36C25624Q0478.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. UEI: EFT:

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

36C25624Q0478 09-05-2024

Albert Kelly 832-598-5196 09-18-2024

12:00 CDT

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

X

623220

$19 Million

N/A

X

Department of Veterans Affairs

Overton Brooks VA Medical Center

510 E. Stoner Ave

Shreveport LA 71101

Department of Veterans Affairs

Overton Brooks VA Medical Center (90C)

510 East Stoner Avenue

Shreveport LA 71101

Department of Veterans Affairs

Financial Services Center (36C667)

PO Box 149971

Austin TX 78714-9971

Requirement for residential housing for homeless

Veterans in Shreveport, LA catchment area.

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

All quotes must be emailed to albert.kelly@va.gov on or before date and time in Block 8 of SF 1449.

for Evaluation Criteria for this solicitation.

Paid via individual Task Orders

X X x 1

Billy Morris

Contracting Officer

See Page 59 for Instructions to Offerors and Page 60

Quotes are due NLT 9/16/24 at 12:00 p.m. CST

Questions are due NLT 9/6/24 at 3:00 p.m. CST

Solicitations/Questions Due Dates

VHAHOUKellyAJ Cross-Out

36C25624Q0478

Table of Contents

SECTION A

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

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 SCHEDULE OF SERVICES

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

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

C.3 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.4 52.216-18 ORDERING (AUG 2020)

C.5 52.216-19 ORDER LIMITATIONS (OCT 1995)

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

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

C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.9 IT CONTRACT SECURITY

C.10 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.11 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.12 VAAR 852.204-71 INFORMATION AND INFORMATION SYSTEMS SECURITY

(FEB 2023)

C.13 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.14 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.15 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.16 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 51

C.17 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

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 (NOV 2021)

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 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) . 71

E.8 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.9 VAAR 852.273-74 AWARD WITHOUT EXCHANGES (NOV 2021)

E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer Billy Morris/ Contract Specialist Albert Kelly

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly 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.

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

AMENDMENT NO DATE

B.2 SCHEDULE OF SERVICES

The contractor shall provide to the Department of Veterans Affairs residential treatment including therapeutic transitional housing and support services to Veterans that are homeless in accordance with all terms, conditions, provisions and requirements listed herein. This rate provided for line items 1 thru 5 shall be inclusive of all “basic services” as may be necessary in the treatment of the veteran. “Basic services” shall be as defined in the Performance Work Statement.

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

Ordering Period 1: October 2024 through 30 September 2025

Line

Item Description

Estimated

Quantity Daily Rate Per Days/Beds

Estimated

Total Price

Twenty-Five (25)

Beds Residential

Community-

Based Housing

365 DAYS

$__________Daily rate x 25 beds x

365 days

Ordering Period 2: 01 October 2025 through 30 September 2026

Description

Estimated

Quantity Daily Rate Per Days/Beds

Estimated

Ordering Period 3: 01 October 2026 through 30 September 2027

Description

Estimated

Quantity Daily Rate Per Days/Beds

Estimated

Ordering Period 4: 01 October 2027 through 30 September 2028

Description

Estimated

Quantity Daily Rate Per Days/Beds

Estimated

366 DAYS

(Leap Year)

366 days

Ordering Period 5: 01 October 2028 through 30 September 2029

Description

Estimated

Quantity Daily Rate Per Days/Beds

Estimated

Total (Ordering Period 1 through 5) $_________________

NOTE: In accordance with FAR 16.504, the guaranteed minimum quantity of services the Government will acquire under this contract is $5,000.00. The maximum quantity of services the Government will acquire under this contract is $7,400,000.00. Per Diem Final Rate is all-inclusive. There shall be a fixed daily charge for basic services per each Veteran during each Ordering Period. Pricing will apply to any extension of Services under clause FAR

52.217-8.

B.3 PERFORMANCE WORK STATEMENT

Safe Haven

Performance Work Schedule (PWS)

SCOPE

The VA has been providing direct and specialized services for homeless Veterans for nearly 25 years.

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

The intent of this contract for the Overton Brooks VA Hospital (Overton Brooks VA) located at 510

E. Stoner Ave, Shreveport, LA is to engage a community provider to offer homeless Veterans services through a “Safe Haven” model of residential care. Under the contract authority of VA’s Healthcare for

Homeless Veterans (HCHV) Contract Residential Care programs, Overton Brooks VA will solicit community organizations to provide “Safe Haven” services as a ‘specialty model’. This model of HCHV will offer services to Veterans with Mental Illnesses, Substance Use Disorders, and Chronic Housing

Instability. Overton Brooks VA will contract for 25 beds and associated services through procedures in line with their own business practices and contracting services.

DESCRIPTION AND REQUIREMENTS

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

Safe Haven model. This housing must meet the criteria established both by HCHV clinical staff and VA fire and safety officials.

To be eligible for the HCHV Contract Residential Care Safe Haven program, Veterans must:

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

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

• Be assessed by the HCHV program at the VA medical center to have serious medical, mental health, substance abuse, or other serious psychosocial conditions or stressors that makes the

Veteran highly vulnerable with a high likelihood of death due to homelessness, and have been unable or unwilling to participate in more traditional supportive services.

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

This contract will only be awarded to one Contractor with a facility in the Overton Brooks catchment area that meets the requirements outlined in the Tasks and Deliverables. A VA Liaison to the Contractor will be identified by the homeless program leadership at Overton Brooks VA. She/he will act as the clinical liaison for all client related issues between the Contractor and the Overton Brooks VA homeless team.

She/he will provide clinical oversight. She/he will not provide direct clinical supervision.

A. PERIOD OF PERFORMANCE: The period of performance for this contract will be for a base year plus four (4) Ordering Periods.

B. CONTRACT TYPE: Firm Fixed Price.

C. PLACE OF PERFORMANCE: Work will be performed at the Contractor’s facility in the Overton Brooks catchment area.

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

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

F. METHOD OF INSPECTION AND ACCEPTANCE: The Contracting Officer’s

Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the

COR. A Quality Assurance Surveillance Plan will be used by the COR to assure success, through the uses of negative incentives, for failure of the vendor to meet the stated performance standards.

IMPLEMENTATION TIMELINE

The contract facility and associated onsite services are expected to pass inspection and become fully operational within 10 days from the date of contract award. Failure to meet the 10-day milestone may result in the contract being terminated.

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

Task Timeline

Demonstrate site control At the time of proposal submission

Complete a pre-award inspection of the facility and on-site services conducted by HCHV clinical staff and VA fire and safety officials. Items requiring corrective action will be communicated to the Contractor in writing within 1 week after the inspection.

Within 10 days of proposal submission

Complete the abatement of all corrective action items and pass VA inspection

Within 10 days after the pre-award inspection.

Identify all staff required per the Statement of Work and have in place and available to provide the full range of case management and onsite services to Veterans

Within 10 days after the contract award

TASKS & DELIVERABLES

1. Emergency Housing Facilities and Management

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

B. Contractor is required to ensure that the facility used for this contract meets fire and safety code imposed by the State law, and the Life Safety Code of the National Fire and Protection

Association. It is important to note that typically the Life Safety Code is more stringent than local or state codes. No additional funds will be made available for capital improvements under this contract. VA will conduct an inspection that Contractor sites must pass prior to

Contractors being able to submit a request for per diem payment to ensure this requirement is met.

C. Contractor is required to ensure that the facility used for this contract meets the Americans with Disabilities Act (ADA) guidelines for accessible accommodations for Veterans with physical limitations or impairments. This is also referred to as “Architectural Barriers Act compliant.” No additional funds will be made available for capital improvements under this contract. At least 10% of a facility’s HCHV Contract Residential Care beds must meet

ADA accessibility requirements, to include entrances/exits, bathroom facilities, and common areas. For example, if a Contractor has 10 beds for the HCHV Contract Residential Care program in the facility, 1 of those beds must be accessible to Veterans with physical limitations or impairments. Veterans must not be segregated from the rest of the facility due to physical disabilities: they must have full access to the physical plant as well as the services and supports at the facility.

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

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

F. Contractor must provide a safe and sober environment for all residents that is consistent with the Safe Haven model of housing and services. The Contractor will offer a low-demand environment with a minimum set of rules designed to re-establish trust in the homeless

Veteran and engage the Veteran in needed treatment services. Contractor must have written policies and procedures in place that address the following concerns and situations:

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

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

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

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

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

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

g. Room inspections, including methods and frequency.

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

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

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

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

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

a. Dealing or use of illicit drugs at the facility

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

c. Sexual activity between residents

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

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

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

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

g. Staff is trained in using Evidence Based Practices such as Harm Reduction and

Motivational Interviewing.

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

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

H. Contractor must provide the following to Veterans referred and admitted to the HCHV

Contract Residential Care facility:

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

Veteran safety, privacy and security.

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

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

d. Transportation

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

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

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

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

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

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

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

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

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

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

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

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

J. The Contractor must provide designated onsite office space to a VA Liaison from Overton

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

K. Contractor must provide appetizing, nutritionally adequate meals three times per day in a

Setting that encourages social interaction. With a minimum of 2 meals per day. Nutritious snacks between meals and at bedtime must be available for those requiring or desiring additional food, when it is not medically contraindicated. All food must be stored, handled and served in a safe and sanitary manner that meets accepted industry standards and guidelines.

The VA has concern for chronically homeless Veterans, many of whom are either undernourished or have developed poor eating habits or both, because of chronic medical, mental health or substance abuse disorders. A VA dietitian may assess printed menus as well as Veterans’ satisfaction with meals and the actual consumption of food offered in determining the Contractor’s success in meeting this requirement during annual facility inspections or at any point during the contract period.

L. Contractor will allow VA staff to inspect that facility and/or review Veteran participant

Treatment protocols at any time determined necessary by VA.

2. Staffing and Supportive Services

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

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

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

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

d. Sufficient case management personnel to provide the necessary therapeutic interventions and activities and to ensure a meaningful integration of these efforts with those provided in the residential setting. Professionally credentialed Case managers are required to have a degree in Social Work, Psychology, or other behavioral health fields.

He/she must have training and experience working with homeless individuals with chronic medical, metal health and substance abuse problems and be able to assess and anticipate crises. Each Veteran must have an assigned case manager responsible for coordinating and providing the supportive services specified in the contract.

B. Contractor staff must maintain professional boundaries with the Veterans always while conveying an attitude of genuine concern and caring.

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

b. The Contractor shall comply with the VA patient’s Bill of Rights as set forth in Section

17.34a, Title 38, Code of Federal Regulations. The Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veteran’s personal identifying information and protected health information.

This includes but is not limited to:

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

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

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

iv. Ensuring that non-clinical/non-case management facility staff have access to

Veteran information only as needed in order to meet the service requirements contained in the contract.

C. Outreach will be conducted by the Safe Haven provider and VA homeless outreach staff to optimally engage the target population. Outreach by the provider should be conducted collaboratively with HCHV staff and target chronically homeless Veterans who have difficulty accepting housing and services from traditional programs. Homeless Veterans with severe mental illness and persistent substance use problems that have not responded to traditional programs and meet the definition of a chronically homeless person are a primary target.

Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and getting the Veteran to accept and remain in the Safe Haven residence.

Evidence-based practices, such as motivational interviewing and harm reduction, should be utilized.

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

E. The Contractor shall provide, at minimum, the following case management services to

Veterans in the program:

a. Engagement of the Veteran in the service planning process. Contractor will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the

Veterans’ adjustment to their environment and establish treatment goals. Contractor will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to

Veterans’ readjustment challenges in the community. Contractor establishes and maintains an intensive therapeutic relationship with the Veteran, staff, and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems.

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

(1) Develop a highly individualized Individual Service Plan with the Veteran consistent with low demand program goals; the plan must specifically include provisions for

Veteran placement into an appropriate transitional or permanent housing placement within 60 to 90 days of admission to the HCHV Contract Residential Care facility, but no more than 180 days.

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

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

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

(5) Screen each Veteran for suicidal and homicidal risk with each contact. This

Screening must be documented in regular progress notes in the Contractor’s clinical service records. If the Veteran is a danger to him/herself or others, Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA Liaison.

(6) Coordinate with VA Liaison during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with Overton

Brooks VA and Contractor in meeting Veterans’ needs.

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

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

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

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

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

c. Monitoring and make medications available, if necessary;

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

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

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

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

G. Contractor will notify VA through the VA Liaison at the local VA hospital of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner. Contractor will complete a written incident report within 48 hours of notification.

Incidents include but are not limited to: death; fire; drug / police raid; suicide / suicide attempt;

911 call (police / fire dept. / paramedics / other); drug overdose; severe medical illness / emergency; severe psychiatric illness / emergency; sexual assault; act of violence by Veteran against other(s); abusive behavior by Veteran against staff; act of violence by other(s) against

Veteran; abusive behavior by staff against Veteran; accident; medication problems or adverse drug reactions; or other untoward events.

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

SUBSTITUTION OF PERSONNEL

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

B. The Government shall have the right to require replacement of any Contractor or sub-

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

ADMISSIONS, LENGTH OF STAY AND DISCHARGES

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

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

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

• Provide same-day referral and admission when space is available.

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

HCHV Contract Residential Care program. Therefore, management of program dropout will be an element of the quality assurance review for this program.

B. Veterans will ideally be placed in other transitional or permanent housing suitable for the

Veteran within 60 to 90 days from the date of admission, but not more than 180 days from the date of admission. Contractors may not bill per diem for Veterans whose length of stay exceeds

180 days from the date of admission without prior approval from the VA Liaison. The VA

Liaison will not approve per diem for lengths of stay exceeding 180 days from the date of admission unless:

a. There are extenuating clinical circumstances beyond the Contractor’s control that are barriers to the Veteran’s placement in housing; and

b. There is documented evidence that the Contractor has exhausted every effort to place the Veteran in housing sooner; and

c. The VA Liaison has been appropriately advised of these efforts well in advance of the

180-day limit; and

d. The VA Liaison concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the HCHV Contracted Residential Care facility.

C. In the event that a Veteran’s length of stay exceeds 180 days from the date of admission and there is not approval from the VA Liaison for continued per diem, the Contractor will retain the responsibility for finding suitable transitional or permanent housing in the community at its own expense.

D. Veterans may be discharged from HCHV Contract Residential Care programs for positive, negative or administrative reasons. The date of discharge must be approved by the VA Liaison for billing purposes. The Contractor shall provide discharge planning and referrals for each

Veteran, regardless of character of discharge from the facility, to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans’ families as appropriate.

PER DIEM, BILLING AND PAYMENTS

“Per Diem” means that the VA will pay for the eligible Veteran’s stay in a Safe Haven bed and supportive services for each day the Veteran resides at the facility and receives services. The VA also refers to this as “bed days of care.” It is the Contractor’s responsibility to have appropriate systems of verification of services in place to justify invoices and payments.

The VA can only pay per diem for eligible Veterans (i.e., Veterans whom VA refers to the

Contractor, or for whom VA authorizes the provision of services) as determined by the local VA

HCHV program.

VA pays per diem for each eligible Veteran’s exclusive use of a Safe Haven bed within a facility.

Therefore, the Contractor may not bill the VA and the VA will not pay per diem for beds that are used by more than one person at a time, such as in shifts

Contractor may only bill the VA for bed days of care for Veterans who are actively residing at the facility. In the case of Veteran absences, the following rules will apply:

Safe Haven residents will be allowed up to two days of absence from the facility per month. The Safe Haven provider will be expected to hold the bed and will be reimbursed for the two days of absence.

Although absences from the Safe Haven facility are generally discouraged, it is recognized that providing a low demand environment with a goal of achieving housing stability sometimes requires additional flexibility.

Under this contract, VA will make per diem payments in a method consistent with VA policy.

Payment to Contractor will be made 30 days in arrears from receipt of the invoice. Contractors will be provided with specific invoicing instructions at a post-award kick-off meeting to occur within 30 days of the contract award. All invoices will be submitted to the COR by the 5th day of the month.

3. Records and Reports

As VA exercises contract oversight, attention will be directed to the adequacy of Veterans’ records. Site visits by VA staff will periodically include a spot check of records to ensure Contractor invoices accurately reflect the Veteran’s length of stay. The Contractor will be responsible for the following onsite records and reports:

A. Daily sign-in sheets signed by program Veterans, to document and verify Veterans’ presence at the facility for billing purposes. Daily sign-in sheets must be completed clearly, accurately and thoroughly with full signatures and monitored so as to provide a full accounting of Veterans’ stay and services received for billing and audit purposes. In the event one or more Veterans refuses to sign the daily sign-in sheets due to documented mental health problems, an alternative method of verification may be developed on a case by case basis in collaboration with Overton Brooks

VA, subject to final approval by the COR.

B. The Contractor shall maintain an individual clinical record on each Veteran out-placed under this contract. The Contractor must comply with the requirements of the “Confidentiality” of certain medical records (38 USC 7332), and (42 CFR, Part II) when appropriate, and shall be part of the contract. All case records will be maintained with such security and confidentiality as required, and will be made available on a need-to-know basis to appropriate staff members involved with the treatment program of the Veterans concerned. Individual clinical records will contain the following:

a. An initial biopsychosocial assessment completed within three (3) days of program admission. The assessment and plan will include but not be limited to: all identifying data relevant to the resident and his/her family, including medical problems and medications, mental health problems and medications, substance use history, housing history and preferences, income supports or benefits, employment/vocational issues, information relating to the Veteran’s admission including reason for referral, the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode, and the anticipated length of stay, if known.

b. An initial Individual Service Plan completed within seven (7) days of program admission signed by the Veteran and the VA Liaison. The plan must specifically include but will not be limited to:

i. Provisions for Veteran placement into an appropriate transitional or permanent housing placement within 60-90 days of admission to the HCHV Contract

Residential Care facility, but no more than 180 days. The housing placement planning must take into account all appropriate and available community based housing options as well as the Veteran’s preferences regarding location and housing type.

ii. Provisions for the stabilization and/or treatment of biopsychosocial issues and stressors. This may include provisions of care within the contracted facility, connections to VA medical and mental health care, and/or referrals and connections to community based resources.

c. Relevant Releases of Information to communicate and coordinate Veterans’ treatment with VA and other community based service providers.

d. Progress notes for each case management encounter to include information regarding progress toward meeting the Individual Service Plan goals.

e. Documentation of Veteran participation in onsite daily structured activities and groups.

f. Updated Individual Service Plans every thirty (30) days from the date of the initial plan, to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of community based housing.

g. A final discharge summary on each Veteran who leaves the program regardless of character of discharge, to include a description of beneficial changes realized during the residential period, reasons for leaving, the Veteran’s future plans, after-care referrals and connections, and follow up locator information.

C. Contractor will be expected to enter data into a Homeless Management Information System

(HMIS) web-based software application and bed totals in the Homeless Inventory Count (see

Reference section). This data will consist of information on the Veterans served and types of supportive services provided by Contractor. Contractor must treat the data for activities funded by the VA HCHV Contract Residential Care program separately from that of activities funded by other programs. Contractor will be required to export client-level data for activities funded by the

VA HCHV Contract Residential Care program to VA on a regular basis.

D. Contractor will collect and maintain evaluation data and provide additional documentation and/or data reporting as requested or required by VA National Center on Homelessness among

Veterans for the Safe Haven Model Development Project based on current, changing or subsequent local, VISN or national HCHV program requirements. The VA National Center on

Homelessness among Veterans (the Center) has established a system for program monitoring and evaluation. Variation of service model delivery will be approved and studied by the Center. The

Center will evaluate the effectiveness of utilizing this model to reach chronically homeless

Veterans diagnosed with co-occurring disorders. The Center has also developed and applied a fidelity instrument to facilitate consistent Low Demand/Safe Haven model development application.

E. CHANGES TO CONTRACT

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.

The COR will be responsible for the overall technical administration of this contract as outlined in the

COR Delegation of Authority.

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.

F. HHS/OIG

To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the Contractor is required to check the Health and Human Services – Office of

Inspector General, List of excluded individuals/entities on the OIG website (www.hhs.gov/oig) for each person providing services under the contract. Further the Contractor is required to certify in its proposal that all persons listed in the Contractor’s proposal have been compared against the OIG list and are not listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded

Individual/Entities.

G. TORT CLAIMS

Contractor employees are not covered by the Federal Tort Claims Act. When a Contractor employee has been identified as a provider in a tort claim, the Contractor employee is responsible for notifying the Contractor’s legal counsel and/or insurance carrier along with the

Contracting Officer. Any settlement or judgment arising from a Contractor employee’s action or non-action is the responsibility of the Contractor and/or insurance carrier.

(End of Performance Work Statement)

CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM (CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The

Department of the Department of Veterans Affairs (VA) has implemented Contractor Performance

Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for

Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract.