36C25724Q0281_1.docx

RFQ 36C25724Q0281

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C257-24-AP-1205

36C25724Q0281 04-01-2024 Carolyn Reneau , Contract Specialist 214-836-0603 04-30-2024 02:00 pm

CDT

36C257 Department of Veterans Affairs VHA RPO West – NCO 17 Health Care Resources Branch 11495 Turner Rd El Paso TX 79936-1372 Carolyn Reneau 214-836-0603 carolyn.reneau@va.gov X Y 624221 $13.5 Million Net 30 days N/A X 36C Department of Veterans Affairs Social Work Service Central Texas Veterans Health Care 1901 Veterans Memorial Drive Temple TX 76504-7445 36C257 See Block 9

36C104 Financial Services Center (FSC) Department of Veterans Affairs Submit invoices IAW VAAR 852.232-72 P.O. Box 149971 Austin TX 78714-8971

(877) 353-9791

(512) 460-5540 See CONTINUATION Page Contractor shall provide safe emergency community-based residential housing and quality services for homeless Veterans and Veterans with dependents (a spouse and/or children) referred by the Health Care for Homeless Veterans (HCHV) program staff.

Housing will be available 24/7, 7 days a week.

Schedule of Services and Performance Work Statement located in pages through Authority: 38 U.S.C. §8153-Sharing of Health-Care Resources Procedures: VAAR 873 Simplified Acquisition Procedures for Health-Care Resources See Addendum to FAR 52.212-1 for submittal instructions on P ages 0 through Evaluation factors P ages

49 through 50.

See CONTINUATION Page X X Carlos Jaquez, Contracting Officer

VA-VHA-RPOW-2024-0021

Table of Contents

SECTION B - CONTINUATION OF SF 1449

B.1 CONTRACT ADMINISTRATION DATA

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

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

Point of Contact:

Title:

Phone:

Email:

2. GOVERNMENT: The Contracting Officer/Contract Specialist for Administration named below is responsible for the overall administration of the contract.

The Contractor is advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and, after advice and consultation with the Contracting Officer's Representative (COR), has the authority to make changes which effect contract prices, quality, quantity, delivery terms and conditions, or the term of the contract.

In no event, shall any understanding or agreement, modification, change order, or other matters in deviation from the terms of this contract between Contractor and a person other than the Contracting Officer, be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

3. CONTRACTING OFFICER'S REPRESENTATIVE: Prior to contract award, the Contracting Officer will designate a VA Medical Center employee as COR. All work coordination shall be made through the COR. The Contractor shall be provided a copy of the letter of delegation authorizing the COR at the commencement of the term of this agreement. No other person shall be authorized to act in such capacity unless appointed in writing by the Contracting Officer.

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

5. INVOICES: Invoices shall be submitted in arrears:

6. GOVERNMENT INVOICE ADDRESS: All invoices from the Contractor shall be electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Currently Invoicing information is located at http://www.fsc.va.gov/einvoice.asp.

For inquires only:

7. POST AWARD ORIENTATION: The Contracting Officer will schedule a post award orientation for contract orientation purposes as required by VA Acquisition Manual, Part M842.502-70. (If Applicable)

8. MANDATORY WRITTEN DISCLOSURES: Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

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

(End of Administration Data)

B.2 SCHEDULE OF SERVICES

The Contractor shall be expected to provide safe emergency community-based residential housing and quality services for homeless Veterans and Veterans with dependents (a spouse and/or children) referred by the Health Care for Homeless Veterans (HCHV) program staff. Goal is to provide services to enhance the stability of homeless Veterans served by HCHV. Housing will be available 24 hour, 7 days a week. Placement can be up to 90 days with a 90-day extension based on approval by the program contact. The goal is that a minimum of 65 percent of Veterans will successfully discharge to independent living in the community.

Contract Type:

The Government contemplates award of a Fixed-Price (FP), Indefinite Delivery Indefinite Quantity (IDIQ) contract resulting from this solicitation.

Place of Performance:

At Contractor’s Facility within the City of Killeen, Texas.

Pricing Instructions:

Pricing information shall be submitted as a fixed price, per diem, per veteran rate. The quoted rate shall be submitted as an all-inclusive unit price per day (including all labor, incidental costs, and insurance premium payments for applicable insurance coverage) for the base and all option periods. Costs not incorporated into the Contractor’s price will not be reimbursed by the Government.

Estimated Quantities:

Quantities on the Schedule of Services are the yearly projected amounts. Contractual minimum and maximum: the guaranteed minimum contract amount, including the base year and any option years exercised, is $20,000.00 and the maximum contract amount, including the base year and any option years exercised, shall not exceed $2,000,000.00. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amounts.

Orders:

Orders shall be placed against this IDIQ contract at the time of contract award, and as needed during the term of the contract. The Task Orders shall specify the estimated quantities of services for the period of performance and shall comply with FAR 52.216-18 and 52.216-19.

Ordering Procedures:

Only the Contracting Officer may place orders against resultant IDIQ contracts following this solicitation. Any changes to the below schedule of services shall only be made via written modification that is formally executed by the Contractor and Contracting Officer.

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 offer/bids relative to each other, and will not affect the ranking of offer/bids based on price, unless, after reviewing the offer/bids, 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.

Period of Performance:

Base Year: December 1, 2024 - November 30, 2025

Option Year One: December 1, 2025 - November 30, 2026

Option Year Two: December 1, 2026 - November 30, 2027

Option Year Three: December 1, 2027 - November 30, 2028

Option Year Four: December 1, 2028 - November 30, 2029

Grand Total: $___________________________

(End of Schedule of Services)

B.3 PERFORMANCE WORK STATEMENT

GENERAL RESPONSIBILITIES. The Contractor shall be expected to provide safe emergency community-based residential housing and quality services for homeless Veterans and Veterans with dependents (a spouse and/or children) referred by the Health Care for Homeless Veterans (HCHV) program staff. Goal is to provide services to enhance the stability of homeless Veterans served by HCHV. Housing will be available 24/7, 7 days a week. Placement can be up to 90 days with a 90-day extension based on approval by the program contact. The goal is that a minimum of 65 percent of Veterans will successfully discharge to independent living in the community.

Contractor shall have existing programs and facilities in city limits of Killeen, Texas that is fully operational and can start providing services within 10 days of contract award. Rural areas in Central Texas will be considered based on identified need for emergency housing for Veterans.

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.

BACKGROUND: Through Health Care for Homeless Veterans Program (HCHV), the VA provides case management services to Veterans and facilitates their access to a broad range of medical, mental health and rehabilitative services. HCHV's goal is to engage homeless Veterans in treatment and place them in a safe and secure environment that supports their rehabilitation goals.

The HCHV Program, an essential and critical part of the Veteran's Health Administration (VHA), is vital for providing a gateway to VA and community supportive services for eligible Veterans who are homeless. The HCHV contract programs for homeless Veterans is a vital program focused on addressing the needs of the most vulnerable Veterans. Ensuring that Veterans who are homeless can be placed in community-based programs which provide safe, quality housing and services that meet the needs of this special population is a particular focus of the HCHV program.

The purpose of this RFQ is to engage a community provider(s) (contractor(s)) who will provide transitional housing for an estimated 5-7 Veterans along with services consistent to meet HCHV program objectives for up to 90 days with possible extension approved by COR. The goal of this contract is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, emergency housing services to provide clinical case management with supportive services, life skills training, sobriety maintenance and mental health recovery education, vocational and housing counseling services to aid the veterans in reaching goals of attaining permanent housing successfully while in the program and maintaining stability.

The U.S. Department of Veterans Affairs (VA) has a requirement for a Contractor(s) to assist with the provision of residential placement and supportive services through the Health Care for Homeless Veterans (HCHV) program. This contract shall serve homeless Veterans in need of immediate housing in a safe environment in Bell County. Many of these veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions. Contractor shall provide rapid placement in a supportive, residential setting to VA referred Veterans. Contractor shall provide admission 24 hours a day, 7 days a week. Same day admission is expected.

Entities that are interested in providing Veterans these services should be aware that this contract seeks services for the area of Killeen, Texas. This program continues to expand and has become one of the largest VA interventions to assist homeless Veterans. It is also the first VA specialized homeless program developed by the VA. It represents one of VA’s most significant efforts to achieve the President’s goal of ending homelessness among Veterans.

Through this contract, the contractor supports Veterans served by HCHV by expediting daily placement of these Veterans into safe, emergency housing with supportive services. This housing must meet the criteria established both by HCHV clinical staff and VA fire and safety officials.

1. EMERGENCY HOUSING FACILITIES AND MANAGEMENT:

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

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.

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

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

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

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

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.

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

Men and women must have separate bathroom facilities. The facilities 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.

a. Case Management Services. Contractor shall have a Case Manager dedicated to Veteran residents on-site at least 40 hours per week. The Contract Case Manager shall be a social worker licensed by the state Texas and shall be responsible for the in-take assessment of Veteran residents once referred by the CTVHCS HCHV staff. Additionally, the Case Manager shall provide the following:

b. Supportive Services. The Contractor shall provide the following supportive services:

(4) 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. Each Veteran's medication should be stored in its own labeled container in the original prescription bottle with a legible prescription label. 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. Contractor shall have controlled substances (narcotics) counted daily at minimum by 2 staff members.

c. Residential Room and Board. The Contractor is required to provide sufficient facilities to accommodate up to 7 Veteran residents. All Veteran residents shall be provided:

The Department of Veterans Affairs (VA) will pay per diem up to a maximum of 48 consecutive hours for the unscheduled absence or 96 hours for the scheduled absence of a Veteran under the following conditions:

Scheduled Absences.

· To receive payment, the absence must: Be pre-planned, consistent with and support the Veteran’s individual service plan (e.g., family reunification, short term medical, substance use disorder (SUD) or psychiatric treatment).

· Have the reason documented in the individual Veteran’s case file, treatment record, or service plan.

· Not result in the bed being filled by the provider.

· Not be for a break or vacation from treatment.

· Not be used for extended educational or employment circumstances.

· Not be used to create more than 4 consecutive days of absence.

Unscheduled Absences.

· To receive payment for an unscheduled absence:

· The provider must have evidence of active outreach to locate and reengage the Veteran and document the steps taken in the Veterans individual case file, treatment record, or service plan.

· The provider may not fill the bed.

· The Veteran must be discharged from the HCHV CRS program if not located within 48 hours.

Inpatient Hospitalization: HCHV Contract Emergency Residential Services (CERS) programs will pay per diem payment to provider if a Veteran requires inpatient medical or psychiatric treatment for a period of up to 3 days if plan is for Veteran to return to CERS providing bed has not been filled.

Ineligible Veteran: When a Veteran is admitted to a HCHV CRS program and found to be ineligible for HCHV CRS, VA will pay for a maximum of 4 days from the day of admission to allow the provider and HCHV CRS Liaison time to locate and arrange alternate placement.

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

e. Referral Process.

f. 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:

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

(10) 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.

g. Dietetic Services. Contractor shall have on-site kitchen facilities permitted and licensed by the State of Texas Health Division. In addition, the Contractor shall:

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, i.e., fruits, vegetables, protein sources. This is to include alternative meals or food supplies 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).

Serve food that is prepared and stored under safe and sanitary conditions as prescribed by the Texas State Health Division website at:

F-1800 Food Service Requirements | Texas Health and Human Services 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.

Provide for the dietary needs of all Veteran residents by maintaining compliance with USA nutrition standards and dietary guidelines found at: Home | Dietary Guidelines for Americans

h. Transportation.

2. QUALIFICATIONS/ACCREDITATION/LICENSING/STAFF.

a. Accreditation and Licensing.

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.

c. Contractor shall identify each person functioning as key personnel 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.

3. DESCRIPTION AND STANDARDS OF FACILITIES.

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 the residential treatment.

b. The Contractor facility shall conform to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards, reference http://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. 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.

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

f. 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.

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

4. ORDERING ACTIVITIES AND OFFICES.

a. The VA shall designate a Contracting Officer Representative (COR) to monitor the contract performance and assist in contract administration. A delegation of authority letter delineating the responsibilities and limitations of the COR shall be provided to the Contractor. Any commitments of changes, which affect the price, quantity, 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. The Contractor shall not accept any instructions issued by any other 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, the 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.

5. EMERGENCY PLAN.

6. CONFLICT OF INTEREST.

a. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the VA, unless such person seeks and receives approval in accordance with VA Regulations. Nor shall the Contractor employ any person who, as a member the Contractor staff, would create a conflict of interest or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations or terms of the contract. In any such case, VA shall review the matter and give its approval in accordance with agency ethics rules.

b. Contractor shall not act as Fiduciary or Guardian for any Veteran resident nor provide any assistance to Veteran residents outside the scope identified in the statement of work without written prior approval from the Chief, Social Work Service, VASNHS.

7 CONTRACTOR LIAISON.

The Contractor shall designate one (1) employee who shall be responsible for the performance of the work under this contract. The liaison shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The liaison may be one of the personnel performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison.

Contractor Liaison: _____________________

Email Address:

Phone: ____________

Fax: ___________

8. STANDARD OF CONDUCT.

a. The Government reserves the right to refuse acceptance of contract personnel whose personal or professional conduct jeopardizes Veteran resident care. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, abuse, dereliction, or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints by the Veteran resident, COR or VA HCHV staff. Standards for conduct shall mirror those prescribed by current Federal Personnel Regulations. A review of current Federal Personnel Regulations can be found at HR Professionals (opm.gov)

b. Complaints concerning contract personnel’s conduct with Government employees or patients will be dealt with by the Contractor and COR. The Contracting Officer is the final authority on validating complaints. In the event that Contractor personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the Contracting Officer.

9. DRUG SCREENING.

The Contractor is responsible for ensuring their employees are not using illegal drugs and shall conduct random drug testing to ensure a drug-free environment. Contractor personnel are also subject to drug testing when there is a reasonable suspicion that they use or are impaired by illegal drugs while on duty. Reasonable suspicion of drug use or impairment includes, but is not limited, to the following:

10. PATIENT SENSITIVITY.

Contractor health care providers shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships.

11. HEALTH REQUIREMENTS.

12. CLINICAL RECORDS.

NARA Records Management Language for Contracts (May 2017)

a. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

b. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

d. Central Texas Veterans Health Care System (CTVHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to CTVHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CTVHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

f. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and CTVHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CTVHCS policy.

h. The Contractor shall not create or maintain any records containing any non-public CTVHCS information that are not specifically tied to or authorized by the contract.

i. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

j. The CTVHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which CTVHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

k. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take CTVHCS -provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

l. Clinical records of Veteran residents treated by Contractor personnel under this contract are considered VA records and will be forwarded to the VA upon request. 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, test, or treatment for or infection with HIV, medical quality assurance records, or any other sensitive information as defined by the VA, shall not have access to the records unless absolutely necessary to perform their contractual duties.