36C25619Q1031-001.docx

36C25619Q1031

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

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

36C25619Q1031 Frank Mendoza 713-791-1414-x26196 07-30-2019

4:00 PM

36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston

TX

77030 4298 X 623220 $15 Million X N/A X 36C580 Department of Veterans Affairs Michael E. DeBakey VA Medical Center Receiving Warehouse Building 100 2002 Holcombe Boulevard Houston

TX

77030-4298 36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston

TX

77030 4298

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin

TX

78714-9971 This solicitation is a request for quote (RFQ) for Residential Treatment Services in support of the Michael E. DeBakey VA Medical Center.

The government intends to award a firm fixed price Indefinite Delivery Indefinite Quantity (IDIQ) contract.

Contractor shall provide all necessary personnel, equipment and materials to provide Residential Treatment services in accordance with the performance work sstatement (PWS) Reference Addendum to FAR 52.212-1 for offeror instructions located on Page 54 Wage Determination No: 2015-5233 Rev 12/16/18 Applies.

X x Corey L. Labbe

NCO116L2-2708

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

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

Phone: 713-770-2766 Email: Corey.Labbe@va.gov

Frank Mendoza, Administrative Contracting Officer

Network Contracting Office 16 2002 Holcombe Boulevard Houston, TX 77030

Phone: 713-791-1414 x26196 Email: Francisco.mendoza@va.gov

Sharon H. Gray Contracting Officer’s Representative

Mental Health Care Line 2002 Holcombe Boulevard Houston, TX 77030

Phone: 713-791-1414 x22329 Email: gray.sharonh@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:

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:

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B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

The period of performance is 60 months after effective date.

$______ x 9 bed days for residential housing and treatment services to Veterans x 365 days = $________________

$______ x 9 bed days for residential housing and treatment services to Veterans x 365 days = $________________

$______ x 9 bed days for residential housing and treatment services to Veterans x 365 days = $________________

$______ x 9 bed days for residential housing and treatment services to Veterans x 365 days = $________________

Total Minimum Value (CLIN 0001): _________________ Total Maximum Value (ALL CLINS): ______________________ Minimum Quantity: 270 Bed days for residential housing and treatment services to Veterans.

Maximum Quantity: 16,425 Bed days for residential housing and treatment services to Veterans.

Contractor Place of Performance Address:

Phone: ____________________________________

Email: ____________________________________

NOTE: Pricing will also apply to any extension of services under clause 52.217-8 as follows: The last ordering period will be evaluated and the per member per month price applied to any extension up to six months at the same price as the preceding ordering period.

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B.3 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Residential Housing and Treatment Services to Veterans

15 July 2019

1 GENERAL:

1.1. The Contractor shall be responsible for providing residential housing and treatment services to Veterans with various mental health issues as specified herein. A resulting contract will be in support of the Department of Veterans Affairs Medical Center (VAMC) in Houston, TX. Contractor shall be required to provide services as part of its Community Based Health Care for Homeless Veterans (HCHV) program. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient therapeutic services to meet the needs of those Veterans.

1.2. Background: Through the HCHV program, VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. The purpose of this notice is to obtain responses from contractors who can provide emergency transitional housing, substance abuse treatment, case management, life skills development, and transportation to homeless Veterans suffering from mental illness (MI), substance use disorders (SUD), and/or physical disabilities for market research. Contractor shall offer a safe, secure, and therapeutic environment that supports Veterans’ rehabilitation goals. The Contractor will not be required to provide detoxification or other hospital level treatment – those services will be provided by the VA at VA facilities.

1.3. Homeless Veterans served shall include one up to all of the following sub-populations below:

1.3.1 Veterans diagnosed with Substance Use Disorders, Mental Illness, and/or physical disabilities.

1.3.2 Residential treatment for Veterans with co-occurring disorders (Mental Illness, Substance Use Disorders).

1.4. The Contractor may provide services and accommodations to either men or women or both as long as those services provide safety and appropriate protection of the individuals. Contractor shall ensure appropriate safety precautions are in place to reduce the risk of harm, especially with regard to women and children.

1.5. PLACE OF PERFORMANCE: All services shall be provided at the Contractor’s facility and shall be located within a 70 mile radius of the Michael E. DeBakey VAMC, 2002 Holcombe Boulevard, Houston TX 77030-4298

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

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

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

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

1.7.3. Health Insurance and Accountability Act of 1996 (HIPAA) https://www.cms.gov/Regulations-and-Guidance/Administrative-Simplification/HIPAA-ACA/index.html

1.8. BILLING DEFINITIONS:

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

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 Hold professional license to provide substance abuse treatment within the State of Texas or local authority (i.e. LCSW, LPC, PSYCHOLOGIST, LCDC, ETC.).

2.1.4 Where applicable, be accredited by the State.

2.1.5 Be equipped with operational air conditioning/heating systems.

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

2.1.7 Be equipped with first aid equipment and posted evacuation plans in case of emergency.

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

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

2.2.1. 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.

2.2.2. All residents in the facility must be mentally and physically capable of performing their own activities of daily living and of leaving the building, unaided, in the event of an emergency.

2.2.3. 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.

2.2.4. Conduct an Emergency Disaster Evacuation Drill and submit corresponding Plan to HCHV Program Director, Grant Per Diem (GPD) Liaison, or designee annually.

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

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

2.2.7. 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.

2.2.8. The annual inspection by a VA team required by section 2.4 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.

2.3. The contractor facility must develop Integrated Pest Management Plan (IPM)

2.3.1. The purpose of an IPM Program is to forestall or prevent infestation, and to control or eliminate existing infestation.

2.3.2. Preventive pest management is considered to be the most economical and effective means of protecting our patients, employees, visitors and Government property.

2.3.3. An optimum program depends on the cooperation of all personnel. A facility memorandum on this subject should be issued stating responsibilities and procedures necessary for a successful program. In addition, a pest management information program should be given to all personnel and it should identify responsible program officials, including their titles, location, phone numbers.

2.3.4. Recording and Reporting. All pest management operations, to include all chemical and non-chemical work, are to be recorded and reported and such records maintained for the VA inspections. As a minimum, records must show the:

(1) Date of service.

(2) Target pest.

(3) Location of the specific room, area, or building where the work is performed.

(4) Operational activity or function; e.g., baiting, spraying, dusting, trapping, mechanical, structural.

(5) Pesticide used.

(6) EPA registration number of the pesticide.

(7) Percentage of mix used in dilution.

(8) Amount of pesticide used expressed in pounds of active ingredient.

(9) Applicator or operator and the applicator’s certification identity.

2.4. INSPECTION OF FACILITY AND PROGRAM.

2.4.1. 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

2.4.2. 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

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

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

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

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

2.4.3.4 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.

2.4.3.5 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.

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

2.4.3.7 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.

2.5. HOURS OF OPERATION:

2.5.1. 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.

2.5.2. 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.

3. CONTRACTOR RESPONSIBILITIES:

3.1 The Contractor shall furnish each Veteran referred for care under this contract with the following basic services:

3.1.1. ROOM AND BOARD: Room and board to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). Meals to include at least “three (3)” nutritionally adequate meals a day, 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 provider shall make provisions for those requiring special meals as identified by the VA medical health provider.

3.1.2 LAUNDRY FACILITIES: On site Laundry facilities for residents to do their own laundry or to have laundry done.

3.1.3. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative Services determined to be needed by each individual Veteran referred for treatment as stated in the plan developed by the contractor, with input from the Veteran and the VA Homeless Program Coordinator (or designee). Services which the contractor must be able to furnish shall include:

0. Structured group activities as appropriate – examples include educational groups, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate.

0. Collaboration with the VA program staff, which will provide supportive psychosocial services.

0. Individual professional counseling, including counseling for substance abuse, self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation counseling, in collaboration with VA program and community resources.

0. Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships.

0. Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident’s rehabilitative potential.

0. For Veterans with SUD, assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

0. Vocational assistance for veterans to increase their income or skill development. It is anticipated that 50 % of veterans discharging will have employment.

0. A program that participates and promotes community interaction and veteran registration into the Homeless Management Information System (HMIS) utilized by the Houston Homeless Coalition.

3.1.4. In addition, the Contractor shall provide case management and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems and setting goals. Case management services shall be provided at a minimum of once a week. Contractor will collaborate with the MEDVAMC and Houston Homeless Coalition to develop a comprehensive not exceed 20% of negative exits. The above performance measures are subject to change without prior notice, if necessary, to keep performance measures in compliance with MEDVAMC, VISN and Federal mandates.

3.1.5. An individual case record will be created for each referred Veteran. Case records and data Discharge to ensure that 65% of veterans are discharged into permanent housing. The agency is expected to maintain and include in a medical record as a function of compliance with State or community licensing standards and will be made available on a need to know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the Veterans concerned. Likewise, veterans will be entered into HMIS within three business days of admission into the agency. Discharge documentation must be submitted via HMIS within 24 hours of veteran discharge along with notification to GPD/Contract Liaison via Exit form submission.

3.1.6. Case records shall be maintained in security and confidence as required by the HIPAA. Contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332).

3.1.7. The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination.

3.1.8 SUPPLEMENTAL SERVICES. All services shall be provided at no additional charge to the stated daily fixed fee. No supplemental services are required at this time.

4. ADDITIONAL CONTRACT REQUIREMENTS

4.1 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.

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

4.3. The Contractor must identify each person functioning as “Key Personnel” under this contract, and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant skills and experience.

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

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

4.6 All Contractor staff providing services to Veterans under this contract must undergo the appropriate background investigation as required by the VA. Before receiving an initial referral of Veterans under the contract, the Contractor shall submit a listing of all Contractor personnel proposed to provide services to Veterans under the contract. The VA will provide the necessary background information forms to the Contractor or to the Contractor’s employees after receiving a list of names and addresses.

4.6.1 The VA Contracting Officer shall forward the completed background investigations to the Office of Security and Law Enforcement for adjudication. The Office of Security and Law Enforcement shall notify the Contracting Officer and Contractor after adjudicating the results of the background investigations received from the investigating office.

4.6.2. The COR shall be responsible for verifying that investigations have been completed or are in the process of being requested before Veterans are referred to the Contractor’s facilities.

5. REFERRALS

5.1. The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for treatment. A written MEDVAMC HCHV “Residential Support Program Authorization Voucher” (hard copy, fax or e-mail are acceptable) signed by an authorized VA ordering officer shall be provided to the Contractor for each Veteran referred for services under the contract.

5.2. The Contractor will have the option to conduct additional screening of VA eligible Veterans to maximize appropriate placement based on Contractor’s available services. Any Veteran deemed inappropriate for admission will require a written rationale from Contractor.

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

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

5.5. The initial referral period for a Veteran may be up to ninety days, depending upon the needs of the Veteran as mutually determined by the Veteran, the Contractor’s staff, and VA HCHV Program Director, GPD Liaison, or designee. An extension of the referral period up to a total of 6 months may be authorized by the VA HCHV Program Director, GPD Liaison, or designee, provided that funding is available. Treatment periods in excess of 6 months for individual Veterans must be authorized by the Medical Center Director or designee.

6. ABSENCES AND CANCELLATION – (Leave of Absence Rule)

6.1. The Contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility no later than the next business day. A Veteran who is absent without approval from Contractor with no expectation to return must be discharged after 24 hours and the appropriate exit form must be completed. Should a Veteran absent himself/herself from the Contractor’s facility payment for services for that Veteran “can” be continued for a maximum period of ”72-hours,” 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. The Contractor may authorize Veteran a 72 hour up to 14 day leave of absence for clinically appropriate reasons; however, the Contractor can only bill for the first 72 hours. The Contractor has the option of discharging the Veteran after the first 72 hours if the bed is not being held for the Veteran. Even if the provider holds the bed open for the Veteran, the Contractor must discharge the Veteran after the 14th day of absence. When and if the Veteran returns after the 14th day, it is considered a separate episode of care and the Veteran must reappear on the given months admission list. If the Veteran has an approved absence and returns to the program in less than 14 days, there is no need to readmit the Veteran. However, the Contractor can only bill for 3 of those absent days (first 72 hours). The next consecutive 11 days will be considered no bill. Management of program dropout will be an element of quality assurance review of this program.

6.2. 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.

6.3. The Contractor shall notify the authorizing VA facility immediately when a medical or mental health emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal 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. Contractor is required to provide a copy of Standard Operating Procedures for handling patients with psychotic/suicidal patients behavior immediately to the COR or appropriate designated appointee of VA.

6.4. The Contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The Contractor shall notify the VA case manager 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 MEDVAMC Administrator on Duty (AOD) @ (713) 791-1414. The Contractor shall provide the HCHV GPD Liaison and the COR with a copy of the incident report within 24 hours. The contractor shall maintain a copy of the incident report in the Veteran’s case record.

7. CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING

7.1. 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).

7.2. 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 Technical 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.

8 TRANSPORTATION

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 bus passes and bus route information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car.

9. INSPECTION OF FACILITY AND PROGRAM

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

9.2. 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.

9.3. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 2.2.1, and will also include the following:

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

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

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

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

9.3.5. 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.

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

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

9.3.8. Making a spot check of veterans’ records to ensure accuracy with respect to veterans’ length of stay and services provided to the veterans.

9.3.9. All Department of Veterans Affairs reports of inspection of residential facilities furnishing emergency transitional housing and case management services to eligible veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

9.3.10. Quarterly reports identifying the agency’s current performance metrics along with quarterly surveys from veterans enrolled in the program are required to be submitted to the VA HCHV Program Director, GPD Liaison, or designee.

10. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT:

10.1 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.

10.1.1. Measure: Provide Quality Performance

Performance Requirement: Contractor must meet the requirement as outlined in Performance Work Statement Section 3.

Standard: All (100%) requirements met.

10.1.2. Measure: Qualifications of Key Personnel

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Section 4.

Standard: All (100%) requirements met.

Acceptable Quality Level: 95% Surveillance Method: Direct Observation

10.1.3. Measure: Referrals

Performance Requirement: The contractor shall employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility as outlined in the Performance Work Statement Section 5.

Standard: All (100%) requirements met.

Acceptable Quality Level: (95%) Surveillance Method: Direct Observation

10.1.4. Measure: Absences and Cancellations.

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement, Section 6.

Standard: All (100%) requirements met.

Acceptable Quality Level: 95% Surveillance Method: Periodic Sampling of Time and Attendance Sheets.

10.1.5. Measure: Conduct

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Section 7.

Standard: All (100%) Requirements met.

Acceptable Quality Level: 95% Surveillance Method: Direct Observation

10.1.6. Measure: Incident Reporting

Performance Requirement: Contractor shall perform services as outlined in Performance Work Statement of Section 6.4.

Standard: All (100%) Requirements met.

Acceptable Quality Level: 95% Surveillance Method: Periodic Sampling, Direct Observation, and Random Sampling.

10.1.7. Measure: Confidentiality and Data Entry

Performance Requirement: Contractor shall perform services as outlined in the Performance Work Statement Section 3.1.6.

Standard: all 100% requirements met.

Acceptable Quality Level: 98% Surveillance Method: Periodic Sampling, Direct Observation, and Random Sampling.

10.1.8. Measure: Complaint Handling

Performance Requirement: Contractor shall perform services as outlined in the Performance Work Statement Section 7.

Standard: All (100%) Requirements met.

Acceptable Quality Level: 95% Surveillance Method: Direct Observation.

10.1.9. Measure: Transportation

Performance Requirement: Contractor shall perform services as outlined in the Performance Work Statement, Section 8.

Standard: All (100%) Requirements met.

Acceptable Quality Level: 95% Surveillance Method: Periodic Sampling, Direct Observation, and Random Sampling.

10.1.10. Measure: - Inspection/Acceptance

Performance Requirement: Contractor shall perform services as outlined in the Performance Work Statement Section 9.

Standard All (100%) Requirements met.

Acceptable Quality Level: 95% Surveillance Method: Periodic Sampling, Direct Observation, and Random Sampling.

10.1.11. Measure: Safety

Performance Requirement: Contractor shall perform services as outlined in the Performance Work Statement Section 1.4 and 2.2.

Standard All (100%) Requirements met.

Acceptable Quality Level: 95%.

Surveillance Method: Periodic Sampling, Direct Observation, and Random Sampling.

10.1.12. Measure: Exit to Permanent Housing

Performance Requirement: Contractor shall perform services as outlined in the Performance Work Statement, Section 3.1.5.

Standard All (100%) Requirements met.

Acceptable Quality Level: 65%.

Surveillance Method: Periodic Sampling, Direct Observation, and Random Sampling.

10.1.13. Measure: Negative Exits

Performance Requirement: Contractor shall perform services as outlined in the Performance Work Statement, Section 3.1.4.

Standard All (100%) Requirements met.

Acceptable Quality Level: 20%. Or below compliance Surveillance Method: Periodic Sampling, Direct Observation, and Random Sampling.

11. CONTRACTOR SECURITY REQUIREMENTS (HANDBOOK 6500.6)

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11.1. 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.

11.2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

11.2.1. 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.

11.2.2. 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.

11.2.3. 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.

11.2.4. 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.

11.2.5. 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.

11.3. VA INFORMATION CUSTODIAL LANGUAGE

11.3.1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

11.3.2. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

11.3.3. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

11.3.4. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies.