36C25622Q0396.docx

36C25622Q0396

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

36C25622Q0396 02-14-2022 Marcos Madrazo-Jones

(713) 791-1414 x22136 02-21-2022

4:00PM

CST

36C256 Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX 77030 4298 X 624229 $16.5 Million N/A X Department of Veterans Affairs Central Arkansas Veterans HCS 2200 Fort Roots Drive North Little Rock AR 72114-1706 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

Setup 1-877-489-6135 N/A See CONTINUATION Page This solicitation is a Request for Quote (RFQ) for Transitional Residential Treatment and Emergency Housing Services for the VA Health Care for Homeless Veterans (HCHV) Program – Little Rock, AR. The government intends to award a firm fixed price single award Indefinite Delivery, Indefinite Quantity (IDIQ) contract. Contractor shall provide all necessary personnel, supervision, labor, equipment and materials to provide Residential Treatment Services in accordance with the Performance Work Statement (PWS) on page 7 through 30 for details.

Addendum to 52.212-1 is attached and provides instructions to contractor on page 61 through 62.

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

The following wage determination applies:

Wage Determination No. 2015-5117 Rev 18 Dated 12/27/2021 See CONTINUATION Page X X Christopher D. Vu

VA-VHA-SAOC-2018-E8E15CC2

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: __________________________________________ Phone: ____________________________________ Email: ____________________________________ DUNS Number: ____________________________

TAX ID: __________________________________

b. GOVERNMENT:

Christopher D. Vu, Contracting Officer Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX, 77030 Email: christopher.vu2@va.gov

Marcos Madrazo-Jones, Contracting Specialist Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe Boulevard Houston TX, 77030 Email: marcos.madrazo-jones@va.gov

Lynn Hemphill, Contracting Officer Representative (COR) Department of Veterans Affairs Little Rock VAMC 2200 Fort Roots Drive North Little Rock, AR 72114 Email: lynn.hemphill@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.

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

B.2 PRICE/COST SCHEDULE

Contractor will provide Residential Treatment and Emergency Housing Services in accordance with section B.3 Performance Work Statement (PWS). An initial task order for services will be issued by the VA Contracting Officer at the beginning of the contract’s period of performance. The task order will be emailed to the Contractor which will include quantities. The VA anticipates funding one task order per 12-months. If the value of a particular task order needs to be increased or decreased, a modification will be done to the task Order by a VA Contracting Officer. Task orders will be funded so that funds are already available when the VA requires services. Do not exceed the amount funded without first receiving a Modification.

ORDERING PERIOD ONE: Date of Award for One (1) Year

Emergency Beds (5 Veterans x 365 Days)

DY

Residential Beds (20 Veterans x 365 Days)

DY

TOTAL COST FOR ORDERING PERIOD ONE: __________________

ORDERING PERIOD TWO: One (1) Year

Emergency Beds

DY

DY

TOTAL COST FOR ORDERING PERIOD TWO: __________________

ORDERING PERIOD THREE: One (1) Year

Emergency Beds

DY

DY

TOTAL COST FOR ORDERING PERIOD THREE: __________________

TOTAL VALUE TO INCLUDE ALL ORDERING PERIODS: __________________

Minimum Guarantee/Minimum Quantity (all ordering periods):

Emergency Beds: 365 Days Residential Beds: 365 Days

Maximum Quantity (all ordering periods):

Emergency Beds: 5,475 Days Residential Beds: 21,900 Days

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

B.3 PERFORMANCE WORK STATEMENT (PWS)

Transitional Residential Treatment and Emergency Housing Services for the VA Health Care for Homeless Veterans (HCHV) Program – Little Rock, AR

B.3.1 INTRODUCTION:

On February 12, 1987, Department of Veterans Affairs (VA) Homeless Programs were Congressionally legislated by Public Law 100-6. Little Rock was one of 43 original pilot sites identified as a site. Over the past three decades VA has identified multiple initiatives to address the needs of Veterans without homes. In November 2009, former VA Secretary Eric Shinseki initiated a Five-year plan to End Homelessness Among Veterans built on Six Strategic Pillars, including: Outreach/Education; Treatment; Income/Employment/Benefits; Housing/Supportive Services; Prevention; and Community Partnerships. In June 2014 at the United States Conference of Mayors, former first lady Michelle Obama issued a Mayors Challenge to End Veteran Homelessness, which included insuring the availability of affordable housing. In November 2015, VA Secretary Robert McDonald set 12 ‘Breakthrough Priorities and Outcome Statements’ for 2016. Within those priorities, Breakthrough Initiative 8 identified the need to: “Continue to Reduce Veteran Homelessness” through housing or prevention for Veterans and their family members. Each Initiative stresses the importance of community partnerships.

This PWS outlines services required to engage community partners in helping to reduce Veteran homelessness through Contract Residential Treatment and Emergency Housing Services. Central Arkansas Veterans Healthcare System is committed to utilizing its Comprehensive Homeless Center of Excellence to advance the effort to end Veteran homelessness through attention not only to the six pillars but also through its involvement in the Mayors Challenge and the VA Community Homeless Assessment Local Education Networking Group (CHALENG) process and any other initiatives designed to address homelessness among Veterans.

Veterans receiving care under this contract shall be referred from the Coordinator of the VA Health Care for Homeless Veterans (HCHV) Program or his /her designee. It is expected that the contractor be ready to immediately initiate services upon referral. The services provided supports the award of a contract that will guarantee an appropriate combination of accessibility and convenience to VA with its availability of other medical specialty services such as access to transportation, food acquisition, laundry services, common-areas for socialization, recreational activities, etc. Additionally, convenient access for patient and VA staff alike is highly desirable. It is understood that the type of patients to be cared for under this contract will normally require care and services over and above the level of room and board. No medical services will be provided by the Contractor.

B.3.1.1 Purpose: Under the contract authority of VA’s Health Care for Homeless Veterans (HCHV) Programs, the Department of Veterans Affairs, Central Arkansas Veterans Healthcare System (CAVHS), 2200 Fort Roots Drive, North Little Rock, 72114 anticipates an award of a Firm Fixed Price (FFP) Single Award Indefinite Delivery, Indefinite Quantity (IDIQ) type contract to a Contractor providing services for Veterans without homes through the following housing components:

a. Community based Residential Treatment (RT); and

b. Emergency Housing (EH)

B.3.1.1.2 Services will be authorized in accordance with the terms and conditions of this contract, when a task order is issued by the CO to place Veterans in the contractor’s facility and the contractor agrees to accept that patient for placement on one of the following two basis:

a. Residential Treatment, not to exceed six months; or

b. Emergency Housing, not to exceed 30 days.

B.3.1.2 Policy: The Secretary of the VA has set a zero-tolerance policy for homelessness within the Veteran population. As part of Breakthrough Initiative 8, the Veterans Health Administration (VHA) intends to increase both capacity of existing programs and services offered to program participants. This plan calls for utilizing Evidence Based models of care. In addition to Breakthrough Initiative 8, CAVHS also targets Breakthrough Initiative 2, Increase Access to Health Care through its efforts to provide Same Day Care for Veterans needing Emergency Housing or Residential Treatment services to address their social treatment needs or provide seamless access to health care for medical or mental health needs. Finally, Breakthrough Initiative 3 is targeted through this HCHV Contract as a component of efforts to Improve Community Care, which is also consistent with the Six Pillars to End Homelessness Among Veterans. This initiative includes the need to improve relationships with community partners and expand the network of community providers.

B.3.1.3 Background: As one of the 43 original Homeless Chronically Mentally Ill (HCMI) Program sites, now known as Health Care for Homeless Veterans (HCHV) Programs, CAVHS has provided community based residential treatment services for more than 30 years. It is understood that the type of Veteran beneficiaries referred for care under this contract will normally require care and services over and above room and board. The appropriate level of care required will be adequate to improve the quality of life for veterans who require additional psychosocial support and life skills development. Care will include but will not be limited to supervised alcohol and drug free environment, supportive social services, structured group activities, physical activities, employment, and individual mental health counseling as required, with special emphasis on vocational rehabilitation in collaboration with VA resources. The facility shall ensure that care meets the health and social welfare needs and promotes the maximum well-being of the patient. In addition to services provided by the contract facility, staff in the HCHV Program will provide ongoing case management throughout the course of placement for residential treatment or for emergency housing.

B.3.1.4 Place of Performance: The work to be performed under this contract will take place at the Contractors facility, which must pass annual inspection by VA Personnel (see attached inspection sheets). The facility where services are to be provided shall be within 35-miles from CAVHS located at 2200 Fort Roots Drive, North Little Rock, 72114. The Contractor may be required to attend frequent meetings and planning sessions at CAVHS. The contractor shall furnish at their facility the necessary personnel, facility, supplies, and equipment to provide Residential Treatment Services to support the CAVHS Mental Health Service Line to support the eligible Veterans under the HCHV program.

B.3.1.5 Type of Contract: The VA will award a FFP single award IDIQ contract with estimated quantities. The daily rate is inclusive of all services as may be necessary in the treatment of the Veteran beneficiary, unless specifically excluded in this contract. The rate established shall include the services listed in this document and all applicable services normally provided to other residents by the facility without extra charge.

B.3.1.6. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend monthly post-award HCHV clinical staff meetings to report on the progress of Veterans residing in the facility, in addition to post-award conferences convened by the contracting administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (CO), Contracting Officers Representative (COR), and other Veterans Affairs personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the Veterans Affairs views the contractor's performance and the contractor will apprise the Veterans Affairs of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the VA.

B.3.2 SCOPE OF WORK:

B.3.2.1 The Contractor shall provide the following two types of contract services:

a. Residential Treatment (RT); and

b. Emergency Housing (EH).

B.3.2.2 These services will be provided for Veterans referred from the HCHV Program at CAVHS, in accordance with all terms and conditions, provisions and requirements listed herein and furnish and maintain the necessary personnel; equipment, insurance and certification required for providing the services to eligible beneficiaries for whom such care is specifically authorized by the VA as follows:

B.3.2.2.1 Provide appropriate Beds Days of Care (BDOC) as indicated below:

a. Residential Treatment - 20 beds, not to exceed 180 BDOC per Veteran; or

b. Emergency Housing - 5 beds, not to exceed 30 BDOC per Veteran.

Referrals for care are made to specific beds based on the clinical needs of the Veteran. BDOC will be monitored daily by VA HCHV staff/case manager.

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

d. Provide all linen including sheets, towels, pillows, and blankets as well as a locked storage box during Length of Stay (LOS).

e. Provide three (3) meals per day including lunch.

f. Provide transportation to the VA Central Arkansas Monday through Friday as needed for appointments.

g. Provide an environment where Veteran can safely store and administer their own medications.

h. Provide pick-up of Veteran 24 hours and 7 days a week for emergent bed placements from CAVHS.

i. Collaborate with the designated VA case manager for all Veteran referrals.

j. Obtain a signed Release of Information (ROI) from the Veteran for verbal communication during LOS, reciprocal with VA. If release is rescinded, Veteran is to be removed from the VA bed status.

k. Provide case management services in collaboration with the VA HCHV case manager while the Veterans are housed in the designated beds.

l. Assessment, evaluation, discharge, and referral assistance as needed and indicated.

m. Maintain safe environment and pass pre-and annual inspection of facility by VA approved site team.

n. Collaborate with VA HCHV case manager to arrange for follow-up and aftercare services.

o. Collaborate daily with VA HCHV case manager regarding bed occupancy and bed availability.

p. Communicate immediately to the VA HCHV case if Veteran is discharged &/or doesn’t return to the bed status at curfew.

q. Comply with VHA confidentiality and HIPPA guidelines.

r. Work in concert with the CAVHS Homeless Program Manager, VA COR and ACOS Mental Health.

s. Accept Veteran transfer post assessment and Individual Service Plan development from a CAVHS HCHV case manager.

t. Agree to return Veteran back to CAVHS Medical Center if medically indicated for inpatient hospitalization if it is not deemed a medical emergency, at which time 911 would be contacted and transfer to the nearest and most appropriate hospital is warranted.

u. Maintain current professional liability insurance.

v. Treat Veterans, their representatives, visitors, and VHA staff, in a courteous, tactful, and respectful manner.

w. Manage conflicts and problems in dealing with the Veterans constructively and appropriately.

x. Protect printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHA policy, JC, CARF, and HIPPA. Protect the data from unauthorized release or from loss, alteration, or unauthorized deletion. Signed releases are required for the sharing of verbal &/or written information between VA and Contractor under this contract.

y. The facility will not be used for hospital level treatment.

B.3.3 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

B.3.3.1 General: The Contractor shall furnish all supplies, equipment and services required to perform all tasks within the performance work statement.

B.3.3.2 Contractor shall provide each Veteran referred for care under this contract with the following services.

a. Room and Board, including a minimum of three (3) nutritionally adequate meals a day, 7 days a week at regular times with not more than a 14-hour span between evening meal and breakfast of the following day. Appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and nutritious snacks between meals and bedtime to be available for those requiring or desiring additional food, when not medically contraindicated. The addition of nutritious snacks to the requirements 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 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. Veteran’s dietary needs shall be met in accordance with sound medical practice. Sanitation shall be maintained in accordance with Medicaid Standards provided by the State of Arkansas. There shall be evidence that food is prepared, served, and stored under sanitary conditions. Sanitary procedures shall be established and maintained for washing dishes, cleaning equipment and work areas and for proper waste disposal.

b. Veterans shall have access to transportation services from the facility for all follow-up appointments at the VA.

c. 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.

d. Laundry facilities for residents to do their own laundry.

e. A supervised alcohol and drug –free environment.

f. Services to support recovery from homelessness.

g. Services to support transition from residential treatment for permanent housing.

h. Female, male, or transgender Veterans will be provided bed space in separate areas of the facility.

i. Staffing on a 24-hour basis.

j. A variety of group activities, including physical activities as appropriate.

k. Health and personal hygiene maintenance.

l. The contractor shall agree that the VA may readily have access to all records concerning the patient’s care in the facility. Clinical services will be provided by the Contractor and clinical records will be kept at the Contractor’s facility.

1. VA requires the contractor to keep independent records of dates and level of services provided for patients admitted to the facility.

2. CAVHS will keep all patients’ medical center clinical and administrative records.

3. CAVHS will provide a copy of the patient’s Individual Service Plan and a copy of the client’s placement form.

4. It is agreed that a duly authorized representative of the VA shall provide follow-up visits to patients placed in the facility to assure continuity of care and to assist in the patient’s transition as follows:

i. into permanent housing from Residential Treatment;

ii. into acute treatment at the medical center from Emergency Housing; or

iii. to other VA or community based resources as indicated.

5. It is understood that visits from VA case managers do not substitute nor relieve the Contractor facility in any way of the responsibility for the daily care of the Veteran.

m. Upon discharge or death of the patient, records on all Veterans referred for care will be retained by the facility for a period of at least three years following termination of care at VA expense.

n. No clinical pharmacological based services will be provided by the Contractor. Medication may be maintained in a locked area and monitored as requested by emergency/transitional housing staff. However, the Veteran will be responsible for dispensing his/her own prescribed medications.

o. It is agreed that payments made by the VA under this contract will constitute the total cost of residential treatment or emergency housing services. The housing facility agrees that no additional charges will be billed to the patient or their family, either by the housing facility or any third party furnishing services or supplies required for such care, unless and until specific prior authorization in writing is obtained from the VA facility that authorized placement.

p. The Contractor agrees and warrants that it does not maintain nor provide dual or segregated patient facilities which are segregated based on race, creed, color, or national origin. The contractor shall neither require such segregated use by written or oral policies nor tolerate such use by local custom. The term facilities shall include but not be limited to rooms, wards, sections, eating areas, drinking fountains, entrances, etc. It is further agreed that the VA will have the right to inspection of the housing facility and all appurtenances by an authorized representative(s) designated by the VA, to determine whether acceptable standards are maintained, and that adequate care is being rendered.

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

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

B.3.3.3 Contractor shall provide Veterans referred to the Residential Treatment component of the HCHV Program the following additional services:

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

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

c. Therapeutic rehabilitative services for mental health concerns designed to promote a more adaptive level of psychosocial functioning.

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

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

B.3.3.4 Personnel:

a. The contractor shall employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, at a minimum, at least one administrative staff member, or designee of equivalent professional capability, on duty on the premises or residing at the facility and available for emergencies 24 hours a day, 7 days a week. In instances where a supervised residential setting is linked to a geographically distinct rehabilitation and/or socialization day program, sufficient professional health care personnel must be identified to provide the therapeutic activities and ensure a meaningful integration of these efforts with those provided in the residential setting.

b. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the services required by this PWS.

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

d. Employ at a minimum at least one licensed certified social worker to provide direct clinical services to veterans residing in the facility and to carry out the policies, responsibilities, and programs of the facility.

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

f. VA shall not pay the per diem rate due on behalf of enrolled Veterans if service is provided or authorized by unlicensed personnel, without regard to whether such services were medically necessary and appropriate.

g. VA shall not approve subcontract with unlicensed individual or group providers.

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

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

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

k. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in Section 17.34a, Title 38, Code of Federal Regulations. The contractor shall conform to all patients’ rights issues addressed in VA Memorandum 136-6 titled Patient’s Rights and Responsibilities (Attachment). The Contractor will provide patients a copy of the VA Patient Rights and Responsibilities, upon request. The Contractor will be furnished any updates to this memorandum.

B.3.4 PERFORMANCE REQUIREMENT SUMMARY:

B.3.4.1 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Standard

B.3.5 DELIVERABLES SCHEDULE:

Lynn Hemphill or Estella Morris

B.3.6 CENTRAL ARKANSAS VETERANS’ HEALTHCARE SYSTEM WILL PROVIDE:

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

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

c. Collaborative contact for coordination of services to ensure continuity of care.

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

e. Release of Information for referral assistance and communication.

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

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

h. Financial reimbursement for BDOC utilization by Veterans referred by HCHV Case Managers or Program Managers. Reference section B.3.17 for instructions on how to invoice.

i. It is understood that the Contractor will not be paid for care provided to a referred patient beyond the period authorized in the referral.

j. CAVHS reserve the right to request an increase in the number of HCHV beds as the need arises pending modification to the contract.

B.3.7 ABSENCES AND CANCELLATION:

a. The contractor shall notify the VA of unauthorized absence of a referred patient from the facility immediately. Should a patient absent himself/herself from the Contractor’s facility in an unauthorized manner, payment for services for that patient shall be discontinued. Management of program dropout will be an element of quality assurance review of this program. Absences of the patient from the facility more than two days (48 hours) will not be reimbursable unless authorized in advance by the COR or designee.

b. VA reserves the right to remove any or all VA patients 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.

c. Management of program dropout will be an element of quality assurance review of this program. Otherwise, payment will cease on the last night of the Veterans stay in the facility. Absences of the Veteran from the facility more than two days will not be reimbursable unless authorized in advance by the COR or designee.

d. The contractor shall notify the authorizing VA immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility (John L. McClellan Memorial Veterans Hospital, 2200 Fort Roots Drive, Little Rock, AR). When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished if VA authorization is obtained.

e. The contractor shall notify the authorizing VA facility immediately of any incidents involving patients residing in the program. The contractor shall notify the Program Manager by telephone during the hours of 7:00am and 3:30pm. For all incidents that occur after normal business hours, the contractor should notify the Administrator on Duty (AOD), the HCHV Supervisor, or the Homeless Program Manager. The Contractor shall provide the VA with a copy of the incident report within 24 hours.

f. Management of program dropout will be an element of quality assurance review of this program. Payment will cease following the last night of the Veterans stay in the facility. Absences of the Veteran from the facility more than two days will not be reimbursable unless authorized in advance by the COR or designee.

B.3.8 CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING:

a. Contractor personnel shall be expected to treat referred patients 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).

b. The VA reserves the right to exclude Contractor staff members from providing services to patients 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 patients or other staff members to designated Government representatives. The Contractor and COR shall deal with issues raised concerning contractor personnel conduct. The CO shall be the final arbiter on questions of acceptability and in validating complaints.

B.3.9 TRANSPORTATION:

a. The Contractor shall provide transportation for emergency/transitional housing Veterans to and from the VA or the Veterans Day Treatment Center two (2) times a day for meetings and appointments. The patients shall be transported each morning and picked up at the conclusion of the day. The exact times and schedules for these pickups will be directed by the COR. Veterans needing emergency housing after hours or on weekends shall be picked up by the contractor if Veterans are within a 15-20-mile radius. Taxi vouchers from the MOD or social worker on call may also be used for transporting patients to the facility in certain situations.

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

B.3.10 FACILITY:

B.3.10.1 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 shall have the following:

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

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

c. Be licensed under State or local authority.

d. Where applicable, be accredited by the State.

e. Be equipped with operational air conditioning/heating systems and kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance.

f. Be equipped with first aid equipment and an evacuation plan in case of an emergency.

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

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

i. 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.

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

k. Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary or secondary exits are blocked. A written 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.

l. Written policy regarding tobacco smoking in the facility shall be established and enforced.

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

n. 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.

o. The required annual inspection by a VA team shall include a fire and safety inspection conducted at the facility unless a review of past VA 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.

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

B.3.11 INSPECTION OF FACILITY AND PROGRAM:

B.3.11.1 Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a social worker, dietitian, registered nurse, a representative of the VA Police, and a Facilities Management Safety Officer, pharmacist, and other subject matter experts as determined necessary by the medical center director or HCHV Coordinator shall conduct a survey of facilities used to provide Veterans food and shelter to assure the provision of quality care in a safe environment. Inspections may also be carried out at other times as deemed necessary by the VA.

B.3.11.2 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 CO that the corrections have been made. A contract shall 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 CO. If corrections are not made to the satisfaction of the VA, the CO 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.

B.3.11.3 The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code and will also include the following:

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

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

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

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

e. 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.

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

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

B.3.12 NATIONAL HOLIDAY:

B.2.12.1 The eleven (11) holidays observed by the Federal Government are:

1. New Year’s Day;

2. Martin Luther King’s Birthday;

3. Presidents’ Day;

4. Memorial Day;

5. Juneteenth Day;

6. Independence Day;

7. Labor Day;

8. Columbus Day;

9. Veterans Day;

10. Thanksgiving Day;

11. Christmas Day; and any other day specifically declared by the President of the United States to be a national holiday.

B.3.12.2 When one of the above designated legal holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government agencies.

B.3.13 JOINT COMMISSION ON ACCREDITATION OF HEALTHCARE ORGANIZATIONS (JCAHO) STANDARDS:

B.3.13.1 Where the contract does not require JCAHO accreditation or other regulatory requirements regarding work competency, the Contractor must perform…