36C25718Q9674-001.docx

36C25718Q9674

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

671-19-1-809-0001 36C25718Q9674 08-01-2018

JENNIFER SALERNO DICIUCCIO

254-899-6023 08-31-2018

4:30 PM CST

Department of Veterans Affairs Veterans Healthcare Administration Network Contracting Office NCO 17 2002 Scott Boulevard Temple TX 76504 x Y 624221 $11 Million X N/A X Department of Veterans Affairs South Texas Veterans Healthcare System 7400 Merton Minter San Antonio TX 78550 Department of Veterans Affairs Veterans Healthcare Administration Network Contracting Office NCO 17 2002 Scott Boulevard Temple TX 76504

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791

(512) 460-5540 See CONTINUATION Page

THE VENDOR WILL PROVIDE TRANSITIONAL HOUSING FOR UP TO

35 VETERANS DAILY WITHIN SAN ANTONIO (BEXAR COUNTY) TX

PLEASE REFER TO THE STATEMENT OF WORK AND SCHEDULE OF

SERVICES ATTACHED BELOW FOR FURTHER DETAILS

See CONTINUATION Page X X

JENNIFER L SALERNO-DICIUCCIO

NCO1715L2-0401

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

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

B.2 PRICE SCHEDULE

The contractor shall provide to the Department of Veterans Affairs Community-Based Residential Emergency 90 day housing, in accordance with all terms, conditions, provisions and requirements listed herein. This rate provided for line items one through five shall be inclusive of all “basic services” as may be necessary in the treatment of the Veteran. “Basic services” shall be defined in the Statement of Work. Supplemental services available from the contractor shall be separately priced, at a firm fixed rate, as stated in the Schedule of Services. Supplemental Services shall only be provided when specifically authorized in the Veteran’s written referral for services.

This is an indefinite delivery, indefinite quantity contract because it is impossible to determine with any certainty the amount of services that will be required under this contract. 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. A separate task order will be assigned to fund the amount of services estimated for the exercised time period.

This contract does adhere to the Service Contract Act and the appropriate wage determination is attached in section D of the solicitation. The contractor will adhere to the Service Contract Act and pay the employees working to provide this contract the appropriate wage, health and welfare benefits. If you have specific questions please refer to the wage determination attached as well as the contract clauses and provisions. Additional information regarding adherence to the Service Contract Act can be found at www.DOL.gov.

All deliverables and other documentation required by the Statement of Work shall be provided by the Contractor at no additional costs to the charges states for Basic Services.

The minimum value of services and maximum value of services to be provided under this contract during the year are one bed for one day and the maximum per year is thirty five beds for 365 days total:

Emergency 90 Day Residential Transitional Housing:

CLIN 0001 BASE PERIOD:

10/01/2018 – 09/30/2019 [(1) one daily rate x (1) one available bed x 1 (one) day] [daily rate x 35 beds x 365 days]

CLIN 1001 OPTION PERIOD ONE:

10/01/2019 – 09/30/2020 [(1) one daily rate x (1) one available bed x 1 (one) day] [daily rate x 35 beds x 365 days]

CLIN 2001 OPTION PERIOD TWO:

10/01/2020 – 09/30/2021 [(1) one daily rate x (1) one available bed x 1 (one) day] [daily rate x 35 beds x 365 days]

CLIN 3001 OPTION PERIOD THREE:

10/01/2021 – 09/30/2022 [(1) one daily rate x (1) one available bed x 1 (one) day] [daily rate x 35 beds x 365 days]

CLIN 4001 OPTION PERIOD FOUR:

10/01/2022 – 09/30/2023 [(1) one daily rate x (1) one available bed x 1 (one) day] [daily rate x 35 beds x 365 days]

B.3 STATEMENT OF WORK

1) PURPOSE: CONTRACT RESIDENTIAL SERVICES.

The South Texas Veterans Health Care System (STVHCS) through its Health Care for Homeless Veterans (HCHV) program, is seeking 24-hour-per-day, 7-day-per-week (24/7) community-based, recovery model, supportive housing within the city of San Antonio, that provides therapeutic and rehabilitative services in a safe environment to homeless, eligible Veterans.

Contractor shall provide housing, case management services, and rehabilitative services within the city of San Antonio for Veterans experiencing homelessness and/or chronic homelessness as defined by the U.S. Department of Housing and Urban Development (HUD), including Veterans diagnosed with severe mental illness and substance use disorders, in community-based residential facilities.

2) BACKGROUND.

The Department of Veterans Affairs (VA) has been providing direct and specialized services for homeless Veterans for thirty years. As part of the Plan to End Homelessness among Veterans announced in late 2009, the Veterans Health Administration (VHA) has been increasing both capacity of existing programs and services offered to program participants. The HCHV program is authorized by 38 U.S.C. 2031, under which VA may provide “care and services under section 1710 of this title to Veterans suffering from serious mental illness and to Veterans who are homeless.” The duties of, and standards applicable to, non-VA, community-based providers are authorized by 38 U.S.C. 501, 2031, and 63, and by 38 CFR Part 61.

STVHCS is seeking a Contractor to provide residential treatment services through the HCHV Contracted Residential Services (CRS) Contracted Emergency Residential Services (CERS) program. STVHCS intends to award a contract to service Veterans in San Antonio, Texas. VA is only able to pay for services provided to Veterans themselves. The Contract will not exceed a total of thirty-five (35) homeless Veterans, in need of placement in a safe environment with on-site therapeutic support services. Many of these Veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other medical conditions. The goal of the HCHV CRS CERS program is to stabilize Veterans’ mental health, substance abuse and other psychosocial problems in order to facilitate transition into permanent housing within no more than 180 days. Contractor shall provide placement of VA-referred Veterans (hereinafter referred to as Veterans) in a safe, residential setting while addressing Veterans’ complex needs through on-site case management and therapeutic support services. This housing must meet the criteria established by both HCHV clinical staff and VA fire and safety officials, and defined herein.

Contractors are urged in the strongest terms to carefully review the requirements outlined in the Statement of Work. Contractors must ensure that all facilities are fire and safety proficient and that all treatment services can be provided in a timely manner.

Definitions:

Contracted Residential Services (CRS). Services funded through HCHV to address the causes and effects of homelessness in a community-based setting that provides direct services in a safe environment that supports recovery and meets the needs of homeless Veterans. Where applicable, every effort must be made to ensure that community-based settings are equipped to provide for the safety and privacy of homeless women Veterans referred for residential services.

Contracted Emergency Residential Services (CERS). One of two CRS programs, CERS programs target and prioritize homeless Veterans transitioning from literal street homelessness, Veterans being discharged from institutions, including those in need of medical respite, and Veterans who recently became homeless and require safe and stable living arrangements while they seek permanent housing. CERS Programs, either directly or through linkage with community and other VA services, provide time-limited services such as supporting mental health stabilization, substance use disorder (SUD) treatment services, enhancement of independent living skills, vocational training, and employment services. Emphasis is placed on referral and placement in permanent housing or longer term residential programs utilizing VA and/or community resources. Lengths of stay in CERS typically range from 30 to 90 days with the option to extend based on clinical need.

NOTE: CERS programs represent a consolidation of existing HCHV contract residential programs, previously designated as either residential treatment (RT) or emergency housing (EH). Since varying levels of supportive services have been present in both, this consolidation reflects the range and flexibility of these services as currently constituted.

Recovery Model. The recovery model is centered on the belief that it is possible for homeless Veterans with mental health conditions to re-establish normal roles in the community. The recovery model fully supports community integration and improved quality of life for Veterans who have been diagnosed with a serious mental health condition that impairs their ability to lead meaningful lives. Within this model, psychiatric rehabilitation services are collaborative and encourage the Veteran’s self-determination.

3) ORDERING ACTIVITIES AND OFFICERS.

a) VA shall designate a Contracting Officer Representative (COR) to monitor the contract performance and assist in contract administration. Upon contract award, a Delegation of Authority Memorandum delineating the responsibilities and limitations of the COR shall be provided to Contractor. Any commitments of changes, which affect the price, quantity, quality, or authority to amend or render a decision on questions of the fact in dispute, and related contract administration problems, are duties of the Contracting Officer and cannot be delegated to the COR.

b) Contractor shall not accept any instructions issued by any person(s) other than the Contracting Officer or the COR acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service of a non-contract nature, Contractor shall advise the Contracting Officer of the reasons for additional work. Changes to the contract may be made only in writing by the Contracting Officer.

4) BASIC SERVICES REQUIRED OF CONTRACTOR.

a) PROGRAM REQUIREMENTS: Contractor must provide Contracted Emergency Residential Services (CERS) to male Veterans. Contractor facility must meet minimum standards required for compliance with the Americans with Disabilities Act of 1990, Pub. L. No. 101-336, 104 Stat. 328 (1990). No funds will be made available for capital improvements under the contract. Contractor will offer a low-demand environment with a minimum set of rules designed to re-establish trust and engage the Veteran in needed treatment services as follows:

i) Acceptance of treatment cannot be a condition of admission or continued stay

ii) Repeated admission and/or past behavior cannot be a condition of admission or continued stay

iii) Demands will be kept to a minimum

iv) Rules will focus on staff and resident safety

v) Infractions of rules will be used as opportunities for engagement where feasible

b) ROOM AND BOARD: Room and Board shall be accessible to the Veteran seven days per week and twenty four hours per day. Accommodations will include a private or semi-private room, with no more than four (4) Veterans per room, and with a bed and other furnishings such as a dresser, storage, and personal linens to include towels, pillows, blankets and bed sheets. The environment must be conducive to social interaction, and supportive of the recovery model and of the fullest development of the Veteran’s rehabilitative potential. Residents must be assisted in maintaining an acceptable level of personal hygiene and grooming. Contractor will allow Veteran to store personal belongings for at least 72 hours after formal HCHV discharge.

c) MEALS: Meals shall meet current dietary guidelines set forth by the U.S. Department of Agriculture and U.S. Department of Health and Human Services, including any updates made to the guidelines. A minimum of three (3) nutritionally adequate meals per day must be provided in a setting that encourages social interaction. In addition, Contractor must make available snacks of nourishing quality (e.g. fruits, vegetables, protein sources) between meals and before bedtime for those requiring or desiring additional food, whether or not it is medically indicated. There will not be more than a 14-hour span between evening meal and breakfast of the following day. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g. diabetic, renal and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g. Kosher, Sikh.). Food shall be prepared, served and stored under sanitary conditions. Contractor shall provide storage space in an on-site refrigerator for Veterans to store and freely access personal food. Contractor shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste.

d) LAUNDRY FACILITIES: Contractor must provide laundry facilities and necessary detergent free of charge and adequate for Veterans to do their own laundry or to have laundry done at minimum one time per week.

e) TRANSPORTATION: Contractor will assist the Veteran to access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. Transportation cannot be a barrier to the Veteran receiving services necessary to reach their treatment goals. If public transportation is inappropriate or inadequate, Contractor will assist Veteran to identify alternative transportation available to accommodate Veteran’s needs (i.e. CARV). VA staff may also assist with logistical burdens.

5) ADDITIONAL SERVICES REQUIRED OF CONTRACTOR.

a) THERAPEUTIC/REHABILITATIVE SERVICES: Therapeutic and rehabilitative services shall be provided by Contractor and shall include:

i) Case Management: Contractor shall have a Case Manager dedicated to the on-site case management of Veteran residents at least 40 hours per week. Contractor Case Manager shall be responsible for all case management activities as described herein. Case management shall include arranging, planning, coordinating, or providing direct services and support, referring and providing linkage to VA and non-VA resources, providing crisis management and monitoring, and intervening and advocating on behalf of Veterans to support transportation, credit, legal, and other needs. A Psychosocial Assessment shall be completed by Contractor Case Manager within 3 business days of Veteran’s admission to the program and shall include strengths, needs, abilities and preferences, history of homelessness and a thorough housing-needs assessment, mental health history, physical health history, substance abuse history, social history, education/vocation history, income history, legal history, military history, trauma history and barriers/vulnerabilities. A written Individual Program Plan (IPP) shall be developed by Contractor Case Manager for each Veteran within ten (10) business days of admission. The IPP shall be based on the Psychosocial Assessment, and shall include specific goals toward self-sufficiency, with emphasis on independent housing, measurable objectives, targeted dates for completion, and a designated individual responsible for addressing each goal. A written IPP Update shall be completed every 30 days by Contractor Case Manager detailing progress/barriers toward obtaining goals. Contractor Case Manager shall provide structured individual case management to address Veteran’s psychosocial needs, and shall document case management in a progress note. Contractor will assist Veterans in connecting with community resources, such as, but not limited to, applying for social service benefits, applying for VA benefits, money management/budgeting/financial planning, employment services, housing resources, religious/spiritual services and social/recreational opportunities. Contractor Case Manager will document in Veteran’s case file all structured activities that support Veteran in addressing goals, and will promote and document Veteran’s involvement with community activities, volunteer activities, and local consumer activities. There will be an expectation that progress notes are written professionally in a format that utilizes the clear setting of goals (e.g. SNAP, SOAP, DAP or SMART notes). Progress notes will include, at a minimum, progress toward the Veteran’s goals, Veteran’s participation in treatment, services provided and any changes to IPP.

ii) Group Activities: Structured group activity shall occur at a minimum of one time per week – examples include group therapy, life skills training, social skills training, financial workshops, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and recreational activities. For the purposes of the contract, “House Meetings” and VA Housing Resource Groups may not be counted as a structured group activity. Group Activities should have a therapeutic value and facilitation shall be the responsibility of Contractor’s clinical staff.

iii) Professional Counseling: Contractor shall provide professional counseling and clinical interventions in an individual or group setting, as appropriate, which may include self-care skills, adaptive coping skills, vocational rehabilitation, Cognitive Behavioral Therapy (CBT), Mind Body Stress Reduction (MBSR), Motivational Interviewing (MI), psychoeducational tools, sober living skills, psychotropic medication education, disease process/recovery education, or other clinically relevant interventions. The goal in utilizing the above interventions is to provide an environment in which Veterans can address barriers to independent living, and successfully transition into stable permanent housing. If a Veteran is deemed to be at risk of self-harm or risk of harm to others, Contractor staff will immediately contact 911 as well as notify VA Case Manager or designee.

iv) VA Coordination: Contractor Case Manager will collaborate and coordinate with VA Case Manager or designee around medical, mental health, and discharge needs. VA Case Manager or designee and Contractor Case Manager will have routine meetings, at Contractor facility, if feasible, to discuss each Veteran’s progress.

v) Permanent Housing Assistance: Contractor will provide Veterans with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for each Veteran’s transition to permanent housing must be clearly reflected in the IPP and in monthly IPP Updates. As part of this plan, Veteran’s housing history and needs must be assessed through the Psychosocial Assessment completed within 3 business days of program admission. Assessments must identify Veteran’s housing history, strengths (i.e. positive prior rental history), and barriers (i.e. evictions, broken leases). Should Veteran refuse to engage with Contractor Case Manager regarding plans for permanent housing, motivational interviewing and other therapeutic techniques will be used to address Veteran’s ambivalence. All efforts to engage Veteran regarding housing plans shall be clearly documented.

vi) Recovery: Contractor will promote an alcohol/drug abuse-free lifestyle in an environment conducive to social interaction and supportive of the fullest development of the Veterans’ rehabilitative potential. Contractor will assist Veterans to gain/apply knowledge of the recovery process in an environment supportive of recovery models.

vii) Discharge Planning: Securing permanent housing will be the primary discharge goal for every Veteran. Contractor Case Manager will provide assistance with discharge planning, and will complete for each Veteran a Discharge Plan within ten (10) days of admission to the program. Contractor will report all discharges to VA Case Manager or designee and COR within one (1) business day of discharge, and will provide a Discharge Summary which shall include at minimum date of discharge, reason for discharge, character of discharge, status of treatment goals at time of discharge, and housing/aftercare plan, to include follow-up locator information if known.

b) MEDICATION MANAGEMENT: Contractor shall secure and monitor Veterans’ medications. Medications and narcotics shall be properly stored and controlled within a locked cabinet in a locked room. Contractor shall observe Veteran take medication as prescribed and shall record medication compliance. Documentation of compliance shall include: name of medication, time, date, dose, and initials of staff observing compliance. Contractor shall establish written procedures for ensuring Veterans confidentiality in the storage of medications and the keeping of medication records.

c) CRITICAL INCIDENTS AND MEDICAL EMERGENCIES: All medical emergencies and critical incidents will be reported to VA Case Manager or designee and COR immediately, if feasible, and no later than within one (1) business day.

i) Critical Incidents/Medical Emergencies: Contractor shall notify VA Case Manager or designee and COR within one (1) business day when a critical incident or medical emergency, as defined below, occurs. Contractor shall document the incident, provide to VA Case Manager or designee and COR a copy of the incident report and shall maintain a copy of the incident report in Veteran’s case file.

In the event a beneficiary receiving care under the contract dies, Contractor will promptly notify VA Case Manager or designee and COR and will immediately assemble, inventory, and safeguard the Veteran’s personal effects. The funds, deposits, and effects left by Veteran upon the premises of the facility shall be delivered by Contractor to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by Veterans, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting. When disposition has been made, the itemized inventory with a notation as to the disposition of the funds and effects will be forwarded to VA Case Manager or designee and a copy of the inventory will be maintained in Veteran’s case file. Should a deceased patient leave no will, heirs, or next of kin, his/her personal property and funds, wherever located, vest in, and become the property of, the United States in trust. In these cases, the contract facility will forward an inventory of any such property and funds in its possession to VA Case Manager or designee, and will hold them (except articles of clothing necessary for proper burial) under safeguards until instructions are received from VA Case Manager or designee concerning disposition.

ii) Critical Incident: Critical Incidents shall include:

· Falls

· Assault (to Veteran or Contractor staff)

· Elderly/Dependent Adult Abuse or Neglect

· Fire

· Medical/Psychiatric Emergency/911 Calls/Hospitalization

· Suicide or Suicide Attempt

· Homicide

· Death

· Medication Problem, Irregularity or Adverse Drug Reaction

· Infectious Control Issues (e.g. bed bugs, TB)

· Active Substance Abuse

· Observation/Possession of Weapons

iii) Medical Emergency: A medical emergency is a medical event that requires provision of immediate medical services to, or hospitalization of, a Veteran.

VA may complement the non-VA community-based provider’s program with added treatment services such as participation in VA outpatient programs.

6) ELIGIBILITY, REFERRAL, AND ADMISSION.

It is understood that the type of Veterans to be housed under this contract will require care and treatment services over and above the level of room and board. It is also understood that Veterans admitted may need more intensive case management than the general population.

a) Eligibility: To be eligible for placement in contract beds, all Veterans must be homeless and eligible and registered for VA services as per 24 CFR 576.2, and must meet the requirements of 38 U.S.C. 2031(a) and 38 CFR 63.3. A formal diagnosis is not required for the Veteran to participate in the program. Contractor must provide housing and services to special Veteran populations, such as but not limited to the following: seriously mentally ill Veterans, Veterans who have abused drugs or alcohol for many years, medically compromised Veterans, and/or Veterans who have been involved with the legal system. VA is responsible for determining eligibility of Veterans prior to acceptance by Contractor for services.

b) Referral: Veterans shall receive a clinical assessment by VA before being referred to Contractor. VA will give priority to Veterans, in the following order, who (1) are new to VA health care system as a result of VA outreach efforts, and to those referred to VA by community agencies that primarily serve the homeless population, such as shelters, homeless day centers, and soup kitchens, (2) have service-connected disabilities, and (3) all other Veterans, as required by 38 CFR 63.3. After receipt of a VA Release of Information (ROI) from the Veteran, a written or verbal referral by VA Case Manager or designee is required and shall be provided to Contractor for each Veteran referred for services under the contract. In addition, a negative TB screen within the last 6 months will be required prior to admission to program. Veterans who refuse to allow communication between VA and Contractor regarding their treatment needs and ongoing care will need to receive services elsewhere.

c) Admission: VA Case Manager and Contractor will mutually determine an admission process that includes written eligibility criteria that is fair, objective, and compliant with applicable State and Federal laws. The needs of special homeless populations including OEF/OIF/OND, serious mentally ill, and chronically homeless will be prioritized within each subgroup in admission criteria. Eligibility information must be made available to Veterans at intake and Contractor staff must provide answers to questions about admission criteria and process. Within 72 hours of admission, all Veterans admitted to program must receive, and sign a receipt for, an Intake Packet which includes, at minimum (1) a description of Contractors services, (2) program rules and regulations, (3) program grievance policy, (4) program emergency procedures, and (5) Veteran Rights and Reasonable Accommodation. Receipt shall list documents received in Intake Packet, and shall be maintained by Contractor in Veteran’s case file.

7) TIMEFRAMES.

The initial stay authorized for a Veteran in the program shall be 90 days. There shall be no minimum stay criteria for admissions. It is understood that Contractor will not be paid for care provided to a referred Veteran beyond the initial 90-day period, unless an extension of the authorization is provided in writing by VA. An extension of the stay for an additional 90 days may be authorized by VA Case Manager or designee, provided that there is (1) clear clinical indication and (2) the availability of funds. Only extraordinary circumstances will be considered in order to authorize extension of service periods in excess of 180 days, and such extensions must be authorized by VA Case Manager or designee.

8) DENIAL OF ADMISSION.

Veterans cannot be denied entry to HCHV CRS based solely upon 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, the use of prescribed controlled substances, disability, income, transgender orientation, sexual orientation, legal history, status as a victim of domestic violence or the use of a service animal. The screening process must consider each of these special circumstances and determine whether the program can meet the individual Veteran's needs while maintaining program safety, security, and integrity.

9) RULES, POLICIES AND PROCEDURES.

Contractor shall have reasonable rules governing day-to-day life and activities in the facility in accordance with VHA Handbook 1162.09. Such rules shall clearly inform Veterans of the obligations upon which their continued participation in the program depends and the consequences for non-compliance. Veterans will be provided a copy of the rules and regulations at intake and/or upon request. In addition, Contractor will post the rules in a location readily accessible to Veterans. These rules must include detailed Veteran Rights and the procedures that Contractor has in place to protect Veteran rights and dignity. Veterans must be permitted to exercise these rights without fear of reprisal. If requested, and when feasible, Contractors must reasonably accommodate Veterans whose compliance with program rules is limited by Veterans’ physical or mental disabilities, in accordance with the Americans with Disabilities Act, including those requirements covering reasonable accommodations for disabilities and the use of service 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.

10) GRIEVANCE PROCEDURES.

Contractor must have an internal grievance process that Veterans can use to resolve conflicts within the program. Contractor must have written policies and procedures for resolving grievances, including a statement regarding the Veteran’s right to request reasonable accommodation, and each Veteran shall receive a copy of the grievance policies and procedures upon intake and upon sanction or discharge notice.

11) ABSENCES AND CANCELLATION.

a) Unauthorized Absences: VA is obligated to pay only for beds occupied by referred Veterans. Contractor shall notify VA Case Manager or designee and COR of unauthorized Veteran absences from the facility within one (1) business day of the absence. Should a Veteran absent himself/herself from Contractor facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of 72 hours, provided there is a concurrent, documented, active outreach attempt on the part of Contractor staff to reengage the Veteran in program services.

b) Authorized Absences: VA Case Manager may authorize payment for excused absences if there is a compelling medical or mental health need and the excused absence is verified in advance. Excused absence of the Veteran from the facility will be reimbursed for up to 72 consecutive hours. Absences beyond 72 hours will not be reimbursed. A Veteran who is absent from the facility for more than 72 hours for an excused absence does not have to be discharged from facility immediately as long as Contractor is willing to hold the bed without receiving payment. However, the Veteran must be discharged after a 14-day absence and the appropriate exit form in HOMES must be completed.

c) Cancellation: VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of VA.

12) PROCEDURES FOR NEGATIVE DISCHARGE OR SANCTION.

Contractor must post rules in facility and provide Veterans 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 will describe the formal appeal procedures through which Veterans may appeal program regulations, sanctions or discharges. This information must be provided to Veterans in writing upon intake via rules and regulations and grievance policy, and must be clear and easily understandable by Veterans.

13) EMERGENCY PROCEDURES.

a) Contractor shall train all Contractor staff on emergency procedures and have written protocols that are posted to guide Contractor staff response to crises including, but not limited to, physical injury, psychiatric decompensation, suicide attempts, overdoses, and domestic or other violence. Contractors will have at least one designated paid Contractor staff on-site at all times who has had training and orientation on emergency procedures. Contractor will promptly and appropriately respond to the medical/psychiatric problems of Veterans and Contractor staff. There will be first aid equipment and supplies for medical emergencies available at all times. These supplies must be checked regularly to ensure they are up to date and their location in the facility must be clearly marked. Contractor will have all emergency contact numbers posted.

b) Universal precaution practices will be used by Contractor to prevent transmission of diseases and will be implemented under the presumption that blood and body fluids from any source are potentially infectious. Supplies necessary for maintaining universal precautions, such as sharps containers, must be available.

14) DOCUMENTATION AND RECORDS

a) Contractor will be responsible for the following records:

i) Daily Sign-In Log: A Daily Sign-In Log will be maintained to document and verify Veterans’ presence at the facility. Daily Sign-In Logs must be completed clearly, accurately and thoroughly with full signatures, and monitored so as to provide a full and accurate accounting of Veterans’ stay and services received for billing and audit purposes. Daily Sign-In Logs will be delivered a minimum of weekly to VA Case Manager or designee and COR for review. In the event a Veteran refuses to sign the Daily Sign-In Log due to documented mental health problems, an alternative method of verification will be developed on a case-by-case basis in collaboration with VA Case Manager, and with the approval of the COR.

ii) Individual Case File: An individual case file will be created for each Veteran admitted to program. Case files shall be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part 2) and the Confidentiality of Certain Medical Records (38 U.S.C. 7332). Case files and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Contractor staff members involved with the treatment of the Veterans concerned. Contractor shall comply with all applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part 2) and the Confidentiality of Certain Medical Records (38 U.S.C. 7332). Individual Case Files shall include:

(1) Intake document that includes reasons for referral and general admission data.

(2) Receipt of Intake Packet, including list of packet contents, signed by Veteran.

(3) Psychosocial Assessment, including a thorough housing needs assessment, completed within 3 business days of Veteran’s admission to program.

(4) Medication management and monitoring records. Contractor must be in compliance with HCHV medication inspection requirements.

(5) Case management documents written in a professional manner (i.e. SMART, SOAP, SNAP, DAP) that must include at minimum 1) the initial Individual Program Plan (IPP) with attendant goals completed within ten (10) business days of admission, 2) monthly Individual Program Plan Updates documenting status of and progress toward goals, 3) progress notes documenting each case management encounter, and 4) the Discharge Plan, completed within ten (10) business days of admission to program.

(6) Discharge Summary, completed within 24 hours of discharge, to include reason for discharge, Veteran’s future plans, follow-up locator information if available, and documentation of outreach efforts to re-engage Veteran if applicable.

(7) Extension approval if relevant.

(8) Release of Information documents, as appropriate.

b) Records of Veterans created by Contractor under the contract are considered VA records and will be forwarded to VA upon request.

c) Upon discharge or death of the patient, case files on all VA beneficiaries will be retained by Contractor for a period of at least three years following termination of care, and shall be transferred to VA on request.

d) Contractor personnel who obtain access to hardware or media which may manipulate or store drug or alcohol abuse data, sickle cell anemia treatment records, records of tests for or treatment of infection with HIV, medical quality assurance records, or any other sensitive information as defined by VA, shall not have access to the records unless absolutely necessary to perform their contractual duties. Any individual who has access to these data will disclose them to no one, including other Contractor employees not involved in performance of the particular contractual duty for which access was obtained.

e) HMIS: Contractor shall participate in the Housing and Urban Development (HUD), Homeless Management Information System (HMIS), the information system designated by the Continuum of Care to comply with HUD data collection, management, and reporting standards, and used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at-risk of homelessness.

15) REPORTING.

Contractor shall provide VA Case Manager or designee and COR the following reports:

a) Quarterly:

i) Report of Program Activities to include:

(1) Total number of Veterans served per Quarter.

(2) Average length of stay of discharged Veterans.

(3) Outcomes to include the number and percentage of Veterans discharged 1) to independent housing, 2) with increased income/benefits, 3) with employment.

(4) Other pertinent information including changes in Contractor Key Personnel or staffing, changes in Contractor business practices, and systems/resource concerns.

ii) Quality Assurance (QA) and Performance Improvement (PI) reports .

iii) Resident Satisfaction Survey results.

iv) Certification of Destruction of Documents

v) All other records of performance measures as required under the contract.

b) Monthly:

i) Individual Program Plans (IPP - for newly admitted Veterans)

ii) Individual Program Plan Updates (for each Veteran)

c) Weekly:

i) Daily Sign-In Logs

d) Per Occurrence:

i) Incident Reports

ii) Medical Emergency Reports

iii) Extension Request/Approval

iv) Discharge Summaries

v) Substitution of Key Personnel

These reports shall be maintained by COR, VA Case Manager or designee in the contract administrative file, and necessary reports shall be submitted as a part of the annual inspection package. Contractor will work with COR, VA Case Manager and/or designee to meet all relevant VA identified performance measures by end of fiscal year. Performance measures will be assessed monthly with invoicing. The COR shall forward the Summary Evaluation of Contractor Performance to the Contracting Officer when a performance period ends.

16) CONTRACTOR STAFF.

a) Contractor will employ sufficient personnel to carry out the policies, contract responsibilities, and the program for the facility. Contractor must have coverage for staff using authorized and unauthorized leave (e.g. holidays, sick leave, family care). Residential supervision by a paid Contractor staff member must be provided 24 hours per day, 7 days per week. Additionally, there must be an administrative/clinical staff designee available for consultation for emergencies 24 hours per day, 7 days per week. Contractor shall assign personnel that are, by education, training and when required, certification or licensure, qualified to provide the Basic Services and Additional Services required by this SOW. Contractor staff is defined as a paid professional or para-professional and does not include interns. VA Case Manager or designee will have no more than two points of contact (POCs) per Contractor.

b) Dedicated paid Contractor staff, at a minimum, shall be as follows:

i) Program Director to provide program oversight and implementation, Contractor staff supervision and oversight of staff training; must possess a minimum of a master’s degree in Social Work, Psychology, Human Services or related field, or a bachelor’s degree with a minimum of 5 years management experience.

ii) Case Manager to provide direct case management; must possess a minimum of a bachelor’s degree in Social Work, Psychology, Human Services, or related field,

iii) A minimum of one (1) program staff on-site at all times, 24 hours per day, 7 days per week. Overnight staff must remain awake and available to interact with Veterans during the entire shift.

c) Contractor must identify each person functioning as “Austin” under the contract, and provide to VA a description of the services to be provided by such person, together with a resume summarizing that person’s relevant education, skills and experience.

d) During the first ninety (90) calendar days of contract performance, Contractor shall make NO substitutions of Key Personnel unless the substitution is necessitated by illness, death, or termination of employment. Within fourteen (14) days after substitutions necessitated by situations described above, Contractor shall provide resumes for the substitute Key Personnel. For substitutions proposed by Contractor after the initial 90-calendar-day period, Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the COR, at least fifteen (15) days before the substitution is to occur. The COR shall notify Contractor within ten (10) calendar days after receipt of all required information if VA refuses to accept the substitute Key Personnel. VA reserves the right to refuse or revoke acceptance of Key Personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility.

17) CONTRACTOR STAFF TRAINING.

a) Contractor will provide at least one staff member on-site at all times who has had training and orientation on the following topics. Contractor staff shall receive and document, at a minimum, one training per year on these subjects:

i) CPR & First Aid

ii) HIPAA & Privacy

iii) Crisis Intervention and Conflict Resolution and De-Escalation Techniques

iv) Universal Precautions for Disease Transmission Prevention

v) Adult Abuse & Neglect Reporting Laws

vi) Medication Management

vii) State and Federal Fair Housing Law and ADA Requirements

18) CONTRACTOR STAFF CONDUCT/COMPLAINTS HANDLING.

a) Contractor staff shall be expected to treat Veterans with dignity and respect, and to abide by standards of conduct mirroring those prescribed by current federal personnel regulations. Contractor shall comply with VA Patients’ Rights as set forth in 38 CFR 17.33

b) Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veterans’ personally identifiable information (PII) and protected health information (PHI) in compliance with all applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part 2) and the Confidentiality of Certain Medical Records (38 U.S.C. 7332), including, but not limited to:

i) ensuring adequate space for Veterans to meet in confidence with case manager.

ii) having secured paper and electronic filing systems to protect Veterans’ individual case files, records and any and all documentation containing PHI.

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

iv) ensuring that non-clinical/non-case management Contractor staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

c) VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes Veteran care or interferes with the regular and ordinary operation of the facility.