36C25620Q0303 v4.pdf

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 86

36C25620Q0303 06-02-2020

Frank Mendoza Contract Specialist 713.791.1414 x 22769 06-19-2020 15:00

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

X

623220

$16.5 Million

N/A

36C580

Department of Veterans Affairs Michael E. DeBakey VA Medical Center Receiving Warehouse Building 100 2002 Holcombe BLVD 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

877-353-9791 512-460-5429

See CONTINUATION Page

Contractros shall provide Sober Living Services for the Departmenr of Veterans Affairs (VA) Michael E.

DeBakey VA Medical Center, Houston TX

See Schedule of Services/Performance Work Statement on pages 6 to 31.

For solicitation submission requirements and evaluation factors for this solicitation reference pages 58 and 68.

This is a multiple award solicitation in accordance with Federal Acquisition Regulation (FAR) 12,13,13.5, and 16.504.

See CONTINUATION Page x 1

Corey L. Labbe

VA-VHA-2020-FC38F64E

36C25620Q0303

Table of Contents

SECTION A

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.216-18 ORDERING (OCT 1995)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 ORDERING PROCEDURES

C.6 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.7 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.8 52.219-4 NOTICE OF PRICE EVALUATION PREFERENCE FOR HUBZONE SMALL

BUSINESS CONCERNS (MAR 2020)

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (JAN 2008)

C.11 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

C.12 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.13 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

C.14 VAAR 852.219-9 VA SMALL BUSINESS SUBCONTRACTING PLAN MINIMUM

REQUIREMENTS (DEC 2009)

C.15 VAAR 852.219-71 VA MENTOR-PROTÉGÉ PROGRAM (DEC 2009)

C.16 VAAR 852.219-72 EVALUATION FACTOR FOR PARTICIPATION IN THE VA

MENTOR-PROTÉGÉ PROGRAM (DEC 2009)

C.17 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.18 VAAR 852.219-76 SUBCONTRACTING PLANS MONITORING AND COMPLIANCE

(JUL 2018)

C.19 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.20 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.21 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) 49

C.22 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (MAR 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN

D.2 FIRE SAFETY INSPECTION REPORT

D.3 FACILITY INSPECTION CHECKLISTS

D.4 PAST PERFORMANCE INFORMATION

D.5 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (MAR 2020)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.10 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (MAR 2020)

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:

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

Sarah Browne Contracting Officer’s Representative

Mental Health Care Line 2002 Holcombe Boulevard Houston, TX 77030

Phone: 713-791-1414 x23316 Email: Sarah.Browne1@va.gov

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

mailto:corey.Labbe@va.gov mailto:francisco.mendoza@va.gov mailto:Sarah.Browne1@va.gov

[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:

a. Quarterly [ ]

b. Semi-Annually [ ]

c. Other [x ] Acceptance of order] Invoice is to be issued at time of product shipment. Payment is to be received 45 days from date of invoice. Product must be received and acceptance by Government in order to receive payment

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:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

9,360.00 EA __________________ __________________

Contractor shall be required to provide Sober Living housing and services for Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day. Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement.

Contract Period: Base POP Begin: 08-28-2020 POP End: 08-27-2021 for Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day. Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement.

Contract Period: Option 1 POP Begin: 08-28-2021 POP End: 08-27-2022 for Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day. Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement.

Contract Period: Option 2 POP Begin: 08-28-2022 POP End: 08-27-2023 for Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day. Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement.

Contract Period: Option 3 POP Begin: 08-28-2023 POP End: 08-27-2024 for Veterans with substance use disorders who are participating in the

Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. Unit of issue is each per member per day. Payment is limited to quantity of Veterans referred and provided services in accordance with the Performance Work Statement.

Contract Period: Option 4 POP Begin: 08-28-2024 POP End: 08-27-2025

GRAND TOTAL __________________

Minimum Quantity/Amount: (1) Veteran for Sober Living Services for 30 days.

Maximum Quantity/Amount: Not to Exceed 46,800 Bed Days.

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 day price applied to any extension up to six months at the same price as the preceding ordering period.

B.3 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

SUBSTANCE USE DISORDERS TREATMENT PROGRAM

SOBER LIVING CONTRACT

10 March 2020

1 GENERAL:

1.1. GENERAL: The Contractor shall be responsible for providing “sober living” housing to 10-30 Veterans with substance use disorders who are participating in the Substance Disorders Treatment Program (SDTP) at the Department of Veterans Affairs Medical Center in Houston, TX. The goal of the contract is to facilitate recovery from substance use disorders by providing a safe, supportive place to live while Veterans engages in treatment.

1.2. BACKGROUND. The MEDVAMC provides comprehensive medical and mental health care for Veterans which, along with emergency and acute-medical and mental health inpatient care, provides outpatient care for Substance Use Disorders including case management, a range of levels of care for substance use disorder, and medication management.

1.3. The contractor shall offer a safe, secure, and recovery-oriented environment and social community. 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.

1.4. Eligible Veterans served shall include Veterans diagnosed with Substance Use Disorders who are physically and mentally capable of leaving the building, unaided in the event of an emergency and willing to comply with rules and regulations of the facility.

1.5. 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 Veterans. 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 15 mile radius of the Michael E. DeBakey Veteran Affairs Medical Center (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, 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. DEFINITIONS/ACRONYMS:

1.8.1. CO: Contracting Officer

1.8.2. CS: Contracts Specialist

1.8.2. COR: Contracting Officer’s Representative

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=1423 https://www.cms.gov/Regulations-and-Guidance/Administrative-Simplification/HIPAA-ACA/index.html https://www.cms.gov/Regulations-and-Guidance/Administrative-Simplification/HIPAA-ACA/index.html

1.8.3. COS: Chief of Staff

1.8.4. CPARS: Contractor Performance Assessment Reporting System

1.8.5. ISO: Information Security Officer

1.8.6. PWS: Performance Work Statement

1.8.7. QA/QI: Quality Assurance/Quality Improvement

1.8.8. QM/PI: Quality Management/Performance Improvement

1.8.9. QASP: Quality Assurance Surveillance Plan

1.8.10. Length of Stay (LOS)

1.8.11. VA: Veterans Affairs

1.8.12. VAMC: Veterans Affairs Medical Center

1.8.13. VHA: Veterans Health Administration

1.9. BILLING DEFINITIONS:

1.9.1. 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 If housing more than 16 people, have a current occupancy permit issued by the local and/or state governments (as appropriate) 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 Certified by the National Alliance for Recovery Residences (for which VA may pay a premium) or registered with City of Houston as compliant with local ordinance as lodging or boarding facility as appropriate.

2.1.4 Be equipped with operational air conditioning/heating systems

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

2.1.6 Be equipped with first aid equipment (to include Naloxone) and posted evacuation plans in case of emergency.

2.1.7 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. 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.

2.2.3. Conduct an Emergency Disaster Evacuation Drill and submit corresponding Plan to SDTP Program Director, SDTP Sober Living Contract Liaison, or designee annually.

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

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

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

2.2.7. The initial and annual inspection by a VA team required by paragraph 7 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 unless it is determined by the VA that a fire and safety inspection is in the best interest of the Government and the Veteran.

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 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

2.3.5. 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 SDTP Sober Living Contract Liaison shall conduct a survey of the Contractor’s facilities to assure the facility functions in an effective and safe manner. 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.

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 consumed by residents to see if it is provided in a setting which encourages social interaction and if nutritious snack options between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated.

2.4.3.8 Making a spot check of veterans’ records to ensure accuracy with respect to Veterans’ orientation to facility, individual goal-setting, progress towards goals, length of stay and discharge status/plan.

2.4.3.9 All Department of Veterans Affairs reports of inspection of residential facilities 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.

2.4.3.10 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 SDTP Program Director, SDTP Sober Living Contract Liaison, or designee.

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. HOUSING: Room to include a bed and other furnishings such as a dresser, storage, and personal linens (towels and bed sheets). Veterans shall have access to handicapped accessible rooms as indicated. The facility will provide hands on attention to Veterans needs that are of a social or mental health nature that do not require the skilled care services of a nursing home facility. Veterans must have access to an operable, non-pay telephone in a private location, both to make and receive personal calls.

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

3.1.3. RECOVERY ORIENTED SUPPORT:

(1) Written structure for recovery housing (house orientation, rules to include resident observation of curfew, expectations around abstinence violation/relapse and consequences of violation of such, grievance policy, and requirement of participation in MEDVAMC Substance Disorders Treatment Program).

(2) Weekly recovery support meetings and life skills building including financial responsibility, cooking (if applicable), volunteering, personal hygiene/grooming, and successfully reintegrating into the job market.

(3) Supervision and recovery support for the residents at recovery homes.

Staff cultivate the resident’s sense of belonging and responsibility for community.

(4) Data collection (conditions of discharge, relapse rates, engagement in productive activities including employment/education) with expectation of developing benchmarks and standards for successful performance on relevant dimensions negotiated between contractor and VA.

(5) Weekly individual goal-setting meeting and a peer-to-peer community based structure of recovery.

(6) Coordination with VA program staff which will provide therapeutic and psychosocial services on-site at MEDVAMC.

(7) Residents engage in governance and leadership.

(8) Contractor staff model prosocial behavior and relationship enhancement skills.

3.1.4. NUTRITIONAL SUPPORT: Contractor will either provide meals and/or assure processes are in place such that Veterans have access to groceries, equipment, structure, training and/or oversight (as needed) to enable meal preparation appropriate to satisfy nutritional needs.

3.1.5. MEDICATION STORAGE: Medication will be stored by the Veteran in a locked cabinet, drawer or other locked storage container. Duplicate keys for the Veteran’s Locked storage container and room must be available to the veteran and the administrator, on-site manager or designated staff.

3.1.6. Case records shall be maintained in security and confidence as required by the Health Insurance Portability and Accountability Act (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. Contractor may have the capacity to perform point of care testing for substances of misuse to be administered at the discretion of the contractor.

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 duties of 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 support 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 SDTP “Sober Living 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. 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.

5.4. 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 and the Contracting Officer’s Representative (COR). An extension of the referral period up to a total of 6 months may be authorized by the COR, provided that funding is available. Treatment periods in excess of 6 months for individual Veterans must be authorized by the COR.

6. ABSENCES AND CANCELLATION – (GPD 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 may 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.

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 COR and 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 SDTP Contract Liaison and the COTR 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

8.1 Contractor shall provide Veterans with information regarding public transportation and/or assist with coordination of VA provided transportation services for follow-up appointments at the VA. VA may pay a premium for contractors who provide transportation for Veterans to and from appointments with SDTP for Intensive Outpatient Programming.

9. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY

IMPROVEMENT:

9.1 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.

9.1.1 Measure: Facility Maintenance

Performance Requirement: Contractor must meet the requirement as outlined in Performance Work Statement Paragraph 2.1.

Standard: All (100%) requirements met.

Acceptable Quality Level: 100% Surveillance Method: Inspections, Direct Periodic Reviews and spot checks

9.1.2 Measure: Safety Requirements

Performance Requirement: Contractor must meet the requirement as outlined in Performance Work Statement Paragraph 2.2.

Standard: All (100%) requirements met.

Acceptable Quality Level: 100% Surveillance Method: Inspections, Direct Periodic Reviews, and spot checks.

9.1.3 Measure: Integrated Pest Management Plan

Performance Requirement: Contractor must meet the requirement as outlined in Performance Work Statement Paragraph 2.3.

Standard: All (100%) requirements met.

Acceptable Quality Level: 100% Surveillance Method: Direct Periodic Reviews and spot checks.

9.1.4 Measure: Safety

Performance Requirement: Contractor must meet the requirement as outlined in Performance Work Statement Paragraph 2.4.3.

Standard: All (100%) requirements met.

Acceptable Quality Level: 100% Surveillance Method: Initial Inspection, Follow up inspections, Periodic Reviews and spot checks

9.1.5 Measure: Room Accommodation

Performance Requirement: Contractor must meet the requirement as outlined in Performance Work Statement Paragraph 3.1.1.

Standard: All (100%) requirements met.

Acceptable Quality Level: 100% Surveillance Method: Room Inspections , Customer Surveys, Direct Periodic Reviews, and spot checks

9.1.6 Measure: Recovery Oriented Support.

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 3.1.3.

Standard: All (100%) requirements met.

Acceptable Quality Level: 100% Surveillance Method: Direct Periodic Reviews and spot checks.

9.1.7 Measure: Nutritious Meals Support

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 3.1.4 Standard: All (100%) requirements met.

Acceptable Quality Level: (100%) Surveillance Method: Direct Periodic Reviews and spot checks.

9.1.8 Measure: Medication

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 3.1.5 Standard: All (100%) requirements met.

Acceptable Quality Level: (95%)

9.1.9 Measure: Case Records Management.

Performance Requirement: Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 3.1.6.

Standard: All (100%) requirements met.

Acceptable Quality Level: 100%

9.1.10 Measure: Personnel

Performance Requirement: : Contractor shall meet the requirements as outlined in the Performance Work Statement Paragraph 4.1.

Standard: All (100%) Requirements met.

9.1.11 Measure: Personnel Education and Training

Performance Requirement: Contractor shall perform services as outlined in Performance Work Statement paragraph 4.2.

Standard: All (100%) Requirements met.

Acceptable Quality Level: 95-100%

9.1.12 Measure: Key Personnel

in the Performance Work Statement paragraph 4.3.

Standard: All (100%) Requirements met.

Surveillance Method: Periodic Reviews and spot checks.

9.1.13 Measure: Processing Unauthorized Absences

in the Performance Work Statement paragraph 6.1.

Standard All (100%) Requirements met.

Acceptable Quality Level: 100%.

Surveillance Method: Initial Inspection, Follow up inspection, Periodic Reviews and spot checks

9.1.14 Measure: Medical or Mental Health Emergency Notification in the Performance Work Statement paragraph 6.3.

Standard: All (100%) Requirements met.

9.1.15 Measure: Incidents involving Veterans

in the Performance Work Statement paragraph 6.4.

Standard All (100%) Requirements met.

Acceptable Quality Level: 100%.

Surveillance Method: Method: Direct Periodic Reviews and spot checks.

9.1.16 Measure: Treatment of Veterans with Dignity and Respect in the Performance Work Statement paragraph 7.1.

Standard: All (100%) Requirements met.

Acceptable Quality Level: 100% Surveillance Method: Customer Complaints, Direct Periodic Reviews, and spot checks.

9.1.17 Measure: Transportation

in the Performance Work Statement paragraph 8.1.

Standard All (100%) Requirements met.

Acceptable Quality Level: 100%.

Surveillance Method: Direct Periodic Reviews and spot checks

10 CONTRACT CHANGES/TECHNICAL DIRECTIONS.

10.1 The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE

DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER

WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT

PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT

THEREOF.

10.2 The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority, including monitoring of the Contractor’s performance.

10.3 CONTRACTOR Security Requirements (Handbook 6500.6) VA information and information system security/privacy

10.4 General

10.4.1 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.

10.4.2 Access to VA information and VA information systems

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

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

c. Contract personnel who require access to national security programs must have a valid security clearance. National industrial security program (NISP) was established by executive order 12829 to ensure that cleared U.S. Defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a memorandum of agreement with Defense Security Service (DSS). Verification of a security clearance must be processed through the special security officer located in the planning and national security service within the office of operations, security, and preparedness.

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

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

10.4.3 VA information custodial language

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

b. 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.

c. 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.

d. 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. If federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or special publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under federal acquisition regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated baa must also be terminated and appropriate actions taken in accordance with VHA handbook 1600.01, business associate agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and web services security controls, if applicable, shall meet or exceed VA’s…