36C25626Q0005LR.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER

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

36C25626Q0005LR

6. SOLICITATION ISSUE DATE

8-20-2025

Albert Kelly, Contract Specialist 832-598-5196 09-11-2025

10:00 AM

36C580

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

X

624229

$19 Million

N/A

X

36C598

Department of Veterans Affairs

John L. McClellan Memorial Veterans' Hos

4300 West Seventh Street

Little Rock AR 72205-5446

36C598

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135

Invoice must be submitted electronically

1-877-489-6135

See CONTINUATION Page

The Central Arkansas Veterans Healthcare System has a requirement for Residential Housing for Health Care for Homeless Veterans (HCHV)in the Little Rock, AR catchment area

This solicitation is being issued as tiered evaluation with the following tiers: (1) SDVOSB concerns, (2) VOSB concerns,

(3) small business concerns with HUBZone small business concerns and 8(a) participants having priority; and (4) large business concerns. If award cannot be made, the solicitation will be cancelled and the requirement resolicited.

See CONTINUATION Page

X X

Thomas Kovarovic

Contracting Officer

The period of performance is from 01 October 2025 through 30 September 2030

The order of priority for awarding contracts to small business concerns are established in 38 U.S.C. § 8127(i).

All questions are due NLT 28 August 2025 @ 10:00 a.m. CST; All responses are due NLT September 11, 2025 @ 10:00 a.m. CST

36C25626Q0005LR

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 PRICE SCHEDULE

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 52.216-18 ORDERING (AUG 2020)

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

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.10 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) 47

C.12 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.13 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.14 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.15 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION) ... 48

C.16 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.17 852.217-70 CONTRACT ACTION DEFINITIZATION (JUL 2019)

C.18 VAAR 852.219-70 VA SMALL BUSINESS SUBCONTRACTING PLAN

MINIMUM REQUIREMENTS (JAN 2023) (DEVIATION)

C.19 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.20 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

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 ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

(FEB 1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) 75

E.10 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.11 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE

RESOLUTION (OCT 2018)

E.12 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.13 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.14 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES

INCORPORATED BY REFERENCE (JAN 2008)

E.15 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.16 VAAR 852.219-74 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

E.17 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

(DEVIATION FEB 2025)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Thomas Kovarovic 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 PRICE SCHEDULE

ITEM

NUMBER

DESCRIPTION OF

SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE

ESTIMATED

AMOUNT

0001 3,650.00 DY ___________ __________________

Residential Treatment and Emergency Housing Services - Residential Beds- 3650 (10 Veterans x 365 Days) Ordering Period: 1 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

1001 3,650.00 DY ___________ __________________

Residential Treatment and Emergency Housing Services - Residential Beds 3650 (10 Veterans x 365 Days) Ordering Period: 2 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

2001 3,660.00 DY ____________ __________________

Residential Treatment and Emergency Housing Services - Residential Beds- 3660 (10 Veterans x 366 Days) Ordering Period: 3 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

3001 3,650.00 DY ____________ __________________

Residential Treatment and Emergency Housing Services - Residential Beds- 3650 (10 Veterans x 365 Days) Ordering Period: 4 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

4001 3,650.00 DY __________ __________________

Residential Treatment and Emergency Housing Services - Residential Beds- 3650 (10 Veterans x 365 Days) Ordering Period: Option 5 POP Begin: 10-01-2029 POP End: 09-30-2030 PRINCIPAL NAICS CODE: 624229 - Other Community Housing Services PRODUCT/SERVICE CODE: G004 - Social - Social Rehabilitation

GRAND TOTAL __________________

NOTE: For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the

Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8

B.3 PERFORMANCE WORK STATEMENT

INTRODUCTION/BACKGROUND

In 1987, Central Arkansas Veterans Healthcare System (CAVHS) at Little Rock, became one of 43 original pilot sites for the provision of contract residential services, as part of the Health Care for Homeless Veterans (HCHV) program. This Performance Work Statement (PWS) outlines low-barrier services to be performed to help reduce Veteran homelessness through the Contract Emergency Residential Services (CERS) component of the Contract Residential Services (CRS) Program. The primary population to be served through this contract will be Veterans determined to have a prior history of a sexual offense who require mental health and substance abuse treatment along with room and board.

Veterans receiving care under this contract shall be referred from the CAVHS Health Care for

Homeless Veterans (HCHV) Program. It is expected that the contractor will be ready to immediately initiate services upon receipt of referral. Services provided through the award of this contractual agreement will guarantee a combination of accessibility to VA medical specialty care along with transportation assistance, nutritious meals, laundry services and common areas for socialization and recreational activities. The contractor shall be located within ten miles of

CAVHS, located at 4300 West 7th Street, Little Rock, AR 72205.

A. SCOPE:

This contract initiative provides ten (10) low-barrier Contract Emergency Residential Services

(CERS) beds for Veterans experiencing homelessness who are required by Arkansas State Law to register as a sex offender (Level I: Low Risk and Level II: Moderate Risk). The Arkansas Sex

Offender Registration Act of 1997 requires:

• Any individual who is convicted of certain sex offenses and offenses against children.

• Any individual who was incarcerated, on probation or parole, or serving any other form of community supervision as the result of an adjudication of guilt for the listed offenses as of this Act’s effective date.

• Any person who is acquitted on the grounds of mental disease or defect for the listed offenses.

• Any person who was required to register under the Habitual Child Sex Offender

Registration Act, Arkansas Code Annotated 12-12-901.

• A sex offender moving to or returning to this state from another jurisdiction shall register with the local law enforcement agency having jurisdiction within 3 business days of establishing residency.

This contract will not allow for the provision of Contract Emergency Residential Services for

Veterans with history as Level 3 or Level 4 sex offenders.

The contractor shall have at least two years of experience working with the Arkansas

Community Corrections to provide transitional housing services for formerly incarcerated people. The contractor will also employ at least one clinical provider with 30 hours of continuing education within the past two years (https://safersociety.org/) in treating adults with a prior history of a sexual offense. Additionally, the contractor shall have experience in providing clinical services to Veterans with a primary diagnosis of substance use or co-occurring mental health disorders, who may also have physical disabilities and/or employment/vocational deficits, for a length of stay (LOS) up to a maximum of 180 days, depending on clinical need. The contractor shall provide evidence-based treatments, psychoeducation and case management services that are aimed toward helping Veterans to secure and maintain gainful employment or disability income to facilitate permanent housing placement and stability. The contractor shall also provide three nutritional meals a day, along with snacks. Personal care items, laundry facilities and detergent shall be provided to all program participants for use in facility provided laundry equipment. Additionally, the facility shall provide 24-hour supervision by trained staff.

The contractor works closely with HCHV staff from CAVHS to address the clinical needs of

Veterans.

POLICY:

Services to be provided under this contract shall be consistent with policies and procedures established through VHA Directive 1162.04, dated February 22, 2022, for Health Care for

Homeless Veterans Contract Emergency Residential Services Programs. This policy also sets forth policy for the administration, monitoring, and oversight of HCHV Contract Emergency

Residential Services (CERS) providers. As the HCHV program serves as the primary entry point for services to Veterans experiencing homelessness, this CERS contract shall allow for same day access to residential treatment services along with the provision of clinical services deemed appropriate for addressing clinical issues associated with this population, utilizing Evidence

Based Practice (EBP) models of care, including Motivational Interviewing, Stages of Change, Harm Reduction and other EBPs suitable for working with Veterans experiencing homelessness, to address substance use, mental health, and social treatment needs. Due to

HIPAA requirements, HCHV staff shall obtain a signed Release of Information from the Veteran for verbal and written communication during length of stay in the CERS program, reciprocal with

VA.

B. SERVICES TO BE PROVIDED:

1. BASIC SERVICES: 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, CERS staff shall provide collaborative case management along with HCHV staff throughout the course of placement.

a) Room and Board shall be accessible to the Veteran 7 days a week, 24 hours per day. Accommodations shall include a bed and other furnishings such as a dresser, storage, and personal linens (e.g. pillows, sheets & towels). The bed must be designated for use exclusively by the individual Veteran from the time of admission to the time of discharge. The bed must be situated in a room that affords the Veteran safety, and security. Each Veteran must have a safe and secure place to store their belongings that is readily accessible to the Veteran, such as a locking closet, a locking armoire, a locker, etc.

b) Nutritious meals to include at least three nutritionally adequate meals a day, seven days a week and availability of nutritious snacks between meals and at bedtime for those requiring or desiring additional food, even when it is not medically indicated. A VA employed Registered Dietitian shall assess printed menus as well as Veterans’ satisfaction with meals and actual consumption of food offered in determining the Contractor’s success in meeting this requirement during quarterly and annual facility inspection or at any point during the contract period. A diabetic diet or other special diet type may also be indicated in the event it is necessary, depending on a Veteran’s health status. CERS Contractor must also have Serve Safe Certification.

c) Laundry facilities and necessary detergent free of charge and adequate for residents to do their own laundry or to have laundry done at minimum one time per week.

d) Access to soap, deodorant, and other personal care items for maintaining hygiene.

2. CASE MANAGEMENT FOR HOUSING AND EMPLOYMENT SERVICES:

The Contractor shall provide, at minimum, the following services to Veterans in the program:

a) Contractor shall assess the psychosocial, environmental, substance or psychiatric problems, which might contribute to housing challenges.

b) Contractor shall provide general assistance with clothing and supplies for gaining employment.

c) Contractor establishes and maintains a therapeutic relationship with the Veteran, staff, and community programs/agencies, and works with Veteran to formulate and achieve treatment goals and address unmet needs.

d) Contractor documents services provided and the effectiveness of those services in helping Veterans obtain housing and employment or other income.

e) Contractor shall:

(1) Develop an Individualized Service Plan (ISP) with Veteran within the first week of placement, consistent with personal and HCHV program goals, to include plans for placement in transitional or permanent housing within 90 to 180 days of placement for Contract Residential Services, depending on the assessed functional and cognitive capacity of Veteran.

(2) Review ISP a minimum every thirty (30) days with the veteran and report progress to the HCHV case manager and HCHV clinical treatment team.

(3) Make changes to ISPs in consultation with the Veteran, based on need.

(4) Coordinate with CRS clinician during weekly case conferences regarding updates and changes in Veterans’ care plans to foster a collaborative relationship with the HCHV case manager. Case conferencing may be done in person or by Teams conference calls.

(5) Obtain relevant Releases of Information to communicate and coordinate

Veterans’ treatment with VA, parole officer and other community-based providers.

(6) Collaborate with HCHV staff to ensure Veterans’ connections to needed VA medical, mental health, and substance use treatment and care.

(7) Assist Veterans in obtaining documentation required for housing applications including but not limited to, birth certificate, income verification and other information required by the housing authority.

(8) Offer case management to assist employable veteran in securing jobs.

(9) Offer case management to assist unemployable or elderly veteran with gaining

VA, Social Security or other non-employment income sources.

(10) Provide Supportive Services for Veteran Families (SSVF) referrals for rapid-rehousing assistance.

(11) Develop safety plans that are approved by parole officers for Veterans identified by the State of Arkansas as Level I or Level II sex offenders within 7 days of admission.

(12) Coordinate services for Veterans through the Arkansas Parole Office.

3. THERAPEUTIC AND SUPPORTIVE SERVICES:

a) Therapeutic, Rehabilitative, and Recovery Services determined to be needed by the individual resident in a plan developed by the contractor in consultation with the Veteran, the VA case manager and/or other appropriate

VA or Contractor staff. Services the Contractor must be able to furnish include:

(1) Acute Treatment: 30 days of intensive residential substance abuse evidence-based treatment consisting of individual and group therapy.

(2) Transitional Services:

a Structured group activities to address the needs of Veterans served

(e.g. social skills training, Alcoholics/Narcotics Anonymous).

b Individual counseling to address self-care skills, adaptive coping skills, life skills, behavior modification, vocational rehabilitation, etc.

c Assistance to develop responsible living patterns, a more adaptive level of psychosocial functioning, budgeting, and improved relationships.

d Support for an alcohol/drug abuse-free lifestyle or Harm Reduction.

e Individual psychotherapy to address mental health concerns.

f Assistance to gain and apply knowledge of the illness/recovery process.

g Assistance with developing interventions to reduce deviant sexual behaviors.

b) Collaboration: The Contractor shall collaborate with HCHV Program Manager or referring case managers on admission, treatment, and discharge planning.

The Contractor shall also collaborate and work conjointly with the Substance

Use Disorder Specialist at the Veterans DTC, to provide crisis intervention or address substance use related clinical needs.

c) Transportation: The Contractor shall provide or assist the Veterans with local transportation to scheduled meetings and appointments. Contractor shall be expected to help Veteran access public transportation, including providing information and instructions necessary to enable Veteran to utilize public transportation. If VA staff determines adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport by car or taxi. The HCHV Coordinator may also provide a one-time 30-day bus pass or bus tokens.

d) Death: In the event a Veteran residing in HCHV CRS Program under this contract dies, the Contractor shall promptly notify the HCHV Program Manager and immediately assemble, inventory using established protocol and safeguard the Veteran’s personal effects. Should a deceased Veteran leave no shall, 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 shall forward an inventory of any such property and funds in its possession to the appropriate VA office and shall hold them (except articles of clothing necessary for proper burial) under safeguard until instructions are received from

VA on disposition.

e) Internal Grievance: Programs shall have an internal grievance process that

Veterans can use to resolve conflicts within the program. Contractors are responsible for making sure that their staff are educated on those internal grievance procedures as well as patient rights. Programs must have written policies and procedures for resolving grievances, including a statement regarding the client’s right to request reasonable accommodation and must post them in a place conspicuous and accessible to clients. In addition, each client shall receive a copy of the grievance policies and procedures, upon intake and upon receiving a warning or discharge notice.

f) Intake: All Veterans shall receive an intake packet within 72 business hours which includes, at minimum, the following information:

i. Description of the Contractors services

ii. Grievance Policy

iii. Emergency procedures

iv. Patient rights and Reasonable Accommodation

g) Extensions: All extensions beyond 6 months must be approved in writing by

HCHV Contract Residential Liaison or Designee.

h) Medications: Medications shall be properly stored, controlled, issued, and recorded in compliance with physician’s orders. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication. Veterans shall self-administer prescribed medications.

i) Critical Incident Reporting: All critical incidents shall be reported, investigated, confirmed, and resolved within 24 hours. This includes the following:

(1) Falls

(2) Assault (against veteran)

(3) Assault by veteran to other veterans or staff

(4) Elderly/Dependent Adult Abuse or Neglect

(5) Sexual Assault

(6) Fire (Veteran Involved)

(7) Medical/Psychiatric Emergency (911 calls)

(8) Hospitalization

(9) Suicide or Suicide Attempt

(10) Homicide

(11) Death

(12) Infectious Control (Covid, TB, etc.)

(13) Financial exploitation of veteran

j) Case Record: An individual case record shall be created for each referred

Veteran. Case records shall be maintained to ensure the confidentiality of each

Veteran. Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards shall be made available on a need-to-know basis to appropriate Department of

Veterans Affairs staff members involved with the treatment of the Veterans concerned. The Contractor shall comply with requirements for the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the

Confidentiality of Certain Medical Records (38 USC 7332). The files shall include:

(1) Reasons for referral

(2) All essential identifying data including a socio-cultural assessment, weekly progress reports or notes, and documentation of any case management interventions or patient care conferences.

(3) Contractor must be in compliance with HCHV inspection requirements.

(4) Case management notes written clearly to include: 1) A written housing needs assessment, 2) Budget plan, 3) Discharge plan, and Individual

Service Plan with progress notes.

(5) QASP Compliance Tool and all attendant supporting documentation demonstrating Contractor compliance with Contract

(6) Within 72 hours, contractor shall provide a final summary on each resident who leaves the program, to include personal hygiene; participation in residence activities; response to Case Management; social/vocational activities; reasons for leaving; future plans, follow-up locator information and status of housing under the following categories:

a Having one’s own apartment, room or house b Halfway House/Institution/other residential level of care c None d Unknown/Other https://www.ecfr.gov/current/title-42/chapter-I/subchapter-A/part-2 https://www.govregs.com/uscode/title38_partV_chapter73_subchapterIII_section7332

(7) Extension approval if applicable

(8) Waivers as appropriate

k) Rules: The Contractor shall have reasonable rules governing day-to-day life and activities in the facility. Such rules clearly inform Veterans of the obligations upon which their continued participation in the program depends and the consequences for non-compliance. Veterans shall be provided a copy of the rules at intake or upon Veterans request. In addition, Contractor shall post the rules in a location readily accessible to clients and visitors. These rules must include detailed Patient Rights and the procedures that the Contractor has in place to protect the Veterans rights and dignity. Veterans must be permitted to exercise these rights without fear of reprisal. If requested, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by the Veterans’ physical or mental disabilities, in accordance with the

Americans with Disabilities Act, the Federal Fair Housing Amendments Act, Section 504 of the Rehabilitation Act, including those requirements covering reasonable accommodations for disabilities and the use of assistance animals, and all other applicable State or Federal laws. Contractor must equally apply all rules, policies and procedures to Veterans, unless a Veteran has asked for a reasonable accommodation due to his/her disability.

l) Procedures for negative discharge or sanction: Contractor must post rules and provide Veteran with the rules which specify the reasons or conditions for which a Veteran may be sanctioned or discharged, including those behaviors which constitute gross misconduct and are grounds for immediate discharge from the program and those which would prompt a written warning if violated and potential discharge if violated repeatedly. Contractor shall describe the formal appeal procedures through which clients may appeal program regulations, sanctions or discharges. This information must be provided to clients in writing upon intake and must be clear and easily understandable by clients. This information shall include:

(1) Immediate contact with VA HCHV Program Manager

(2) Timely due process provisions

(3) Notice of, and access to, formal appeal procedures

(4) Notice of the conditions or process for re-admission to the program

(5) Reasonable efforts to provide an appropriate referral to another facility or appropriate level of care as needed

(6) This does not apply to Veterans discharged for danger to self or others

4. ADDITIONAL CONTRACT REQUIREMENTS:

a) Staffing: Contractor shall employ sufficient professional staff to carry out the policies, responsibilities, and programs of the facility. In a residential living facility, there must be a full-time administrative staff member or designee of equivalent professional capability on duty, on the premises (in the building where Veterans reside) or residing in the facility and available for emergencies 24 hours a day, 7 days a week. Additionally, the contractor will employ a part-time (at least 20 hours per week) master’s level social worker who is licensed for independent practice

(Licensed certified social worker) with at least five years of clinical practice experience. Staff are defined as paid professional or para-professional and do not include interns.

i. The contractor shall employ sufficient personnel to carry out the policies and program responsibilities 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.

ii. The Contractor shall assign to this contract personnel that by education, training, and when required, certification or licensure, are qualified to provide the services required by the Performance Work Statement

(PWS).

iii. 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 under Arkansas state law and/or regulations and shall be subject to credential and privilege approvals by VA.

iv. The Contractor shall employ a minimum of twenty hours per week

(Monday thru Friday) at least one licensed certified social worker dedicated to providing evidence-based treatments and case management services for Veterans residing in this facility.

v. 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:

a 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.

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

vi. The Contractor shall make available to the VA, documentary information deemed necessary by the VA to assure confidentiality of patient record information and to determine the completeness and accuracy of financial records.

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

viii. 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 shall provide patients a copy of the VA

Patient Rights and Responsibilities, upon request. The Contractor shall be furnished any updates to this memorandum.

b) Staff Training: Contractor shall have at least one staff person on-site at all times, who has completed and has on-site documentation of annual training and orientation that is available to the Contracting Officer Representative (COR) on the following topics:

(1) CPR

(2) Crisis intervention

(3) Cultural sensitivity

(4) Sexual harassment

(6) Universal Precautions (disease transmission prevention)

(7) Adult abuse/neglect reporting laws

(8) Harm Reduction philosophy

(9) Suicide Prevention

(10) State and Federal Fair Housing Law and ADA Requirements

(11) Conflict resolution

(12) Search and Seizure/Probable Cause in the Shelter Setting

c) Contractor must have a policy prohibiting staff from establishing sexual relationships with program clients.

d) Veterans cannot be denied entry to HCHV Contracted Residential Services based solely on length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, use of prescribed controlled substances, marital status, disability, income, gender or legal history, unless legal history includes charges of arson, sexual crime, or crime with a weapon. This includes a Veterans status of being a victim of Domestic Violence and as such cannot be considered during the screening process. It is expected the program shall serve Veterans of all identities. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining the program's safety, security, and integrity. All Contractors must employ a harm reduction approach.

e) Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a.

f) Unless specifically excluded in this contract, the per diem rate established shall include the services listed in this document and shall also include services or supplies normally provided other residents by the facility without extra charge.

Payments made by the VA under this contract shall constitute the TOTAL cost of care and housing of homeless Veterans. Payment is authorized from the first day of admission and does not include the day of discharge.

g) The Contractor shall submit billing to Austin Payment Center by the 15th of every month. Failure to make timely invoice submissions shall be cause for a request for corrective action and if invoicing issues continue to arise, it shall be grounds for termination for convenience.

(1) The Contractor shall be expected to utilize and secure nightly sign in logs for the purpose of verifying a Veteran’s attendance in the program daily. These logs are to be submitted to the VA Liaison monthly, along with invoices, to ensure accuracy of billing.

(2) All excused and unexcused absences shall be clearly documented on the monthly attendance log including reason for any excused absence (e.g.

medical needs). Payment shall not be received for unexcused absences over

48 hours nor excused absences over 72 hours. No payment shall be made without the daily sign-in logs to be verified by VA Staff.

h) The Contractor shall provide the HCHV Program Manager with a written report of program activities on a Quarterly basis in accordance with the QASP. These reports shall be maintained by the Liaison in the contract administrative file, and necessary reports shall be submitted as a part of the annual inspection package. The report should contain, at minimum, the following information:

(1) Total Number of Veterans Served

(2) Data from QASP compliance tool

(3) Program completion rates

(4) Outcomes (e.g. # or % of veterans discharged to independent housing, increased income/benefits, occupancy, etc.)

(5) Other pertinent information, such as quality improvement, changes in staffing or business practices, systems or resource concerns, etc.

i) HCHV performance measures and requirements set forward in the solicitation must be met to receive the highest past performance rating. They include:

(1) HCHV1: Exits to Permanent Housing (Target = 55%)

(2) HCHV2: Negative Exits (Target = <20%)

j) This contract initiative provides ten (10) low-barrier Contract Emergency Residential

Services (CERS) beds for homeless Veterans who are required by Arkansas State

Law to register as a sex offender (Level I: Low Risk and Level II: Moderate Risk).

The Arkansas Sex Offender Registration Act of 1997 requires:

(1) Any individual who is convicted of certain sex offenses and offenses against children.

(2) Any individual who is convicted of certain sex offenses and offenses against children.

(3) Any individual who was incarcerated, on probation or parole, or serving any other form of community supervision as the result of an adjudication of guilt for the listed offenses as of this Act’s effective date.

(4) Any person who is acquitted on the grounds of mental disease or defect for the listed offenses.

(5) Any person who was required to register under the Habitual Child Sex Offender Registration Act, Arkansas Code Annotated 12-12-901 - 930.

https://dps.arkansas.gov/crime-info-support/arkansas-crime-information-center/community-information/sex-offender-information/#:~:text=Sex%20offenders%20are%20required%20to%20register%20in%20Arkansas.,of%20certain%20sex%20offenses%20and%20offenses%20against%20children.

https://advance.lexis.com/container/?pdmfid=1000516&crid=c5c1cf3d-bc10-407f-8162-c4f1aecdd882&func=LN.Advance.ContentView.getFullToc&nodeid=AAMAACAAHAAK&typeofentry=Breadcrumb&config=00JAA3ZTU0NTIzYy0zZDEyLTRhYmQtYmRmMS1iMWIxNDgxYWMxZTQKAFBvZENhdGFsb2cubRW4ifTiwi5vLw6cI1uX&action=publictoc&pddocfullpath=%2Fshared%2Fdocument%2Fstatutes-legislation%2Furn%3AcontentItem%3A67HB-NW60-R03P-01M0-00008-00&pdtocfullpath=%2Fshared%2Ftableofcontents%2Furn%3AcontentItem%3A50XD-80G1-DY3X-63F1-00008-00&ecomp=h2vckkk&prid=31e2b57a-c3e3-45eb-90f9-cfb00acbf2ef

(6) A sex offender moving to or returning to this state from another jurisdiction shall register with the local law enforcement agency having jurisdiction within 3 business days of establishing residency.

k) The contractor shall have experience in working with the Arkansas Community Corrections to provide transitional housing services for parolees. Additionally, the contractor shall have experience in providing clinical services to Veterans with a primary diagnosis of substance use or co-occurring mental health disorders who may also have physical disabilities and/or employment/vocational deficits, for a length of stay (LOS) up to a maximum of 180 days, depending on clinical need. The contractor shall provide evidence-based treatments, psychoeducation and case management services that are aimed toward stabilizing Veterans and helping them to secure and maintain gainful employment and permanent housing. The contractor shall also provide three nutritional meals a day, along with snacks. Personal care items, laundry facilities and detergent shall be provided to all program participants.

Additionally, the facility shall provide 24-hour supervision and a trained clinical staff.

The contractor works closely with VA Health Care for Homeless Veterans Program staff to address the clinical needs of Veterans.

5. BUILDING REQUIREMENTS:

The work to be performed under this contract shall take place at the Contractors facility, which must pass annual inspection by VA Personnel and meet the following building requirements.

a) Fire Safety:

(1) Buildings in which space is offered shall be evaluated in accordance with latest editions of the NFPA 101, Life Safety Code and Americans with Disabilities Act (ADA) http://www.ada.gov/

(2) Equipment, services, or utilities furnished, and activities of other occupants shall be free of safety, health, and fire hazards. When hazards are detected, the contractor shall promptly correct hazards.

(3) Maintenance of contractor-owned fire extinguishers shall be provided by the contractor in accordance with NFPA Standard No. 101. As required by code, smoke alarms shall be installed in each room, office, storage area, hallways, and other common areas. Required testing shall be performed, documented, and a copy of the inspection report shall be provided to the VA COR.

b) Wheelchair Accessibility. Rooms shall be wheelchair accessible. Common areas such as hallways shall provide for accessible path of travel for wheelchairs.

c) Elevators: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard A171 and A171a Safety Code for

Elevators except for elevator emergency recall and shall be inspected and maintained in accordance with American National Standard A17.l, Inspector's Manual for Elevators or equivalent local code and shall comply with local codes, and ordinances. A copy of current inspection report shall be furnished to the VA COR.

https://growsafehse.com/wp-content/uploads/2024/05/NFPA-101-2021.pdf http://www.ada.gov/ https://codes.iccsafe.org/content/ANSIA11711998/chapter-4-accessible-routes#ANSIA11711998_Ch04_Sec403 https://www.asme.org/getmedia/05d3cb98-f573-42f4-b8ad-86a26682091a/a17-1_csa-b44_2019-table-of-contents.pdf https://www.asme.org/getmedia/05d3cb98-f573-42f4-b8ad-86a26682091a/a17-1_csa-b44_2019-table-of-contents.pdf

d) No activity to the building and/or grounds that would cause an increase in dust, dirt, or spores to be airborne (i.e., renovation to the building, movement of earth on the grounds) shall take place without the Contractor's written notification to the VA at least seven calendar days in advance of the event.

e) Prior to the award of a contract and annually during the contract term, a multidisciplinary

VA team consisting of a social worker, dietitian, a representative of the VA Police, and a

Facilities Management Safety Officer, Nursing and/or other subject matter experts as determined necessary by the medical center director or HCHV Coordinator shall conduct a survey of the Contractor’s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. The

Government reserves the right, at any time before and after contract award, and during the term of the contract, to inspect the rooms and all other areas of access to which is necessary to ensure a safe and healthy environment for the VA referred occupants.

6. TYPE OF CONTRACT:

The VA shall award a Firm Fixed Price Basic Ordering Agreement (BOA) Contract with estimated quantities. The Per Diem Rate shall be inclusive of all services as may be necessary in the treatment of the Veteran beneficiary, unless specifically excluded in this agreement. The per diem rate established shall include services listed in this document and applicable services normally provided by the facility. The Contractor shall provide

Residential Treatment services 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 certifications required for providing the services to eligible beneficiaries for whom such care is specifically authorized by the VA. The Contractor shall furnish all supplies, equipment and services required to perform all tasks within the performance work statement.

The Contractor shall not be required to provide detoxification or other hospital level treatment.

Post Award Conference Progress Meetings: The Contractor agrees to participate in monthly post-award HCHV clinical staff meetings to report on the progress of Veterans residing in the facility and post-award conferences with 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 contracting officer shall apprise the contractor of how

VA views the contractor's performance and the contractor shall apprise VA of issues being experienced. Appropriate action shall be taken to resolve outstanding issues at no additional cost to the VA.

7. OTHER CONTRACTOR REQUIREMENTS

1. 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 back into the community from Residential Treatment, into permanent housing or into acute treatment at the medical center. It is understood that these visits do not substitute nor relieve the Contractor facility in any way of the responsibility for the daily care of the patient. Upon discharge or death of the patient, records on all Veterans referred for care shall be retained by the facility for a period of at least three years following termination of care at VA expense.

2. Contractor staff shall maintain medication in a locked area. The Veteran shall be responsible for dispensing his/her own prescribed medications. No clinical pharmacological based services shall be provided by the Contractor.

3. The Contractor agrees that no additional charges shall be billed to the patient or their family, either by the Contractor 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. Payments made by the VA under this agreement shall constitute the total cost of residential treatment services.

4. 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 CERS facilities shall include but not be limited to rooms, sections, eating areas, entrances, etc. It is further agreed that

VA shall have the right to inspection of the CERS facility and all appurtenances by an authorized representative(s) designated by the VA, to determine whether acceptable standards are maintained, and adequate care is being rendered.

5. The contractor agrees to accept referral of and to provide all services specified in this contract for any person determined eligible by the HCHV Program Manager 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.

6. Contractor administrative staff collaborates daily with HCHV case manager for bed occupancy and bed availability and communicate immediately to the HCHV Coordinator if veteran is discharged or doesn’t return to the bed status at curfew.

7. Contractor shall accept veteran’s psychosocial assessment and Individual Service Plan

(ISP) from a HCHV case manager and comply with VHA confidentiality and HIPPA guidelines.

8. Contractor shall agree to transfer Veteran to CAVHS Medical Center (4300 West 7th

Street; Little Rock, AR) 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.

9. Contractor shall maintain current professional liability insurance.

10. Contractor shall manage conflicts and problems in dealing with the Veterans constructively and appropriately.

11. Contractor shall 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…