAL ESTIMATED COST FOR ORDERING PERIOD THREE: ____________________

ORDERING PERIOD FOUR: June 24, 2022 – June 23, 2023

QUANTITY

DY

TOTAL ESTIMATED COST FOR ORDERING PERIOD FOUR: ____________________

ORDERING PERIOD FIVE: June 24, 2023 – June 23, 2024

QUANTITY

DY

TOTAL ESTIMATED COST FOR ORDERING PERIOD FIVE: ____________________

TOTAL ESTIMATED VALUE TO INCLUDE ALL ORDERING PERIODS: __________________

Minimum Guarantee/Minimum Quantity (all ordering periods): Residential Services: 365 Days.

Maximum Quantity (all ordering periods): Residential Services: 60,000 Days

Current ordering period pricing will apply to any extensions exercised in accordance with FAR Clause 52.217-8

B.3 PERFORMANCE WORK STATEMENT (PWS)

RESIDENTIAL SERVICES FOR HOMELESS VETERANS

1. GENERAL:

1.1. GENERAL: The Contractor shall be responsible for providing Residential Services to Homeless Veterans who are referred from the HCHV Program at the CAVHS as specified herein. All services shall be performed off-site at the Contractor’s facility. The Contractor shall provide professional and technical services to include materials, supplies, equipment and qualified supervision specified herein. The contract will be in support of The Department of Veterans Affairs, Central Arkansas Veterans Healthcare System (CAVHS) located at 2200 Fort Roots Drive, North Little Rock, Arkansas.

1.2. PLACE OF PERFORMANCE: All services will be provided at the Contractor’s facility and shall be located within the North Little Rock Arkansas catchment area.

1.3. AUTHORITY: FAR Parts 12 – Acquisition of Commercial Items, FAR Part 13 Simplified Acquisition Procedures, FAR 13.5 Simplified Procedures for Certain Commercial Items, FAR 16.5 Indefinite Delivery Contracts.

1.4. POLICY AND REGULATIONS: Contractor shall comply with all applicable policy and regulations, including, but not limited to the following:

1.4.1. Privacy Act of 1974 (5 U.S.C. 552a) as amended http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.4.2. VHA Handbook 1605.1, Privacy and Release of Information http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1423

1.4.3. Health Insurance and Accountability Act of 1996 (HIPAA) http://www.cms.gov/Regulations-and-Guidance/HIPAA-Administrative-

1.5. DEFINITIONS/ACRONYMS:

1.5.1. CO: Contracting Officer

1.5.2. COR: Contracting Officer’s Representative

1.5.3. COS: Chief of Staff

1.5.4. CPARS: Contractor Performance Assessment Reporting System

1.5.5. HCHV: Healthcare for Homeless Veterans

1.5.6. ISO: Information Security Officer

1.5.7. PWS: Performance Work Statement

1.5.8. QA/QI: Quality Assurance/Quality Improvement

1.5.9. QM/PI: Quality Management/Performance Improvement

1.5.10. QASP: Quality Assurance Surveillance Plan

1.5.11. VA: Veterans Affairs

1.5.12. VAMC: Veterans Affairs Medical Center

1.5.13. VHA: Veterans Health Administration

1.6. BILLING DEFINITIONS:

1.6.1.1. LENGTH OF STAY(LOS): The LOS is the period covered by the individual Unit Price. The LOS begins on the date of admission at the Contractor’s facility and will end upon the date of discharge from the Contractor’s facility. Additional days beyond the LOS for each CLIN will be reimbursed at the daily rate prescribed on the Price Schedule for each CLIN.

2. FACILITY:

2.1. CONTRACTOR FACILITY QUALIFICATIONS SHALL INCLUDE THE FOLLOWING:

2.1.1. Have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located.

2.1.2. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes.

2.1.3. Licensed under State or local authority.

2.1.4. Where applicable, be accredited by the State.

2.1.5. Equipped with operational air conditioning/heating systems and kept clean free of dirt, grime, mold, or other hazardous substances and damages that noticeably detract from the overall appearance.

2.1.6. Equipped with first aid equipment and an evacuation plan in case of emergency

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

2.1.8. Indoor recreation/lounging areas shall be provided for Veterans.

2.1.9. The contractor facility must meet fire and safety requirements as follows:

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

2.1.9.2 All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency.

2.1.9.3 Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills

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

2.1.9.5 Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers.

2.1.9.6 Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented.

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

2.1.9.8 In the event a beneficiary receiving care under this contract dies, the facility shall promptly notify the VA office authorizing admission and immediately assemble, inventory and safeguard the patient's personal effects left by patients. The funds, deposits and effects left by VA patients within the premises of the facility shall be delivered by the facility manager to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by patients, unless the beneficiary died without leaving a will, heirs or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition of the funds and effects will be immediately forwarded to the VA office. Should a deceased veteran leave no will, heirs or next of kin, his personal property and funds wherever located vests in and becomes the property of the United States in trust. In these cases, the facility will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the Department of Veterans Affairs concerning disposition

2.2. INSPECTION OF FACILITY AND PROGRAM.

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

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

2.2.3. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code and will also include the following:

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

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

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

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

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

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

2.2.3.7 Inspecting the meals, types of snacks or other occasional food provided to residents to see if it is 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.

3. HOURS OF OPERATION:

3.1. BUSINESS HOURS: Services shall be available from the contractor 24 hours per day, seven days per week, including weekends and federal holidays. Contractor must provide coverage for all required shifts, including nights, weekends and holidays. Sunday through Saturday includes federal holidays as outlined in the next paragraph.

FEDERAL HOLIDAYS: The following holidays are observed by the Department of Veterans Affairs:

1. New Year’s Day

2. Washington’s Birthday

3. Martin Luther King’s Birthday

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veterans Day

9. Thanksgiving

10. Christmas

11. Any day specifically declared by the President of the United States to be a national holiday.

4. CONTRACTOR RESPONSIBILITIES

4.1. GENERAL: The Contractor shall be responsible for providing Residential Services to Homeless Veterans. The services shall be furnished to beneficiaries for whom such care is specifically authorized by the CAVHS. The type of Veterans to be cared for under this contract will normally require care and services above the level of meals, room and board. Relevant care will include but not be limited to:

4.1.1 Supervised alcohol and drug free environment

4.1.2 Active affiliation with community support groups such as Alcoholics Anonymous (AA), Narcotic Anonymous (NA), etc.

4.1.3 Structured group activities

4.1.4 Crisis Intervention

4.1.5 Case Management Services such as assistance in gaining employment and disability income.

4.2. The contractor shall provide each Veteran authorized care under this contract with the following services with a length of stay up to a maximum amount of 180 days depending on the type of referral, clinical need and appropriateness of care need.

4.2.1. Room in which to sleep and safely secure their belongings.

4.2.2. Accept referrals for bed utilization for both male, female, or transgender Veterans.

4.2.3. Provide all linen including sheets, towels, pillows, and blankets as well as a locked storage box during LOS.

4.2.4. Provide three (3) nutritional meals per day including lunch. No more than a 14-hour span between the evening and breakfast meal. Appetizing, nutritionally adequate meals shall be provided in a setting that encourages social interaction and nutritious snacks between meals and bedtime to be available for those requiring or desiring additional food, when not medically contraindicated. The addition of nutritious snacks to the requirements is particularly indicated for homeless Veterans. Many of the Veterans are either undernourished or have developed poor eating habits or both because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA dietician 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. Veterans dietary needs shall be met in accordance with sound medical practice. Sanitation shall be maintained in accordance with Medicaid Standards provide by the State of Arkansas. There shall be evidence that food is prepared, served and stored under sanitary conditions. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas for proper waste disposal.

4.2.5. Provide transportation to the CAVHS Monday through Friday as needed for appointments.

4.2.6. Provide pick-up of Veterans 24 hours a day, 7 days a week for emergency bed placements from CAVHS.

4.2.7. Provide a means for Veterans to wash their own clothes or otherwise send to laundry at no additional cost to Veteran.

4.2.8. Provision of continued substance abuse supportive recovery services to a Veteran while in residence. This may be provided by the Contractor or by arrangement with a VA medical facility or community treatment source.

4.2.9. Staffing on a 24-hour basis.

4.2.10. Separate sleeping areas for male, females, and transgender Veterans.

4.2.11. Health and personal hygiene maintenance.

4.2.12. Secure space for storage of valuables and medications. At a minimum, a personal lock box or safe assigned to each Veteran

4.2.13. Services to support recovery from homelessness.

4.2.14. Services to support transition from residential treatment to permanent housing.

4.2.15. A variety of group activities including physical activities as appropriate.

4.2.16. Individual professional counseling, including counseling on self-care skills, adaptive coping skills and as appropriate, vocational rehabilitation counseling, in collaboration with VA programs or community services.

4.2.17. Individual adjustment services including social diversional, recreational and spiritual opportunities

4.2.18. Motivation and education of patients to achieve and maintain independence in the activities of daily living and self-care.

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

4.2.20. A program of therapeutic services and rehabilitation for mental health services designed to promote a more adaptive level of psychosocial functioning.

4.2.21. Veterans shall have access to handicapped accessible rooms as indicated. The facility will provide hands on attention to Veterans needs that of a social or entail health nature that do not require skilled care services of a nursing home facility.

4.3. The contractor shall agree that the VA may readily have access to all records concerning the Veteran's care in the facility. Clinical services will be provided by the Contractor and clinical records will be kept at the Contractor’s facility. The VA requires the contractor to keep independent records of dates and level of services provided for Veterans admitted to the facility. The VA offices will keep all Veterans medical center clinical and administrative records. The VA will provide a copy of the Veterans Individual Service Plan and a copy of the patients placement form. It is agreed that duly authorized representatives of the VA shall provide follow-up visits to Veterans placed to assure the continuity of care and to assist in the Veteran's transition back into the community from Residential Treatment, into permanent housing or into acute treatment at the medical center. It is understood that these visits do not substitute nor relieve the Contractor in any way of the responsibility for the daily care of the Veteran. Upon discharge or death of the Veterans, records on all VA Veterans will be retained by the facility for a period of at least three (3) years following termination of care at VA expense.

4.4. The Veteran will be responsible for safely storing their own medications in provided safe storage and for dispensing his/her own prescribed medications. The contractor shall not normally be required to provide drugs, but over-the-counter drugs, such as aspirin or acetaminophen, may be administered to patients by the halfway house facility within the Per Diem Rate per assigned patient per day cost. Emergency after-hour drugs prescribed by a physician for an immediate situation involving the health and welfare of the Veteran shall be reimbursed by the government under the same conditions as emergency medical care described below. No clinical services will be provided by the Contractor.

4.5. The Contractor agrees and warrants 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 contractor shall neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term facilities shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. It is further agreed that the VA will have the right to inspection of the halfway house facility and all appurtenances by an authorized representative(s) designated by the VA, to determine whether acceptable standards are maintained, and that adequate care is being rendered.

4.6. The contractor agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the Chief Medical Director or his/her designee, regardless of the race, color, religion, sex or national origin of the person for whom such services are ordered. In addition, the contractor warrants that subcontracting shall not be resorted to as a means of circumventing this requirement

5. ADDITIONAL CONTRACT REQUIREMENTS

5.1. PERSONNEL

5.1.1 The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the services required by this PWS. Contractor shall ensure the safety of all Veterans at all times during contract performance and while the Veteran is present at the contractors facility.

5.1.2 The Contractor shall assign to this contract personnel that by education and training (and, when required, certification of licensure) are qualified to provide the services required by this Performance Work Statement (PWS).

5.1.3 The Contractor shall have responsibility for assuming that all persons subject to licensure, whether employees, agents, sub-Contractor, provides, or anyone acting for on behalf of the Contractor, are properly licensed at all times under Arkansas state law and/or regulations and shall be subject to credential and privilege approvals by VA.

5.1.4 Contractor shall provide at least two licensed certified social workers to provide direct clinical services to Veterans residing in the facility, to carry out the policies, responsibilities and programs of the facility.

5.1.5 Prepare and provide documentation for credentialing and privileging according to VA guidelines. Failure to adhere to this provision may result in one or more of the following until the deficiency is corrected.

5.1.6 VA shall not owe the Contractor any cost if services are being provided or authorized by unlicensed personnel, without regard to whether such services were medically necessary and appropriate.

5.1.7 VA shall not approve subcontracts with unlicensed individual or group providers.

5.1.8 VA shall rescind sub-contractor approval if the sub-contractor should lose their license during the course of the Contract. VA may refer the matter to the appropriate licensing authority for action.

5.1.9 The Contractor shall make available to the VA, documentation information deemed necessary by the VA to conduct utilization review audits for the mandated national evaluation study as required by Section 2 of Public Law 100-6, to verify quality of patient care for Veterans, to assure confidentiality of patient record information and to determine the completeness and accuracy of financial records.

5.1.10 The Contractor shall conduct treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of residents’ families and appropriate community resources in resolving problems and setting goals.

5.1.11 The Contractor shall comply with the VA Patients’ Bill of Rights as set forth in Section 17, 34a, Title 38, Code of Federal Regulations. The contractor shall conform to all patients’ rights issues addressed in VA Memorandum 136-6 titles Patients’ Rights and Responsibilities. The Contractor will provide patients a copy of the VA Patient Rights and Responsibilities, upon request. The Contractor will be furnished updates to this memorandum.

5.2. ABSENCES AND CANCELLATIONS

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

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

5.2.3 VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran.

5.2.4 The contractor shall notify the authorizing VA immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility (John L. McClellan Memorial Veterans Hospital, 4300 West 7th Street, Little Rock, AR). When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided that VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly. If time is essential for the patient’s health and/or welfare, the contractor shall have the patient immediately admitted or summon an ambulance to transport the Veteran to the quickest available care. The VA will reimburse the contractor for customary and reasonable costs associated with this outside the Per Diem Rate per day /per Patient cost on the agreement. The contractor is to notify the Program Coordinator at 501-257-3214.

5.2.5 The contractor shall notify the authorizing VA facility immediately of any incidents involving Veterans residing in the program. The contractor shall notify the Program Coordinator by telephone during the hours of 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Administrator on Duty (AOD). The contractor shall provide the VA with a copy of the incident report within 24 hours.

5.2.6 In the event a Veterans receiving services under this contract dies, the Contractor shall promptly notify the VA office authorizing admission and immediately assemble inventory and safeguard the Veterans personal effects. The funds, deposits and effects left by a Veterans within the premises of the facility shall be delivered by the Contractor to the person or persons entitles thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans unless the beneficiary dies without leaving a will, heirs or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition of the funds and effects will be immediately forwarded to the VA office. Should a deceased Veterans leave no will, heirs or next of kin, the Veterans personal property and funds whenever located vests in and becomes the property of the United States trust. In these cases, the Contractor will forward an inventory of any such property and funds in its possession to the appropriate VA office and will hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from the VA concerning disposition.

5.3. CONTRACTOR STAFF CONDUCT/COMPLAINT HANDLING

5.3.1. Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request.

5.3.2. The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer’s Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

5.4. TRANSPORTATION

5.4.1. The Contractor shall provide transportation to and from the VA Monday through Friday as needed for appointments.

5.4.2. The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation.

5.5. CENTRAL ARKANSAS VETERANS HEALTHCARE SYSTEM WILL PROVIDE THE FOLLOWING:

5.5.1. Referral packets (hard copy, fax, or e-mail) signed by an authorized VA staff on Veterans determined eligible for Residential Treatment services prior to transfer of Veteran to the Contractor for services following each telephone authorization as soon as possible.

5.5.2. Clinical consultation & guidance as needed to collaborate and assist each Veteran.

5.5.3. Collaborate contact for coordination of services to ensure continuity of care.

5.5.4. Drug Abuse in Urine (DAU) testing as needed for confirmatory results.

5.5.5. Release of Information for referral assistance and communication.

5.5.6. Allow any provider under this contract to attend educational training and seminars provided or sponsored by CAVHS which would improve or enhance the staff’s expertise and provide skill building.

5.5.7. HCHV Case managers to engage in daily (weekday) contact with provider liaison to discuss bed availability and utilization.

5.5.8. The Contractor will not receive payment for service provided to a Veterans beyond the period specified in the referral.

5.6. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT: Services and documentation of care provided under the resultant contract shall be subject to quality management and safety standards as established by VA. The contractor shall develop and maintain Quality Improvement/ Quality Assurance Programs and provision of care equal to or exceeding VA Standards. The results of all Quality Improvement activities performed by the contractor involving VA patients will be shared with VA Quality Management Office.

5.6.1. Measure: Availability of Beds

Performance Requirement: Beds shall be available at all times while a Veterans is residing at the Contractors facility.

Standard: All (100%) of beds shall be available at all times.

Acceptable Quality Level: 100% Surveillance Method: Direct Observation

5.6.2. Measure: Healthy nutritious food for Veterans

Performance Requirement: Contractor shall provide healthy nutritious food for each Veteran.

Standard: All (100%) of food shall be provided for each Veteran.

Acceptable Quality Level: 100% Surveillance Method: Direct Observation

5.6.3. Measure: Transportation

Performance Requirement: Contractor shall provide transportation for residents to CAVHS for medical, substance use, and mental health care appointments as needed.

Standard: All (100%) transportation shall be provided at times specified in the PWS.

Acceptable Quality Level: All (100%) Surveillance Method: Direct Observation

5.6.4. Measure: Availability of Staffing.

Performance Requirement: Contractor shall provide 24/7 awake staffing at the facility.

Standard: All (100%) staffing shall be available 24/ hours a day, 7 days a week.

Acceptable Quality Level: 100% Surveillance Method: Direct Observation

5.6.5. Measure: Patient Safety

Performance Requirement: Patient safety incidents shall be reported using Patient Safety Report. All incidents reported immediately (within 24 hours.)

Standard: All (100%) of patient safety incidents are reported using Patient Safety Report within 24 hours of incident.

Acceptable Quality Level: All (100%) of patient safety incidents are reported using Patient Safety Report within 24 hours of incident. No acceptable deviation.

Surveillance Method: Direct Observation

5.6.6. Measure: Privacy, Confidentiality and HIPAA

Performance Requirement:

Standard: All (100%) contractor physician (s) comply with all laws, regulations, policies and procedures relating to Privacy, Confidentiality and HIPAA Acceptable Quality Level: 100% compliance; no deviations.

Surveillance Method: Periodic Sampling; Contractor shall provide evidence of annual training required by VAMC, reports violations per VA Directive 6500.6.

5.6.7. Measure: Veterans Transition

Performance Requirement: Contractor will assist HCHV Veterans with transitioning to either permanent housing or an appropriate treatment setting upon discharge.

Standard: 65% of discharged Veterans will have gained permanent housing.

Acceptable Quality Level: 50% compliance; no deviations.

Surveillance Method: Review of Contractor reports

5.6.8. Measure: Patient Complaints

Performance Requirement: Patient complaints about the quality of care are reported to the COR, and the Contracting Officer for resolution.

Standard: All (100%) patient complaints are reported within 24 hours.

Acceptable Quality Level: 85% compliance; no deviations.

Surveillance Method: Review of Contractor reports

5.6.9. Measure: Employment Assistance

Performance Requirement: Contractor will assist HCHV Veterans in gaining employment income or disability benefits. Standard: 50% of discharged Veterans will have gained employment income.

Acceptable Quality Level: 50% compliance; no deviations.

Surveillance Method: Review of Contractor reports

5.6.10. Measure: Qualifications of Key Personnel

Performance Requirement: Contractor Personnel shall meet the requirements as outlined in the PWS.

Standard All (100%) of Contractor personnel shall be licensed and certified per the PWS requirement.

Acceptable Quality Level: 100% compliance; no deviations.

Surveillance Method: Direct Observation

5.6.11. Measure: Facility and Inspection

Performance Requirement: Contractors shall maintain facility and pass annual inspection of facility.

Standard All (100%) of Contractor facility shall pass inspection.

Acceptable Quality Level: 100% compliance; no deviations.

Surveillance Method: Direct Observation

5.7. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)

5.7.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed the Simplified Acquisition Threshold, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

5.7.2. Each Contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after contract award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

5.7.3. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have sixty (60) days to submit any comments and re-assign the report to the CO.

5.7.4. Failure for the Contractor’s representative to respond to the evaluation within those sixty (60) days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

5.8. VENDOR ELECTRONIC INVOICE SUBMISSION METHODS

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/. Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en/ Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov

5.9. CONTRACTOR SECURITY REQUIREMENTS (HANDBOOK 6500.6)

VA information and information system security/privacy

1. General contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same federal laws, regulations, standards, and VA directives and handbooks as VA and VA personnel regarding information and information system security.

2. Access to VA information and VA information systems

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA directive and handbook 0710, personnel suitability and security program. The office for operations, security, and preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National industrial security program (nisp) was established by executive order 12829 to ensure that cleared u.s. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The department of veterans affairs does not have a memorandum of agreement with defense security service (dss). Verification of a security clearance must be processed through the special security officer located in the planning and national security service within the office of operations, security, and preparedness.

d. Custom software development and outsourced operations must be located in the u.s. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-u.s. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the u.s. may be an evaluation factor.

e. The contractor or subcontractor must notify the contracting officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The contracting officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA information custodial language

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information…