36C25622Q0302_2.docx

36C25622Q0302

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

586-22-3-319-0005 36C25622Q0302 03-07-2022 Troy Davis 713-770-5926 03-14-2022

12PM

CDT

36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX 77030 4298 X 624221 $12 Million N/A X 36C586 Department of Veterans Affairs G.V. (Sonny) Montgomery VA Medical Center (VAMC) Jackson MS 39216 36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX 77030 4298

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

877-353-9791 512-460-5429 See CONTINUATION Page Contractros shall provide Community Halfway House Sober Living services for the Departmenr of Veterans Affairs (VA) See Schedule of Services/Performance Work Statement on pages to 37.

For solicitation submission requirements and evaluation factors for this solicitation reference pages 5 and This is a single award solicitation in accordance with Federal Acquisition Regulation (FAR) 12,13,13.5, and 16.504.

See CONTINUATION Page X X one(1) Frank Mendoza

VA-VHA-2021-60E358EC

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: POC Name: ______________________

Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX 77030-4298 Phone: (713) 791-1414 x22769 E-mail: Francisco.Mendoza@va.gov

Troy Davis, Contract Specialist Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX 77030-4298 Phone: 713-770-2659 E-mail: troy.davis@va.gov

Kimberly Moore, Program Coordinator Department of Veterans Affairs G. V. (Sonny) Montgomery VA Medical Center 1500 East Woodrow Wilson Drive Jackson, Mississippi 39216 Phone: 601-362-4471 ext. 55504 E-mail: kimberly.moore1@va.gov

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. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Current Invoicing information is located at http://www.fsc.va.gov/einvoice.asp

5. MANDATORY WRITTEN DICLOSURES: Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instruction.

6. Secure Fax – In accordance with VA Handbook 6500 the following statement on all fax cover sheets must be included: “This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.”

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

(End of Contract Administration Information)

B.2 SCHEDULE OF SERVICES/PRICE COST SCHEDULE

This is a single award Indefinite Delivery Indefinite Quantity (IDIQ) contract type with a five (5) year ordering period. Base and Ordering Periods of Performance are estimated subject to the effective date of award. The following IDIQ minimum and maximum quantities are based on the Price/Cost Schedule’s unit of issue of “Each” at a per member per day price.

Contract Minimum: 1 Veteran for 60 days

Contract Maximum: 10 Veterans for 60 days

Minimum Quantity (Guaranteed Minimum): One (1) Veteran minimum guarantee for 60 days for the base ordering period only of the IDIQ contract.

Maximum Quantity: Ten (10) Veterans total at any given time for the life of the IDIQ contract to be placed at the contractor’s facility for services.

All unit prices shall be a Fixed Price (FP) and all inclusive. Changes to the contract can only be made by a written modification which is formally executed by the contractor and the Contracting Officer.

BASE ORDERING PERIOD – March 24, 2022 to February 28, 2023

Total Estimated Annual Cost

Total for Base Ordering Period $________________________

ORDERING PERIOD 1 – March 24, 2023 to February 28, 2024

Total Estimated Annual Cost

Total for Ordering Period 1 $________________________

ORDERING PERIOD 2 – March 24, 2024 to February 28, 2025

Total for Ordering Period 2 $________________________

ORDERING PERIOD 3 – March 24, 2025 to February 28, 2026

Total Estimated Annual Cost

Total for Ordering Period 3 $________________________

ORDERING PERIOD 4 – March 24, 2026 to February 28, 2027

Total Estimated Annual Cost

Total for Ordering Period 4 $________________________

TOTAL FOR ALL ORDERING PERIODS $___________________________

Six (6) Month Extension: As indicated in FAR 52.217-8 the Government will have the option to extend the performance of the contract up to an additional six (6) months when the contractor is provided written notice. Six (6) month extension will be based on the per member per day price from the final ordering period. Thus, providing a separate per member per day price for the optional six-month extension period is not required. Prior to exercising the six (6) month extension, (1) the Contracting Officer will ensure that it is still in the Government’s best interest, with price and other factors considered, and (2) the options do not extend beyond the period of the contract.

**Note** Task Orders shall only be issued by the Contracting Officer for no more than a 12-month period of performance with a not-to-exceed amount for the task order period and shall comply with FAR clauses 52.216-18 and 52.216-19. The Contracting Officer shall ensure that Task Orders are not issued in excess of available funding for the period of performance specified.

Ordering Procedures

a. This contract type allows the Department of Veteran Affairs Network Contracting Office 16 (NCO 16) contracting officers to place orders with the contractor on an as needed basis, in accordance with the FAR Clauses 52.216-18, Ordering. NCO 16 will obligate the funding and order the services by issuing a task order. The estimated number of days or per member per day for performance of each task order shall be set forth in each task order.

b. The Health Care for Homeless Veterans coordinator for the VA has the sole authority to assign chronically homeless Veterans to be treated by the contractor.

c. The contractor shall initiate work when, so directed by a Task Order. No work under any Task Order shall be performed unless specifically authorized by the contracting officer.

Approval of a Task Order shall not constitute approval to exceed any item listed in the contract or general provisions of the contract. The contractor shall not exceed the task order amount or change the task order without prior written approval of the contracting officer.

d. Task orders within scope of the IDIQ contract will be issued unilaterally in accordance with the IDIQ Contract terms and conditions and bilaterally when change in terms and conditions is negotiated in accordance with contract clauses FAR 52.212-4 (c), FAR 52.216-18, FAR 52.216-19 and FAR 52.216-22.

e. Task order pricing for services will be based on IDIQ prices based on negotiated priced contract line items as outlined in B.2 Price/Cost Schedule section in this single award IDIQ contract.

f. Contractor is required to deliver services in accordance with the task order terms and conditions during the task order specified period of performance.

g. The NCO 16 Contracting Officer is the only authorized official to issue task orders under this IDIQ Contract.

h. Task order prices shall be FP as agreed to in the contractor’s Price/Cost Schedule and individually funded.

i. Each task order shall have an established period of performance or delivery date. Individual Task order shall not exceed a 12-month period.

(End of Price/Cost Schedule)

B.3 PERFORMANCE WORK STATEMENT (PWS)

Community Halfway House

1 GENERAL:

1.1. GENERAL: The Contractor shall be responsible for providing a Community Halfway House (HWH) and “sober living” services to Veterans who are chronically homeless, particularly those with co-occurring mental health and substance use treatment needs. It is understood that those Veterans cared for under this contract will require care and services over and above the level of room and board.

1.2. BACKGROUND. The G.V. (Sonny) Montgomery VA Medical Center (VAMC) Health Care for Homeless Veterans (HCHV) program contracts on a regular basis, housing (10 beds) and 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 meet the standards listed below for the level of care to be provided. The facility must strictly comply with the requirements of applicable regulatory agencies (e.g., Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Commission on Accreditation of Rehabilitation Facilities, Mississippi Department of Mental Health). Contractors with current accreditation (e.g., JCAHO) will provide copy of accreditation.

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. 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 regarding women and children.

1.5. PLACE OF PERFORMANCE: All services shall be provided at the Contractor’s facility, to include transportation for Veterans to and from the VAMC and shall be located within a 25-mile radius of the G.V. (Sonny) Montgomery VA Medical Center (VAMC), 1500 E Woodrow Wilson Ave, Jackson, MS 39216.

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

1.9. 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 Line Item will be reimbursed at the daily rate prescribed on the Price/Cost Schedule for each Line Item.

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 10 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 Follow 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 Jackson 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.

2.1.8 Any repairs needed will be completed within five (5) days, failure to do so will result in a 10% reduction on the monthly invoice.

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 the HCHV 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 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, ACCEPTANCE AND SAFETY:

2.4.1. It is agreed that the VA will have right to inspection of the residential treatment center and all appurtenances by an authorized representative(s) designated by the VA at any time.

2.4.2. Prior to the award of a selected contract, a multidisciplinary Veterans Affairs team consisting of a Social Worker or Licensed Mental Health Professional, Dietitian, Registered Nurse, a VA Police Officer and a Facilities Management Safety Officer may conduct a survey of the residential treatment/community health care center, Residential treatment centers to be utilized will be restricted to community based facilities that provide food, shelter, and therapeutic services in a supportive environment. At the time of the initial inspection the following should be made accessible on site: 1.) a 3-5 day food supply with the accompanying menu for least one week, and 2.) a mock clinical chart.

2.4.3. In the cases of complexes of non-VA community health care facilities, it is imperative that all components of the program be inspected by the VA team prior to award of the contract as is required for an integrated primary site. Each of the community health care facilities identified in the complex as contact recipients will also be subject to the requirement for contracting, safety and record keeping described in other parts of this document as applying to the residential treatment center.

2.4.4. The contractor will be advised of the finding of the inspection team. If deficiencies are noted during any inspection, the facility will be given a reasonable time to notify the Contracting Officer and to ensure that the corrections have been completed.

2.4.5. The VA shall monitor during the contracted period, the contractor's program and inspect the contractor's facility to ensure compliance with this contract. Any unsatisfactory conditions noted during an inspection of contract facility will be reported in writing 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 discharge, transfer patients, and/or to terminate the contract.

2.4.6. Subsequent inspections of the residential treatment center must be made yearly by a multidisciplinary team including such JVAMC personnel as the Director considers necessary to assure the facility provides quality care in a safe environment. As the VA program personnel accomplish site visits, attention will be directed to the adequacy of Veterans' records to ensure conformity to HCHV written policies and procedures, applicable state or local guidelines and/or applicable accrediting bodies (e.g., Commission on Accreditation of Rehabilitation Facilities (CARF) and/or The Joint Commission (TJC). Site visits will also include a spot check of records to ensure contractor invoices accurately reflect the veteran's length of stay. Veteran records should include the following documentation: 1) Referral, screening and assessment forms, 2) VA Release of Information, 3)the DD 214, 4) signed and dated residential contract, 5) a History and Physical and TB testing or chest X-Ray 6) completed psychosocial assessment, 7) a treatment plan, 8) weekly individual and group progress notes, 9) copies of urine drug screens, 10) medication list with documentation of medication checks, 11) a budget plan, 12) AA/NA meeting and employment logs, and 13) the HCHV admission form.

2.4.7. Requirements are subject to change. Most current local, federal, and state laws, regulations, requirements, etc. apply.

2.4.8. SAFETY

2.4.8.1 The COR will inspect the facility for conformity to the current Life Safety Code and will focus on an assessment of the quality of life within the residential treatment facilities, giving particular attention to the following factors:

2.4.8.1.1 The general observation of residents indicating that they maintain an acceptable level of personal hygiene and grooming.

2.4.8.1.2 The facility meets applicable fire, safety and sanitation standards in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential.

2.4.8.1.3 The facility should be in a central location, near public transportation, and near areas, which provide employment.

2.4.8.1.4 Appropriate organized activity programs during waking hours (including evenings) reflecting a high level of activity in the facility or in the linked facilities, for example individual professional counseling, physical activities, assistance with health and personal hygiene.

2.4.8.1.5 There is written evidence of facility-community interaction. This may be 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.

2.4.8.1.6 Staff behavior and interaction with residents convey an attitude of genuine concern and caring.

2.4.8.1.7 Appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. The addition of nutritious snacks to the requirements for room and board is particularly indicated for homeless patients. Many of these patients are either undernourished or have developed poor eating habits or both, because of their chronic psychiatric disorder, including alcohol/drug abuse behaviors. The local VA Medical Center dietitian may consult with the initial inspection team and the team making subsequent assessments, in evaluating not only the printed menus but also the patients' satisfaction with meals and the actual consumption of food offered.

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:

New Year’s Day Washington’s Birthday Martin Luther King’s Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas 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 services:

3.1.1. Level of Care:

3.1.1.1. Supportive social services in collaboration with the contract facility and the VAMC case manager.

3.1.1.2. Individual professional counseling as needed, including emphasis on self-care, adaptive coping skills, and vocational rehabilitation counseling as appropriate, in collaboration with VAMC’s program resources.

3.1.1.3. Structured activities such as group sessions determined by the VAMC case manager, Veteran preferences, and contract facility staff.

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

3.1.1.5. Health and personal hygiene maintenance.

3.1.1.6. The contractor shall provide mental health and substance abuse counseling when required and approved by the VAMC case manager.

3.1.1.7. Ongoing education on relapse prevention, achieving and maintaining independence in the activities of daily living, enhancing social skills, and improving interpersonal relationships.

3.1.2. DIETETIC SERVICES:

3.1.2.1. At least three (3) nutritionally adequate meals shall be served daily at regular times. Nutritious snacks between meals and at bedtime shall be offered.

3.1.2.2. There shall be evidence that food is prepared, served, and stored under sanitary conditions.

3.1.2.3. Sanitary procedures must be in place for washing dishes, cleaning equipment, cleaning, eating and work areas, and for proper waste disposal.

3.1.3. MEDICAL RECORDS: A client’s record shall be maintained for each Veteran that includes at least:

3.1.3.1. Identification records

3.1.3.2. Admission Assessment (including diagnosis)

3.1.3.3. Release of Information

3.1.3.4. Suicide Risk Assessment

3.1.3.5. Progress notes by facility staff

3.1.3.6. Medication log

3.1.4. DRUGS AND NARCOTICS: Medications, including controlled medication shall be properly stored and controlled, and issued upon orders from the physician and recorded.

3.1.5. BASIC SERVICES:

3.1.5.1. A supervised alcohol and drug free environment, including active affiliation with Alcoholics Anonymous (AA) and Narcotics Anonymous (NA) programs.

3.1.5.2. Sufficient staff must be provided with position qualifications to carry out the responsibilities, policies, and programs of the facility. There must be a full-time administrative staff member or staff designee on duty on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week.

3.1.5.3. Room and board.

3.1.5.4. Supplies to promote the Veteran’s health and maintenance of personal hygiene.

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

3.1.5.6. Structured activities, with group session participation recommended by the VA Medical Center case manager and Veteran preferences.

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. RECORDS AND REPORTS:

3.1.7.1. An individual client record will be maintained on each Veteran admitted under this contract, in which the facility staff must maintain confidentiality, and maintain all case records in security and confidence as required. These records will be made available on a need-to-know basis to appropriate VA staff members involved with the treatment program of the Veterans concerned.

3.1.7.2. All records shall have essential identifying data relevant to the Veteran and his/her family.

3.1.7.4. All records shall have data relating to the Veteran’s admission, including treatment plan goals.

3.1.7.5. All records shall include a medication log.

3.1.7.6. Each record shall contain reports of periodic re-evaluation to include any progress toward identified goals, and the attainment of any self-help skills.

3.1.7.7. Final summaries on each Veteran who leave the program shall be completed, to include a description of beneficial changes during their stay, reasons for leaving, the Veteran’s future plans, and follow up locator information.

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 PWS.

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.

4.7 Service Contract Report. The contractor shall report the contract number and order number, the total dollar amount invoiced for services performed during the previous Government fiscal year under the order, the number of Contractor direct labor hours expended on the services performed during the previous Government fiscal year, and data reported by subcontractors (if applicable) at www.sam.gov See section 3.10 of the SAM User Guide attached at section D2.

4.8 Employment Eligibility Verification. The contractor shall enroll in the E-Verify program within 30 calendar days of contract award at http://www.dhs.gov/E-Verify gov/E-Verify. For each employee assigned to the contract, initiate verification within 90 calendar days after date of enrollment or within 30 calendar days of the employee’s assignment to the contract, whichever date is later. If the contractor is enrolled as a Federal Contractor in E-Verify at time of contract award, the contractor shall use E-Verify to initiate verification of employment eligibility of all new employees. The contractor shall log into the E-Verify program at least every three months after contract award to maintain employment eligibility of all employees. See E-verify Job Aid attached at section D3.

4.9 Veteran Health Administration (VHA) Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

4.9.1 Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

4.9.2 Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

b. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4.10 Policy

4.10.1 The facility agrees and warrants that it does not maintain nor provide dual or segregated patient facilities, which are segregated on the basis of race, creed, color or national origin. The facility may neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term "facilities" shall include but not limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc.

4.10.2 The facility agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the VAMC Director or his designee, regardless of race, color, religion, sex or national origin of persons for whom such services are ordered. In addition the facility warrants that subcontracting will not be resorted to as a means of circumventing this provision.

4.10.3 It is agreed that duly authorized representatives of the VA will provide follow-up supervision visits to veterans placed to assure the continuity of care and to assist in the veteran's transition back into the community. It is understood that these visits do not substitute nor relieve the facility in any way of the responsibility for the daily care and treatment of the veteran. Upon discharge or death of the patient, records on all VA beneficiaries will be retained by the facility for a period of at least three (3) years following the termination of care.

4.10.4 The facility will not accept food stamps or welfare from Veterans.

4.10.5 The facility warrants that all applicable fire laws are being complied with and there are no recommendations of fire officials, which have not been resolved.

4.10.6 The contractor shall comply with the VA Patient's Bill of Rights as set forth in the Code of Federal regulations, Section 17.34a, Title 38. Copy is to be visible to patients and employees.

4.10.7 Failure to follow the policies as outlined in this section will result in a 10% reduction in the monthly invoice. Ongoing poor performance may result in contract termination.

5. REFERRALS

5.1. The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for treatment. A written “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 60 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, if funding is available. Treatment periods more than 6 months for individual Veterans must be authorized by the COR.

5.5 INVOICING AND PAYMENT:

5.5.1. Payment in Full. Costs are responsibility of parent VA contracting this service. The contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the Contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract. To the extent that the Veteran desires services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for payment. The contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

5.5.2. Electronic Invoice Submission: Invoices will be electronically submitted to the Tungsten website at https://www.fsc.va.gov/einvoice.asp. Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror the current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). Payments will only be made for actual services rendered. Payments shall be made monthly, in arrears. The Contractor shall be reimbursed at the capitation rate specified in the Supplies or Services and Prices/Costs Section. The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. The Contractor shall be reimbursed upon receipt of a proper invoice. Invoices must contain the following information:

5.5.2.1. Total number of listed Veterans from the previous month's invoice.

5.5.2.2. New Veterans added to the billable roster since the previous month's invoice.

5.5.2.3. Veterans removed from the billable roster since the previous month's invoice.

5.5.2.4. Firm’s Tax Payer ID Number (TIN)

5.5.2.5. Firm’s “Remit Address” information

5.5.2.6. VA Purchase Order (PO) number, Contract number and Task Order number

5.5.2.7. Firm’s contact information: (Personal Name, Email, and Phone)

5.5.2.8. VA point of contact information: (Personal Name, Email, and Phone)

5.5.2.9. The Period of Performance dates (Beginning and Ending)

5.5.2.10. All discount information if applicable (Percent and Date Terms)

5.5.2.11. For additional information, please contact:

5.5.2.12. Tungsten Support Phone: 1-877-489-6135 Website: https://www.fsc.va.gov/einvoice.asp Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov

5.5.2.13. Veteran Patients determined to be ineligible for VA medical care will be billed by VA for the care rendered in accordance with VA regulations. VA shall reimburse the Contractor for one visit for patient or Veteran subsequently deemed ineligible by VA.