36C25619R0008-011.docx

36C25619R0008

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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

36C25619R0008 12-04-2018 Phyllis Shealey 318-990-4094 12-19-2018

2:00 PM

Department of Veterans Affairs Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101 623110 $27.5 Million X N/A X Department of Veterans Affairs Overton Brooks VA Medical Center 510 E. Stoner Ave Shreveport LA 71101 Department of Veterans Affairs Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101

Department of Veterans Affairs Financial Services Center (36C667) PO Box 149971 Austin TX 78714-9971 Requirement for residential housing of veterans for homeless veterans in Shreveport, LA catchment area.

*****SEE PAGE 5 FOR COST SCHEDULE********

All proposals must be emailed to phyllis.shealey@va.gov on or before date and time in Block 8 of SF 1449.

See Page 59 for Instructions to Offerors and Page 60 for Evaluation Criteria for this solicitation.

N/A X x x Sheronda Stewart Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Sheronda Stewart Department of Veterans Affairs Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

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.

Department of Veterans Affairs Financial Services Center (36C667) PO Box 149971 Austin TX 78714-9971

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

B.2 PRICE/COST SCHEDULE

The contractor shall provide to the Department of Veterans Affairs residential treatment including therapeutic transitional housing and support services to Veterans that are homeless in accordance with all terms, conditions, provisions and requirements listed herein. This rate provided for line items 1 thru 5 shall be inclusive of all “basic services” as may be necessary in the treatment of the veteran. “Basic services” shall be as defined in the Statement of Work. Supplemental Services available from the contractor shall be separately priced, at a firm fixed rate, as stated in the Schedule of Services. Supplemental Services shall only be provided when specifically authorized in the Veteran’s written referral for services.

It is understood that no obligation will be incurred by the Department of Veterans Affairs except for services rendered under this contract pursuant to referrals issued by the Department of Veterans Affairs for residential treatment for specific beneficiaries. All deliverables and other documentation required by the Statement of Work shall be provided by the Contractor at no additional cost to the charges stated for Basic Services.

The minimum value of services and maximum value of services to be provided under this contract during each contract year is as follows:

Base Year: 01 March 2019 through 28 February 2020

Twenty-Five (25) Beds Residential Community-Based Housing

365 DAYS

$__________Daily rate x 25 beds x 365 days

Option Year 1: 01 March 2020 through 29 February 2021

Twenty-Five (25) Beds Residential Community-Based Housing

366 DAYS

(Leap Year) $__________Daily rate x 25 beds x 366 days

Option Year 2: 01 March 2021 through 28 February 2022

Twenty-Five (25) Beds Residential Community-Based Housing

$__________Daily rate x 25 beds x 365 days

Option Year 3: 01 March 2022 through 28 February 2023

Twenty-Five (25) Beds Residential Community-Based Housing

$__________Daily rate x 25 beds x 365 days

Option Year 4: 01 March 2023 through 29 February 2024

Twenty-Five (25) Beds Residential Community-Based Housing

366 DAYS

(Leap Year) $__________Daily rate x 25 beds x 366 days

TOTAL (BASE PLUS 4 OPTIONS) $_________________

NOTE: In accordance with FAR 16.504, the guaranteed minimum quantity of services the Government will acquire under this contract is one (1) bed for one (1) Veteran for one (1) night. The maximum quantity of services the Government will acquire under this contract is 35 beds. Per Diem Final Rate is all-inclusive. Fixed daily charge for basic services per each Veteran during Base Year and Option Years. Pricing will also apply to any extension of Services under clause 52.217-8.

B.3 Health Care for Homeless Veterans (HCHV) Contract Residential Care Safe Haven Program Performance Work Statement

STATEMENT OF WORK

BACKGROUND AND OVERVIEW:SCOPE

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

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

Because VA is limited by current grant authorities and existing program structures and practices and cannot fund harm-reduction treatment models, VA has been unable to provide the types of services focused on shelter diversion and early stabilization in community-based environments and has been criticized by outside organizations for not having this component of the continuum of care.

The Department of Veterans Affairs’ (VA) Plan to End Homelessness Among Veterans calls for enhancing current homeless service capacity as well as developing new programs and initiatives in concert with community and federal partners. The intent of this contract is for the Edward HinesOverton Brooks Jr. VA Hospital (HinesOverton Brooks VA) located at , 510 E. Stoner Ave, Shreveport, LA is to engage a community provider to offer homeless Veterans services through a “Safe Haven” model of residential care. Under the contract authority of VA’s Healthcare for Homeless Veterans (HCHV) Contract Residential Care programs, HinesOverton Brooks VA will solicit community organizations to provide “Safe Haven” services as a ‘specialty model.’ This model of HCHV Contract Residential Care will offer services to Mentally Ill and Substance Use Disorder chronically street homeless Veterans under the HCHV Contract Residential Care program enhanced by the services as defined in the Tasks and Deliverables. These services must be put forth in the solicitation. Significant deviation from these services can dilute the model as prescribed, and thus disrupt program evaluation and fidelity studies. The VA National Center on Homelessness among Veterans (“the Center”) is providing ongoing training for program development for both providers and VA staff. Additionally, the Center has formulated the evaluation protocol and program fidelity measures which must be adhered to by the selected Contractor and Hines VA. HinesOverton Brooks VA will contract for 2510 to 12 beds and associated services through procedures in line with their own business practices and contracting services.

DESCRIPTION AND REQUIREMENTS

Entities that are interested in providing Veterans these services should be aware that although this contract seeks services for Hines VA, HCHV is a national program serving Veterans throughout the country. This program continues to expand and has become one of the largest VA interventions to assist homeless Veterans. It is also the first specialized homeless program developed by the VA. It represents one of VA’s most significant efforts to achieve the President’s goal of ending homelessness among Veterans.

HinesOverton Brooks VA is seeking a Contractor to assist with the provision of emergency residential placement and supportive services through the Health Care for Homeless Veterans (HCHV) program, Safe Haven model. This contract will serve chronically street homeless Veterans in need of immediate placement in a safe environment with onsite supportive services. Many of these Veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. The goal of the HCHV Contract Residential Care Program is to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems in order to place Veterans in other appropriate transitional or permanent housing within 60 to 90 days, but no more than 180 days. VA intends to engage a Contractor to provide rapid placement of VA-referred Veterans in a safe, supportive, residential setting while addressing Veterans’ complex needs through on-site supportive case management services using a Safe Haven model. This housing must meet the criteria established both by HCHV clinical staff and VA fire and safety officials.

Contractors are urged in the strongest terms to carefully review the requirements outlined in the Statement of Work to ensure that all facilities fire and safety and supportive services criteria can be met in a timely manner.

This contract is intended for a community based Contractor currently operating a Safe Haven emergency housing program with on-site supportive services and demonstrated experience serving chronically street homeless Veterans in conjunction with the VA medical center whereby this contract provides supplemental funding for Veterans to receive immediate placement and enhanced on-site services designed to address Veterans’ unique and population specific needs. The selected Contractor must have at least two (2) years of direct experience as a provider of a Safe Haven program. The selected Contractor must also have more than two (2) years of direct experience working with homeless Veterans in partnership with the Department of Veterans Affairs. VA places a great deal of emphasis on the responsibility and accountability of Contractors receiving VA funds through the HCHV Contract Residential Care program. VA has procedures in place to monitor facilities and services provided to homeless Veterans as well as outcomes associated with the services provided in HCHV Contract Residential Care programs and the Safe Haven model programs.

The target population for HCHV Contract Residential Care Safe Haven is chronically homeless, chronically mentally ill Veterans, Veterans with chronic substance abuse disorders and/or serious medical problems and complex needs. To be eligible for the HCHV Contract Residential Care Safe Haven program, Veterans must:

· Be eligible for VA health care as determined by the local VA medical center

· Be determined to be chronically street homelesshomeless based on McKinney-Vento Act definitions [see Reference section for additional information] by the local VA medical center HCHV program

· Be assessed by the HCHV program at the VA medical center to have serious medical, mental health, substance abuse, or other serious psychosocial conditions or stressors that makes the Veteran highly vulnerable with a high likelihood of death due to homelessness, and have been unable or unwilling to participate in more traditional supportive services.

HCHV Contract Residential Care Safe Haven Veterans are referred to the Contractor based on a demonstrated need for case management and supportive services to stabilize their mental health, substance abuse, medical and/or other co-occurring serious psychosocial issues in order to secure transitional or permanent housing as quickly as possible. The program will target Veterans who are engaged in care through a collaborative partnership with Hines Overton Brooks VA, the community providers street outreach teams and the selected Safe Haven provider.

This contract will only be awarded to one Contractor with a facility in the HinesOverton Brooks catchment area that meets the requirements outlined in the Tasks and Deliverables. A VA Liaison to the Contractor will be identified by the homeless program leadership at HinesOverton Brooks VA. She/he will act as the clinical liaison for all client related issues between the Contractor and the HinesOverton Brooks VA homeless team. She/he will provide clinical oversight. She/he will not provide direct clinical supervision.

Contractor will have general liability insurance coverage of $5 Million to $10 Million to cover employee malfeasance.

A. PERIOD OF PERFORMANCE: The period of performance for this contract will be for a Bbase Yyear plus four (4) option yearsability to offer Option Years at the end of the contract.

B.

C. CONTRACT TYPE: Firm Fixed Price.

C.

PLACE OF PERFORMANCE: Work will be performed at the Contractor’s facility in the HinesOverton Brooks catchment area, Government furnished workspace will not be provided for this effort..

However, the Contractor will be required to attend frequent meetings and planning sessions at Hines VA.

D. CONTRACT AWARD MEETING: The Contractor shall not commence performance on the tasks in the awarded Statement of Work until the Contracting Officer has conducted a kick off meeting or has advised the Contractor that a kick off meeting is waived.

E. GOVERNMENT FURNISHED PROPERTY: Government furnished property will not be provided to the Contractor. All equipment required by the Contractor will provided at their expense.

F. METHOD OF INSPECTION AND ACCEPTANCE: The Contracting Officer’s Technical Representative (COTR) will evaluate all deliverables submitted. The COTR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COTR. A Quality Assurance Surveillance Plan will be used by the COTR to assure success, through the uses of negative incentives, for failure of the vendor to meet the stated performance standards.

IMPLEMENTATION TIMELINE

The contract facility and associated onsite services are expected to pass inspection and become fully operational within 30 days from the date of contract award. Failure to meet the 30-day milestone may result in the contract being terminated.

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

TASKS & DELIVERABLES

I. Emergency Housing Facilities and Management

A. Contractor must have site control of the housing facility through ownership or valid lease.

B. Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. VA will conduct an inspection that Contractor sites must pass prior to Contractors being able to submit a request for per diem payment to ensure this requirement is met.

C. Contractor is required to ensure that the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act compliant.” No additional funds will be made available for capital improvements under this contract. At least 5% – 7% of a facility’s HCHV Contract Residential Care beds must meet ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 10 beds for the HCHV Contract Residential Care program in the facility, 1 to 2 of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disability; they must have full access to the physical plant as well as the services and supports at the facility.

If a Contractor determines that complying with ADA requirements would be prohibitive due to significant renovations or modernization at their facility, an interagency agreement with another emergency housing provider that meets the ADA requirements may be used provided the second emergency housing provider is able to meet all of the same facilities requirements as required by the contract. Contractors utilizing an interagency agreement must also have written policies and procedures that clearly describe how comparable on-site services will be provided by the Contractor to Veterans residing in an interagency agreement facility. The Contractor retains full responsibility for meeting the terms of the contract for facilities and on-site services when utilizing an interagency agreement to meet ADA requirements.

D. Contractor facility must be licensed as required for the particular setting under State or Federal authority, and must meet all applicable local, state, and Federal requirements concerning licensing and health codes. Copies of valid licenses must be provided to the VA at the time of pre-inspection and during annual inspection reviews. Where applicable, the facility must have a current occupancy permit issued by the authority having jurisdiction.

E. The Contractor providing Safe Haven housing and supportive services to female Veterans under this contract is required to ensure the safety and privacy of these Veterans. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy.

F. Contractor must provide a safe and sober environment for all residents that is consistent with the Safe Haven model of housing and services. The Contractor will offer a low-demand environment with a minimum set of rules designed to re-establish trust in the chronically homeless Veteran and engage the Veteran in needed treatment services. Contractor must have written policies and procedures in place that address the following concerns and situations:

a. Acceptance of treatment cannot be a condition of admission or continued stay.

b. Abstinence from alcohol or drugs cannot be a condition of treatment or continued stay.

c. Infractions of rules should be used as opportunities for engagement.

d. Suspected or known drug or alcohol use or relapse by one or more residents and interventions based on the Safe Haven model.

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

f. Safe prescription medication storage and handling, including specific provisions for prescribed controlled substances .

g. Room inspections, including methods and frequency.

h. Grievance process to address resident complaints with time frames for responses from the Contractor’s program/facility management.

i. Client abandonment of belongings in the facility, including time frames and procedures for disposal.

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

These policies and procedures must be communicated to Veteran residents both verbally and in writing in a manner that is understandable to them upon admission to the facility. This communication must be documented in the Veteran’s client record.

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

a. Dealing or use of illicit drugs at the facility

b. Buying or selling of alcohol or drugs in the facility

c. Sexual activity between residents

d. Violence or threat of violence by residents at the facility

Although rules must be kept simple and demands on the residentsresident’s low, it is required that staff at the facility must stay continuously engaged with the residents. Policies and procedures should reflect that:

a. Regular room checks should occur with a strong focus on maintaining a safe environment that promotes the well-being of all residents.

b. Staff is trained in providing flexible, respectful responses to infractions of rules.

c. Staff is trained in using Evidence Based Practices such as Harm Reduction and Motivational Interviewing.

d. Homeless Veterans will not be discharged for drinking, use of drugs, non-compliance with prescribed medication or infractions of house rules that do not constitute a risk to their personal safety or the safety of the facility residents or staff.

e. Assertive engagement by the staff with patients regarding these problems is the preferred course of action to deal with these common problems of the Safe Haven facility.

H. Contractor must provide the following to Veterans referred and admitted to the HCHV Contract Residential Care facility:

a. A designated bed that is used exclusively by the individual Veteran from the time of admission to the time of discharge. This bed must be situated in a room that affords the Veteran safety, privacy and security.

b. A safe and secure place for each Veteran to store his/her belongings that is readily accessible to the Veteran (such as a locking closet, a locking armoire, a locker, etc.).

c. Laundry facilities for Veterans to do their own laundry.

d. Transportation Comment by Sullivan, Chocka: Should this be more specific?

I. Contractor must provide a clean and comfortable environment of care that meets the following conditions:

a. A structurally sound facility so as not to pose any threat to the health and safety of the occupants and so as toto protect them from the elements;

b. Facility entries and exit locations that are capable of being utilized without unauthorized use and provide alternate means of egress in case of fire;

c. Provides each resident an acceptable place to sleep that is in compliance with appropriate codes and regulations;

d. Provides every room or space with natural or mechanical ventilation;

e. Is free of pollutants in the air at levels that threaten the health of residents;

f. Provides a water supply that is free from contamination;

g. Provides sufficient sanitary facilities to residents that are in proper operational condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste;

h. Provides adequate heating and or cooling that are in proper operating condition;

i. Provides adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents;

j. Provides sufficient electrical sources to permit use of essential electrical appliance while assuring safety from fire;

k. Provides that housing and equipment are maintained in a sanitary manner free from pests, insects and vermin.

It is the Contractor’s responsibility to maintain a clean and comfortable environment of care that meets these conditions. No additional funds will be made available for capital improvements under this contract in the event corrective action is required to remedy a negative condition. For example, the Contractor would be responsible for alleviating a bed bug infestation by hiring an exterminator at its own expense. Contractors must ensure that they have sufficient operating funds in addition to VA funding to maintain the facility according to the requirements of the contract.

J. The Contractor must provide designated onsite office space to a VA Liaison from HinesOverton Brooks VA. The office space must afford the VA Liaison and Veterans privacy and confidentiality when meeting. The VA Liaison is expected to be onsite at the Contractor facility a minimum of one (1) time per week in keeping with VA model development program expectations.

K. Contractor must provide appetizing, nutritionally adequate meals three times per day in a setting that encourages social interaction. With a minimum of 2 meals per day. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines. The VA has particular concernconcern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the Contractor’s success in meeting this requirement during annual facility inspections or at any point during the contract period. Comment by Sullivan, Chocka: Is this language ok. I want to make sure there are mostly hot meal offerings

L. Contractor will allow VA staff to inspect that facility and/or review Veteran participant treatment protocols at any time determined necessary by VA.

II. Staffing and Supportive Services

A. The Contractor shall employ sufficient professional health care personnel to carry out the policies, responsibilities, and programs of the facility. In contract housing, there must be, as a minimum:

a. A full-time administrative staff member on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. Note: security staff alone, whether employed directly by the Contractor or subcontracted by the Contractor, is not sufficient to meet this requirement.

b. A Director of the program and/or facility on call and available for emergencies 24 hours a day, 7 days a week.

c. A professionally credentialed clinical supervisor available to make regular onsite visits and provide ongoing supervision of cases to case management personnel. The clinical supervisor must be on call and available for emergencies 24 hours a day, 7 days a week.

d. Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. P rofessionally credentialed Case managers are required to have a degree in Social Work, Psychology or other behavioral health fields. He/she must have training and experience working with homeless individuals with chronic medical, metal health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the supportive services specified in the contract.

e. Security staff onsite 24 hours a day, 7 days a week. Security staff must be sufficient to ensure a safe and secure environment for all residents.

f. At least one staff or security member with Cardio-Pulmonary Resuscitation (CPR) certification on site and available in an emergency during each shift, 24 hours per day.

B. Contractor is expected to participate in training on the basic Low Demand/Safe Haven model through the VA National Center on Homelessness Among Veterans (the Center) as requested. Introduction to and training on the following evidence-based practices may include with the training:

· Motivational Interviewing

· Harm Reduction

C. Contractor staff must maintain professional boundaries with the Veterans at all timesalways while conveying an attitude of genuine concern and caring.

a. Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced. Contractor should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interests. Contractor staff should not engage in dual or multiple relationships with Veterans or their family members in which there is a risk of exploitation or potential harm to the Veteran or Veteran family. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

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

i. Having adequate private office space for Veterans to meet in confidence with their case manager.

ii. Having secured paper and electronic filing systems to protect clients’ case records and other documentation.

iii. Conducting ongoing training of staff about maintaining client privacy and confidentiality in all verbal and written communications and interactions.

iv. Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

D. Outreach will be conducted by the Safe Haven provider and VA homeless outreach staff to optimally engage the target population. Outreach by the provider should be conducted collaboratively with HCHV staff and target chronically homeless Veterans who have difficulty accepting housing and services from traditional programs. Homeless Veterans with severe mental illness and persistent substance use problems that have not responded to traditional programs and meet the definition of a chronically homeless person are a primary target. For this program, we will use the U.S. Department of Housing and Urban Development’s working definition of a chronically homeless person, who “in general, is an unaccompanied disabled individual who was been continuously homeless for over one year”. Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and getting the Veteran to accept and remain in the Safe Haven residence. Evidence-based practices, such as motivational interviewing and harm reduction, should be utilized.

E. Contractors must communicate policies and procedures to Veteran residents both verbally and in writing in a manner that is understandable to each Veteran upon admission to the facility, ideally in the form of a written resident handbook that is verbally reviewed by the assigned case manager with the Veteran. This communication must be documented in the Veteran’s client record.

F. The Contractor shall provide, at minimum, the following case management services to Veterans in the program:

a. Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment, and establish treatment goals. Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems.

b. Contractor will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members. Psychosocial assessments will include goals for clinical treatment. Contractor coordinates and documents clinical case management and psychosocial services and documents the overall effectiveness of the case management services provided. Specifically, Contractor will:

(1) Develop a highly individualized Individual Service Plan with the Veteran consistent with low demand program goals; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60 to 90 days of admission to the HCHV Contract Residential Care facility, but no more than 14 180 days. The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran’s preferences regarding location and housing type. The plan should also be focused on getting the Veteran resident to accept services, especially mental health and substance use services that will allow attainment of transitional or permanent housing. Acceptance of the services offered should not be a condition of continued stay in Safe Haven. However, engagement and service delivery should retain the expectation that the resident will advance to permanent housing with support, recognizing that it will often be at his or her own pace.

(2) Complete a written plan within the first week of program admission and signed by the Contractor, the Veteran, and the VA Liaison.

(3) Review plans at minimum every thirty (30) days thereafter in a clinical meeting with the Veteran. Updated plans must be promptly communicated to the VA Liaison.

(4) Make changes in plans in consultation with the Veteran.

(5) Screen each Veteran for suicidal and homicidal risk with each contact. This screening must be documented in regular progress notes in the Contractor’s clinical service records. If the Veteran is a danger to him/herself or others, Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA Liaison.

(6) Coordinate with VA Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with HinesOverton Brooks VA and Contractor in meeting Veterans’ needs. Case conferencing may be done in person or by telephonic conference calls as determined by Hines VA.

(7) Obtain relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community based service providers.

(8) Work in close collaboration with the VA Liaison to ensure Veterans’ connections to needed VA medical, mental health, and substance abuse treatment and care.

(9) Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver’s licenses, income verification and any additional information required by housing resources and potential income supports.

(10) Contractor will accompany Veterans to housing interviews, medical appointments, and other appointments as needed while working with Veterans to foster independence and a sense of self-determination. Contractor will provide transportation for Veterans to attend appointments at the VA, potential housing placements, benefits agencies, meetings with landlords, etc. Transportation may include assistance in obtaining train or bus fare, or direct transportation by provider staff.

G. The Contractor will provide the following onsite therapeutic and rehabilitative services including:

a. A variety of daily structured groups and activities to promote social skills building and healthy lifestyle (i.e., resident participation in psychosocial group sessions, topics based upon resident preference and recommendations by the residential treatment setting staff and VA Liaison; physical activities; facilitated outings or social activities in the local community). Daily activity schedules must be printed and posted in facility common areas to ensure Veteran awareness and promote participation.

b. Health and personal hygiene products for self-care;

c. Monitoring andMonitoring and make medicationsmake medications available, if necessary;

d. Supportive social services, in collaboration with the case managers, VA or other community resources;

e. Professional counseling as required, including emphasis on self-care skills, adaptive coping skills, vocational counseling, in collaboration with the VA Liaison or community resources as appropriate;

f. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning;

g. Support for an alcohol and/or drug-free lifestyle;

Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships.

Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

H. Contractor will notify VA through the VA Liaison at the local VA hospital of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: death; fire; drug / police raid; suicide / suicide attempt; 911 call (police / fire dept. / paramedics / other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events.

In the event a Veteran residing in HCHV Contract Residential Care Safe Haven housing under this contract dies, the Contractor will promptly notify the VA Liaison and immediately assemble, inventory, and safeguard the Veteran’s personal effects.

I. The funds, deposits, and effects left by Veterans upon the premises of the facility shall be delivered by the director or manager of the facility to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans 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 has been made, they will be immediately forwarded to the VA Liaison. Property and funds wherever located vests in and becomes 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 VA concerning disposition.

J.

SUBSTITUTION OF PERSONNEL

A. The Contractor shall utilize the personnel named in its quotation to perform the services required under this contract. In the event that any of the personnel named in the quotation are unable to perform the duties of this task order, for any reason such as death, illness, or resignation from the Contractor’s employ, the Contractor shall promptly submit to the Contracting Officer and COTR, in writing, a detailed explanation of the circumstances necessitating the substitution.

B. The Government shall have the right to require replacement of any Contractor or sub-Contractor employee assigned to work on this contract, if the employee is determined not to possess the experience or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

ADMISSIONS, LENGTH OF STAY AND DISCHARGES Comment by Sullivan, Chocka: I need to double check this section of current outcomes.

The goals of the HCHV Contract Residential Care Safe Haven Program are to:

· Rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by expediting placement of these Veterans into safe, supportive emergency housing.

· Place Veterans in other appropriate transitional or permanent housing within 60 to 90 days, but no more than 180 days from the date of admission.

A. Veterans will be screened and referred to the Contractor by the VA Liaison. When beds are available beds, the Contractor will be expected to provide immediate admission to housing and services to these Veterans beyond standard hours of operation. The date of admission must be approved by the VA Liaison for billing purposes. If a Veteran presents at the facility during weekends, at night, or a holiday, the Safe Haven provider may accept the Veteran. However, VA staff has the right of approval or disapproval for payment. Engagement of homeless Veterans in the provision of housing placement, treatment and supportive services is a key element of the HCHV Contract Residential Care program. ThereforeTherefore, management of program dropout will be an element of the quality assurance review for this program.

B. Although demands are kept minimal in the Low-Demand/Safe Haven setting, expectations should be kept high regarding the resident utilizing the time to access other residential treatment, transitional or permanent housing settings offered by VA and the community. Continuous engagement should be directed at helping the resident achieve goals of securing a more permanent setting. Maintaining housing stability should always be the primary goal. Recognition and rewards should be provided to help residents achieve these goals. The Contractor is expected to recognize successful Safe Haven Veterans with ceremonies, opportunities to provide peer support to other Veterans as appropriate, and invitations to share their experiences as successful alumni.

C. Veterans will ideally be placed in other transitional or permanent housing suitable for the Veteran within 60 to 90 days from the date of admission, but not more than 180 days from the date of admission. Contractors may not bill per diem for Veterans whose length of stay exceeds 180 days from the date of admission without prior approval from the VA Liaison. The VA Liaison will not approve per diem for lengths of stay exceeding 180 days from the date of admission unless:

a. There are extenuating clinical circumstances beyond the Contractor’s control that are barriers to the…