36C25723Q0136_1.docx

SUBJECT*

Emergency Low Demand Safe Haven Transitional Housing and Supportive Services

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Contracting Office (138C) 11495 Turner Road El Paso TX 79936-4221

POINT OF CONTACT*

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

Solicitation Number: 36C257-23-Q-0136

The solicitation type: Request for Quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01 Effective Date 12/30/2022 and VAAR Update 2008-34 Effective Date 12/21/2022.

This combined synopsis/solicitation is issued as Unrestricted, insufficient Small Business.

The associated NAICS code is 624221 Temporary Shelters, and the small business size standard is $12 million.

A list of line item number(s) and items, quantities, and units of measure (including option(s)) is included under section Price Schedule.

Description of services to be acquired for this contract action is provided in the Performance Work Statement (PWS).

The provision at 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition. Addenda is included with the provision.

The provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, specific evaluation criteria to be included in paragraph (a) of that provision.

Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with their quote.

The clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition, as well as addenda to the clause.

The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition, the additional FAR clauses cited in the clause are applicable to the acquisition.

The Defense Priorities and Allocations System (DPAS) and assigned rating, are not applicable to this action.

Offers are due By 01:00 PM on 03-06-2023. Responses to this RFQ shall be e-mailed to Elsa Gomez at elsa.gomez@va.gov. Telephone, mail, or fax responses to this RFQ will NOT be accepted.

For information regarding the solicitation contact Elsa Gomez at elsa.gomez@va.gov.

CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: (Offerors are required to designate a person for prompt contract administration):

Fax:

b. GOVERNMENT: The Contract Specialist for Administration (CS) named below is responsible for the overall administration of the contract.

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. http://www.fsc.va.gov/einvoice/asp.

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

PRICE SCHEDULE

Provide emergency Low Demand Safe Haven transitional housing and supportive services for up to 15 homeless veterans in accordance with the Performance Work Statement (PWS).

[15BEDS X 365 DAYS X RATE]

Contract Period: BASE POP Begin: 04-01-2023 POP End: 03-31-2024 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G099 – Social Other

MINIMUM ORDER QUANTITY: 3

MAXIMUM ORDER QUANTITY: 5475

Provide emergency Low Demand Safe Haven transitional housing and supportive services for up to 15 homeless veterans in accordance with the Performance Work Statement (PWS).

Contract Period: Option 1 POP Begin: 04-01-2024 POP End: 03-31-2025 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G099 - Social Other

Provide emergency Low Demand Safe Haven transitional housing and supportive services for up to 15 homeless veterans in accordance with the Performance Work Statement (PWS).

Contract Period: Option 2 POP Begin: 04-01-2025 POP End: 03-31-2026 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G099 - Social Other

Provide emergency Low Demand Safe Haven transitional housing and supportive services for up to 15 homeless veterans in accordance with the Performance Work Statement (PWS).

Contract Period: Option 3 POP Begin: 04-01-2026 POP End: 03-31-2027 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G099 - Social Other

Provide emergency Low Demand Safe Haven transitional housing and supportive services for up to 15 homeless veterans in accordance with the Performance Work Statement (PWS).

Contract Period: Option 4 POP Begin: 04-01-2027 POP End: 03-31-2028 PRINCIPAL NAICS CODE: 624221 - Temporary Shelters PRODUCT/SERVICE CODE: G099 - Social Other

GRAND TOTAL

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Note: As part of price evaluation, the Government will evaluate its option to extend services (see FAR Clause 52.217-8). The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. 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 quotes relative to each other, and will not affect the ranking of quotes based on price, unless, after reviewing the quotes, 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.

Combined Synopsis/Solicitation Notice

PERFORMANCE WORK STATEMENT

The Central Texas Veterans Health Care System (CTVHCS), Healthcare for Homeless Veterans (HCHV) program, 1901 Veterans Memorial Drive, Temple, Texas 76504, has a requirement to provide community-based Low Demand Safe Haven (LDSH) model supportive transitional housing for up to fifteen (15) homeless Veterans (both male and female) within the city limits of Austin, Texas.

Period of Performance: The period of performance of the resulting Contract will be for a base year and four (4) one-year option periods.

Contract Type: This contract represents a Firm, Fixed-Priced, Indefinite Delivery-Indefinite Quantity contract.

All supplies, services, staff and program management will be inclusive within the per day per bed price proposed to the government and no additional costs will be incorporated and will NOT be reimbursed by the government.

1. GENERAL RESPONSIBILITIES. Contractor shall provide Low Demand Safe Haven (LDSH) model supportive residential treatment services for up to fifteen (15) homeless Veterans (both male and female) within Austin, TX. Dual Diagnosed Homeless Veterans will have a primary diagnosis of Substance Abuse Disorder and severe Mental Health diagnosis. Services will be furnished to both male and female Veterans who are homeless and for whom such care is specifically authorized by the VA. Veterans may have specific mental health issues, and some may also be mobility impaired. It is understood that the Veterans (referred to hereafter as Veteran residents) to be cared for under this contract will require care and services above the level of room and board. The Contractor is expected to provide rapid, often same-day, residential placement that enhances the stability of Veterans served by HCHV. Absences of any Veteran resident from the facility in excess of forty-eight (48) hours will not be reimburse except with the prior approval of the designated Contracting Officer’s Representative (COR). Furthermore, in the event a Veteran is admitted for emergency inpatient hospitalization, the VA will maintain payment for the Veterans resident's bed for up to three days, during which time the bed will be held by the Contractor. If it is determined by the VA that the Veterans will not be returning to the placement, the Contractor will be notified, and the VA will cease payment for this Veteran resident. Otherwise, the VA will not pay for unoccupied beds. Negative drug screens will not be a requirement for admission. Basic services provided will include, but will not be limited to:

a. Contractor shall provide LDSH model supportive transitional housing that serves hard to reach homeless persons who suffer from one or more of the following conditions:

· Severe mental illness

· Substance abuse disorders

· Inability to participate in more traditional therapeutic homeless housing arrangements.

· assistance in obtaining a driver’s license,

· assistance in obtaining DD214,

· completing applications for public assistance/services,

· opportunities to participate in therapeutic and recreational activities such as spiritual worship, artistic projects, and other hobbies of interest to the Veteran.

Referral Process:

· The COR in collaboration with the existing community homeless program staff shall identify and refer Veteran residents to the Contractor.

· Veteran residents shall receive a clinical assessment by the VA before being referred to the Contractor.

· The COR shall arrange admission of the Veteran residents with the Contractor. The Contractor shall record the date and time of admission in the Veteran resident’s file and include that information on the first monthly invoice

2. PLACE OF PERFORMANCE. Work will be performed at the Contractor’s facility within the city limits of Austin, TX.

3. EMERGENCY HOUSING FACILITIES AND MANAGEMENT. The Contractor shall have site control of the housing facility through ownership or a valid lease.

a. Contractor facility will be certified by the State of Texas, Department of Health and Human Services, Division of Health, Bureau of Licensure and Certification as a facility for transitional housing.

b. The Contractor facility shall conform to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards, reference https://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101&cookie%5Ftest=1.

c. The Contractor facility shall meet all City, County and State requirements concerning licensing and health codes.

d. The Contractor’s facility shall meet the applicable requirements of the Joint Commission on Accreditation of Hospitals, reference at Manuals | Joint Commission Resources (jcrinc.com)

e. Contractor shall have a current occupancy permit or license as required by the authority that has jurisdiction to issue and shall adhere to all applicable local, state and federal laws.

f. The facility shall be wheelchair accessible and meet Americans with Disabilities Act guidelines for buildings and facilities found at: https://www.ada.gov/reg3a.html#Anchor-Appendix-52467.

g. The Contractor shall take full responsibility for Veteran resident’s well-being and safety once Veteran residents enter their facility. All identified safety issues resulting from an inspection and/or Veteran resident observation shall be investigated immediately and corrected in a timely manner appropriate to the incident.

h. A change of facility or services affecting this contract shall be promptly reported to the VA Contracting Officer.

i. Men and women must have separate bathroom facilities. The facility must have female residential rooms or sections that are securely segregated or restricted from men to ensure safety and privacy. If the facility cannot accommodate both male and female Veterans at one location, the provider must make available equivalent facilities and services for the opposite gender that meet the terms of the contract for facilities and services.

4. SAFE AND SOBER ENVIRONMENT REQUIREMENT: The Contractor must provide a safe and sober environment for all residents. The Contractor will offer a minimum set of rules designed to re-establish trust in the chronically homeless Veteran and engage the Veteran in needed treatment services. A handbook will be developed and given to the Veteran upon admission to the facility that communicates all policies and procedures. Contractor will communicate to the Veteran residents the outlined policies below both in writing and verbally upon admission to the facility. Acknowledgement of the written policies and procedures by the Veteran resident will be placed in their client record. The Contractor handbook must have written policies and procedures in place that address the following concerns and situations:

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

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

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

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

e. Room inspections, including methods and frequency.

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

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

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

5. HOUSE RULES/EXPECTATIONS.

a. House rules shall be kept at a minimum, be simple and should focus on the safety of the residents.

· Have rules that reward positive behavior

· Have rules that are enforceable

· Have rules that relate to the living situation

· Have rules that provide for safety of the residents and provide opportunities for engagement with the residents

b. Contractor must have written policies and procedures that provide for resident safety. The following are prohibited to occur in the facility and will be issued in a written policy and procedural format and acknowledged by the Veteran resident by signed form in the resident’s file.

· Dealing of use of illicit drugs at the facility

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

· Sexual activity between residents.

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

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

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

· Staff is trained in providing flexible, respectful responses to infraction of rules.

· Homeless Veterans will not be discharged for drinking, use of drugs, non-compliance with prescribed medication or infractions of house rules that do not constitute a risk to their personal safety or the safety of the facility residents or staff. Repeated rule violations will be addressed on a case-by-case basis.

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

6. RESIDENTIAL ROOM AND BOARD. The Contractor must have a permanent building structure (not modular) that accommodates semi-private (no more than 2 residents to a room) ADA accessible bedrooms for a total of up to 15 Veteran residents. Rooms with partial walls are not acceptable. Walls must go floor-to-ceiling. Rooms must have a door and not involve unauthorized passage through another dwelling unit. If private bedrooms and bathrooms are provided, the minimum square footage combined is 120 sq ft. The bedroom and bathroom do not need to be attached; in which case the walkway would not usually count towards the square footage calculation. The bathroom must include shower and/or tub, sink, and toilet and be ADA accessible. All Veteran residents shall be provided:

a. Clean and sanitary housing with adherence to local, state, and federal guidelines for therapeutic housing facilities.

b. One single bed per occupant with clean mattress, mattress cover, fitted sheets, blankets and pillows.

c. Storage space with locking capability for clothing and personal property.

d. Toiletries and bath linens (e.g., soap, toothbrush, toothpaste, towels, washcloths).

e. Indoor recreation/lounging areas.

f. Facility will be warm, welcoming, and respectful through the lighting and décor. Contractor will provide furniture that is well maintained and comfortable. Plants, tablecloths and fruit baskets with fresh fruit are part of daily facility operations and upkeep.

g. Facility will have a library room with books and other reading material available for Veterans’ recreational use as well as a working computer for Veterans to learn or enhance their computer skills.

h. Facility will be sanitary free from pests, insects and vermin. No cleaning supplies will be kept in patient living quarters.

i. NO additional funds will be made available for capital improvements under this contract in the event corrective action is required to remedy a negative condition required in the contract.

j. Contractor will maintain the facility at their own expense as a requirement of this contract.

7. LAUNDRY. Laundry facilities and laundry detergent shall be provided for Veteran residents to do their own laundry or to have laundry done.

8. RECORDS AND REPORTS: An individual client record will be maintained on each Veteran resident referred, including reasons for referral and documentation of Veterans’ progress within the program. This shall also include sign-in sheets whenever possible. When requested, the Contractor shall provide to the VA:

a. All essential identifying data relevant to the Veteran resident including a socio-cultural assessment.

b. The intake assessment and continuing care plan developed with the consultation of the Veteran resident and HCHV staff.

c. Reports of any major incidents involving Veteran residents (e.g. arrest, relapse, fighting) immediately after occurrence, via telephone. A written incident report shall be provided by the Contractor to the COR within 24 hours of the incident.

d. Copies of any medical prescriptions or instructions issued by VA physicians, including orders, if any, for medications to be taken.

e. Reports of periodic re-evaluation by program staff to include any measures of movement toward rehabilitation goals, with particular focus on the attainment of self-help skills.

f. Notification to the COR within 48 hours of discharge.

g. Discharge summaries on each Veteran resident who leaves the program, to include reason for leaving, the Veteran resident’s future plans, and follow-up locator information, shall be provided to the COR within 24 hours of discharge from the program.

h. Individual case records will be maintained in confidence as required by U.S.C. Title 42, Chapter I, Part II, “Confidentiality of Alcohol and Drug Abuse Patient Records” found at . Records will be accessible to the evaluation study required by Congress.

i. Periodic Reports (e.g., Fiscal Accountability) as required and/or requested.

j. VA personnel shall be provided access to medical records in the Contractor’s facility regarding a Veteran resident’s care under this contract.

9. DIETETIC SERVICES. Contractor shall have on-site kitchen facilities permitted and licensed by the State of Texas Health Division. In addition, the Contractor shall:

a. Provide at least three (3) nutritious meals served daily at regular times with not more than a 14-hour span between evening meal and breakfast of the following day. Between-meal or bedtime snacks of a nourishing quality shall be offered.

b. Serve food that is prepared and stored under safe and sanitary conditions as prescribed by the Texas State Health Division website a http://www.statutes.legis.state.tx.us/Docs/HS/htm/HS.438.htm

c. Maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and properly disposing of waste materials. Cleaning materials shall be kept separated from all food products including those stored in cabinets, closets and drawers.

d. Provide for the dietary needs of all Veteran residents by maintaining compliance with USA nutrition standards and dietary guidelines found at:

Dietary Health | USDA

10. MEDICATION AND CONTROLLED SUBSTANCES.

a. The Contractor shall have state certified Medication Management staff on-site 24 hours per day, 7 days per week, to manage and dispense Veteran residents’ medications.

b. Medications shall be stored in a locked storage unit and accessible only to Medications Management staff.

c. Medications will be dispensed by Medications Management staff according to physician’s orders and shall be documented in a log as well as the Veteran resident’s medical file.

11. SITE INSPECTION. The CTVHCS shall conduct an inspection of prospective facilities prior to contract award. Additionally, the successful Contractor shall permit on-site visits by the VA to ensure compliance with the contract requirements at any time during the period of performance in accordance with the Inspection Checklist. Failure to successfully adhere to the Inspection Checklist may result in termination of the resultant contract. Contractor shall make all records accessible for a review. Site inspections may be announced or unannounced. REFER TO SECTION D: ATTACHMENT INSPECTION CHECKLIST

12. TRANSPORTATION.

a. Contractor shall provide Veteran residents transportation to medical, dental or mental health appointments at VA Medical facilities. Only drivers licensed and insured for the type of vehicle operated shall be permitted to transport Veteran residents. Transportation vehicles shall be wheelchair accessible and meet the guidelines of the American with Disabilities Act.

b. Motor vehicles used to transport clients shall be maintained in a safe operating condition

c. The facility will be within walking distance of a bus stop so that residents may utilize the Austin Metropolitan Bus System. Tokens and/or bus passes may be given to residents for transportation at the expense of the Contractor and will not be reimbursed by the VA.

d. The manufacturers rated seating capacity of the vehicles shall not be exceeded. Each Veteran is required to wear seatbelt while in moving vehicle.

13. QUALIFICATIONS/ACCREDITATION/LICENSING/STAFF.

a. Accreditation and Licensing.

1. Contractor staff shall maintain active standing with the licensing boards in their respective professions in accordance with the below requirements:

· Counseling Staff shall be licensed by the State of Texas Board of Examiners and hold a Bachelor’s Degree from an accredited university. One counselor is required to be on staff 30 hours per week and shall be licensed by the State of Texas Board of Examiners for LPCs, or Social Workers. Licensed Clinical Social Worker is preferred.

· Case Manager shall be licensed by the State of Texas Board of Examiners and hold a Bachelor’s Degree from an accredited university. License Clinical Social Worker is preferred.

· Medications Technicians shall be certified by the Texas Bureau of Health Care and Quality Compliance for medications management and shall be present/on staff 24 hours a day 7 days a week. Any staff member can hold this certification. It is expected that there will be multiple staff members with this certification to meet the 24/7 requirement.

2. All technical and professional staff shall be certified in Basic Life Support (BLS). American Heart Association is preferred.

3. Contractor shall have a certificate of liability for all services provided at their facility.

b. Staffing. Contractor shall provide sufficient staff in number and position and with the qualifications necessary to carry out the policies, responsibilities and programs of the facility. At a minimum there must be the following staff.

1. A staff member shall be on duty or residing at the residence and available for emergencies 24 hours a day, 7 days a week. Please note that security staff alone, whether employed by the Contractor or subcontracted to the facility is not sufficient to meet this requirement.

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

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

4. Sufficient case management personnel to provide the necessary therapeutic interventions and activities to ensure a meaningful integration of these efforts with those provided in the residential setting. Case managers must be trained and experienced with working with homeless individuals with chronic medical, mental health, and substance abuse problems and be able to assess and anticipate crisis. Each Veteran must have an assigned case manager responsible for coordinating and providing the supportive services specified in this contract. The ideal case manager to Veteran ratio is 1 to 20, however consideration will be given by the VA to the unique staffing characteristics of the contract facility.

5. At all times at least one onsite staff member must be certified in basic life support – Cardio Pulmonary Resuscitation (CPR).

c. Substitution of Personnel.

1. The Contractor shall utilize the personnel named in its quotation to perform the services required under this contract. In the event that any of the personnel named in the quotation are unable to perform the duties of this task order, for any reason such as death, illness, or resignation from the Contractor’s employ, the Contractor shall promptly submit to the Contracting Officer and COR, in writing, a detailed explanation of the circumstances necessitating the substitution. The Contractor shall submit a completed Contractor Change form, a resume for the proposed substitute and any other information that may be needed to approve or disapprove the proposed substitution. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance of delivery of services to the government.

2. The Government shall have the right to require replacement of any Contractor employee assigned to work on this contract, if the employee is determined not to possess the experience or ability required under the contract, or if said employee is for any other reason found to be unsuitable to perform the work required by the contract. The replacement must meet the Support Personnel requirements stated in the Request for Quote. Any substitution of personnel will occur without any increase to the contract price and without delay in the performance or delivery of services to the Government.

14. TRAINING. The Contractor is expected to participate in training on the basic LDSH model through the VA National Center on Homelessness among Veterans as requested. Introduction to and training on the following evidence-based practices may include:

· Motivational Interviewing

· Critical Time Intervention

· Stages of Changes

15. PROFESSIONAL BOUNDARIES. The Contractor staff must maintain professional boundaries with the Veteran at all times while conveying an attitude of genuine concern and caring.

a. Contractor staff should under no circumstances engage in sexual activities or sexual contact with Veterans or their family members, whether such contact is consensual or forced.

b. Contractor should under no circumstances take unfair advantage of any professional relationship or exploit Veteran clients or their family members to further their personal, religious, political, or business interest.

c. Contractor staff should not engage in dual or multiple relationships with Veterans or their family member in which there is a risk of exploitation or potential harm to the Veteran or Veteran family.

d. Contractor is responsible for taking steps to protect Veterans and their family members and is responsible for setting clear, appropriate, and culturally sensitive boundaries.

e. 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.

f. The Contractor is responsible for maintaining Veterans’ privacy and confidentiality and must have systems in place that protect Veterans’ personal identifying information and protected health information. This will include but is not limited to:

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

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

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

· Ensuring that non-clinical/non-case management facility staff have access to Veteran information only as needed in order to meet the service requirements contained in the contract.

16. OUTREACH. Outreach will be conducted by the Safe Haven provider and VA homeless outreach staff in conjunction with street outreach teams in the city of Austin, Texas to optimally engage the target population.

a. Outreach by the provider should be conducted collaboratively with HCHV staff and target chronically homeless Veterans who have difficulty accepting housing and services from traditional programs.

b. Homeless Veterans with severe mental illness and persistent substance use problems have not responded to traditional programs and meet the definition of a chronically homeless person and are a primary target for this program.

c. Use of the U.S. Department of Housing and Urban Development’s working definition of a chronically homeless person, who “in general, is an unaccompanied disabled individual who has been continuously homeless for over one year” will be utilized for this Contract.

d. Engagement with the Veteran should be goal-directed with consistent staff geared toward building trust and getting the Veteran to accept and remain in the LDSH residence. Evidence based practices such as motivational interviewing and critical time intervention, should be utilized.

17. CASE MANAGEMENT SERVICES. The contractor shall provide, at a minimum, the following case management services to Veterans in the program.

a. Engagement of the Veteran in the service planning process.

(1) Contractor Staff and VA Liaison will carry responsibility for interviewing, counseling and case managing identified Veterans by conducting psychosocial assessments to identify treatment needs which affect the Veterans’ adjustment to their environment and establish goals.

(2) Contractor staff will utilize counseling strategies to include crisis intervention and case management including both short and long-term services.

b. Contractor staff and VA Liaison will assess the psychosocial and environmental needs or dysfunction secondary to or exacerbating the social, substance or psychiatric problems, which might contribute to Veterans’ readjustment challenges in the community.

(1) Contractor staff and VA Liaison establishes and maintains an intensive therapeutic relationship with the Veteran, staff and community programs/agencies, and is responsible for formulating case-management treatment goals and plans that address identified needs, stressors and problems.

c. Contractor staff and VA Liaison will conduct high-risk screening, psychosocial assessment and treatment planning, actively involving the Veteran and their family or significant others, in coordination with the team members.

(1) Psychosocial assessments will include goals for clinical treatment.

(2) Contractor and VA Liaison will coordinate and document clinical case management and psychosocial services and will document the overall effectiveness of the case management services provided.

d. Additional, specific tasks of case management will include the following listed below.

(1) Develop a highly individual service plan with the Veteran consistent with low demand program goals; the plan must specifically include provisions for Veteran placement into an appropriate transitional or permanent housing placement within 90 days of admission to the facility, but no more than 180 days. The housing placement will take into account all appropriate and available community-based housing options as well as the Veterans’ preferences regarding location and housing type. The plan should also be focused on getting the Veteran to accept services, especially mental health and substance use services that will allow attainment of transitional or permanent housing. Acceptance of the services offered should not be a condition of continued stay in LDSH. However, engagement and service delivery should retain the expectation that the resident will advance to permanent housing with support, recognizing that it will often be at his or her own pace.

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

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

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

(5) Screen each Veteran for suicidal and homicidal risk with each contact. This screening must be documented in regular progress notes in the contractor’s clinical service records. If the Veteran is a danger to him/herself or others the Contractor will take immediate steps to provide appropriate intervention. Crisis management will be conducted in consultation and coordination with the VA liaison.

(6) Coordinate with VA liaison during weekly case conferences regarding updates and changes in Veteran’s care plans to foster a collaborative relationship with the VAMC and Contractor in meeting Veterans’ needs. Case conferencing may be done in person or by telephonic conference calls as determined by the VA medical center.

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

(8) Contractor will take primary responsibility for assisting Veterans in completing housing applications and other benefits paperwork as needed. Contractor will assist Veterans in obtaining the needed documentation required for complete applications including but not limited to, birth certificates, driver’s license, income verification and any additional information required by housing resources and potential income supports.

(9) Contractor will accompany Veterans to housing interviews, medical appointments, and other appointments as needed while working with Veterans to foster independence and a sense of self-determination.

18. THERAPEUTIC AND REHABILITATIVE SERVICES. The contractor will provide onsite therapeutic and rehabilitative services.

A. Health and personal hygiene maintenance.

B. Monitoring of medications if necessary.

C. Supportive social services, in collaboration with the case manager, VA or other community resources.

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

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

F. Support for an alcohol and/or drug free lifestyle.

G. Opportunities for learning, and internalizing knowledge of the illness and/or recovery process; improving social skills; and improving personal relationships.

H. Opportunities for client participation in community activities, volunteer opportunities, local consumer services, etc.

19. EMERGENCY PLAN. Contractor will notify VA through the COR/VA Liaison at the local VA medical center of any negative incident occurring with a Veteran within 24 hours of being informed or aware of the incident, if not sooner.

a. Contractor will complete a written incident report within 48 hours of notification. Incidents include but are not limited to: death, fire, drug/police raid, suicide/suicide attempt, 911 call (police/fire/paramedic/other), drug overdose, severe medical illness/emergency, severe psychiatric illness/emergency, sexual assault, act of violence by Veteran against other(s), abusive behavior by Veteran against staff, act of violence by other(s) against Veteran, abusive behavior by staff against Veteran, accident, medication problems or adverse drug reactions or other untoward events.

b. It is agreed that the Contractor shall notify the COR immediately when a medical emergency or hospitalization of a Veteran resident occurs. It is agreed that the Veteran resident shall be admitted to an appropriate VA facility, unless a life-threatening situation occurs where the Veteran resident is in need of admission to the nearest available hospital. The Contractor is to inform the admitting hospital that the individual is a Veteran and is eligible for VA healthcare.

c. In the event a Veteran resident under this contract dies, the facility shall promptly notify the VA Liaison/COR and immediately assemble, inventory, and safeguard the Veteran resident’s personal effects. Any fund deposits and personal effects left by the Veteran resident upon the premises of the Contractor facility shall be delivered by the Contractor to the person or persons entitled thereto under the laws currently governing the facility for making disposition of funds and effects left by the Veteran resident, unless the beneficiary died without leaving a will, heirs, or next of kin capable of inheriting.

d. When disposition has been made of the itemized inventory of the funds and effects, the Contractor shall notify the VA Liaison/COR. Should a deceased Veteran resident leave no will, heirs or next of kin, his/her 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 the COR.

20. ADMISSIONS, LENGTH OF STAY AND DISCHARGES. The goals of the program are to rapidly stabilize Veterans’ medical, mental health, substance abuse and other psychosocial problems by expediting placement of these Veterans into safe, supportive emergency housing. As well as placing Veterans in other appropriate transitional or permanent housing as quickly within 90 days, but no more than 180 days from the date of admission.

a. Veterans will be screened and referred to the Contractor by the VA Liaison. Excepting lack of available beds, the Contractor will be expected to provide immediate admission to housing and services to these Veterans 24 hours a day, 7 days a week. The date of admission must be approved by the VA Liaison for billing purposes. If a Veteran presents at the facility during weekends, at night, or a holiday day, the Contractor may accept the Veteran. However, VA staff has the right of approval or disapproval for payment. Engagement of homeless Veterans in the provision of housing placement, treatment and supportive services is a key element of the LDSH program. Therefore, management of program dropout will be an element of the quality assurance review of this program.

b. Although demands are kept minimal in the LDSH setting, expectations should be kept high regarding the resident utilizing the time to access other residential treatment, transitional or permanent housing settings offered by VA and the community. Continuous engagement should be directed at helping the resident achieve goals of securing a more permanent setting. Maintaining housing stability should always be the primary goal. Recognition and awards should be provided to help residents achieve these goals. The contractor is expected to recognize successful Veterans with ceremonies, opportunities to provide peer support to other Veterans as appropriate, and invitations to share their experiences as successful alumni.

c. Veterans will ideally be placed in other transitional or permanent housing suitable for the Veteran within 90 days from the date of admission, but not more than 180 days from the date of admission. Contractors may not bill for per diem for Veterans whose length of stay exceeds 180 days from the date of admission without prior approval from the VA Liaison. The VA Liaison will not approve per diem for lengths of stay exceeding 180 days from the date of admission unless:

(1) There are extenuating clinical circumstances beyond the Contractor’s control that are barriers to the Veteran’s placement in housing; and/or

(2) There is documented evidence that the Contractor has exhausted every effort to place the Veteran in housing sooner; and

(3) The VA Liaison has been appropriately advised of these efforts well in advance of the 180 day limit; and

(4) The VA Liaison concurs that the Veteran will continue to derive therapeutic benefits from a continued stay at the facility.

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

e. Veterans may be discharged from the Contractor facility for positive, negative or administrative reasons. The date of discharge must be approved by the VA Liaison for billing purposes. The Contractor shall provide discharge planning and referrals for each Veteran, regardless of character of discharge from the facility to appropriate community resources and services based upon a team assessment of health, social and vocational needs and the involvement of Veterans’ families as appropriate. Discharges will be characterized as follows:

(1) Positive Discharge – The Veteran has been successfully placed as anticipated in transitional or permanent housing or reunited with family and has met the goals of his/her individual service plan within 180 days or less or more than 180 days and the VA Liaison has approved continuation of per diem payment.

(2) Administrative Discharge – The Veteran has been transferred to an alternate level of care with concurrence from the VA Liaison for medical, mental health, or substance abuse treatment to better meet the Veterans’ clinical needs.

(3) Negative Discharge – The Veteran has absconded from the facility and his/her whereabouts are unknown, the Veteran has had an episode of violence or has threatened violence against staff or other residents and must be discharged to maintain the safety of the facility or the Veteran has had more than one episode of onsite drug use at the facility, has failed to engage in or accept treatment alternatives, and must be discharged to maintain a safe and sober environment at the facility or the Veteran’s length of stay has exceeded 180 days from the date of admission and the VA Liaison has not approved continuation of per diem payment.

(4) Unacceptable Discharge – The Veteran is discharged to a homeless shelter or a drop in setting after a length of stay greater than seven (7) days from the date of admission unless there is a concurrence from the VA Liaison that there is no other alternative due to circumstances beyond the contractor’s control or the Veteran is discharged to the streets at any point in time after the date of admission under any circumstances.

21. PER DIEM, BILLING/INVOICES AND PAYMENTS.

a. Per Diem means that the VA will pay for the eligible Veteran’s stay in a bed and supportive services for each day the Veteran resides at the facility and receives services. Unless specified in this contract, the per diem rate established will include the services listed in this contract and will also include the services or supplies normally provided to other clients by the facility without extra charge. It is the Contractor’s responsibility to have appropriate systems of verification of services in place to justify invoices and payments.

b. VA can only pay per diem for eligible Veterans as determined by CTVHCS HCHV Program Office. Therefore, funding or financial support for spouses/partners, minors, or other dependent family members the Veteran identifies as part of his/her family that also may reside in the facility with the Veterans and receive supportive services is the Contractor’s financial responsibility.

c. VA pays per diem for each eligible Veteran’s exclusive use of the bed within the facility. Therefore, the Contractor may not bill the VA and the VA will not pay per diem for beds that are used by more than one person at a time, such as in shifts. For example, it is not permissible to bill the VA for a bed that was used by an eligible Veteran at night but then given to someone else to sleep in during the day while the eligible Veteran was attending appointments or activities outside the facility.

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

(1) Veterans will be allowed up to two days of absence from the facility per month. The Contractor will be expected to hold the bed and will be reimbursed for the two days of absence.

(2) Longer additional absences of up to seven days per month can be allowed if the absences are consistent with the Veteran’s plan of care. The seven day absence also requires the written approval of the CTX VA Safe Haven Program Liaison and the COR. The Contractor will be paid for the days of absence.

e. The Contractor understands that absences from their facility are generally discouraged but it is recognized that providing a low demand environment with a goal of achieving housing stability sometimes requires additional flexibility.

f. Payment is to be made monthly in arrears. Contractor shall submit invoices in original addressed to: VAFSC, P.O. Box 149971, Austin, TX 78714. Invoices submitted for payment shall be reviewed for accuracy, verified against time records and attendance logs and shall be subject to approval by the Government prior to remittance of payment. Any discrepancies found shall be brought to the attention of the Contractor and shall be resolved. A corrected invoice shall then be submitted by the Contractor as instructed by the Government.

g. The invoice SHALL be itemized to include the following information:

h. Payment for services rendered by the Contractor shall be made monthly upon receipt of a proper invoice. When inadequate invoices are received (those lacking any of the essential items listed above), the vendor will be notified in writing within seven (7) calendar days of receipt of such bills that these bills cannot be processed for payment until a proper invoice is submitted (Ref: Prompt Payment Act – Public Law 97-177). The itemized invoice shall be verified for certification of the services rendered during the billing period. The VA Contracting Officer’s Representative shall certify the Contractor’s invoice for payment of services rendered.

i. Veteran residents shall not be invoiced for services.

j. The Contractor is…